Hillsborough City Council
October 14, 2024

TOWN OF HILLSBOROUGH
San Mateo County
Christine Krolik, Mayor 1600 Floribunda Avenue
Sophie Cole, Vice Mayor Hillsborough, CA 94010
Marie Chuang, Councilmember www.hillsborough.net
Leslie Marden Ragsdale, Councilmember Phone 650-375-7400 Alvin L. Royse, Councilmember

A G E N D A
MONDAY, OCTOBER 14, 2024
4:00 PM CLOSED SESSION
6:00 PM CITY COUNCIL MEETING
Hillsborough Town Hall
Meetings of the City Council are held in-person in Council Chambers. As a courtesy and technology permitting, the meeting will also be held virtually via Zoom Video Conference. However, the Town cannot guarantee that the public’s access to the Zoom virtual platform will be uninterrupted, and technical difficulties may occur from time to time. In those instances, so long as the public may still attend the meeting in person, the meeting will continue.

In the event a Councilmember is participating remotely under the requirements of Government Code Section 54953 with regard to “just cause” or an “emergency” situation as those terms are defined in the Brown Act, the Town will stop the meeting if there is any technology disruption until such time that the public is reconnected to the live in person meeting and able to provide comment.

To attend the meeting in person:
1600 Floribunda Avenue, Hillsborough, CA 94010.

To provide Public Comment in person:

Members of the public wishing to speak on the agenda item are requested to complete a yellow speaker card and submit it to the City Clerk.

To participate in the meeting via Zoom Video Conference:
• Log in to the meeting at https://us06web.zoom.us/j/84084945118?pwd=nzvBgCrD49bvSpAWDAtUlFdebEPO63.1 • Dial-in via phone:
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Meeting ID: 840 8494 5118
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To provide Public Comment via Zoom Video Conference:

Live verbal public comments may be made by requesting to speak using the “raise hand” feature in Zoom or, if calling in by phone, by pressing *9 on the telephone keypad prior to the close of the public comment period for the item. In response, the Town will unmute the speaker and allow them to speak up to three minutes.

CLOSED SESSION (4:00 pm)
Agenda – Hillsborough City Council
Monday, October 14, 2024

CALL TO ORDER

ROLL CALL

PUBLIC COMMENT
Members of the public may provide public comments on any item on the Closed Session agenda. Members of the public participating in person are requested to complete a yellow speaker card and submit it to the City Clerk before addressing the City Council. Members of the public participating via the Zoom platform may use the “raise hand” feature or, if calling in by phone, press *9 on the telephone keypad. Speakers are limited to one comment per Closed Session item.

ANNOUNCEMENT OF CONFLICT OF INTEREST
This portion of the agenda is for Councilmembers to disclose any conflict of interest related to any item on the Closed Session agenda.

Any Councilmember who has confirmed a conflict of interest or has reason to believe they have a conflict of interest should disclose the conflict for the record and abide by the disqualification requirements contained in FPPC regulations.

CLOSED SESSION ITEMS
A. CONFERENCE WITH LABOR NEGOTIATOR
Pursuant to Government Code Section 54957.6
Agency Negotiator: Glenn Berkheimer
Employee Organization: Teamsters Local 856 - Public Works and Clerical Employee Organization: Teamsters Local 350 - Public Works Supervisors B. CONFERENCE WITH LEGAL COUNSEL – INITIATION OF LITIGATION Pursuant to Government Code Section 54956.9(d)(4)
Town as Plaintiff – One Potential Case
C. CONFERENCE WITH LEGAL COUNSEL – EXISTING LITIGATION
Pursuant to Government Code Section 54956.9(d)(1)
Mahmood Panjwani vs. County of San Mateo, San Mateo County Health, Public Health, Policy and Planning; Peninsula Humane Society & SPCA ("PHS/SPCA"); Town of Hillsborough; Program Manager of Animal Control and Licensing
San Mateo Superior Court Case No. 23CIV04568
REGULAR CITY COUNCIL MEETING (6:00 pm)
I. CALL TO ORDER
II. ROLL CALL
III. PLEDGE OF ALLEGIANCE
IV. REPORT FROM CLOSED SESSION
V. PROCLAMATIONS
• UNITED AGAINST HATE WEEK
• DOMESTIC VIOLENCE AWARENESS MONTH
Agenda – Hillsborough City Council
Monday, October 14, 2024

VI. PRESENTATION
• MAYOR'S APPLAUSE
VII. PUBLIC COMMENT I
This portion of the meeting is reserved for persons wishing to address the City Council on any matter not on the agenda.

Members of the public participating in person are requested to complete a yellow speaker card and submit it to the City Clerk before addressing the City Council. Members of the public may provide comments via the Zoom platform by using the “raise hand” feature or, if calling in by phone, by pressing *9 on the telephone keypad. In response, the Town will unmute the speaker and allow them to speak on any topic for up to three minutes. If there appears to be a large number of speakers, speaking time may be reduced to no less than 2 minutes, at the discretion of the Mayor. Members of the public are limited to one comment at this time. State law prohibits the Council from discussing or acting on non-agenda items, and generally limits the ability of the Council to respond to any public comments made regarding non-agenda items.

VIII. ANNOUNCEMENT OF CONFLICT OF INTEREST
This portion of the agenda is for Councilmembers to disclose any conflict of interest related to any item on the agenda. Any Councilmember who has confirmed a conflict of interest or has reason to believe they have a conflict of interest should disclose the conflict for the record and abide by the disqualification requirements contained in FPPC regulations.

IX. CONSENT CALENDAR
The Consent Calendar includes routine items, which do not require discussion. A Councilmember may remove an item for discussion, and any member of the audience may request a Councilmember to remove an item for discussion. The items are approved in one motion.

1. MONTHLY CLAIMS: SEPTEMBER 1 THROUGH SEPTEMBER 30, 2024

2. QUARTERLY TREASURER'S REPORT FOR THE QUARTER ENDING SEPTEMBER 30, 2024

3. RESOLUTION IMPLEMENTING PREVIOUSLY APPROVED INCREASES TO SOLID WASTE RATES EFFECTIVE JANUARY 2025 PURSUANT TO CEQA GUIDELINES 15378 AND 15273

4. RESOLUTION APPROVING AND ADOPTING AN AMENDED CONFLICT OF INTEREST CODE PURSUANT TO THE POLITICAL REFORM ACT OF 1974

5. RESOLUTION ACCEPTING AS COMPLETE THE CONTRACT WITH CASEY CONSTRUCTION INC. FOR THE 1450 SOUTHDOWN ROAD STORM DRAIN REPLACEMENT PROJECT IN THE AMOUNT OF $185,000.00 PURSUANT TO CEQA GUIDELINE 15301

6. RESOLUTION ACCEPTING AS COMPLETE THE CONTRACT WITH CASEY CONSTRUCTION INC. FOR THE A2 PRIORITY PROJECTS – PHASE 2 DRAINAGE IMPROVEMENT PROJECT IN THE AMOUNT OF $2,021,765.80 PURSUANT TO CEQA GUIDELINE 15301

7. RESOLUTION APPROVING THE PURCHASE OF ONE PUBLIC WORKS STREET

SWEEPER FROM MUNICIPAL MAINTENANCE EQUIPMENT IN THE AMOUNT OF $283,750.03 WITH A 10% CONTINGENCY OF $28,375.01 FOR A TOTAL NOT TO EXCEED AMOUNT OF $312,125.04 PURSUANT TO CEQA GUIDELINE 15378 Agenda – Hillsborough City Council
Monday, October 14, 2024

8. RESOLUTION APPROVING THE PURCHASE OF ONE PUBLIC WORKS 2024 FORD F-550 FROM TOWNE FORD IN THE AMOUNT OF $72,951.89 AND ONE CRANE

TRUCK FABRICATION FROM KNAPHEIDE TRUCK EQUIPMENT CENTER IN THE AMOUNT OF $126,934.76 WITH A 10% CONTINGENCY OF $19,988.67 FOR A TOTAL NOT TO EXCEED AMOUNT OF $219,875.32 PURSUANT TO CEQA GUIDELINE 15378

9. RESOLUTION APPROVING AND AUTHORIZING THE CITY MANAGER TO EXECUTE

A COST SHARING AGREEMENT WITH THE CITIES OF BURLINGAME AND

MILLBRAE FOR THE HIGHLINE WATER PIPELINE PROJECT TO A PREVIOUSLY

ADOPTED MITIGATED NEGATIVE DECLARATION

10. RESOLUTION ACCEPTING THE SUMMARY VACATION AND DEDICATION OF A TWENTY-FOOT-WIDE STORM DRAIN EASEMENT AT 85 SANDRA ROAD PURSUANT TO CEQA GUIDELINE 15301

11. RESOLUTION ADOPTING THE COUNTYWIDE AND TOWN OF HILLSBOROUGH

LOCAL ROADWAY SAFETY PLAN AND ACCOMPANYING VISION ZERO GOAL PURSUANT TO CEQA GUIDELINE 15306
X. NEW BUSINESS

12. RESOLUTION IMPLEMENTING PREVIOUSLY APPROVED INCREASES TO WATER SERVICE CHARGES AND VOLUME CHARGES EFFECTIVE JANUARY 2025 PURSUANT TO CEQA GUIDELINE 15378

13. CONSIDERATION OF ALTERNATIVES FOR PROGRAM DEVELOPMENT AND

MASTER PLANNING ASSOCIATED WITH THE REDEVELOPMENT OF THE TOWN

HALL COMPLEX, INCLUDING A RESOLUTION APPROVING AND AUTHORIZING THE CITY MANAGER TO EXECUTE AN AGREEMENT WITH EHDD|RED DOT

STUDIO FOR PROFESSIONAL DESIGN AND MASTER PLANNING SERVICES IN THE AMOUNT OF $442,700.00, AND APPROVING A FY 2024-25 BUDGET AMENDMENT, PURSUANT TO CEQA GUIDELINE 15306
XI. PUBLIC COMMENT II
This portion of the meeting is reserved for persons wishing to address the City Council on any matter not on the agenda.

Members of the public participating in person are requested to complete a yellow speaker card and submit it to the City Clerk before addressing the City Council. Members of the public may provide comments via the Zoom platform by using the “raise hand” feature or, if calling in by phone, by pressing *9 on the telephone keypad. In response, the Town will unmute the speaker and allow them to speak on any topic for up to three minutes. If there appears to be a large number of speakers, speaking time may be reduced to no less than 2 minutes, at the discretion of the Mayor. Members of the public are limited to one comment at this time. State law prohibits the Council from discussing or acting on non-agenda items, and generally limits the ability of the Council to respond to any public comments made regarding non-agenda items.

XII. TOWN UPDATE
XIII. CITY COUNCIL ITEMS
This section of the agenda provides the City Council an opportunity to report their participation in activities related to any intergovernmental committee assignments.

Agenda – Hillsborough City Council
Monday, October 14, 2024

XIV. ADJOURNMENT
SPECIAL ACCOMMODATIONS:

If you need a disability-related modification or accommodation, including auxiliary aids or services, to participate in the City Council meeting, or if you need an agenda in an alternate form, please contact the City Clerk’s Office at 375-7412 at least 24 hours before the scheduled City Council meeting.

ADDRESSING THE CITY COUNCIL:

Members of the public may provide written comments to the City Council regarding any item on the agenda up to two hours before the meeting to [email protected] or by mail/in person at 1600 Floribunda Avenue, Hillsborough, CA 94010. Any writings or documents provided to a majority of the City Council regarding any item on this agenda prior to the deadline, except as exempt from public disclosure under applicable law, will be available for public inspection on the Town website, and in the City Clerk’s Office at 1600 Floribunda Avenue, Hillsborough, CA 94010, during regular business hours. All oral comments made at public meetings, including a speaker’s name, are recorded and included as part of the public record in the meeting minutes. Meeting minutes are publicly accessible via the Town website and via various internet search engines. Written comments, including a commenter’s name, are a public record and subject to disclosure on the Town website and/or upon request pursuant to the California Public Records Act (with personal contact information including personal email addresses and personal phone numbers redacted).

AUDIO / VISUAL ADVISORY:

Those persons who wish to use PowerPoint or other mediums when presenting to the City Council will be required to submit media items to the City Clerk by 12:00 p.m. on the day of the meeting. Media items can be emailed to [email protected].

AUDIO OR VIDEO RECORDINGS:

Please be advised that under the Brown Act, any person has the right to record the City Council meeting, including the audience in attendance, using an audio or video recording device subject to certain exceptions. Please be aware that by attending a City Council meeting, you may be audio or video recorded.

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TOWN OF HILLSBOROUGH
San Mateo County
1600 Floribunda Avenue
Hillsborough, CA 94010
1 CONSENT CALENDAR

CITY COUNCIL MEETING
OCTOBER 14, 2024

AGENDA STAFF REPORT
ITEM SUBJECT: MONTHLY CLAIMS: SEPTEMBER 1 THROUGH SEPTEMBER 30, 2024 SUMMARY: The monthly claims for the month of September 2024 in the amount of $4,688,251.75 are submitted for approval.

FISCAL IMPACT: Claims have been expended pursuant to the approved budget.

ENVIRONMENTAL ISSUES: The proposed action is exempt from environmental review pursuant to the California Environmental Quality Act (CEQA) Guidelines sections 15378(b)(2) and 15378(b)(5) as ongoing administrative or organizational activities that will not result in direct or indirect physical changes in the environment.

ATTACHMENTS: Monthly Claims Listing
PREPARED BY: Richard Santiago, Assistant Finance Director RECOMMENDATION: Approve the monthly claims for September 2024 as submitted. -5-

TOWN OF HILLSBOROUGH

REPORT OF GOODS & SERVICES PURCHASED
DURING THE MONTH OF SEPTEMBER 2024
PREPARED BY:

Alan Singh
Docusign Envelope ID: 59813B27-1916-4F2F-883A-6C1C4AAD6381 -6-
GOODS & SERVICES PURCHASED $1,799,605.42
NET SALARIES & TAXES PAID 1,058,522.01
HEALTH BENEFIT PREMIUMS 189,035.29
CCFD FUNDING 743,775.00
SAN FRANCISCO WATER PAYMENTS 895,564.03
TOTAL COST OF GOODS & SERVICES TO BE APPROVED $4,688,251.75

FINANCE DIRECTOR DATE

CITY MANAGER DATE
DURING THE MONTH OF SEPTEMBER 2024

SUMMARY OF PURCHASES

TOWN OF HILLSBOROUGH
Docusign Envelope ID: 59813B27-1916-4F2F-883A-6C1C4AAD6381 10/8/2024
10/8/2024
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COMPARATIVE SUMMARY
For the Month of September 2024
Sep-24 Sep-23 Sep-22
Goods & Services Purchased:

Operations 1,199,416.52 1,458,571.17 3,429,571.62
Capital 600,188.90 600,903.25 2,784,079.26
Net Salaries & Taxes Paid 1,058,522.01 1,421,801.92 1,404,472.12 Health Benefit Premiums 189,035.29 168,493.00 158,075.63 Bond Payments 0.00 0.00 44,782.84
CCFD Funding 743,775.00 703,368.00 654,879.00
San Francisco Water Payments 895,564.03 857,802.14 801,746.80 Total $4,688,251.75 $5,210,939.48 $9,277,607.27
NOTES:

Operations -
payments, such as the annual Hillsborough Recreation contribution.

Capital -
Net Salaries & FY 24/25 payroll had only two pay periods in September 2024 compared to three pay Taxes Paid - periods in September 2023.

CCFD -
Water -
FY 24/25 spending is consistent with FY 23/24 spending except for timing of reoccurring Capital project spending in September 2024 is primarily for Priority Basin Project, Fire Station 32 generator, Storm Drain repairs, and the Street Resurfacing Project.

FY 24/25 contribution is based on budget/contract.

There was an SFPUC wholesale water rate increase on July 1, 2024 to $5.67 (from $5.21, a 8.8 % increase). The increase in FY 24/25 as compared to FY 23/24 is attributed to the SFPUC rate increase, higher units purchased, and timing of payments.

Docusign Envelope ID: 59813B27-1916-4F2F-883A-6C1C4AAD6381 -8-

TOWN OF HILLSBOROUGH
PURCHASES MADE DURING SEPTEMBER 2024
CK # VENDOR DESCRIPTION AMOUNT
15593 A & D AUTOMATIC GATE CO. REPAIR - GATE DARRELL PW 254.00 15594 ADP, LLC AUG '24 MASTERTAX SOFTWARE SUPPORT FN 86.29 15595 AFLAC JUL '24 INSURANCE PREMIUM HR 2,585.15
15596 AIXTEK AUG '24 IT MANAGEMENT SERVICE/PD SERVER IT 30,815.00 15597 ALL FENCE COMPANY, INC. INSTALL - FENCE/BARBED WIRE RESERVOIR RD PW 8,300.00 15598 AMAZON WEB SERVICES, INC JUL '24/AUG '24 - BACKUP STORAGE IT 25,519.57 15599 ANN STAR FORMAN FEE - NOTARY SERVICES AUG '24 BP 315.00 15600 AT&T 7/10/24-8/9/24 1,956.90
15601 AT&T 7/19/24-8/18/24 268.21
15602 AT&T 7/19/24-8/18/24 155.55
15603 AT&T 7/20/24-8/19/24 PD 65.68
15604 AT&T 7/20/24-8/19/24 745.70
15605 AT&T 7/20/24-8/19/24 155.55
15606 AT&T 7/24/24-8/23/24 560.06
15607 BAY AREA WATER SUPPLY & CONSERVE SMART CONTROLLER PROGRAM JUL '24 PW 328.83 15608 BAY PRO SEP '24 LANDSCAPE MAINT/MULCH VARIOUS SITES HBF 6,411.00 15609 BAYSIDE BUILDING MATERIALS INC MATERIALS - BLADES/PAINT PW 246.13 15610 BESS TESTLAB, INC 23/24 WATER/SEWER REPLACE PRJ - POTHOLING PW 56,172.00 15611 BEST BEST & KRIEGER LLP FEE - JUL '24 LEGAL SERVICE 40,314.58 15612 BOSCO OIL COMPANY GAS/DIESEL PW/PD 3,649.13
15613 BUILDCHECK AI, INC CONSULT - ADRB APPLICATIONS SEP '24 BP 745.00 15614 BURNETT LANDSCAPE DEVELOPMENT INC MAINT-JUN '24/AUG'24 TOWN LANDSCAPE VARIOUS SITE 5,810.00 15615 CAL-STEAM, INC. #2504 PARTS - WATER FOUNTAIN VISTA PARK PW 218.69 15616 CASEY CONSTRUCTION, INC. SOUTHDOWN STORM DRAIN REPLACE PRJ PW 153,140.00 15617 CENTRAL COUNTY FIRE DEPARTMENT SEPT '24 FISCAL CONTRIBUTION 743,775.00 15618 CENTRALSQUARE TECHNOLOGIES,LLC SOFTWARE - CRW TRACKIT PRJ BP 35,078.00 15619 CHRIS ROGERS MAINT-OPEN SPACE/SEWER VEGETATION MANAGE PW 10,745.00 15620 CINTAS CORPORATION NO 3 UNIFORM CLEANING SERVICE PW 350.94 15621 CITY OF BURLINGAME AUG '24 LIBRARY SERVICES CM 66,965.90 15622 CITY OF FOSTER CITY COUNCIL OF CITIES MEETING 7/26/24 CO 60.00 15623 CITY OF SAN MATEO SEP '24 LIBRARY SERVICES CM 24,786.88 15624 CLARK PEST CONTROL PEST CONTROL - PW 134.00
15625 COMCAST AUG '24 PW 455.44
15626 COMCAST JUL '24 CALNET NONCGEN LINE IT 4,838.89
15627 CUSTOM TOPS INC SUPPLIES - FOAM TAPE PW 21.98
15628 DAILY JOURNAL CORPORATION LEGAL NOTICE 8/23/24 PREADOPT SUMMARY REACH CL 677.65 15629 DAN OKANO EQUIP - TRIMMER LINE PW 277.44
15630 DANIEL RICHARD CHARLES INSTALL - EMERGENCY GENERATOR STATION #32 PW 72,487.33 15631 DEBORAH YACOBELLIS CONSULT - CRW/TRACK IT/SYMBIUM/SOLAR AUG '24 BP 5,996.25 15632 DEGREE HVAC, INC INSTALL - HVAC/ZONING SYSTEM CORP YARD PW 21,045.00 15633 DU-ALL SAFETY, LLC AUG '24 SAFETY CONSULT PW 4,185.00 15634 EDUCATION & TRAINING SERVICES LLC TRAIN - LEADERSHIP PROGRAM STAFF PW 549.00 15635 ENGINEERING DATA SOFTWARE, INC SOFTWARE - PARCEL MANAGEMENT SYSTEM 24/25 12,730.95 15636 EPRINTS & DOCUMENT SERVICES PRINT - BUSINESS CARDS ALL DEPARTMENTS 2,733.17 15637 EPS, INC. SEWER PHASE 1C CONSTRUCTION PW 128,052.71 15638 FASTENAL COMPANY SUPPLIES - PERSONNEL PROTECTIVE EQUIP PW 573.97 15639 FERGUSON US HOLDINGS, INC PARTS - VARIOUS ITEMS PW 1,765.54 15640 FERGUSON US HOLDINGS, INC PARTS - GATE VALVES & VARIOUS ITEMS PW 507.66 15641 FRANK AND GROSSMAN LANDSCAPE SEP '24 JANITORIAL SERVICES PW 8,796.05 15642 GLENN BERKHEIMER AUG '24/SEPT '24 LABOR RELATIONS HR 3,400.00 15643 GOOD CITY COMPANY CONSULT - GENERAL PLAN/HOUSING ELEMENT JUL '24 510.00 15644 GRAY'S PAINT & WALLPAPER SUPPLIES - PAINT/BRUSHES PW 168.89 15645 HACH COMPANY WATER QUALITY SUPPLIES PW 5,391.45
15646 HDL, COREN & CONE 2023-24 ACFR STATISTICAL REPORTS PACKAGE FN 695.00 15647 HF&H CONSULTANTS, LLC JUL '24 2025 WATER RATE/WASTE RATE ANALYSIS FN 11,686.25 15648 HILLSBOROUGH RECREATION 2024-25 RECREATION CONTRIBUTION CM 182,000.00 Docusign Envelope ID: 59813B27-1916-4F2F-883A-6C1C4AAD6381 -9-

TOWN OF HILLSBOROUGH
PURCHASES MADE DURING SEPTEMBER 2024
15649 INFOSEND, INC. MAY '24-JUL '24 UTILITY BILLING FN 4,846.98 15650 INFRASTRUCTURE ENGINEERING CORP DARREL TANK REPLACE PRJ PW 457.50 15651 INTERSTATE TRAFFIC CONTROL PRODUCT PARTS - POST CAPS PW 2,214.84 15652 INTERWEST CONSULTING GROUP AUG '24 BUILDING INSPECTOR SERVICES BP 2,000.00 15653 ISSQUARED, INC SOFTWARE - 24/25 PALO ALTO THREAT PREVENT/FILTER 3,258.12 15654 JAMES WILLIAM NESS ANNUAL TEST/REPAIR BACKFLOW UNITS PW 6,910.00 15655 KARIN SIDWELL HISTORICAL DESIGN REVIEW MULTIPLE SITES BP 6,000.00 15656 MCCAMPBELL ANALYTICAL, INC. WATER SAMPLES ANALYSIS PW 480.00 15657 METROPOLITAN PLANNING GROUP INC HISTORICAL DESIGN REVIEW BP 2,375.00 15658 MOORE, IACAFONO GOLTSMAN, INC HISTORICAL DESIGN REVIEW BP 2,110.30 15659 MINUTEMAN PRESS-SAN MATEO PRINT - BUSINESS CARDS PD 219.25 15660 NAPA AUTO PARTS - BURLINGAME SUPPLIES - GREASE PW 101.85 15661 OCCUPATIONAL HEALTH CENTERS OF CA EMPLOYEE PHYSICAL HR 133.00 15662 ODYSSEY POWER CORPORATION MAINT - GENERATOR MULTIPLE SITES PW 1,330.00 15663 BING CHENG REFUND - BUILD DEPOSIT BP 1,745.00
15664 HOLLY C FINN TRUST REFUND - PERMIT FEE VOID BP 163.00 15665 JAMISON & RENNE MARK REFUND - GRADE DEPOSIT BP 5,000.00 15666 JD CESARE CONSTRUCTION, INC REFUND - PERMIT FEE VOID BP 787.76 15667 MEREDITH THACKER REFUND - PERMIT FEE VOID BP 2,121.01 15668 PATRICK TROMBLEY REFUND - BUILD DEPOSIT BP 7,063.00 15669 FRANK J. PONTERIO REFUND - BUSINESS LICENSE OVERPAY FN 104.00 15670 ROSS CAMPBELL INC SB 1383 ORGANICS OUTREACH CAMPAIGN CM 3,000.00 15671 CHRISTOPHER BISHKO REFUND - WATER ACCOUNT BALANCE FN 92.38 15672 GEORGE LUNDBERG REFUND - WATER ACCOUNT BALANCE FN 218.14 15673 GERALDINE LEMAIS REFUND - WATER ACCOUNT BALANCE FN 330.43 15674 KATHY ZHANG REFUND - WATER ACCOUNT BALANCE FN 18.58 15675 PENINSULA TRUCK REPAIR INC REPAIR - AIRBAG FORD F550 #251 PW 2,452.05 15676 QUENCH USA, INC EQUIP - WATER STATION 8/28/24-9/27/24 PD 177.61 15677 RENNE PUBLIC LAW GROUP LLP LEGAL RETAINER JUL '24 CM 4,000.00 15678 ROBERT HALF INTERNATIONAL INC TEMP SERVICE - W/E 8/16/24-8/30/24 CM/FN 10,074.77 15679 SAN MATEO COUNTY FORENSIC LAB APR'24 CRIME LAB SERVICES PD 1,266.00 15680 SM CO ENVIRONMENTAL SERVICES FEE - STORAGE TANK CORP YARD PW 1,653.00 15681 SAN MATEO LOCK WORKS, INC. KEYS PW 110.17
15682 SAN MATEO LUMBER CO., INC MATERIALS - WOOD ADMIN OFFICE FLOORS PW 468.31 15683 SHAWN KIRBY AUG '24 POOL SERVICE 1640 RENTAL PW 200.00 15684 SOUTH BAY REGIONAL PUBLIC SAFETY TRAIN - REPORT WRITING COURSE PD 245.00 15685 SPOTLIGHT IMPRESSIONS, INC PRINT - COUNCIL NAME BADGE CO 33.00 15686 STAPLES ADVANTAGE OFFICE SUPPLIES - ALL DEPARTMENTS 1,103.37 15687 TELSTAR INSTRUMENTS MAINT - SMARTCOVER SERVICE MULTIPLE SITES PW 1,425.00 15688 SAMUAL OAKLEY CONSULT - AUG '24 ARBORIST SERVICES BP 1,757.50 15689 THIRKETTLE CORPORATION SOFTWARE - RNI SAAS FEE 7/1/24-6/30/25&METERS PW 31,600.91 15690 TIMBERLINE TREE SERVICE, INC. MAINT - TREE REMOVAL INVERNESS PW 850.00 15691 U.S. POSTMASTER REPLENISH POSTAGE PERMIT 5,000.00 15692 ULINE, INC. SUPPLIES - BINS PW 689.81
15693 UNDERGROUND REPUBLIC WATER WORKS, PARTS - BALL VALVES/ADAPTERS PW 16,788.94 15694 UNITED SITE SERVICES, INC. PORT-POTTY RENTAL - WORK FURLOUGH 8/1/24-8/31/24 470.16 15695 UTILITY TELECOM, INC. AUG '24 ETHERNET & CIRCUITS IT 396.06 15696 VERIZON WIRELESS 6/24/24-7/23/24 PW 80.02
15697 WILSEY HAM SEWER CIP 1D DESIGN PRJ PARROTT PW 24,024.85 15698 WRA, INC CONSULT - EIR ASSESSMENT BP 2,587.75
15699 ALLIANT INSURANCE 2024-25 COMMERCIAL CYBER LIABILITY INSURANCE BBR 42,561.75 15700 AGUILAR & SONS REPAIR - INSTALL ASHPALT DE SABLA PW 15,360.00 15701 AKEL ENGINEERING GROUP, INC. HYDRAULIC ANALYSIS SKYFARM 3 PUMP STATION PW 1,188.50 15702 AT&T SEP '24 PD 538.67
15703 BARTLEY PUMP PM, LLC MAINT - PUMP CORP YARD PW 1,503.75 15704 BAY AREA WATER SUPPLY & CONSERVE AGCONSERVATION PROMOTION ITEMS PW 416.72 15705 BEST BEST & KRIEGER LLP FEE - JUN '24 LEGAL SERVICE SF 1,783.00 15706 BOSCO OIL COMPANY GAS/DIESEL PW/PD 3,073.92
15707 BURNETT LANDSCAPE DEVELOPMENT INC MAINT - SEP '24 HBF LANDSCAPE VARIOUS SITES 6,279.21 15708 CALIFORNIA ELECTRIC CO. INSTALL - CONDUITS/WIRING VARIOUS SITES PW 12,994.73 15709 CINTAS CORPORATION NO 3 UNIFORM CLEANING SERVICE PW 1,052.82 Docusign Envelope ID: 59813B27-1916-4F2F-883A-6C1C4AAD6381 -10-

TOWN OF HILLSBOROUGH
PURCHASES MADE DURING SEPTEMBER 2024
15710 CINTAS CORPORATION NO 3 SUPPLIES - FIRST AID KIT VARIOUS SITES PW 5,294.96 15711 CITY MANAGE MANAGEMENT ADVISORS DEPUTY CITY CLERK RECRUITMENT SERVICES CM 8,833.33 15712 CLARK PEST CONTROL PEST CONTROL - PW 134.00
15713 COMCAST SEP '24 PW 455.44
15714 CSG CONSULTANTS, INC. 2025 STREET RESURFACE & VARIOUS PRJ 7/1/24-7/26/24 119,803.53 15715 DANIEL RICHARD CHARLES INSTALL - SKYFARM 2 EXHAUST FAN PW 970.80 15716 DEBORAH YACOBELLIS CONSULT - CRW/TRACK IT RATE ADJ AUG '24 BP 397.50 15717 FLOWATER EQUIP - AUG '24 WATER STATION FN/BP 328.12 15718 FOLGER GRAPHICS, INC PRINT - RESIDENT COMMERCIAL ACTIVITY LETTER CM 2,207.06 15719 GOOD CITY COMPANY CONSULT - GENERAL PLAN/HOUSING ELEMENT AUG' 24 5,400.00 15720 HALEY & ALDRICH, INC INSPECT - RETAINING WALL RALSTON PW 927.50 15721 HILLSBOROUGH CITY SCHOOL DISTRICT 24/25 SCHOOL CROSSING GUARDS SERVICE FN 59,991.75 15722 INTERSTATE BATTERY SYSTEM OF SF PARTS - BATTERIES BACKHOE #2 PW 363.19 15723 KARIN SIDWELL HISTORICAL DESIGN REVIEW BP 5,200.00 15724 MIDWEST MOTOR SUPPLY CO, INC SUPPLIES - VARIOUS ITEMS PW 1,692.90 15725 MARK D HUDAK LEGAL SERVICES - AUG 2024 CM 2,411.95 15726 METROPOLITAN PLANNING GROUP INC CONSULT - AUG '24 PLANNER SERVICES/ADU WEBSITE 12,971.25 15727 NOEL L. MILLER, INC. MAINT - FORD F350 #321 PW 3,525.73 15728 NORCAL RENTAL GROUP LLC EQUIP - DEHUMIDIFIER PW 888.53 15729 ODYSSEY POWER CORPORATION MAINT - GENERATOR TOURNAMENT PW 3,855.00 15730 ERIC P LIN REFUND - BUILD DEPOSIT BP 6,093.50
15731 FREEDOM FOREVER LLC REFUND - PERMIT FEE VOID BP 383.00 15732 GENERAL DYNAMICS INFORMATION TECHNO REFUND - WIRELESS DEPOSIT BP 5,000.00 15733 JOHN BRUEL REFUND - BUILD DEPOSIT BP 13,600.00
15734 MARC SNYDER REFUND - BUILD DEPOSIT BP 14,770.00
15735 MICHAEL & TAMMY HSU REFUND - PERMIT FEE VOID BP 1,100.57 15736 MUNIR ALAM REFUND - GRADE DEPOSIT BP 7,500.00
15737 ALAN SINGH REIMB - MILEAGE TYLER ERP WORKSHOP 9/16/24 FN 33.64 15738 MATTHEW GALIT REIMB -TRAVEL EXP SURVIVAL TACTIC CLASS 8/19-23/24 611.25 15739 MING KIM REIMB-TRAVEL EXP CSI/EVIDENCE COURSE 9/9-11/24 PD 1,267.59 15740 TOWN OF WOODSIDE COUNCIL OF CITIES MEETING CO 260.00 15741 PAKPOUR CONSULTING GROUP,INC 23/24 WATER & SEWER REPLACE PRJ DESIGN PW 17,485.00 15742 PG & E 7/6/24-8/5/24 MULTIPLE INVOICES PW 13,003.51 15743 RED WING SHOE STORE WORK BOOTS - STAFF PW 896.60
15744 ROBERT HALF INTERNATIONAL INC TEMP SERVICE - W/E 7/12/24-9/20/24 CM/FN 14,271.67 15745 ROMEL 400 LLC RENT - SEP-OCT'24 RADIO BASE STATION RECEIVER PD 660.00 15746 SAN MATEO COUNTY FORENSIC LAB AUG'24 CRIME LAB SERVICES PD 3,090.00 15747 SAN MATEO LOCK WORKS, INC. KEYS PW 15.35
15748 SM RESOURCE CONSERVATION DISTRICT RCD COMPOST PROGRAM 4/24-7/24 CM 1,883.32 15749 SCHAAF & WHEELER CONSULTING 2024 SANITARY SEWER LIFT STATION UPGRADE 24A PW 13,650.00 15750 SCOTT BUSCHMAN PHOTOGRAPHY - STAFF PROMOTION EVENT PD 1,695.31 15751 SPOTLIGHT IMPRESSIONS, INC PRINT - NAME BADGE/NAME PLATES CM 675.16 15752 STANDARD INSURANCE COMPANY AUG '24 GROUP LIFE/ADD/LTD ASSESSMENT 3,266.39 15753 STAPLES ADVANTAGE OFFICE SUPPLIES - ALL DEPARTMENTS 956.75 15754 TELECOMMUNICATIONS ENGINEERING ASSOSEPT'24 COMMUNICATIONS CENTER/BASE PD 2,345.50 15755 THE PERMANENTE MEDICAL GROUP, INC EMPLOYEE PHYSICAL STAFF HR 659.00 15756 UNDERGROUND REPUBLIC WATER WORKS SUPPLIES - GASKET STRIPS PW 249.77 15757 VERIZON WIRELESS 8/7/24-9/28/24 PD 268.07
15758 WRA, INC EL CERRITO CREEK BANK PRJ PW 2,275.57
15759 ZASIO ENTERPRISES, INC. SOFTWARE - 24-25 VERSATILE SYSTEM & SUPPORT FN 2,600.00 TOTAL GOODS & SERVICES FOR THE MONTH PAID BY CHECK $2,303,765.91 CALPERS RETIREMENT CONTRIBUTIONS 124,719.33
VISA PAYMENTS 28,578.93
RETIREE HEALTH REIMBURSEMENTS 86,316.25
OTHER ELECTRONIC PAYMENTS 1,750.00
TOTAL GOODS & SERVICES FOR THE MONTH $ 2,545,130.42
Docusign Envelope ID: 59813B27-1916-4F2F-883A-6C1C4AAD6381 -11-

TOWN OF HILLSBOROUGH
San Mateo County
1600 Floribunda Avenue
Hillsborough, CA 94010
2 CONSENT CALENDAR

CITY COUNCIL MEETING
OCTOBER 14, 2024

AGENDA STAFF REPORT
ITEM SUBJECT: QUARTERLY TREASURER'S REPORT FOR THE QUARTER ENDING SEPTEMBER 30, 2024
SUMMARY: Government Code Section 53646(b) requires that the Quarterly Investment Report be rendered to the City Council during public session within 45 days of the quarter's end.

FISCAL IMPACT: There is no fiscal impact associated with this agenda item.

ENVIRONMENTAL ISSUES: The proposed action is exempt from environmental review pursuant to the California Environmental Quality Act (CEQA) Guidelines sections 15378(b)(2) and 15378(b)(5) as ongoing administrative or organizational activities that will not result in direct or indirect physical changes in the environment.

ATTACHMENTS: Quarterly Treasurer's Report
PREPARED BY: Rich Santiago, Assistant Finance Director
RECOMMENDATION: Approve the Treasurer's Report for the quarter ending September 30, 2024.
-13-
Purchase Maturity Days to Amortized/Fair/ Coupon Valuation Issuer Type Date Date Maturity Cost Par Value Market Value Rate Yield Source LAIF On demand 59,414,864 59,414,864 59,195,983 4.5750% 1 Sec 115 Benefit Trust Company 6,204,251 6,204,251 6,204,251 1.9000% 3 Cash on Hand 8,300 8,300 8,300
Checking Account On demand 7,823,623 7,823,623 7,823,623 0.0100% 3 US Bank Custodial Account 1,008,851 1,008,851 1,008,851 0.0000% 4 Sub-total 74,459,889 74,459,889 74,241,007
INVESTMENTS: Cost Market Value
United States Treasury TN 10/1/2021 9/30/2025 365 196,063 200,000 192,782 0.2600% 3 United States Treasury TN 9/1/2023 3/31/2028 1278 175,313 200,000 184,820 1.3500% 3 United States Treasury TN 9/1/2023 5/31/2028 1339 174,688 200,000 184,086 1.3600% 3 United States Treasury TN 3/18/2022 12/31/2026 822 192,500 200,000 189,914 1.3200% 3 United States Treasury TN 3/18/2022 1/31/2027 853 194,625 200,000 190,618 1.5700% 3 United States Treasury TN 12/8/2022 8/15/2026 684 184,438 200,000 192,204 1.5600% 3 United States Treasury TN 12/8/2022 5/15/2026 592 185,938 200,000 193,430 1.6800% 3 United States Treasury TN 7/19/2022 3/15/2025 166 193,211 200,000 197,706 1.7700% 3 United States Treasury TN 9/1/2023 5/31/2027 973 188,000 200,000 195,126 2.6900% 3 United States Treasury TN 7/19/2022 11/30/2025 426 198,570 200,000 197,712 2.9100% 3 United States Treasury TN 7/19/2022 7/15/2025 288 393,867 400,000 396,744 3.0200% 3 United States Treasury TN 9/1/2023 8/31/2027 1065 191,250 200,000 197,524 3.1600% 3 United States Treasury TN 12/20/2023 11/15/2028 1507 241,719 250,000 245,645 3.1800% 3 United States Treasury TN 6/8/2023 3/31/2025 182 197,688 200,000 199,514 3.8800% 3 United States Treasury TN 9/1/2023 11/30/2027 1156 196,813 200,000 201,750 3.8400% 3 United States Treasury TN 9/1/2023 2/29/2028 1247 198,125 200,000 202,718 3.9500% 3 United States Treasury TN 10/23/2023 7/31/2028 1400 194,625 200,000 203,882 4.0500% 3 United States Treasury TN 6/8/2023 10/25/2025 390 199,813 200,000 200,586 4.2400% 3 United States Treasury TN 12/8/2022 11/15/2025 411 203,125 200,000 201,282 4.4700% 3 ALLY BK SANDY UTAH NCD 7/21/2022 1/21/2025 113 200,000 200,000 198,894 3.0200% 3 Sub-Total 4,100,367 4,250,000 4,166,937
GRAND TOTALS 78,560,256 78,709,889 78,407,944
LEGENDS:

LAIF Local Agency Investment Fund (State of CA) LAIF Quarterly Performance Report 1 SMCP San Mateo County Pool SMCP report 2
MMF Money Market Fund Custodian Bank/Trust statement 3
BA Bankers' Acceptance Broker/Dealer market information 4 CP Commercial Paper Other Sources: Newspaper, other 5
TCD Time Certificate of Deposit Amortized Cost 6
NCD Negotiable Certificate of Deposit
TB Treasury Bill
TN Treasury Note
All funds are invested in accordance with the Town of Hillsborough's Investment Policy as approved by the City Council. Sufficient funds are available to meet the Town's expenditures for a six-month period. This report is prepared pursuant to Government Code Section 53646. LAIF Market Value is left at Cost Value because reports are not available.

