Los Altos Hills City Council
September 17, 2026

TOWN OF LOS ALTOS HILLS September 17, 2026
Staff Report to the City Council
SUBJECT: RESOLUTION GRANTING REQUEST FOR EXTENSION OF THE

EXPIRATION DATE FOR A BUILDING PERMIT FOR THE LANDS
OF MERKLEY, 25851 ESTACADA WAY, PERMIT# BLD23-0682
FROM: Jay Bradford, Community Development Director
APPROVED: Cody Einfalt, City Manager
RECOMMENDATION: That the City Council:

Adopt the resolution approving the extension request for Building Permit # BLD23-0682 with a new expiration date of September 17, 2027.

DISCUSSION:

The property owner is requesting an extension of Building Permit # BLD23-0682 at 25851 Estacada Way that was originally issued on May 22, 2024. See Appendix 1 for a copy of the request. The project was delayed due to planning department review of an ADU and associated remodel. New residence construction projects with a valuation between $250,000 and $500,000 are limited to 24 months for completion following the issuance of the building permit. See Los Altos Hills Municipal Code, Title 8, Section 10.04 (https://ecode360.com/43997785), which shows the time limitations set by project type and value. Since the estimated value of the project is between $250,000-$500,000, the building permit expired on May 22, 2026. The Construction Time Limits Ordinance does allow the extension of time limit by two six-month extensions if the extension request is made in the allotted time as described in Section 8-10.04. The applicant has not asked for an extension previously. For this request, however, the City Council must consider the extension as all other extension options have been exhausted. The applicant has submitted a request for an extension for up to six months to complete the work, which is their first city council request.

Staff recommends granting an extension to allow for additional inspections necessary for project closeout. With this approved permit extension, the applicant will have 12 months from the approved council date. Following the 12 months, if the work is still not complete the applicant will be required to apply for another permit extension from City Council. We will not be collecting a deposit as a part of this extension as the delay was on the Town’s side and that the work is near completion. Due to this, we will not be recommend collecting a deposit.

ITEM 5I ATTACHMENT 4

The above project, if approved, would result in a 12-month extension from the council date. The approved permit extension resolution would supersede any related conditions of approval in the planning entitlements and permitting compliance dates.

ENVIRONMENTAL REVIEW:

This action does not qualify as a “Project” as defined in California Government Code Section 15378(b) of the Guidelines for California Environmental Quality Act.

CITY COUNCIL WORK PLAN:

This is not part of the 2026-27 City Council Work Plan as extensions are, depending on applicability, part of the standard site development approval process.

FISCAL IMPACT:

There is no fiscal impact associated with these time extension requests as the applicant pays a fee for service covering the Town’s costs.

RESOLUTION ____-26

A RESOLUTION OF THE CITY COUNCIL OF THE TOWN OF LOS ALTOS HILLS APPROVING A TIME EXTENSION OF PERMIT BLD23-0682
WHEREAS, Brendon and Taryn Merkley (“Owners”) owns the property commonly known as 25851 Estacada Way, Los Altos Hills, California; and
WHEREAS, the building permit # BLD23-0682 was issued for an ADU on May 22, 2024, with reasonable conditions of approval; and
WHEREAS, the permit expired on May 22, 2026, as the Town has adopted a Construction Time Limits Ordinance and, pursuant thereto, sets an expiration date for Building Permits for residential projects with a valuation between $250,000-$500,000 at twenty-four (24) months; and
WHEREAS, pursuant to the Construction Time Limits Ordinance, the City Council has the authority to grant reasonable extensions of time for Building Permits that have expired; and WHEREAS, the Town generally grants time extensions of six (6) months to one (1) calendar year; and
NOW, THEREFORE, BE IT RESOLVED the City Council of the Town of Los Altos Hills does hereby approve on behalf of the Owners, a twelve (12) month Time Extension of approved Building Permit # BLD23-0682, subject to the originally adopted conditions, from the date of council approval.

The above and foregoing Resolution was passed and adopted by the City Council of the Town of Los Altos Hills at a regular meeting held on the 17th day of September 2026 by the following vote:

AYES:

NOES:

ABSTAIN:

ABSENT:

BY: _______________________________
Rajiv Bhateja, Mayor
ATTEST: ______________________________
Arika Miller, City Clerk

TOWN OF LOS ALTOS HILLS September 17, 2026
Staff Report to the City Council
SUBJECT: RESOLUTION GRANTING REQUEST FOR EXTENSION OF THE

EXPIRATION DATE FOR A BUILDING PERMIT FOR THE LANDS
OF STATA, 12638 LA CRESTA COURT, PERMIT# BLD23-0476
FROM: Jay Bradford, Community Development Director
APPROVED: Cody Einfalt, City Manager
RECOMMENDATION: That the City Council:

Adopt the resolution approving the extension request for Building Permit # BLD23-0476 with a new expiration date of September 17, 2027.

DISCUSSION:

The property owner is requesting an extension of Building Permit # BLD23-0476 at 12638 La Cresta Court that was originally issued on January 4, 2024. See Appendix 1 for a copy of the request. The project was delayed due to fire department review of the ADU. That has now been completed, and the project is awaiting final inspection and sign-off from the Town. New residence construction projects with a valuation below $250,000 are limited to 18 months for completion following the issuance of the building permit. See Los Altos Hills Municipal Code, Title 8, Section 10.04 (https://ecode360.com/43997785), which shows the time limitations set by project type and value. Since the estimated value of the project is between $0-$250,000, the building permit expired on July 4, 2025. The Construction Time Limits Ordinance does allow the extension of time limit by two six-month extensions if the extension request is made in the allotted time as described in Section 8-10.04. The applicant has not asked for an extension previously. For this request, however, the City Council must consider the extension as all other extension options have been exhausted. The applicant has submitted a request for an extension for up to six months to complete the work, which is their first city council request.

Staff recommends granting an extension to allow for additional inspections necessary for project closeout. With this approved permit extension, the applicant will have 12 months from the approved council date. Following the 12 months, if the work is still not complete the applicant will be required to apply for another permit extension from City Council. Staff does not recommend collecting a deposit in this case due to the delay caused by the Fire Department and that the project just needs a final inspection and sign off.

ITEM 5I ATTACHMENT 5

The above project, if approved, would result in a 12-month extension from the council date. The approved permit extension resolution would supersede any related conditions of approval in the planning entitlements and permitting compliance dates.

ENVIRONMENTAL REVIEW:

This action does not qualify as a “Project” as defined in California Government Code Section 15378(b) of the Guidelines for California Environmental Quality Act.

CITY COUNCIL WORK PLAN:

This is not part of the 2026-27 City Council Work Plan as extensions are, depending on applicability, part of the standard site development approval process.

FISCAL IMPACT:

There is no fiscal impact associated with these time extension requests as the applicant pays a fee for service covering the Town’s costs.

RESOLUTION ____-26

A RESOLUTION OF THE CITY COUNCIL OF THE TOWN OF LOS ALTOS HILLS APPROVING A TIME EXTENSION OF PERMIT BLD23-0476
WHEREAS, Raymond Stata (“Owner”) owns the property commonly known as 12638 La Cresta Court, Los Altos Hills, California; and
WHEREAS, the building permit # BLD23-0476 was issued for an ADU on January 4, 2024, with reasonable conditions of approval; and
WHEREAS, the permit expired on July 4, 2025, as the Town has adopted a Construction Time Limits Ordinance and, pursuant thereto, sets an expiration date for Building Permits for residential projects with a valuation between $0-$250,000 at eighteen (18) months; and WHEREAS, pursuant to the Construction Time Limits Ordinance, the City Council has the authority to grant reasonable extensions of time for Building Permits that have expired; and WHEREAS, the Town generally grants time extensions of six (6) months to one (1) calendar year; and
NOW, THEREFORE, BE IT RESOLVED the City Council of the Town of Los Altos Hills does hereby approve on behalf of the Owner, a twelve (12) month Time Extension of approved Building Permit # BLD23-0476, subject to the originally adopted conditions, from the date of council approval.

The above and foregoing Resolution was passed and adopted by the City Council of the Town of Los Altos Hills at a regular meeting held on the 17th day of September 2026 by the following vote:

AYES:

NOES:

ABSTAIN:

ABSENT:

BY: _______________________________
Rajiv Bhateja, Mayor
ATTEST: ______________________________
Arika Miller, City Clerk

THE TOWN OF LOS ALTOS HILLS September 17, 2026
Staff Report to the City Council
SUBJECT: RESOLUTION ACCEPTING THE PROPOSED DONATED ENGINEERING SERVICES FROM LEA & BRAZE ENGINEERING, INC. FOR THE PARKS

AND RECREATION REPLACEMENT PROJECT
FROM: WooJae Kim, Public Works Director
APPROVED: Cody Einfalt, City Manager
RECOMMENDATION:

Staff recommend that the City Council adopt a resolution (Attachment 1) accepting the proposed donated engineering services from Lea & Braze Engineering, Inc. for the Parks and Recreation Replacement Project.

BACKGROUND
The Parks and Recreation Building, located at 26379 Fremont Road adjacent to Town Hall, serves as the primary operations facility for the Town's Community Services program. The existing single-story building is approximately 880 square feet and was constructed in the 1950s. The facility currently includes a private office, two open workstations for Community Services staff, a break room, a storage room, and a unisex restroom.

On January 15, 2026, the City Council directed staff to pursue replacement of the existing building with a new prefabricated structure. This approach would allow the Town to potentially increase the building size to approximately 1,000 to 1,200 square feet while streamlining the design and construction process.

On March 19, 2026, the City Council approved the proposed donation of architectural services from M Designs Architects (MDA) to assist the Town with development of the project. The donated architectural services include the following:
 Assistance with a public outreach listening session regarding the new building;  Assisting the Town in developing a final programming document to serve as the basis of design;
 Preparing schematic designs and obtaining public input;  Assisting the Town through the Planning Commission and City Council approval processes; and
 Reviewing construction documents prepared by the Architect of Record for general conformance with design intent as approved by the City Council.

ITEM 5J

City Council Page 2
Accept Donated Engineering Services from Lea & Braze
September 17, 2026
The Parks and Recreation Building Replacement Project is included in the Town's adopted FY2026–27 Operating and Capital Budget.

DISCUSSION
The Town is currently working with M Designs Architects to develop conceptual designs and interior layout options for the new Parks and Recreation Building.

To support development of the conceptual design to include site improvements and establish a reliable preliminary project cost estimate, civil engineering services are needed to evaluate and develop the proposed site improvements. The civil engineer would work collaboratively with MDA and the Town project team to address site conditions, utilities, grading, accessibility, hardscape, and other infrastructure needs associated with the replacement building.

Staff contacted multiple engineering firms to solicit proposals for the civil engineering services for the project. Lea & Braze Engineering, Inc. was the only firm to submit a proposal and offered to provide concept design phase engineering services on a pro bono basis as a community benefit to the Town.

The donated services represent an estimated value of approximately $10,000 in professional services, resulting in cost savings for the Town. The proposal for these donated services has been incorporated into the Town’s short-form agreement, as included in Attachment 2.

The proposed services of Lea & Braze would include:
 Preliminary Site Development/Grading & Drainage Plan – including cost estimates at conceptual design stage, estimated earthworks, updated MDA/MFA worksheet as needed, and site details as needed
 Coordination/Meetings with Town staff and Architect during conceptual design stage.

The donated engineering services would complement the architectural services previously donated by MDA and provide the Town with the technical information needed to advance the project through the conceptual design stage and establish more reliable project cost estimates.

Once the donated scope of work is completed through the conceptual design phase, the Town would need to retain a qualified design team to prepare the final design and construction documents, including plans, specifications, and cost estimates, for the public bidding and construction phases of the project.

Pursuant to the Town’s Gifts and Donations Policy (Attachment 3), adopted by Council on November 10, 2014, donations valued at $5,000 or more require Council approval for acceptance.

The policy also provides that an agreement with the donor may be required, as applicable, and that an acknowledgment letter and written disclosure of the contribution will be issued for the donated services.

City Council Page 3
Accept Donated Engineering Services from Lea & Braze
September 17, 2026
Project Timeline
The Town is currently working with MDA on the conceptual design and interior layout options.

The anticipated project schedule is summarized below. The current goal is to complete the project by Summer 2029.

Steps Date of Completion

1. Obtain Committee Feedback on Concept Designs November 2026

2. City Council approval of a concept design January 2027

3. Planning Approval of the concept design* August 2027

4. Issue RFP for design team to prepare construction
documents and bid package
June 2027

5. City Council award of design services agreement August 2027

6. City Council authorization to advertise the project for bids
February 2028

7. City Council award of construction contract May 2028

8. Project Completed Summer 2029
*The Planning approval schedule may vary depending on public hearing requirements and the nature of any required land use approvals.

ENVIRONMENTAL REVIEW
Replacement of an existing building with a new structure of substantially the same size, purpose, and capacity is categorically exempt under the California Environmental Quality Act (CEQA) pursuant to CEQA Guidelines, Article 19, Section 15302(b) Replacement or Reconstruction (Class 2).

2026 -27 CITY COUNCIL WORK PLAN:

This action is consistent with the 2026–2027 City Council Work Plan and advances the Parks and Recreation building project identified under the Public Works Key Projects and Initiatives.

FISCAL IMPACT:

Acceptance of the donated engineering services from Lea & Braze Engineering, Inc. will provide cost savings for the Parks and Recreation Building Replacement Project. There is no direct fiscal impact associated with accepting the donated services.

ATTACHMENTS

1. Resolution Accepting Donated Engineering Services from Lea and Braze

2. Draft Agreement with Lea & Braze Engineering

3. Gifts and Donation Policy
Prepared by: Melissa Elian-Carrillo, Associate Engineer

RESOLUTION XX-26

A RESOLUTION OF THE CITY COUNCIL OF THE TOWN OF LOS ALTOS HILLS

ACCEPTING THE PROPOSED DONATED ENGINEERING SERVICES FROM LEA & BRAZE ENGINEERING, INC. FOR THE PARKS AND RECREATION BUILDING

REPLACEMENT PROJECT
WHEREAS, the Parks and Recreation building, located at 26379 Fremont Road adjacent to Town Hall, serves as the primary operations facility for the Community Services program; and WHEREAS, on January 15, 2026, the City Council directed staff to pursue the replacement of the existing building with a new prefabricated structure; and WHEREAS, the Parks and Recreation Center Replacement Project is included in the adopted FY 2026–2027 Operating and Capital Budget and is funded with a $1.5 million allocation from the CIP/General Fund; and
WHEREAS, the Town is currently working with M Designs Architects to develop conceptual designs and interior layout options for the new Parks and Recreation Building; and WHEREAS, civil engineering services are needed to evaluate and develop the site improvement plans and establish a reliable preliminary project cost estimate; and WHEREAS, Lea & Braze Engineering, Inc. submitted a proposal and offered to provide concept design phase engineering services on a pro bono basis as a community benefit to the Town; and WHEREAS, the donated services represent an estimated value of approximately $10,000 in professional services, resulting in cost savings for the Town; and WHEREAS, pursuant to the Town’s Gifts and Donations Policy, donations valued at $5,000 or more require Council approval for acceptance.

NOW, THEREFORE, BE IT RESOLVED by the City Council of the Town of Los Altos Hills that the City Manager is authorized to enter into Agreement with Lea and Braze Engineering, Inc. for pro bono engineering services to develop the site improvement plans and concept design estimates.

The above and foregoing Resolution was passed and adopted by the City Council of the Town of Los Altos Hills at a regular meeting held on the 17th day of September 2026 by the following vote:

AYES:

NOES:

ABSTAIN:

ITEM 5J Attachment 1

ABSENT:

BY:

ATTEST: Rajiv Bhateja, Mayor

Arika Birdsong-Miller, City Clerk

AGREEMENT
THIS AGREEMENT is made and entered into on the ___ day of September 2026 by and between the TOWN OF LOS ALTOS HILLS (hereinafter referred to as "TOWN") and Lea & Braze Engineering, Inc. (hereinafter referred to as "CONTRACTOR"). In consideration of their mutual covenants, the parties hereto agree as follows:

1. CONTRACTOR. Shall provide or furnish the following specified services and/or materials:

Donated consultant services for conceptual site improvement design for the Parks & Recreation Building Replacement Project.

2. EXHIBITS. The following exhibits are hereby incorporated into and made a part of this Agreement:

Task Items #1 and #3 in the Proposal from CONTRACTOR dated September 17, 2026.

3. TERMS. The services and/or materials furnished under this Agreement shall commence September 21, 2026, and shall be completed by June 30, 2027, unless terminated pursuant to Section 5(f).

4. COMPENSATION. For the full performance of this Agreement:
a. TOWN shall pay CONTRACTOR an amount not to exceed One Thousand dollars and Zero cents ($1,000.00) for reimbursable items within thirty (30) days following receipt of invoice and completion/delivery of services/goods as detailed in Sections 1, 2, and 3 of this Agreement and only upon satisfactory delivery/completion of goods/services in a manner consistent with professional/industry standards for the area in which CONTRACTOR operates. TOWN is not responsible for paying for any work done by CONTRACTOR or any subcontractor above and beyond the not to exceed amount.
b. Town shall not reimburse for any of CONTRACTOR's costs or expenses to deliver any services/goods. Town shall not be responsible for any interest or late charges on any payments from Town to CONTRACTOR.
c. CONTRACTOR is responsible for monitoring its own forces/employees/agents/ subcontractors to ensure delivery of goods/services within the terms of this Agreement. TOWN will not accept or compensate CONTRACTOR for incomplete goods/services.