Prepared by: Rich Santiago, Assistant Finance Director
Date
Approved by: Jan Cooke, Finance Director
Date
Town of Hillsborough
Report on Cash and Investments Held As of Quarter Ended September 30, 2024

TYPE OF INVESTMENTS VALUATION SOURCE
Docusign Envelope ID: 3970D047-EDBE-4481-8F01-E258DE910B56 10/8/2024
10/8/2024
-14-
RECAP: Purchase Price % to Total TOH Restriction 1st Quarter* Year To Date LAIF Local Agency Investment Fund $ 59,414,864 75.6% None 679,558 679,558 TCD Time Certificate of Deposit $ - 0.0% None
NCD Negotiable Certificate of Deposit $ 200,000 0.3% None 234 234 TB Treasury Bills $ - 0.0% None
TN Treasury Notes $ 3,900,367 5.0% None 33,427 33,427
CP Commercial Paper $ - 0.0% None
BA Bankers Acceptances $ - 0.0% None
CA Checking/Sweep Account $ 7,823,623 10.0% None 6,540 6,540 CUS Custodian Account $ 1,008,851 1.3%
COH Cash on Hand $ 8,300 0.0% None
Section 115 Trust $ 6,204,251 7.9% None 43,411 43,411
Sub-total $ 78,560,256 100%
Trustee - Bond Funds
Bond Funds - Investments
Total $ 78,560,256 763,170 763,170
Maturity of 2 years and under $ 61,567,575 78.4% -
Section 115 Trust $ 6,204,251 7.9% -
CA Checking/Sweep Account $ 7,823,623 10.0% -
CUS Custodian Account $ 1,008,851 -
COH Cash on Hand $ 8,300 0.0% -
Sub-total $ 76,612,600 96.2%
Maturity from 2-5 years $ 1,947,656 2.5%
Sub-total - Town Funds $ 78,560,256 99%
Bond Funds
Trustee - Bond Funds
Total Portfolio $ 78,560,256
TOTAL INVESTMENTS $ 69,719,482
CASH/CHECKING/MMA $ 8,840,774
TRUSTEE BOND FUNDS $ -
$ 78,560,256
*Estimate $ -
Investment Income
For Quarter Ending September 30, 2024

INVESTMENT RECAP

TOWN OF HILLSBOROUGH
Docusign Envelope ID: 3970D047-EDBE-4481-8F01-E258DE910B56 -15-

TOWN OF HILLSBOROUGH
San Mateo County
1600 Floribunda Avenue
Hillsborough, CA 94010
3 CONSENT CALENDAR

CITY COUNCIL MEETING
OCTOBER 14, 2024

AGENDA STAFF REPORT
ITEM SUBJECT: RESOLUTION IMPLEMENTING PREVIOUSLY APPROVED INCREASES TO SOLID WASTE RATES EFFECTIVE JANUARY 2025 PURSUANT TO CEQA GUIDELINES 15378 AND 15273
SUMMARY: The Town reviews potential solid waste rate increases annually or as needed to ensure that revenues are sufficient to cover the costs of the solid waste function. In 2022, the town adopted a five-year schedule of increases to maximum authorized rates. To review the need for potential rate increases in January 2025, the Town contracted with HF&H Consultants, LLC. (“HF&H”) to prepare an updated analysis of the Town’s solid waste rate model using data and projections. The last rate increase was effective for January 2024.

Background
Solid waste, recyclable material, and organic collection services are provided to residential and business customers through a franchise agreement with Recology of San Mateo County (Recology), which expires on December 31, 2035.

The Town is a South Bayside Waste Management Authority Joint Powers Agreement (SBWMA) member. Under the agreement, each member agency sets its solid waste rates for residential and commercial customers. Each of the eleven SBWMA member jurisdictions has a franchise agreement with Recology of San Mateo County for residential and commercial solid waste, residential recycling, and residential green waste collections. In addition, the Shoreway Environmental Center is owned by the SBWMA and operated by a contractor. The Shoreway facility serves as a regional solid waste and recycling facility for receiving, handling, and transferring refuse, recyclable, and organic materials.

Three significant factors determine solid waste rates. First and foremost is the annual cost of collection and disposal of garbage and recyclables. Solid waste, recyclable, and organic materials are collected by Recology and taken to the Shoreway facility for processing, staging, and shipment. The franchise agreement with Recology is a “fixed cost” contract where future costs are adjusted based on contractually approved indices. The second most significant factor in the costs of solid waste services is disposal fees (tipping fees at the Shoreway facility and the landfill). The SBWMA Board approves tipping fees and then passes through to the SBWMA agencies to be added to rates. Finally, the Town charges city fees and costs to Recology, including a franchise fee that does not exceed the cost the Town incurs to grant the franchise to Recology, as well as compensation for physical, tangible government property used by Recology to provide solid waste service. Recology has determined to meet this obligation by billing Hillsborough customers directly.
-17-
Agenda Staff Report - Hillsborough City Council
October 14, 2024

Analysis
HF&H performed a cost of service and rate study (the “Study”) for the Town of Hillsborough in 2022. On November 14, 2022, the Town adopted Resolution No. 22-82, approving maximum rates for the Town’s solid waste rates for a five-year period as recommended in the Study and adopting the first year of the rate series effective for January 1, 2023.

To review the need for potential rate increases effective January 1, 2025, the Town contracted with HF&H consultants to prepare an updated analysis of the Town’s solid waste rate model using updated financial data and projections. The attached technical memorandum provides an analysis for a five-year timeframe for context only. If approved by the City Council, the proposed resolution only covers the proposed rates effective January 1, 2025.

The overall 2025 cost increase for all solid waste costs is 4.1% for the Town, which is using a portion of the balancing account to cover the 2025 costs. Based on the projections in the technical memorandum, an updated rate study will be needed to review future years.

FISCAL IMPACT: The rate increases, along with the use of the balancing account, will produce sufficient revenue to cover the costs of the 2025 solid waste services.

ENVIRONMENTAL ISSUES: In accordance with the California Environmental Quality Act (CEQA) and the CEQA Guidelines, the increases in the solid waste service charges are exempt from CEQA pursuant to Section 15378 and Section 15273 of the CEQA Guidelines and Public Resources Code Section 21080(b0(8) because (i) the increase charges are for the purpose of meeting operational and maintenance expenses of the aforementioned services and (ii) the charges constitute the creation of a funding mechanism/other governmental fiscal activity which does not involve any commitment to any specific project that may result in potential significant physical impact on the environment.

ATTACHMENTS:

1. Resolution

2. HF&H Report
PREPARED BY: Jan Cooke, Finance Director
RECOMMENDATION: Adopt the resolution implementing previously approved increases to solid waste rates effective January 2025 pursuant to CEQA Guidelines 15378 and 15273. -18-
RESOLUTION NO. 24-

RESOLUTION OF THE CITY COUNCIL OF THE TOWN OF HILLSBOROUGH

IMPLEMENTING PREVIOUSLY APPROVED INCREASES TO SOLID WASTE RATES EFFECTIVE JANUARY 2025 PURSUANT TO CEQA GUIDELINES 15378 AND 15273 WHEREAS, on November 14, 2022, the City Council approved Resolution No. 22-82 adopting maximum solid waste rates for the next five years; and WHEREAS, the Town may implement solid waste rates up to the adopted maximum rate and charges in the intervening years; and
WHEREAS, the Town adopted changes to the solid waste rates effective for January 1, 2023 and 2024; and
WHEREAS, the Town now wishes to implement changes to solid waste rates that will take effect on January 1, 2025, until amended, as authorized by Resolution No. 22-82. Such increased rates for solid waste shall not exceed the maximum rates adopted in 2022.

NOW, THEREFORE, BE IT RESOLVED that the City Council of the Town of Hillsborough hereby implements the following solid waste rates effective January 1, 2025 to be in effect until amended:

Residential Monthly Solid Waste Rates
1/1/2025
Flat Fee Per Parcel1 $31.68
Service Level2
20-Gallon-Cart $31.95
32-Gallon-Cart $39.01
64-Gallon-Cart $60.61
96-Gallon-Cart $88.43
Extra Organics Cart $27.04
1 Collected on property tax roll
2 Billed quarterly by Recology based on solid waste cart size. Rates include weekly service of solid waste containers, recycling containers, and organics containers.
-19-
ATTACHMENT 1
2 32 64 96 1 2 3 6
1 /week $57.99 $73.03 $87.33 $144.11 $271.98 $442.17 $1,121.94 2 /week $86.89 $116.98 $145.58 $269.35 $525.11 $865.48 $2,225.02 3 /week $115.79 $160.93 $203.83 $394.60 $778.24 $1,288.78 $3,328.10 4 /week $144.69 $204.87 $262.07 $519.85 $1,031.36 $1,712.09 $4,431.18 5 /week $173.59 $248.82 $320.32 $645.10 $1,284.49 $2,135.40 $5,534.27 6 /week $202.49 $292.76 $378.57 $770.35 $1,537.61 $2,558.71 $6,637.35 Additional Containers
1 /week $13.90 $29.03 $43.39 $106.31 $235.29 $406.58 $1,090.78 2 /week $42.80 $72.98 $101.63 $231.56 $488.42 $829.89 $2,193.86 3 /week $71.70 $116.92 $159.88 $356.81 $741.55 $1,253.20 $3,296.94 4 /week $100.60 $160.87 $218.13 $482.05 $994.67 $1,676.51 $4,400.02 5 /week $129.50 $204.82 $276.37 $607.30 $1,247.80 $2,099.82 $5,503.11 6 /week $158.40 $248.76 $334.62 $732.55 $1,500.92 $2,523.13 $6,606.19 Monthly Commercial Solid Waste Rates (eff. 1/1/2025 )
Cart Size (Gallons) Bin Size (Cubic Yards)
Frequency
32 64 96 1 2 3 6
1 /week $28.99 $36.52 $43.67 $72.05 $135.99 $221.08 $560.97 2 /week $43.44 $58.49 $72.79 $134.68 $262.55 $432.74 $1,112.51 3 /week $57.90 $80.46 $101.91 $197.30 $389.12 $644.39 $1,664.05 4 /week $72.35 $102.44 $131.04 $259.93 $515.68 $856.05 $2,215.59 5 /week $86.80 $124.41 $160.16 $322.55 $642.24 $1,067.70 $2,767.13 6 /week $101.25 $146.38 $189.28 $385.17 $768.81 $1,279.36 $3,318.67 Additional Containers
1 /week $6.95 $14.52 $21.69 $53.16 $117.65 $203.29 $545.39 2 /week $21.40 $36.49 $50.82 $115.78 $244.21 $414.95 $1,096.93 3 /week $35.85 $58.46 $79.94 $178.40 $370.77 $626.60 $1,648.47 4 /week $50.30 $80.44 $109.06 $241.03 $497.34 $838.25 $2,200.01 5 /week $64.75 $102.41 $138.19 $303.65 $623.90 $1,049.91 $2,751.55 6 /week $79.20 $124.38 $167.31 $366.28 $750.46 $1,261.56 $3,303.09 Monthly Commercial Organics Rates (eff. 1/1/2025)
Cart Size (Gallons) Bin Size (Cubic Yards)
Frequency
Mayor of the Town of Hillsborough
Attest: City Clerk
This resolution was adopted by the City Council of the Town of Hillsborough at its regular meeting held on the 14th day of October 2024, by the following vote of the members thereof:
-20-
3 AYES: Councilmembers
NOES: Councilmembers
ABSENT: Councilmembers
ABSTAIN: Councilmembers
-21-
Managing Tomorrow’s Resources Today
590 Ygnacio Valley Road, Suite 105 Northern California
Walnut Creek, California 94596 www.hfh-consultants.com
Telephone: 925/977-6950

TECHNICAL MEMORANDUM
To: Jan Cooke, Finance Director, Town of Hillsborough
Richard Santiago, Assistant Finance Director, Town of Hillsborough From: Rick Simonson, Senior Vice President, HF&H
Gabe Sasser, Project Manager, HF&H
Date: August 19, 2024
Subject: Solid Waste Rate Confirmation Study – Review Previously Adopted Solid Waste Rate Adjustment (effective January 1, 2025)
This technical memorandum reports the results of our analysis to update the Town of Hillsborough’s (Town’s) solid waste rate model using updated financial projections.

I. BACKGROUND
HF&H Consultants (HF&H) completed a solid waste rate study for the Town in November 2022.

At a public hearing on November 14, 2022, the City Council adopted the recommended rates from the study. The study projected the Town’s solid waste collection and disposal expense projections, for a five-year planning period, and recommended restructuring the Town’s rates charged to Residential and Commercial customers for solid waste and organics collections. Five annual rate increases were recommended to set rates from 2023-2027, with rate increases occurring January 1 of each year.

The objective of this solid waste rate update is to reassess existing rates to ensure rate revenues generated are still projected to meet the Town’s projected expenses for the next five-year planning period 2025-2029. The following sections present the findings, trends, and assumptions from our review and re-projection of revenues, expenses, and the Town’s fund balance through 2028. Our recommendations to adjust the Town’s current solid waste rates are detailed at the end of this memorandum.

II. ANALYSIS
A spreadsheet model was developed to calculate the revenue requirements for 2025-2029. The revenue requirements represent the costs that must be covered by revenue from rates and other sources. For this study, we have relied on Recology’s (the Town’s solid waste contractor) 2025 Compensation Application and the SBWMA’s preliminary 2025 Disposal Expense projections to estimate the revenue requirements during the five-year planning period. Both Recology’s 2023 Revenue Reconciliation and the Gross Revenues and Fees December 2023 monthly report -22-
ATTACHMENT 2
Managing Tomorrow’s Resources Today

MEMORANDUM

Hillsborough_2025_SW Rate_Update_DRAFT_19aug2024.docx
provided by Recology informed revenue projections. HF&H worked with Town staff to project expenses for additional years where approved budgets were not available.

The application of these projections to O&M and capital expenses are summarized graphically in Figure 1 and are described below in more detail.

Figure 1. Total Annual Projected FY Revenue Requirements Expense Projections
Recology's Collection costs summarize the annual collection compensation due each year. This compensation is calculated in accordance with the franchise agreement with the Town.

Recology’s 2025 compensation calculation is being audited by the South Bayside Waste Management Authority (SBWMA) and the final compensation approval is planned for the SBWMA’s September Board meeting.

Recology’s Collection costs have increased by less than the planned amount from the 2024 solid waste confirmation rate study. During the 2024 solid waste confirmation study, collection costs were projected to increase 4% annually. Instead, collection costs for 2025 will only increase by

2.2%. The smaller increase is attributable to two components: 1) Smaller increases to the -23-
Managing Tomorrow’s Resources Today

MEMORANDUM

Hillsborough_2025_SW Rate_Update_DRAFT_19aug2024.docx
Consumer Price Indices used in the Compensation application, including reduced fuel costs; and 2) Minimal changes to collection service levels. Since 2019, year-over-year adjustments to Recology’s compensation have ranged from a reduction of 2.4% to an increase of 6.6%.

Conservatively, Recology’s collection costs are assumed to increase 4% annually from 2026-2029.

Disposal and processing fees summarize the annual tipping fees paid by Recology for the processing of material collected from the Town’s ratepayers and delivered to the SBWMA-owned Shoreway Environmental Center (SEC). These costs include the administrative costs required by SBWMA, as well as their projected 2025 tipping fees to process (i.e., recyclables and organics) and dispose (i.e., solid waste) of the materials.

Under the previous study, SBWMA’s 2023 tipping fees were projected to increase by 25.0% in 2024. In September 2023, following the publishing of the 2024 solid waste confirmation study, the SBWMA Board of Director’s voted to reduce the original 2024 tip fee increases, leveraging rate stabilization reserves to reduce the original tip fee increases by 5%. In 2025, tip fee increases are the result of both recent cost increases and the 5% increase which was delayed last year.

Cumulatively, these factors yield a 7% increase in projected tip fees.

Agency franchise and other fees summarize the franchise fees levied by the Town on Recology pursuant to the franchise agreement. The franchise fee is an obligation of Recology’s, paid out of the total amount imposed on ratepayers. The fee will increase commensurate with rate revenue increases.

Collectively, 2025 expenses are increasing 4.1% from 2024, growing from $4,209,365 to $4,463,972. By 2029, expenses are projected to be $5,348,304. The Town will require additional rate revenue to supplement its current revenue projections of $4,600,714.

Revenue Projections
The Town receives revenue from three sources governed by the rates adopted via the Proposition 218 process: 1) a flat $363.84 annual charge on the tax roll for residential accounts (which equates to $30.32/month); 2) a monthly charge, billed quarterly, by Recology, based on the size of solid waste container placed for residential collection; and, 3) Commercial customers are billed monthly in arrears by Recology based on the size of container placed for collection and the frequency of collection. These three revenue sources are termed “solid waste rates,” for the purposes of discussion in this memorandum.

In addition, the Town receives approximately $79,500 in supplemental revenues, included as Attachment Q in the franchise agreement. Primarily, these revenues are due to backyard service collection provided by Recology. Since Attachment Q rates are increased by the Consumer Price -24-
Managing Tomorrow’s Resources Today

MEMORANDUM

Hillsborough_2025_SW Rate_Update_DRAFT_19aug2024.docx
Index each year, further increases to these rates were not considered in this solid waste rate update.

Previously, the Town adopted solid waste rates to increase revenues as shown in Figure 2. For brevity, commercial rate increases are excluded from Figure 2, but can be found in the Solid Waste Rate Study Final Report, dated September 16, 2022. In Figure 3, the revenue with the previously adopted rate increases is compared to the expense projections modeled in Figure 1.

Note 2028 and 2029 assumes no increase since rates were not adopted after 2027. The growing shortfall indicates rate increases are necessary.

Figure 2. Adopted Annual Solid Waste Rates 2023-2027
Figure 3. Annual Revenue Increases with Previously Adopted Rates Fortunately, the shortfalls do not have to be offset by the Town’s General Fund or immediately with large increases to rate payers. Instead, the Town can make use of its balancing account with Recology to reduce the immediate rate increases placed on its ratepayers.

Balancing Account
The franchise agreement with Recology includes an annual revenue reconciliation process where actual revenues billed are compared to Recology’s approved compensation. If there is a positive balancing account, the Town may keep rates flat or increase rates to a lower than necessary level, which draws down the balancing account. Excess revenues are accumulated and tracked by Recology on an annual basis and audited by the SBWMA. As of December 31, 2023, the Town has a positive balance account of $473,322. This balancing account is available to keep future Residential Adopted Rates as of November 2022
Monthly Rates eff. 1/1/2023 eff. 1/1/2024 eff. 1/1/2025 eff. 1/1/2026 eff. 1/1/2027 Flat fee per Parcel $28.88 $30.32 $31.68 $33.11 $34.60
Service Level
20-Gallon Cart $29.25 $30.57 $31.95 $33.23 $34.56
32-Gallon Cart $35.72 $37.33 $39.01 $40.57 $42.19
64-Gallon Cart $55.50 $58.00 $60.61 $63.03 $65.55
96-Gallon Cart $80.98 $84.62 $88.43 $91.97 $95.65
Extra Organics Cart $24.77 $25.88 $27.04 $28.12 $29.24
2024 2025 2026 2027 2028 2029
Effective Annual Revenue Increases 4.6% 4.5% 4.1% 4.1% 0.0% 0.0% Revenue with Previously Adopted Rates $4,053,425 $4,245,629 $4,419,530 $4,600,714 $4,600,714 $4,600,714 Expense Projections $4,209,365 $4,463,972 $4,669,188 $4,886,249 $5,113,754 $5,348,304 Surplus/(Shortfall) ($155,941) ($218,344) ($249,658) ($285,535) ($513,040) ($747,590) -25-
Managing Tomorrow’s Resources Today

MEMORANDUM

Hillsborough_2025_SW Rate_Update_DRAFT_19aug2024.docx
rate increases lower than they otherwise would need to be or cover unexpected cost increases that were not known at the time rates were set.

The projections of 2025 revenue and the 2025 balancing account relied on actual revenues collected in 2023 and SBWMA tip fee increases provided in July. Revised net cash flow projections reflect a slight increase in the projected shortfall since the previous study. The 2024 projected shortfall of $146,371 will decrease the estimated December 31, 2024 balancing account to $326,952. However, the positive balance projected for 2024 provides an opportunity for the Town to address the projected 2025 shortfall shown in Figure 3.

Rate Adjustment Recommendations
The balancing account can temporarily help to offset the Town increasing solid waste expenses.

Unfortunately, the shortfalls in Figure 3 will exhaust the projected 2024 balancing account of $326,952 by the end of 2027, resulting in a deficit. Additional rate increases are necessary if projections hold. Figures 4 and 5 identify the proposed residential rates and commercial rate increases that would provide additional revenues to the Town to ensure a positive balancing account through 2029.

Figure 4. Proposed Annual Residential Solid Waste Rates 2025-2029 Figure 5. Proposed Annual Commercial Solid Waste and Organics Rates 2025-2029 Based on our evaluation of currently projected expenses and revenues for the next five-year period, the Town could continue with the previously adopted 4.5% rate increase for 2025, but would need higher than the previously adopted 4.0% increases for 2025 and 2026.

Residential Adopted Rates as of 2022 Proposed Rates
Monthly Rates eff. 1/1/2024 eff. 1/1/2025 eff. 1/1/2026 eff. 1/1/2027 eff. 1/1/2028 eff. 1/1/2029 Annual rate increase N/A 4.5% 7.0% 7.0% 7.0% 6.0%
Flat fee per Parcel $30.32 $31.68 $33.90 $36.27 $38.81 $41.14 Service Level
20-Gallon Cart $30.57 $31.95 $34.19 $36.58 $39.14 $41.49 32-Gallon Cart $37.33 $39.01 $41.74 $44.66 $47.79 $50.66 64-Gallon Cart $58.00 $60.61 $64.85 $69.39 $74.25 $78.71 96-Gallon Cart $84.62 $88.43 $94.62 $101.24 $108.33 $114.83 Extra Organics Cart $25.88 $27.04 $28.93 $30.96 $33.13 $35.12 Commercial Current Adopted Increase Proposed Rate Increases Monthly Rates Rates eff. 1/1/2025 eff. 1/1/2026 eff. 1/1/2027 eff. 1/1/2028 eff. 1/1/2029 Commercial Solid Waste see Town 4.5% 7.0% 7.0% 7.0% 6.0% Commercial Organics website 4.5% 7.0% 7.0% 7.0% 6.0%
-26-
Managing Tomorrow’s Resources Today

MEMORANDUM

Hillsborough_2025_SW Rate_Update_DRAFT_19aug2024.docx
III. RECOMMENDATION
Our recommendation of rate increases (as shown in Figure 5) will allow the Town to meet the growing collection, disposal, and processing expenses. The recommendations weigh future rate increases while preserving the Town’s balancing account to avoid incurring interest in the event of a deficit. Our recommendations include the following actions. 1) We recommend the Town implement the rates previously adopted for 2025. However, the Town should plan to issue a new Proposition 218 notice to increase rates beginning 2026. At that time, the Town will have discretion to adopt one or more years of the proposed rates.
2) We recommend the Town continue to re-visit recommended rate increases on an annual basis to update projections and assess whether approved increases should be implemented.
-27-

TOWN OF HILLSBOROUGH
San Mateo County
1600 Floribunda Avenue
Hillsborough, CA 94010
4 CONSENT CALENDAR

CITY COUNCIL MEETING
OCTOBER 14, 2024

AGENDA STAFF REPORT
ITEM SUBJECT: RESOLUTION APPROVING AND ADOPTING AN AMENDED CONFLICT OF INTEREST CODE PURSUANT TO THE POLITICAL REFORM ACT OF 1974 SUMMARY: The State of California enacted the Political Reform Act of 1974, Government Code Section 81000, et seq. (the "Act"), which contains provisions relating to conflicts of interest which potentially affect all officers, employees and consultants of the Town of Hillsborough (the “Town”), and which requires all public agencies to adopt and promulgate a conflict of interest code.

The City Council adopted an amended Conflict of Interest Code by Resolution No. 24-06 on January 9, 2024. Subsequent changed circumstances within the Town have made it advisable and necessary pursuant to Sections 87306 and 87307 of the Act to amend the Code. The amendments include new positions that must be designated. A redlined version of the proposed amended Conflict of Interest Code is attached.

Notices of these amendments were provided to the public as required under the Political Reform Act and FPPC Regulations.

FISCAL IMPACT: There is no fiscal impact associated with this agenda item.

ENVIRONMENTAL ISSUES: The proposed action is exempt from environmental review pursuant to the California Environmental Quality Act (CEQA) Guidelines sections 15378(b)(2) and 15378(b)(5) as ongoing administrative or organizational activities that will not result in direct or indirect physical changes in the environment.

ATTACHMENTS:

1. Resolution

2. Conflict of Interest Code (redline version)
PREPARED BY: Lisa Natusch, City Clerk
RECOMMENDATION: Adopt the resolution approving and adopting an amended Conflict of Interest Code pursuant to the Political Reform Act of 1974. -29-
RESOLUTION NO. 24-

RESOLUTION OF THE CITY COUNCIL OF THE TOWN OF HILLSBOROUGH

APPROVING AND ADOPTING AN AMENDED CONFLICT OF INTEREST CODE PURSUANT TO THE POLITICAL REFORM ACT OF 1974
RESOLVED, by the City Council of the Town of Hillsborough, County of San Mateo, State of California, that
WHEREAS, the State of California enacted the Political Reform Act of 1974, Government Code Section 81000, et seq. (the "Act"), which contains provisions relating to conflicts of interest governing officers, employees and consultants of the Town of Hillsborough (the “Town”), and which requires all public agencies to adopt and promulgate a conflict of interest code; and
WHEREAS, the City Council adopted a Conflict of Interest Code (the "Code") which was amended on October 10, 2022, in compliance with the Act; and WHEREAS, subsequent changed circumstances within the Town have made it advisable and necessary pursuant to Sections 87306 and 87307 of the Act to amend and update the City’s Code; and
WHEREAS, the potential penalties for violation of the provisions of the Act are significant and may include criminal and civil liability, as well as equitable relief which could result in the Town being restrained or prevented from acting in cases where the provisions of the Act may have been violated; and
WHEREAS, notice of the time and place of a public meeting on, and of consideration by the City Council of, the proposed amended Code was provided to each affected designated employee and was publicly posted for review; and WHEREAS, a public meeting was held upon the proposed amended Code at a regular meeting of the City Council on October 14, 2024, at which all present were given an opportunity to be heard on the proposed amended Code.

NOW, THEREFORE, be it resolved, determined and ordered by the City Council of the Town of Hillsborough, California, that:

SECTION 1. The City Council does hereby approve and adopt the proposed amended Conflict of Interest Code, a copy of which is attached hereto and shall be on file with the City Clerk and available to the public for inspection and copying during regular business hours.

SECTION 2. The amended Conflict of Interest Code shall become effective on the date of its adoption and approval.
-30-
ATTACHMENT 1
2 SECTION 3. All previously adopted conflict of interest codes and amendments are rescinded upon approval and adoption of the attached amended and updated Conflict of Interest Code.

SECTION 4. The Mayor shall sign this resolution and the City Clerk shall attest and certify to the passage and adoption thereof.

Mayor of the Town of Hillsborough
Attest: City Clerk
This resolution was adopted by the City Council of the Town of Hillsborough at its regular meeting held on the 14th day of October 2024, by the following vote of the members thereof:

AYES: Councilmembers
NOES: Councilmembers
ABSENT: Councilmembers
ABSTAIN: Councilmembers
-31-
BBK – January October 2024

CONFLICT OF INTEREST CODE
OF THE

TOWN OF HILLSBOROUGH
-32-
ATTACHMENT 2
1 BBK – January October 2024

CONFLICT OF INTEREST CODE
OF THE

TOWN OF HILLSBOROUGH
(Amended January 8October 14, 2024)
The Political Reform Act (Gov. Code § 81000, et seq.) requires state and local government agencies to adopt and promulgate conflict of interest codes. The Fair Political Practices Commission has adopted a regulation, (tit. 2 Cal. Code of Regs, § 18730), that contains the terms of a standard conflict of interest code which can be incorporated by reference in an agency’s code. After public notice and hearing, Regulation 18730 may be amended by the Fair Political Practices Commission to conform to amendments in the Political Reform Act. Therefore, the terms of 2 California Code of Regulations section 18730 and any amendments to it duly adopted by the Fair Political Practices Commission are hereby incorporated by reference. This incorporation page, Regulation 18730 and the attached Appendix designating positions and establishing disclosure categories, shall constitute the Conflict of Interest Code of the Town of Hillsborough (“Town”).

The Mayor, Members of the City Council and Planning Commission, the City Manager, the City Attorney, the City Treasurer and Finance Director, shall electronically file their annual statements of economic interests directly with the Fair Political Practices Commission. All other officials and designated positions required to submit a statement of economic interests shall file their statements with the City Clerk as the Town’s Filing Officer. All officials and designated positions required to submit a statement of economic Interests shall file their statements with the City Clerk as the Town’s Filing Officer. The City Clerk shall make and retain a copy of all statements filed by the Mayor, members of the City Council, the City Manager, the City Attorney and the City Treasurer, and forward the originals of these statements to the Fair Political Practices Commission. The City Clerk shall retain the original statements filed by all other officials and designated positions and will make all retained statements available for public inspection and reproduction during regular business hours. (Gov. Code § 81008) -33-
App. A-1 BBK – January October 2024

APPENDIX

CONFLICT OF INTEREST CODE
OF THE

TOWN OF HILLSBOROUGH
(Amended)
PART “A”
The Mayor, members of the City Council, the City Manager, the City Attorney, the City Treasurer, and all other Town Officials who manage public investments, as defined by Title 2, California Code of Regulations, section 18700.3(b), are NOT subject to the Town’s Conflict of Interest Code but must file disclosure statements under Government Code section 87200, et seq. [Regs. § 18730(b)(3).]

OFFICIALS WHO MANAGE PUBLIC INVESTMENTS
It has been determined that the positions listed below are other Town officials who manage public investments1
. These positions are listed here for informational purposes only.

Finance Director
Financial Advisory Committee
Investment Consultant

1 Individuals holding one of the above-listed positions may contact the Fair Political Practices Commission for assistance or written advice regarding their filing obligations if they believe that their position has been categorized incorrectly. The Fair Political Practices Commission makes the final determination whether a position is covered by § 87200. -34-
App. A-2 BBK – January October 2024

DESIGNATED POSITIONS

GOVERNED BY THE CONFLICT OF INTEREST CODE
DESIGNATED POSITIONS’ DISCLOSURE CATEGORIES

TITLE OR FUNCTION ASSIGNED
City Attorney’s Office
Assistant City Attorney 1, 2
City Manager’s Office
Assistant City Manager 1, 2
Human Resources Manager 5
City Clerk 5
Deputy City Clerk 5
Management Analyst I/II 5
Senior Management Analyst 5
Building & Planning Department
Assistant Director of Building & Planning 2, 3, 5, 6
Assistant Planner 2, 3, 6
Associate Planner 2, 3, 6
Building Inspector (All) 6
Building Official 2, 3, 5, 6
Chief Building Official 2, 3, 5, 6
Consulting Planner 1, 2
Director of Building and Planning 1, 2
Planning Manager 2, 3, 5, 6
Senior Planner 2, 3, 6
Finance Department
Assistant Finance Director 4
Budget Analyst 4
Senior Accountant 5
Police Department
Communications Manager 5
Management Analyst I/II 5
Police Captain (2) 5
Police Chief 5
Police Lieutenant 5
Records Supervisor 5

-35-
App. A-3 BBK – January October 2024
Public Works Department
Associate Civil Engineer 2, 3, 5
City Engineer 1, 2
Deputy Director of Public Works 1, 2
Director of Public Works 1, 2
GIS Coordinator 5
Senior Civil Engineer 2, 3, 5
Management Analyst I/II 2, 5, 7
Public Works Assistant Superintendent 5
Public Works Inspector 6
Public Works Superintendent 5
Public Works Supervisor (All) 5
Members of Boards, Committees
& Commissions
Architecture and Design Review Board 2, 3, 4
Administrative Hearing Panel 2, 3, 5
Consultants & New Positions 2
2 Individuals serving as a consultant as defined in FPPC Reg 18700.3(a) or in a new position that makes or participates in making decisions must file under the broadest disclosure set forth in this Code subject to the following limitation:

The City Manager may determine that, due to the range of duties or contractual obligations, it is more appropriate to assign a limited disclosure requirement. A clear explanation of the duties and a statement of the extent of the disclosure requirements must be in a written document. (Gov. Code Sec. 82019; FPPC Regulations 18219 and 18734.). The City Manger’s determination is a public record and shall be retained for public inspection in the same manner and location as this Conflict of Interest Code. (Gov.

Code Sec. 81008.)
-36-
App. B-1 BBK – January October 2024
PART “B"

DISCLOSURE CATEGORIES
The disclosure categories listed below identify the types of economic interests that the designated position must disclose for each disclosure category to which the designated is assigned.3 “Investment” means financial interest in any business entity (including a consulting business or other independent contracting business) and are reportable if they are either located in, doing business in, planning to do business in, or have done business during the previous two years in the jurisdiction of the Town.

Category 1: All investments and business positions in business entities, and sources of income, including gifts, loans and travel payments.

Category 2: All interests in real property which is located in whole or in part within, or not more than two (2) miles outside, the boundaries of the Town, including any leasehold, beneficial or ownership interest or option to acquire property.

Category 3: All investments and business positions in business entities, and sources of income, including gifts, loans and travel payments, that are engaged in land development, construction or the acquisition or sale of real property within the jurisdiction of the Town.

Category 4: All investments and business positions in business entities, and sources of income, including gifts, loans and travel payments, that provide services, products, materials, machinery, vehicles or equipment of a type purchased or leased by the Town.

Category 5: All investments and business positions in business entities, and sources of income, including gifts, loans and travel payments, that provide services, products, materials, machinery, vehicles or equipment of a type purchased or leased by the designated position’s department, unit or division.

Category 6: All investments and business positions in business entities, and sources of income, including gifts, loans and travel payments, subject to the regulatory, permit, or licensing authority of the designated employee's department, unit or division.

Category 7: All investments and business positions in business entities, and sources of income, including gifts, loans and travel payments, or income from a nonprofit organization, if the source is of the type to receive grants or other monies from or through the Town or its subdivisions.
3 This Conflict of Interest Code does not require the reporting of gifts from outside this agency’s jurisdiction if the source does not have some connection with or bearing upon the functions or duties of the position. (Reg. 18730.1)
-37-

TOWN OF HILLSBOROUGH
San Mateo County
1600 Floribunda Avenue
Hillsborough, CA 94010
5 CONSENT CALENDAR

CITY COUNCIL MEETING
OCTOBER 14, 2024

AGENDA STAFF REPORT
ITEM SUBJECT: RESOLUTION ACCEPTING AS COMPLETE THE CONTRACT WITH CASEY CONSTRUCTION INC. FOR THE 1450 SOUTHDOWN ROAD STORM DRAIN REPLACEMENT PROJECT IN THE AMOUNT OF $185,000.00 PURSUANT TO CEQA GUIDELINE 15301 SUMMARY: The 1450 Southdown Road Storm Drain Replacement Project ("Project") included an existing 12” storm drain pipe at 1450 Southdown Road that was found to be disjointed, offset, and filled with tree roots, causing localized flooding and ineffective conveyance of water. The pipe conveyed stormwater from Southdown Road, through the backyard of 1450 Southdown Road property, to a catch basin on Black Mountain Road. The property is significantly sloped with several existing landscape improvements and mature trees over and near the pipe.

The Town installed approximately 340 linear feet of new storm drain pipe by both directional drilling/trenchless and open trench method.

FISCAL IMPACT: On April 8, 2024, the project was awarded to Casey Construction Inc. in the amount of $161,200.00, with a 20% contingency, for total construction budget of $193,440.00.

Project funding was allocated from the approved budget for the Storm Water Master Plan Improvement Program (Capital Improvement Plan #801). The project was completed in the amount of $185,000.00 which is below the authorized budget with contingency.

ENVIRONMENTAL ISSUES: This project is exempt from the California Environmental Quality Act (CEQA) per Section 15301 of the California Code of Regulations.

ATTACHMENTS: Resolution
PREPARED BY: Paul Willis, Director of Public Works
RECOMMENDATION: Adopt the resolution accepting as complete the contract with Casey Construction Inc. for the 1450 Southdown Road Storm Drain Replacement Project in the amount of $185,000.00 and authorizing staff to file a Notice of Completion for the Project and release withheld retention in accordance with State prompt payment laws. -39-
RESOLUTION NO. 24-

RESOLUTION OF THE CITY COUNCIL OF THE TOWN OF HILLSBOROUGH ACCEPTING AS COMPLETE THE CONTRACT WITH CASEY CONSTRUCTION INC.

FOR THE 1450 SOUTHDOWN ROAD STORM DRAIN REPLACEMENT PROJECT IN THE AMOUNT OF $185,000.00 PURSUANT TO CEQA GUIDELINE 15301 WHEREAS, the City Council of the Town of Hillsborough maintains the Town’s storm drain system; and
WHEREAS, the existing storm drain pipe at 1450 Southdown Road was evaluated, identified and slated for replacement; and
WHEREAS, plans and specifications were developed to repair the deficient pipe segments; and
WHEREAS, the Project was publicly bid and advertised in accordance with the Uniform Public Construction Cost Accounting Act, and the Town received five bids for the Project; and
WHEREAS, Casey Construction Inc. was the lowest responsible bidder submitting a responsive bid in the amount of $161,200.00; and
WHEREAS, funding for this project was allocated from the Storm Water Master Plan Improvement Program (#801) and the project was awarded in the amount of $161,200.00 with a 20% contingency for a total amount of $193,440.00; and
WHEREAS, a notice to proceed was issued to Casey Construction Inc., and the Project progressed until completed in the amount of $185,000.00 NOW, THEREFORE, BE IT RESOLVED that the City Council of the Town of Hillsborough does hereby accept as complete the contract with Casey Construction Inc. for the 1450 Southdown Road Storm Drain Replacement Project, the final amount of which is $185,000.00 and authorizes staff to file a Notice of Completion for the Project and directs staff to release withheld retention in accordance with state prompt payment laws.

Mayor of the Town of Hillsborough
Attest: City Clerk
This resolution was adopted by the City Council of the Town of Hillsborough at its regular meeting held on the 14th day of October 2024, by the following vote of the members thereof:
-40-
2 AYES: Councilmembers
NOES: Councilmembers
ABSENT: Councilmembers
ABSTAIN: Councilmembers
-41-

TOWN OF HILLSBOROUGH
San Mateo County
1600 Floribunda Avenue
Hillsborough, CA 94010
6 CONSENT CALENDAR

CITY COUNCIL MEETING
OCTOBER 14, 2024

AGENDA STAFF REPORT
ITEM SUBJECT: RESOLUTION ACCEPTING AS COMPLETE THE CONTRACT WITH CASEY CONSTRUCTION INC. FOR THE A2 PRIORITY PROJECTS – PHASE 2 DRAINAGE IMPROVEMENT PROJECT IN THE AMOUNT OF $2,021,765.80 PURSUANT TO CEQA GUIDELINE 15301
SUMMARY: The A2 Priority Projects – Phase 2 Drainage Improvement Project ("Project") included improvements to five storm drain systems that were previously identified as "A2" priority in the Town's 30-Year Storm Water Master Plan, the second highest priority of the evaluation criteria defined in the master plan. The initial "A1" highest priority projects were completed in 2019. The "A2" storm drain systems are hydraulically undersized or structurally deficient, but are not in imminent danger or failure. These high priority pipelines are owned and maintained by the Town and planned improvements have been designed to alleviate localized flooding, improve public safety, protect public property, and reduce long term maintenance requirements.

This phase focused on underground detention to reduce the risk of localized flooding and the need to upsize pipes downstream to meet capacity improvements. This phase also incorporated bioretention systems to treat stormwater runoff before it enters the storm drain system and creeks, consistent with the goals of the Town’s Green Infrastructure plan which was adopted in 2019.

Improvements included new storm drain detention systems, flow control structures, pipes, inlets, manholes, and bioretention basins. All improvements are within the public right-of-way or convey public water.

FISCAL IMPACT: On February 14, 2022, the project was awarded to Casey Construction Inc. in the amount of $1,871,640.00, with a 10% contingency, for total construction budget of $2,058,804.00. Project funding was allocated from the approved budget for the Storm Water Master Plan Improvement Program (Capital Improvement Plan #801) and the Green Infrastructure Program (Capital Improvement Plan #808). The project was completed in the amount of $2,021,765.80 which is below the authorized budget with contingency.

ENVIRONMENTAL ISSUES: This project is exempt from the California Environmental Quality Act (CEQA) per Section 15301 of the California Code of Regulations.

ATTACHMENTS: Resolution
PREPARED BY: Paul Willis, Director of Public Works
RECOMMENDATION: Adopt the resolution accepting as complete the contract with Casey Construction Inc. for the A2 Priority Projects – Phase 2 Drainage Improvement project in the -43-
Agenda Staff Report - Hillsborough City Council
October 14, 2024

amount of $2,021,765.80 and authorizing staff to file a Notice of Completion for the Project and release withheld retention in accordance with State prompt payment laws. -44-
RESOLUTION NO. 24-

RESOLUTION OF THE CITY COUNCIL OF THE TOWN OF HILLSBOROUGH ACCEPTING AS COMPLETE THE CONTRACT WITH CASEY CONSTRUCTION INC.

FOR THE A2 PRIORITY PROJECTS – PHASE 2 DRAINAGE IMPROVEMENT PROJECT IN THE AMOUNT OF $2,021,765.80 PURSUANT TO CEQA GUIDELINE 15301
WHEREAS, the Town of Hillsborough (“Town”) maintains the Town’s storm drain system; and
WHEREAS, the Town’s capital improvement budget identified a project to evaluate and replace or rehabilitate deficient segments of pipe in the Town’s storm drain system; and
WHEREAS, the A2 Priority Projects – Phase 2 Drainage Improvements (“Project”) consisted of installing approximately 1,450 linear feet of underground detention tanks and associated manholes, laterals, flow control structures and approximately 340 square feet of bioretention areas; and WHEREAS, the Town developed plans and specifications for improvements to the Town’s storm drain system to reduce the risk of localized flooding and to upsize pipes downstream to meet capacity improvements; and WHEREAS, the Project was publicly bid and advertised in accordance with the Uniform Public Construction Cost Accounting Act, and the Town received six bids for the Project; and
WHEREAS, Casey Construction, Inc. was the lowest responsible bidder submitting a responsive bid in the amount of $1,871,640.00; and
WHEREAS, staff conducted an analysis of the bid and verified that Casey Construction, Inc.’s qualifications and experience levels were satisfactory; and
WHEREAS, funding for the Project was allocated from the Storm Water Master Plan Improvement Program (Capital Improvement Plan #801) in the amount of $1,671,640.00 and the Green Infrastructure Program (Capital Improvement Plan #808) in the amount of $200,000.00, with a 10% contingency in the amount of $187,164.00, if needed, for a total budget of $2,058,804.00.

WHEREAS, a notice to proceed was issued to Casey Construction Inc., and the Project progressed until completed in the amount of $2,021,765.80.

NOW, THEREFORE, BE IT RESOLVED that the City Council of the Town of Hillsborough does hereby accept as complete the contract with Casey Construction Inc. for the A2 Priority Projects – Phase 2 Drainage Improvements Project, the final amount of which is $2,021,765.80, and authorizes staff to file a Notice of Completion for the -45-
2 Project and directs staff to release withheld retention in accordance with state prompt payment laws.

Mayor of the Town of Hillsborough
Attest: City Clerk
This resolution was adopted by the City Council of the Town of Hillsborough at its regular meeting held on the 14th day of October 2024, by the following vote of the members thereof:

AYES: Councilmembers
NOES: Councilmembers
ABSENT: Councilmembers
ABSTAIN: Councilmembers
-46-

TOWN OF HILLSBOROUGH
San Mateo County
1600 Floribunda Avenue
Hillsborough, CA 94010
7 CONSENT CALENDAR

CITY COUNCIL MEETING
OCTOBER 14, 2024

AGENDA STAFF REPORT
ITEM SUBJECT: RESOLUTION APPROVING THE PURCHASE OF ONE PUBLIC WORKS

STREET SWEEPER FROM MUNICIPAL MAINTENANCE EQUIPMENT IN THE AMOUNT OF $283,750.03 WITH A 10% CONTINGENCY OF $28,375.01 FOR A TOTAL NOT TO EXCEED AMOUNT OF $312,125.04 PURSUANT TO CEQA GUIDELINE 15378
SUMMARY: The Public Works Department is scheduled to purchase one Street Sweeper in the FY 2024-25. The vehicle is scheduled to replaced a Global M3 Street Sweeper (Vehicle 250) which was assigned to the Street division and put into service in 2015. Public Works plans to purchase a Schwarze Model A4 Storm Sweeper. The Schwarze Street Sweeper is equipped with advanced technology which has a 120-inch-wide sweeping path, dual gutter brooms, and a 4.5 cubic yard hopper capacity, designed to provide robust cleaning for both urban and suburban environments. The safety features include a three-camera system to enhance operator visibility, backup hydraulic systems, and an ergonomic cab design. The sweeper complies with the current California Air Resources Board (CARB) regulations, addressing emission requirements.

Streets Division Vehicle Proposed:

The Schwarze Model A4 Storm Sweeper is supplied by Municipal Maintenance Equipment (MME), and is part of the NJPA Cooperative Purchasing Program the Town participates in.

MANUFACTURER PRICE
MUNICIPAL MAINTENANCE EQUIPMENT $283,750.03
MME included a 9.378% sales tax of $24,320.53 and a California Tire Fee of $10.50.

Staff recommends including a 10% contingency in the amount of $28,375.01 with the total purchase price of the Schwarze Model A4 Storm Street Sweeper due to ongoing supply chain challenges affecting equipment procurement and if the order will slip to a 2025 model year. Given the current volatility in supply chains and the potential for fluctuations in material costs and component availability, this contingency will provide the Town with the financial flexibility to cover any unforeseen price increases or delays in delivery due to global supply chain disruptions.

The purchase using the cooperative pricing agreement (NJPA Cooperative Purchasing Program) is transparent and published, and reflects our commitment to transparency and proactive risk management in maintaining the Town’s essential operations. Cooperative pricing agreements are used for heavy equipment, or unique public construction equipment where typical vehicle bids are not available.
-47-
Agenda Staff Report - Hillsborough City Council
October 14, 2024

Staff recommend purchasing one Schwarze Model A4 Storm Sweeper, Street Sweeper from Municipal Maintenance Equipment with a 10% contingency for a total cost not to exceed $312,125.04.

FISCAL IMPACT: There are existing funds in the Public Works Vehicle Capital Replacement Fund for the replacement vehicles.

ENVIRONMENTAL ISSUES: The proposed action is exempt from environmental review pursuant to the California Environmental Quality Act (CEQA) Guidelines sections 15378(b)(2) and 15378(b)(5) as ongoing administrative or organizational activities that will not result in direct or indirect physical changes in the environment.

ATTACHMENTS: Resolution
PREPARED BY: Rick Pina, Superintendent
RECOMMENDATION: Adopt the resolution approving the purchase of one new 2024 Schwarze Model A4 Storm Sweeper, Street Sweeper from Municipal Maintenance Equipment in the amount of $283,750.03 with a 10% contingency amount of $28,375.01 not to exceed total amount of $312,125.04 from allocated funds from the Public Works Vehicle Capital Replacement Fund. -48-
RESOLUTION NO. 24-

RESOLUTION OF THE CITY COUNCIL OF THE TOWN OF HILLSBOROUGH

APPROVING THE PURCHASE OF ONE PUBLIC WORKS STREET SWEEPER FROM MUNICIPAL MAINTENANCE EQUIPMENT IN THE AMOUNT OF $283,750.03 WITH A 10% CONTINGENCY OF $28,375.01 FOR A TOTAL NOT TO EXCEED AMOUNT OF $312,125.04 PURSUANT TO CEQA GUIDELINE 15378
WHEREAS, the City Council of the Town of Hillsborough (“Town”) approved capital Public Works vehicle capital replacement funding for FY 2024-25; and WHEREAS, pursuant to the Town’s Purchasing Policy, for a purchase of this amount, the Town is required to conduct a formal RFP unless an exception applies; and
WHEREAS, the Town is using the NJPA cooperative purchasing agreement which the Town participates in and that is identified in the Town’s Purchasing Policy as an exception in lieu of a formal RFP; and
WHEREAS, utilizing the NJPA cooperative purchasing agreement is consistent with the Town’s Purchasing Policy, thereby ensuring the Town is obtaining the best pricing for equipment and vehicles; and
WHEREAS, the Public Work Department recommends including a 10% contingency in the amount of $28,375.01 with the total purchase price of the vehicle due to ongoing supply chain challenges affecting equipment procurement; and WHEREAS, the Public Works Department received a quote through the Town’s NJPA cooperative pricing agreement for one 2024 Schwarze Model A4 Storm Sweeper from Municipal Maintenance Equipment in the amount of $283,750.03, with an additional 10% contingency of $28,375.01, for a total cost not to exceed $312,125.04.

NOW, THEREFORE, BE IT RESOLVED that the City Council of the Town of Hillsborough hereby approves the purchase of one 2024 Schwarze Model A4 Storm Sweeper from Municipal Maintenance Equipment for a total cost not to exceed $312,125.04, allocating funds from the Public Works Vehicle Capital Replacement Fund.

Mayor of the Town of Hillsborough
Attest: City Clerk
This resolution was adopted by the City Council of the Town of Hillsborough at its regular meeting held on the 14th day of October 2024, by the following vote of the members thereof:
-49-
2 AYES: Councilmembers
NOES: Councilmembers
ABSENT: Councilmembers
ABSTAIN: Councilmembers
-50-

TOWN OF HILLSBOROUGH
San Mateo County
1600 Floribunda Avenue
Hillsborough, CA 94010
8 CONSENT CALENDAR

CITY COUNCIL MEETING
OCTOBER 14, 2024

AGENDA STAFF REPORT
ITEM SUBJECT: RESOLUTION APPROVING THE PURCHASE OF ONE PUBLIC WORKS 2024 FORD F-550 FROM TOWNE FORD IN THE AMOUNT OF $72,951.89 AND ONE CRANE TRUCK

FABRICATION FROM KNAPHEIDE TRUCK EQUIPMENT CENTER IN THE AMOUNT OF $126,934.76 WITH A 10% CONTINGENCY OF $19,988.67 FOR A TOTAL NOT TO EXCEED AMOUNT OF $219,875.32 PURSUANT TO CEQA GUIDELINE 15378
SUMMARY: The Public Works Department is scheduled to replace one Ford Crane Truck in FY 2024-25. The vehicle scheduled to be replaced is a Ford crane truck (Vehicle 303) which is assigned to the water division and put into use in 2007. Due to the age of the vehicle and frequency of associated maintenance costs, the vehicle has exceeded its service life and replacement is recommended. The crane truck will significantly improve the efficiency and capability of field operations, including equipment repair, utility work, and other tasks requiring heavy lifting. The wireless remote control enhances safety by allowing workers to operate from a distance.

Currently there isn’t an electric vehicle which can be converted to a crane truck. A crane truck must be assembled by adding a crane body to a heavy duty vehicle chassis. The department invited competitive bids from local dealers for a 2024 Ford F-550 cab/chassis.

The fabrication of the crane body and associated equipment will be performed by Knapheide Truck Equipment Center who participates in the NJPA Cooperative Purchasing Program, which allows for competitive pricing and streamlined purchasing processes, ensuring the Town receives the best value in compliance with public procurement policies.

The assembled vehicle as proposed:

Knapheide Truck Equipment Center price includes 9.378% sales tax which added $10,858.76. -51-
Agenda Staff Report - Hillsborough City Council
October 14, 2024

Staff recommends including a 10% contingency in the amount of $19,988.67 with the total purchase price of the vehicle and equipment due to ongoing supply chain challenges affecting heavy equipment procurement. Given the current volatility in supply chains and the potential for fluctuations in material costs and component availability, as much parts of the chassis are custom made and assembled locally.

This contingency will ensure that the Town of Hillsborough can cover any unforeseen costs without disrupting the purchase or delivery of the equipment.

Staff recommends purchasing one Ford F-550 from Towne Ford and purchasing one crane body from Knapheide Truck Equipment with a 10% contingency for a total cost not to exceed $219,875.32.

FISCAL IMPACT: There are existing funds in the Public Works Vehicle Capital Replacement Fund for the replacement vehicles.

ENVIRONMENTAL ISSUES: The proposed action is exempt from environmental review pursuant to the California Environmental Quality Act (CEQA) Guidelines sections 15378(b)(2) and 15378(b)(5) as ongoing administrative or organizational activities that will not result in direct or indirect physical changes in the environment.

ATTACHMENTS: Resolution
PREPARED BY: Rick Pina, Superintendent
RECOMMENDATION: Adopt the resolution approving the purchase of one new 2024 FORD F-550 from Towne Ford in the amount of $72,951.89 and one crane body from Knapheide Truck Equipment in the amount of $126,934.76 with a 10% contingency amount of $19,988.67 for a total cost not to exceed $219,875.32 from allocated funds from the Public Works Vehicle Capital Replacement Fund.
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RESOLUTION NO. 24-

RESOLUTION OF THE CITY COUNCIL OF THE TOWN OF HILLSBOROUGH APPROVING THE PURCHASE OF ONE PUBLIC WORKS 2024 FORD F-550 FROM TOWNE FORD IN THE AMOUNT OF $72,951.89 AND ONE CRANE TRUCK

FABRICATION FROM KNAPHEIDE TRUCK EQUIPMENT CENTER IN THE AMOUNT OF $126,934.76 WITH A 10% CONTINGENCY OF $19,988.67 IN TOTAL NOT TO EXCEED $219,875.32 PURSUANT TO CEQA GUIDELINE 15378
WHEREAS, the City Council of the Town of Hillsborough (“Town”) approved capital Public Works vehicle capital replacement funding for FY 2024-25; and WHEREAS, pursuant to the Town’s Purchasing Policy, for a purchase of this amount, the Town is required to conduct a formal RFP unless an exception applies; and
WHEREAS, the Public Works Department invited competitive bids from three qualified dealerships for one Ford F-550 cab/chassis; and
WHEREAS, the Public Works Department received the lowest quote for one Ford F550 cab/chassis from Towne Ford for a total cost of $72,951.89; and WHEREAS, one crane truck fabrication company using the NJPA Cooperative Purchasing Program; and
WHEREAS, the Town is using the NJPA Cooperative Purchasing Program, which the Town participates in, and that is identified in the Town’s Purchasing Policy as an exception in lieu of a formal RFP; and
WHEREAS, utilizing the NJPA Cooperative Purchasing Program agreement is consistent with the Town’s Purchasing Policy, thereby ensuring the Town is obtaining the best pricing for the crane truck fabrication; and WHEREAS, the Public Works Department received a quote through the Town’s NJPA Cooperative Purchasing Program agreement for the fabrication from Knapheide Truck Equipment Center for a total cost of $126,934.76; and WHEREAS, the Public Work Department recommends including a 10% contingency in the amount of $19,988.67 with the total purchase price of the vehicle and fabrication due to ongoing supply chain challenges affecting equipment procurement; and
WHEREAS, the Public Works Department received a quote for one 2024 Ford F-550 cab/chassis from Towne Ford in the amount of $72,951.89 and a crane truck fabrication from Knapheide Truck Equipment Center in the amount of $126,934.76, with an additional 10% contingency of $19,988.67, for a total cost not to exceed $219,875.32.
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2 NOW, THEREFORE, BE IT RESOLVED that the City Council of the Town of Hillsborough hereby approves the purchase of one 2024 Ford F-550 cab/chassis from Towne Ford and one crane truck fabrication from Knapheide Truck Equipment Center for a total cost not to exceed $219,875.32, allocating funds from the Public Works Vehicle Capital Replacement Fund.

Mayor of the Town of Hillsborough
Attest: City Clerk
This resolution was adopted by the City Council of the Town of Hillsborough at its regular meeting held on the 14th day of October 2024, by the following vote of the members thereof:

AYES: Councilmembers
NOES: Councilmembers
ABSENT: Councilmembers
ABSTAIN: Councilmembers
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TOWN OF HILLSBOROUGH
San Mateo County
1600 Floribunda Avenue
Hillsborough, CA 94010
9 CONSENT CALENDAR

CITY COUNCIL MEETING
OCTOBER 14, 2024

AGENDA STAFF REPORT
ITEM SUBJECT: RESOLUTION APPROVING AND AUTHORIZING THE CITY MANAGER TO

EXECUTE A COST SHARING AGREEMENT WITH THE CITIES OF BURLINGAME AND

MILLBRAE FOR THE HIGHLINE WATER PIPELINE PROJECT PURSUANT TO A

PREVIOUSLY ADOPTED MITIGATED NEGATIVE DECLARATION
SUMMARY: The Town desires to install a new direct water transmission pipeline that would link the Town's water system to the improved Harry Tracy Water Treatment Plant located in the City of San Bruno (“Project”). The Project will install a new, seismically resilient water transmission pipeline that begins in Millbrae at the existing SFPUC Helen Turnout on Helen Drive, traverses through the City of Burlingame, and ends at the Town of Hillsborough's Darrell Tanks located slightly southwest of Darrell Road.

The purpose of the project is to provide an alternate superior connection to the Town's water supply from the SFPUC's system in the higher elevation zones in the event water cannot be delivered from SFPUC to the Town's historical elevation zones due to emergency unplanned disruptions and outages of the Hetch Hechy system. The proposed pipeline will benefit the Town of Hillsborough (“Town”), the City of Burlingame (“Burlingame”), and the City of Millbrae (“Millbrae”) by providing a reliable water source within and adjacent to the Wildfire Urban Interface, by increasing fire suppression resources, and by protecting critical water storage and distribution infrastructure. When the project is fully implemented, the new pipeline will provide an approximate flow target of six million gallons per day.

The attached Cost Sharing Agreement (“Agreement”) is between the Town, Burlingame, and Millbrae for above project. All cost and grant funding actuals will be shared and applied proportionally to each municipality’s percentage capacity in the project. The percentage capacity is based on a combination of the shared pipe and flowrate usage by each municipality. The current estimated Project costs are as follows:

Total
Estimated
Project Cost
BRIC Grant
Estimated
Project Cost
Town
Estimated
Project Cost
Millbrae
Estimated
Project Cost
Burlingame
Estimated
Project Cost
Total Estimated
Project Cost: $ 32,190,000 $22,291,675 $6,582,325 $ 1,890,400 $ 1,425,600 In the event actual construction bids received exceed the estimated project costs by 25 percent, each municipality will have the opportunity to withdraw from their participation in the project.

Burlingame and Millbrae staff have reviewed the attached agreement and anticipate approval and authorization to execute the agreement by the end of October 2024. -55-
Agenda Staff Report - Hillsborough City Council
October 14, 2024

The Agreement also includes a draft operations and maintenance agreement which will be entered into separately.

FISCAL IMPACT: The estimated Town contribution for this Project is $6,582,325.00, to be allocated from the High Line Water Connection (CIP #510) budget. Actuals costs will be determined based on construction bids. No funding authorization is requested as part of this agenda item.

ENVIRONMENTAL ISSUES: Pursuant to CEQA Guidelines, the Town of Hillsborough prepared an IS/MND to analyze the impacts of the project scope. The Final IS/MND contains mitigation measures to avoid or substantially lessen the environmental effects of the project.

ATTACHMENTS:

1. Resolution

2. Cost Sharing Agreement
PREPARED BY: Natalie Gribben, Deputy Director of Public Works RECOMMENDATION: Adopt the resolution approving and authorizing the City Manager to execute a Cost Sharing Agreement with the Cities of Burlingame and Millbrae for the Highline Water Pipeline Project.
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RESOLUTION NO. 24-

RESOLUTION OF THE CITY COUNCIL OF THE TOWN OF HILLSBOROUGH

APPROVING AND AUTHORIZING THE CITY MANAGER TO EXECUTE A COST

SHARING AGREEMENT WITH THE CITIES OF BURLINGAME AND MILLBRAE FOR

THE HIGHLINE WATER PIPELINE PROJECT PURSUANT TO A PREVIOUSLY

ADOPTED MITIGATED NEGATIVE DECLARATION
WHEREAS, the Town of Hillsborough (“Town”) maintains the Town’s water distribution system; and
WHEREAS, the Town desires to install a new direct water transmission pipeline that would link the Town's water system to the improved Harry Tracy Water Treatment Plant located in the City of Millbrae (“Project”); and WHEREAS, the project would provide fire suppression and water distribution benefits to the Town of Hillsborough (“Town”), City of Burlingame (“Burlingame”), and City of Millbrae (“Millbrae”); and
WHEREAS, the Town, Burlingame and Millbrae desire to enter into a Cost Sharing Agreement (“Agreement”) to provide for the allocation of Project costs; and
WHEREAS, the Town’s contribution based on the current estimated Project costs is $6,582,325.00, subject to change pending final construction costs.

NOW, THEREFORE, BE IT RESOLVED, that the City Council of the Town of Hillsborough does hereby approve and authorize the City Manager to execute a Cost Sharing Agreement with the Cities of Burlingame and Millbrae for the Highline Water Pipeline Project.

Mayor of the Town of Hillsborough
Attest: City Clerk
This resolution was adopted by the City Council of the Town of Hillsborough at its regular meeting held on the 14th day of October 2024 by the following vote of the members thereof:

AYES: Councilmembers
NOES: Councilmembers
ABSENT: Councilmembers
ABSTAIN: Councilmembers
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ATTACHMENT 1
20326137.3 1

COST SHARING AGREEMENT
This Cost Sharing Agreement (“Agreement”) is made and entered into by and between the Town of Hillsborough (“Town”), City of Millbrae (“Millbrae”), and City of Burlingame (“Burlingame”). Town, Millbrae, and Burlingame are sometimes referred to herein individually as a “Party” or “Participant” or collectively as the “Parties” or “Participants.”

RECITALS
A. WHEREAS, the Participants are interested in developing an alternative point of connection (POC) to the San Francisco Public Utility Commission (SFPUC) Regional Water System (RWS) to improve the distribution of potable water (improve efficiency, conserve energy) and provide a reliable water supply following a natural disaster or other emergency conditions.

B. WHEREAS, the Participants have developed a proposed preferred project to achieve this objective, the Highline Water Pipeline Project (“proposed Project”), which would be a multi-agency alternative water supply project that would enhance regional water supply reliability in light of potential seismic and wildfire risk.

C. WHEREAS, the proposed Project would provide an alternative POC from the SFPUC by installing a new pipeline (the “Highline Pipeline”) from SFPUC’s Harry Tracy Water Treatment Plant (HTWTP) through the 30-inch Cross Connection Pipeline and Helen Turnout in Millbrae to the Town of Hillsborough.

D. WHEREAS, the proposed Project would consist of the construction of two components, as described herein, and is described as Alignment 3 in the DRAFT Water Pipeline Design from Harry Tracy Water Treatment Plant to the Town of Hillsborough Alternatives Analysis Report, dated September 2021, prepared by Freyer & Laureta, Inc.

E. WHEREAS, the current Project Participants include the Town, Millbrae, and Burlingame.

F. WHEREAS, the Town has engaged both SFPUC and Bay Area Water Supply and Conservation Agency (BAWSCA) to provide input in the planning stage.

G. WHEREAS, the potential benefits for each Participant include a new separate point of delivery into their respective distribution systems and wildfire protection along the Highway 280 corridor. The percentage of each Participant’s existing distribution system that may be served from the proposed Project may vary among the Participants depending on how and where the connections to the existing distribution systems would be made.

H. WHEREAS, the proposed Project is subject to environmental review under the California Environmental Quality Act (“CEQA”), which has not yet been completed, and the Parties agree and understand that the proposed Project cannot be considered for approval and implementation before CEQA compliance occurs. The Town is currently completing the CEQA compliance efforts and is planning to advance the Project’s Preliminary Design efforts within the next few months.
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20326137.3 2
I. WHEREAS, the proposed Project is not anticipated to be operational until 2026, and the Town has been notified that the Federal Emergency Management Agency (FEMA) has selected the Project to receive up to 70% reimbursement of Project costs from the Building Resilient Infrastructure and Communities (BRIC) program that will allow the Town to fund the proposed Project, pending CEQA compliance. A copy of the Letter of Award will be provided to the Participants prior to issuing the Project for bid.

J. WHEREAS, the Participants desire to memorialize their understanding of the cost sharing arrangement so that the Town can prepare an adequate Project description for environmental documentation and preliminary design, and the Participants desire to establish the conditions, provisions, and requirements under which the Project’s potable water supply would be made available to the Participants following the Town’s certification of the Initial Study/Mitigated Negative Declaration and subsequent Project approval in compliance with CEQA.

AGREEMENT
THEREFORE, in consideration of the foregoing Recitals, which are incorporated herein, the mutual understandings contained in this Agreement, and other good, valuable, and sufficient consideration, the Parties hereto agree as follows:

1. The Project.
(a) Overview. The Project is envisioned to include two major components, as follows:
(i) Component 1. Component 1 would consist of a new transmission main with a capacity of 5.71 million gallons per day (MGD). The 5.71 MGD of capacity will be delivered and allocated among the Participants as follows:
(1) Town: 2.91 MGD
(2) Millbrae: 1.88 MGD
(3) Burlingame: 0.92 MGD
Additionally, Component 1 would include an upgrade to the existing SFPUC Helen Turnout located in Millbrae adjacent to the Meadows Elementary School near the intersection of Helen Drive and Lynnwood Lane.

Furthermore, Component 1 would be capable of delivering 4,000 gallon per minute to meet fire suppression requirements. In the event of fire suppression needs, Component 1 priority will be to meet fire flow demands and all Participants would meet customer demands through storage and/or other SFPUC turnouts. (ii) Component 2. Component 2 would consist of a new pump station to be constructed within Millbrae’s former Helen Tank site property that would be a dual-purpose pump station serving the Project and as an emergency pump station for the sole benefit of Millbrae. -59-
20326137.3 3
(b) Access and Utilization. The Participants’ access to and utilization of the Highline Pipeline will be continuous, 24 hours per day, subject to any operational restrictions that may be imposed on the Project by SFPUC.
(c) Environmental Considerations.
(i) The Participants acknowledge that compliance with CEQA is necessary before consideration of approval, construction, and operation of the proposed Project. (ii) The Town will be the lead agency overseeing environmental compliance for the Project and the performance of the environmental analysis under CEQA. (iii) An Initial Study for the proposed Project has been prepared and the Town anticipates that a Mitigated Negative Declaration (MND) under CEQA will be issued in 2024 for the proposed Project.
(iv) By entering into this agreement, the Parties recognize and agree that the proposed Project description may change in response to environmental analysis under CEQA.

Moreover, the Parties agree and recognize that this agreement does not bind the Parties to proceed with the proposed Project, and that the Parties have full discretion to consider and adopt a “no project” alternative or to deny any requested approvals of the proposed Project. (d) Federal Contingency. It shall be a condition precedent to the Parties’ obligations under this Agreement that Building Resilient Infrastructure and Communities Program grant reserve satisfactory to all Parties is received. If satisfactory grant funding is not received, the Parties may terminate this Agreement, or any Party may withdraw from this Agreement for convenience.
(e) Capital Improvements Necessary for Project.
(i) The following capital improvements will be needed to accommodate the Project, if the proposed Project is approved:
(1) Design and construction of Component 1: including a new pipeline, new fire hydrant infrastructure, connection to Millbrae’s Skyline Tanks, Burlingame’s Mills Tank, and the Town’s Darrell Tanks.
(2) Design and construction of Component 2: including new pumps and associated electrical and control equipment including a control network that allows for remote monitoring and operation by the Town.
(ii) Component 2 will be a dual-use facility, including the following:
(1) Provide pumping capacity to convey water to all Participants with the facilities described in Component 1.
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20326137.3 4
(2) Emergency pump station for the sole benefit of Millbrae to pump water from Millbrae’s Zone IV to Zones 1 through Zones III using Millbrae’s existing water distribution system components.
(iii) If the proposed Project is approved following CEQA compliance, Millbrae will provide the site for Component 2 at no cost to Burlingame and the Town. (iv) The Town will contract for the environmental documentation, preliminary design, final design, construction, and construction management/oversight for Component 1 and Component 2.
(v) Millbrae and Burlingame will have an opportunity to review, comment and approve, in writing, as appropriate, the design as it relates to potential impacts or required modifications to their facilities. The Town will timely address all comments provided by Millbrae and Burlingame. If Millbrae or Burlingame fail to provide comments within thirty (30) days of receipt of design documents for review, the applicable Party will be deemed to have approved the design. No change shall be made to designs approved by a Party without that Party’s prior written approval
(vi) Millbrae will provide design criteria for the emergency pump station portion of Component 2.
(vii) Following construction and commissioning of the proposed Project, the Town, with consultation and input from the Participants, will have the right to make any improvements to either Component 1 or Component 2 that are reasonably necessary to provide continued reliable water supply to all Participants. All improvements requested by the Participants that fall outside the services provided by Town, as defined in Section 3, will be funded solely by the requesting Participant. Prior to initiating an improvement project, the Town will consult with the Participants to determine which entity will take the lead in procuring services for environmental, planning, design, and construction.
(viii) The Town will be the lead entity contracting for the work and will provide an opportunity to the other Participants for review and input (or approval, as required in (v) above) at each key milestone in the Project’s development and implementation (i.e., review of design work products at key interim milestones - 30%, 60%, 90%, and 100% completion; review of bids and apparent low bidder; participation in construction inspection; review and approval of contractor progress payment applications and final payment). (ix) Prior to publication of the invitation to bid for Project construction, the Parties shall develop a process for review and comment and, as appropriate, approval of construction change orders.

2. Project Costs.
(a) Cost Sharing. The total Project costs to be based on actual bid amounts plus an agreed upon contingency will be shared by the Participants in proportion to their respective percentage capacity in the Project. Payment of Project costs shall be made, when due, based on such proportionate share.
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20326137.3 5
(b) Grant Fund Sharing. Any grant funding received by the Town will be applied to the total Project costs in proportion to the Participants' respective percentage capacity in the Project.
(c) Current Estimated Project Cost. The current total project cost including each Participant’s share is estimated to be:

Component 1
Total
Estimated
Project Cost
BRIC
Grant
Estimated
Project
Cost
Town
Estimated
Project
Cost
Millbrae
Estimated
Project
Cost
Burlingame
Estimated
Project
Cost
Construction $ 20,240,000 $14,168,000 $ 4,038,000 $ 1,159,200 $ 874,800 Engineering/
Administration $ 5,461,000 $ 3,822,700 $ 1,089,300 $ 313,000 $ 236,000 Component 1
Subtotal $ 25,701,000 $17,990,700 $ 5,127,300 $ 1,472,200 $ 1,110,800 Component 2
Total
Estimated
Project Cost
BRIC
Grant
Estimated
Project
Cost
Town
Estimated
Project
Cost
Millbrae
Estimated
Project
Cost
Burlingame
Estimated
Project
Cost
Construction $ 5,110,000 $ 3,577,000 $ 1,019,400 $ 292,800 $ 220,800 Engineering/
Administration $ 1,379,000 $ 723,975 $ 435,625 $ 125,400 $ 94,000 Component 2
Subtotal $ 6,489,000 $ 4,300,950 $ 1,078,750 $ 418,200 $ 314,800 Total Estimated
Project Cost:
$ 32,190,000 $22,291,675 $ 6,582,325 $ 1,890,400 $ 1,425,600 (d) Periodic Cost Estimate Updates. The Town will provide the Participants with periodic estimates for the Project costs from the Project Engineer upon thirty percent (30%), sixty percent (60%), and ninety percent (90%) design completion. Participants will have the opportunity to review the estimates and respond with comments and/or questions regarding the estimate.
(e) Not to Exceed Funding Amounts. Notwithstanding any other provision of this Agreement, Burlingame’s contribution to the Project shall not exceed Two Million, One Hundred Fifty Thousand Dollars ($,2,150,000) without an amendment to this Agreement. The current estimated cost for engineering/administration identified in the table above shall not be exceeded without notification to and the written consent of the Participants. (f) Participant Withdrawal. As noted above, Participants maintain the right to deny and not participate in the proposed Project pending environmental review under CEQA. -62-
20326137.3 6
After CEQA compliance is completed, and if the proposed Project is approved. Participants will further have the opportunity to withdraw from their participation in the Project in the event that the Project Engineer’s Construction Estimate exceeds the current estimate by 25% at the 30% design review, or if the bid amount received from the lowest responsible, responsive bidder exceeds the current estimate by 15% at the bid opening In such case, the Parties shall meet and confer regarding the bid for construction prior to any Party withdrawing from the Agreement. At project award the design and bid documents will be approved by each agency. A Participant may also withdraw from this Agreement if the Parties are unable to satisfactorily agree upon the terms of the Operations and Maintenance Agreement.
(g) Participant Payment. Once Project bids are received and Participants have agreed to their proportionate total project costs including contingencies, Millbrae and Burlingame will be requested to provide the Town their proportionate share of the Project costs at Project Award. At Burlingame’s and Millbrae’s discretion, the estimated contribution may be either paid in full before the Project Award or on a billing schedule determined by each Participant. Any final true-up billings will be made by the Town within 120 days of Project completion. (g) Quarterly Reporting. The Town will provide the Participants quarterly reporting of Project progress and costs incurred and chargeable to each Participant throughout design and construction. Such reporting shall include back-up documentation as may reasonably be requested by the Participants.

3. Project Operation and Maintenance.
(a) Facility Use. The proposed facilities will be used for potable and fire water supply systems, necessitating a high level of reliability as permitted and regulated under the State of California State Water Resources Control Board’s Division of Drinking Water. (b) Project Operating Agreement. The Participants understand that the final project operation parameters are not available at this time; therefore, the Participants will enter into a separate Project Operating Agreement upon finalizing those parameters at a later date.

For the purposes of providing guidance, a Draft Framework for the Project Operating Agreement is included herein as a reference as Exhibit B. The Participants will negotiate and finalize the terms of the Project Operating Agreement prior to the award of the Project construction contract.

The respective City Council for each Participant shall approve the Project Operating Agreement.

4. Access to Records.

Each Party shall maintain records associated with its responsibilities under this Agreement in accordance with generally accepted accounting principles. Upon reasonable notice, each Party shall permit the authorized representatives of the other Parties access to its accounting books, records and documents related to this Agreement for the purposes of examining, auditing and inspecting the same. Such records shall be maintained for a period of four (4) years from the date of final payment under this Agreement. Each Party’s right to audit books and records directly related to this Agreement shall also extend to all contractors performing work funded under this Agreement.
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20326137.3 7

5. General Provisions.
(a) Representations and Warranties. The Parties and signatories each represent and warrant that the individuals signing below are duly authorized to bind their respective principals to the terms of this Agreement. The individuals signing below also represent and warrant that they have obtained all necessary approvals and have the authority to bind their respective principals to the terms of this Agreement. In the event that any of the representations and/or warranties herein are breached or any of the representations and/or warranties contained in this subparagraph prove false, the breaching/misrepresenting Party hereby agrees to defend, indemnify, and hold the other Party harmless from all damages, loss, liability, costs, and attorneys’ fees resulting from said breach/misrepresentation.
(b) Dispute Resolution. The Parties shall make reasonable efforts to informally settle all disputes arising out of or in connection with this Agreement. If a dispute is unable to be informally resolved or settled by the Parties, then thirty (30) days prior to filing any legal action, city managers of each Party shall meet together in person in good faith to endeavor to reach a mutually beneficial resolution and settlement of such dispute. (c) Force Majeure. No Party shall be liable or responsible to the other Parties, nor be deemed to have defaulted under or breached this Agreement, for any failure or delay in performance under this Agreement (except for any obligations to make payments hereunder) when and to the extent such failure or delay is caused by or results from acts beyond the impacted Party’s reasonable control, including a force majeure event (which includes, but is not limited to, acts of God, natural disaster, act of war or terrorism, riot or other civil unrest, labor strike, governmental action). The impacted Party shall give prompt notice of a force majeure event to the other Parties. (d) Indemnification. Each Party (“Indemnifying Party”) shall indemnify, defend and hold harmless the other Parties, their officials, officers, employees, and agents from and against all claims, demands, losses, damage, liability, costs, and expenses of whatever nature including court costs and attorney fees (“Claims”) arising out of any negligent act, omission or willful misconduct in the performance of this Agreement by the Indemnifying Party, its officials, officers, employees, contractors and agents. Notwithstanding the foregoing, no Party shall be obligated to indemnify another Party to the extent that any Claims are determined by a trier of fact to have been proximately caused by any negligent act, omission or willful misconduct of another Party.
(i) The Town shall add the other Parties as additional insureds and indemnified parties under the insurance and indemnification provisions of all contracts funded under this Agreement, with such provisions providing additional insured status and indemnity to the same extent provided to the Town.
(e) Notice of Breach; Termination for Cause. If a Party materially breaches this Agreement, a non-breaching Party may terminate this Agreement for cause, after providing the breaching Party a notice of such breach and a reasonable opportunity to cure of at least thirty (30) days, subject to extension as may be agreed upon by the Parties. A copy of such notice shall also be sent to the other non-breaching Party.
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20326137.3 8
(f) Assignment. This Agreement may not be assigned by any Party, either in whole or in part, without prior written consent of the other Parties. (g) Notice. Notice given under or regarding this Agreement shall be deemed given upon delivery into the United States Mail if delivery is by postage paid certified mail (return receipt requested), or reputable overnight commercial delivery service. Notice shall be sent to the respective Party at the address indicated below or to any other address as a Party may designate from time to time by a notice given in accordance with this paragraph.

If to Town: Doug Davis, City Manager
1600 Floribunda Ave, Hillsborough CA 94010
[email protected]
If to Burlingame: Lisa Goldman, City Manager
501 Primrose Ave, Burlingame CA 94010
[email protected]
If to Millbrae: Tom Williams, City Manager
621 Magnolia Ave, Millbrae CA 94030
[email protected]
(h) Cooperation of Parties. The Parties shall fully cooperate with one another and shall make a good faith effort to take any additional acts or sign any additional documents as may be necessary, appropriate or convenient to attain the purposes of this Agreement. (i) Severability. If any portion of this Agreement is declared invalid, illegal, or otherwise unenforceable by a court of competent jurisdiction, the remaining provisions shall continue in full force and effect.
(j) Binding Effect of Agreement. The terms, conditions, and provisions of this Agreement are binding upon, and shall inure to the benefit of, all Parties and to their executors, administrators, heirs, successors, assigns, predecessors, transferees, representatives, principals, agents, officers, directors, and employees.
(k) Further Acts. The Parties shall make a good faith effort to perform any acts and execute any documents consistent with the terms and conditions of this Agreement that may be needed, desired, or required to effectuate the terms, conditions, and provisions hereof. (l) Jurisdiction. This Agreement is entered into in the County of San Mateo, State of California, and shall be interpreted pursuant to California law. If legal action is necessary to enforce any of the terms of this Agreement, such action shall be brought in accordance with the laws of the State of California in a court having appropriate jurisdiction. (m) Consultation with Legal Counsel. The Parties represent that they have consulted legal counsel prior to the execution of this Agreement and have executed this Agreement with full knowledge of its meaning and effect.
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20326137.3 9
(n) Entire Agreement. This Agreement constitutes the entire and only agreement between the Parties with reference to the subject matter herein and supersedes any prior agreement, oral or written, with respect thereto.
(o) Drafting of Agreement. This Agreement shall not be construed in favor of, or against, any party by reason of the extent to which any party or its counsel participated in the drafting of this Agreement.
(p) Waiver, Modification, Amendment. No provision of this Agreement may be waived unless in writing and signed by the Parties hereto. Waiver of any one provision herein shall not be deemed to be a waiver of any other provision herein. This Agreement may be modified or amended only by a written agreement executed by the Parties hereto. (q) Counterparts. This Agreement may be executed in separate counterparts, the whole of which shall constitute a binding agreement. Facsimile signatures and email/PDF signatures, when received, shall have the same force and effect as original signatures.

WHEREFORE, the undersigned, having read the foregoing Agreement and fully understanding and agreeing to its terms, hereby execute this Agreement and make it effective on the date of the last signature hereto.
[SIGNATURES ON FOLLOWING PAGE]
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20326137.3 10

COST SHARING AGREEMENT

SIGNATURE PAGE
Dated: _____________, 2024 TOWN OF HILLSBOROUGH
By: ____________________________
Its: ____________________________
Dated: _____________, 2024 CITY OF BURLINGAME
By: ____________________________
Its: ____________________________
Dated: _____________, 2024 CITY OF MILLBRAE
By: ____________________________
Its: ____________________________
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20326137.3 B-1

EXHIBIT B

DRAFT FRAMEWORK FOR PROJECT OPERATING AGREEMENT
(1) Operation and Maintenance
(a) Use of proposed facilities will be for potable and fire water supply systems, necessitating a high level of reliability as permitted and regulated under the State of California State Water Resources Control Board’s Division of Drinking Water.
(b) The Town will be responsible for paying SFPUC water charges for water delivered by SFPUC to the Project.
(c) The Town will be responsible for the operation and maintenance of all Project components, except for the Emergency Pump Station for Millbrae. The Emergency Pump Station will be operated and maintained by Millbrae. (i) The Town will provide an operator on-call 24 hours/day. (ii) The Town will provide routine maintenance labor and materials. (d) Millbrae and Burlingame will pay a Facility Utilization Charge to reimburse the Town for the Participant’s proportionate use and O&M of the Project. The charge will consist of the following components:
(i) An on call operator 24 hours a day,
(ii) Routine maintenance labor and materials,
(iii)Cost for replacement or repair of equipment less than $10,000, (iv)Electrical power, and
(v) Town overhead.
(e) Costs will be apportioned between the Participants in accordance with the percentage of annual water consumption by each Party. A major equipment replacement fund is discussed in Paragraph 3 below and is not included in the Facility Utilization Charge.
(2) Measurement of Water Use
(a) It is anticipated that there will be a master meter for the Project at the Helen Turnout and that there will be submeters for water delivered from the Project to each of the Participants.
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20326137.3 B-2
(b) All Project water meters shall be calibrated in accordance with manufacturer’s recommendations but not less than once per year.
(c) Water measurement for the Participants will be recorded daily and will be made available to the Participants.
(3) Project Components Replacement Fund
The Project Participants may consider establishing a Project Components Replacement Fund or may elect to fund major capital replacement infrastructure on a pay as you go basis based on needs assessment of Project components.