5. GENERAL TERMS AND CONDITIONS.
a. HOLD HARMLESS. CONTRACTOR agrees to indemnify, defend, and hold harmless the TOWN, its officers, agents, and employees from any and all demands, claims, or liability of personal injury (including death) and property damage of any nature, caused by or arising out of the performance of CONTRACTOR under this Agreement. With regard to CONTRACTOR’S work product, CONTRACTOR agrees to indemnify, defend, and hold harmless the TOWN, its officers, agents, and employees from any and all demands, claims or liability of any nature to the extent caused by the negligent performance of CONTRACTOR under this Agreement.
b. INSURANCE. CONTRACTOR shall file with the TOWN a certificate of insurance before commencing any services under this Agreement as follows:
i. WORKERS COMPENSATION INSURANCE: Minimum statutory limits. ii. COMMERCIAL GENERAL LIABILITY AND PROPERTY DAMAGE
INSURANCE: General Liability and Property Damage Combined. $1,000,000.00 per occurrence, including comprehensive form, personal injury, broad form personal damage, contractual and premises/operation, all on an occurrence basis. If an aggregate limit exists, it shall apply separately or be no less than two (2) times the occurrence limit.
iii. AUTOMOBILE INSURANCE: $1,000,000.00 per occurrence. iv. ERRORS AND OMISSIONS INSURANCE: $1,000,000.00 aggregate. v. NOTICE OF CANCELLATION: The City requires 30 days written notice of cancellation. Additionally, the notice statement on the certificate should not include the wording "endeavor to" or "but failure to mail such notice shall impose no obligation or liability of any kind upon the company, its agents or representatives.”
vi. CERTIFICATE OF INSURANCE: Prior to commencement of services, evidence of insurance coverage must be shown by a properly executed certificate of insurance, and it shall name "The Town of Los Altos Hills, its elective and appointed officers, employees, and volunteers" as additional insureds.
vii. To prevent delay and ensure compliance with this Agreement, the insurance certificates and endorsements must be submitted to:

Town of Los Altos Hills
26379 Fremont Road
Los Altos Hills, CA 94022
c. NON-DISCRIMINATION. No discrimination shall be made in the employment of persons under this Agreement because of the race, color, national origin, age, ancestry, religion, or sex of such person.
d. INTEREST OF CONTRACTOR. It is understood and agreed that this Agreement is not a contract of employment and does not create an employer-employee relationship between the TOWN and CONTRACTOR. At all times, CONTRACTOR shall be an independent contractor, and CONTRACTOR is not authorized to bind the TOWN to any contracts or other obligations without the express written consent of the TOWN. In executing this Agreement, CONTRACTOR certifies that no one who has or will have any financial interest under this Agreement is an officer or employee of TOWN. e. CHANGES. This Agreement shall not be assigned or transferred without the advance written consent of the TOWN. No changes or variations of any kind are authorized without the written consent of the City Manager. This Agreement may only be amended by a written instrument signed by both parties. f. TERMINATION. This Agreement may be terminated by TOWN upon seven (7) days written notice to CONTRACTOR. Monies owed for work satisfactorily completed shall be paid to CONTRACTOR within 14 days of termination. g. RECORDS. All reports, data, maps, models, charts, studies, surveys, calculations, photographs, memoranda, plans, studies, specifications, records, files, or any other documents or materials, in electronic or any other form, that are prepared or obtained pursuant to this Agreement and that relate to the matters covered hereunder shall be the property of the TOWN. CONTRACTOR hereby agrees to deliver those documents to the TOWN at any time upon demand of the TOWN. It is understood and agreed that the documents and other materials, including but not limited to those described above, prepared pursuant to this Agreement are prepared specifically for the TOWN and are not necessarily suitable for any future or other use. Failure by CONTRACTOR to deliver these documents to the TOWN within a reasonable time period or as specified by the TOWN shall be a material breach of this Agreement. TOWN and CONTRACTOR agree that until final approval by TOWN, all data, plans, specifications, reports, and other documents are preliminary drafts not kept by the TOWN in the ordinary course of business and will not be disclosed to third parties without prior written consent of both parties. All work products submitted to the TOWN pursuant to this Agreement shall be deemed a "work for hire.” Upon submission of any work for hire pursuant to this Agreement, and acceptance by the TOWN as complete, nonPage 188 of 365 exclusive title to copyright of said work for hire shall transfer to the TOWN. The compensation recited in Section 4 shall be deemed to be sufficient consideration for said transfer of copyright. CONTRACTOR retains the right to use any project records, documents, and materials for marketing of their professional services. h. CONTRACT ADMINISTRATION. The TOWN hereby designates WooJae Kim, the Public Works Director, and the City Manager as Contract Administrator for this agreement. The CONTRACTOR shall only take direction regarding the services provided under this Agreement from the Contract Administrator. Furthermore, CONTRACTOR agrees that the Contract Administrator shall be included any meeting, teleconference, or written communication between any Town representative, including Committee members, and the CONTRACTOR. The TOWN may modify the Contract Administrator at any time upon providing written notice to the CONTRACTOR.
i. ENTIRE AGREEMENT. This Agreement represents the entire agreement between the Parties. Any ambiguities or disputed terms between this Agreement and any attached Exhibits shall be interpreted according to the language in this Agreement and not the Exhibits.

6. INVOICING. Send all invoices to the contract coordinator at the address below.

This Agreement shall become effective upon its approval and execution by TOWN. In witness whereof, the parties have executed this Agreement on the day and year first written above.

CONTRACT COORDINATOR and
representative for TOWN: CONTRACTOR:

WooJae Kim
Public Works Director
Town of Los Altos Hills By:
26379 Fremont Road Signature Date
Los Altos Hills, CA 94022
Print name, Title
TOWN OF LOS ALTOS HILLS:

By:

Cody Einfalt Date
City Manager

September 17, 2026
Project No. 2261867 CI
Quotation for Engineering Services
Town of Los Altos Hills – 26379 Fremont Road – Los Altos Hills Client Initials _____ Consultant Initials JT

Client Contact Information for Billing/ Invoicing Purposes:

Town of Los Altos Hills
Attn: Melissa Elian
26379 Fremont Road
Los Altos Hills, CA 94022
Ph: (650) 947-2517 |Email: [email protected] Project Description: Town Hall Recreation Building replacement with Modular Building 26379 Fremont Road, Los Altos Hills, CA 94022
APN: 175-56-003
Scope of Services by Lea & Braze Engineering Inc:

Preliminary Engineering / Planning for Project Scope Fee 1) Preliminary plans, sketches and supporting documents for Planning Design Review / Planning Commission Study sessions and approval. • Preliminary Site Development / Grading & Drainage Plans – including estimated earthworks, updated MDA/MFA
worksheet No. 2 [based upon floor areas provided by the Architect], and site details as needed
1) At No Cost, (Valued at $6,800 on
a Time Basis)
2) Final plans, sketches and supporting documents for Engineering Review sessions and approval.
2) Will be done on time basis, as
needed $10,000
• Final Site Development / Grading & Drainage Plans –
including estimated earthworks, updated MDA/MFA
worksheet No. 2 [based upon floor areas provided by the Architect], and site details as needed
Meetings – Fee
3) Meeting with Town Staff, Project Landscape Architect and Project Architect. Please note: subject to a two (2) hour minimum for site reviews and meeting (out of the Lea & Braze premises.
3) At No Cost, (Valued at $3,000 on
a Time Basis)
4) Public Meetings and response to questions at the public hearing. .

Please note: subject to a two (2) hour minimum for site reviews and meeting (out of the Lea & Braze premises.
4) Will be done on a time basis, as
needed (budget $3,000)

September 17, 2026
Project No. 2261867 CI
Quotation for Engineering Services
Town of Los Altos Hills – 26379 Fremont Road – Los Altos Hills Client Initials _____ Consultant Initials JT

Assumptions / Limitations:

1. It is our understanding that the Scope of Services provided by Lea & Braze Engineering will be specifically for Los Altos Hills site grading & drainage per Town Guidelines.

2. The project will be limited to the area adjacent to the town hall for the replacement of the recreation building. It assumes the parking lot, utilities in place and site will remain unchanged.

3. It is assumed that the structural design for the foundation is designed by others.

4. Design & plans for construction documents / permits, off-site improvements, or utility main extensions are not anticipated; and therefore are excluded from this Scope of Services.

5. Construction staking services is not covered under this contract Additional Services Fee
Additional Services to be done only if required and with client’s prior authorization. To include the following:

Fees to be determined as required
• Client’s, Architect’s, Landscape Architect’s or Contractor’s revisions; Value Engineering revisions; field related revisions; or revisions due to either incomplete or inaccurate base information provided by others. Revisions may also require updates to Plans, exhibit, supporting calculations and documents.
• Other Additional Services such as: preparation of other exhibits, plans or documents (not included in the above scope items); CA State required SWPPP; plans for major off-site improvement; asbuilt documentation; and inspections.

September 17, 2026
Project No. 2261867 CI
Quotation for Engineering Services
Town of Los Altos Hills – 26379 Fremont Road – Los Altos Hills Alexander Abaya, PLS 8855
Principal Surveyor – Survey Dept.

James Toby, PE 63127, PLS 8102
Principal Engineer – Civil Dept.

Peter Carlino, PE 79555
Principal Engineer – Civil Dept.

Please note: All invoices are due upon receipt. Late payments incur a 1.5% penalty per month added to any unpaid balance after 30 days.

All accounts unpaid at 45 days past due will receive notification of late payment. All accounts unpaid at 60 days past due will be subject to have the project placed on hold and all work may be stopped until the account is brought up to date.

Lea and Braze Engineering follows California standard lien laws. Should you execute this contract, you will receive a Standard California 20-Day Preliminary Notice. This notice is to inform you that we are providing Civil Engineering and/or Land Surveying services on your referenced property. Note: This will not be a lien request or a request for payment. This is for Information Only.

Payments may be made through our website at www.leabraze.com, over the phone at (510) 887-4086, or via mail to our Pleasanton office.

Please Note:
• By signing above the signing party agrees that they are the responsible billing party for the project and are the billing contact for invoices. Client Contact Information listed in proposal will be used for billing and invoicing purposes unless otherwise directed by Client/ Signer.

Attachments: “Exhibit A” - General Provisions and “Exhibit B” - Fee Schedule and Specific Exclusions [please carefully study these Exhibits, initial and return them as part of this agreement]. Thank you. -- Quotation Valid for 45 days --
For Lea and Braze Engineering, Inc: Jim Toby
Jim Toby, PE, PLS, Principal
Client Approval:

Date
Please print name and title:

Quotation for Engineering Services
Town of Los Altos Hills – 26379 Fremont Road – Los Altos Hills September 17, 2026 Project No. 2261867 CI
Client Initials ______ Consultant Initials JT

ENGINEERING SERVICES - EXHIBIT “A”
General Provisions
Client and Consultant agree that the following provisions shall be part of this agreement:

1. Client and Consultant agree to cooperate with each other in order to fulfill their responsibilities and obligations under this agreement. Both Client and Consultant shall endeavor to maintain good working relationships among members of the project team.

2. This agreement shall be governed by and construed in accordance with the laws of the State of California.

3. If a required retainer or deposit is not received within 72 hours of the receipt of signed Client approval, services may be delayed.

4. Client agrees that if Client requests services not specified in the scope of services described in this agreement, Client will pay for all such additional services as extra services in accordance with Consultant’s billing rates utilized for this agreement.

5. Adoptions of Codes and Ordinances by reviewing agencies, including changes in interpretation of such by reviewing agencies, may require revised or additional services by Consultant which shall be billed at current billing rates. Consultant shall notify the Client in writing of changes in review process because of changes in application by reviewing agencies or changes in reviewing agency personnel if additional costs are caused thereby.

6. All fees and other charges due Consultant will be billed upon the completion of work for submittal to reviewing agency (or a percentage thereof), or at periodic intervals; and shall be due at the time of billing unless specified otherwise in this agreement. Invoices shall be due upon receipt. Late charges of one and one-half percent (1.5%) per month are assessed if payment is not received within thirty (30) days. Termination of services requires written notification. Work stopped in progress will be billed based on time basis, plus any associated reimbursable expenses. If invoices become past due over sixty (60) days, from receipt by Client, Lea & Braze Engineering, Inc. shall have the unilateral and unequivocal right to suspend performance of services without liability for delay or for consequential or other damages which may result from such suspension.

7. Client agrees that all reports, plans, specifications, field data and other documents, including such in electronic media, which are prepared by Consultant shall remain the property of the Consultant and may be used by the Consultant. Upon payment of all outstanding fees Client shall be entitled to use of final plans and specifications unless Client is in default of this agreement.

8. Client agrees to not use or allow to be used by other parties plans and specifications which are not final and which are not signed and sealed by Consultant, and to not allow other parties to modify plans and specifications prepared by Consultant.

9. Client agrees that if this agreement is terminated prior to completion of final plans Client shall release Consultant from all liability for services performed.

10. If Consultant is not retained to provide construction-phase services for the project Client assumes all responsibility for interpretation and construction observation, and Client assumes full responsibility, for any and all claims arising from modification, clarification, interpretation and changes to the plans except for claims arising from the sole negligence of the Consultant. Client shall indemnify and hold harmless Consultant from such claims.

11. In no case shall the Consultant be responsible for job site conditions or safety.

12. If Client is not the Owner of the property on which the project is designed, a Preliminary Lien Notice shall be mailed to the Owner upon commencement of work by Consultant.

13. Client shall pay for additional or revised insurance or liability by the Client should such be requests be made by Client.

14. Quantity estimates provided by Consultant are estimates only. The Client shall require Contractor and Subcontractors to independently confirm quantities which may affect their costs or work, and notify Consultant if discrepancies are evident.

15. Client agrees to have Contractor and Subcontractors examine plans and specifications and notify Consultant of field conditions which require clarification or modification of plans in a timely manner.

16. In the event the parties to this Agreement are unable to reach a settlement of any dispute arising out of this Agreement or related to the services under this Agreement, then such disputes may, with the consent of both parties, be settled by binding arbitration in accordance with the Construction Industry Arbitration Rules of the American Arbitration Association or such other arbitration rules as the parties may choose. In any such arbitration, the laws of the State of California shall apply.

17. Client agrees to limit the liability of Consultant, its principals, employees and sub-consultants, to Client and to all contractors and subcontractors on the project, for any claim or action arising in tort, contract, or strict liability to the sum of $50,000.

Client and Consultant acknowledge that this provision was expressly negotiated and agreed upon Exhibit A – General Provisions

Quotation for Engineering Services
Town of Los Altos Hills – 26379 Fremont Road – Los Altos Hills September 17, 2026 Project No. 2261867 CI
Client Initials ______ Consultant Initials JT

ENGINEERING SERVICES - EXHIBIT “B”
Fee Schedule
Civil Principal $340/hr Survey Principal $340/hr
Senior Project Manager $305/hr Senior Surveyor $305/hr
Project Manager $255/hr Associate Surveyor $255/hr
Senior Design/Project Engineer $235/hr 1-Person Survey Crew $285/hr Design Engineer $220/hr 2-Person Survey Crew $330/hr
Engineering Technician $185/hr Survey Technician $195/hr Depositions and/or Court appearance $600/hr with a 4-hour min Clerical $110/hr Note: Attendance at meetings and site reviews will be subject to a two (2) hour minimum charge to allow for preparation, travel, and meeting time.

Plus direct reimbursable expense cost, such as but not limited to: In-house printing for check-prints and prints for issuance, record maps at $10.00 per sheet, documents by outside parties at $8.00 per document, supplemental insurance (i.e. waiver of subrogation, or additional insured), travel expenses and mileage (per Standard IRS mileage rate). Costs for local overnight deliveries will be $30.00 each and $45.00 each for early delivery (Sunrise 8am service), plus an additional minimum of $5.00 for packages weighing over 5lbs. Same day / Rush deliveries will generally be from $100.00 to $150.00, with cost based on time of day, distance and weight. Required rain gauges $100, SWPPP QSD Binder $100, Mailbox to house SWPPP $120 (only if required), rain gauge stand $120 (only if required). For percolation testing, should no water service be available on-site, then we will provide a water tender with necessary water supply for a $750 additional charge for perc testing.

Lea & Braze In-house Printing
Type - Size Cost Type - Size Cost
Bond Black & White – 24”x 36” $4.00 per sheet Mylar Black & White – 18”x 26” $22.00 per sheet Bond Black & White – 30”x 42” $8.00 per sheet Mylar Black & White – 24”x 36” $44.00 per sheet Other media, sizes, or color prints Unit Cost can be provided upon Client request Fees effective as of June 1st, 2024
-- Rates are subject to periodic change--
Specific Exclusions
Those services not included in the “Scope of Services” are excluded from said scope of services, and include (though not limited to):

1. Structural design, site retaining wall or site structures design, illumination design, acoustical design, traffic engineering, environmental reports (E.I.R or other.), geologic or geotechnical engineering services; joint trench design (gas and electrical); shoring design; landscape design; tree protection; private water or sewer systems; dewatering plans; off-site or utility main improvements plans; story pole construction; contractor’s plans for traffic or dust control and safety; operations and maintenance plans or services; and fire protection systems.

2. Revisions or additional work due to unforeseen changes in local or state requirements, or ordinances effective after the date of preparation of this Quotation for Engineering Services.

3. Revisions resulting from either incomplete or inaccurate base information (by others).

4. Preparation of Plans or Documents for other than Town of Los Altos Hills approval.

5. Preparation of Plans or Documents for review by other Municipal Districts, State, or Federal agencies.

6. Submittals and associated municipal fees or charges.

Exhibit B – Fee Schedule

Gifts and Donations to the Town of Los Altos Hills
Policy Adopted November 10, 2014
1 POLICY STATEMENT
The purpose of this policy is to:
• Establish a framework and uniform administrative procedures within which donations and gifts (“donations”) to the Town of Los Altos Hills (“Town”) can be accepted, processed and accounted for in a manner consistent with financial reporting needs as well as federal disclosure requirements;
• Cultivate and maintain an environment where residents and businesses are able to contribute to the Town's programs and facilities;

GENERAL CONCEPTS AND FRAMEWORK
It is essential that donations be properly reported and reviewed carefully for impact on the Town's resources and for consistency with Town policies and procedures including cash handling and inventory. The Town may accept or decline any donation. If the Town chooses to accept a donation, the donation must comply with the following policy framework:

1. The donation must be consistent with the Town’s existing goals and policies, including applicable provisions of the Town’s General Plan and applicable ordinances, resolutions or policies.

2. The donation will not conflict with any provision of the law.

3. The donation will be aesthetically acceptable to the Town, pursuant to the selection criteria established in Section IV(A)(a)-(g) of the Town’s Art in Public Places Policy.

4. The donation will not add to the Town’s workload unless it provides a net benefit to the Town.

5. The donation will not impose future costs such as starting an ongoing program that the Town would be unwilling to fund when the donation was exhausted.

6. Any restrictions placed on the donation by the donor are consistent with the Town’s goals and policies, as articulated in subsection (1) of this section and are approved by the City Council.

7. The donation shall become property of the Town and will be used for public benefit.

8. All donations will receive recognition appropriate to the level and nature of the donation as determined by the Town. For those of a capital nature, that may be in the form of signage, marking or naming. Any naming of facilities shall be approved by the City Council. Regardless of the recognition strategy selected, the intent shall be to appropriately honor the donor for their contribution to the community.

ITEM 5J Attachment 3

GIFTS AND DONATIONS TO THE TOWN OF LOS ALTOS HILLS

Gifts and Donations to the Town of Los Altos Hills
Policy Adopted November 10, 2014
2 9. All donations shall be acknowledged by a written letter from the Town to the donor; in compliance with federal tax law. Donations made with restrictions and/or conditions obligating the Town shall be accepted through a written agreement consistent with these guidelines and approved by the City Council. In-kind capital donations will be subject to normal Town review, permitting, inspection, and insurance requirements.

Applicability of this Policy
The procedures stated in Section A apply to donations offered or given to the Town, donations actively solicited by the Town, and donations from community groups that support various Town operations (e.g. Recreation activities, preservation of the Los Altos Hills heritage, annual Town Picnic and other special events, etc.).

They do not apply to minor individual contributions which will be quickly consumed in a Town-sponsored event, work contributed by individual volunteers, sponsorship of a Town activity, or donations of advertising, publicity, graphics, etc. in exchange for acknowledgment except that a donor may request a written acknowledgement of any donation for which an acknowledgment could otherwise be given.

A. City Requirements for Accepting and Acknowledging Donations City Manager or his/her designee(s) are authorized to accept donations tendered by cash or cash equivalents or by electronic funds transfers (e.g., ACH transfer) on behalf of the Town.

Implementation of this policy is the responsibility of the City Manager or designee.

The estimated value of a donation is based on the donor's estimate. The Town will not independently assign a value to the donation unless it is cash.

Administrative Procedures:

1. Requirements for specific donation amounts:
a. $5,000 or More
 Council Approval Accepting the donation - Agenda Report  Donor Agreement, if applicable
 Acknowledgement Letter and Written Disclosure of Contribution b. $5,000 or Less
 Acknowledgement Letter and Written Disclosure of
 Donor Agreement, if applicable

2. The donation shall be recorded in a separate designated special revenue fund. The daily cash receipts should also indicate the account number used and the last name of the donor as a reference. Finance department may set-up additional accounts/project codes for large fundraisers or other contributions for specific purposes.

3. For small donations that include restrictions and/or obligations accepted by the Town, the money should be used as soon as reasonably possible toward the specific

Gifts and Donations to the Town of Los Altos Hills
Policy Adopted November 10, 2014
3 category indicated by the donor. The purpose of the donations can be notated in the Acknowledgement Letter and Written Disclosure of Contribution.

4. A budget Amendment is required for budget appropriation of any portion of donation funds. A Donation Agreement shall be kept by the City Clerk for a period of three years after the date the donation has been used. If the donation imposes ongoing restrictions or affirmative obligations on the Town, the Donation Agreement shall be kept for as long as the restrictions or obligations remain in force.

Acknowledgment of Donations

1. Within thirty (30) days of receipt of a donation, the Town’s Administrative Services Department (“ASD”) Director will send an acknowledgment letter if the donation is worth $100 or more thanking the donor on behalf of the Town of Los Altos Hills. a. The letter should clearly identify the donation and confirm the placement of the object that has been given to the Town, or the use to which the donation will be devoted.
b. Donations to a governmental entity are treated similarly to charitable contributions for purposes of tax deductions. However, the donor will be responsible to the Internal Revenue Service and Franchise Tax Board for substantiating his or her own tax deduction. The Town will not provide any tax services or documentation to donors.
c. Except for donations of cash or cash equivalents, where the donor amount is apparent, no dollar amount should be stated in the letter. Instead, the letter should contain the following paragraph: “Your donations may be tax deductible. To determine the amount you may properly deduct for tax purposes, you should consult your tax preparer or tax attorney.”
d. The ASD Director will sign the letter and forward a copy to the City Manager. e. For a particularly significant donation, the ASD Director in consultation with the City Manager may ask that a letter be prepared for the Mayor's signature.

2. The ASD Director in consultation with the City Manager will determine if the donation warrants a public announcement and in what manner it should be made. The donor will be notified in advance of any announcement, and has the right to request anonymity.

ROLES AND RESPONSIBILITIES
The City Manager, Administrative Services Director and City Clerk should review donations, to:
• determine what the estimated costs to the Town will be for any related installation, maintenance, operation, storage or liability that may be incurred by acceptance of the object;

Gifts and Donations to the Town of Los Altos Hills
Policy Adopted November 10, 2014
4 • ensure that the donations are properly documented, catalogued, and/or inventoried in the department and Town records;
• ensure that the object will be satisfactorily maintained.

City Manager

1. Evaluate every donation and donation against the Town’s goals and objectives and any direct and/or indirect cost and make recommendations to accept or deny such donation.

2. Issue Acknowledgement and Written Disclosure of Contribution letters.

Administrative Services Director

1. Prepare Council Agenda Reports and receive appropriate Council authorization for donations with value over $5,000.

2. Prepare Budget Amendments to re-appropriate donation funds and increase line item expenditures.

3. Keep track of specific donations and the service categories that the donations are to be used for. The Acknowledgement and Written Disclosure of Contribution letter may address this purpose.

4. Enter donation revenues into the general ledger agency accounts.

5. Provide reports and technical assistance when requested.

City Clerk

1. Process all donations and agreements.

2. Maintain a record of all donations that are accepted, including a description of the donation, the purpose, the restrictions and/or obligations (if any) the donor’s name and address, the date the donation was received, and the disposition of the donation and all related documents for a period of three years after the donation has been expended.

3. Respond to public records requests regarding any of these records. 2355829.1

TOWN OF LOS ALTOS HILLS September 17, 2026
Staff Report to the City Council
SUBJECT: RESOLUTION APPROVING THE SECOND AMENDMENT TO THE

ENGINEERING DESIGN SERVICES AGREEMENT WITH LEA & BRAZE
ENGINEERING, INC. FOR THE SUMMERHILL PATHWAY PROJECT TO

AUTHORIZE ADDITIONAL DESIGN SCOPE RELATED TO PATHWAY
ACCESSIBILITY REQUIREMENTS AT A COST OF $17,000, FOR A TOTAL AGREEMENT AMOUNT NOT TO EXCEED $68,780, AND EXTEND THE
AGREEMENT TERM TO DECEMBER 31, 2027
FROM: WooJae Kim, Public Works Director
APPROVED: Cody Einfalt, City Manager
RECOMMENDATION:

Staff recommend that the City Council adopt a resolution (Attachment 1) approving the Second Amendment (Attachment 2) to the engineering design services agreement with Lea & Braze Engineering, Inc. for the Summerhill Pathway Project to authorize additional design scope related to pathway accessibility requirements at a cost of $17,000, for a total agreement amount not to exceed $68,780, and extend the agreement term to December 31, 2027.

BACKGROUND:

The Summerhill Pathway capital improvement project is included in the Town's adopted FY2026– 27 Operating and Capital Budget. The project is intended to construct roadside pathways along Summerhill Avenue between El Monte Road and Magdalena Avenue as part of the Town's broader pathway network. The Town's standard detail for roadside pathways is included as Attachment 3.

Phase 1 of the Summerhill Pathway Project, extending from El Monte Road to Nicole Lane within the Town limits, was completed in 2020.

Phase 2 would construct approximately 2,300 linear feet of roadside pathway from Nicole Lane to Magdalena Avenue. Most of the proposed pathways are located within public right-of-way and easements under the jurisdiction of the County of Santa Clara. As a result, construction of the pathway requires an encroachment permit from the County Roads and Airports Department.

On August 18, 2022, the City Council awarded an agreement to Lea & Braze Engineering, Inc. in the amount of $41,780 to provide engineering design services for Phase 2 of the project.

DISCUSSION:

The Town initially submitted the Summerhill Pathway design plans to the County Roads and Airports Department on July 31, 2023, for review and issuance of an encroachment permit. The ITEM 6A

Staff Report to City Council Page 2
Amendment to engineering services – Summerhill Pathway
September 17, 2026
2 original design generally followed the Town's standard roadside pathway detail and the Town's previous pathway design practices.

Since the initial submittal, the plans have been revised and resubmitted several times in response to comments and additional requirements received from the County during its encroachment permit review process. The County's requirements have included, among other items, preparation of exhibits for a future maintenance and indemnification agreement between the Town and County, tree surveys, curb ramps and stop signs at street intersections, crosswalk improvements, and other design modifications.

Due to the multiple plan revisions and additional work required during the County's review process, the First Amendment to the agreement with Lea & Braze was issued on June 18, 2024.

The amendment increased the agreement amount by $10,000, increasing the total agreement amount to $51,780.

County Accessibility Requirements
In October 2023, the County first provided comments recommending that the Town conduct an accessibility analysis for the proposed pathway. At that time, Town staff understood the County's accessibility comments to be suggestions rather than mandatory requirements.

Town staff and the Lea & Braze team subsequently sought clarification regarding the County's expectations because of the significant challenges associated with making the proposed recreational and equestrian pathway fully accessible. The Town's traditional roadside pathways generally follow existing site contours and conditions and are intended to accommodate pedestrians, equestrians, and bicyclists. Certain accessibility requirements, including hard and stable pathway surfaces, maximum cross slopes, limitations on changes in level, and requirements associated with steeper longitudinal slopes, could significantly affect the design and character of the proposed pathway.

In 2025, County staff began indicating that compliance with accessibility requirements would be required as part of the encroachment permit process. In response, Lea & Braze prepared a technical memorandum documenting the site constraints and challenges associated with constructing a fully ADA-compliant pathway. The memorandum was submitted to the County on February 13, 2026, and is included as Attachment 4.

Staff also contacted County Supervisor Margaret Abe-Koga’s office to seek assistance in exploring whether any flexibility could be provided regarding the County Roads and Airports Department’s ADA requirements for the Town’s pathway project. The Supervisor’s office advised Town staff to continue working directly with the County Roads and Airports Department on the matter.

On July 15, 2026, the County responded to the technical memorandum and generally maintained its accessibility requirements. The County accepted the Town's justification for the proposed longitudinal slope along the westerly portion of Summerhill Avenue near Nicole Lane, where the pathway would generally follow the slope of the adjacent roadway and exceed the typical fivepercent longitudinal slope requirement.

Staff Report to City Council Page 3
Amendment to engineering services – Summerhill Pathway
September 17, 2026
3 However, the County did not provide exceptions for the remaining accessibility requirements. The County has indicated that the pathway must otherwise comply with applicable federal accessibility standards, including requirements related to pathway surfaces, cross slopes, and changes in level.

The County's additional comments also include requirements for traffic and safety analyses at private cross-street approaches, including evaluation of potential stop controls, striping, and adequate stopping sight distance. As part of the comments, the County Roads and Airports provided the Town with an exhibit that summarized their key comments, which is included as Attachment 5.

On July 23, 2026, Town staff and the Lea & Braze team again met with County staff to further discuss the proposed accessibility requirements and the Town's concerns regarding their impact on a pathway intended for recreational and equestrian use. The Town noted that hard surfaces such as asphalt or concrete could create concerns for equestrian use and would substantially change the nature of the proposed pathway. County staff indicated that the accessibility requirements are not negotiable due to past ADA-related claims received by the County.

Second Amendment for Addition Design Services
Based on the County's latest comments, additional engineering design services are necessary to revise the Summerhill Pathway plans, address the County's accessibility requirements. Lea & Braze submitted a proposal in the amount of $17,000, which would also include updating engineer's construction cost estimate based on the revised plans and County requirements.

Approval of the proposed Second Amendment would increase the total agreement amount from $51,780 to $68,780 and extend the agreement term through December 31, 2027.

Summerhill Pathway Construction Cost Estimates
In March 2024, Lea & Braze prepared an engineer's construction cost estimate of approximately $430,000 for the Summerhill Pathway Project (Attachment 6). This estimate did not include the costs associated with the County's subsequently identified accessibility requirements, potential tree removal and mitigation measures, or other additional requirements resulting from the County's encroachment permit review.

Lea & Braze would reevaluate and update the construction cost estimate as part of the proposed additional design services. Based on the additional accessibility and other County requirements identified to date, staff anticipate that the construction cost could increase to approximately $800,000 or more. The preliminary construction cost estimate prepared by staff is included as Attachment 7. The updated estimate will provide a more reliable basis for determining the project's ultimate construction cost and whether the project remains financially feasible.

Pathways Committee Discussion
The Pathways Committee discussed the status of the proposed Summerhill Avenue Pathway at its August 24, 2026 meeting. Based on the County's comments, the anticipated additional costs, and

Staff Report to City Council Page 4
Amendment to engineering services – Summerhill Pathway
September 17, 2026
4 the challenges associated with meeting the County's accessibility requirements, the Committee discussed whether it would be appropriate to recommend discontinuing the project. Ultimately, the Committee requested that staff determine whether the County's accessibility requirements could be appealed or otherwise reconsidered.

Town staff subsequently contacted the County Roads and Airports Department regarding a potential appeal. The Town was advised that the project remains under review and that the encroachment permit application has neither been approved nor denied. Because the permit has not been denied, there is currently no formal appeal decision or process available to the Town. The project remains on hold pending resubmittal of plans addressing the County's latest comments.

Alternate Recommendation
The County of Santa Clara has identified Summerhill Avenue on its Active Transportation List for potential future improvements within the County public right-of-way, including possible pathway or sidewalk improvements.

Accordingly, if the Town ultimately determines that the additional design and construction costs are not justified, future improvements along Summerhill Avenue could potentially be considered as part of the County's future active transportation planning and implementation efforts.

ENVIRONMENTAL REVIEW
The proposed addition of pedestrian and bicycle facilities is categorically exempt from the California Environmental Quality Act (CEQA) pursuant to CEQA Guidelines Section 15301(c), for alteration or addition to existing pedestrian trails that do not create additional automobile lanes. 2026-27 CITY COUNCIL WORK PLAN:

This action is consistent with the 2026–2027 City Council Work Plan and advances the Summerhill Avenue Pathway – Phase 2 identified under the Public Works Key Projects and Initiatives.

FISCAL IMPACT:

According to the FY2026–27 Operating and Capital Budget, a total project budget of $583,536 was established for the Summerhill Pathway Project. To date, approximately $55,572 has been spent on construction of Phase 1, approximately $32,000 on topographic surveying and construction staking for both phases of the project, and approximately $46,000 on design and project overhead costs. The current available project budget is approximately $449,964.

Below is a summary of the project budget and associated costs for the Summerhill Pathway Project:

Summerhill Pathway Budget Cost

Staff Report to City Council Page 5
Amendment to engineering services – Summerhill Pathway
September 17, 2026
5 Project Budget - Pathway Fund $583,536
Expenses to Date:

Phase 1 Construction $ 55,572
Topographic Survey/Staking $ 32,000
Lea & Braze Design $ 46,000
Total Expenses to Date $ 133,572

Remaining Budget $449,964
The current engineering design services agreement with Lea & Braze Engineering, Inc. is in the amount of $51,780. Approval of the proposed amendment would increase the agreement by $17,000, for a total agreement amount of $68,780. Sufficient funding is currently available within the approved Capital Improvement Program budget to fund the proposed amendment.

Additional project funding would be required if the Town proceeds with construction of Phase 2.

Based on the County Roads and Airports latest comments, the project would require accessible pathways and ramps, stop sign warrant studies, crosswalk improvements, retaining walls, and other design modifications. Staff currently estimate that the construction cost could be at least $800,000 after incorporating the County's requirements.

This estimate is preliminary and will need to be verified and refined by Lea & Braze Engineering, Inc. following completion of the proposed design revisions and preparation of an updated engineer's construction cost estimate. If the revised construction cost exceeds the remaining available project budget, additional funding would need to be identified before construction could proceed.

ATTACHMENTS:

1. Resolution Approving Second Amendment

2. Second Amendment

3. Town’s Standard Detail for Roadside Pathway

4. ADA Technical Memorandum

5. Overview of County comments dated June 30, 2026

6. Lea & Braze Engineer’s Estimate for Construction dated March 19, 2024

7. Town Construction Cost Estimate for ADA Compliant Path

RESOLUTION NO _____________

A RESOLUTION OF THE CITY COUNCIL OF THE TOWN OF LOS ALTOS HILLS

APPROVING THE SECOND AMENDMENT TO THE ENGINEERING DESIGN SERVICES AGREEMENT WITH LEA & BRAZE ENGINEERING, INC. FOR THE

SUMMERHILL PATHWAY PROJECT TO AUTHORIZE ADDITIONAL DESIGN

SCOPE RELATED TO PATHWAY ACCESSIBILITY REQUIREMENTS AT A COST OF $17,000, FOR A TOTAL AGREEMENT AMOUNT NOT TO EXCEED $68,780, AND EXTEND THE AGREEMENT TERM TO DECEMBER 31, 2027
WHEREAS, there is currently no continuous pathway on Summerhill Avenue from Nicole Lane to Magdalena Avenue; and
WHEREAS, Phase 1 of the Summerhill Pathway Project, extending from El Monte Road to Nicole Lane within the Town limits, was completed in 2020; and WHEREAS, the budget adopted by the City Council for Fiscal Year 2026-27 includes funding for the Phase 2 of the Summerhill Avenue Pathway Project; and WHEREAS, construction of the pathway requires an encroachment permit from the County Roads and Airports Department; and
WHEREAS, on August 18, 2022, the City Council awarded an agreement to Lea & Braze Engineering, Inc. in the amount of $41,780 to provide engineering design services for Phase 2 of the project; and
WHEREAS, due to the multiple plan revisions and additional work required during the County's review process, the First Amendment to the agreement with Lea & Braze was issued on June 18, 2024, to increase the agreement amount by $10,000; and
WHEREAS, based on the County's latest comments, additional engineering design services are necessary to revise the Summerhill Pathway plans, address the County's accessibility and other requirements; and
WHEREAS, Lea & Braze Engineering Inc, the design consultant for the project, submitted a proposal in the amount of $17,000, which would also include updating engineer's construction cost estimate based on the revised plans and County requirements; and WHEREAS, the proposed Second Amendment would increase the total agreement amount from $51,780 to $68,780 and extend the agreement term through December 31, 2027s; and WHEREAS, mainly due to ADA requirements from the County for the proposed pathway, staff anticipates that the construction cost could increase to approximately $800,000 or more, which would be verified by Lea & Braze through the proposed additional services.

ITEM 6A Attachment 1

2 NOW, THEREFORE, BE IT RESOLVED by the City Council of the Town of Los Altos Hills that the City Manager is hereby authorized to execute the Second Amendment to the engineering design services agreement with Lea & Braze Engineering, Inc. for the Summerhill Pathway Project.