Should the Participants elect to establish a Project Components Replacement Fund the following framework of process will apply:
(a) The Town will establish a fund to pay for the cost of replacing or performing major repairs on equipment valued at over $10,000. The amount of money to be put in the fund will be determined through an inventory of all equipment and components for the Project including the pipelines, valving, pumps, controls and instrumentation, and appurtenances, identifying a useful life for each component, and the anticipated timing of major repairs and replacements. This information will be used to determine the annual amount to be contributed to the fund by the Participants.
(b) The Participants will have the opportunity to review and approve any proposed expenditure for Project equipment and components. (c) The amount contributed by each Party for replacement or major repair expenditures will be in proportion to each Party’s dedicated pipeline capacity, or other equitable method as agreed upon by the Participants. (d) The Project Component Replacement Fund balance will be reviewed and updated annually based on the expenditures incurred and equipment functionality.
(e) The Parties agree to budget their respective contributions through the Project Component Replacement Fund in their annual budget, to the extent such funding is available.
(4) Annual Operating Budgets
(a) The Town will provide an annual proposed budget for the Participants’ use no later than 90 days prior (April 1) to the start of the Fiscal Year (July 1). The budget will include information on the amount of monies in the Project Components Replacement Fund described above including interest earned. (b) The Participants will provide Project water use projections by month by March 1 for the Town’s use in budget development.
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20326137.3 B-3
(c) The annual budget will take effect at the beginning of the Fiscal Year (July 1).

The Town will provide quarterly budget status reports.
(d) The Facility Utilization Charge will be updated annually and take effect at the beginning of the Fiscal Year.
(e) The Project Participants will have the opportunity to review and confirm the proposed Facility Utilization Charge costs prior to the beginning of the Fiscal Year.
(f) The Project Participants will pay for Facility Utilization Charge costs quarterly, based on the approved Fiscal Year budget. At the end of the Fiscal Year, budgeted Facility Utilization Charge costs will be compared to actual Facility Utilization Charge costs incurred. The difference will be applied as a credit or supplemental charge to the following year’s budget. (5) Assurances by the Town
(a) The Town will operate and maintain the Project in a manner that ensures continuous, reliable service.
(b) The Town will develop and maintain a preventative maintenance program and share the program and preventative maintenance actions taken with the Participants.
(c) The Town will provide prompt and timely response to equipment failures and emergencies.
(d) The Town will prepare an Emergency Response Plan for Component 2 and provide it to the Participants for their review and approval. (e) The Town will develop and keep up-to-date standard operating procedures including an operations and maintenance manual for all equipment at the Component 2 facility.
(f) The Town shall keep a log of all equipment failures, maintenance and repair, replacement activities, and preventative maintenance activities and provide those to the Participants at least quarterly or whenever requested. (6) Term of the Project Operating Agreement
(a) The Agreement will remain in effect for 50 years and reviewed for updates and amendments every 5 years. After 50 years the Agreement will continue on a year to year basis unless otherwise amended by the Participants. (b) Any amendments or modifications to the Agreement shall be agreed to in writing by all the Parties.
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20326137.3 B-4
(c) The Agreement can only be terminated with the written consent of all Participants. In the event that a Participant is in material breach of the Agreement, the non-breaching Participant(s) may withdraw from the Agreement after notice and an opportunity to cure.

Miscellaneous items:

The draft agreement shall include indemnification, force majeure, water quality, disputes, and other elements as identified by Participants.
-71-

TOWN OF HILLSBOROUGH
San Mateo County
1600 Floribunda Avenue
Hillsborough, CA 94010
10 CONSENT CALENDAR

CITY COUNCIL MEETING
OCTOBER 14, 2024

AGENDA STAFF REPORT
ITEM SUBJECT: RESOLUTION ACCEPTING THE SUMMARY VACATION AND DEDICATION OF A TWENTY-FOOT-WIDE STORM DRAIN EASEMENT AT 85 SANDRA ROAD PURSUANT TO CEQA GUIDELINE 15301
SUMMARY: The Town owns and maintains the stormwater pipe located within a twenty-foot-wide storm drain easement at 85 Sandra Road. The existing stormwater pipe was deteriorated and required replacement. As part of the Sandra Hayne Storm Drain Replacement project, the Town replaced the pipe and upstream headwall and restored the downstream creek bed and bank with rock and vegetation.

Upon completion of the project, it was determined that the new pipe was offset from the existing easement centerline. In working with the resident of 85 Sandra Road, the Town seeks to shift the existing storm drain easement to better align with the new pipe. The existing and proposed easements are as shown and described in Attachment 2 to the staff report. The resulting easement area will vacate a portion of the existing easement area, and likewise, dedicate an equivalent area as new. There are no other utilities located within the easement areas to be vacated. The vacation and dedication of this storm drain easement is to ensure Town staff has proper access to operate and maintain the pipe.

The Town may choose to vacate and relocate the existing easement pursuant to the Street Vacation Act, California Streets and Highway Code, Section 8335(c). 8335(c) The easement has been superseded by relocation, or determined to be excess by the easement holder, and there are no other public facilities located within the easement.

Additionally, the new twenty-foot-wide storm drain easement would encompass two other Town storm drain pipe segments that were replaced in kind as part of the Sandra Hayne Storm Drain Replacement Project. No easements currently exist for these segments which will be corrected with this action.

The Town’s consulting survey prepared an irrevocable offer of dedication of the new twenty-footwide storm drain easement to the Town of Hillsborough to be signed by the property owners of 85 Sandra Road. The subject easement documents have been checked for accuracy and are ready for acceptance by City Council. Upon acceptance of the vacation of the existing easement and dedication of the new easements by the Council, the City Engineer can then sign the documents on behalf of the Town and complete the recordation process. -73-
Agenda Staff Report - Hillsborough City Council
October 14, 2024

FISCAL IMPACT: This action will not create any new financial responsibility for the Town and may relieve the Town of future maintenance costs.

ENVIRONMENTAL ISSUES: Pursuant to CEQA Guidelines, the Town of Hillsborough prepared an IS/MND to analyze the impacts of the project scope which was previously adopted by the City Council on January 11, 2021. The Final IS/MND contains mitigation measures to avoid or substantially lessen the environmental effects of the project.

ATTACHMENTS:

1. Resolution

2. Plat and Legal Description
PREPARED BY: Paul Willis, Director of Public Works
RECOMMENDATION: Adopt the resolution accepting the summary vacation of an existing twentyfoot-wide storm drain easement and dedication of a new twenty-foot-wide storm drain easement at 85 Sandra Road pursuant to a previously adopted Mitigated Negative Declaration. -74-
RESOLUTION NO. 24-

RESOLUTION OF THE CITY COUNCIL OF THE TOWN OF HILLSBOROUGH ACCEPTING THE SUMMARY VACATION AND DEDICATION OF A TWENTY-FOOTWIDE STORM DRAIN EASEMENT AT 85 SANDRA ROAD PURSUANT TO A

PREVIOUSLY ADOPTED MITIGATED NEGATIVE DECLARATION
WHEREAS, the Town of Hillsborough (“Town”) maintains the Town’s storm drain system; and
WHEREAS, the existing stormwater pipe was deteriorated and required replacement; and
WHEREAS, as part of the Sandra Hayne Storm Drain Replacement project, the Town replaced the pipe and upstream headwall and restored the downstream creek bed and bank with rock and vegetation; and
WHEREAS, it was determined that the new pipe did not align with the existing easement; and
WHEREAS, it was also determined that easements did not exist along two other Town storm drain pipes; and
WHEREAS, the Town seeks the vacation and dedication of storm drain easements along these pipes to ensure staff has proper access to operate and maintain these pipes; and
WHEREAS, the Town may choose to vacate and relocate the existing easement pursuant to the Street Vacation Act, California Streets and Highway Code, Section 8335(c); and
WHEREAS, the Town’s consulting survey prepared an irrevocable offer of dedication of a new twenty-foot-wide public utility easement, that would encompass the main pipe and the two other storm drain pipe segments, to the Town of Hillsborough to be signed by the property owners of 85 Sandra Road; and WHEREAS, upon acceptance by City Council, the City Engineer can then sign the documents on behalf of the Town and complete the recordation process.

NOW, THEREFORE, BE IT RESOLVED that the City Council of the Town of Hillsborough does hereby accept the summary vacation of an existing twenty-foot-wide storm drain easement and dedication of a new twenty-foot-wide storm drain easement at 85 Sandra Road.

Mayor of the Town of Hillsborough
Attest: City Clerk
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ATTACHMENT 1
2 This resolution was adopted by the City Council of the Town of Hillsborough at its regular meeting held on the 14th day of October 2024, by the following vote of the members thereof:

AYES: Councilmembers
NOES: Councilmembers
ABSENT: Councilmembers
ABSTAIN: Councilmembers
-76-

May 28, 2024
Job Number 8865.1001
EXHIBIT “A”
Legal Description
Drainage Easement Abandonment
85 Sandra Road
Hillsborough, CA
A strip of land 20 feet in width over that certain parcel of land situate in the Town of Hillsborough, County of San Mateo, State of California, being a portion of Lot 15 as shown on that certain Map entitled “CAROLANDS PARK-MAP No. 12”, filed in Volume 51 of Maps, at

of which is described as follows:

COMMENCING at the northeasterly corner of said Lot 15 as shown on said 51M15, said corner being on a curve concave northwesterly and having a radius of 320.00 feet, a radial line to which corner bears South 27°02’13” East;
Thence along the northerly lines of said Lot 15 through the following four (4) courses:

1. Westerly along said curve through a central angle of 08° 57' 09", an arc distance of 50.00 feet;

2. South 71°54’49” West, a distance of 93.83 feet to the beginning of a curve to the left having a radius of 980.00 feet;

3. Westerly along said curve through a central angle of 3° 30' 00", an arc distance of 59.86 feet;

4. South 68°24’49” West, a distance of 7.48 feet to the TRUE POINT OF BEGINNING; Thence, leaving said northerly line of said Lot 15 South 45°40’11” East, a distance of 66.72 feet; Thence, South 66°20’11” East, a distance of 106.45 feet; Thence, North 38°14’49” East, a distance of 101.58 feet the easterly line of said Lot 15 and the POINT OF TERMINUS.

The sidelines of said strips shall be prolonged or shortened so as to terminate at said northerly and easterly lines of Lot 15.

The BASIS OF BEARINGS for this legal description is based on NAD83 (2011), Epoch 2010.0, based locally upon ties to monuments shown on that Record of Survey filed in Book 41 of L.L.S. Maps, Pages 91-95, Office of said County Recorder. All distances shown hereon are ground.

ATTACHMENT 2
-77-

AREA: 5,491 square feet, more or less.

EXHIBIT “B” attached and by this reference made a part hereof.

PREPARED BY:

R.E.Y. Engineers, Inc.
___________________________________
Daniel W. Bustamante, P.L.S.
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-79-

May 28, 2024
Job Number 8865.1001
EXHIBIT “A”
Legal Description
Storm Drain Easement
85 Sandra Road
Hillsborough, CA
A strip of land 20 feet in width over that certain parcel of land situate in the Town of Hillsborough, County of San Mateo, State of California, being a portion of Lot 15 as shown on that certain Map entitled “CAROLANDS PARK-MAP No. 12”, filed in Volume 51 of Maps, at

of which is described as follows:

COMMENCING at the northeasterly corner of said Lot 15 as shown on said 51M15, said corner being on a curve concave northwesterly and having a radius of 320.00 feet, a radial line to which corner bears South 27°02’13” East;
Thence along the northerly lines of said Lot 15 through the following four (4) courses:

1. Westerly along said curve through a central angle of 08° 57' 09", an arc distance of 50.00 feet;

2. South 71°54’49” West, a distance of 93.83 feet to the beginning of a curve to the left having a radius of 980.00 feet;

3. Westerly along said curve through a central angle of 3° 30' 00", an arc distance of 59.86 feet;

4. South 68°24’49” West, a distance of 9.10 feet to the TRUE POINT OF BEGINNING; Thence, leaving said northerly line of said Lot 15 South 39°44’21” East, a distance of 14.47 feet to a point hereinafter referred to as POINT A;
Thence, South 50°54’32” East, a distance of 81.26 feet; Thence, South 63°45’32” East, a distance of 19.14 feet; Thence, South 72°36’47” East, a distance of 59.99 feet; Thence, North 38°14’49” East, a distance of 28.01 feet to a point hereinafter referred to as POINT B;
Thence, continuing North 38°14’49” East, a distance of 73.58 feet to the easterly line of said Lot 15 and the POINT OF TERMINUS.
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TOGETHER WITH a 20-foot wide strip of land, the centerline of which described as follows:

BEGINNING at aforementioned POINT A; thence South 18°56’38” West, a distance of 22.16 feet to the southwesterly line of said Lot 15 and the POINT OF TERMINUS.

TOGETHER WITH a 20-foot wide strip of land, the centerline of which described as follows:

BEGINNING at aforementioned POINT B; thence South 11°52’11” West, a distance of 30.06 feet;
Thence, South 26°50’53” West, a distance of 17.46 feet to the southerly line of said Lot 15 and the POINT OF TERMINUS.

The sidelines of said strips shall be prolonged or shortened so as to terminate at said northerly, southwesterly, and southerly lines of Lot 15.

The BASIS OF BEARINGS for this legal description is based on NAD83 (2011), Epoch 2010.0, based locally upon ties to monuments shown on that Record of Survey filed in Book 41 of L.L.S. Maps, Pages 91-95, Office of said County Recorder. All distances shown hereon are ground.

AREA: 6,248 square feet, more or less.

EXHIBIT “B” attached and by this reference made a part hereof.

PREPARED BY:

R.E.Y. Engineers, Inc.
___________________________________
Daniel W. Bustamante, P.L.S.
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-82-

TOWN OF HILLSBOROUGH
San Mateo County
1600 Floribunda Avenue
Hillsborough, CA 94010
11 CONSENT CALENDAR

CITY COUNCIL MEETING
OCTOBER 14, 2024

AGENDA STAFF REPORT
ITEM SUBJECT: RESOLUTION ADOPTING THE COUNTYWIDE AND TOWN OF

HILLSBOROUGH LOCAL ROADWAY SAFETY PLAN AND ACCOMPANYING VISION ZERO GOAL PURSUANT TO CEQA GUIDELINE 15306
SUMMARY: A Local Roadway Safety Plan (LRSP) identifies and systematically analyzes roadway safety needs and develops a prioritized list of safety countermeasures. A LRSP offers a proactive approach to addressing safety needs and demonstrates an agency’s responsiveness to safety challenges through local agency partnerships and collaboration.

City/County Association of Governments (C/CAG) developed a two-part San Mateo Countywide LRSP and adopted it in June 2024. The first part contains the Countywide LRSP, and the second part contains individual LRSPs from participating agencies, including Hillsborough.

The Hillsborough LRSP identifies pedestrian and bicyclist safety, speed and visibility related roadway improvements, and safe driving practices areas for safety improvement. The completion of the Countywide LRSP will render jurisdictions in the County eligible for grant funding from the Metropolitan Transportation Commission (MTC) OBAG 3 County & Local Program, and future funding for Caltrans Highway Safety Improvement Program and US Department of Transportation Safe Streets for All (SS4A).

Vision Zero is a public health-based traffic safety strategy to reduce and eventually eliminate traffic deaths and serious injuries using a data-driven, multi- disciplinary, and Safe System approach that also increases safe, healthy, equitable mobility for all. The Safe System Approach recognizes that while human error will always occur, a system of redundant engineering and non-engineering solutions can reduce crashes and can prevent crashes from causing death or severe injuries.

FISCAL IMPACT: There is no fiscal impact associated with this item.

ENVIRONMENTAL ISSUES: This project is exempt from the California Environmental Quality Act (CEQA) per Section 15306 of the California Code of Regulations.

ATTACHMENTS:

1. Resolution

2. San Mateo Countywide Local Roadway Safety Plan

3. Town of Hillsborough Local Roadway Safety Plan
PREPARED BY: Natalie Gribben, Deputy Director of Public Works -83-
Agenda Staff Report - Hillsborough City Council
October 14, 2024

RECOMMENDATION: Adopt the resolution adopting the Countywide and Town of Hillsborough Local Roadway Safety Plan and accompanying Vision Zero Goal. -84-
RESOLUTION NO. 24-

RESOLUTION OF THE CITY COUNCIL OF THE TOWN OF HILLSBOROUGH

ADOPTING THE COUNTYWIDE AND TOWN/CITY LOCAL ROADWAY SAFETY

PLAN AND ACCOMPANYING VISION ZERO GOAL PURSUANT TO CEQA GUIDELINE 15306
WHEREAS, according to data from the California Strategic Highway Safety Plan, 17,317 people have been killed in traffic collisions in California from 2013 through 2017, for an average of 9.5 people per day; and WHEREAS, from 2018 to 2022, a reported 5 crashes resulted in severe, life-changing injuries on non-freeway roadways in the Town of Hillsborough (“Town”), an average of 1 per year; and
WHEREAS, one death on Town streets is one too many, and Town is dedicated to strategies that aim to reduce and eliminate deaths and serious injuries on streets in all jurisdictions countywide; and
WHEREAS, seniors, children, people of color, people with disabilities, people in lowincome communities, people walking, and people bicycling face a disproportionate risk of traffic injuries and fatalities; and WHEREAS, the City/Town Local Roadway Safety Plan (LRSP) identifies pedestrian and bicyclist safety, speed and visibility related roadway improvements, and safe driving practices as emphasis areas for safety improvement; and WHEREAS, Vision Zero is a public health-based traffic safety strategy to reduce and eventually eliminate traffic deaths and serious injuries using a data-driven, multi- disciplinary, and Safe System approach that also increases safe, healthy, equitable mobility for all; and
WHEREAS, the Safe System Approach recognizes that while human error will always occur, a system of redundant engineering and non-engineering solutions can reduce crashes and can prevent crashes from causing death or severe injuries; and
WHEREAS, the Federal Highway Administration has made a commitment to eliminating fatalities and serious injuries on the nation's roadways using a Safe System approach to achieve the goals of Vision Zero; and WHEREAS, the Federal Highway Administration and State Department of Transportation (Caltrans) grant funding for improving safety requires the preparation and implementation of a systematic approach to improve safety as presented in the Countywide and Town LRSP (Exhibit A); and WHEREAS, Caltrans has adopted the goal of moving “toward zero deaths” by incorporating the Safe System Approach and using proven effective strategies and countermeasures; and
WHEREAS, the Metropolitan Transportation Commission (MTC) passed a Vision Zero policy in 2020 that identified actions to support agencies like Town; and -85-
ATTACHMENT 1
2 NOW, THEREFORE, BE IT RESOLVED, that the City Council of the Town of Hillsborough does hereby adopt Vision Zero as its guiding principle for transportation planning, in conjunction with C/CAG adopting this vision at the County level; and BE IT FURTHER RESOLVED, that Town shall pursue the recommended near-and long-term policy, program, and guidelines recommendations identified in the LRSP, with the overriding goal of eliminating traffic-related fatalities and serious injuries; and BE IT FURTHER RESOLVED, that Town shall refer to the prioritized locations in the Countywide and Town LRSP sections when considering safety improvements, which locations were prioritized including considerations of social equity; and BE IT FURTHER RESOLVED, that Town shall participate in an inter-jurisdictional Transportation Safety Advisory Committee (TSAC) led by C/CAG, to include staff from constituent jurisdictions along with partner agencies identified in the LRSP; and which will be used to implement the LRSP and integrate the Safe System approach into all aspects of transportation planning and engineering; and BE IT FURTHER RESOLVED, that Town adopts the Countywide Local Roadway Safety Plan and the Town Local Roadway Safety Plan that summarizes specific recommendations and action items to be taken by Town and partner agencies that will address the listed emphasis areas; and
BE IT FURTHER RESOLVED, that the LRSP will be implemented in an equitable manner, accounting for historic inequities in transportation and safety investments across the county; and
BE IT FURTHER RESOLVED, that the Town shall monitor progress towards the Vision Zero goals, tracking process and outcome metrics, and shall present these updates to the City Council on an as-needed basis.

Mayor of the Town of Hillsborough
Attest: City Clerk
This resolution was adopted by the City Council of the Town of Hillsborough at its regular meeting held on the 14th day of October 2024, by the following vote of the members thereof:

AYES: Councilmembers
NOES: Councilmembers
ABSENT: Councilmembers
ABSTAIN: Councilmembers
-86-
ATTACHMENTS 2 & 3
The following documents are available on the Town’s website provided:
• San Mateo Countywide Local Roadway Safety Plan
• Town of Hillsborough Local Roadway Safety Plan
https://www.hillsborough.net/169/Engineering
-87-

TOWN OF HILLSBOROUGH
San Mateo County
1600 Floribunda Avenue
Hillsborough, CA 94010
12 NEW BUSINESS

CITY COUNCIL MEETING
OCTOBER 14, 2024

AGENDA STAFF REPORT
ITEM SUBJECT: RESOLUTION IMPLEMENTING PREVIOUSLY APPROVED INCREASES TO WATER SERVICE CHARGES AND VOLUME CHARGES EFFECTIVE JANUARY 2025 PURSUANT TO CEQA GUIDELINE 15378
SUMMARY: This item is being brought to the City Council for review of the annual water rate update and, if appropriate, adoption of a resolution implementing the maximum allowable rates for volumetric and service charges adopted under Resolution No. 22-83, effective January 1, 2025.

The annual water rate update is a revenue requirement update only, used to evaluate whether revenue/reserves are sufficient to meet the system's costs and whether rates under the adopted resolution should be implemented at or below the maximum (or no rate increase) for the upcoming year. In any one year, an increase in rates may not be needed, rates may need to be increased to the maximum allowable rate previously approved by the Council, or the revenue requirement exceeds the adopted maximum allowable rates, indicating the need for a new rate study and Proposition 218 proceeding to correct the insufficiency. An annual water rate update differs from a comprehensive cost-of-service study conducted periodically to evaluate the rate structure in addition to the revenue requirement.

A five-year projection is updated with current information as part of the annual water rate update, and the current report indicates that the maximum allowable rates adopted under Resolution 22- 83, are sufficient to cover the projected revenue requirement for January 1,2025. The projection indicates that the rates are insufficient to cover the projected revenue requirement as early as January 1, 2026, and through 2029. Results will be tracked to determine the necessary timing for a new rate study and any rate increases above the Resolution No. 22-82 adopted rates must be adopted pursuant to Proposition 218. The increased need is attributable to a continued pattern of lower water usage as compared to the assumptions in the current 5-year rate series; San Francisco Public Utilities Commission (SFPUC) wholesale water rate increases from $5.67 per hundred cubic feet (ccf), in FY 2024-25 to $6.64 per ccf (17.1% increase) in FY 2028-29 (current 5- year rate series FY 2024-25 was $5.28 per unit and FY 2025-26 and 2026-27 was $5.32 per unit) and the Town’s priority capital improvement project plan for water infrastructure.

Background
The Town reviews the need for potential water rate increases annually or as needed to ensure that revenues are sufficient to cover the costs of the Water Enterprise Fund for wholesale purchased water, operating and debt service costs, and capital improvement requirements. The Town adopted a five-year rate series in 2022. It implemented the first two rate increases on July 1, 2023 (Resolution No.22-83), January 1, 2024 (Resolution No. 23-82), and SFPUC rate pass-through on July 1, 2024.
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Agenda Staff Report - Hillsborough City Council
October 14, 2024

The Town contracted with HF&H Consultants, LLC. (“HF&H”) to prepare the annual rate update, and HF&H has issued the 2025 Water Rate Update Report (the report”) with their findings. The report proposes adopting the maximum allowable rates for January 1, 2025, as adopted in Resolution No. 22-83. Volume and service charges for all customers would increase by 5% and would be implemented by resolution within the currently adopted Proposition 218 notice. Any increases in future years above those previously adopted will require a new rate study and Proposition 218 proceeding.

The projection includes the proposed five-year capital improvement plan for pump station improvements, lines, generators, annual water main replacement, and tank demolition will increase the system's life span with improved materials and features. For example, the existing aging metallic water lines are replaced with PVC pipes with a conservative life expectancy of 100 years.

These projects are appropriately sized to meet the demand places on the system by our highest water users.

The projection also includes the cost and funding assumptions related to the Town’s share of the Highline Project. The total project is $32.2 million and is funded 70% with a federal grant. The remaining 30% is funded by contributions from the two partner cities (Millbrae and Burlingame) and the town’s project share ($6.7 million). The project will provide a reliable, cost-effective water line tied to the Harry Tracy plant at a higher elevation, protect health and safety in a natural disaster, and provide operational energy and other cost savings. The Town is nearing approval for federal grant funding and Memorandum of Understanding (MOU) agreements with the partner cities.

As the lead agency on the Highline Project, the Town will manage the cash flow for the total project, which is $32.2 million. The water rate projection assumes that the Town will secure a short-term line of credit (LOC) for the construction phase to manage cash deficiencies caused by the timing difference between capital outlay and receipt of grant reimbursements/contributions. A transfer or loan from the General Fund will also be evaluated as a funding source. (For purposes of the projection, a $3 million General Fund contribution was included). After the project is completed, the town’s remaining share will be funded through long-term financing. Town staff consulted Acacia Financial Group, the Town’s financial advisors, and BB&K’s bond attorney to establish a financing plan that meets the needs and timing of the project and to evaluate steps necessary to address any covenants or restrictions on the Town’s current debt obligations in connection with adding new debt. Based on this preliminary, high-level review, the assumptions included in the water rate update report incorporate this feedback.

Conclusion
The annual water rate report was presented to the Financial Advisory Committee (FAC) at its August 28, 2024, meeting. The FAC recommends adopting the resolution implementing the proposed water rate increases effective January 2025.

Staff and HF&H recommend implementing the maximum allowable rates adopted under Resolution No. 22-83, effective January 1, 2025, for volumetric and service charges. -90-
Agenda Staff Report - Hillsborough City Council
October 14, 2024

FISCAL IMPACT: The proposed rate increases, effective January 1, 2025, will provide sufficient resources for the revenue requirement for the calendar year, assuming the assumptions remain in line with the projection.

ENVIRONMENTAL ISSUES: In accordance with the California Environmental Quality Act (CEQA) and the CEQA Guidelines, the increases in the solid waste service charges are exempt from CEQWA pursuant to Section 15378 and Section 15273 of the CEQA Guidelines and Public Resources Code Section 21080(b0(8) because (i) the increase charges are for the purpose of meeting operational and maintenance expenses of the aforementioned services and (ii) the charges constitute the creation of a funding mechanism/other governmental fiscal activity which does not involve any commitment to any specific project that may result in potential significant physical impact on the environment.

ATTACHMENTS:

1. Resolution

2. HF&H Report
PREPARED BY: Jan Cooke, Finance Director
RECOMMENDATION: Adopt the resolution approving proposed water rate increases effective January 2025.
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RESOLUTION NO. 24-

RESOLUTION OF THE CITY COUNCIL OF THE TOWN OF HILLSBOROUGH

IMPLEMENTING PREVIOUSLY APPROVED INCREASES TO WATER SERVICE CHARGES AND VOLUME CHARGES EFFECTIVE JANUARY 2025 PURSUANT TO CEQA GUIDELINE 15378
WHEREAS, on November 14, 2022, the City Council approved Resolution No. 22-83 adopting maximum water service charges and volume charges, with increases scheduled over a five-year period; and
WHEREAS, the Town may implement water service charges and volume charges up to the adopted maximum rate and charges in accordance with Resolution No. 22-83; and
WHEREAS, the Town adopted changes to the water service charges and volume charges up to the adopted maximum rate and charges effective for July 1, 2023, and January 1, 2024; and
WHEREAS, the Town now wishes to implement increases to water service charges and volume charges to take effect on January 1, 2025, in accordance with Resolution No. 22-83, until amended, and such increased rates for water service charges and volume charges shall not exceed the maximum rates adopted in Resolution No. 22-83.

NOW, THEREFORE, BE IT RESOLVED that the City Council of the Town of Hillsborough hereby implements increases to rates for water service charges and volume charges effective January 1, 2025, to be in effect until amended:

Rates for Bi-Monthly Water Service Charge ($/Meter Size) Meter Size 1/1/2025
¾” $161.18
1" $190.70
1½" $257.12
2" $345.68
3" $581.83
6" $1,585.49
8" $2,471.07
Rates for Bi-Monthly Volume Charge ($/HCF)
Customer
Category
Tier
Size 1/1/2025
Residential (HCF) ($/HCF)
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ATTACHMENT 1
Tier 1 0 to 22 $7.11
Tier 2 23 to 44 $9.43
Tier 3 45 to 78 $15.15
Tier 4 79+ $20.48
Non-Residential $10.01
Mayor of the Town of Hillsborough
Attest: City Clerk
This resolution was adopted by the City Council of the Town of Hillsborough at its regular meeting held on the 14th day of October 2024, by the following vote of the members thereof:

AYES: Councilmembers
NOES: Councilmembers
ABSENT: Councilmembers
ABSTAIN: Councilmembers
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October 8, 2024 - Final Report
HF&H Consultants

TOWN OF HILLSBOROUGH
2025 WATER RATE UPDATE
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ATTACHMENT 2
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Town of Hillsborough
1600 Floribunda Ave
Hillsborough, CA 94010
Final Report
2025 Water Rate Update
October 8, 2024
HF&H Consultants, LLC
590 Ygnacio Valley Rd, Suite 190
Walnut Creek, CA 94596
© HF&H CONSULTANTS, LLC All rights reserved.
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Managing Tomorrow’s Resources Today
590 Ygnacio Valley Road, Suite 105 Northern California
Walnut Creek, California 94596 www.hfh-consultants.com
Telephone: 925/977-6950
October 8, 2024
Jan Cooke
Finance Director
Town of Hillsborough
1600 Floribunda Ave,
Hillsborough, CA 94010
Subject: 2025 Water Rate Update
Dear Jan Cooke:

HF&H Consultants (HF&H) is pleased to submit this report on the Town of Hillsborough’s (Town’s) Water Enterprise. This report summarizes our methodology and recommendations. The rates proposed in this report reflect the current and projected revenue requirement for the next five years.

As always, we appreciate this opportunity to continue working for the Town.

Sincerely,

HF&H CONSULTANTS, LLC
Rick Simonson
Senior Vice President
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Town of Hillsborough 2025 Water Rate Update
Final Report Table of Contents
HF&H Consultants, LLC Page i October 8, 2024

TABLE OF CONTENTS
I. EXECUTIVE SUMMARY........................................................................................... 1 Background ................................................................................................................ 1 Findings and Recommendations................................................................................. 1 II. INTRODUCTION .................................................................................................... 4 Study Purpose ............................................................................................................ 4 Study Process............................................................................................................. 4 Report Organization ................................................................................................... 4 III. REVENUE REQUIREMENTS ................................................................................ 5 Demand Projections ................................................................................................... 5 Revenue Requirement Assumptions and Projections.................................................. 6 SFPUC Purchased Water Costs ................................................................................... 6 Operating Expenses ................................................................................................... 7 Highline Water Project ............................................................................................... 7 Capital Projects .......................................................................................................... 9 Existing Debt Service.................................................................................................. 9 Revenue Requirement Summary................................................................................ 9 Revenue Increases................................................................................................... 10 Debt Coverage ......................................................................................................... 10 Reserves................................................................................................................... 11 Projected Reserve Fund Balance .............................................................................. 12 IV. RECOMMENDATIONS......................................................................................... 14 Implementation of Rates.......................................................................................... 14 -98-
Town of Hillsborough 2025 Water Rate Update
Final Report Table of Figures
HF&H Consultants, LLC Page ii October 8, 2024

TABLE OF FIGURES
Figure III-1. Water Demand Projections................................................................................................. 5 Figure III-2. Modeling Assumptions......................................................................................................... 6 Figure III-3. Highline Water Project Expenses Projected By Year...................................................... 8 Figure III-4. Share of Highline Water Project ........................................................................................ 8 Figure III-5. Capital Improvement Program Budgets (Excluding Highline Water Project).............. 9 Figure III-6. Revenue Requirement.......................................................................................................10 Figure III-7. Projected Rate Increases..................................................................................................10 Figure III-8. Debt Service Coverage with Highline Water Project Loan...........................................11 Figure III-9. Projected Year-End Fund Balance ...................................................................................12 Figure IV-1. Bi-Monthly Service Charge Rates with Recommended Increases ...............................14 Figure IV-2. Bi-Monthly Volume Charge Rates with Recommended Increases ..............................15

ACRONYMS
BAWSCA Bay Area Water Supply and Conservation Agency
BRIC Building Resilient Infrastructure and Communities
CCF Hundred cubic feet (see HCF below)
CIP Capital Improvement Program
FY Fiscal Year
HCF Hundred cubic feet of metered water sold; 748 gallons; a cube of water 4.6 feet on edge.

LOC Line of credit
O&M Operations and Maintenance
PAYGo Pay-As-You-Go, in reference to funding capital improvements from cash rather than from borrowed sources of revenue.

Service Charges Fixed charges paid per account regardless of the amount of water used. The charge is proportionate to the capacity of the customer’s service, which is the capacity of the pipe connecting from the main to the meter, or the meter, whichever is smaller. Service Charges are not meter charges (see above). The Town’s Service Charges are called “Fixed Service Charges.”
SFPUC San Francisco Public Utilities Commission
Volume Charges The product of rates per unit of metered water consumption multiplied by a customers metered water use during the bi-monthly billing period. -99-
Town of Hillsborough 2025 Water Rate Update
Final Report Acknowledgements
HF&H Consultants, LLC Page i October 8, 2024

ACKNOWLEDGEMENTS
City Council
Christine Krolik, Mayor
Sophie Cole, Vice Mayor
Marie Chuang, Council Member
Leslie Marden Ragsdale, Council Member
Alvin Royse, Council Member
Town Staff
Jan Cooke, Finance Director
Rich Santiago, Assistant Finance Director
Paul Willis, Director Public Works/City Engineer
Natalie Gribben, Senior Civil Engineer
Mandy Brown, Assistant City Manager
Doug Davis, City Manager
Legal Counsel
Lutfi Kharuf, Esq.

HF&H Consultants, LLC
Rick Simonson, Senior Vice President
Gabe Sasser, Project Manager
Alex Santos, Senior Associate

LIMITATIONS
This document was prepared solely for the Town of Hillsborough in accordance with the contract between the Town and HF&H and is not intended for use by any other party for any other purpose.

In preparing this study, we relied on information from the Town, which we consider accurate and reliable.

Our analysis is based on the best available information at the time of the study.

Rounding differences caused by stored values in electronic models may exist.

This document represents our understanding of relevant laws, regulations, and court decisions but should not be relied upon as legal advice. Questions concerning the interpretation of legal authorities references in this document should be referred to a qualified attorney. -100-
Town of Hillsborough 2025 Water Rate Update
Final Report I. Executive Summary
HF&H Consultants, LLC Page 1 October 8, 2024
I. EXECUTIVE SUMMARY
Background
The Town operates and maintains a potable water distribution system to serve its water users. It is a complex system with varying topography and 19 separate, but interconnected, pressure zones. The infrastructure network includes 108 miles of water mains, 18 water tanks, 14 water pump stations, and over 7,500 various assets, such as water meters, fire hydrants, and valves. The San Francisco Public Utilities Commission (SFPUC) delivers treated wholesale water to the Town from its Hetch Hetchy system.

This water is delivered through ten master meter locations from the SFPUC’s 42-inch and 60-inch transmission pipelines. From these connections, the Town pumps and delivers water to approximately 4,270 customers, of which nearly all are single-family residential.

The Town has updated the revenue requirement and reviewed its water rates annually since the previous adoption of the cost-of-service study in 2023, which set rates through fiscal year (FY) 2026-27.

The Highline Water Project presents a financial hurdle in the next four years. Cash flow requirements consisting of project costs, federal grant reimbursements, and payments made by partnering agencies, the City of Burlingame and the City of Millbrae, must be addressed.

The analysis indicates the previously adopted rates for January 2025 are sufficient and should be implemented. The analysis also shows that the revenue requirement exceeds the available rate revenue in FY 2025-26 and future periods. A new rate study, in 2025 or 2026, will need to be conducted to update the water rates through a new Proposition 218 process.

The Executive Summary presents the findings and recommendations in this report.

Findings and Recommendations
The following discussion summarizes HF&H’s findings and recommendations.

1. Water demand shapesthe Town’s revenue forecast. Assumptions of projected water use directly affect the level of revenue increase needed. Through FY 2022-23, water demand has declined over the past five years as the Town has contended with drought restrictions and reduced water allocations while meeting the increasing cost of water provided by the San Francisco Public Utilities Commission (SFPUC). However, water sales have begun to rebound as actual water sales in FY 2023-24 have increased 5.6%. As such, future projections assume a further increase of 2.9% in water sales in FY 2024-25 that will be sustained over the planning period. A comparison of projected sales volume to the previous six-year average (FY 2018-19 to FY 2023-24) water sales period shows these projections are reasonable. For reference, current projections of 1,025,381 hundred cubic feet (HCF) for FY 2024-25 are less than the six-year average of 1,071,379 HCF.

If demand over the next five years is higher than projected, the Town may find that it can implement smaller rate increases.

2. Adopted wholesale water rates continue to outpace past projections. During the previous cost of service study, the rates were calculated to generate revenues which would cover SFPUC water rates that were estimated to grow from $4.75 per HCF to $5.32 per HCF. In contrast, this year the -101-
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Final Report I. Executive Summary
HF&H Consultants, LLC Page 2 October 8, 2024
SFPUC presented new projections to increase rates from $5.21 to $6.30 per HCF by FY 2026-27.

The impact of these unforeseen increases can be determined by comparing the overall purchased water costs from the previous cost of service study and the present analysis. Further, adjusting past cost forecasts to the current volume of purchased water provides a direct comparison for FY 2024-25, FY 2025-26, and FY 2026-27. This comparison highlights the following increases to purchased water costs:
• A 1.9% increase to FY 2024-25 purchased water cost forecasts compared to the previous cost of service study.
• A 7.3% increase to FY 2025-26 purchased water cost forecasts compared to the previous cost of service study.
• A 14.9% increase to FY 2026-27 purchased water forecasts compared to the previous cost of service study.

3. Highline Water Project. Funding for this multi-year, $33 million1 project is a critical consideration in this analysis. The Town will serve as the primary agency, making payments for planning, permitting, and construction expenses. In turn, the partner agencies, the City of Burlingame and the City of Millbrae, will reimburse for their negotiated shares of the project. While the Town has secured funding, via federal Building Resilient Infrastructure and Communities (BRIC) Grant funding for approximately 70% of the overall project, how and when the Town funds its share ($6.7 million), influences the financial forecast.

The Town staff has evaluated plans to use multiple sources to fund its share of the Highline Water Project:
• Cash-funded contributions from rates and a General Fund contribution • A line of credit (LOC) during project construction
• Long-term debt service

4. The Town’s Capital Improvements Program (CIP) budget also affects the extent of rate increases and the level of contribution made from the Town’s General Fund. The Town prepared capital improvement schedules based on master plans, and the recommended capital projects influence the projection for rate increases, as well as the level of contribution from the Town’s General Fund.

5. It is recommended that the Town implement the previously adopted rates for 2025. With rate increases of 5%, these increases would fall within the maximum rates previously adopted. The Town is projected to need 4% rate increases in 2026, which would also fall within the maximum rates previously adopted. Annual increases of approximately 6% are projected for 2027-2029 (effective each January 1). The higher than previously noticed rate increase effective January 1, January 1, 2027 will require the Town to conduct a noticed public hearing in accordance with Proposition 218 prior to January 1, 2027.
1 This figure includes the pre-award costs incurred by the Town of Hillsborough. The project total included in the rates analysis matched the total maximum amount awarded by the Federal Emergency Management Agency. In contrast, the Building Resilient Infrastructure and Communities Grant total reported is $32,190,000. -102-
Town of Hillsborough 2025 Water Rate Update
Final Report I. Executive Summary
HF&H Consultants, LLC Page 3 October 8, 2024

6. The Town should continue to leverage the pass-through adjustment to account for increased wholesale water rates, if eligible. The pass-through adjustment allows the Town to adjust volumetric rates to track any difference between the SFPUC rates that were included in the cost of service study rate model, used to establish the adopted rates, and the actual rates adopted each year by the SFPUC. The previous Proposition 218 notice included a five-year period of rates, from FY 2022-23 through FY 2026-27. Therefore, if the Town continues to implement the rates previously adopted, the Town may continue to utilize the pass-through adjustment to capture the unforeseen increases to the SFPUC wholesale water rates in the Volume Charge rates assessed to the Town’s customers.
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Final Report II. Introduction
HF&H Consultants, LLC Page 4 October 8, 2024
II. INTRODUCTION
Study Purpose
The purpose of this study is to update the Town’s water rate projection to evaluate if the adopted rates will generate sufficient revenue to recover the cost of providing the Town’s water service from 2025-2029.

The Town uses the annual update to consider implementation of next year rates, and to provide a future year projection to consider if a new Proposition 218 process may be needed for the following year.

Study Process
HF&H completed a cost-of-service water rate study for the Town in 2022. At the City Council meeting on November 14, 2022, the City Council adopted the study’s recommendations, which included proposed water rates for 2023-2027, but elected to postpone rate adjustments until July 1, 2023. Since then, rates were increased in July 2023, as well as on January 1, 2024 following HF&H’s recommendations from the annual water rate update performed this past August. Based on the five-year schedule of rates adopted by the City Council, there are three remaining years for which rate increases have been approved, with the final increase scheduled to occur January 1, 2027.

The Town contracted with HF&H to conduct an analysis of the previously adopted rate increase for 2025.

The objective of this analysis was to evaluate the water enterprise fund balance, with updated projections of revenues and expenses for the next five years, to determine if a rate increase that is greater than the previously adopted 5% increase will be necessary for the City Council to adopt and become effective on or before January 1, 2025.