The above and foregoing Resolution was passed and adopted by the City Council of the Town of Los Altos Hills at a regular meeting held on the 17th day of September 2027 by the following vote:

AYES:

NOES:

ABSTAIN:

ABSENT:

BY: _______________________________
Rajiv Bhateja, Mayor
ATTEST:
______________________________
Arika Birdsong-Miller, City Clerk

AMENDMENT NO. 2 TO THE AGREEMENT BETWEEN

THE TOWN OF LOS ALTOS HILLS AND
LEA & BRAZE ENGINEERING, INC.

THIS AMENDMENT NO. 2 TO THE SERVICES AGREEMENT is made at Los Altos Hills, California, as of ____________, 2026, by and between THE TOWN OF LOS ALTOS HILLS (“Town”), a municipal corporation, and LEA & BRAZE ENGINEERING, INC. (“Consultant”), (sometimes referred together as the “Parties”) who agree as follows:

RECITALS
A. On August 29, 2022, Town and Consultant entered that certain Services Agreement (“Agreement”) whereby Consultant agreed to provide civil engineering design services to the Town for the Summerhill Pathway Project. On June 18, 2024, Amendment No. 1 to the Agreement was issued. A true and correct copy of Amendment No. 1, original Agreement, and its exhibits are attached as Attachment B.

B. Town and Consultant now desire to amend the Agreement.

NOW, THEREFORE, for and in consideration of the promises and other good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged, Town and Consultant hereby agree as follows:

1. All terms which are defined in the Agreement and Amendment No. 1 shall have the same meaning when used in this Amendment, unless specifically provided herein to the contrary.

2. Consultant shall complete the Additional Services as described in Attachment A dated July 29, 2026.

3. Extension of Contract Term. The Term of Services identified in Section 1.1 of the Agreement is hereby modified as follows: The Agreement shall be terminated with the completion of SCOPE OF WORK of the original Agreement, Amendment No. 1, and Amendment No. 2 or by December 31, 2027, whichever is sooner.

4. Compensation. The compensation specified in Section 2 of the Agreement is hereby modified as follows: The original Agreement compensation sum is $41,780. An additional amount of $10,000 was added to the project per Amendment No. 1. An additional amount of $17,000 is to be added to the project per Amendment No. 2. Town hereby agrees to pay Consultant a sum not to exceed $68,780, notwithstanding any contrary indications that may be contained in the original agreement dated August 25, 2022, to be performed and reimbursed costs incurred under this Agreement.

All other terms, conditions and provisions in the Agreement remain in full force and effect. If there is a conflict between the terms of this Amendment and the Agreement, the terms of the Agreement will control unless specifically modified by this Amendment.

ITEM 6A Attachment 2

Dated:

TOWN OF LOS ALTOS HILLS LEA & BRAZE, INC.

By:

Cody Einfalt, City Manager
By:

Peter Carlino, Principal Engineer
Attested:

By:

Arika Birdsong-Miller,
City Clerk

ATTACHMENT A
Additional Services Proposal for Amendment No. 2

July 29, 2026
Project No. 2221102.02 CI
Addendum No. 2 for Engineering Services
Pathway Project – Summerhill Avenue – Los Altos Hills, CA [Phase 2] Client Initials _____ Consultant Initials JT

Town of Los Altos Hills
Attn: Astha Khamal, Assistant Engineer
26379 Fremont Road
Los Altos Hills, CA, 94022
Ph: (650) 947-2541 |Email: [email protected] c/o: WooJae Kim
Town of Los Altos Hills
|Ph: ______________ |Email: [email protected]
Project Description: Construction of New Roadside pathway segments along Summerhill Avenue Pathway Project, Summerhill Avenue, Los Altos Hills, CA 94022 Scope of Services by Lea & Braze Engineering Inc:

This Addendum is supplement to the original agreement between client and consultant dated the 25th of August, 2022, and is made part hereof;
Addendum No. 2 Scope of Services Fee
A2.1 Updates to pathway improvements to satisfy County Comments A2.1 Will be done on time basis, not to exceed $4,200
A2.2 Evaluation of ADA path of Travel at existing driveway entrances including narrative
A2.2 Will be done on time basis,
not to exceed $2,800
A2.3 Traffic Control Plans A2.3 Will be done on time basis, not to exceed $2,600
A2.4 Update to MIA Documents per County comments A2.4 Will be done on time basis, not to exceed $2,600
Scope of Services by Lea & Braze Engineering Inc - Continued: Fee A2.5 Time for Engineer’s site reviews, consultations, conference calls, meetings, inspections, construction bid & construction administration services, and project closeout services. Please note: subject to a two (2) hour minimum for site reviews and meeting (out of the Lea & Braze premises).

A2.5 Will be done on time basis,
not to exceed $4,800
Notes:
 All of terms and conditions from the original Contract shall remain unchanged, unless being superseded by this Contract Addendum.
 Direct cost of reimbursables shall be per attached Exhibit “A”- Fee Schedule  Fee Schedule: Please refer to attached Exhibit “A” – Fee Schedule to be made part of this agreement.

July 29, 2026
Project No. 2221102.02 CI
Addendum No. 2 for Engineering Services
Pathway Project – Summerhill Avenue – Los Altos Hills, CA [Phase 2] Client Initials _____ Consultant Initials JT

Additional Services Fee
A2.6 Additional Services to be done only if required and with client’s prior authorization. To include the following:

A2.6 Fees to be determined as
required
• Client’s, Architect’s, Landscape Architect’s or Contractor’s revisions; Value Engineering revisions; field related revisions; or revisions due to either incomplete or inaccurate base information provided by others.
• Other Additional Services such as: preparation of other exhibits, plans or documents (not included in the above scope items); plans for major off-site improvement; as-built documentation; and inspections.

July 29, 2026
Project No. 2221102.02 CI
Addendum No. 2 for Engineering Services
Pathway Project – Summerhill Avenue – Los Altos Hills, CA [Phase 2] Alexander Abaya, PLS 8855
Principal Surveyor – Survey Dept.

James Toby, PE 63127, PLS 8102
Principal Engineer – Civil Dept.

Peter Carlino, PE 79555
Principal Engineer – Civil Dept.

Please note: All invoices are due upon receipt. Late payments incur a 1.5% penalty per month added to any unpaid balance after 30 days.

All accounts unpaid at 45 days past due will receive notification of late payment. All accounts unpaid at 60 days past due will be subject to have the project placed on hold and all work may be stopped until the account is brought up to date.

Payments may be made through our website at www.leabraze.com, over the phone at (510) 887-4086, or via mail to our Pleasanton office.

Should these terms be acceptable to you, please return one signed copy (also initial the other pages where indicated).

Please note that this document should be considered time-sensitive, and Client approval is requested within 48 hours of receipt as to not cause potential delay in the delivery of these services.

Attachments: “Exhibit A” - Fee Schedule [please carefully study these Exhibits, initial and return them as part of this agreement]. Thank you.
-- Quotation Valid for 45 days --
For Lea and Braze Engineering, Inc: Jim Toby
Jim Toby, PE, PLS, Principal
Client Approval:

Date
Please print name and title:

Addendum No. 2 for Engineering Services
Town of Los Altos Hills – Pathway Project – Summerhill Avenue – Los Altos Hills, CA July 29, 2026 Project No. 2221102.02 CI
Client Initials ______ Consultant Initials JT

ENGINEERING SERVICES - EXHIBIT “A”
Fee Schedule
Civil Principal $310/hr Survey Principal $310/hr
Senior Project Manager $280/hr Senior Surveyor $280/hr
Project Manager $235/hr Associate Surveyor $235/hr
Senior Design/Project Engineer $215/hr 1-Person Survey Crew $260/hr Design Engineer $200/hr 2-Person Survey Crew $300/hr
Engineering Technician $170/hr Survey Technician $180/hr Depositions and/or Court appearance $600/hr with a 4-hour min Clerical $100/hr Note: Attendance at meetings and site reviews will be subject to a two (2) hour minimum charge to allow for preparation, travel, and meeting time.

Plus direct reimbursable expense cost, such as but not limited to: In-house printing for check-prints and prints for issuance, record maps at $10.00 per sheet, documents by outside parties at $8.00 per document, supplemental insurance (i.e. waiver of subrogation, or additional insured), travel expenses and mileage (per Standard IRS mileage rate). Costs for local overnight deliveries will be $30.00 each and $45.00 each for early delivery (Sunrise 8am service), plus an additional minimum of $5.00 for packages weighing over 5lbs. Same day / Rush deliveries will generally be from $100.00 to $150.00, with cost based on time of day, distance and weight. Required rain gauges $100, SWPPP QSD Binder $100, Mailbox to house SWPPP $120 (only if required), rain gauge stand $120 (only if required). For percolation testing, should no water service be available on-site, then we will provide a water tender with necessary water supply for a $750 additional charge for perc testing.

Lea & Braze In-house Printing
Type - Size Cost Type - Size Cost
Bond Black & White – 24”x 36” $4.00 per sheet Mylar Black & White – 18”x 26” $22.00 per sheet Bond Black & White – 30”x 42” $8.00 per sheet Mylar Black & White – 24”x 36” $44.00 per sheet Other media, sizes, or color prints Unit Cost can be provided upon Client request Fees effective as of January 2023
-- Rates are subject to periodic change--
Specific Exclusions
Those services not included in the “Scope of Services” are excluded from said scope of services, and include (though not limited to):

1. Structural design, site retaining wall or site structures design, illumination design, acoustical design, traffic engineering, environmental reports (E.I.R or other.), geologic or geotechnical engineering services; joint trench design (gas and electrical); shoring design; landscape design; tree protection; private water or sewer systems; dewatering plans; off-site or utility main improvements plans; story pole construction; contractor’s plans for traffic or dust control and safety; operations and maintenance plans or services; and fire protection systems.

2. Revisions or additional work due to unforeseen changes in local or state requirements, or ordinances effective after the date of preparation of this Quotation for Engineering Services.

3. Revisions resulting from either incomplete or inaccurate base information (by others).

4. Preparation of Plans or Documents for other than Town of Los Altos Hills and County of Santa Clara approval.

5. Preparation of Plans or Documents for review by other Municipal Districts, State, or Federal agencies.

6. Submittals and associated municipal fees or charges.

Exhibit A – Fee Schedule

ATTACHMENT B
Copy of Original Agreement and Amendment No. 1

June 18,

Attested:

By:�:f2w\__
ArikaBirdson�. ;,
City Clerk
By:
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Peter Carlino, Principal Engineer
June 18, 2024

CONSULTING SERVICES AGREEMENT BETWEEN

THE TOWN OF LOS ALTOS HILLS AND
LEA & BRAZE ENGINEERING, INC.

THIS AGREEMENT for consulting services is made by and between the Town of Los Altos Hills Town") and Lea & Braze Engineering, Inc. (" Consultant") (together sometimes referred to as the " Parties") as of August 29, 2022 (the " Effective Date").

Section 1. SERVICES. Subject to the terms and conditions set forth in this Agreement, Consultant shall provide to Town the services described in the Scope of Work attached as Exhibit A at the time and place and in the manner specified therein. In the event of a conflict in or inconsistency between the terms of this Agreement and Exhibit A, the Agreement shall prevail.

1. 1 Term of Services. The term of this Agreement shall begin on the Effective Date and shall end on June 30, 2023, the date of completion specified in Exhibit A, and Consultant shall complete the work described in Exhibit A on or before that date, unless the term of the Agreement is otherwise terminated or extended, as provided for in Section 8, The time provided to Consultant to complete the services required by this Agreement shall not affect the Town' s right to terminate the Agreement, as referenced in Section 8.

1. 2 Standard of Performance. Consultant shall perform all services required pursuant to this Agreement in the manner and according to the standards observed by a competent practitioner of the profession in which Consultant is engaged.

1. 3 Assignment of Personnel. Consultant shall assign only competent personnel to perform services pursuant to this Agreement. In the event that Town, in its sole discretion, at any time during the term of this Agreement, desires the reassignment of any such persons, Consultant shall, immediately upon receiving notice from Town of such desire of Town, reassign such person or persons.

1. 4 Time. Consultant shall devote such time to the performance of services pursuant to this Agreement as may be reasonably necessary to meet the standard of performance provided in Section 1. 1 above and to satisfy Consultant' s obligations hereunder.

1. 5 Public Works Requirements. Because the services described in Exhibit A include "work performed during the design and preconstruction phases of construction including, but not limited to, inspection and land surveying work," the services constitute a public works within the definition of Section 1720(a)( 1) of the California Labor Code. As a result, Consultant is required to comply with the provisions of the Labor Code applicable to public works, to the extent set forth in Exhibit C,
Section 2. COMPENSATION. Town hereby agrees to pay Consultant a sum not to exceed $ 41, 780, notwithstanding any contrary indications that may be contained in Consultant' s proposal, for services to be performed and reimbursable costs incurred under this Agreement. In the event of a conflict between this Agreement and Consultant' s proposal, attached as Exhibit A, regarding the amount of compensation, the Agreement shall prevail. Town shall pay Consultant for services rendered pursuant to this Agreement at Consulting Services Agreement between August 2, 2021
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the time and in the manner set forth herein. The payments specified below shall be the only payments from Town to Consultant for services rendered pursuant to this Agreement. Consultant shall submit all invoices to Town in the manner specified herein. Except as specifically authorized by Town in writing, Consultant shall not bill Town for duplicate services performed by more than one person.

Consultant and Town acknowledge and agree that compensation paid by Town to Consultant under this Agreement is based upon Consultant' s estimated costs of providing the services required hereunder, including salaries and benefits of employees and subcontractors of Consultant. Consequently, the parties further agree that compensation hereunder is intended to include the costs of contributions to any pensions and/ or annuities to which Consultant and its employees, agents, and subcontractors may be eligible. Town therefore has no responsibility for such contributions beyond compensation required under this Agreement.

2. 1
Invoices. Consultant shall submit invoices, not more often than once a month during the term of this Agreement, based on the cost for services performed and reimbursable costs incurred prior to the invoice date. Invoices shall contain the following information:

Serial identifications of progress bills; i. e., Progress Bill No. 1 for the first invoice, etc.;
The beginning and ending dates of the billing period;
A Task Summary containing the original contract amount, the amount of prior billings, the total due this period, the balance available under the Agreement, and the percentage of completion;
At Town' s option, for each work item in each task, a copy of the applicable time entries or time sheets shall be submitted showing the name of the person doing the work, the hours spent by each person, a brief description of the work, and each reimbursable expense;
The total number of hours of work performed under the Agreement by Consultant and each employee, agent, and subcontractor of Consultant performing services hereunder;
The Consultant's signature;
Consultant shall give separate notice to the Town when the total number of hours worked by Consultant and any individual employee, agent, or subcontractor of Consultant reaches or exceeds 800 hours within a 12 -month period under this Agreement and any other agreement between Consultant and Town. Such notice shall include an estimate of the time necessary to complete work described in Exhibit A and the estimate of time necessary to complete work under any other agreement between Consultant and Town, if applicable.

2. 2 Monthly Payment. Town shall make monthly payments, based on invoices received, for services satisfactorily performed, and for authorized reimbursable costs incurred. Town shall have 30 days from the receipt of an invoice that complies with all of the requirements above to pay Consultant.

2. 3 Final Payment. Town shall pay the last 5% of the total sum due pursuant to this Agreement within 60 days after completion of the services and submittal to Town of a final invoice, if all services required have been satisfactorily performed.

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2. 4 Total Payment. Town shall pay for the services to be rendered by Consultant pursuant to this Agreement, Town shall not pay any additional sum for any expense or cost whatsoever incurred by Consultant in rendering services pursuant to this Agreement.

Town shall make no payment for any extra, further, or additional service pursuant to this Agreement.

In no event shall Consultant submit any invoice for an amount in excess of the maximum amount of compensation provided above either for a task or for the entire Agreement, unless the Agreement is modified prior to the submission of such an invoice by a properly executed change order or amendment.

2. 5 Hourly Fees. Fees for work performed by Consultant on an hourly basis shall not exceed the amounts shown on the compensation schedule attached hereto as Exhibit B.

2. 6 Reimbursable Expenses. Reimbursable expenses are specified below, and shall not exceed $ 1, 220. Expenses not listed below are not chargeable to Town. Reimbursable expenses are included in the total amount of compensation provided under this Agreement that shall not be exceeded.

2.7 Payment of Taxes. Consultant is solely responsible for the payment of employment taxes incurred under this Agreement and any similar federal or state taxes.

2. 8 Payment upon Termination. In the event that the Town or Consultant terminates this Agreement pursuant to Section 8, the Town shall compensate the Consultant for all outstanding costs and reimbursable expenses incurred for work satisfactorily completed as of the date of written notice of termination. Consultant shall maintain adequate logs and timesheets to verify costs incurred to that date.

2.9 Authorization to Perform Services. The Consultant is not authorized to perform any services or incur any costs whatsoever under the terms of this Agreement until receipt of authorization from the Contract Administrator.

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Section 4. INSURANCE REQUIREMENTS. Before beginning any work under this Agreement, Consultant, at its own cost and expense, unless otherwise specified below, shall procure the types and amounts of insurance listed below against claims for injuries to persons or damages to property that may arise from or in connection with the performance of the work hereunder by the Consultant and its agents, representatives, employees, and subcontractors. Consistent with the following provisions, Consultant shall provide proof satisfactory to Town of such insurance that meets the requirements of this section and under forms of insurance satisfactory in all respects, and that such insurance is in effect prior to beginning work to the Town. Consultant shall maintain the insurance policies required by this section throughout the term of this Agreement. The cost of such insurance shall be included in the Consultant' s bid. Consultant shall not allow any subcontractor to commence work on any subcontract until Consultant has obtained all insurance required herein for the subcontractor( s) and provided evidence that such insurance is in effect to Town, Verification of the required insurance shall be submitted and made part of this Agreement prior to execution. Consultant shall maintain all required insurance listed herein for the duration of this Agreement.

4. 1 Workers' Compensation. Consultant shall, at its sole cost and expense, maintain Statutory Workers' Compensation Insurance and Employer's Liability Insurance for any and all persons employed directly or indirectly by Consultant. The Statutory Workers' Compensation Insurance and Employer's Liability Insurance shall be provided with limits of not less than $ 1, 000,000 per accident. In the alternative, Consultant may rely on a selfinsurance program to meet those requirements, but only if the program of self-insurance complies fully with the provisions of the California Labor Code. Determination of whether a self-insurance program meets the standards of the Labor Code shall be solely in the discretion of the Contract Administrator. The insurer, if insurance is provided, or the Consultant, if a program of self-insurance is provided, shall waive all rights of subrogation against the Town and its officers, officials, employees, and volunteers for loss arising from work performed under this Agreement.