HF&H developed a model to project the Town’s revenues, expenses, and the Water Enterprise fund balance over the five-year period. Progress meetings were held with Town staff to validate assumptions and to test modeling sensitivities, including water sales and cash flow projections related to the Town’s Highline Water project. Recommendations were reviewed with Town staff prior to documentation or presentation to Town stakeholders, including the Financial Advisory Committee, City Council, and the general public.

Report Organization
The report contains four sections:

1. Executive Summary – Summarizes our findings and recommendations.

2. Introduction – Provides purpose and process of the study.

3. Revenue Requirement Projections – Documents the annual revenue requirements and projected increases in rate revenue for the five-year planning period from FY 2024-25 through FY 2028-29.

4. Recommendations – Summarizes the recommended for any rate implementation or studies. -104-
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Final Report III. Revenue Requirements
HF&H Consultants, LLC Page 5 October 8, 2024
III. REVENUE REQUIREMENTS
Demand Projections
The revenue requirements projected during the study period are based on the Town’s unique circumstances. Projected customer demand is particularly significant because it affects certain variable expenses (i.e., cost of purchased water and pumping costs) as well as the revenue from water sales.

Customer demand depends on the types of customers, the nature of their demands, the trends in their water use, growth, and climate, among others.

The Town consists almost entirely of single-family residences built on large parcels. There are no significant residential developments in process at the time of this writing. In addition, the Town supplies water to public schools, private schools, a golf course, small public parks, and a Caltrans rest stop. The Town has no commercial, industrial, or institutional parcels planned for new development. The service area is largely developed, and population growth is expected to be very low. For the purposes of this analysis, it is assumed that there will be no growth in accounts.

Water demand projections are an important consideration in the study, as the cost to purchase water was 33% of the annual costs to operate the Town’s water system in FY 2023-24. Assumptions of projected water use directly affect the level of revenue increase needed. Water demand has declined over the past five years as the Town has contended with drought restrictions and reduced water allocations while meeting the increasing cost of water provided by the SFPUC. In the aftermath of drought, water sales have lagged due to wet winters. With two major droughts in the past decade, it is possible these events have fostered a long-standing reduction in discretionary water use. Alternatively, it is possible customer usage will rebound and consumption patterns will continue to re-balance. Future water demand patterns are an important unknown in the context of the Town’s financial forecast.

Town water demand projections used in this analysis are shown in Figure III-1. Since the prior fiscal year, water sales for FY 2023-24 have increased 5.6%. In addition, a warmer summer to date has promoted increased water usage, aiding early FY 2024-25 water sales projections. Future projections assume a 2.9% increase in water sales in FY 2024-25 that will be sustained over the planning period. A comparison of projected sales volume to recent history shows these projections are attainable. For reference, current projections of 1,025,381 hundred cubic feet (HCF) are less than, 1,071,379 HCF, the previous six-year average water sales period of FY 2018-19 through FY 2023-24.

Figure III-1. Water Demand Projections
If demand over the next five years is higher than projected, the Town may find that it does not need to implement the full rate increase in any given year. The Town does not have to increase the proposed rates if they are not needed and can implement lower rates without undergoing a full Proposition 218 notification and protest hearing process. If water demand falls below the projected level of demand, the Town would run a deficit. The Town’s reserves could be depleted unless and until it increases rates that are higher than the adopted maximum rates.

FY 2023-24 FY 2024-25 FY 2025-26 FY 2026-27 FY 2027-28 FY 2028-29 Water Sales (HCF) 996,833 1,025,381 1,025,381 1,025,381 1,025,381 1,025,381 SFPUC Water Purchases (HCF) 1,038,368 1,068,105 1,068,105 1,068,105 1,068,105 1,068,105 -105-
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Final Report III. Revenue Requirements
HF&H Consultants, LLC Page 6 October 8, 2024
Revenue Requirement Assumptions and Projections
Expense projections generate the revenue requirements. The Town’s operating and capital budgets were relied on for FY 2024-25 expenses in the first-year revenue requirement. The assumptions shown in Figure III-2 were used to project revenue requirements through FY 2028-29.

Figure III-2. Modeling Assumptions
Notes:

1. Town Estimate

2. Town Budget, YoY % change shown.

3. Rates adjusted July 1; through FYE 2028 provided by SFPUC

4. SFPUC Wholesale Fixed Charge Study

5. BAWSCA Estimate through FY 2025-26; Town Estimate

6. From Engineering News-Record; SF CCI, BCI as June 2024 SFPUC Purchased Water Costs
The Town is solely reliant on the SFPUC for its water supply. As a member of the Bay Area Water Supply and Conservation Agency (BAWSCA), the Town is subject to three charges: SFPUC’s annual rate (volumetric), the BAWSCA bond surcharge rate, and the SFPUC service charge. The vast majority of the Town’s water supply expenses are driven by two usage-based rates, the SFPUC’s annual rate and BAWSCA’s bond surcharge rate.

Since 1984, the SFPUC’s wholesale rates have been set in compliance with rate-making agreements. The agreements contain provisions that annually reconcile projected expenses and demands with actual expenses and demands. The difference is rolled forward into the ensuing year’s rates. In this way, both the SFPUC and the 26 wholesale customers are protected. However, it also means that the annual adjustment can either increase or decrease rates, which leads to some short-term volatility in the wholesale rates that can accentuate annual rate fluctuations.

During the previous cost of service study, the rates were calculated to generate revenues which would cover SFPUC water rates that were estimated to grow from $4.75 per HCF to $5.32 per HCF. In contrast, this year the SFPUC presented new projections to increase rates from $5.21 to $6.30 per HCF by FY 2026-

27. The increase in rates represents an 18% increase to the previous ratesthat were used in the prior costof-service study. In addition, following the SFPUC Wholesale Fixed Charge Study, the service charges for Assumptions FY 2023-24 FY 2024-25 FY 2025-26 FY 2026-27 FY 2027-28 FY 2028-29 Notes General Inflation Budget 3.0% 3.0% 3.0% 3.0% 3.0% [1]
Salaries & Benefits Budget 7.3% 4.9% 4.8% 4.4% 5.5% [2] Materials & Services Budget 12.4% -13.2% 2.4% 2.4% 2.4% [2] Replacement - ISF Transfer Budget 0.0% 106.7% 0.0% 0.0% 0.0% [2] Overhead Allocation Budget 15.4% 3.0% 3.0% 3.0% 3.0% [1] Interest on Earnings Budget 3.0% 2.0% 1.0% 1.0% 1.0% [1] Non-rate Revenues Budget 0.0% 0.0% 0.0% 0.0% 0.0% [1]
% Change in Demand (cumulative) Actual 2.9% 0.0% 0.0% 0.0% 0.0% [1] SFPUC Water Rates ($/HCF) $5.21 $5.67 $5.86 $6.30 $6.64 $7.10 [3] SFPUC Service Charge $138,683 $155,700 $183,348 2.5% 2.5% 2.5% [4] SFPUC Water Purchases (HCF) 1,038,368 1,068,105 1,068,105 1,068,105 1,068,105 1,068,105 [1] SFPUC Water Purchase Losses 4.0% 4.0% 4.0% 4.0% 4.0% 4.0% [1] SFPUC BAWSCA Bond Surcharge $487,687 $382,572 $322,728 3.0% 3.0% 3.0% [5] Construction Cost Inflation 0.0% 0.0% 3.6% 3.6% 3.6% 3.6% [6] -106-
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HF&H Consultants, LLC Page 7 October 8, 2024
each of the Town’s twelve water supply meters will increase by 18% in FY 2024-25, followed by 2.5% increases which will be applied annually in subsequent years.

In addition to the annual volumetric rate and service charges, the third component of the Town’s purchased water costs is the BAWSCA bond surcharge rate. This is anticipated to increase 3% annually.

Collectively, these three components of purchased water costs make up between 28% to 38% of annual expenses incurred by the Town to operate the water enterprise.

Comparing the overall purchased water costs from the previous cost of service study and the present analysis brings the impact of these unforeseen increases into focus. Further, adjusting past cost forecasts to the current volume of purchased water provides a direct comparison for FY 2024-25, FY 2025-26, and FY 2026-27. This comparison highlights the following increases to purchased water costs:
• A 1.9% increase to FY 2024-25 purchased water cost forecasts compared to the previous cost of service study.
• A 7.3% increase to FY 2025-26 purchased water cost forecasts compared to the previous cost of service study.
• A 14.9% increase to FY 2026-27 purchased water forecasts compared to the previous cost of service study.

Beyond the three years of comparison, purchased water costs are expected to escalate further by 5-7% annually. These compounding increases foreshadow a need to raise water rate revenues.

Operating Expenses
This cost category includes direct salaries and benefits, materials and services, contract services, and overhead. Based on Town estimates, these expenses are projected to increase gradually by an average of

4.7% year-over-year during the planning period.

Highline Water Project
The Highline Water Project represents a long-term investment that will benefit the Town and its partner agencies, the Cities of Burlingame and Millbrae. Upon completion, the Town and the partnering agencies will each be provided with a primary connection to the SFPUC system via a seismically resilient pipeline.

Further benefits of the project include improvements to system efficiency, as smaller pump stations are eliminated, reduced electrical costs, added wildfire protection, and provision of an alternative water source.

Funding for this multi-year, $33 million project is a critical consideration in this analysis. The partner cities’ share of the project are based on the average daily demand flows that each of the three jurisdictions will draw from the pipeline. The Town will draw the largest share of the water. Thus, it will pay for the largest proportionate share of the project costs. The Town will serve as the primary agency, making payments for planning, permitting, and construction expenses. In turn, the partner agencies will reimburse for their negotiated shares of the project. Additionally, the Town has secured funding via federal Building Resilient Infrastructure and Communities (BRIC) Grant funding for approximately 70% of the overall project. How and when the Town funds its share of $6.7 million influences the financial forecast. Funding is anticipated from a combination of water rate increases, General Fund contribution, and debt financing. Figure III-3 reflects the current estimated timing of the overall Highline Water Project expenditures. Figure III-4 depicts how the project will be funded, including the Town’s portion of the project. -107-
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Figure III-3. Highline Water Project Expenses Projected By Year Figure III-4. Share of Highline Water Project
The Town plans to use multiple sources to fund its remaining share of the Highline Water Project:
• Cash-funded contributions from rates and a General Fund contribution • A line of credit (LOC) during project construction
• Long-term debt service
A cash flow analysis was generated to account for the timing of construction expenses, federal grant reimbursement proceeds, partner agency contributions, cash funding, and any short-term borrowing required by the Town. A $7.5 million line of credit (“LOC”) will be drawn from to ease the use of the Town’s reserves to pay for large draws required to fund the construction expenses planned for FY 2025-26 through FY 2027-28. The LOC is projected to incur interest at a rate of 5.80% on the portion of credit in -108-
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use and a rate of 0.35% on the unused portion of credit. The Town plans to open the LOC in the final quarter of FY 2025-26. Project expenses incurred prior to this will be cash funded.

Following the end of construction, the Town plans to convert the outstanding balance on the line of credit into a long-term loan. Payments for an assumed $4.9 million loan, using a payback term of 12 years, and a 4% interest are assumed to begin in FY 2027-28.

Capital Projects
The Highline Water Project and the Capital Improvement Program (CIP) expenditures influence their revenue requirement projection. Figure III-5 shows the recommended schedule of projects from the Water Master Plan, which are included in the five-year revenue requirement projection in Figure III-6.

The focus over this period will include completing the high priority Highline project, replacing water mains, and improving other water infrastructure. On average, each year the CIP budget would require $2.36 million in addition to the Highline Water Project.

Figure III-5. Capital Improvement Program Budgets (Excluding Highline Water Project) Existing Debt Service
The Town has existing debt service that was previously issued to fund various capital infrastructure.

Annual payments of existing debt service approximating $1.2 million will continue to be made through FY 2026-27. In 2027, the Town’s ECE Energy Conservation Loan will be paid off, reducing its annual debt service payments by $65,641. To comply with existing covenants, the Town must maintain a debt coverage ratio of at least 1.2, based on net available revenues.

Revenue Requirement Summary
The major expenses described above comprise the revenue requirements that are shown in Figure III-6.

The revenue requirement represents the costs to be borne by the ratepayers.

Capital Improvement Projects FY 2024-25 FY 2025-26 FY 2026-27 FY 2027-28 FY 2028-29 5-Year Total Water Main Replacement Program $0 $2,000,000 $1,000,000 $1,000,000 $1,000,000 $5,000,000 Marlborough Pump Station & Generator $300,000 $1,000,000 $1,350,000 $0 $0 $2,650,000 Water Master Plan Update $250,000 $0 $0 $0 $0 $250,000
SCADA Improvements $0 $0 $0 $0 $0 $0
Darrell Pump Line Rehab and Replacement $0 $0 $0 $600,000 $2,000,000 $2,600,000 Demolish Major Hayes Tank and Piping $0 $0 $65,000 $300,000 $0 $365,000 Subtotal $550,000 $3,000,000 $2,415,000 $1,900,000 $3,000,000 $10,865,000 Construction Cost Index 1.000 1.036 1.072 1.111 1.150
Escalated Total Recommended CIP $550,000 $3,106,764 $2,589,949 $2,110,157 $3,450,400 $11,807,270 -109-
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Figure III-6. Revenue Requirement
Revenue Increases
Rates are set to generate sufficient revenue to cover annual expenses and maintain adequate reserves.

Rate increases were calculated to cover the Town’s Water Fund costs and to maintain adequate reserves, as shown in Figure III-7.

Figure III-7. Projected Rate Increases
It is important to point out that fluctuations in projected water use can result in adjustments to revenue over time. For this analysis, the Town estimates water use will increase from FY 2023-24 consumption and maintain the same levels during the five-year period.

Debt Coverage
Figure III-8 shows the debt service coverage provided by the rate increases in Figure III-7. The Town is required to maintain a minimum coverage ratio of 1.20. A higher ratio provides a greater margin of safety to bondholders and enhances the credit rating on bonds. This is particularly true with water utilities whose revenues are vulnerable to periods of conservation, such as the Town recently experienced. The Town’s long-term rating is currently AAA with S&P, which is partially attributable to a coverage ratio that is above FY 2024-25 FY 2025-26 FY 2026-27 FY 2027-28 FY 2028-29
Date of Implementation 1/1/2025 1/1/2026 1/1/2027 1/1/2028 1/1/2029 Proposed Rate Increases 5.0% 4.0% 6.0% 6.0% 6.0%
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the minimum required by the bonds. Again, a higher credit rating benefits rate payers by reducing the cost of borrowing.

Figure III-8. Debt Service Coverage with Highline Water Project Loan Note: Net Available Revenues totals do not include partner contributions or General Fund contributions.

The Town plans to convert the original LOC to a long-term loan in FY 2027-28. The new loan assumes a principal of $4.9 million with an interest rate of 4% and a payback term of 12 years. Annual payment is estimated as $522,425, based on underlying assumptions at the time of this analysis. These payments have been added to the existing debt service in Figure III-8 to generate a revised debt service total. The revised debt coverage ratio has been calculated. With the projected rate increases the Town’s coverage ratio remains above the minimum.

Reserves
Reserves are required to stabilize rates and to provide for contingencies. Reserves can be drawn on in years when the Town’s Water Enterprise experiences above average costs and augmented during years when costs are below average. The Water Enterprise reserves are used for operating and capital purposes.

Each of these purposes has its own requirements that lead to minimum and optimum target balance.

Rates must be set so that the fund balance achieves the target balance.

There are three components to the Town’s Water Enterprise reserves: 1) Operating Reserves, 2) Capital Improvement Reserves, and 3) Rate Stabilization Reserves. The Town’s reserve policy states that the minimum operating reserve balance will equal 20% of annual O&M expenses. As in past years, a bond reserve of $375,000 was added to this amount. An additional allowance for capital projects (i.e., capital improvement reserves) equaling $2,361,454 is added to provide working capital for pay-as-you-go (PAYGo) construction projects. The sum of the operating and capital reserve components sets the reserve balance target. A final allowance of $3.5 million is added to provide rate stabilization to weather unexpected reductions in revenue or unexpected increases in expenses.

Debt Coverage Ratio Calculation FY 2024-25 FY 2025-26 FY 2026-27 FY 2027-28 FY 2028-29 Gross Rate Revenue
Service Charges $5,153,079 $5,384,339 $5,654,611 $5,993,888 $6,353,521 Volume Charges $11,494,381 $12,169,320 $13,175,450 $13,964,871 $14,800,309 Total Gross Rate Revenue $16,647,460 $17,553,659 $18,830,061 $19,958,759 $21,153,830 Operating Expenses
Purchased Water $6,393,621 $6,779,438 $7,264,075 $7,642,318 $8,149,162 Other Operating Expenses $8,132,633 $7,856,289 $8,094,706 $8,335,688 $8,601,723 Non-Operating Revenue ($56,500) ($56,500) ($56,500) ($56,500) ($56,500) Net Operating Expenses $14,469,754 $14,579,227 $15,302,281 $15,921,505 $16,694,385 Net Available Revenues $2,177,706 $2,974,432 $3,527,780 $4,037,254 $4,459,446 Debt Service $1,244,866 $1,223,604 $1,241,941 $1,196,213 $1,167,975 Debt Coverage Ratio 1.75 2.43 2.84 3.38 3.82
Debt Service with Highline $1,244,866 $1,223,604 $1,241,941 $1,718,638 $1,690,400 Revised Debt Coverage Ratio 1.75 2.43 2.84 2.35 2.64
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Town of Hillsborough 2025 Water Rate Update
Final Report III. Revenue Requirements
HF&H Consultants, LLC Page 12 October 8, 2024
Projected Reserve Fund Balance
Figure III-9 contains three reserve lines. First, the Town has a minimum Operating Reserve balance (red line) to cover O&M expenses and a bond reserve. Second, the Town has a Capital Improvement Reserve component. Just as working capital is needed to pay salaries and on-going O&M expenses, working capital is also needed to fund construction of cash-funded (i.e., as opposed to debt-funded) capital projects.

When added to the minimum Operating Reserve this establishes the Target Reserve (blue line). Finally, the Town’s rate stabilization target (solid, grey line) provides funding to withstand unexpected reductions in revenue or unexpected increases in expenses. The sum of the Operating Reserve, Target Reserve, and Rate Stabilization Reserves equals the current reserve balance of $6.5 million as of the end of FY 2023-24.

Figure III-9 shows the annual fluctuations (solid green line) in the fund balance that are caused by the differences between the revenue requirement and revenue from rates with the rate increases; the dashed green line is the projected fund balance with rate increases and higher water usage. The rate increases in Figure III-9 were derived to maintain a reserve balance which stays firmly above the Operate Reserve during the five-year period. Maintaining a fund balance close to the present level helps to protect the Town’s credit rating, which lowers the cost of financing, thereby benefiting rate payers. Second, the rate increase projections were designed to minimize dips in the fund balance to maintain stable reserves over the five-year period. Finally, the level of rate increase projections sought to achieve a fund balance which meets or exceeds the Target Reserve by FY 2028-29.

Figure III-9. Projected Year-End Fund Balance
Source: HF&H Rate Model
Future water consumption is uncertain. The Town has been experiencing warmer weather during recent summer months which has increased consumption beyond planned volumes. Assuming this trend of warmer weather continues and overall consumption continues to rebound in FY 2024-25, the Town requested HF&H to create an alternative reserve balance projection (dashed green line), as depicted in -112-
Town of Hillsborough 2025 Water Rate Update
Final Report III. Revenue Requirements
HF&H Consultants, LLC Page 13 October 8, 2024
Figure III-9. This scenario assumes a 10% increase in water sales and water purchases for FY 2024-25 that is sustained through FY 2028-29. In contrast, the baseline scenario reflects only a 3% increase in water sales and water purchases for FY 2024-25 that is sustained through FY 2028-29. Aided by additional water sales, the reserve balance would increase, possibly allowing the Town to implement lower rate increases in future years while ensuring the optimum level of reserves is met.

The projected rate increases are balanced with the use of reserves. Reserves help offset the increased costs projected, reducing the potential for larger increases to be borne by ratepayers. -113-
Town of Hillsborough 2025 Water Rate Update
Final Report IV. Recommendations
HF&H Consultants, LLC Page 14 October 8, 2024
IV. RECOMMENDATIONS
Implementation of Rates
It is recommended that the Town implement the previously adopted rate increase of 5% on January 1, 2025. This provides the Town with an additional year of leveraging the existing Proposition 218 authorization and the pass-through adjustment to its Volume Charge rates to account for unanticipated increases to the wholesale water rates charged by the SFPUC. The Town would continue to pass-through a uniform Volume Charge rate increase of $0.39 per HCF through the end of June 30, 2025. If the FY 2025- 26 wholesale water rate projection holds, the Town could pass-through an increase of $0.54 per HCF to all Volume Charge rates beginning July 1, 2025. This adjustment would occur until the Town adopts new maximum rates pursuant to Proposition 218. Reserve fund balance projections have assumed the Town continues to employ the pass-through adjustment for all eligible years.

Figure IV-1 and Figure IV-2 show how the previously adopted 2025 rate increase and pass-through adjustment would affect Service Charges and Volume Charge rates beginning January 2025.

Figure IV-1. Bi-Monthly Service Charge Rates with Recommended Increases Adjusting the recommended Volume Charge rates is a two-step process, as shown by Figure IV-2. First, the recommended rate increase percentage is applied to the previously noticed rates. For example, a 5% increase on January 1, 2025 would apply to the Town’s January 1, 2024 rate of $6.77 per HCF for Tier 1 residential consumption, yielding a rate of $7.11 per HCF. Second, a uniform pass-through adjustment would be applied to all rates. For example, the $0.39 per HCF pass-through adjustment beginning July 1, 2024 would be added to the $7.11 calculated during the previous step. Therefore, the total rate would be $7.50 per HCF. All Volume Charge rates would follow this same process.

Service Charge Rates
Meter Current Adopted
Size Rates 1/1/2025
3/4" $153.50 $161.18
1" $181.62 $190.70
1 1/2" $244.87 $257.12
2" $329.22 $345.68
3" $554.12 $581.83
6" $1,509.99 $1,585.49
8" $2,353.40 $2,471.07
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Town of Hillsborough 2025 Water Rate Update
Final Report IV. Recommendations
HF&H Consultants, LLC Page 15 October 8, 2024
Figure IV-2. Bi-Monthly Volume Charge Rates with Recommended Increases ¹Current rates shown reflect rates previously adopted and do not include the pass-through adjustment that went into effect on July 1, 2024.

Volumetric Charge Rates Prop 218 Notice Adopted + Pass-Through Customer Current Adopted Adopted Current Adjusted
Category Tiers 2024 2025 2024 2025
Residential (HCF) ($/HCF) ($/HCF) ($/HCF) ($/HCF)
Tier 1 0 to 22 $6.77 $7.11 $7.16 $7.50
Tier 2 23 to 44 $8.98 $9.43 $9.37 $9.82
Tier 3 45 to 78 $14.43 $15.15 $14.82 $15.54
Tier 4 79+ $19.50 $20.48 $19.89 $20.87
Non-Residential $9.53 $10.01 $9.92 $10.40
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TOWN OF HILLSBOROUGH
San Mateo County
1600 Floribunda Avenue
Hillsborough, CA 94010
13 NEW BUSINESS

CITY COUNCIL MEETING
OCTOBER 14, 2024

AGENDA STAFF REPORT
ITEM SUBJECT: CONSIDERATION OF ALTERNATIVES FOR PROGRAM DEVELOPMENT

AND MASTER PLANNING ASSOCIATED WITH THE REDEVELOPMENT OF THE TOWN HALL

COMPLEX, INCLUDING A RESOLUTION APPROVING AND AUTHORIZING THE CITY MANAGER TO EXECUTE AN AGREEMENT WITH EHDD|RED DOT STUDIO FOR

PROFESSIONAL DESIGN AND MASTER PLANNING SERVICES IN THE AMOUNT OF $442,700.00, AND APPROVING A FY 2024-25 BUDGET AMENDMENT, PURSUANT TO CEQA GUIDELINE 15306
BACKGROUND: The Town has an adopted and certified Housing Element for 2023-2031, which was the result of more than two years of community input and public hearings. In the Housing Element, the Town Hall site was identified for the future development of 16 residential units, comprised of 7 very-low income and 9 low-income units. In January of 2024, the City Council rezoned the Town Hall complex to allow for these 16 residential units.

The existing Hillsborough Police Department building requires significant seismic safety upgrades, does not meet the current needs of a modern police department, or requirements of the Department of Justice (DOJ) requirements for public safety buildings.

In order to accommodate the 16 units of multi-family housing required as per the Town’s Certified Housing Element and address the needs for the Police Department building, the Town recognized the opportunity to re-envision the Town Hall Complex and develop master plan for the redevelopment of the site to incorporate housing, improved public safety facilities, town offices, and other community spaces, based on community feedback.

Staff was directed to facilitate the development of a conceptual site programming plan for the Town Hall Vision by the end of 2024. The Town has conducted two Town Hall Visioning Workshops this year (May 30, 2024 and September 26, 2024), where members of the community provided initial feedback on the master planning process, including desired attributes of the consulting team supporting the master plan process. Therefore, in order to achieve this vision in the desired timeline, the Town sought to secure the services of a knowledgeable and qualified consultant to support Town staff with the Town Hall Visioning and assist with site programming, master plan development, a Town Hall complex redevelopment financing plan, and conceptual design development services. The Town issued an RFP on Thursday, August 1, 2024, inviting proposals.

The Town’s RFP requested that each proposer develop a proposed method to achieve the project scope, a project schedule, and fee proposal, which includes the following deliverables:

1. Existing Conditions Analysis & SWOT Memo - Analyze existing site conditions and existing reports & plans, and conducts other research as deemed necessary to develop a Strengths, Weaknesses, Opportunities, and Threats (SWOT) memo (e.g., analysis of -117-
Agenda Staff Report - Hillsborough City Council
October 14, 2024

issues/opportunities related to site control, due diligence, constraints, environmental issues, easements & encumbrances, etc.).

2. Program Development - Building off the SWOT analysis and in partnership with staff, consultant will develop a site program plan to inform the master plan (e.g., what is needed, how much, and where).

3. Community Engagement – The consultant will partner with staff to create a plan for community outreach & engagement; a variety of community meetings, presenting at public hearings, developing surveys, web and e-announcement content, and managing other related community outreach processes.

4. Master Plan Development - Using the findings from the SWOT analysis, program development information, and the community vision developed through the community engagement process, the consultant will develop a master plan for the Complex site which incorporates items above.

5. Funding Opportunities – Consultant shall identify, recommend, and manage opportunities for public-private partnerships (PPPs) and grant funding opportunities to develop a Town Hall Complex Redevelopment Financing Plan.

6. CEQA Analysis & Filing - Consultant will conduct appropriate level of CEQA analysis for the project site and files all required paperwork with the County and State.

7. Conceptual Design Development - Consultant will develop conceptual design documents for the project, including project renderings, conceptual site plan, and preliminary project budget and schedule. Site plan will include massing, sizing, and programmatic elements for the proposed design.

Alternative Tasks:

AT-1: Procurement for Design and Construction Services
Consultant to draft procurement documents for design and construction services for one of more procurement vehicles for the project, as well as participate on review and evaluation of proposals, and contract documents, as needed.

AT-2: Construction Management Services
Consultant to provide construction management services during the design and construction phases of the project, as needed.

The Town held a non-mandatory pre-proposal meeting to be held on August 8, 2024, at 10:00 am via Zoom which has 27 individual attendees. Before the proposal deadline of, August 30, 2024, the Town received eight submittals.

Following a review of the proposals, three top-rated firms were identified and invited to interview with a staff panel. The interviews identified a top-rated firm; EHDD|Red Dot Studio, who was invited for an in-person interview with staff, the City Manager, and the Town Hall Subcommittee. -118-
Agenda Staff Report - Hillsborough City Council
October 14, 2024

The EHDD|Red Dot Studio stood out with their proposed approach, project team and subconsultants, and their firms’ qualifications and relevant experience. With over 25 master plan projects that range from community centers, school and university campuses and public serving institutions, their team develops plans with a vision for the future, considering site capacity, neighborhood impact, and financial feasibility, all with a framework of sustainability. They are a local team, which allows them to balance in person meetings with virtual/hybrid collaboration.

EHDD|Red Dot Studio is familiar with the Town through their work on Crystal Springs Uplands School, the Nueva School, and a historic Hillsborough residence renovation. They bring deep planning and design expertise as demonstrated through their design of notable civic and essential services buildings, including the San Mateo Public Library, the Siskiyou County Courthouse and the UC Davis Police Station. The firm also has vast experience in sustainable design, master planning, and community engagement.

During their interviews, the EHDD|Red Dot Studio team shared that they are committed to partnering with the Town staff and residents to deliver a project that truly embodies Hillsborough’s values and community vision, noting that they will provide a highly tailored process that meets Hillsborough's unique needs. They avoid a one-size-fits-all approach, bringing expertise across multiple disciplines, from project management and master planning to community engagement, finance, and essential services.

Following the RFP process and reference checks, staff recommends EHDD|Red Dot Studio to provide project management services associated with the redevelopment of Hillsborough's Town Hall Complex.

PROPOSAL:

The EHDD|Red Dot Studio proposal breaks the scope of work into three distinct phases:

Program Development, Master Planning, and Concept Design Development with phase-by-phase fee structure for transparency and to align services with the specific needs and milestones of the project and identify charges for sub-consultant work to ensure a comprehensive understanding of all project costs.

The first two phases; Program Development and Master Planning are the scope included in the draft agreement with EHDD|Red Dot Studio in the amount of $442,700.00.

Phase 1 - Program Development
This phase includes data gathering stakeholder and facilities needs assessment, community engagement (2-4 meetings), creation of a Community Advisory Group for input and guidance, and development of a program and space needs analysis document including existing building and land use summary, swot, space needs analysis for desired operational and community goals, project scope and priority schedule recommendations.

Phase 2 – Master Planning
This phase building off the prior phase to continue community engagement in partnership with Stakeholders and Community Advisory Group, and will provide:
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Agenda Staff Report - Hillsborough City Council
October 14, 2024

• Design Alternatives: visually communicated through illustrative plans, reference images and other visual tools.
• Review of Design Alternatives: Present alternatives and refine based on feedback. • Preliminary Master Plan: Based on input from stakeholders, community and consultants develop a single preliminary master plan with input from the consultant team communicated through an overall illustrative plan, project programming, spaces and functional diagrams, plans of key facilities and areas, reference images, and draft renderings. • Draft Implementation Plan: Address needs of Town continued operation of the Police Department and Town essential services through a phasing or move plan. • Preliminary Cost Estimate and PPP Plan: Identify potential cost of work as well as funding sources and partnering opportunities for master plan recommendations. • Final Master Plan: Present Master Plan including implementation, cost estimate and PPP.

NEXT STEPS:

Staff was directed to facilitate the development of a conceptual site programming plan for the Town Hall Vision by the end of 2024. In or achieve this vision in the desired timeline, the Town sought to secure the services of a knowledgeable and qualified consultant to support Town staff with these efforts. Currently, staff is requesting direction from the City Council on next steps, which are outlined below. Option 1 above, would allow for development of a conceptual site programming plan for the Town Hall Vision by the end of 2024. Other options would extend this timeline.

1. Adopt the resolution approving and authorizing the City Manager to execute an agreement with EHDD|Red Dot Studio for professional design and master planning services in the amount of $442,700.00, and approving a FY 2024-25 budget amendment; or

2. Continue negotiations with the consultant in order to develop a reduced project scope; or

3. Pause execution of an agreement with a consultant pending further community engagement.

FISCAL IMPACT: The FY 2023-24 ending General Fund reserve included a $300,000.00 estimate for this project. A FY 2024-25 budget transfer of $442,700.00 ($300,000.00 from FY 2023-34 budget plus additional funds totaling $142,700.00) from the General Fund to the Capital Fund Project #205 is recommended for this project.

ENVIRONMENTAL ISSUES: The action to approve and authorize the execution of an agreement for a new master plan is exempt from environmental review pursuant to the California Environmental Quality Act (CEQA) Guideline 15306 as the action constitutes information collection which will not result in a serious or major disturbance to an environmental resource. As noted in CEQA Guideline 15306, the action is strictly for information gathering purposes that will lead to a study/plan that the Town has not yet approved, adopted, or funded. Further, as part of the plan, the consultant will determine the appropriate level of CEQA review required to implement the plan and that will be considered by the Town prior to any adoption or other discretionary action regarding the plan.

ATTACHMENTS:

1. Resolution
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Agenda Staff Report - Hillsborough City Council
October 14, 2024

2. Professional Services Agreement and Exhibits
PREPARED BY: Liz Ruess, Assistant Director of Building and Planning RECOMMENDATION: Consider alternatives for program development and master planning associated with the redevelopment of the town hall complex, including:

1. Adopt the resolution approving and authorizing the City Manager to execute an agreement with EHDD|Red Dot Studio for professional design and master planning services in the amount of $442,700.00, and approving a FY 24-25 budget amendment.

2. Continue negotiations with the consultant in order to develop a reduced project scope.

3. Pause execution of an agreement with a consultant.
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RESOLUTION NO. 24-

RESOLUTION OF THE CITY COUNCIL OF THE TOWN OF HILLSBOROUGH

APPROVING AND AUTHORIZING THE CITY MANAGER TO EXECUTE AN AGREEMENT WITH EHDD|RED DOT STUDIO FOR PROFESSIONAL DESIGN AND MASTER PLANNING SERVICES IN THE AMOUNT OF $442,700.00, AND APPROVING A FY 2024-25 BUDGET AMENDMENT, PURSUANT TO CEQA GUIDELINE 15306
WHEREAS, in order to construct the 16 units of multi-family housing required as per the Town’s Certified Housing Element and bring the Police Department into compliance with the Department of Justice (DOJ) requirements for public safety buildings, the Town of Hillsborough recognized the opportunity to re-envision the Town Hall Complex and develop master plan for the redevelopment of the site to incorporate housing, improved public safety facilities, town offices, and other community spaces, based on community feedback; and
WHEREAS, to achieve this vision, the Town sought to secure the services of a knowledgeable and qualified consultant to assist with site programming, master plan development; and conceptual design development services through a competitive Request for Proposal (RFP) process; and WHEREAS, the Town issued an RFP on Thursday, August 1, 2024, and before the proposal deadline of, August 30, 2024, the Town received eight submittals; and
WHEREAS, staff conducted an analysis of the proposals received and identified three top-rated firms who were invited to interview with a staff panel. The interview process identified a top-rated firm; EHDD|Red Dot Studio, who was invited for an in-person interview with staff, the City Manager, and the Town Hall Subcommittee; and
WHEREAS, following this process and reference checks, staff is recommending EHDD|Red Dot Studio to provide project management services associated with the redevelopment of Hillsborough's Town Hall Complex; and WHEREAS, staff is recommending that the City Council approve and authorize the City Manager to execute an agreement with EHDD|Red Dot Studio for professional design and master planning services in the amount of $442,700.00, and approving a FY 2024-25 budget amendment; and.

WHEREAS, the FY 2023-24 ending General Fund reserve included a $300,000.00 estimate for this project. A FY 2024-25 budget transfer of $442,700.00 ($300,000.00 from FY 2023-24 budget plus additional funds totaling $142,700.00) from the General Fund to the Capital Fund Project #205 is recommended for this project.
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ATTACHMENT 1
2 NOW, THEREFORE, BE IT RESOLVED that the City Council of the Town of Hillsborough hereby approves and authorizes the City Manager to execute an agreement with EHDD|Red Dot Studio for professional design and master planning services in the amount of $442,700.00, and approving a FY 2024-25 budget amendment.

Mayor of the Town of Hillsborough
Attest: City Clerk
This resolution was adopted by the City Council of the Town of Hillsborough at its regular meeting held on the 14th day of October 2024, by the following vote of the members thereof:

AYES: Councilmembers
NOES: Councilmembers
ABSENT: Councilmembers
ABSTAIN: Councilmembers
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61236.01300\40844037.1
1 TOWN OF HILLSBOROUGH

PROFESSIONAL SERVICES AGREEMENT
This Agreement is made and entered into as of ________________, 20__ by and between the Town of Hillsborough, a municipal corporation organized and operating under the laws of the State of California with its principal place of business at 1600 Floribunda Ave., Hillsborough, CA 94010 (“Town”), and EHDD/Red Dot Studio a Corporation with its principal place of business at Pier 1, Bay 2, The Embarcadero, San Francisco, CA 94111 (hereinafter referred to as “Consultant”). Town and Consultant are sometimes individually referred to as “Party” and collectively as “Parties” in this Agreement.

RECITALS
A. Town is a public agency of the State of California and is in need of professional services for project management services associated with the redevelopment of Hillsborough's Town Hall Complex; including Master Planning and Conceptual Design Development Services (hereinafter referred to as “the Project”).

B. Consultant is duly licensed and has the necessary qualifications to provide such services.

C. The Parties desire by this Agreement to establish the terms for Town to retain Consultant to provide the services described herein.

AGREEMENT
NOW, THEREFORE, IT IS AGREED AS FOLLOWS:

1. Services.

Consultant shall provide the Town with the services described in the Scope of Services attached hereto as Exhibit “A.”

2. Compensation.
a. Subject to paragraph 2(b) below, the Town shall pay for such services in accordance with the Schedule of Charges set forth in Exhibit “B.” b. In no event shall the total amount paid for services rendered by Consultant under this Agreement exceed the sum of $442,700.00 without written approval. This amount is to cover all printing and related costs, and the Town will not pay any additional fees for printing expenses. Periodic payments shall be made within 30 days of receipt of an invoice which includes a detailed description of the work performed. Payments to Consultant for work performed will be made on a monthly billing basis.

3. Additional Work.

If changes in the work seem merited by Consultant or the Town, and informal consultations with the other party indicate that a change is warranted, it shall be processed in the following manner: a letter outlining the changes shall be forwarded to the Town by Consultant with a statement of estimated changes in fee or time schedule. An amendment to this Agreement shall -124-
ATTACHMENT 2
61236.01300\40844037.1
2 be prepared by the Town and executed by both Parties before performance of such services, or the Town will not be required to pay for the changes in the scope of work. Such amendment shall not render ineffective or invalidate unaffected portions of this Agreement.

4. Maintenance of Records.

Books, documents, papers, accounting records, and other evidence pertaining to costs incurred shall be maintained by Consultant and made available at all reasonable times during the contract period and for four (4) years from the date of final payment under the contract for inspection by Town.

5. Term.

The term of this Agreement shall be from October_____, 2024 to June 30, 2025, unless earlier terminated as provided herein. The Parties may, by mutual, written consent, extend the term of this Agreement if necessary to complete the Project. Consultant shall perform its services in a prompt and timely manner within the term of this Agreement and shall commence performance upon receipt of written notice from the Town to proceed (“Notice to Proceed”). The Notice to Proceed shall set forth the date of commencement of work.

6. Delays in Performance.
a. Neither Town nor Consultant shall be considered in default of this Agreement for delays in performance caused by circumstances beyond the reasonable control of the nonperforming party. For purposes of this Agreement, such circumstances include a Force Majeure Event. A Force Majeure Event shall mean an event that materially affects the Consultant’s performance and is one or more of the following: (1) Acts of God or other natural disasters occurring at the project site; (2) terrorism or other acts of a public enemy; (3) orders of governmental authorities (including, without limitation, unreasonable and unforeseeable delay in the issuance of permits or approvals by governmental authorities that are required for the services); and (4) pandemics, epidemics or quarantine restrictions. For purposes of this section, “orders of governmental authorities”, includes ordinances, emergency proclamations and orders, rules to protect the public health, welfare and safety. b. Should such a Force Majeure Event occur, the non-performing party shall, within a reasonable time of being prevented from performing, give written notice to the other party describing the circumstances preventing continued performance and the efforts being made to resume performance of this Agreement. Delays shall not entitle Consultant to any additional compensation regardless of the Party responsible for the delay. c. Notwithstanding the foregoing, the Town may still terminate this Agreement in accordance with the termination provisions of this Agreement.

7. Compliance with Law.
a. Consultant shall comply with all applicable laws, ordinances, codes and regulations of the federal, state and local government, including Cal/OSHA requirements. b. If required, Consultant shall assist the Town, as requested, in obtaining and maintaining all permits required of Consultant by federal, state and local regulatory agencies. -125-
61236.01300\40844037.1
3 c. If applicable, Consultant is responsible for all costs of clean up and/ or removal of hazardous and toxic substances spilled as a result of his or her services or operations performed under this Agreement.

8. Standard of Care.

Consultant’s services will be performed in accordance with generally accepted professional practices and principles and in a manner consistent with the level of care and skill ordinarily exercised by members of the profession currently practicing under similar conditions.

9. Assignment and Subconsultant.

Consultant shall not assign, sublet, or transfer this Agreement or any rights under or interest in this Agreement without the written consent of the Town, which may be withheld for any reason. Any attempt to so assign or so transfer without such consent shall be void and without legal effect and shall constitute grounds for termination. Nothing contained herein shall prevent Consultant from employing independent associates, and subconsultants as Consultant may deem appropriate to assist in the performance of services hereunder. Any subconsultants Consultant intends to utilize in the performance of this Agreement shall be listed in Exhibit “B.” Consultant shall provide written notice and shall obtain the written consent of the Town prior to using or substituting a non-listed subconsultant in the performance of this Agreement. Subcontracts, if any, shall contain a provision making them subject to all provisions stipulated in this Agreement.

10. Independent Contractor.

Consultant is retained as an independent contractor and is not an employee of Town. No employee or agent of Consultant shall become an employee of Town. The work to be performed shall be in accordance with the work described in this Agreement, subject to such directions and amendments from Town as herein provided. Any personnel performing the work governed by this Agreement on behalf of Consultant shall at all times be under Consultant’s exclusive direction and control. Consultant shall pay all wages, salaries, and other amounts due such personnel in connection with their performance under this Agreement and as required by law. Consultant shall be responsible for all reports and obligations respecting such personnel, including, but not limited to: social security taxes, income tax withholding, unemployment insurance, and workers’ compensation insurance.

11. Insurance. Consultant shall not commence work for the Town until it has provided evidence satisfactory to the Town it has secured all insurance required under this section. In addition, Consultant shall not allow any subcontractor to commence work on any subcontract until it has secured all insurance required under this section. a. Commercial General Liability
(i) The Consultant shall take out and maintain, during the performance of all work under this Agreement, in amounts not less than specified herein, Commercial General Liability Insurance, in a form and with insurance companies acceptable to the Town. (ii) Coverage for Commercial General Liability insurance shall be at least as broad as the following:
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61236.01300\40844037.1
4 (1) Insurance Services Office Commercial General Liability coverage (Occurrence Form CG 00 01) or exact equivalent. (iii) Commercial General Liability Insurance must include coverage for the following:
(1) Bodily Injury and Property Damage
(2) Personal Injury/Advertising Injury
(3) Premises/Operations Liability
(4) Products/Completed Operations Liability
(5) Aggregate Limits that Apply per Project
(6) Explosion, Collapse and Underground (UCX) exclusion deleted
(7) Contractual Liability with respect to this Agreement (8) Broad Form Property Damage
(9) Independent Consultants Coverage
(iv) The policy shall contain no endorsements or provisions limiting coverage for (1) contractual liability; (2) cross liability exclusion for claims or suits by one insured against another; (3) products/completed operations liability; or (4) contain any other exclusion contrary to the Agreement.
(v) The policy shall give Town, its officials, officers, employees, agents and Town designated volunteers additional insured status using ISO endorsement forms CG 20 10 10 01 and 20 37 10 01, or endorsements providing the exact same coverage. (vi) The general liability program may utilize either deductibles or provide coverage excess of a self-insured retention, subject to written approval by the Town, and provided that such deductibles shall not apply to the Town as an additional insured. b. Automobile Liability
(i) At all times during the performance of the work under this Agreement, the Consultant shall maintain Automobile Liability Insurance for bodily injury and property damage including coverage for owned, non-owned and hired vehicles, in a form and with insurance companies acceptable to the Town.
(ii) Coverage for automobile liability insurance shall be at least as broad as Insurance Services Office Form Number CA 00 01 covering automobile liability (Coverage Symbol 1, any auto).
(iii) The policy shall give Town, its officials, officers, employees, agents and Town designated volunteers additional insured status. (iv) Subject to written approval by the Town, the automobile liability program may utilize deductibles, provided that such deductibles shall not apply to the Town as an additional insured, but not a self-insured retention.
c. Workers’ Compensation/Employer’s Liability
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61236.01300\40844037.1
5 (i) Consultant certifies that he/she is aware of the provisions of Section 3700 of the California Labor Code which requires every employer to be insured against liability for workers’ compensation or to undertake self-insurance in accordance with the provisions of that code, and he/she will comply with such provisions before commencing work under this Agreement.
(ii) To the extent Consultant has employees at any time during the term of this Agreement, at all times during the performance of the work under this Agreement, the Consultant shall maintain full compensation insurance for all persons employed directly by him/her to carry out the work contemplated under this Agreement, all in accordance with the “Workers’ Compensation and Insurance Act,” Division IV of the Labor Code of the State of California and any acts amendatory thereof, and Employer’s Liability Coverage in amounts indicated herein. Consultant shall require all subconsultants to obtain and maintain, for the period required by this Agreement, workers’ compensation coverage of the same type and limits as specified in this section.
d. Professional Liability (Errors and Omissions)
At all times during the performance of the work under this Agreement the Consultant shall maintain professional liability or Errors and Omissions insurance appropriate to its profession, in a form and with insurance companies acceptable to the Town and in an amount indicated herein.

This insurance shall be endorsed to include contractual liability applicable to this Agreement and shall be written on a policy form coverage specifically designed to protect against acts, errors or omissions of the Consultant. “Covered Professional Services” as designated in the policy must specifically include work performed under this Agreement. The policy must “pay on behalf of” the insured and must include a provision establishing the insurer's duty to defend. e. Minimum Policy Limits Required
(i) The following insurance limits are required for the Agreement:

Combined Single Limit
Commercial General Liability $1,000,000 per occurrence/ $2,000,000 aggregate for bodily injury, personal injury, and property
damage
Automobile Liability $1,000,000 per occurrence for bodily injury and property damage
Employer’s Liability $1,000,000 per occurrence
Professional Liability $2,000,000 per claim and aggregate (errors and omissions)
(ii) Defense costs shall be payable in addition to the limits. (iii) Requirements of specific coverage or limits contained in this section are not intended as a limitation on coverage, limits, or other requirement, or a waiver of any coverage normally provided by any insurance. Any available coverage shall be provided to the parties required to be named as Additional Insured pursuant to this Agreement. -128-
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6 f. Evidence Required
Prior to execution of the Agreement, the Consultant shall file with the Town evidence of insurance from an insurer or insurers certifying to the coverage of all insurance required herein. Such evidence shall include original copies of the ISO CG 00 01 (or insurer’s equivalent) signed by the insurer’s representative and Certificate of Insurance (Acord Form 25- S or equivalent), together with required endorsements. All evidence of insurance shall be signed by a properly authorized officer, agent, or qualified representative of the insurer and shall certify the names of the insured, any additional insureds, where appropriate, the type and amount of the insurance, the location and operations to which the insurance applies, and the expiration date of such insurance.
g. Policy Provisions Required
(i) Consultant shall provide the Town at least thirty (30) days prior written notice of cancellation of any policy required by this Agreement, except that the Consultant shall provide at least ten (10) days prior written notice of cancellation of any such policy due to non-payment of premium. If any of the required coverage is cancelled or expires during the term of this Agreement, the Consultant shall deliver renewal certificate(s) including the General Liability Additional Insured Endorsement to the Town at least ten (10) days prior to the effective date of cancellation or expiration.
(ii) The Commercial General Liability Policy and Automobile Policy shall each contain a provision stating that Consultant’s policy is primary insurance and that any insurance, self-insurance or other coverage maintained by the Town or any named insureds shall not be called upon to contribute to any loss.
(iii) The retroactive date (if any) of each policy is to be no later than the effective date of this Agreement. Consultant shall maintain such coverage continuously for a period of at least three years after the completion of the work under this Agreement. Consultant shall purchase a one (1) year extended reporting period A) if the retroactive date is advanced past the effective date of this Agreement; B) if the policy is cancelled or not renewed; or C) if the policy is replaced by another claims-made policy with a retroactive date subsequent to the effective date of this Agreement.
(iv) All required insurance coverages, except for the professional liability coverage, shall contain or be endorsed to provide a waiver of subrogation in favor of the Town, its officials, officers, employees, agents, and volunteers or shall specifically allow Consultant or others providing insurance evidence in compliance with these specifications to waive their right of recovery prior to a loss. Consultant hereby waives its own right of recovery against Town, and shall require similar written express waivers and insurance clauses from each of its subconsultants.
(v) The limits set forth herein shall apply separately to each insured against whom claims are made or suits are brought, except with respect to the limits of liability.

Further the limits set forth herein shall not be construed to relieve the Consultant from liability in excess of such coverage, nor shall it limit the Consultant’s indemnification obligations to the Town and shall not preclude the Town from taking such other actions available to the Town under other provisions of the Agreement or law.
h. Qualifying Insurers
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7 (i) All policies required shall be issued by acceptable insurance companies, as determined by the Town, which satisfy the following minimum requirements:
(1) Each such policy shall be from a company or companies with a current A.M. Best's rating of no less than A:VII and admitted to transact in the business of insurance in the State of California, or otherwise allowed to place insurance through surplus line brokers under applicable provisions of the California Insurance Code or any federal law.
i. Additional Insurance Provisions
(i) The foregoing requirements as to the types and limits of insurance coverage to be maintained by Consultant, and any approval of said insurance by the Town, is not intended to and shall not in any manner limit or qualify the liabilities and obligations otherwise assumed by the Consultant pursuant to this Agreement, including but not limited to, the provisions concerning indemnification.
(ii) If at any time during the life of the Agreement, any policy of insurance required under this Agreement does not comply with these specifications or is canceled and not replaced, Town has the right but not the duty to obtain the insurance it deems necessary and any premium paid by Town will be promptly reimbursed by Consultant or Town will withhold amounts sufficient to pay premium from Consultant payments. In the alternative, Town may cancel this Agreement.
(iii) The Town may require the Consultant to provide complete copies of all insurance policies in effect for the duration of the Project. (iv) Neither the Town nor any of its officials, officers, employees, agents or volunteers shall be personally responsible for any liability arising under or by virtue of this Agreement.
j. Subconsultant Insurance Requirements. Consultant shall not allow any subcontractors or subconsultants to commence work on any subcontract until they have provided evidence satisfactory to the Town that they have secured all insurance required under this section. Policies of commercial general liability insurance provided by such subcontractors or subconsultants shall be endorsed to name the Town as an additional insured using ISO form CG 20 38 04 13 or an endorsement providing the exact same coverage. If requested by Consultant, Town may approve different scopes or minimum limits of insurance for particular subcontractors or subconsultants.

12. Indemnification.
a. To the fullest extent permitted by law, Consultant shall defend (with counsel of Town’s choosing), indemnify and hold the Town, its officials, officers, employees, volunteers, and agents free and harmless from any and all claims, demands, causes of action, costs, expenses, liability, loss, damage or injury of any kind, in law or equity, to property or persons, including wrongful death, in any manner arising out of, pertaining to, or incident to any acts, errors or omissions, or willful misconduct of Consultant, its officials, officers, employees, subcontractors, consultants or agents in connection with the performance of the Consultant’s services, the Project or this Agreement, including without limitation the payment of all damages, expert witness fees and attorney’s fees and other related costs and expenses except such loss or damage caused -130-
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8 by the sole negligence or willful misconduct of the Town. Consultant's obligation to indemnify shall survive expiration or termination of this Agreement and shall not be restricted to insurance proceeds, if any, received by Consultant, the Town, its officials, officers, employees, agents, or volunteers.
b. If Consultant’s obligation to defend, indemnify, and/or hold harmless arises out of Consultant’s performance as a “design professional” (as that term is defined under Civil Code section 2782.8), then, and only to the extent required by Civil Code section 2782.8, which is fully incorporated herein, Consultant’s indemnification obligation shall be limited to claims that arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the Consultant, and, upon Consultant obtaining a final adjudication by a court of competent jurisdiction, Consultant’s liability for such claim, including the cost to defend, shall not exceed the Consultant’s proportionate percentage of fault.

13. California Labor Code Requirements.
a. Consultant is aware of the requirements of California Labor Code Sections 1720 et seq. and 1770 et seq., as well as California Code of Regulations, Title 8, Section 16000, et seq., which require the payment of prevailing wage rates and the performance of other requirements on certain “public works” and “maintenance” projects (“Prevailing Wage Laws”). If the services are being performed as part of an applicable “public works” or “maintenance” project, as defined by the Prevailing Wage Laws, and if the total compensation is $1,000 or more, Consultant agrees to fully comply with such Prevailing Wage Laws. Consultant shall defend, indemnify and hold the Town, its officials, officers, employees and agents free and harmless from any claims, liabilities, costs, penalties or interest arising out of any failure or alleged failure to comply with the Prevailing Wage Laws. It shall be mandatory upon the Consultant and all subconsultants to comply with all California Labor Code provisions, which include but are not limited to prevailing wages (Labor Code Sections 1771, 1774 and 1775), employment of apprentices (Labor Code Section 1777.5), certified payroll records (Labor Code Sections 1771.4 and 1776), hours of labor (Labor Code Sections 1813 and 1815) and debarment of contractors and subcontractors (Labor Code Section 1777.1). The requirement to submit certified payroll records directly to the Labor Commissioner under Labor Code section 1771.4 shall not apply to work performed on a public works project that is exempt pursuant to the small project exemption specified in Labor Code Section 1771.4.
b. If the services are being performed as part of an applicable “public works” or “maintenance” project, then pursuant to Labor Code Sections 1725.5 and 1771.1, the Consultant and all subconsultants performing such services must be registered with the Department of Industrial Relations. Consultant shall maintain registration for the duration of the Project and require the same of any subconsultants, as applicable. Notwithstanding the foregoing, the contractor registration requirements mandated by Labor Code Sections 1725.5 and 1771.1 shall not apply to work performed on a public works project that is exempt pursuant to the small project exemption specified in Labor Code Sections 1725.5 and 1771.1. c. This Agreement may also be subject to compliance monitoring and enforcement by the Department of Industrial Relations. It shall be Consultant’s sole responsibility to comply with all applicable registration and labor compliance requirements. Any stop orders issued by the Department of Industrial Relations against Consultant or any subcontractor that affect Consultant’s performance of services, including any delay, shall be Consultant’s sole responsibility. Any delay arising out of or resulting from such stop orders shall be considered Consultant caused delay and shall not be compensable by the Town. Consultant shall defend, -131-
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9 indemnify and hold the Town, its officials, officers, employees and agents free and harmless from any claim or liability arising out of stop orders issued by the Department of Industrial Relations against Consultant or any subcontractor.

14. Verification of Employment Eligibility.

By executing this Agreement, Consultant verifies that it fully complies with all requirements and restrictions of state and federal law respecting the employment of undocumented aliens, including, but not limited to, the Immigration Reform and Control Act of 1986, as may be amended from time to time, and shall require all subconsultants and sub-subconsultants to comply with the same.

15. Reserved.

16. Laws and Venue.

This Agreement shall be interpreted in accordance with the laws of the State of California.

If any action is brought to interpret or enforce any term of this Agreement, the action shall be brought in a state or federal court situated in the County of San Mateo, State of California. 17 Termination or Abandonment.
a. Town has the right to terminate or abandon any portion or all of the work under this Agreement by giving ten (10) calendar days written notice to Consultant. In such event, Town shall be immediately given title and possession to all original field notes, drawings and specifications, written reports and other documents produced or developed for that portion of the work completed and/or being abandoned. Town shall pay Consultant the reasonable value of services rendered for any portion of the work completed prior to termination. If said termination occurs prior to completion of any task for the Project for which a payment request has not been received, the charge for services performed during such task shall be the reasonable value of such services, based on an amount mutually agreed to by Town and Consultant of the portion of such task completed but not paid prior to said termination. Town shall not be liable for any costs other than the charges or portions thereof which are specified herein. Consultant shall not be entitled to payment for unperformed services, and shall not be entitled to damages or compensation for termination of work.
b. Consultant may terminate its obligation to provide further services under this Agreement upon thirty (30) calendar days’ written notice to Town only in the event of substantial failure by Town to perform in accordance with the terms of this Agreement through no fault of Consultant.
18 Documents.

Except as otherwise provided in “Termination or Abandonment,” above, all original field notes, written reports, Drawings and Specifications and other documents, produced or developed for the Project shall, upon payment in full for the services described in this Agreement, be furnished to and become the property of the Town.

19. Organization.
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10 Consultant shall assign Jennifer Devlin-Herbert, as Principal in Charge, Karen Curtiss as Master Plan and Community Engagement Lead, and Lauren Roan, as Project Manager. The Project Manager shall not be removed from the Project or reassigned without the prior written consent of the Town.

20. Limitation of Agreement.

This Agreement is limited to and includes only the work included in the Project described above.

21. Notice.

Any notice or instrument required to be given or delivered by this Agreement may be given or delivered by depositing the same in any United States Post Office, certified mail, return receipt requested, postage prepaid, addressed to:

TOWN:

Town of Hillsborough
1600 Floribunda Ave. Hillsborough, CA 94010
Attn: Doug Davis, City Manager
CONSULTANT:

EHDD
Pier 1, Bay 2,The Embarcadero
San Francisco, CA 94111
Jennifer Devlin-Herbert, Principal in Charge
and shall be effective upon receipt thereof.

22. Third Party Rights.

Nothing in this Agreement shall be construed to give any rights or benefits to anyone other than the Town and the Consultant.

23. Equal Opportunity Employment.

Consultant represents that it is an equal opportunity employer and that it shall not discriminate against any employee or applicant for employment because of race, religion, color, national origin, ancestry, sex, age or other interests protected by the State or Federal Constitutions. Such non-discrimination shall include, but not be limited to, all activities related to initial employment, upgrading, demotion, transfer, recruitment or recruitment advertising, layoff or termination.

24. Entire Agreement.

This Agreement, with its exhibits, represents the entire understanding of Town and Consultant as to those matters contained herein, and supersedes and cancels any prior or contemporaneous oral or written understanding, promises or representations with respect to those matters covered hereunder. Each party acknowledges that no representations, inducements, promises or agreements have been made by any person which are not incorporated herein, and that any other agreements shall be void. This Agreement may not be modified or altered except in writing signed by both Parties hereto. This is an integrated Agreement. -133-
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11 25. Severability.

If any provision of this Agreement is determined by a court of competent jurisdiction to be invalid, illegal, or unenforceable for any reason, such determination shall not affect the validity or enforceability of the remaining terms and provisions hereof or of the offending provision in any other circumstance, and the remaining provisions of this Agreement shall remain in full force and effect.

26. Successors and Assigns.

This Agreement shall be binding upon and shall inure to the benefit of the successors in interest, executors, administrators and assigns of each party to this Agreement. However, Consultant shall not assign or transfer by operation of law or otherwise any or all of its rights, burdens, duties or obligations without the prior written consent of Town. Any attempted assignment without such consent shall be invalid and void.

27. Non-Waiver.

The delay or failure of either Party at any time to require performance or compliance by the other Party of any of its obligations or agreements shall in no way be deemed a waiver of those rights to require such performance or compliance. No waiver of any provision of this Agreement shall be effective unless in writing and signed by a duly authorized representative of the Party against whom enforcement of a waiver is sought. The waiver of any right or remedy with respect to any occurrence or event shall not be deemed a waiver of any right or remedy with respect to any other occurrence or event, nor shall any waiver constitute a continuing waiver.

28. Time of Essence.

Time is of the essence for each and every provision of this Agreement.

29. Town’s Right to Employ Other Consultants.

Town reserves its right to employ other consultants, including engineers, in connection with this Project or other projects.

30. Prohibited Interests.

Consultant maintains and warrants that it has not employed nor retained any company or person, other than a bona fide employee working solely for Consultant, to solicit or secure this Agreement. Further, Consultant warrants that it has not paid nor has it agreed to pay any company or person, other than a bona fide employee working solely for Consultant, any fee, commission, percentage, brokerage fee, gift or other consideration contingent upon or resulting from the award or making of this Agreement. For breach or violation of this warranty, Town shall have the right to rescind this Agreement without liability. For the term of this Agreement, no director, official, officer or employee of Town, during the term of his or her service with Town, shall have any direct interest in this Agreement, or obtain any present or anticipated material benefit arising therefrom.

30. Value Statement.
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12 By executing this Agreement, Consultant represents and warrants that it will comply with the values statement set forth in Exhibit “D” to the same extent as a member of the Town of Hillsborough City Council or of a Hillsborough board or committee.

30. Reserved.
[SIGNATURES ON FOLLOWING PAGE]
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13 SIGNATURE PAGE FOR PROFESSIONAL SERVICES AGREEMENT

BETWEEN THE TOWN OF HILLSBOROUGH

AND EHDD / RED DOT STUDIO
IN WITNESS WHEREOF, the Parties have executed this Agreement as of the date first written above.

TOWN OF HILLSBOROUGH EHDD / RED DOT STUDIO
By: By:

Doug Davis
City Manager Its:

Printed Name:

ATTEST:

By:

City Clerk
APPROVED AS TO FORM:

By:

City Attorney
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61236.01300\40844037.1
14 EXHIBIT A
Scope of Services
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Response to RFP for Project Management Services
Associated with the Redevelopment of the
Hillsborough
Town Hall Complex
Prepared for Town of Hillsborough
By EHDD Architecture and Red Dot Studio
August 28, 2024
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Siskiyou County Courthouse
Yreka, CA
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EHDD Hillsborough Town Hall Complex 3
Contents
1 Cover Letter 5
2 Executive Summary 6
3 Identification of Project Team and Qualifications 9
A Firm Staffing and Key Personnel 10
B Subcontractors/Subconsultants 15
4 Fiscal Stability 27
5 Experience and Technical Competence 31
A Experience 32
B Project Specific Experience 36
6 Proposed Method to Accomplish the Work 41
7 Fee Proposal 45
8 Insurance 52
9 Litigation 55
10 Other Information 59
A Sustainability 60
B Project Management 62
C Subconsultant Project Specific Experience 70
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Sonoma State University,
Stevenson Hall
Sonoma, CA
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EHDD Hillsborough Town Hall Complex 5
Liz Ruess
Assistant Director of Building and Planning
Town of Hillsborough
1600 Floribunda Ave
Hillsborough, CA 94010
Dear Liz,
The EHDD|Red Dot Studio team is honored to submit our proposal to the Town of Hillsborough for Project Management Services associated with the redevelopment of your town hall complex. The Hillsborough Town Hall complex will have a significant impact on the community physically, culturally and financially. Our team brings the passion, expertise and capacity to ensure a master plan that truly reflects Hillsborough, now and for generations to come.

Through EHDD’s work on Crystal Springs Uplands School and the Nueva School and Red Dot Studio’s historic Hillsborough residence renovation, we have a deep understanding of the town’s landscape and architectural scale. In other words, we understand the term neighborhood charm. Our firms bring deep planning and design expertise as demonstrated through our design of notable civic and essential services buildings, including the San Mateo Public Library, the Siskiyou County Courthouse and the UC Davis Police Station.

We have been following Hillsborough’s Town Hall process closely and are confident that our team’s collective ability to listen and ask the right questions coupled with strong project management skills will have an immediate and positive effect on all stakeholders and residents. With over 90 years of collective firm experience - in communities, municipalities and institutions, small and large, public and private - we have the processes and tools to guide and lead this process. We are committed to working with the Town and its constituents to create a vibrant vision for the Town Hall Campus, delivering it– through building consensus and applying strategies and tactics that have resulted in award-winning, highly sustainable projects delivered on time and on budget.

A project of this scale represents a significant investment for Hillsborough. As citizens as well as professionals we recognize the fiscal responsibility the Town has to its taxpayers and donors. Our team, which includes cost estimators, project managers, and financial advisors, is skilled in navigating both local and national funding sources from green transit grants to low-income housing tax credit strategies. Our team’s expertise will be crucial in securing the necessary resources to bring this ambitious vision to fruition.

EHDD |Red Dot Studio are national leaders in sustainable, regenerative and low carbon design. We have called on trusted consultants to form a robust and cohesive team. Our team experience spans essential services facilities, housing, community centers, workplaces, and parks.

We are committed to deepening our existing understanding of the Hillsborough community to craft a bespoke plan for this site creating a specific sense of place for the Town Hall complex. With our comprehensive expertise and commitment, we will deliver strategic management services and a master plan that provides the essential road map for the town over the coming decade.

Warm Regards,
Jennifer Devlin-Herbert, FAIA Karen Curtiss, AIA
EHDD Red Dot Studio
[email protected]
T +1 (415) 214 7222
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EHDD Hillsborough Town Hall Complex 6

2. Executive Summary
Hillsborough is embarking on an ambitious journey to reimagine its Town Hall Complex, and our team is uniquely positioned to guide this transformative process. This project represents more than just a renovation; it is an opportunity to create a vibrant community hub that honors Hillsborough's cherished neighborhood charm while meeting the evolving needs of its residents.

Our mission is to develop a comprehensive master plan and concept design that seamlessly integrates a modernized Town Hall, a state-of-the-art Police Department facility, inviting community spaces, and 16 residential units. We recognize the importance of preserving Hillsborough's heritage, and our plan thoughtfully incorporates the relocation or integration of the Centennial Park and Veterans Memorial. With our expertise in balancing historic character with contemporary functionality, we will ensure that the new complex not only reflects Hillsborough's values but also serves its future needs.

Our team, a strategic partnership between EHDD and Red Dot Studio, brings a wealth of experience and a deep understanding of the local context. EHDD, with a 78-year legacy of creating vibrant civic spaces, and Red Dot Studio, with 20 years of experience in community engagement and neighborhoodbuilding, combine to offer a robust suite of services. Our extensive portfolio includes civic and essential services buildings, community structures in both town and park-like settings, and workforce and affordable housing. This collaboration allows us to deliver a holistic approach, covering project management, CEQA support, sustainability planning, historic resource evaluation, and innovative design solutions.

A strategic partnership between EHDD
and Red Dot Studio, combining 98 years
of collective experience in civic and
community-focused design.

Proposed Approach
Our approach to this project is founded on the principle that successful master plans achieve a delicate balance between visionary thinking and practical execution. We will initiate the process with a structured planning phase that includes thorough site analysis and extensive community engagement, ensuring that the voices of Hillsborough's residents are integral to the development process. Our team excels at transforming
complex challenges into actionable plans, guided by a clear decision-making process and a well-defined schedule to keep the project on track.

For instance, Red Dot Studio recently completed a master plan for a historic village in Maine, skillfully balancing the regulatory requirements of a National Historic Landmark and Conservation Easement while garnering support across multiple levels and effectively navigating the challenges presented by the pandemic.

The success of this plan, which is now being implemented with several projects completed or under construction, demonstrates our ability to deliver on complex, multifaceted projects.

A critical component of our approach is our financial strategy. By integrating the Town Center with Hillsborough's existing initiatives, such as the Bicycle and Pedestrian Master Plan, we aim to access national funding opportunities for green transit. Our expertise in navigating both local and national funding sources, including Low Income Housing Tax Credit programs, will be vital in attracting the necessary developers and funding to bring this vision to life.

Throughout the project, we remain steadfast in our commitment to sustainability and regenerative design. We are recognized nationally for our leadership in creating net-zero buildings and campuses, with a focus on decarbonization and long-term environmental stewardship. Our goal is to design not just a functional space, but a thriving ecosystem that serves as a model for sustainable community development. We don't subscribe to one-size-fits-all solutions; instead, we will craft a bespoke plan that truly reflects Hillsborough's unique character and aspirations. › Sonoma Clean Power
Authority Headquarters
This renovation showcases
EHDD's expertise in sustainable
design, aligning with
Hillsborough Town Hall's goals
of responsible stewardship and
innovation. The 15,330-squarefoot project transformed a 1979 building into a zero-carbon,
energy-efficient facility,
demonstrating a commitment
to low-impact development
and modern functionality. This
approach reflects the balance
of historic preservation and
contemporary needs, making it
highly relevant to the goals of the
Hillsborough Town Hall Complex.
› Herb House
This award-winning community
center by Red Dot Studio
demonstrates a thoughtful blend
of historic preservation and
modern functionality, aligning
with Hillsborough Town Hall's
commitment to communityfocused, innovative design. By
adapting a historic structure for
public use and integrating new
construction that respects the
original, the project highlights
an approach of listening and
learning from the past to serve
future needs—relevant to
Hillsborough's vision of balancing
heritage with contemporary
community demands.
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EHDD Hillsborough Town Hall Complex 7
A master plan that balances visionary
thinking with practical execution,
ensuring community voices are integral
to the process.

Why Choose Us
Our team has a proven track record of delivering complex, community-centered projects on time and within budget. We are more than just consultants; we are partners invested in Hillsborough's future. By choosing our team, you ensure that the Town Hall Complex will become a source of pride for generations to come—a place that embodies the spirit of Hillsborough while paving the way for its bright future.

Relevant Projects
– Police Station, UC Davis, CA:

Comprehensive law enforcement facility.
– Siskiyou County Courthouse, Yreka, CA: Public service counters, staff offices, sheriff’s offices, and holding facilities. – Crystal Springs Uplands School Mansion Renovation,
Hillsborough, CA: Historic preservation and adaptive reuse. – San Mateo Public Library, San Mateo, CA: Community rooms, city staff offices, and public service spaces.
– NIAC Office Building, Santa Cruz, CA: Multi-use office space, housing, and community amenities.
– Sonoma Clean Power Authority Headquarters, Sonoma, CA:

Sustainable renovation of a rural building for public service use. – Santa Cruz Educator Housing, Santa Cruz, CA: Affordable housing development.
› Nonprofits Insurance
Alliance of California
This 26,000-square-foot HQ
embodies EHDD's commitment
to climate-responsive design
and resilience, aligning with
Hillsborough Town Hall's focus
on sustainability and community
engagement. The building features
Net Zero Energy systems, natural
ventilation, and a courtyard
for reflective spaces, blending
functionality with comfort. It
serves as both an office and a
community hub, reflecting a
balance of operational needs
and public benefit—an approach
highly relevant to the goals of the
Hillsborough Town Hall Complex.

A master plan that embodies
Hillsborough’s values: responsible
stewardship, open collaboration,
and respect for diversity—ensuring
a balanced, vibrant community
while safeguarding quality of life
and fostering innovative solutions.
• Integrity and responsible
stewardship of taxpayer dollars
and the natural environment.
• Respect, civility, and
thoughtfulness in all interactions.
• Promoting trust through honest
and open practices.
• Celebrating diversity and
ensuring equal access and fair
treatment.
• Maintaining a balanced sense of
community and quality of life
• Safeguarding the community
from various threats.
• Collaborative work towards
innovative solutions for
public benefit.

Master Planning Expertise
– Holy Names University, Oakland, CA:

Comprehensive master planning.
– Shaker Village Master Plan:

Balancing historic preservation with modern needs.
– SeeFar Housing Master Plan: Innovative housing solutions. – Herb House Community Center: Integrating community
engagement with functional design.
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YouTube Campus Expansion
San Bruno, CA
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EHDD Hillsborough Town Hall Complex 9
Identification
of Project
Team and
Qualifications
3 -146-
EHDD Hillsborough Town Hall Complex 10
3A Firm Staffing and Key Personnel
EHDD and Red Dot Studio are ONE team; we draw on the
collective expertise of both firms, including: knowledge of Hillsborough, design of essential services facilities, workforce/affordable housing and master planning
Principal Office Location
The principal office responsible for the implementation of the contract will be the EHDD office in San Francisco, CA. This location will serve as the central hub for all project management and coordination activities.

Team Organization and Key Staff Responsibilities
Our team structure is designed to leverage the strengths of both firms, ensuring seamless integration of our skills and experience.

Key Personnel and Responsibilities:

Jennifer Devlin-Herbert, Principal in Charge (EHDD)
Responsibility: Oversees the entire project, ensuring that the EHDD|RDS team delivers on the Town's vision with a focus on highquality deliverables and adherence to the master plan's objectives.

Lauren Roan, Project Manager (EHDD)
Responsibility: Manages day-to-day operations, coordinates the internal team and subconsultants, and serves as the primary client contact, ensuring the project stays on schedule and meets its goals.

Karen Curtiss, Master Plan Lead and Community Engagement (RDS)
Responsibility: Guides the master planning process and
leads community engagement efforts, integrating input from stakeholders to shape the master plan.

Camille Peignet, Project Designer (RDS)
Responsibility: Project design and documentation with
impeccable visual communication and organizational skills.

Zachary Gong, Housing Expert
Responsibility: Provides expertise on housing models, advising the team on best practices and innovative solutions for workforce and affordable housing.

Glennis Briggs, Accessibility and Code Compliance Specialist Responsibility: Ensures all design aspects comply with ADA and building codes, providing expertise in accessibility and regulatory requirements.

Additional Team Members:

EHDD and RDS will provide additional team members with
expertise in historical evaluation, ADA and code compliance, planning design, and CEQA studies as needed to meet the project’s evolving requirements.

Proposed Team Organization
Our team is structured to leverage the complementary strengths of EHDD and RDS, supported by specialized subconsultants. The core team, led by Jennifer Devlin-Herbert, will coordinate with subconsultants to ensure a cohesive and integrated approach.

Lauren Roan will manage the day-to-day coordination among all team members, while Karen Curtiss will lead the master planning and community engagement efforts, supported by our subconsultants.

Staffing and Capacity to Scale
The core project team consists of six key EHDD|RDS staff members. We have the capacity to scale up and provide additional personnel from our team of over 90 professionals, with expertise ranging from site and master planning to design and construction administration. This includes specialized skills in code and access compliance, DSA approvals, facade design, media and technology integration, and graphic, wayfinding, and visualization services.

By ensuring this structure, we can efficiently meet the demands of the project and adapt as needed to deliver a successful outcome for the Town of Hillsborough.
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EHDD Hillsborough Town Hall Complex 11
Subconsultants:

Terrain
Landscape Architects
Karen Curtiss
Masterplan Lead, Community
Town of Hillsborough
Client
Jennifer Devlin Herbert
Principal In Charge
Sherwood Design Engineers
Civil Engineering
Lauren Roan
Project Manager
Day-to-Day Contact
61236.01300\40684830.2 1

TOWN OF HILLSBOROUGH

REQUEST FOR PROPOSALS FOR PROJECT MANAGEMENT SERVICES ASSOCIATED WITH THE REDEVELOPMENT OF HILLSBOROUGH’S TOWN HALL COMPLEX
Issue Date: August 1, 2024
Response Due Date:

August 28, 2024 at 12:00 p.m.
1600 Floribunda Ave.

Hillsborough, CA 94010
650-375-7400
http://hillsborough.net
Organizational Chart
In-House
Experts:

Cumming Group
Cost Estimating
Forell Elsessor
Structural Engineering
– Historic Resources
– Historic Review
– ADA
– Housing
– Code/Zoning
The Goodman Corporation
Finance
Hexagon
Traffic Engineering
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EHDD Hillsborough Town Hall Complex 12
Project imagery:
01 San Mateo Library
San Mateo, CA
02 Non Profit Insurance Alliance
Office Building
Santa Cruz, CA
03 Siskiyou County Courthouse
Yreka, CA
04 Holy Names University
Master Plan, Oakland, CA
Jennifer Devlin-Herbert, FAIA, LEED® AP BD+C
Principal In Charge
Jennifer Devlin-Herbert is a distinguished design leader of public spaces. Jennifer's work in planning, master planning and programming spans a cross section of public buildings, from municipalities to public institutions oft including civic facilities ranging from courthouses, aquariums and science centers to libraries and educational spaces, her passion is fed by keen observation and understanding of how people react to and engage in space and buildings. Her key strength is an ability to effectively engage the community—the public at large, project stakeholders, the design team, and firm members. For Jennifer, engaging people is a way to discover a common vision, to incorporate fundamental values and goals, and thereby to represent a community with conviction. Throughout a career spanning 30 years, Jennifer’s rich portfolio includes projects that reflect an unwavering commitment to her clients’ visions for sustainability, community and innovation. She is a nationally recognized speaker about the value of collaboration across the AEC industry and her work has been recognized with a National AIA Honor Award for Design.

Relevant Experience
– San Mateo Library, San Mateo, CA
– CSU Stanislaus Library Renovation,
Turlock, CA
– Presidio Tunnel Tops Crissy Youth Campus,
San Francisco, CA
– Da Vinci Science Center Conceptual Plan,
Easton, PA
– UC Berkeley Moffitt Library Renovation,
Berkeley, CA
– Nonprofits Insurance Alliance Headquarters,
Santa Cruz, CA
– SFMOMA Expansion, San Francisco, CA
– Siskiyou County Courthouse, Yreka, CA
Architect Registration
– California, Utah, Arizona, Massachusetts,
National, NCARB Certificate
Qualifications
– University of California, Berkeley,
Master of Architecture
– Miami University,
Bachelor of Environmental Design
Professional Affiliations
– American Institute of Architects (AIA)
(Board of Directors, 2005–2009; President
of San Francisco Chapter 2008; Director of
California Council, 2009–2010)
– U.S. Green Building Council LEED® 2.0
Accredited Professional
– San Francisco Planning + Urban Research
Association (SPUR)
– Society for College and University Planning (SCUP)
– Association of Zoos & Aquariums (AZA)
01 03
02 04
“While town centers
are the civic core of a
community, they also
deeply reflect a town's
values. I'm excited for
how the breadth of this
team's experience will
bring a unique approach
to Hillsborough."
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EHDD Hillsborough Town Hall Complex 13
Karen Curtiss, AIA
Founder, Principal
Part of the Bay Area design community for nearly 30 years, Karen was an Associate at EHDD before founding Red Dot Studio 20 years ago. Her cultural explorations and intellectual pursuits inform her understanding that the built environment holds embedded meaning. She explores the why before creating the place through daylight, siting and volumes that are equal parts expected and sublime.

Relevant Experience
– Single Family Home, Hillsborough, CA:
8100 sqft
– Monterey Peninsula College Master Plan,
Monterey, CA: 30.35 ha (with EHDD)
– San Mateo Public Library, San Mateo, CA:
90,000 sqft (with EHDD)
– Shaker Long Range Plan, New Gloucester, ME:
665 ha
– Shaker Herb House (Community Center), New
Gloucester, ME: 6500 sqft
– SeeFar Housing Master Plan, Kigali, Rwanda:

2.85 ha
– Multi Unit Housing near Transit Glen Park, San
Francisco, CA: 3800 sqft
Architect Registration
– California, No. C-31453, Maine, No. 5191,
NCARB Certificate
Select Honors
– GAA Foundation Venice Biennale
– Dwell Top 10 Renovations & Top 10 Design Pros
– Professional Builder Design Award
– CA Home+Design Woman @ Forefront
Architecture
– AIA San Francisco Home Tours
– AIA Silicon Valley Home Tour
– Rethinking the Future Institutional Concept
Education and Affiliations
– MA Philosophy, St Andrews Scotland 1992
– MA Interior Architecture, AAU, CA 1996
– Center for Architecture + Design Board
– Ember Ridge Equestrian Center Board
– Red Dot Ranch Co-founder
– SouthernExposure, The Aro (Association of
Ramaytush Ohlone) & Enterprise for Youth
Sponsor
Project imagery:
01 Herb House Community
Center
New Gloucester, ME
02 Monterey Peninsula College,
Monterey, CA (with EHDD)
03 SeeFar Housing Master Plan,
Kigali, Rwanda` 01
03 02
“Anytime you connect
people to each other
and create community
firmly rooted in place,
specific to a land, you
are doing something that
transcend mere structure
or landscape. The built
environment affects
how we live, gather and
flourish as a community.”
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EHDD Hillsborough Town Hall Complex 14
03 04
Project imagery:
01 Packard Foundation Offices
Los Altos, CA
02 Pomona College,
Claremont, CA
03 Presidio Tunnel Tops
San Francisco, CA
04 UC Merced Student Housing
Merced, CA
Lauren Roan
Project Manager
Lauren Roan is a registered architect with experience working across a wide variety of project types and sizes. She enjoys each new project’s breadth and complexity and thrives on the opportunity to make places better - more useful, sustainable, and beautiful. Lauren strives for simple elegance and believes that good design results from thoughtful and rigorous problem solving, coupled with an iterative process and constant refinement. As a Project Manager at EHDD, Lauren has a proven track record of delivering well-coordinated document packages. She pushes herself, the internal team, and the consultant team for excellence and takes care to safeguard the project’s most essential goals throughout the entire design process from concept to construction. Lauren prides herself on her steady work style and brings efficiency, thoroughness, and reliability to her project teams.

Relevant Experience
– Crystal Springs Uplands School Mansion
Renovation, Hillsborough, CA
– Woodside Priory campus plan and Athletic
Center, Portola Valley, CA
– Siskiyou County Courthouse, Yreka, CA
– The David and Lucile Packard Foundation,
Los Altos, CA
– YouTube Campus Expansion San Bruno, CA
– Presidio Tunnel Tops Crissy Youth Campus,
San Francisco, CA
– Katherine Delmar Burke School, Lunchroom
and Lower School Classrooms,
San Francisco, CA
– Pomona College, Claremont, Millikan
Laboratory and Andrew Science Hall, CA
– University of California, Merced, Housing 4:

The Summits, Merced ,CA
– San Domenico Aquatics Center & Community
Building, San Anselmo, CA
– University of California, East Campus Infill
Housing, Santa Cruz, CA
– University of California, Berkeley Giannini Hall
Seismic Rehabilitation, Berkeley, CA
Qualifications
– University of Oregon
Master of Architecture
– University of California, Berkeley
Bachelor of Arts in Architecture
Professional Affiliations
– Registered Architect, California No. C34013
– USGBC LEED® 2.0 Accredited Professional
01 03
02 04
“Nothing makes
me happier than
accomplishing the task
at hand - creating a
beautiful place that
fosters our community
- and knowing it's the
result of collaborative and
effective teamwork."
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EHDD Hillsborough Town Hall Complex 15
To ensure the successful delivery of the Hillsborough Town Hall redevelopment project, we have assembled a team of specialized sub-consultants with expertise in key functional areas. The following disciplines are anticipated to be subcontracted to these highly qualified firms, each bringing unique skills to support the project's goals:

Discipline Subconsultant Firm
Cost Estimating Cumming Group Delivers detailed cost estimates, providing a financial roadmap for the project's development phases.