4.2 Commercial General and Automobile Liability Insurance.

4.2. 1 General requirements. Consultant, at its own cost and expense, shall maintain commercial general and automobile liability insurance for the term of this Agreement in an amount not less than 1, 000, 000 per occurrence, combined single limit coverage for risks associated with the work contemplated by this Agreement.

If a Commercial General Liability Insurance or an Automobile Liability form or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to the work to be performed under this Agreement or the general aggregate limit shall be at least twice the required occurrence limit. Such coverage shall include but shall not be limited to, protection against claims arising from bodily and personal injury, including death resulting therefrom, and damage to property resulting from activities contemplated under this Agreement, including the use of owned and non -owned automobiles.

4.2. 2 Minimum scope of coverage. Commercial general coverage shall be at least as broad as Insurance Services Office Commercial General Liability occurrence form CG 0001 ( most recent edition) covering comprehensive General Liability on an occurrence" basis. Automobile coverage shall be at least as broad as Insurance Consulting Services Agreement between August 2, 2021
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Services Office Automobile Liability form CA 0001, Code 1 ( any auto). No endorsement shall be attached limiting the coverage,

4.2. 3 Additional requirements. Each of the following shall be included in the insurance coverage or added as a certified endorsement to the policy:

The Insurance shall cover on an occurrence or an accident basis, and not on a claims -made basis.

Town, its officers, officials, employees, and volunteers are to be covered as insureds as respects: liability arising out of work or operations performed by or on behalf of the Consultant; or automobiles owned, leased, hired, or borrowed by the Consultant
For any claims related to this Agreement or the work hereunder, the Consultant's insurance covered shall be primary insurance as respects the Town, its officers, officials, employees, and volunteers. Any insurance or self-insurance maintained by the Town, its officers, officials, employees, or volunteers shall be excess of the Consultant' s insurance and shall not contribute with it.

Each insurance policy required by this clause shall be endorsed to state that coverage shall not be canceled by either party, except after 30 days' prior written notice has been provided to the Town.

4.3 Professional Liability Insurance.

4. 3. 1 General requirements. Consultant, at its own cost and expense, shall maintain for the period covered by this Agreement professional liability insurance for licensed professionals performing work pursuant to this Agreement in an amount not less than $ 1, 000,000 covering the licensed professionals' errors and omissions. Any deductible or self-insured retention shall not exceed $ 150,000 per claim.

4.3. 2 Claims -made limitations. The following provisions shall apply if the professional liability coverage is written on a claims -made form:

The retroactive date of the policy must be shown and must be before the date of the Agreement,
Insurance must be maintained and evidence of insurance must be provided for at least five years after completion of the Agreement or the work, so long as commercially available at reasonable rates.

If coverage is canceled or not renewed and it is not replaced with another claims -made policy form with a retroactive date that precedes the date of Consulting Services Agreement between August 2, 2021
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this Agreement, Consultant shall purchase an extended period coverage for a minimum of five years after completion of work under this Agreement.

A copy of the claim reporting requirements must be submitted to the Town for review prior to the commencement of any work under this Agreement.

4.3. 3 Additional Requirements. A certified endorsement to include contractual liability shall be included in the policy

4.4 All Policies Requirements.

4.4. 1 Acceptability of insurers. All insurance required by this section is to be placed with insurers with a Bests' rating of no less than A:VII.

4.4.2 Verification of coverage. Prior to beginning any work under this Agreement, Consultant shall furnish Town with complete copies of all policies delivered to Consultant by the insurer, including complete copies of all endorsements attached to those policies. All copies of policies and certified endorsements shall show the signature of a person authorized by that insurer to bind coverage on its behalf. If the Town does not receive the required insurance documents prior to the Consultant beginning work, it shall not waive the Consultant' s obligation to provide them. The Town reserves the right to require complete copies of all required insurance policies at any time.

4.4.3 Deductibles and Self -Insured Retentions. Consultant shall disclose to and obtain the written approval of Town for the self-insured retentions and deductibles before beginning any of the services or work called for by any term of this Agreement. At the option of the Town, either: the insurer shall reduce or eliminate such deductibles or self-insured retentions as respects the Town, its officers, employees, and volunteers; or the Consultant shall provide a financial guarantee satisfactory to the Town guaranteeing payment of losses and related investigations, claim administration and defense expenses.

4.4.4 Wasting Policies. No policy required by this Section 4 shall include a " wasting" policy limit ( i. e. limit that is eroded by the cost of defense).

4.4.5 Waiver of Subrogation. Consultant hereby agrees to waive subrogation which any insurer or contractor may require from vendor by virtue of the payment of any loss. Consultant agrees to obtain any endorsements that may be necessary to affect this waiver of subrogation.

The Workers' Compensation policy shall be endorsed with a waiver of subrogation in favor of the entity for all work performed by the consultant, its employees, agents, and subcontractors.

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4.4.6 Subcontractors. Consultant shall include all subcontractors as insureds under its policies or shall furnish separate certificates and certified endorsements for each subcontractor. All coverages for subcontractors shall be subject to all of the requirements stated herein.

4. 5 Remedies. In addition to any other remedies Town may have if Consultant fails to provide or maintain any insurance policies or policy endorsements to the extent and within the time herein required, Town may, at its sole option exercise any of the following remedies, which are alternatives to other remedies Town may have and are not the exclusive remedy for Consultant's breach;
Obtain such insurance and deduct and retain the amount of the premiums for such insurance from any sums due under the Agreement;
Order Consultant to stop work under this Agreement or withhold any payment that becomes due to Consultant hereunder, or both stop work and withhold any payment, until Consultant demonstrates compliance with the requirements hereof; and/ or Terminate this Agreement.

Section 5. INDEMNIFICATION AND CONSULTANT' S RESPONSIBILITIES. Consultant shall, to the fullest extent allowed by law, with respect to all Services performed in connection with this Agreement, defend with counsel acceptable to Town, indemnify, and hold Town, its officers, employees, agents, and volunteers, harmless from and against any and all claims that arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the Consultant, ("Claims"). Consultant will bear all losses, costs, damages, expense and liability of every kind, nature and description that arise out of, pertain to, or relate to such Claims, whether directly or indirectly (" Liability"). Such obligations to defend, hold harmless and indemnify the Town shall not apply to the extent that such Liabilities are caused by the sole negligence, active negligence, or willful misconduct of the Town.

With respect to third party claims against the Consultant, the Consultant waives any and all rights of any type of express or implied indemnity against the Indemnitees.

Notwithstanding the forgoing, to the extent this Agreement is a " construction contract" as defined by California Civil Code section 2783, as may be amended from time to time, such duties of Consultant to indemnify shall not apply when to do so would be prohibited by California Civil Code Section 2782.

Section 6. STATUS OF CONSULTANT.

6. 1
Independent Contractor. At all times during the term of this Agreement, Consultant shall be an independent contractor and shall not be an employee of Town. Town shall have the right to control Consultant only insofar as the results of Consultant's services rendered pursuant to this Agreement and assignment of personnel pursuant to Subparagraph 1. 3; however, otherwise Town shall not have the right to control the means by which Consulting Services Agreement between August 2, 2021
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Consultant accomplishes services rendered pursuant to this Agreement, Notwithstanding any other Town, state, or federal policy, rule, regulation, law, or ordinance to the contrary, Consultant and any of its employees, agents, and subcontractors providing services under this Agreement shall not qualify for or become entitled to, and hereby agree to waive any and all claims to, any compensation, benefit, or any incident of employment by Town, including but not limited to eligibility to enroll in the California Public Employees Retirement System ( PERS) as an employee of Town and entitlement to any contribution to be paid by Town for employer contributions and/ or employee contributions for PERS benefits.

6. 2 Consultant Not an Agent. Except as Town may specify in writing, Consultant shall have no authority, express or implied, to act on behalf of Town in any capacity whatsoever as an agent. Consultant shall have no authority, express or implied, pursuant to this Agreement to bind Town to any obligation whatsoever.

Section 7. LEGAL REQUIREMENTS.

7. 1 Governing Law. The laws of the State of California shall govern this Agreement.

7. 2 Compliance with Applicable Laws. Consultant and any subcontractors shall comply with all laws and regulations applicable to the performance of the work hereunder, including but not limited to, the California Building Code, the Americans with Disabilities Act, and any copyright, patent or trademark law. Consultant's Failure to comply with any law(s) or regulation( s) applicable to the performance of the work hereunder shall constitute a breach of contract.

7. 3 Other Governmental Regulations. To the extent that this Agreement may be funded by fiscal assistance from another governmental entity, Consultant and any subcontractors shall comply with all applicable rules and regulations to which Town is bound by the terms of such fiscal assistance program.

7. 4 Licenses and Permits. Consultant represents and warrants to Town that Consultant and its employees, agents, and any subcontractors have all licenses, permits, qualifications, and approvals of whatsoever nature that are legally required to practice their respective professions. Consultant represents and warrants to Town that Consultant and its employees, agents, any subcontractors shall, at their sole cost and expense, keep in effect at all times during the term of this Agreement any licenses, permits, and approvals that are legally required to practice their respective professions. In addition to the foregoing, Consultant and any subcontractors shall obtain and maintain during the term of this Agreement valid Business Licenses from Town.

7. 5 Nondiscrimination and Equal Opportunity. Consultant shall not discriminate, on the basis of a person' s race, religion, color, national origin, age, physical or mental handicap or disability, medical condition, marital status, sex, or sexual orientation, against any employee, applicant for employment, subcontractor, bidder for a subcontract, or participant in, recipient of, or applicant for any services or programs provided by Consultant under this Agreement, Consultant shall comply with all applicable federal, state, and local laws, Consulting Services Agreement between August 2, 2021
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policies, rules, and requirements related to equal opportunity and nondiscrimination in employment, contracting, and the provision of any services that are the subject of this Agreement, including but not limited to the satisfaction of any positive obligations required of Consultant thereby.

Consultant shall include the provisions of this Subsection in any subcontract approved by the Contract Administrator or this Agreement.

Section 8. TERMINATION AND MODIFICATION.

8. 1 Termination. Town may cancel this Agreement at any time and without cause upon written notification to Consultant.

Consultant may cancel this Agreement upon 30 days' written notice to Town and shall include in such notice the reasons for cancellation.

In the event of termination, Consultant shall be entitled to compensation for services performed to the effective date of termination; Town, however, may condition payment of such compensation upon Consultant delivering to Town any or all documents, photographs, computer software, video and audio tapes, and other materials provided to Consultant or prepared by or for Consultant or the Town in connection with this Agreement.

8. 2 Extension. Town may, in its sole and exclusive discretion, extend the end date of this Agreement beyond that provided for in Subsection 1. 1. Any such extension shall require a written amendment to this Agreement, as provided for herein. Consultant understands and agrees that, if Town grants such an extension, Town shall have no obligation to provide Consultant with compensation beyond the maximum amount provided for in this Agreement. Similarly, unless authorized by the Contract Administrator, Town shall have no obligation to reimburse Consultant for any otherwise reimbursable expenses incurred during the extension period.

8. 3 Amendments. The parties may amend this Agreement only by a writing signed by all the parties.

8. 4 Assignment and Subcontracting. Town and Consultant recognize and agree that this Agreement contemplates personal performance by Consultant and is based upon a determination of Consultant' s unique personal competence, experience, and specialized personal knowledge. Moreover, a substantial inducement to Town for entering into this Agreement was and is the professional reputation and competence of Consultant.

Consultant may not assign this Agreement or any interest therein without the prior written approval of the Contract Administrator. Consultant shall not subcontract any portion of the performance contemplated and provided for herein, other than to the subcontractors noted in the proposal, without prior written approval of the Contract Administrator.

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8. 5 Survival. All obligations arising prior to the termination of this Agreement and all provisions of this Agreement allocating liability between Town and Consultant shall survive the termination of this Agreement.

8. 6 Options upon Breach by Consultant. If Consultant materially breaches any of the terms of this Agreement, Town' s remedies shall include, but not be limited to, the following:

8. 6. 1 Immediately terminate the Agreement;

8. 6. 2 Retain the plans, specifications, drawings, reports, design documents, and any other work product prepared by Consultant pursuant to this Agreement;

8. 6. 3 Retain a different consultant to complete the work described in Exhibit A not finished by Consultant; or

8. 6. 4 Charge Consultant the difference between the cost to complete the work described in Exhibit A that is unfinished at the time of breach and the amount that Town would have paid Consultant pursuant to Section 2 if Consultant had completed the work.

Section 9. KEEPING AND STATUS OF RECORDS.

9. 1 Records Created as Part of Consultant's Performance. All reports, data, maps, models, charts, studies, surveys, photographs, memoranda, plans, studies, specifications, records, files, or any other documents or materials, in electronic or any other form, that Consultant prepares or obtains pursuant to this Agreement and that relate to the matters covered hereunder shall be the property of the Town. Consultant hereby agrees to deliver those documents to the Town upon termination of the Agreement. It is understood and agreed that the documents and other materials, including but not limited to those described above, prepared pursuant to this Agreement are prepared specifically for the Town and are not necessarily suitable for any future or other use. Town and Consultant agree that, until final approval by Town, all data, plans, specifications, reports and other documents are confidential and will not be released to third parties without prior written consent of both parties.

9. 2 Consultant' s Books and Records. Consultant shall maintain any and all ledgers, books of account, invoices, vouchers, canceled checks, and other records or documents evidencing or relating to charges for services or expenditures and disbursements charged to the Town under this Agreement for a minimum of 3 years, or for any longer period required by law, from the date of final payment to the Consultant to this Agreement.

9. 3
Inspection and Audit of Records. Any records or documents that Section 9. 2 of this Agreement requires Consultant to maintain shall be made available for inspection, audit, and/ or copying at any time during regular business hours, upon oral or written request of the Town. Under California Government Code Section 85467, if the amount of public funds expended under this Agreement exceeds $ 10,000. 00, the Agreement shall be Consulting Services Agreement between August 2, 2021
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subject to the examination and audit of the State Auditor, at the request of Town or as part of any audit of the Town, for a period of 3 years after final payment under the Agreement.

Section 10 MISCELLANEOUS PROVISIONS.

10. 1 Attorneys' Fees. If a party to this Agreement brings any action, including an action for declaratory relief, to enforce or interpret the provision of this Agreement, the prevailing party shall be entitled to reasonable attorneys' fees in addition to any other relief to which that party may be entitled. The court may set such fees in the same action or in a separate action brought for that purpose.

10. 2 Venue. In the event that either party brings any action against the other under this Agreement, the parties agree that trial of such action shall be vested exclusively in the state courts of California in the County of Santa Clara or in the United States District Court for the Northern District of California.

10. 3 Severability. If a court of competent jurisdiction finds or rules that any provision of this Agreement is invalid, void, or unenforceable, the provisions of this Agreement not so adjudged shall remain in full force and effect. The invalidity in whole or in part of any provision of this Agreement shall not void or affect the validity of any other provision of this Agreement.

10. 4 No Implied Waiver of Breach. The waiver of any breach of a specific provision of this Agreement does not constitute a waiver of any other breach of that term or any other term of this Agreement.

10. 5 Successors and Assigns. The provisions of this Agreement shall inure to the benefit of and shall apply to and bind the successors and assigns of the parties.

10. 6 Use of Recycled Products. Consultant shall prepare and submit all reports, written studies and other printed material on recycled paper to the extent it is available at equal or less cost than virgin paper.

10. 7 Conflict of Interest. Consultant may serve other clients, but none whose activities within the corporate limits of Town or whose business, regardless of location, would place Consultant in a " conflict of interest," as that term is defined in the Political Reform Act, codified at California Government Code Section 81000 et seq.

Consultant shall not employ any Town official in the work performed pursuant to this Agreement. No officer or employee of Town shall have any financial interest in this Agreement that would violate California Government Code Sections 1090 et seq.

Consultant hereby warrants that it is not now, nor has it been in the previous 12 months, an employee, agent, appointee, or official of the Town. If Consultant was an employee, agent, appointee, or official of the Town in the previous twelve months, Consultant warrants that it did not participate in any manner in the forming of this Agreement.

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Consultant understands that, if this Agreement is made in violation of Government Code 1090 et seq., the entire Agreement is void and Consultant will not be entitled to any compensation for services performed pursuant to this Agreement, including reimbursement of expenses, and Consultant will be required to reimburse the Town for any sums paid to the Consultant. Consultant understands that, in addition to the foregoing, it may be subject to criminal prosecution for a violation of Government Code § 1090 and, if applicable, will be disqualified from holding public office in the State of California.

10. 8 Solicitation. Consultant agrees not to solicit business at any meeting, focus group, or interview related to this Agreement, either orally or through any written materials.

10. 9 Contract Administration. This Agreement shall be administered by John Chau Contract Administrator"). All correspondence shall be directed to or through the Contract Administrator or his or her designee.

10. 10 Notices. Any written notice to Consultant shall be sent to:

Peter Carlino, P. E.
2495 Industrial Parkway West
Hayward, CA 94545
Any written notice to Town shall be sent to:

John Chau
26379 Fremont Road
Los Altos Hills, CA 94022

10. 11 Professional Seal. Where applicable in the determination of the contract administrator, the first page of a technical report, first page of design specifications, and each page of construction drawings shall be stamped/ sealed and signed by the licensed professional responsible for the report/design preparation. The stamp/seal shall be in a block entitled Seal and Signature of Registered Professional with report/ design responsibility," as in the following example,
Seal and Signature of Registered Professional with
report/design responsibility.

10. 12 Integration. This Agreement, including the scope of work attached hereto and incorporated herein as Exhibits A, B, and C represents the entire and integrated agreement between Town and Consultant and supersedes all prior negotiations, representations, or agreements, either written or oral.

Consulting Services Agreement between August 2, 2021
Town of Los Altos Hills and Lea & Braze Engineering, Inc. Page 12 of 14

Exhibit A Scope of Services
Exhibit B Payment Schedule
Exhibit C Public Works Requirements

10. 13 Counterparts, This Agreement may be executed in multiple counterparts, each of which shall be an original and all of which together shall constitute one agreement.

SIGNATURES ON FOLLOWING PAGE]
Consulting Services Agreement between August 2, 2021
Town of Los Altos Hills and Lea & Braze Engineering, Inc. Page 13 of 14

The Parties have executed this Agreement as of the Effective Date.