Landscape Design Terrain Enhances the site’s landscape in harmony with the surrounding neighborhoods, integrating parking and
circulation efficiently.

Civil Engineering Sherwood Design Manages site grading, drainage, and utility integration, ensuring compliance with local regulations.

Structural Engineering Forell Elsessor Review seismic evaluation and provide structural design to ensure the safety and stability of existing and new structures.

Traffic Engineering Hexagon Transportation
Consultants
Ensures efficient and safe site access, aligning with the Town's transportation and sustainability goals.

Financial Modeling The Goodman
Corporation
Provides financial analysis and modeling to explore funding and Public-Private Partnership (PPP) opportunities.
3B Subcontractors/Subconsultants
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EHDD Hillsborough Town Hall Complex 16
Project imagery:
01 City of Palo Alto, New Public
Safety Building & Parking Garage
Palo Alto, CA
02 City of Sunnyvale, Civic Center
Modernization Master Plan
Sunnyvale, CA
03 City of Cupertino, City Center
Renovation
Cupertino, CA
04 City of San Ramon, New City
Hall
San Ramon, CA
Nick Mata, CPE

REGIONAL DIRECTOR, COST ESTIMATING
Nick serves as Regional Director and has 22 years of cost estimating experience within the construction industry. With a diverse portfolio of project experience, Nick’s work has spanned services for science and technology, healthcare, K12, higher education, civic, and other markets in California. As a cost management leader, Nick’s background in research and conceptual estimating for large-scale projects is invaluable. He is skilled in leading cost teams through milestone estimating, value engineering analysis, change order evaluation, and estimate reconciliation for projects across all sectors. He is proficient at providing services for capital programs, master plans, facility studies, renovations, new construction, and modernizations alike.

Relevant Experience
– City of Berkeley, Live Oak Community Center
Renovation, Berkeley, CA
– City of San Carlos, Adult Community Center
Renovation, San Carlos, CA
– City of Woodland, Community Center New
Geothermal System Cooling Tower, Woodland,
CA
– City of Berkeley, Center Street Parking Garage
Replacement Plan, Berkeley, CA
– City of Berkeley, Telegraph-Channing Parking
Garage Elevator Upgrades, Berkeley, CA
– City of Cupertino, As-Needed Cost Estimating
Services, Cupertino, CA
– City of Cupertino, City Center Renovation,
Cupertino, CA
– City of Healdsburg, City Hall Renovation &
Expansion Options for Dept. Consolidation and
New Community Dev. Center, Healdsburg, CA
– City of Monterey, Conference Center Major
Renovation, Monterey, CA
– City of Palo Alto, New Public Safety Building
and California Avenue Parking Garage, Palo
Alto, CA
– City of San Ramon, New City Hall, San Ramon,
CA
– City of Sunnyvale, Civic Center Modernization
Master Plan, Sunnyvale, CA
01 03
02 04
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EHDD Hillsborough Town Hall Complex 17 Terrain Studio / 7 Project imagery:
01 Skyline Terrace,
San Francisco, CA
02 West University Place CivicCenter
West University Place, TX
03 Boulevard De La Croisette,
Cannes, France
04 Nanjing Youth Olympic Park,
Nanjing, China 01
03 02
04 Scott Slaney, FASLA, PLA, CLARB
Principal, Urban Planning Lead
Throughout his 43 years of practice Scott has explored opportunities to make a difference in the world through the art and science of landscape architecture, planning and urban design. Whether at the scale of a city or garden he explores solutions that intersect art and sustainability characterized by clarity of idea and crafted execution. His work has been recognized with 42 professional awards at local, state, national and International levels. He is a 1976 graduate of Texas A&M University with a Bachelor of Science in Landscape Architecture and a CLARB licensed Landscape Architect in the States of Texas and New York.

Relevant Experience
– West University Place Civic Center Urban
Planning, West University Place, TX
– Mariners Village Master Plan Green
Infrastructure, San Francisco, CA
– Treat Avenue Master Plan, San Francisco, CA
– Ogden Park, San Francisco, CA
– Good Prospect Community Gardens
San Francisco, CA
– Cesar Chavez Park, San Francisco, CA
– Carolina Green Space Master Plan
San Francisco, CA
– Skyline Terrace at Carolina Green Space
San Francisco, CA
– Post Oak Boulevard Redevelopment
Houston, TX
– Beaumont Commons Master Plan & Phase 1
Beaumont, TX
– Boulevard De La Croisette, Cannes, France
– Youth Olympic Park, Nanjing, China
Qualifications
– Bachelor of Science in Landscape
Architecture, 1976
Texas A&M University
Registrations
– Registered Landscape Architect,
Texas, No. 643
– Council of Landscape Architectural
Registration Board, No. 1961
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EHDD Hillsborough Town Hall Complex 18 Terrain Studio / 8 03 04
Project imagery:
01 Solaire,
San Francisco, CA
02 Solaire Affordable Housing
San Francisco, CA
03 1st Avenue
Chongqing, China
04 Nanjing Youth Olympic Park,
Nanjing, China 01
03 02
04 Minhui Li, ASLA, RLA, GREEN GA
Principal, Landscape Architecture Lead
Minhui is passionate about creating unique and memorable urban spaces that emphasize aesthetic value and functionality. She is particularly dedicated to designing ecological and human-friendly spaces that respect a site’s natural functions and cultural contexts. She has been acknowledged with professional awards from the Urban Land Institute and the American Society of Landscape Architects at the local, state, national, and international levels. Minhui has lectured at the University of Maryland and has been published in Community Design magazine.

Relevant Experience
– Transbay Block 6 - Solaire, San Francisco, CA
– Alameda Point, Alameda, CA
– Dharma Realm Buddhist University Campus
Master Plan, Ukiah, CA
– Amazing Place Wes, Houston, TX
– Memorial Park Connector, Houston, TX
– West Loop Redevelopment, Houston, TX
– Yue City Center Common Spaces,
Nanjing, China
– Nanjing Oct Harbor Riverfront Park,
Nanjng, China
– Oct Nanchang Celebration Park East
Nanchang, China
– Youth Olympic Park
Nanjing, China
– Xing Han New Town Master Planning
Hanzhong, China
– Hangzhou Hubin Commerce & Tourism District
Hangzhou, China
Qualifications
– Master of Landscape Architecture, 2000,
The Ohio State University
– Bachelor of Landscape Architecture, with
honors, 1996,
Beijing Forestry University, Beijing, China
Registrations
– California Registered Landscape Architect,
RLA #: LA5629
– Registered LEED Green Associate
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EHDD Hillsborough Town Hall Complex 19
Project imagery:
01 East Palo Alto Harvest
East Palo Alto, CA, USA
02 UC Santa Cruz Kresge College
Santa Cruz, CA, USA
03 Mill District
Healdsburg, CA, USA
Cody Anderson, PE, LEED AP
Managing Principal, Civil Engineering
Cody Anderson will serve as Managing Principal Engineer on this project. He has successfully led civil and multidisciplinary teams on public and private projects including campuses of various types, residential developments, and resorts, nearly all of which involve thoughtful integration of green infrastructure. Cody’s background in technical site civil engineering design combined with his ability to connect all project disciplines through clear and thoughtful communication make him a valuable contributor to a design team. Through his experience on a range of unique projects requiring complex creative problem solving, close collaboration with design partners, and a keen eye for detail, Cody has developed a working style that helps create success for all project stakeholders.

Relevant Experience
– Atherton Civic Center, Atherton, CA, USA
219,200 sqft
– Sunnyvale Civic Center, Sunnyvale, CA, USA
136,800 sqft
– East Palo Alto Harvest Development , East Palo
Alto, CA, USA
918,000 sqft
– Related Santa Clara, Santa Clara, CA, USA
25 Acres
– Mill District, Healdsburg, CA, USA
13 Acres
– UC Santa Cruz Kresge College, Santa Cruz,

CA, USA
8 Acres
Qualifications
– University of California Berkeley
– Bachelor of Science: Environmental Science
Professional Affiliations
– Licensed Professional Engineer:
– State of California
14 1990 Bay Road,
1175 Weeks Street &
1250 Weeks Street
East Palo Alto, CA Pre-Application / 20 February 2020
Morris Adjmi Architects
www.ma.com
Owner: Designer: Architect of Record: Civil Engineer: Landscape Architect:

Harvest Properties
www.harvestproperties.com
DGA Architects
www.dgaonline.com
Sherwood Design Engineers
www.sherwoodengineers.com
HOOD Design Studio
www.hooddesignstudio.com
Structural Engineer:

KPW Structural Engineers
www.kpw.com
Mechanical Engineer:

Integral Group
www.integral.com
Parking Consultant:

Watry Design, Inc.
www.watrydesign.com
Trail View
01 03 02
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EHDD Hillsborough Town Hall Complex 20
03 04
Project imagery:
01 China Beach Rehabiliation
Project
San Francisco, CA, USA
02 Mill District
Healdsburg, CA, USA
03 Presidio Theatre
San Francisco, CA, USA
04 UC Merced Campus Expansion
Merced, CA, USA
Tyson Howard
Project Manager, Civil Engineering
Tyson serves as Project Manager at Sherwood Design Engineers. He has worked on a variety of projects ranging from small residential subdivisions utility designs to large civic center master plans. He has extensive experience in planning and site layout design, grading, drainage, utility design, stormwater management, and mapping. On all of his projects Tyson plays an integral role in coordinating with the design team and municipalities.

Relevant Experience
– Atherton Civic Center, Atherton, CA, USA
219,200 sqft
– Sunnyvale Civic Center, Sunnyvale, CA, USA
136,800 sqft
– Mill District, Healdsburg, CA, USA
13 Acres
– UC Merced 2020 Campus Expansion, Merced,

CA, USA
160 Acres
– China Beach Rehabilitation Project, San
Francisco, CA, USA

6.2 Acres
– Presidio Theatre, San Francisco, CA, USA
1 Acres
Qualifications
– University of California, Merced
B.S. in Environmental Engineering
Professional Affiliations
– Engineer in Training, Civil Engineering:

State of California
01 03
02 04
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EHDD Hillsborough Town Hall Complex 21
Project imagery:
01 Library/Parks & Rec. Center,
South San Francisco, CA
02 Police Operations Center
South San Francisco, CA
03 Portola Valley Town Center
Portola Valley, CA
04 Millbrae Rec Center
Millbrae, CA
Allen Nudel, SE, DBIA
Principal, Principal in Charge - Structural
Allen is a Principal and licensed structural engineer with over 29 years of experience in new construction, seismic retrofits, and tenant improvement projects. He brings a wealth of expertise in designing civic buildings to essential facility standards, ensuring they meet rigorous safety and performance criteria. Allen’s commitment to excellence throughout all phases of design and construction consistently results in successful, on-budget project deliveries that fulfill both programmatic and design objectives.

Relevant Experience
– City of South San Francisco, Civic Campus,
Library and Parks & Recreation Center, South
San Francisco, CA
Size: 80,000 sf
– City of Portola Valley, Town Center, Portola
Valley, CA
Size: 26,000 sf
– City of Cupertino, Civic Center, Library and
Community Hall, Cupertino, CA
Size: 61,000 sf
– City of South San Francisco, Civic Campus,
Police Station, South San Francisco, CA
Size: 45,000 sf
– City of Millbrae, Recreation Center,
Millbrae, CA
Size: 24,000 sf
– City of Berkeley, Martin Luther King, Jr. Civic
Center, Renovation, Berkeley, CA
Size: 110,000 sf
Qualifications
– Master of Science, Structural Engineering,
University of California, Berkeley, 1995
– Bachelor of Science, California Polytechnic
State University, San Luis Obispo, CA, 1994
Professional Affiliations
– California Structural Engineer (4508)
– California Civil Engineer (57521)
– SEAONC Existing Buildings Committee,
Member
– SEAONC Sustainable Design Committee,
Member
– American Institute of Steel Construction,
Member
– USGBC, Member
– City of Hope, Real Estate and Construction Bay
Area Chapter, Member
01 03
02 04
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EHDD Hillsborough Town Hall Complex 22
Shu Hao (Ollie) Zhou, T.E.

Vice President & Principal Associate
Since January 2014, Mr. Zhou has managed a large variety of traffic engineering and transportation planning projects for both the public and private sectors throughout the greater San Francisco Bay Area. These projects mainly include travel demand model validation and application, VMT analysis, general plan updates and area plans, and traffic impact studies. Mr. Zhou is experienced in managing large-scale projects and areawide plans with prolonged schedules and complicated work scopes. Mr.

Zhou mainly utilizes the CUBE software package for travel demand model applications, and manages a variety of projects conducted with Synchro, SimTraffic, Vistro, and TRAFFIX software.

Relevant Experience
– Over 50 Traffic Analyses/Traffic Feasibility
Studies for area-wide plans, offices, hotels,
apartments, schools, manufacturing/
distribution centers, daycare centers and
multiple-use developments throughout the Bay
Area.
– Travel Demand Forecasting Model
Development and Application Projects:
› Sunnyvale Citywide Model – Model
refinement and validation. Model application
for the Moffett Park Specific Plan, Sunnyvale
General Plan Update, Lawrence Station Area
Plan, Peery Park Specific Plan, and Sunnyvale
Traffic Impact Fee.
› San Mateo Citywide Model – Model
development, refinement and validation.

Model application for the San Mateo Traffic
Impact Fee.
› Gilroy Downtown Specific Plan with
High-Speed Rail (HSR) Station, Gilroy
– Incorporated boarding-alighting data
provided by HSR Authority at Gilroy Caltrain
Station into the Gilroy Citywide Model
to analyze three downtown specific plan
alternatives.
– Vehicle-Miles Travel (VMT) Analysis for
residential, office, hotel, school, area plans,
Housing Element Updates, and mixed-use
developments throughout the greater Bay
Area. Representative projects include:
› Willow Village/Facebook, Menlo Park –

1.6 million s.f. office, 1,730 housing units,
200,000 s.f. retail, 193-room hotel; project
included updating City’s VMT policy, and
incorporating specific project characteristics
into the travel demand model for VMT
calculations.
› Moffett Park Specific Plan, Sunnyvale –
CEQA analysis for specific plan with 33
million s.f. office/R&D, 20,000 housing
units. Project incorporated specific project
characteristics into the travel demand model
for VMT calculations.
› Danville Housing Element Update – CEQA
analysis for HEU with 4,500 housing units
among 8 opportunity sub-areas
– Traffic Simulation/Signal Coordination Studies
for various congested corridors in San Mateo,
Los Gatos, and Sunnyvale.

Qualifications
– Bachelor of Science – Civil & Environmental
Engineering, University of California – Berkeley
– Master of Business Administration,
Santa Clara University
Professional Affiliations
– Member of the Institute of
Transportation Engineers
– Registered Professional Traffic Engineer in the
State of California (TR 2857)
Project imagery:
01 San Mateo County
Government Center
Transportation Impact Analysis
Redwood City, CA
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EHDD Hillsborough Town Hall Complex 23
Project imagery:
01 Shepherd and Durham Project
Development and Management,
Houston, TX
02 The Woodlands Transit Oriented
Development & Public-Private
Partnerships, The Woodlands
Township, TX
Jim Webb, AICP, ENV SP
Chief Executive Officer, Funding Strategy Lead
Jim Webb, AICP, ENV SP, is the Chief Executive
Officer at TGC. He manages business operations, executes TGC’s strategic vision, and cultivates impactful relationships between clients and their public and private project partners.

Jim brings significant experience in transportation planning, economic development, public-private partnership creation, funding pursuit, and overall project management processes. His
experience includes work at the Metropolitan
Planning Organization (MPO) and Council of
Government (COG) level, which provided a
comprehensive understanding of how districts,
cities, and regions plan, prioritize, and deliver
projects. Jim holds numerous TxDOT pre-certifications and additional certifications from FHWA and FTA related to procurement, compliance,
and property acquisition. His passion for translating concepts into the built environment has enabled the leverage of significant public and
private resources towards project delivery.

Relevant Experience
– Montrose Collective Public Private Partnership
Facilitation, Houston, TX
– Transit Oriented Development & Public-Private
Partnerships, The Woodlands Township, TX
– Near Northwest Management District Capital
Funding & Performance-Based Mobility
Strategy, Houston, TX
– Mobility & Infrastructure Strategy, Dayton, TX
– Memorial Park Connectivity and Improvement
Projects, Houston, TX
– Downtown Revitalization & Infrastructure and
Economic Development Plan, Waller, TX
– Deerwood and Elmside Sidepath Projects,
Houston, TX
– Shepherd and Durham Project Development
and Management, Houston, TX
– Greater Northside Capital Projects
Development Strategy, Houston, TX
– International District Capital Projects
Development Strategy, Houston, TX
– Montrose Performance Based Mobility
Strategy, Houston, TX
– Pflugerville Tax Increment Reinvestment Zone
Feasibility Analysis, Pflugerville, TX
Qualifications
– Master of Public Administration, University of
Illinois at Springfield
– Bachelor of Fine Arts, Urban and Regional
Planning, University of Illinois at UrbanaChampaign
– American Institute of Certified Planners (AICP)
– Envision Sustainability Professional (ENV SP)
– TxDOT Pre-Certifications: Policy Planning,
Systems Planning, Subarea/Corridor
Planning, Land Planning/Engineering, Public
Involvement
– National Transit Institute (NTI) Certifications:

Federal Real Estate Acquisition, Procurement
Professional Affiliations
– Leadership Houston Class XXXVII, American
Leadership Forum Class XLII
– Board of Directors, Regional Mobility
Committee Chair, West Houston Association
– Board of Directors, Bayou Preservation
Association

THE GOODMAN

CORPORATION
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EHDD Hillsborough Town Hall Complex 24
Project imagery:
01 Southwest Civic Core
Redevelopment Plan,
Houston, TX
02 Old Sixth Ward Redevelopment
Authority Economic Impact
Study, Houston, TX
Jude Anderson, PMP
Economic Development Practice Lead
Jude Anderson, MUP, is the Economic Development Practice Lead at The Goodman Corporation (TGC). He serves as a subject matter expert on a range of regional to local planning efforts
that involve the development of economic
development strategies, real estate development partnerships, and market analyses. As an urban planner by training and a skilled economic
analyst, he focuses on ways the public sector
can bolster and unlock private sector investments. He enjoys developing tailored research methodologies that connect the dots between
quantitative data, community aspirations, and
stakeholder engagement to develop innovative
solutions to complex problems.

Relevant Experience
– Southwest Civic Core Redevelopment Plan,
Houston, TX
– Old Sixth Ward Redevelopment Authority
Economic Impact Study, Houston, TX
– Prairie View Livable Centers Study, Prairie
View, TX
– Gulf Coast Transit District Joint Development
Feasibility Study, Texas City, TX
– National Science Foundation (NSF) Regional
Innovation Engines Type 2 Funding Pursuit,
Houston, TX
– Life Sciences Innovation District Portfolio
Study, University of Pittsburgh, PA
– Inter-dependent Economic Development
Strategy, Bowling Green, KY
– 5-year Economic Development Strategy
Update, New Braunfels, TX
– 5-year Economic Development Strategy,
Harlingen, TX
– Employer Survey & Economic Development
Program Audit, City of Meridian, ID
– Downtown Revitalization Strategy, City of
Cleburne, TX
– 5-year Economic Development Strategic Plan,
Buda & Cedar Hill, TX
Qualifications
– Master of Urban Planning, New York University,
Robert F. Wagner School of Public Service
– Bachelor of Arts, English, University of Texas
at Austin
– Bachelor of Arts, Anthropology, University of
Texas at Austin
Professional Affiliations
– Member, American Planning Association
(APA), Texas and New York Chapters
– Member, International Economic Development
Council (IEDC)
– Member, Urban Land Institute, Houston

THE GOODMAN

CORPORATION
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YouTube Campus Expansion
San Bruno, CA
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Fiscal
Stability
4 -164-
EHDD Hillsborough Town Hall Complex 28

4. Fiscal Stability
A current report from any commercial credit rating service such as Dunn and Bradstreet or Experian;
EHDD's Data Universal Numbering System (DUNS) Number: 048622112 Red Dot Studio's Data Universal Numbering System (DUNS) Number: 047254124 and PAYDEX: 80 -165-
EHDD Hillsborough Town Hall Complex 29

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Presidio Tunnel Tops
San Francisco, CA
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Experience
and Technical
Competence
5 -168-
5A Experience
How we'll meet Hillsborough City
Council's goals and fulfill the general
functions identified in this RFP:

EHDD Architecture, established in 1946, is a renowned
architecture and planning firm committed to creating spaces that are sustainable, innovative, and community-focused. With a rich history of designing for a diverse array of clients—including civic, educational, and cultural institutions—EHDD brings a holistic approach to each project, integrating environmental stewardship, functionality, and aesthetic excellence. Our expertise spans master planning, public facilities, and adaptive reuse, where we excel in navigating complex regulatory landscapes and engaging diverse stakeholders. At EHDD, we believe in the power of architecture to enhance human experience and build resilient, vibrant communities through thoughtful, forward-thinking design.

Red Dot Studio, founded in 2005, is a SBE (Small Business Enterprise) architecture and community engagement practice that focuses on neighborhood- building, housing in all forms, and complex problem-solving for public, private and non-profit clients.

Working across a range of typologies and scales, we ask the right questions so that we can design the right answers. With expertise in project siting, daylight, materials and proportion, we are often asked to do more with less and we meet that challenge head on through rigorous project management and creative, solutionsbased project delivery.

Our civic and municipal work, including the Siskiyou County Courthouse (essential services), San Mateo Public Library, Crystal Springs Uplands School Mansion Renovation, Santa Cruz Educator Housing, Shaker Long Range Vision, Herb House Community Center and SeeFar Housing Master Plan are projects that represent the breadth of EHDD|RDS’s experience relative to the Town Hall project.

With over 25 master plan projects that range from community centers, school and university campuses and public serving institutions, our team develops plans with a vision for the future. We see planning as a road map – outlining site capacity, neighborhood impact in the context of a plan implemented through phases. Our work covers site analysis, financial feasibility, all with a framework of sustainability which starts with our understanding of neighborhood and site infrastructure and capacity. We bring an ability to easily iterate design solutions by using collaboration and communication tools that allow for efficiency and inspiring visualization. As a local team we will balance in person meetings with quick touch bases over zoom and shared cloud-based collaboration tools.

Since our work spans a wide cross section of public clients, our systems for project management and quality control are based on the core tenets that support public investment: communication, efficiency and inclusion. We believe that public projects hold a responsibility to ensure respectful input from constituents; we recognize the fiduciary responsibility incumbent on municipalities, and we hold core to our mission the responsibility to create transformative places of belonging and impact. We take this responsibility seriously and start with how we manage your project, and through our understanding of your goals and vision from the early planning through construction. To fulfill this responsibility, we dedicate our core team to your project from start to finish: planning through construction.

As you look at our work you will see that no project looks alike.

We believe that each project holds the responsibility to respond to the uniqueness of it’s place: site, neighborhood and community.

We look to develop plans with character that emerges from our deep community engagement. Understanding you as a town, and your vision for the future allows us to articulate an architectural character that outlines a future for Hillsborough.

EHDD is a national leader in sustainable design – from net zero campus planning to the design of carbon positive design, EHDD has led the industry in establishing feasible, and visionary plans for clients, from towns and campuses to institutions, public serving institutions and high-tech clients.

Pamona Collage
Claremont, CA -169-
EHDD Hillsborough Town Hall Complex 33
Our team has extensive experience
leading planning and design projects
across a diverse range of client types,
including municipalities, cities, public
and private institutions, and publicprivate partnerships.

Jennifer Devlin-Herbert has led EHDD’s public projects navigating the regulatory, community and functional needs of clients with a forward vision focused on sustainability.

Karen Curtiss leads Red Dot Studio and has expertise in housing at all scales from a historic residence in Hillsborough to master planning 500 units in Kigali, Rwanda. Karen is adept at consensus building, leading master plan efforts at a National Historic Site for the Shakers in Maine and regionally at Monterey Peninsula College.

Lauren Roan, with experience both in public projects – Presidio Tunnel Tops – and locally at Crystal Springs Uplands School, brings expertise managing diverse constituents, while also integrating the technical requirements of historic buildings within strict cost constraints.

Our subconsultant team further strengthens our capabilities:

Cumming Corporation, established in 1996 and with offices in the Bay Area, specializes in cost management services tailored to meet the unique needs of each client. With a focus on helping clients execute large-scale, complex projects on time and within budget, Cumming Corporation adds significant value at every stage of project development.

Terrain, our landscape architecture partner, will bring a thoughtful approach to integrating landscape design into the civic center project. Based in the Bay Area and founded in 2011, Terrain is known for creating beautifully planned and sustainable environments that inspire people, regenerate the natural environment, and promote social equity. Their work is characterized by a clarity of vision that blends art and sustainability, aiming to elevate the quality of life while being stewards of both the land and the client’s resources.

Sherwood Design Engineers is a leader in sustainable civil engineering, focusing on integrating green infrastructure and enhancing environmental resilience. Based in San Francisco, Sherwood offers expertise in site grading, drainage, and utility design, all while ensuring compliance with local regulations.

Their innovative solutions align with the Hillsborough Town Hall redevelopment’s vision of creating a sustainable and resilient community hub.

Forell Elsessor are structural engineers with deep expertise in designing police facilities, civic centers, and essential services buildings. Their portfolio includes a wide range of local and state government projects, such as the 140,000 square-foot South San Francisco Civic Campus, which features an 80,000 square-foot Library/Parks and Recreation Building and City Council Chamber, a 45,000 square-foot Police Station, and a 9,000 square-foot Fire Station. Their recent projects also include the new 24,000 squarefoot Recreation Center in Millbrae, which utilizes mass timber, showcasing their innovative approach to structural engineering.

Hexagon are transportation consultants who will provide expertise in transportation and parking strategies. Since its founding in 1998 in San Jose, California, Hexagon has been committed to delivering high-quality transportation consulting services to both private and public clients. Their comprehensive services cover all major aspects of transportation engineering, including traffic impact analysis, travel demand modeling, traffic safety studies, traffic signal design, bike and pedestrian facility design, roadway geometric design, and multimodal planning.

The Goodman Corporation (TGC) provides comprehensive
financial modeling services, including the evaluation of PublicPrivate Partnership (PPP) opportunities and grants. Since 1980, TGC has connected capital to communities, leveraging over 40 years of experience in planning, engineering, funding, and project management to solve mobility, infrastructure, and economic development challenges. With a proven track record of securing over $1.5 billion in funding and delivering projects worth over $3 billion, TGC brings an unparalleled understanding of governmental processes and funding mechanisms, ensuring the successful implementation of priority projects.

Our team's experience performing
similar services:

EHDD has been providing planning and design services to towns, cities, public and private institutions for over 75 years. RDS’ founder, Karen Curtiss, worked at EHDD on several key public projects, including the San Mateo Public Library and Monterey Peninsula College Master Plan and Library Building, before starting her own firm in 2005. Our collaboration is an intentional partnership to support and connect small, SBE firms to public projects with a commitment to supporting diversity in our design and delivery of projects.
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EHDD Hillsborough Town Hall Complex 34
References:

San Mateo Public Library (EHDD)

CONTECT NAME
KG Ouye
PHONE
+1 (510) 524-3901
EMAIL
[email protected]
PROJECT SIZE + DESCRIPTION
90,000 SF, public library, community rooms, service counters, city staff offices.

DESCRIPTION OF SERVICES
CEQA, design and construction administration. State grant and fundraising support
Siskiyou County Courthouse (EHDD)

CONTECT NAME
Renee McCanna Crane
PHONE
+1 (530) 842-0411
EMAIL
[email protected]
PROJECT SIZE + DESCRIPTION
67,500 SF Courthouse, sheriff's offices and workplace, inmate holding and process, public service areas and courthouse staff workplace.

DESCRIPTION OF SERVICES
Site selection, master planning, design and construction administration.

EHDD's local presence means our work is widely seen across the Bay Area. Our work in Hillsborough and adjacent towns includes work with Crystal Springs Uplands School, Nueva School and we were the designers of the San Mateo Public Library. While we recognize that each town is unique, we have worked in San Bruno, Mountain View and San Mateo. Red Dot Studio specializes in all forms of housing and has completed single-family projects in both Hillsborough and Burlingame. Red Dot Studio is located in San Francisco and has a sister operation Red Dot Ranch on the San Mateo Coast, as such we are very familiar with Hillsborough and the surrounding area. We can meet in person onsite and have visited the Town Hall Campus numerous times.

Our local experience and knowledge of
Hillsborough's operations:
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EHDD Hillsborough Town Hall Complex 35
Crystal Springs Uplands School Mansion Renovation (EHDD)

CONTECT NAME
Joel Roos
PHONE
+1 (415) 290-1593
EMAIL
[email protected]
PROJECT SIZE + DESCRIPTION
Crystal Springs Uplands Schooll Mansion Renovation

DESCRIPTION OF SERVICES
Historic renovation, Town of Hillsborough review, design, construction.

United Society of Shakers (Red Dot Studio)

CONTECT NAME
Michael Graham
PHONE
+1 (207) 577-8007
EMAIL
[email protected]
PROJECT SIZE + DESCRIPTION
National Landmark and Conservation Easement historic village with 18 buildings and 18,000 acres.

DESCRIPTION OF SERVICES
Architecture, Masterplanning, Project Management, Stakeholder, Donor and Community Engagement.

Steven Moss (Red Dot Studio)

CONTECT NAME
Steven Moss
PHONE
+1 (415) 595-0120
EMAIL
[email protected]
PROJECT SIZE + DESCRIPTION
Master Plan 500 Housing units on 2.85 hectares

DESCRIPTION OF SERVICES
Affordable and market rate housing master plan with locally sourced novel construction method and building delivery technique.
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EHDD Hillsborough Town Hall Complex 36
5B Project Specific Experience
Our Experience: Delivering Excellence
Through Strategic Projects
Our team is pleased to present three of our most relevant service contracts from the past five years, showcasing our expertise in master planning, architecture, and community-focused design. Each project highlights our ability to navigate complex requirements, deliver high-quality outcomes, and build lasting partnerships with our clients.

These examples reflect our commitment to excellence, innovation, and alignment with our clients' values and goals.
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EHDD Hillsborough Town Hall Complex 37
A modern courthouse that honors tradition, reflecting Yreka's historic character and community spirit while serving as a beacon of justice and civic pride.

Siskiyou County Courthouse
The new Siskiyou County Courthouse is located
on a downtown site in the small town of Yreka,
California. Designed to echo the dignity of
the court, this two-story, 67,500 sf building
includes five courtrooms, a basement holding
facility, judges’ chambers, jury assembly and
deliberation rooms, as well as administrative
functions.

Designed to be uniquely reflective of the town
and its character, the building both enriches
and supplements its context. These ideals are
achieved with a building scale and a material
palette that is a complement to the adjacent
historic downtown. The building’s massing
reflects its environment with a monumental
entry and façade along the commercial frontage
road of Fourth Street combined with the more
private functions and a smaller massing on
the west in response to the nearby residential
neighborhood. The prominent use of wood at
the entry canopy and ceilings within the public
spaces reflects the importance of the material
in a community whose economy once relied
heavily on the timber industry.

ROLE OF FIRM
EHDD as Architect

DOLLAR VALUE OF THE SERVICES
$60,000,000

DOLLAR VALUE OF THE FEE
$6.577,000

DESCRIPTION OF SERVICES
Programming, Planning,
Architecture, Engineering,
Interior Design, Construction
Administration.

STAFFING
Jennifer Devlin-Herbert,
Principal in Charge
Lauren Roan, Project Architect

DURATION OF PROVIDING SERVICES
11 years (included pauses for
funding)

RELATIONSHIP TO CLIENT
Contract awarded on merit
through competitive process.

CONTACT NAME & EMAIL ADDRESS
Renee McCanna Crane,
[email protected]
Site Analysis and Assessment Regulatory and Legal Considerations Master Planning Sustainable Design Practices
Conceptual Design Development PPP Experience
Civic/Municipal Experience N/A Affordable Housing Development Project Management Maps and Graphics
Community Engagement CEQA Analysis and Documents;
Dynamic Integration of Feedback Cost Estimating, Budgeting and Managing the Project Schedule. -174-
EHDD Hillsborough Town Hall Complex 38
A model for affordable educator housing amidst a cost-of-living crisis.

Santa Cruz Educator Housing
EHDD, in collaboration with Bogard
Construction and Studio Vara, is leading the
design of an innovative affordable housing
project in Santa Cruz, CA, aimed at addressing
the critical issue of retaining educators in one
of the most expensive housing markets in the
nation. This initiative is part of a broader vision
to ensure that essential community members,
such as teachers, have access to secure,
affordable living spaces, enabling them to
continue serving the community despite the
rising cost of living.

The project will consist of a multi-story, multifamily complex featuring 80 units, with a mix of studios, one-, two-, and three-bedroom
apartments. Designed with the unique
coastal environment of Santa Cruz in mind,
the architecture will reflect the area’s natural
beauty while fostering a vibrant and resilient
community through communal spaces. The site
for this development is strategically located
to provide easy access to local schools and
essential services, ensuring that educators can
live close to their workplaces and fully engage
with the community they serve.

This development is a critical step toward
sustainable educator retention and the creation
of a thriving, inclusive community in Santa
Cruz. And by addressing the pressing issue of
affordable housing for educators, this project
serves as a model for similar initiatives across
California. It aligns with EHDD’s mission to
create transformative places of belonging and
impact, ensuring that educators are housed
and supported in their vital role within the
community.

ROLE OF FIRM
EHDD as Architect

DOLLAR VALUE OF THE SERVICES
$78,24,000

DOLLAR VALUE OF THE FEE
Available Upon Request

DESCRIPTION OF SERVICES
Programming, Planning,
Architecture, Engineering,
Interior design, Contract
Administration

STAFFING
Brad Jacobson, Principal in
Charge
Zachary Gong, Project
Manager
Brennen Kuhn, Designer

DURATION OF PROVIDING SERVICES
7 months to date
Projected 3 years to
substantial completion

RELATIONSHIP TO CLIENT
Contract awarded on merit
through competitive process

CONTACT NAME & EMAIL ADDRESS
Kris Munro,
Superintendent of Santa Cruz
City Schools
[email protected]
Site Analysis and Assessment Regulatory and Legal Considerations Master Planning Sustainable Design Practices
Conceptual Design Development PPP Experience
Civic/Municipal Experience Affordable Housing Development Project Management Maps and Graphics
Community Engagement CEQA Analysis and Documents;
Dynamic Integration of Feedback Cost Estimating, Budgeting and Managing the Project Schedule. -175-
EHDD Hillsborough Town Hall Complex 39
“I could rely on them unconditionally,
with full trust, knowing that they got the
simplest, most tender, most at-risk parts
of this place and that together we will
protect these things.”
Michael Graham, Director USShakers
PEOPLE

SHAKERS & SEEKERS
/ SOCIETY

FRIENDS & USS

EMPLOYEES &

VOLUNTEERS
WORKSH. & CLASSES

PARTICIPANTS,

RESEARCHERS &

STUDENTS

VISITORS

SOCIETY ENGAGEMT EDUCATION ENTERPRISE

FAITH PRAYERS

COMMUNITY LIFE & WORK

VOLUNTEER WORK

EVENTS GATHERINGS

LIBRARY STUDYING RM

MUSEUM ROOMS

SHOP SPACE
USS

PARTNERS WORKSPACE

CLASSES WORKSHOPS
A long range plan for the Shakers to tell their own story, creating a vibrant Village for future generations incorporating regenerative design and land use into their working farm, community center and historic structures.

Shaker Village Long Range Plan
A National Historic Landmark and State
Conservation Easement, Shaker Village is also
living community. Other Shaker communities
have had their stories told by historians but our
job was to work alongside the living Shakers
and learn from the past to build a Shaker future.

The project entailed a comprehensive
assessment of historic buildings and their
surroundings, including research through the
Historic American Buildings Survey (HABS). The
team analyzed space use needs and ensured
alignment with the Village’s mission. The longrange vision involved the sensitive integration of new components into the existing Village fabric,
alongside improvements to infrastructure,
access, and public accommodation. By serving
as trusted allies, we helped the Village build
capacity and position itself for a range of local,
state, and national grants and awards.

ROLE OF FIRM
Red Dot Studio as
Prime Architect

DOLLAR VALUE OF THE SERVICES
$45MM

DOLLAR VALUE OF THE FEE
$390,000

DESCRIPTION OF SERVICES
Master Plan and long range vision
for a Historic Village

STAFFING
Karen Curtiss, Principal in Charge
Mark Myers, Project Architect
Camille Peignet, Project Manager

DURATION OF PROVIDING SERVICES
16 months

RELATIONSHIP TO CLIENT
Contract Awarded on Merit

CONTACT NAME & EMAIL ADDRESS
Michael Graham, Director
USShakers, [email protected]

GRANTS AND DONORS
NPS Save America's Treasures,
NEH Infrastructure and Capacity
Building, Roux Family Foundation,
Henry Luce Fund, Maine
Community Foundation Davis
Family Fund, Maine Preservation,
Norway Savings
Site Analysis and Assessment Regulatory and Legal Considerations Master Planning Sustainable Design Practices
Conceptual Design Development PPP Experience
Civic/Municipal Experience Affordable Housing Development Project Management Maps and Graphics
Community Engagement CEQA Analysis and Documents;
Dynamic Integration of Feedback Cost Estimating, Budgeting and Managing the Project Schedule. -176-
Sonoma Clean Power Authority HQ
Sonoma, CA
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Proposed
Method to
Accomplish
the Work
6 -178-
EHDD Hillsborough Town Hall Complex 42

6. Proposed Method to
Accomplish the Work
Your Vision, Our Roadmap: Guiding
Hillsborough's Transformation
The right team, asking the right questions, to guide you to informed decisions. Master planning can be daunting, often filled with unnecessary complexities and costs, but our approach simplifies the process. By actively listening and engaging with diverse stakeholders and community members, we develop a highly tailored roadmap that meets Hillsborough's unique needs. Our team avoids a one-size-fits-all approach; we bring expertise across multiple disciplines, from project management and master planning to community engagement, finance, and essential services. With decades of experience, we are committed to partnering with the Town to deliver a project that truly embodies Hillsborough’s values.

Exploring Hillsborough Town
Hall: Our team took a handson approach with a self-guided tour of the Town Hall Complex,
gaining valuable insights into
the site’s character and context.

This firsthand experience helps
us craft a tailored roadmap
that aligns with Hillsborough’s
vision, ensuring a thoughtful and
informed transformation process.
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EHDD Hillsborough Town Hall Complex 43
2024 2025
Month Sep Oct Nov Dec Jan Feb Mar Apr Mar
Weeks 1 2 3 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 35 36 Program
Masterplan
Concept Design Development
Program
2 months
Masterplan
4 months
Concept Design Development
1-3 months
– Data Gathering: Gather, assemble and evaluate surveys, zoning, deed restrictions, land use controls, existing building plans and previous studies that might influence planning and design. Research land acquisition and/or sale.
– Stakeholder and Facilities Needs Assessment: Conduct on-site meetings with Departments and Staff to understand and quantify facilities needs and programming. – Listening to the Land: Conduct a physical and visual analysis of existing and proposed urban and natural conditions.
– Listening to the Community: Create, distribute and assess an on-line Citizens Survey capturing Community interests and priorities. Attend scheduled Town Hall on September 26, 2024.
– Design Principles: What are the values that should guide a vision? Informed by listening we will distill the core principles that any idea should adhere to and be judged by. – Design Alternatives: Guided by principles and informed through listening develop appropriate design alternatives. Each alternative idea will be visually communicated through illustrative plans, reference images and other visual tools. – Design Alternatives Reviews: First present conceptual alternatives to Stakeholders and when appropriate Community Advisory Group for input and guidance, refine alternatives based on comments. Then conduct a Town Hall and Online Survey. – Preliminary Master Plan: Based on input from stakeholders, community and consultants develop a single preliminary master plan with input from the consultant team communicated through an overall illustrative plan, project programming, spaces and functional diagrams, enlarged plans of key facilities and areas, sections, reference images and draft renderings. – Draft Implementation Plan: Address needs of Town continued operation through a phasing or move plan. Diagram recommended phase or move priorities based on project typologies along with a phasing strategy or action plan and order of magnitude costs for each phase addressing continued operation of Police, Fire, Town Hall and Indoor and Outdoor Community Gathering Spaces as well as Access and Environmental Site Conditions – Preliminary Cost Estimate and PPP Plan: Identify potential cost of work as well as funding sources and partnering opportunities for master plan recommendations. – Preliminary Master Plan Review: First present preliminary recommendations for Master Plan, Implementation and Cost Estimate and PPP Plan to Stakeholders and Citizen Advisory Group for input and guidance, refine the plan based on comments. Then present at a Town Hall and Online Survey.
– Preliminary Master Plan Council Study Session: Present the preliminary master plan and report of Community Engagement to the City Council Study Session. Final Master Plan Stakeholder Reviews – Present Master Plan including implementation, cost estimate and PPP to Stakeholders and Citizen Advisory Group for final review, refine the plan based on comments.
– Online Community Update: Provide online update on master plan. – CEQA: Assist the Town in filing CEQA documentation.
– Online Community Update: Provide online update on master plan. – Master Plan Council Meeting: Present the Master Plan to the City Council.

Conceptual design development can mean different things to different professionals.