TO 0 S HILLS - CONSULTANT
Peter Pirnejad, City Manager Peter Carlino, Principal Engineer Attest:

Approved as to Form:

Steven T. Mattas, City Attorney
1071914. 1
Consulting Services Agreement between August 2, 2021
Town of Los Altos Hills and Lea & Braze Engineering, Inc. Page 14 of 14

The Parties have executed this Agreement as of the Effective Date.

TOWN OF LOS ALTOS HILLS CONSULTANT
Peter Pirnejad, City Manager
Attest:

Deborah L. Padovan, City Clerk
Approved as to Form:
4t44W 6A—
Steven T. Mattas, City Attorney
1071914. 1
Peter Carling, Principal Engineer
Consulting Services Agreement between August 2, 2021
Town of Los Altos Hills and Lea & Braze Engineering, Inc. Page 14 of 14

EXHIBIT A

SCOPE OF SERVICES
Consulting Services Agreement between August 2, 2021
Town of Los Altos Hills and Lea & Braze Engineering, Inc. --Exhibit A Page 1 of 1

LEA & BRAZE ENGINEERING, INC. 2495 Industrial Parkway West Hayward, CA 94545
CIVIL ENGINEERS I LAND SURVEYORS 510- 887-4086
August 25, 2022
Project No. 2221102 Cl
Quotation for Engineering Services
Pathway Project — Summerhill Avenue — Los Altos Hills, CA Town of Los Altos Hills
Attn: Daniel Liang, Utility Engineering Manager
26379 Fremont Road
Los Altos Hills, CA, 94022
Ph: ( 650) 947- 2511 lEmail: dliang@losaltoshills. ca.gov c/ o: John Chau — Associate Engineer lPh: ( 650) 947-2541 ( Email: ichau a,losaltoshills. ca.gou Town of Los Altos Hills
Proiect Description: Construction of New Roadside pathway segments along Summerhill Avenue Pathway Project, Summerhill Avenue, Los Altos Hills, CA 94022 Scope of Services by Lea & Braze Engineering Inc:

Reference Request for Proposal from Avery Lai of Town of Los Altos Hills to Peter Carlino of Lea & Braze Engineering, Inc. and email received on Tuesday, May 31, 2022; attached RFP entitled " Town of Los Altos Hills Request for Proposals for Professional Design Services for Summerhill Avenue". The project involves the construction of new roadside pathway segments along Summerhill Avenue, a collector street that connects El Monte Road to the north and Magdalena Road to the south. Refer to Limitations/Assumptions and Notes on Town supplied RFP additional information and more detailed description as related to the aforementioned services.

Scope of Services by Lea & Braze Engineering Inc
Civil Engineering
1) Pathway Improvement plans for review and approval through Santa Clara County Roads and Airports department and Town of Los Altos Hills a) Pathway Improvement Plan/Profile to include limit of demolition, new top of curb / berm (TC) & flow line (FL) grades, transition grade to match the existing improvements, new and transition A.C. paving grades, frill width AC overlay, surface drainage, retaining wall locations & relative grades at top and bottom of walls, retaining wall sub drains, guardrails ( if necessary), inter erosion control, utility rim grades, signage ( including relocation as needed), striping, typical sections and details ( including Town/County Standard Details and specific condition construction details).( 90% set of plans, 100% set of plans and Final Contractor bid documents).
b) Engineer' s Estimate
c) Specifications for technical sections ( back end of section documents, The Town of Los altos Hills to supplied formal documents for contractor use). 2) To include Engineer' s time for project kickoff meeting, meetings / conference calls with Town staff during design process, Meetings with County of Santa Clara Staff and preparation of submittal applications to the County of Santa Clara Roads and Airports department. Assume a limit of thirty (30) hours Project Manager' s time [ or an equivalent thereofJ.

Client Initials Consultant Initials JG
Fee
1) a) through c)
inclusive
22, 500
Deduct from Fee
above for segments if
removed from Scope:

Segment 1) - $ 750
Segment 5) - $ 500
Segment 8) - $ 250
Segment 11) - $ 750
2) $ 6, 300
Page I of 6

LEA & BRAZE ENGINEERING INC. 2495 Industrial Parkway West Hayward, CA 94545
August 25, 2022
Project No. 2221102 CI
Quotation for Engineering Services
Pathway Project — Summerhill Avenue — Los Altos Hills, CA Scope of Services by Lea & Braze Ensiineerins Inc — continued: Fee 3) Site retaining wall for one ( 1) cut/inboard and one ( 1) fill/outboard retaining 3) Included walls, Max 2ft retained soil, for a total two wall conditions. It is assumed that the wall detail specified on Town Standard detail #22 can be utilized for a wood wall design. It is not anticipated that a new detail will be required. 4) To include Engineer' s time for project, meetings / conference calls with Town 4) $ 2, 100 staff during review process and Bidding / contractor selection process period, Assume a limit often ( 10) hours Project Manager' s time [ or an equivalent thereof].
5) Construction Support services to answer RFI' s and review and contractor 5) $ 6, 300 supplied shop drawings for proposed modification). Assume a limit of thirty 30) hours Project Manager' s time [ or an equivalent thereof]. 6) Record " as -built" plans for Town records ( based on visual inspection( no field 6) $ 3, 360 survey data proposed to document asbuilt condition)
Subtotal Fee for Services 40,560
Plus direct cost reimbursables per Exhibit B — "Fee Schedule" 22 ( approx. 3% of fee)
Total Fees 41, 780
E. Schedule and Submittals
Notice to Proceed: August 29, 2002 ( start)
90% Plans Due: September 30, 2022
100% Plans Due: October 28,2002
Issue for Bid Plans Due: November 30, 2022
Assumptions /Limitations:

1. Pathway details and technical design criteria shall be based upon Town approved standards. The Town has not issued a soil report as part of the project, so any assumptions for structural elements will be based on conservative assumptions.

2. It is our understanding that the work proposed would only need technical review / Permitting by the Town of Los Altos Hills and the County of Santa Clara Roads and Airports Division. Applications to Valley Water District, Department of Fish and Game, Army Corp or any other agencies not listed in the base scope of work are not anticipated and excluded from the scope of services.

3. It is assumed that the proposed pathway project would not trigger the need for any hydrology assessment, storm water treatment and or the need to storm water retention as part of the permitting process with the County of Santa Clara and excluded from the scope of work.

4. It is our understanding this project will be a Public Works project and will be a Prevailing Wage project. Furthermore it is our understanding that Professional or support personnel such as engineers, project managers, and clerical staff are not subject to prevailing wages such that they will not be engaged in the construction of the project; and therefore the preparation ( or submittal) of certified payrolls is not anticipated.

Client Initials Consultant Initials JG

EXHIBIT B

COMPENSATION SCHEDULE
Consulting Services Agreement between August 2, 2021
Town of Los Altos Hills and Lea & Braze Engineering, Inc. --Exhibit B Page 1 of 1

LEA & BRAZE ENGINEERING, INC. 2495 Industrial Parkway West Hayward, CA 94545
CIVIL ENGINEERS I LAND SURVEYORS 510-887-4086
ENGINEERING SERVICES - EXHIBIT "B"
Fee Schedule
Civil Principal 275/ hr Survey Principal 275/ hr
Senior Project Manager / Sr. Engineer 250/ hr Associate Surveyor 210/hr Project Manager / Engineer 210/ hr Survey Calculations 175/ hr Design Engineer 190/ hr 1 -Person Survey Crew 230/hr
Engineering Technician 175/ hr 2 -Person Survey Crew 270/hr Civil CAD Drafter 150/ hr Survey CAD Drafter 150/ hr
Depositions and/ or court appearance 500/ hr with a 4 hour min. Clerical 100/ hr Note: Attendance at meetings and site reviews will be subject to a two (2) hour minimum charge to allow for preparation, travel, and meeting time.

Plus direct reimbursable expense cost, such as but not limited to: In-house printing for check -prints and prints for issuance, record maps at $ 10. 00 per sheet, documents by outside parties at $ 8. 00 per document, supplemental insurance ( i. e. waiver of subrogation, or additional insured), travel expenses and mileage (per Standard IRS mileage rate). Costs for local overnight deliveries will be $30.00 each and $ 45. 00 each for early delivery (Sunrise Sam service), plus an additional minimum of

5. 00 for packages weighing over 5lbs. Same day/ Rush deliveries will generally be from $ 100. 00 to $ 150. 00, with cost based on time of day, distance and weight. Required rain gauges $ 100, Mailbox to house SWPPP $ 120 ( only ifrequired), rain gauge stand $ 120 ( only ifrequired). For percolation testing, should no water service be available on- site, then we will provide a water tender with necessary water supply for a $ 750 additional charge.

Lea & Braze In-house Printing
Type - Size Cost Type - Size Cost
Bond Black & White — 24" x 36" $ 4. 00 per sheet Mylar Black & White —18" x 26" $ 22.00 per sheet Bond Black & White — 30" x 42" $ 8. 00 per sheet Mylar Black & White — 24" x 36" $ 44.00 per sheet Other media, sizes, or color prints Unit Cost can be provided upon Client request Fees effective as of July 2021
Rates are subject to periodic change --
Specific Exclusions
Those services not included in the " Scope of Services" are excluded from said scope of services, and include (though not limited to):

1. Structural design, site retaining wall or site structures design, illumination design, acoustical design, traffic engineering, environmental reports (E.I.R or other.), geologic or geotechnical engineering services; joint trench design (gas and electrical); shoring design; landscape design; tree protection; private water or sewer systems; dewatering plans; off-site or utility main improvements plans; story pole construction; contractor' s plans for traffic or dust control and safety; operations and maintenance plans or services; and fire protection systems.

2. Revisions or additional work due to unforeseen changes in local or state requirements, or ordinances effective after the date of preparation ofthis Quotation for Engineering Services.

3. Revisions resulting from either incomplete or inaccurate base information (by others).

4. Preparation ofPlans or Documents for other than Town of Los Altos Hills and County of Santa Clara approval.

5. Preparation ofPlans or Documents for review by other Municipal Districts, State, or Federal agencies.

6. Submittals and associated municipal fees or charges.

Exhibit B — Fee Schedule
Quotation for Engineering Services
Town of Los Altos Hills — Pathway Project — Summerhill Avenue — Los Altos Hills, CA August 25, 2022 Project No. 2221102 CI
Client Initials Consultant Initials JG

EXHIBIT C

PROVISIONS REQUIRED FOR PUBLIC WORKS CONTRACTS
PURSUANT TO CALIFORNIA LABOR CODE SECTION 1720 ET SEQ.

HOURS OF WORK:

A. In accordance with California Labor Code Section 1810, 8 hours of labor in performance of the services described in Exhibit A shall constitute a legal day' s work under this contract.

B. In accordance with California Labor Code Section 1811, the time of service of any worker employed in performance of the services described in Exhibit A is limited to eight hours during any one calendar day, and forty hours during any one calendar week, except in accordance with California Labor Code Section 1815, which provides that work in excess of eight hours during any one calendar day and forty hours during any one calendar week is permitted upon compensation for all hours worked in excess of eight hours during any one calendar day and forty hours during any one calendar week at not less than one -and -one-half times the basic rate of pay.

C. The Consultant and its subcontractors shall forfeit as a penalty to the Town $ 25 for each worker employed in the performance of the services described in Exhibit A for each calendar day during which the worker is required or permitted to work more than 8 hours in any one calendar day, or more than 40 hours in any one calendar week, in violation of the provisions of California Labor Code Section 1810 and following.

WAGES:

A. In accordance with California Labor Code Section 1773. 2, the Town has determined the general prevailing wages in the locality in which the services described in Exhibit A are to be performed for each craft or type of work needed to be as published by the State of California Department of Industrial Relations, Division of Labor Statistics and Research, a copy of which is on file in the Town Public Works Office and shall be made available on request. The Consultant and subcontractors engaged in the performance of the services described in Exhibit A shall pay no less than these rates to all persons engaged in performance of the services described in Exhibit A.

B. In accordance with Labor Code Section 1775, the Consultant and any subcontractors engaged in performance of the services described in Exhibit A shall comply with California Labor Code Section 1775, which establishes a penalty of up to $50 per day for each worker engaged in the performance of the services described in Exhibit A that the Consultant or any subcontractor pays less than the specified prevailing wage. The amount of such penalty shall be determined by the Labor Commissioner and shall be based on consideration of the mistake, inadvertence, or neglect of the Consultant or subcontractor in failing to pay the correct rate of prevailing wages, or the previous record of the Consultant or subcontractor in meeting applicable prevailing wage obligations, or the willful failure by the Consultant or subcontractor to pay the correct rates of Consulting Services Agreement between August 2, 2021
Town of Los Altos Hills and Lea & Braze Engineering, Inc. --Exhibit C Page 1 of 3

prevailing wages, A mistake, inadvertence, or neglect in failing to pay the correct rate of prevailing wages is not excusable if the Consultant or subcontractor had knowledge of their obligations under the California Labor Code. The Consultant or subcontractor shall pay the difference between the prevailing wage rates and the amount paid to each worker for each calendar day or portion thereof for which each worker was paid less than the prevailing wage rate. If a subcontractor worker engaged in performance of the services described in Exhibit A is not paid the general prevailing per diem wages by the subcontractor, the Consultant is not liable for any penalties therefore unless the Consultant had knowledge of that failure or unless the Consultant fails to comply with all of the following requirements:

The contract executed between the Consultant and the subcontractor for the performance of part of the services described in Exhibit A shall include a copy of the provisions of California Labor Code Sections 1771, 1775, 1776, 1777. 5, 1813, and 1815.

The Consultant shall monitor payment of the specified general prevailing rate of per diem wages by the subcontractor by periodic review of the subcontractor' s certified payroll records.

Upon becoming aware of a subcontractor' s failure to pay the specified prevailing rate of wages, the Consultant shall diligently take corrective action to halt or rectify the failure, including, but not limited to, retaining sufficient funds due the subcontractor for performance of the services described in Exhibit A.

4. Prior to making final payment to the subcontractor, the Consultant shall obtain an affidavit signed under penalty of perjury from the subcontractor that the subcontractor has paid the specified general prevailing rate of per diem wages for employees engaged in the performance of the services described in Exhibit A and any amounts due pursuant to California Labor Code Section 1813.

C. In accordance with California Labor Code Section 1776, the Consultant and each subcontractor engaged in performance of the services described in Exhibit A shall keep accurate payroll records showing the name, address, social security number, work, straight time and overtime hours worked each day and week, and the actual per diem wages paid to each journeyman, apprentice, worker, or other employee employed in performance of the services described in Exhibit A. Each payroll record shall contain or be verified by a written declaration that it is made under penalty of perjury, stating both of the following:

The information contained in the payroll record is true and correct.

2. The employer has complied with the requirements of Sections 1771, 1811, and 1815 for any work performed by the employer' s employees on the public works project.

The payroll records required pursuant to California Labor Code Section 1776 shall be certified and shall be available for inspection by the Owner and its authorized representatives, the Consulting Services Agreement between August 2, 2021
Town of Los Altos Hills and Lea & Braze Engineering, Inc. --Exhibit C Page 2 of 3

Division of Labor Standards Enforcement, the Division of Apprenticeship Standards of the Department of Industrial Relations and shall otherwise be available for inspection in accordance with California Labor Code Section 1776,
D. In accordance with California Labor Code Section 1777. 5, the Consultant, on behalf of the Consultant and any subcontractors engaged in performance of the services described in Exhibit A, shall be responsible for ensuring compliance with California Labor Code Section 1777. 5 governing employment and payment of apprentices on public works contracts, E. In case it becomes necessary for the Consultant or any subcontractor engaged in performance of the services described in Exhibit A to employ for the services described in Exhibit A any person in a trade or occupation ( except executive, supervisory, administrative, clerical, or other non manual workers as such) for which no minimum wage rate has been determined by the Director of the Department of Industrial Relations, the Contractor shall pay the minimum rate of wages specified therein for the classification which most nearly corresponds to services described in Exhibit A to be performed by that person. The minimum rate thus furnished shall be applicable as a minimum for such trade or occupation from the time of the initial employment of the person affected and during the continuance of such employment.

Consulting Services Agreement between August 2, 2021
Town of Los Altos Hills and Lea & Braze Engineering, Inc. --Exhibit C Page 3 of 3

ITEM 6A Attachment 3

July 29, 2026
Project No. 2221102.02 CI
Addendum No. 2 for Engineering Services
Pathway Project – Summerhill Avenue – Los Altos Hills, CA [Phase 2] Client Initials _____ Consultant Initials JT

Town of Los Altos Hills
Attn: Astha Khamal, Assistant Engineer
26379 Fremont Road
Los Altos Hills, CA, 94022
Ph: (650) 947-2541 |Email: [email protected] c/o: WooJae Kim
Town of Los Altos Hills
|Ph: ______________ |Email: [email protected]
Project Description: Construction of New Roadside pathway segments along Summerhill Avenue Pathway Project, Summerhill Avenue, Los Altos Hills, CA 94022 Scope of Services by Lea & Braze Engineering Inc:

This Addendum is supplement to the original agreement between client and consultant dated the 25th of August, 2022, and is made part hereof;
Addendum No. 2 Scope of Services Fee
A2.1 Updates to pathway improvements to satisfy County Comments A2.1 Will be done on time basis, not to exceed $4,200
A2.2 Evaluation of ADA path of Travel at existing driveway entrances including narrative
A2.2 Will be done on time basis,
not to exceed $2,800
A2.3 Traffic Control Plans A2.3 Will be done on time basis, not to exceed $2,600
A2.4 Update to MIA Documents per County comments A2.4 Will be done on time basis, not to exceed $2,600
Scope of Services by Lea & Braze Engineering Inc - Continued: Fee A2.5 Time for Engineer’s site reviews, consultations, conference calls, meetings, inspections, construction bid & construction administration services, and project closeout services. Please note: subject to a two (2) hour minimum for site reviews and meeting (out of the Lea & Braze premises).

A2.5 Will be done on time basis,
not to exceed $4,800
Notes:
 All of terms and conditions from the original Contract shall remain unchanged, unless being superseded by this Contract Addendum.
 Direct cost of reimbursables shall be per attached Exhibit “A”- Fee Schedule  Fee Schedule: Please refer to attached Exhibit “A” – Fee Schedule to be made part of this agreement.

ITEM 6A Attachment 4

July 29, 2026
Project No. 2221102.02 CI
Addendum No. 2 for Engineering Services
Pathway Project – Summerhill Avenue – Los Altos Hills, CA [Phase 2] Client Initials _____ Consultant Initials JT

Additional Services Fee
A2.6 Additional Services to be done only if required and with client’s prior authorization. To include the following:

A2.6 Fees to be determined as
required
• Client’s, Architect’s, Landscape Architect’s or Contractor’s revisions; Value Engineering revisions; field related revisions; or revisions due to either incomplete or inaccurate base information provided by others.
• Other Additional Services such as: preparation of other exhibits, plans or documents (not included in the above scope items); plans for major off-site improvement; as-built documentation; and inspections.

July 29, 2026
Project No. 2221102.02 CI
Addendum No. 2 for Engineering Services
Pathway Project – Summerhill Avenue – Los Altos Hills, CA [Phase 2] Alexander Abaya, PLS 8855
Principal Surveyor – Survey Dept.

James Toby, PE 63127, PLS 8102
Principal Engineer – Civil Dept.

Peter Carlino, PE 79555
Principal Engineer – Civil Dept.

Please note: All invoices are due upon receipt. Late payments incur a 1.5% penalty per month added to any unpaid balance after 30 days.

All accounts unpaid at 45 days past due will receive notification of late payment. All accounts unpaid at 60 days past due will be subject to have the project placed on hold and all work may be stopped until the account is brought up to date.

Payments may be made through our website at www.leabraze.com, over the phone at (510) 887-4086, or via mail to our Pleasanton office.

Should these terms be acceptable to you, please return one signed copy (also initial the other pages where indicated).

Please note that this document should be considered time-sensitive, and Client approval is requested within 48 hours of receipt as to not cause potential delay in the delivery of these services.

Attachments: “Exhibit A” - Fee Schedule [please carefully study these Exhibits, initial and return them as part of this agreement]. Thank you.
-- Quotation Valid for 45 days --
For Lea and Braze Engineering, Inc: Jim Toby
Jim Toby, PE, PLS, Principal
Client Approval:

Date
Please print name and title:

Addendum No. 2 for Engineering Services
Town of Los Altos Hills – Pathway Project – Summerhill Avenue – Los Altos Hills, CA July 29, 2026 Project No. 2221102.02 CI
Client Initials ______ Consultant Initials JT

ENGINEERING SERVICES - EXHIBIT “A”
Fee Schedule
Civil Principal $310/hr Survey Principal $310/hr
Senior Project Manager $280/hr Senior Surveyor $280/hr
Project Manager $235/hr Associate Surveyor $235/hr
Senior Design/Project Engineer $215/hr 1-Person Survey Crew $260/hr Design Engineer $200/hr 2-Person Survey Crew $300/hr
Engineering Technician $170/hr Survey Technician $180/hr Depositions and/or Court appearance $600/hr with a 4-hour min Clerical $100/hr Note: Attendance at meetings and site reviews will be subject to a two (2) hour minimum charge to allow for preparation, travel, and meeting time.

Plus direct reimbursable expense cost, such as but not limited to: In-house printing for check-prints and prints for issuance, record maps at $10.00 per sheet, documents by outside parties at $8.00 per document, supplemental insurance (i.e. waiver of subrogation, or additional insured), travel expenses and mileage (per Standard IRS mileage rate). Costs for local overnight deliveries will be $30.00 each and $45.00 each for early delivery (Sunrise 8am service), plus an additional minimum of $5.00 for packages weighing over 5lbs. Same day / Rush deliveries will generally be from $100.00 to $150.00, with cost based on time of day, distance and weight. Required rain gauges $100, SWPPP QSD Binder $100, Mailbox to house SWPPP $120 (only if required), rain gauge stand $120 (only if required). For percolation testing, should no water service be available on-site, then we will provide a water tender with necessary water supply for a $750 additional charge for perc testing.

Lea & Braze In-house Printing
Type - Size Cost Type - Size Cost
Bond Black & White – 24”x 36” $4.00 per sheet Mylar Black & White – 18”x 26” $22.00 per sheet Bond Black & White – 30”x 42” $8.00 per sheet Mylar Black & White – 24”x 36” $44.00 per sheet Other media, sizes, or color prints Unit Cost can be provided upon Client request Fees effective as of January 2023
-- Rates are subject to periodic change--
Specific Exclusions
Those services not included in the “Scope of Services” are excluded from said scope of services, and include (though not limited to):

1. Structural design, site retaining wall or site structures design, illumination design, acoustical design, traffic engineering, environmental reports (E.I.R or other.), geologic or geotechnical engineering services; joint trench design (gas and electrical); shoring design; landscape design; tree protection; private water or sewer systems; dewatering plans; off-site or utility main improvements plans; story pole construction; contractor’s plans for traffic or dust control and safety; operations and maintenance plans or services; and fire protection systems.

2. Revisions or additional work due to unforeseen changes in local or state requirements, or ordinances effective after the date of preparation of this Quotation for Engineering Services.

3. Revisions resulting from either incomplete or inaccurate base information (by others).

4. Preparation of Plans or Documents for other than Town of Los Altos Hills and County of Santa Clara approval.

5. Preparation of Plans or Documents for review by other Municipal Districts, State, or Federal agencies.

6. Submittals and associated municipal fees or charges.

Exhibit A – Fee Schedule

Surface Mount Truncated Domes at Curb/Ramp
Surface Mount Truncated Domes at Path1
Meets 5% Max Longitudinal Slope
Exceeds 5% Max Longitudinal Slope
Existing Path to Remain2
Address protruding objects/height at pole locations3
LEGEND












Summerhill Avenue Path Project Review (ENC23-0651) – Overview of County Comments 


Legend Notes:

1. Also needed at existing pathways, but not in this review.

2. See next pages for examples

3. Examples are shown. Check all utility pole areas



Note: This location is understood to be entirely within Town of Los Altos Hills. This location would require
curb/ramp transition design that considers not
impacting significant drainage along curb that slopes
downward along Summerhill Ave (County road).

Prepared by County Roads and Airports
Land Development and Permits
6/30/2026
New wood bridge location
Note: This location is
understood to be
entirely within Town of
Los Altos Hills.

Example of anchor arm
height consideration.

Example: Truncated Domes at Path/Road Transition
Note: Concrete first placed then surrounding asphalt.

Examples from City of Morgan Hill Trail Project
Encroachment Permits ENC21-0638 and ENC22-0299
Llagas Creek Trail and W Middle Ave Llagas Creek Trail and Watsonville Rd Fremont Rd at Fremont Pines Ln/Gardner Bullis Elementary Example from
Town of Los Altos Hills

ITEMS QUANTITY UNITS COST TOTAL
Mobilization 1 EA 10,000.00 $ 10,000.00 $
Traffic Control 1 LS 25,000.00 $ $ 25,000.00
ADA Ramps 11 EA 4,000.00 $ $ 44,000.00
Striping 1 LS 5,000.00 $ $ 5,000.00
Drill and Construct Timber Piers C.I.P. Concrete (Upslope) 608 VLF $ 125.00 $ 76,000.00 Drill and Construct Timber Piers C.I.P. Concrete (Downslope) 800 VLF $ 125.00 $ 100,000.00 Furnish and Construct 3' 4X6 P.T.D.F. Post 132 EA $ 45.00 $ 5,940.00 Furnish and Construct Wood Laggings 1,178 SF $ 8.00 $ 9,424.00 Construct Subdrain 1 EA 5,000.00 $ $ 5,000.00
Crush Fines (Pathway) 4,675 SF $ 15.00 $ 70,125.00
Remove AC dike 5 LF $ 30.00 $ 150.00
Soil Off-Haul 65 CY $ 10.00 $ 650.00
Landscaping 1 LS 10,000.00 $ $ 10,000.00
Erosion Control per Geotech Recommendation 1 LS 10,000.00 $ $ 10,000.00 ESTIMATE AMOUNT $ 371,289.00
10% Contingencies $ 37,128.90
TOTAL AMOUNT $ 410,000.00

ITEMS QUANTITY UNITS COST TOTAL
Debris Catchment and Erosion Control Measures 1 LS 10,000.00 $ $ 10,000.00 Water Bars 105 EA $ 20.00 $ 2,100.00
ESTIMATE AMOUNT $ 12,100.00
10% Contingencies $ 1,210.00
TOTAL AMOUNT $ 20,000.00
$ 410,000.00
$ 20,000.00
TOTAL AMOUNT $ 430,000.00
Note:

EA = Each
LS = Lump Sump
VLF = Vertical Linear Feet
SF = Square Feet
CY= Cubic Yards
C.I.P. = Cast in place

ENGINEER'S ESTIMATE FOR SUMMERHILL AVENUE
Construction of New Roadside Pathway Segment Along Summerhill Avuenue Los Altos Hills, CA
March 19, 2024
Note: Retaining Wall (Exposed Face) Square Footage is
found by area of PTDF lagging to be installed.

ESTIMATE EXCLUDING OPTIONAL ITEMS

OPTIONAL BID ITEMS PER REQUEST BY TOWN OF LOS ALTOS HILLS

OPTIONAL ITEMS ESTIMATE

ESTIMATE INCLUDING OPTIONAL ITEMS
Base Cost
Optional Items
ITEM 6A Attachment 6

No. WORK ITEM UNIT QUANTITY UNIT COST AMOUNT
1 Mobilization LS 1 $20,000.00 $ 20,000.00
2 Traffic Control LS 1 $25,000.00 $ 25,000.00
3 Site Work - Clear & Grub LS 1 $15,000.00 $ 15,000.00
4 Remove Trees (6" dia. or greater) EA 12 $2,500.00 $ 30,000.00 5 Grind Tree Stumps EA 12 $500.00 $ 6,000.00
6 Utility Adjustments EA 3 $1,000.00 $ 3,000.00
7 Relocate Mailboxes EA 5 $650.00 $ 3,250.00
8 Tree Trimming and Prunning LS 1 $15,000.00 $ 15,000.00 9 Tree Planting EA 24 $500.00 $ 12,000.00
10 Earthwork and Grading LS 1 $50,000.00 $ 50,000.00
11 Off-haul excess materials CY 65 $75.00 $ 4,875.00
12 Install (N) C900 Pipe or (N) 8" Corrugated HDPE SD Pipe EA 2 $2,000.00 $ 4,000.00 13 Install (N) 12" Corrugated HDPE SD Pipe EA 1 $3,000.00 $ 3,000.00 14 (N) Concrete Valley gutter LF 10 $200.00 $ 2,000.00
15 (N) Equestrian Bridge - 8'x20' Roadrunner Prefabricated EA 1 $15,000.00 $ 15,000.00 16 Signage & Striping EA 1 $20,000.00 $ 20,000.00
17 Erosion control measures LS 1 $10,000.00 $ 10,000.00 TOTAL $ 238,125.00
18 Construct ADA Compliant Rubberized Pathway LF 2,300 $ 100.00 $ 230,000.00 19 Handrails (both sides of ADA ramp, greater than 5% slope) LF 576 $ 100.00 $ 57,600.00 20 ADA Curb Ramps EA 11 $ 5,000.00 $ 55,000.00
TOTAL $ 342,600.00
21 Construct Subdrain for Retaining Wall EA 1 $ 5,000.00 $ 5,000.00 22 1-2 foot high Retaining Wall with Concrete piers LF 225 $ 130.00 $ 29,250.00 23 2-3 foot high Retaining Wall with Concrete piers LF 366 $ 160.00 $ 58,480.00 24 3-4 foot high Retaining Wall with Concrete CIP piers LF 295 $ 200.00 $ 59,050.00 TOTAL $ 151,780.00
$ 732,505.00
$ 73,250.50
$ - $ 805,755.50
Project: SUMMERHILL AVENUE PATHWAY PROJECT

PATHWAY

GENERAL

RETAINING WALL
Preliminary Cost Estimate (9/10/2026)
10% Construction Contingency

TOTAL COST
COST
ITEM 6A Attachment 7

From: allan epstein
To: Arika Miller
Cc: Cody Einfalt; WooJae Kim; Rajiv Bhateja
Subject: Agenda Item 6A: Amendment to Engineering Services - Summerhill Pathway Date: Thursday, September 17, 2026 12:08:19 PM
Hi Arika,
Please add the following to the Agenda for today’s regular council meeting.

Thank you,
Best,
Allan
Agenda Item 6A: Amendment to Engineering Services – Summerhill Pathway I appreciate the Public Works Director and Town staff’s efforts on the Summerhill Pathway Project update. Bringing this operational matter to light is an important step in ensuring the efficient use of our resources. While completing Phase 2 of the Summerhill pathway is an important long-term goal, the massive escalation in projected costs, the absolute lack of sufficient capital funds, and the change to the pathway's character warrant a more strategic approach before we authorize additional design fees.

After 10 years of delay, surprises, fits and starts, and questionable project management—and, I am sure, disappointment to the Summerhill Pathway proponents —I am sorry to have to say that I encourage the Council to pause and reevaluate the project's scope rather than automatically approving the contract amendment.

1. Material Alternatives and Structural Character Concerns The staff report notes that the County’s mandatory accessibility requirements conflict with the Town’s traditional multi-use roadside pathways. To be ADA compliant, the project would move away from our standard decomposed granite (DG) in favor of a non-DG, rubberized path. Furthermore, the ADA curb ramps would require specialized detectable warning surfaces or truncated dome surfaces, and the County may still require guardrails wherever there are grade drops of more than 6 inches along the pathway edges. This cumulative structural layout of rubberized surfaces, truncated domes, and side guardrails is entirely inconsistent with the Town's standard for rural pathways. A rubberized surface also introduces serious long-term maintenance questions, as we simply do not know the wear issues it may experience over time under multi-use or horse traffic. We should not fund an expensive design process for non-standard features that compromise our town aesthetic and carry unknown durability risks.

ITEM 6A, Supplement 1

2. Insufficient Balances in the Pathway Capital Fund
The initial engineering design contract was awarded in 2022 for $41,780, with a construction estimate of $430,000. This second contract amendment will push design fees up to $68,780, and staff now anticipates that the final construction cost will balloon to $800,000 or more to meet the County's strict mandates.

While the Town Pathway Capital Fund total was reported at $991,666 as of July 31, 2026, this figure does not reflect recent and upcoming commitments.

Factoring in the recent $310,730 allocation awarded for the Magdalena Road Pathway Project, along with the $240,000 planned for the Maple Leaf-Middle Fork Pathway, the actual remaining uncommitted balance in the fund drops to $440,936. Consequently, the Town is nowhere near having sufficient funds to cover the new $800,000 price tag for the Summerhill path, leaving a massive $359,064 deficit. Despite the recent tripling of the Pathway Fee, an expenditure of this magnitude on a single project would deplete the fund and preclude other pathway projects throughout the Town for many years.

3. Reevaluating Community Benefit and Location
While Summerhill Avenue certainly needs a path, we must consider the best use of our available resources given these severe fiscal constraints. Summerhill sits on the geographic border of the town. Deficit-spending or entirely exhausting the Town's remaining pathway reserves on a border trail may not provide as much direct daily benefit to the broader Los Altos Hills community as an equivalent expenditure on more centrally located pathways that service a higher density of our residents.

Conclusion
The Town should explore all avenues with the County administration and supervisors.

However, if the County is unwavering in its requirement for an ADA-compliant path, the Town should not proceed with this project and should instead utilize our pathway funds for more consistent and beneficial pathways. Alternatively, the Town could explore other funding sources specifically for the Summerhill project rather than depleting our local capital reserves.

Therefore, I suggest the Council maintain our fiscal flexibility, defer the approval of the Second Amendment, and direct staff to explore possible changes with the County or obtain separate funding mechanisms.

Respectfully,
Allan

ITEM 6B
TOWN OF LOS ALTOS HILLS September 17, 2026
Staff Report to the City Council
SUBJECT: RESOLUTION AUTHORIZING AN AGREEMENT WITH SECURITAS

FOR PRIVATE SECURITY PATROL SERVICES AND DIRECTION ON
PATROL VEHICLE OPTION NOT TO EXCEED $325,000 FOR FY
2026-27
FROM: Cody Einfalt, City Manager
RECOMMENDATION: That the City Council should:

1. Approve the Resolution (Attachment 1) Authorizing the City Manager to execute a oneyear agreement with Securitas for private security patrol services in an amount not to exceed $325,000, subject to final review and approval as to form by the City Attorney (Attachment 2); and

2. Provide direction to staff on the preferred patrol vehicle option: (a) three Toyota Corolla Hybrid vehicles, or (b) three Hyundai Kona Electric vehicles BACKGROUND:

The Town of Los Altos Hills has utilized private security patrol services as a supplement to the Santa Clara County Sheriff's Office since April 2023. The program is prevention-oriented and observe-and-report in nature, with the purpose of maintaining a visible patrol presence throughout Town and helping deter property crime.

In May 2026, the Town issued a competitive Request for Quote for private security patrol services.

Five firms submitted responses, and following staff and community-panel review and interviews, PalAmerican Security and Securitas were identified as the two finalists. At its August 20, 2026 meeting, the City Council considered the finalist proposals and directed staff to transition the Town's private security patrol contract from PalAmerican to Securitas.

The current PalAmerican agreement has been extended through September 30, 2026. Since the August 20 Council meeting, staff has continued working with Securitas to finalize the service model, pricing, vehicle configuration, and implementation details necessary to transition providers. The remaining policy question requiring Council direction is which patrol vehicle option should be used under the Securitas agreement.

DISCUSSION:

Proposed Securitas Agreement and Contract Authority
The proposed Securitas service model maintains the Town's existing daily patrol structure. Three patrol assignments operate each day from 3:00 p.m. to 11:30 p.m., seven days per week, including

Staff Report to City Council
Private Security Contract Authorization and Patrol Vehicle Options September 17, 2026
2 a 30-minute meal period. Each assignment provides eight hours of active patrol driving, resulting in three patrol vehicles operating simultaneously during the evening patrol period.

Securitas' current investment summary lists an estimated monthly cost of $32,436.03 under the hybrid vehicle configuration. Staff recommends starting this agreement October 1, 2026 (when the current agreement with PalAmerican is terminating), and aligning this contract with the end of the current fiscal year. The term would run October 1, 2026 – June 30, 2027. These 9 months are approximately $291,924 before any incremental holiday premiums, additional vehicle requests, or other authorized service adjustments. Securitas identifies premium billing rates for nine observed holidays.

Staff recommends establishing a contract amount not to exceed $325,000. This amount is approximately 10 percent above the higher-cost hybrid base estimate and is intended to provide sufficient flexibility for holiday premiums and minor operational adjustments during the contract year. Examples could include temporary schedule adjustments, additional coverage for special events, or other limited service changes. Any significant change to the overall patrol program or service level would be brought back to the City Council for consideration.