It can mean siting, building character and massing to convey character for CEQA and Stakeholder and Community Communication. It can also mean the first phase of project design with refined building siting, floor plans, sections and exterior elevations, site and systems integration and more refined renderings. Our team is positioned to take lessons learned from Master Planning and continue developing all facets of the project in Concept Design and beyond to full architecture and design services.

Anticpated Meetings
2 min - 4 max
Anticpated Meetings
5 min - 7 max
Deliverables

EXISTING CONDITION ANALYSIS, SWOT, PROGRAM DEVELOPMENT, COMMUNITY

ENGAGEMENT
Synthesize: Develop a program and space needs analysis document including existing building and land use summary, swot, space needs analysis for desired operational and community goals and mission alignment to town's value statement. outline project scope and priority schedule recommendations for police and fire, town hall, affordable housing, centennial park and indoor and outdoor community gathering spaces as well as access and environmental site conditions.

Deliverables

COMMUNITY ENGAGEMENT, MASTER PLAN & FUNDING OPPORTUNITIES, CEQA Synthesize: Master plan to include space needs analysis, community engagement summary, overall illustrative plan, project programming, spaces and functional diagrams, enlarged plans of key facilities and areas, sections, reference images and renderings.

Services Services Services
• Project Management • Cost Estimate
• Design Services • Schedule
Master Plan Public Private Partnership
CEQA Analysis Grants
Conceptual Design Development • Community Engagement
• Project Management • Cost Estimate
• Design Services • Schedule
• Master Plan • Public Private Partnership
• CEQA Analysis • Grants
Conceptual Design Development • Community Engagement
• Project Management • Cost Estimate
• Design Services • Schedule
Master Plan • Public Private Partnership
• CEQA Analysis • Grants
• Conceptual Design Development • Community Engagement
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The Packard Foundation
Los Altos, CA
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Fee Proposal
7 -182-
EHDD Hillsborough Town Hall Complex 46

7. Fee Proposal
Phase-by-Phase Fee Structure for Clear
Planning and Budgeting
To provide clarity and transparency, we have itemized our billing rate schedule and broken down our fees into three distinct phases:

Program Development, Master Planning, and Concept Design Development. This structure allows us to align our services with the specific needs and milestones of the project. Additionally, we have included any cost-plus charges for sub-consultant work to ensure a comprehensive understanding of all project costs.

PROGRAM MASTERPLAN PROGRAM +

MASTER PLAN

CONCEPT DESIGN

DEVELOPMENT
Architecture /
EHDD / Red Dot Studio
$104,000 $161,000 $265,000
(architecture)
$100,000 - $300,000
Cost Estimating /
Cumming Group
$1,650 $16,500
$164,450
(all other disciplines)
$16,500 - $22,000
Landscape /
Terrain
$2,750 $35,750 $11,000 - $16,500
Civil & Environmental Engineering /
Sherwood Design Engineers
$11,000 $22,000 $22,000 - $22,000
Structural Engineering /
Forrell Elsesser
$9,900 - $16,000 - $32,000
Traffic & Parking /
Hexagon
$5,500 $27,500 -
Finance /
The Goodman Corporation
$1,650 $30,250 $22,550 - $22,550
TOTAL $136,450 $293,000 TOTAL
$429,450
(all disciplines,
including architecture)
$189,650 - $418,250
Fee Summary
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EHDD Hillsborough Town Hall Complex 47
Consultant fees include a 10% markup.

We recommend the Client plan for an estimated budget of $13,250 for reimbursables, charged on a time & materials bases. The estimation is calculated at 5% of architectural fee.

See following pages for staff hourly rates.

The following items are not included at this time, but may be added as desired:
– Alternative Task 1: Procurement for Design and Construction Services
– Alternative Task 2: Construction Management Services
– The design team will provide additional CEQA support
on an hourly as-needed basis after the conclusion of the Redevelopment Planning & Engagement phase.
– A Historic Resources Evaluation (HRE) is not included. The design team anticipates it will be required either to renovate or demolish the existing Police Department.
– Seismic Evaluation of existing structures is not included. The design team assumes the Town will provide evaluation already completed by others.
– Noise study
– As-built drawings, detailed 3d model, or complete field measurements of existing structures
– Additional renderings, animations, videos, or physical models – Carbon Assessment
– Temporary Facilities
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EHDD Hillsborough Town Hall Complex 48
Hourly Rates
Role Hourly Rate
Architecture / EHDD Principal $ 330 - $ 380
Vice President of Construction $ 330
Director of Interior Design $ 330
Director of Climate Strategy $ 330
Senior Project Manager/Architect IV $ 250
Project Manager/Architect III $ 230
Architect II $ 205
Architect I $ 180
Designer IV $ 210
Designer III $ 180
Designer II $ 160
Designer I $ 140
Interior Designer IV $ 250
Interior Designer III $ 230
Interior Designer II $ 205
Interior Designer I $ 185
Graphic Designer $ 170
Contracts Manager $ 190
Construction Administrator $ 130
Project Assistant $ 115
Intern $ 110
Architecture / Red Dot Studio Principal $350
Senior Architect $250
Architect II $200
Architect I/ Sr Designer $180
Designer II $150
Designer I $135
Staff $110
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EHDD Hillsborough Town Hall Complex 49
Role Hourly Rate
Cost Estimating /
Cumming Group
Executive / Senior Vice President $450
Managing Principal / Vice President $375
Managing Director / Director /
Regional Director
$325
Associate Director $250
Senior Cost Manager $220
Cost Manager $195
Assistant Cost Manager / Estimating
Technician / Intern
$135
Landscape /
Terrain
Principal I $267
Principal II $216
Associate I $173
Associate II $134
LA I $123
LA II $108
LA III $ 87
Admin $108
Civil & Environmental Engineering /
Sherwood Design Engineers
Associate Principal $245
Senior Engineer $235
Senior Project Manager $235
Technology Director $225
Project Manager $225
Senior Project Engineer $225
Project Engineer / Project Strategist $205
Design Engineer III / Designer III $190
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EHDD Hillsborough Town Hall Complex 50
Role Hourly Rate
Civil & Environmental Engineering
/ Sherwood Design Engineers
(continued)
CAD Manager $200
Design Engineer II / Designer II $182
Senior CAD Technician $185
Design Engineer I / Designer I $170
CAD Technician $155
Graphic Designer $155
Project Administrator $145
Structural Engineering /
Forrell Elsesser
Senior Principal $265
Principal $255-260
Research/Development Manager $240
Senior Engineer $195-240
Engineer $180-185
Designer $170-175
CADD/BIM Specialist $150-155
BIM Modeler $100
Senior Project Administration $130
Project Administration: $80
Traffic & Parking /
Hexagon
President $335
Principal $290
Senior Associate II $270
Senior Associate I $250
Associate II $225
Associate I $200
Planner/Engineer II $170
Planner/Engineer I $140
Admin/Graphics $120
Assistant Planner/Engineer $115
Technician $85
Hourly Rates
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EHDD Hillsborough Town Hall Complex 51
Role Hourly Rate
Finance /
The Goodman Corporation
Engineer Principal III $309.82
Engineer Principal II $254.21
Engineer Principal I $214.49
Principal III $293.08
Principal II $246.27
Principal I $206.55
Engineer Senior Associate III $198.60
Engineer Senior Associate II $178.74
Engineer Senior Associate I $162.85
Engineer Associate III $146.96
Engineer Associate II $119.16
Engineer Associate I $103.27
Senior Associate III $190.66
Senior Associate II $174.77
Senior Associate I $158.88
Associate III $142.99
Associate II $119.16
Associate I $103.27
Admin I $95.33
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EHDD Hillsborough Town Hall Complex 52
Insurance
8 Nonprofits Insurance Alliance of California
(NIAC) Mixed-Use Development
Santa Cruz, CA
-189-
EHDD Hillsborough Town Hall Complex 53

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Risk Strategies Company
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949-242-9240
www.risk-strategies.com CA DOI License No. 0F06675
RSC Insurance Brokerage
Risk Strategies Company
[email protected]
Esherick Homsey Dodge & Davis, Architects,
a Professional Corporation
Pier 1, Bay 2 The Embarcadero
San Francisco CA 94111
76116291
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N
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8. Insurance
-190-
The Packard Foundation
Los Altos, CA
-191-
Litigation
9 -192-
EHDD Hillsborough Town Hall Complex 56

9. Litigation
As a national architectural firm that designs hundred of billions of dollars worth of construction, EHDD has had claims made against it by clients, contractors, and others, many of which reflect unsubstantiated allegations. This is a common occurrence in the field of architecture and engineering and one from which no firm is exempt.

Currently, we have no knowledge of any claim that would materially affect our ability to perform our professional service for this project.

Should you have any questions about the firm's litigation history, we can put you in touch with our clients and our attorney.

Marin Country Day School Step 2 Claim
Marin County Superior Court Case #CIV 1903484
Settled in Mediation
San Francisco Superior Court Case #CCC-15-544021
Settled in Mediation
UC Davis Tercero Student Housing 3 Claim
Yolo County Superior Court Case #CV18-286
Settled in Mediation
Judicial Council of California vs.

Esherick Homsey Dodge & Davis, Architect, et. al.

San Francisco Superior Court Case #CGC-24-612577
Pending, not settled
Litigation history for any claims filed by our firm or against our firm related to the provision of any services in the last five (5) years.
-193-
EHDD Hillsborough Town Hall Complex 57

THIS PAGE HAS BEEN INTENTIONALLY LEFT BLANK
-194-
Nonprofits Insurance Alliance of California
(NIAC) Mixed-Use Development
Santa Cruz, CA
-195-
Other
Information
10 -196-
EHDD Hillsborough Town Hall Complex 60

10. Other Information /
Sustainability
Our extensive portfolio includes projects that balance cuttingedge design with environmental responsibility, making us uniquely suited to lead the transformation of Hillsborough Town Hall. We excel in creating environments that foster community engagement, sustainability, and adaptability—qualities essential for the new Town Hall Complex.

Our approach focuses on developing spaces that serve diverse community needs while incorporating sustainable practices.

For instance, the UC Santa Cruz Biomedical Sciences Building integrates collaborative spaces to promote interdisciplinary research, much like how the new Town Hall can serve as a central hub for Hillsborough. Similarly, the UC San Diego Design + Innovation Building is a model for blending different uses under one roof, aligning with the Town Hall's goal to integrate municipal services with community spaces.

EHDD is at the forefront of Climate Positive design, employing advanced technologies and strategies to minimize environmental impact while enhancing building performance and occupant comfort. Our extensive experience in sustainable architecture is reflected in our many accolades, including 7 AIA COTE Top Ten Awards and numerous LEED certifications, demonstrating our commitment to both innovation and sustainability.

Net Zero and Sustainable Design
Practices
EHDD’s rigor and commitment to advancing environmental design has yielded many accolades: 7 AIA COTE Top Ten Awards, 11 NetZero Certified/Emerging Projects, 16 LEED® Platinum projects, and more than 20 LEED® Gold and Silver projects. This year, we hold seven awards from the UC Berkeley Center for the Built Environment Livable Building Awards, more than any firm in the US.

To advance sustainable design across our industry, we recently developed the Early Phase Integrated Carbon (EPIC) tool, which we offer for free as a web application. With more than 4,000 users, EPIC has quickly become the standard bearer in the industry for early-stage whole-life carbon assessment to help designers and clients understand how early design decisions impact the embodied and operational carbon in a building. Our in-house tools and extensive experience with Net Zero and Sustainable Design Practices can empower UCSB to achieve its goal to outperform the California Energy Code by 20%.

This long-standing commitment to sustainability, along with our tested design strategies, support EHDD’s philosophy of creating meaningful community spaces. For Hillsborough Town Hall, we aim to design a facility that embodies responsible stewardship, promotes community engagement, and aligns with the Town's commitment to sustainability and quality of life.

EHDD is a renowned architecture firm
with over seven decades of experience
in designing sustainable and innovative
civic spaces.
-197-
Corporate Information
LEED Platinum
and Gold Certified
Projects
39+
Net Zero Certified &
Emerging Projects
11 Livable Building Awards UC
Berkeley Center for the Built
Environment
6 Staff in Seattle and
San Francisco
300+ Design Awards, including AIA
National Firm of the Year
90+
Years in Business
77 AIA Committee on
the Environment
Awards
7 UC Santa Cruz Coastal Biology Building, CA
For our EPIC Tool
-198-
EHDD Hillsborough Town Hall Complex 62
Engaging People, Place, and Planet
EHDD consistently charts a path for the industry to follow towards a Climate Positive future. Our leadership and expertise builds significantly from learning through working with leading academic clients including climate and materials scientists over the past 25 years to understand the linkages between our choices as architects and climate change.

We worked with Professor PK Mehta at UC Berkeley to
incorporate high-volume fly ash as a replacement for cement in the concrete in our renovation of Wurster Hall in the 1990’s.

Through working with Professor Chris Field and his colleagues on the design of the Carnegie Institution’s Department of Global Ecology at Stanford, pioneered what it is really means to design a building with a climate-first filter, including operating and embodied carbon emissions.

Net Zero and Sustainable Design
Practices
Our rigor and commitment to advancing sustainability is recognized with 7 AIA COTE Top Ten Awards, 11 NetZero
Certified/Emerging Projects, 16 LEED® Platinum projects, and more than 20 LEED® Gold and Silver projects. We’ve earned seven Livable Building awards from the UC Berkeley Center for the Built Environment for outstanding measured Occupant Satisfaction, more than any other architecture firm. We are constantly asking ourselves: what will increase the speed and scale of our impact? Our Climate Strategy group developed the Early Phase Integrated Carbon (EPIC) tool, and offered it free online to advance climate action across the building industry. With almost 2000 users, EPIC has quickly become the standard bearer in the industry for early-stage whole-life carbon assessment, helping designers, students, and owners understand how early design decisions impact the embodied and operational carbon in a building.

Climate Positive Planning and Design
Applied knowledge of planning and design of campus facilities and infrastructure that recognizes and addresses the urgency of reversing impacts of the built environment on the global climate and enhances the resiliency of the institution.

In light of the urgency for action commensurate with the scale of the climate change challenge, and the need for a clear vision for the built environment moving forward, EHDD is committing to advancing what we are calling Climate Positive design across our portfolio. Our vision will be advanced in concert with our clients and collaborators towards the ultimate goal of a built environment that is genuinely Climate Positive by 2030. -199-
EHDD Hillsborough Town Hall Complex 63
The Early Phase Integrated Carbon
(EPIC) assessment is a free whole
life carbon tool built by EHDD to
support climate-positive design
decisions in early project phases
when data is scarce but the
potential for emissions reduction
is high.

To scale decarbonization in the
built environment, we need action
by on every building. EPIC is easy
to use, and its methodology is
transparent. Bridging between a
complex data model and a simple
user experience, EPIC illustrated
that every project has a pathway
to lower carbon emissions.

EHDD’s EPIC
Tool
Democratizing
Decarbonization
-200-
EHDD Hillsborough Town Hall Complex 64
American Institute of Architects
(AIA) Headquarters Renewal
The iconic 1973 American Institute of Architects (AIA)
Headquarters building is renowned for its Brutalist style.

The renewal, currently under construction, will update
and electrify the original building systems while utilizing renewable energy to decarbonize the building and
achieve the goals of the AIA 2030 Commitment
University of California at
Berkeley Wurster Hall
Our firm founder Joe Esherick collaborated on
the design of the College of Environmental Design
at Berkeley, a brutalist building built in 1964. Our
surgical seismic renovation done 35 years later fixed
discontinuous shear walls, added foundations under
shear walls within the building while using the structural approach to solve some functional problems. Strategic
structural additions allowed for mixing the building
functions by opening a two-story space within the
Library to remove stack supported floors and add
seminar rooms enclosed with exterior shear walls.

West Coast cities are increasingly, along with neighboring cities, are increasingly facing an aging post-WWII building stock that carries with it significant financial, cultural, and embodied carbon value. The quality of our communities is enhanced by thoughtful preservation of historic fabric. Stretching limited budgets for campus improvements through leveraging seismic work and deferred maintenance can yield transformative spaces for teaching, learning, and community. And the urgency of climate change demands action which halts new emissions immediately. Nothing is more immediately impactful than avoiding upfront, embodied emissions of new structures by adapting older structures for new uses.

For the Hillsborough Town Hall Complex building reuse is a great opportunity in that it communicates reverence and stewardship of our physical world. At EHDD we believe
tremendous design opportunities exist around building
transformations, and we advocate within our profession to change the narrative to value these opportunities as much as new building designs. The most high-profile example is our work on the AIA National Headquarters, featured below in addition to a handful of other examples from our portfolio:

Building Transformations
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EHDD Hillsborough Town Hall Complex 65
Sonoma State Stevenson Hall
Renovation
The re-imagined Stevenson Hall brings together
multiple academic departments in a collaborative,
modern setting. Peeling away the original concrete walls and enclosing an underused courtyard with a glass roof
dissolves the building’s heaviness and lends brightness to the interior spaces.

KQED Headquarters Renovation
Our redesign transforms KQED’s bunker-like existing
building into a hub for civic engagement and
contemporary media. A dynamic new entry reinforces
the public media station’s commitment to transparency
and accessibility.

Stanislaus State University
Vasche Library Renovation
Vasche Library is perfectly positioned to become the
academic heart of Stanislaus State Campus. The deep
renovation more than doubles the number of study
seats, including both collaborative study areas and
quiet study carrels. The ADEI-focused design makes
this campus center more accessible than ever, with
intuitive and welcoming resources.

UC San Francisco’s Clinical
Sciences Building
The renovation of the UCSF Clinical Sciences Building
hardens the building seismically and reinvigorates the
sustainable design principles of the original design.

This transformation provides much-needed office
space for clinical faculty and staff, while flexible,
technology-rich classrooms and multi-purpose spaces
fill the lower two public levels.
-202-
EHDD Hillsborough Town Hall Complex 66
The EHDD Project Management Approach begins with a strong team culture.

As Architect, our role is to establish and maintain that culture throughout the project. We’ve found that the following key principles lead to successful outcomes across documentation quality, schedule, cost, and overall owner satisfaction:

10. Other Information /
Project Management

1. Establishing a “One Team” Culture
We begin by establishing core values with the entire team, including the owner, architect, design partners, consultants, and contractors. We commit to leaving logos at the door, to solving problems and celebrating wins as one, and to recognizing that true project success depends on each team member thriving, learning, and growing through the process. This approach fosters a collaborative environment that ensures the Town of Hillsborough's project is completed with unified, focused efforts, enhancing community impact and cohesion.

2. Organizing People and Time
We commit the leadership, staffing, and quality control resources necessary to deliver the project on time and on budget. Civic projects often face unique challenges posed by political shifts and funding fluctuations; we are dedicated to maintaining a consistent team and staff throughout the project. Clear roles and responsibilities empower our team. We organize workflows for deep collaboration and use digital task management for accountability. At the outset, we develop a thorough schedule and workplan to establish and maintain the project's critical path. As the project progresses, we adapt to changes and keep the entire team informed of schedule adjustments. This method ensures that your projects are executed efficiently, minimizing delays and optimizing

3. Organizing Information
Timely, durable decision-making is facilitated by transparent information flow. Throughout the process, new considerations continually arise. We structure and consider information thoughtfully, presenting clear data and potential solutions to the owner for informed decision-making. This approach guarantees that the Town of Hillsborough receives well-informed, data-driven decisions that enhance the quality and sustainability of your projects.

4. Continuously Improving
We are always seeking improvement. Multi-scaled, consistent feedback ensures individual accountability and collective ownership of outcomes. Our approach is informed by daily, weekly, and milestone checkpoints that provide opportunities for feedback from all team members. This dedication to continuous improvement ensures that you benefit from innovative solutions and best practices, leading to superior project outcomes and longterm community benefits.

5. Agency Review & Entitlements
Our work has spanned every commission and public agency in San Francisco and surrounding Bay Area Counties. Each of our projects is unique from an approvals standpoint, spanning early entitlements and planning review to building department, public works, and other commissions. Our 76-year history brings decades of experience and deep insight into navigating this evolving process. We have found that relationships, communication and partnership are key, enabling a project to keep its vision intact while surmounting regulatory hurdles. This understanding is crucial to establishing and meeting project schedules, and appropriate allocation of phasing.
-203-
EHDD Hillsborough Town Hall Complex 67
Collaboration and DecisionMaking Tools:
– Team Charter
– RACI Matrix
Software and Technical Tools
The key to a cohesive team and
a coordinated design process is
transparency of project information
across our diff erent platforms.

Building the Culture of the Team, What Constitutes Success "Must haves, Nice to Haves"
EHDDCONSULTANTSJoshua PortnerPrioryCONTRACTORHead of SchoolCore CommitteeBoard of TrusteesMonks?DonorsAthletics TeamStaff+FacultyStudentsParents/Community R = Responsible
A = Accountable
C = Consulted
I = Informed
D = Decision Maker

R I C I
Shape Entitlements Process C I R I
CUP Submission
Forms and Fees R A
Drawings and Design Narrative R C I
Project History and Overview Narrative R A
Presentation to Town R R R
Facilitate Board Presentations R C I
Facilitate Weekly Meetings - Josh, Kristin, Emily R C
Host + Facilitate Core Team Meetings R C
Facilitate Community/Stakeholder Meetings R R R
C R C
R
R C C
I R C
C R A
C R A
R C C
R C I
On-Boarding GC - Precon C R I
Cost Estimating and Reconciliation C R I R
Value Engineering C R I

C R I R
C R I
C R
C R I
Manages Design Schedule R C I
Manages Bid+Construction Schedule C R I R
Selects SubConsultant Team R C I
Geotech C R A
Survey C R A
Arborist R A
On-Campus Traffic R
Civil R
Landscape R
Structural R
Mechanical R
Electrical R
Plumbing R
Acoustical R
Lighting R
Telecom/AV/Security R
Fire Protection Engineer - if we do CLT, siding, etc. R Fire Alarm / sprinklers BOD, Deferred Submittal R R
ERRCS BOD, Deferred Submittal R R
R ? I
Board Key Decisions and Progress
Programming
Decision Matrix
Approve Construction Work

RACI MATRIX
TASKS
Shape Design Process
Establish and Manage Budget/Projections
Approval to Proceed at Key Milestones/Phases
Define Performance Requirements
Set Sustainability Goals
Develop Design
Develop Construction Documents
Execute Construction
Assess Risk
Manages Overall Project Schedule
Manages Consultant Team
Part of Consultant Coordination Meetings
Building the Culture of the Team, What Constitutes Success "Must haves, Nice to Haves"
Board of TrusteesMonks?DonorsAthletics TeamStaff+FacultyStudentsParents/Community R = Responsible
A = Accountable
C = Consulted
I = Informed
D = Decision Maker
Decision Matrix
Team Charter:

RACI Matrix:
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EHDD Hillsborough Town Hall Complex 68
Engagement Tools:
– Poll Everywhere
– Miro
BIM:

Building Information Modeling (BIM) enhances design
communication, coordination, and quality control. EHDD will manage the BIM Project Execution Plan with dedicated staff and rigorous reviews for successful implementation.

Schedule and Commitment Management:

We use platforms like Asana or Wrike to extend pull planning commitments beyond the physical Big Room, offering significant benefits.

Cloud-Based Shared Documents:

All checklists and comments are shared for transparency and accuracy.

Chat Channels for Workstream Teams: Function-specific chat channels enable direct coordination, reducing unnecessary Software and Technical Tools
-205-
EHDD Hillsborough Town Hall Complex 69
Software and Technical Tools
Shared Bluebeam Review Sessions:

Shared sessions allow for comments from various sources, with milestone documents reviewed by the Design Team, Contractor, and Owner, tracked in weekly meetings.

Shared Bluebeam Review Sessions:
-206-
EHDD Hillsborough Town Hall Complex 70

10. Other Information /
Subconsultant Project Specific
Experience
Specialized Expertise: Our Subconsultant
Team’s Proven Experience
To ensure the successful delivery of the Hillsborough Town Hall redevelopment, we have partnered with highly skilled subconsultants who bring specialized expertise in cost estimating, landscape design, civil engineering, structural evaluation, traffic engineering, and financial modeling. As leaders in their fields, their experience and commitment to excellence enhance our team's capabilities, ensuring a comprehensive approach aligned with the Town's goals.

We have included examples of their relevant project experience to demonstrate their ability to deliver high-quality outcomes in similar contexts. These examples showcase the depth and breadth of our subconsultants’ expertise, reinforcing our collective ability to meet the unique needs of the Hillsborough Town Hall redevelopment. -207-
EHDD Hillsborough Town Hall Complex 71
The City of Palo Alto Public Safety Building (PSB) is a new three-story police station, fire administration, and emergency communications and operations facility. The PSB is located on an existing City-owned parking lot at 250 Sherman Ave.

New Public Safety Building & Parking Garage
Cumming Group provided cost estimating
services to the Architect, Ross Drulis
Cusenberry. The new PSB includes two fullblock subterranean floors of secure police and staff parking and makes accommodation
for a site utility yard, a public plaza, a 135ft
communications tower and exterior site
buildings.

The primary goal of this project was to create
a state-of-the-art facility that brings the
City’s public safety departments together in a
structure which meets current building codes
and standards, including the Essential Services
Buildings Seismic Safety Act, while serving the
public’s needs as a civic focal point.

The new PSB project consists of a ballistically
rated exterior, coupled with technology-heavy
communications systems and sufficient backup power to allow the building to function in the event of an emergency. Other features include:
– Public plaza and main entry on Birch Street
– Multi-purpose training room and meeting
space
– Secure operations yard with large public
safety vehicle parking
– A water exclusionary shoring system (‘cutoff wall”) to minimize groundwater pumping during construction
– Connection to PV panels on California
Avenue Parking Garage provides clean
energy

LOCATION
Palo Alto, CA
CLIENT
City of Palo Alto
SIZE
45,500 sf
VALUE
USD 55 million

PROJECT DATES
2015-2023
SCOPE
Cost Consulting
-208-
EHDD Hillsborough Town Hall Complex 72
About Terrain
Terrain is a Bay Area based landscape architecture, planning and urbanism firm founded in 2011 serving clients, locally, nationally and internationally. We are passionate about creating beautifully planned, designed and constructed environments characterized by a clarity of idea. Landscapes that live at the intersection of art and sustainability, that inspire people, regenerate the natural environment, promote social equity and contribute to economic vibrancy. We are stewards of the land and our client’s resources, striving to integrate nature, urbanism and culture in a manner that elevates quality of life.

The Principals and accomplished professionals that compose Terrain are dedicated to design and professional excellence as demonstrated by forty-two (42) professional design awards including some of the highest awards and certifications given by the American Society of Landscape Architects, Urban Land Institute, USGBC, and the American Planning Association.

We work as a collaborative team with our clients, communities, design colleagues, and consultants to shape and build noteworthy environments in a manner respectful of schedule and budgetary requirements Skyline Terrace, San Francisco, CA Solaire, San Francisco, CA Solaire Affordable Housing, San Francisco, CA West University Place Civic Center
West University Place, TX Post Oak Boulevard, Houston, TX Beaumont Commons, Beaumont, TX Nanjing Youth Olympic Park, Nanjing, China Boulevard De La Croisette, Cannes, France -209-
EHDD Hillsborough Town Hall Complex 73
West University Civic Center Urban Planning
With the need to update essential services
facilities came a PLACEMAKING opportunity.

Informed by extensive community engagement
the urban planning establishes a framework
for the design of a long awaited point of civic
pride and enjoyment for the residents of West
University Place.

Established in 1910 this community of 15,000,
wrapped by Bellaire and Houston, Texas, had
placed its essential service facilities within a 16-
acre, 3 super-block area that includes a church,
single-family residential, park and school uses.

With the need to update essential services
facilities came a Placemaking opportunity.

In collaboration with the City, Architects and
informed by the community Terrain shaped
conceptual alternatives aimed at creating a
Civic and Cultural Center for residents of all
ages, abilities and backgrounds as well as a
preferred workplace for City Staff. Development
of conceptual alternatives involved two (2)
Town Hall public engagements. Plus two (2)
combined City Council | public workshops. Each
alternative arranged facilities, parking, streets,
utilities, green infrastructure and public open
spaces enabling informed community evaluation
leading to a consensus urban planning approach.

A framework design of a long awaited point of
civic pride and enjoyment for the residents of
West University Place.

LOCATION
West University Place, Texas
CLIENT
PGAL Architects
City of West University Place
SIZE
16 acres

6.47 hector
VALUE
+/- 50 million phased over time

PROJECT DATES
2024
SCOPE
Citizen Survey Input,
Community Engagement,
Site Analysis, Programing,
Urban Planning Conceptual
Alternatives and Landscape
Conceptual Design, Cost
Estimation and Phasing
Studies, City Council and
Town Hall Presentations &
Community Engagement.

SELECT AWARDS
The project is in progress and
award applications have not
been submitted yet

WEST UNIVERSITY

BAPTIST CHURCH

MUNICIPAL BLDG &
POLICE

FIRE STATION
ALTERNATIVE 1. WEST U GREEN ALTERNATIVE 2. THE COMMONS ALTERNATIVE 3. TOWN SQUARE -210-
EHDD Hillsborough Town Hall Complex 74

WEST U GREEN ALTERNATIVE PLAN
Amherst | Milton –
Complete Streets
(Angled Parking, Safe,
Walking, Jogging &
Bike Friendly)
-211-
EHDD Hillsborough Town Hall Complex 75
Scott Slaney -
Planning and Design
Lead
Fei Peng - Project
Management
& Landscape
Architecture
Joshua Llaneza -
Planning and Design
Visualization

PARK STREET

COMPLETE STREET

PEOPLE STREET
"One key lesson I learned from
the project is that community
engagement involves both
learning and unlearning. Each
community is unique, so as a
designer, it’s crucial to set aside
preconceptions and truly learn
from the community."
--- Fei Peng
-212-
EHDD Hillsborough Town Hall Complex 76
Atherton Civic Center
The Civic Center Master Plan for the Town of
Atherton is designed to preserve some of the
town’s signature characteristics while upgrading
its central civic facilities to modern standards.

This project includes a new public Library, City
Hall and Police Station, requiring extensive site
improvements such as realigning two roads to
improve pedestrian and vehicular circulation
concurrently, all while accommodating existing
historic buildings, an adjacent Caltrain station,
significant utility infrastructure and dozens of
heritage trees. Sherwood provided full civil
engineering construction documentation for the
implementation of the master plan, including
street improvements, grading and drainage,
public utility mains and service connections,
and an integrated stormwater management
design. In addition, Sherwood worked closely
with the Calwater, SFPUC and West Bay
Sanitary District agencies to ensure clear
alignment around site utilities.

LOCATION
Atherton, CA
CLIENT
Town of Atherton
SIZE
219,200 sf or acres
VALUE
USD 48.5 million

PROJECT DATES
2022
SCOPE
Civil Engineering
Implementation of Masterplan
Sustainable Infastructure

SELECT AWARDS
2022 AIA California Design
Awards, Climate Action Award
2023 Sustainable San Mateo
County and AIA San Mateo
County, Green Building
Honorable Mention
2023 AIA/ALA Library Building
Awards

IMAGE WRNS STUDIO
-213-
EHDD Hillsborough Town Hall Complex 77
Cody Anderston
Senior Engineer
John Leys
Principal
Michael Hasting
Project Manager

IMAGE WRNS STUDIO

IMAGE WRNS STUDIO

IMAGE WRNS STUDIO
-214-
EHDD Hillsborough Town Hall Complex 78
Sunnyvale Civic Center
The focal point in the first phase of Sunnyvale’s
Civic Center Master Plan is a modern, LEED
Platinum City Hall, consolidating multiple
offices into a central location with underground
parking, as well as a Department of Public
Safety’s expansion of a new Emergency
Response Center facility and Offsite Street
Improvements including a raised pedestrian
plaza within the street right-of-way to
interconnect the campus. The site design
emphasizes LID concepts by converting
significant areas of parking and hardscape
into pervious surfaces as well as a stormwater
management strategy that prioritizes infiltration
to improve the health of the preserved
existing trees, many of which are Redwoods.

Sherwood is providing civil engineering services
for “road-diet” curb realignments, grading
and drainage, public utilities, integrated
stormwater management retention system, and
encroachments into El Camino Real; a Caltrans
Right of Way.

LOCATION
Sunnyvale, CA
CLIENT
Town of Atherton
SIZE
13 Acres
VALUE
USD 315 million

PROJECT DATES
2022
SCOPE
Civil Engineering
Implementation of Masterplan
Sustainable Infastructure

SUSTAINABILITY
LEED Platinum
Net Zero Carbon Buildings

IMAGE SMITHGROUP
-215-
EHDD Hillsborough Town Hall Complex 79
Cody Anderston
Senior Engineer
John Leys
Principal
Michael Hasting
Project Manager

IMAGE SMITHGROUP

IMAGE SMITHGROUP

IMAGE SMITHGROUP
-216-
EHDD Hillsborough Town Hall Complex 80
Designing a building on a narrow strip of land confined by a state highway, BART, and PG&E tunnels, while creating a new civic heart for a burgeoning city, is a complex challenge that requires innovative solutions and strategic planning.

City of South San Francisco, Civic Campus
The South San Francisco Community Civic
Campus encompasses three distinct buildings
on a 7.9-acre site. This includes a Library,
Parks and Recreation Center, and the City
Council Chamber. Additionally, there's a Police
Operations and Dispatch Center, and a Fire
Station with housing. The site is strategically
located adjacent to underground BART tracks, a
PG&E easement, and alongside a state highway,
facilitating convenient access and integration
with existing infrastructure.

The new South San Francisco Library, Parks &
Recreation Center spans 83,000 square feet
across three stories and features a discovery
center hosting a multipurpose program
room, makerspace, technology lab, study/
tutoring areas, adaptable meeting rooms and
a community theater that serves dual roles
as a performance venue and a venue for City
Council meetings, enhancing civic interaction
and fostering community engagement.

The new Police Operations and 911 Dispatch
Center spans 45,000 square feet and comprises
a two-story main building and a single-story
storage facility. T
The new 9,000 sf Fire station is a single story
building with three apparatus bays. The
design also allows an increase in diversity for
firefighters and provides modern living, dining,
and sleeping facilities for male and female
firefighters.

LOCATION
South San Francisco, CA
CLIENT
City of South San Francisco
SIZE

7.9 acre site
120,000 sf (new construction)
VALUE
$175 million

PROJECT DATES
2024
SCOPE
Structural Engineering
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EHDD Hillsborough Town Hall Complex 81
City Council Chamber and Theater
The 5,000-square-foot community theater serves dual roles as a performance venue and a venue for City Council meetings, enhancing civic interaction and fostering community engagement. -218-
EHDD Hillsborough Town Hall Complex 82
Community Space and Event
Spaces
The library, spanning 35,000
square feet, features extensive
collections, a discovery
center hosting a multipurpose
program room, makerspace,
technology lab, study/tutoring
areas, and adaptable meeting
rooms.

Allen Nudel, SE
Structural Engineer
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EHDD Hillsborough Town Hall Complex 83
San Mateo County Government Center
Transportation Impact Analysis
Hexagon Transportation Consultants, Inc.
prepared a traffic study for the proposed San
Mateo County Government Center Campus
Improvement Project in Redwood City,
California. The proposed Campus Improvement
Project includes the construction of County
Office Building #3 (COB3) with approximately
186,000 square feet, a new parking structure
with 850 stalls, the relocation of the Lathrop
House, the demolition of the vacant Credit
Union, the demolition of the Traffic Court
Building, and the closure of two public streets
to create a public plaza and promenade. The
project would also result in the elimination
of several off-street parking lots and a small
number of on-street parking spaces and the
termination of the County’s lease of off-site
parking. Thus, the project would shift the trips
associated with these parking spaces to the
proposed new parking structure.

Hexagon evaluated the project impacts in
accordance with the requirements of Redwood
City and C/CAG. The C/CAG administers the
San Mateo County Congestion Management
Program (CMP). The study included an
analysis of weekday AM and PM peak-hour
traffic conditions and determined the traffic
impacts of the proposed development on key
intersections, freeways, and interchanges in
the vicinity of the site. The project site plan was
reviewed to determine the overall adequacy
of the site access and on-site circulation in
accordance with generally accepted traffic
engineering standards and to identify any
access or circulation issues that should be
improved. The traffic report also included
a qualitative analysis of the project’s effect
on transit service in the area and on bicycle
and pedestrian circulation in the study area.

Improvements were recommended to mitigate
significant impacts and to encourage use of
alternative modes of transportation. In addition,
Hexagon also assisted the County in assessing
the effect of a potential new driveway on
Veterans Boulevard that would connect to the
proposed new parking structure.

LOCATION
Redwood City, CA

PROJECT DATES
2017 to 2019
BUDGET
$69,225
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EHDD Hillsborough Town Hall Complex 84
Montrose Collective Public Private Partnership
Facilitation
TGC was retained by Radom Capital, LLC to
evaluate the potential of a mutually beneficial
public-private partnership between the Montrose Redevelopment Authority, the City of Houston, and Radom
Capital (developer). The proposed private
development included the potential for a
$60M commercial development to include a
structured parking facility which could accommodate both on and off-site demand. Adjacent to the proposed development location was a
parcel owned by the City of Houston for use as
a police department sub-station. It was
also identified early on that the acquisition of
this parcel for incorporation into the project
would be advantageous. As a component of
this project TGC completed the following:
– Developed an analysis and supporting
documentation that identified a parking
deficiency in the project area.
– Completed an economic returns analysis that
demonstrated the projects ability to generate
a significant amount of property and sales tax
revenue.
– Assembled a development agreement pro
forma analysis that identified a mutually
beneficial property tax reimbursement
agreement between the Montrose
Redevelopment Authority (a tax increment
reinvestment zone) and the developer.
– Coordinated an agreement with the City
of Houston to convey an adjacent parcel of
property to the developer in exchange for
the construction of a City of Houston public
library facility.
– Developed presentations and other
information for presentation to elected
officials, the general public, and others.
– Coordinated a multifaceted outreach
strategy.
– Facilitated the execution of several
agreements and memorandums of
understanding to facilitate the completion of
all components of the transaction.

LOCATION
Houston, TX
CLIENT
Radom Capital LLC

PROJECT DATES
2018-2019
SCOPE
Economic Analysis
Intergovernmental
Coordination
Development Agreements
Photo by Radom Capital
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EHDD Hillsborough Town Hall Complex 85
EDA Pre-Award Grant Administration & Compliance
City of Paso Robles, CA
As part of a prior contract, TGC worked with
the City of Paso Robles and the City’s consultant Magellan Advisors in development of a grant application to fund a portion of the city’s
municipal fiber-optic network project that was
responsive to the EDA’s investment priorities
and the notice of funding opportunity (NOFO)
specific to the CARES Act funding aimed at
recovery from the COVID-19 pandemic.

After the application was submitted in Grants.
gov, TGC worked on behalf of the City to
answer post submission questions as well as
augment and make application changes at the
request of EDA representatives and reviewers.

TGC staff that had contributed to the application development, including NEPA and federal compliance, also participated in post-application submission activities.

On September 2021, the City of Paso Robles
was awarded $2.8M by the EDA for their Fiber
Optic Network Cable Replacement and Installation Project

LOCATION
Paso Robles, CA
CLIENT
City of Paso Robles, CA

PROJECT DATES
2021
SCOPE
Post-grant application
submission support
Additional NEPA support
Intergrovernmental
Coordination
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Contact
Jennifer Devlin-Herbert
[email protected]
T +1 (415) 214 7222
San Francisco
Pier 1, Bay 2
The Embarcadero
San Francisco, CA 94111
+1 (415) 285-9193
Seattle
Pier 55 1101 Alaskan Way, Suite 203
Seattle, WA 98101
+1 (206) 734-3870
www.ehdd.com
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61236.01300\40844037.1
15 EXHIBIT B
Schedule of Charges/Payments
Consultant will invoice Town on a monthly cycle. Consultant will include with each invoice a detained progress report that indicates the amount of budget spent on each task. Consultant will inform Town regarding any out-of-scope work being performed by Consultant. This is a time-andmaterials contract. -224-
61236.01300\40844037.1
16 EXHIBIT C
Activity Schedule
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61236.01300\40844037.1
17 EXHIBIT D
Values Statement

TOWN OF HILLSBOROUGH CITY COUNCIL, BOARDS, AND COMMUNITIES

VALUES STATEMENT
As a member of the Town of Hillsborough City Council or of a Hillsborough board or committee, I agree to uphold the Town mission statement and adhere to the following values. I will:
• Serve with integrity and be a responsible steward of taxpayer dollars and the natural environment.
• Treat everyone with respect, listen to understand, and promote civility, courtesy, and thoughtfulness in all interactions.
• Create an atmosphere where individual members, Town staff, and members of the community are free to express their ideas and work to their full potential. • Promote public and individual trust through honest and open practices and communications.
• Recognize and celebrate the diversity of our community through the pursuit of equal access, equal participation, and fair treatment for all. • Work collaboratively with others toward the common good in order to achieve innovative solutions for the public benefit.
• Maintain a balanced sense of community and quality of life through the protection and improvement of our natural and built environments.
• Respect the dignity and privacy of individuals and organizations. • Safeguard the community from the threats of natural, technological, or other threats to our safety and wellbeing.
• Avoid and discourage conduct which is divisive or harmful to the best interests of Hillsborough.
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