Patrol Vehicle Options
Securitas has provided two patrol vehicle options for Council consideration. Both options would provide three marked vehicles for use during the Town's daily patrol shifts. The principal differences are vehicle technology, monthly contract cost, fueling or charging responsibility, and the operational coordination required at Town Hall.

Option 1 - Toyota Corolla Hybrid
Under the hybrid option, Securitas would provide three Toyota Corolla Hybrid patrol vehicles at a total cost of $5,040 per month. Fuel and maintenance are included in this price. The annual vehicle cost is approximately $60,480.

The hybrid option would require little additional involvement by the Town. Securitas would be responsible for fueling and maintaining the vehicles, and the patrol cars would not rely on the Town's electric vehicle charging infrastructure. This option therefore provides the simplest operational arrangement for the Town and minimizes coordination between private security operations and employee charging needs at Town Hall.

Option 2 - Hyundai Kona Electric
Under the electric vehicle option, Securitas would provide three Hyundai Kona Electric patrol vehicles at a total vehicle cost of $4,050 per month, with maintenance included. The Town would provide charging at no cost to Securitas. Securitas has also included a $525 monthly mobile patrol charge for a vehicle-relocation visit, resulting in a total estimated monthly electric vehicle cost of $4,575, or approximately $54,900 annually before the Town's electricity cost.

Because the Town's three patrol assignments operate until 11:30 p.m., the electric vehicles would return to Town Hall and begin charging at approximately 11:30 p.m. The vehicles would then charge overnight. In the morning, a Securitas representative would need to return to Town Hall and move the vehicles from the charging spaces to regular parking spaces before Town employees arrive and begin using the chargers. The $525 monthly mobile patrol charge is intended to cover this recurring vehicle-relocation function.

Staff Report to City Council
Private Security Contract Authorization and Patrol Vehicle Options September 17, 2026
3 The electric option therefore requires a reliable daily coordination process. If the vehicles are not moved before employee charging demand begins, Town charging stations may be unavailable to employees at the start of the workday. The Town would also absorb the electricity used to charge the patrol vehicles, meaning the quoted contract-price difference does not represent the Town's full net savings from selecting electric vehicles.

Vehicle Option Comparison
Consideration Hybrid Option Electric Option
Vehicles 3 Toyota Corolla
Hybrids 3 Hyundai Kona Electrics
Monthly vehicle cost $5,040 $4,050
Vehicle relocation Not required $525/month
Total monthly vehicle-related
cost $5,040 $4,575
Estimated annual vehiclerelated cost $60,480 $54,900
Fuel / electricity Fuel included Charging provided by Town Maintenance Included Included
Town Hall charging required No Yes - overnight
Morning vehicle movement Not required Required before employee charging demand
Quoted annual difference Baseline $5,580 lower before Town electricity cost
Based solely on Securitas' quoted monthly charges, the electric vehicle option is $465 less per month, or approximately $5,580 less per year, than the hybrid option. The actual net difference to the Town would be smaller after accounting for the electricity provided by the Town. Staff has not assigned a value to the additional administrative and operational coordination associated with moving the electric vehicles each morning.

Council Direction
The vehicle selection does not materially change the overall private security service model. Both options provide three marked patrol vehicles and support the same daily patrol schedule.

Accordingly, staff views the decision primarily as a policy and operational preference rather than a significant budget decision.

The hybrid option provides the most operationally straightforward approach, with fuel and maintenance included and no impact on Town charging infrastructure. The electric option has a somewhat lower quoted contract cost and eliminates tailpipe emissions from the patrol vehicles,

Staff Report to City Council
Private Security Contract Authorization and Patrol Vehicle Options September 17, 2026
4 but requires Town-provided electricity and a dependable morning process for clearing the charging stations for employee use. Staff is seeking Council direction on which of these considerations it would like prioritized in the final agreement.

Contract Negotiations – Liability and Indemnification
As part of finalizing the agreement, staff and the Town Attorney have continued to negotiate certain contractual provisions with Securitas. The principal issue has been the indemnification and liability provisions contained in Section 5(a) of the Town’s standard agreement.

The Town’s standard agreement requires the contractor to indemnify, defend, and hold harmless the Town for claims arising from the contractor’s performance and does not establish a specific monetary cap on the contractor’s liability. Securitas has advised the Town that, as a matter of company policy, it is not able to enter into agreements providing for uncapped liability. Securitas initially proposed limiting its liability to $2 million and subsequently increased its proposed cap to $5 million as the parties continued negotiations. Securitas has separately confirmed that the liability-cap issue is distinct from its insurance coverage and has indicated that it can meet the Town’s insurance requirements.

In an effort to identify a mutually acceptable compromise, the Town Attorney has proposed revisions to the Town’s standard indemnification language. Under the proposed compromise, Securitas would continue to indemnify, defend, and hold harmless the Town for liabilities arising from Securitas’ performance of the agreement, breach of the agreement, or violations of applicable law. The language would also clarify that the indemnification obligation does not apply to liabilities solely caused by the Town’s gross negligence or willful misconduct. However, Securitas’ indemnification obligation would be capped at $5 million.

The proposed language would additionally limit certain damages between the parties, including consequential damages, damages caused by events beyond a party’s reasonable control, and injuries or deaths arising from conditions of Town property. Importantly, these additional damage limitations would not eliminate Securitas’ obligation to defend and indemnify the Town against covered third-party claims; those obligations would remain subject to the proposed $5 million cap.

The Town Attorney has advised that accepting a liability cap is less protective of the Town than its standard agreement and therefore represents a business decision for the Town in order to reach agreement with Securitas.

Staff believes the proposed $5 million cap represents a reasonable compromise given Securitas’ stated inability to accept uncapped liability and the City Council’s prior direction to transition private security services to Securitas.

ENVIRONMENTAL REVIEW:

This action does not qualify as a “Project” as defined in Section 15378(b) of the California Environmental Quality Act (CEQA) Guidelines.

CITY COUNCIL WORKPLAN:

The recommended action supports the City Council's public safety priorities by maintaining a visible supplemental patrol presence and completing the competitive procurement and transition process directed by the Council. The vehicle-selection discussion also allows the Council to weigh

Staff Report to City Council
Private Security Contract Authorization and Patrol Vehicle Options September 17, 2026
5 operating simplicity, cost, and use of lower-emission vehicle technology in the delivery of Town services.

FISCAL IMPACT:

The recommended action would authorize the City Manager to execute an agreement with Securitas in an amount not to exceed $325,000 for the contract year. Under the hybrid configuration, Securitas' current estimated monthly cost is $32,436.03, or approximately $291,925 for nine months before incremental holiday premiums and other authorized adjustments.

The proposed $325,000 not-to-exceed amount provides approximately $33,075 above this base estimate, or roughly 10 percent, to accommodate holiday premiums and minor service adjustments during the year.

If the Council selects the electric vehicle option, the quoted vehicle-related cost would be approximately $5,580 lower annually than the hybrid option. This stated savings does not account for electricity provided by the Town. The not-to-exceed contract authority would remain $325,000 under either vehicle option so that staff retains the same limited operational flexibility throughout the contract year.

ATTACHMNETS:

1. Proposed Resolution

2. Proposed Securitas Agreement for FY2026-27

ITEM 6B Attachment 1
RESOLUTION No. xx-26

RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE AN

AGREEMENT WITH SECURITAS FOR PRIVATE SECURITY PATROL SERVICES IN AN AMOUNT NOT TO EXCEED $325,000
WHEREAS, the Town of Los Altos Hills supplements law enforcement services provided by the Santa Clara County Office of the Sheriff with private security patrol services to maintain a visible security presence throughout the Town; and
WHEREAS, the Town conducted a competitive procurement process for private security patrol services and, at its August 20, 2026 meeting, the City Council directed staff to transition the Town's private security contract from PalAmerican to Securitas; and WHEREAS, Securitas has submitted proposed pricing and a service structure for private security patrol services, including alternative patrol vehicle options, and the City Council desires to authorize an agreement in an amount not to exceed $325,000, which includes contingency for minor operational and service adjustments during the contract term.

NOW, THEREFORE, BE IT RESOLVED that the City Council of the Town of Los Altos Hills hereby:

1. Approves an agreement with Securitas for private security patrol services, in substantially the form presented to the City Council, in an amount not to exceed $325,000, incorporating the patrol vehicle option selected by the City Council; and

2. Authorizes the City Manager to execute the agreement and approve non-material revisions necessary to finalize the agreement, subject to approval as to form by the City Attorney, provided such revisions do not increase the not-to-exceed amount or materially change the level of service approved by the City Council.

The above and foregoing Resolution was passed and adopted by the City Council of the Town of Los Altos Hills at a meeting held on the 17th day of September 2026 by the following vote:

AYES:

NOES:

ABSTAIN:

ABSENT:

BY: _______________________________
Rajiv Bhateja, Mayor
ATTEST:
______________________________
Arika Miller, City Clerk

AGREEMENT
THIS AGREEMENT is made and entered into on the 17 day of September, 2026 by and between the TOWN OF LOS ALTOS HILLS (hereinafter referred to as "TOWN") and Securitas (hereinafter referred to as "CONTRACTOR"). In consideration of their mutual covenants, the parties hereto agree as follows:

1. CONTRACTOR. Shall provide or furnish the following specified services and/or materials:

Conduct regular patrols of public streets, deterring criminal activity, and maintaining a visible security presence.

A full description of the Scope of Work can be found in Exhibit A

2. EXHIBITS. The following attached exhibits are hereby incorporated into and made a part of this Agreement:

Proposal from CONTRACTOR dated 5/8/2026

3. TERMS. The services and/or materials furnished under this Agreement shall commence October 1, 2026 and shall be completed by June 30, 2027, unless terminated pursuant to Section 5(f).

4. COMPENSATION. For the full performance of this Agreement:
a. TOWN shall pay CONTRACTOR an amount not to exceed three hundred twenty five thousand dollars and zero cents ($325,000.00) within thirty (30) days following receipt of invoice and completion/delivery of services/goods as detailed in Sections 1, 2, and 3 of this Agreement and only upon satisfactory delivery/completion of goods/ services in a manner consistent with professional/industry standards for the area in which CONTRACTOR operates. TOWN is not responsible for paying for any work done by CONTRACTOR or any subcontractor above and beyond the not to exceed amount. b. Town shall not reimburse for any of CONTRACTOR's costs or expenses to deliver any services/goods. Town shall not be responsible for any interest or late charges on any payments from Town to CONTRACTOR.
c. CONTRACTOR is responsible for monitoring its own forces/employees/agents/ subcontractors to ensure delivery of goods/services within the terms of this Agreement. TOWN will not accept or compensate CONTRACTOR for incomplete goods/services.

5. GENERAL TERMS AND CONDITIONS.
a. HOLD HARMLESS. CONTRACTOR agrees to indemnify, defend and hold harmless the TOWN, its officers, agents and employees from any and all demands, losses, damages, claims or liability, attorney’s fees, and costs, including any claims or loss for Docusign Envelope ID: A1BDA7B1-1071-87B8-81F0-A6BC92FC1635

personal injury (including death) and property damage of any nature (collectively, “Liabilities”) to the extent caused by CONTRACTOR’s negligence or willful misconduct in the performance of CONTRACTOR under this Agreement, or by CONTRACTOR’s breach of this Agreement or violations of applicable law. With regard to CONTRACTOR’S written work product, CONTRACTOR agrees to indemnify, defend and hold harmless the TOWN, its officers, agents and employees from any and all Liabilities to the extent caused by the negligent performance of CONTRACTOR under this Agreement. The indemnification obligation shall not apply to the extent the Liabilities are solely caused by the Town’s gross negligence or willful misconduct. Provided, however, that CONTRACTOR’s indemnification obligation under this section shall not exceed $5 million.

Further, except as outlined in CONTRACTOR’s indemnification obligations with respect to third party claims above, neither party will be liable for any (a) consequential damages, (b) damages arising from events beyond the potentially liable party’s reasonable control, or (c) injuries or deaths arising from any conditions of Town’s premises. b. INSURANCE. CONTRACTOR shall file with the TOWN a certificate of insurance before commencing any services under this Agreement as follows:
i. WORKERS COMPENSATION INSURANCE: Minimum statutory limits. ii. COMMERCIAL GENERAL LIABILITY AND PROPERTY DAMAGE
INSURANCE: General Liability and Property Damage Combined. $1,000,000.00 per occurrence including comprehensive form, personal injury, broad form personal damage, contractual and
premises/operation, all on an occurrence basis. If an aggregate limit exists, it shall apply separately or be no less than two (2) times the occurrence limit.
iii. AUTOMOBILE INSURANCE: $1,000,000.00 per occurrence. iv. EXCESS LIABILITY INSURANCE: $10,000,000.00 per occurrence. v. NOTICE OF CANCELLATION: The City requires 30 days written notice of cancellation. Additionally, the notice statement on the certificate should not include the wording "endeavor to" or "but failure to mail such notice shall impose no obligation or liability of any kind upon the company, its agents or representatives.”
vi. CERTIFICATE OF INSURANCE: Prior to commencement of services, evidence of insurance coverage must be shown by a properly executed certificate of insurance and it shall name "The Town of Los Altos Hills, its elective and appointed officers, employees, and volunteers" as additional insureds. Additional insureds will only be covered by CONTRACTOR’S insurance for liability required to be assumed by CONTRACTOR in this Agreement.
vii. To prevent delay and ensure compliance with this Agreement, the insurance certificates and endorsements must be submitted to:

Docusign Envelope ID: A1BDA7B1-1071-87B8-81F0-A6BC92FC1635

Town of Los Altos Hills
26379 Fremont Road
Los Altos Hills, CA 94022
c. NON-DISCRIMINATION. No discrimination shall be made in the employment of persons under this Agreement because of the race, color, national origin, age, ancestry, religion or sex of such person.
d. INTEREST OF CONTRACTOR. It is understood and agreed that this Agreement is not a contract of employment and does not create an employer-employee relationship between the TOWN and CONTRACTOR. At all times CONTRACTOR shall be an independent contractor and CONTRACTOR is not authorized to bind the TOWN to any contracts or other obligations without the express written consent of the TOWN. In executing this Agreement, CONTRACTOR certifies that no one who has or will have any financial interest under this Agreement is an officer or employee of TOWN. e. CHANGES. This Agreement shall not be assigned or transferred without advance written consent of the TOWN. No changes or variations of any kind are authorized without the written consent of the City Manager. This Agreement may only be amended by a written instrument signed by both parties. f. TERMINATION. This Agreement may be terminated by TOWN upon thirty (30) days written notice to CONTRACTOR. Monies owed for work satisfactorily completed shall be paid to CONTRACTOR within 14 days of termination.

Additionally, this Agreement may be terminated by CONTRACTOR upon sixty (60) days written notice to TOWN.
g. RECORDS. All reports, data, maps, models, charts, studies, surveys, calculations, photographs, memoranda, plans, studies, specifications, records, files, or any other documents or materials, in electronic or any other form, that are prepared or obtained pursuant to this Agreement and that relate to the matters covered hereunder shall be the property of the TOWN. CONTRACTOR hereby agrees to deliver those documents to the TOWN at any time upon demand of the TOWN. It is understood and agreed that the documents and other materials, including but not limited to those described above, prepared pursuant to this Agreement are prepared specifically for the TOWN and are not necessarily suitable for any future or other use. Failure by CONTRACTOR to deliver these documents to the TOWN within a reasonable time period or as specified by the TOWN shall be a material breach of this Agreement. TOWN and CONTRACTOR agree that until final approval by TOWN, all data, plans, specifications, reports and other documents are preliminary drafts not kept by the TOWN in the ordinary course of business and will not be disclosed to third parties without prior written consent of both parties. All work products submitted to the TOWN pursuant to this Agreement shall be deemed a "work for hire.” Upon submission of any work for hire pursuant to this Agreement, and acceptance by the TOWN as complete, non-exclusive title to copyright of said work for hire shall transfer to the TOWN. The compensation recited in Section 4 shall be deemed to be sufficient consideration for said transfer of copyright.

CONTRACTOR retains the right to use any project records, documents and Docusign Envelope ID: A1BDA7B1-1071-87B8-81F0-A6BC92FC1635

materials for marketing of their professional services. h. EQUIPMENT/SOFTWARE. Any equipment/software provided by CONTRACTOR, and information gathered therewith, in connection with CONTRACTOR’S services is for CONTRACTOR’S use and will always be the property of CONTRACTOR or its subcontractors. CONTRACTOR is not selling or leasing any of the equipment/software to TOWN. CONTRACTOR will remove its equipment/software upon termination of this Agreement; any right for TOWN to use or access the equipment/software ends upon termination of this Agreement i. CONTRACT ADMINISTRATION. The TOWN hereby designates the City Manager as Contract Administrator for this agreement. The CONTRACTOR shall only take direction regarding the services provided under this Agreement from the Contract Administrator. Furthermore, CONTRACTOR agrees that the Contract Administrator shall be included any meeting, teleconference or written communication between any Town representative including Committee members and the CONTRACTOR. The TOWN may modify the Contract Administrator at any time upon providing written notice to the CONTRACTOR. j. ENTIRE AGREEMENT. This Agreement represents the entire agreement between the Parties. Any ambiguities or disputed terms between this Agreement and any attached Exhibits shall be interpreted according to the language in this Agreement and not the Exhibits.

6. INVOICING. Send all invoices to the contract coordinator at the address below.

This Agreement shall become effective upon its approval and execution by TOWN. In witness whereof, the parties have executed this Agreement the day and year first written above.

CONTRACT COORDINATOR and
representative for TOWN: CONTRACTOR:

Cody Einfalt
City Manager
Town of Los Altos Hills By:
26379 Fremont Road Signature Date
Los Altos Hills, CA 94022
Print name, Title
TOWN OF LOS ALTOS HILLS:

By:

Cody Einfalt, City Manager Date
Gina Coleman, Area Vice President
Docusign Envelope ID: A1BDA7B1-1071-87B8-81F0-A6BC92FC1635 9/15/2026

Proposal
FOR The Town of Los Altos Hills
Cody Einfalt
The Town of Los Altos Hills
[email protected] |
26379 Fremont Rd
Los Altos Hills, CA 94022
Confidentiality Statement
This entire proposal is considered confidential information by Securitas Security Services USA, Inc. and may not be distributed, in whole or in part, to any person, firm or corporation outside of The Town of Los Altos Hills. In addition, this proposal may be distributed only to those employees or affiliates within The Town of Los Altos Hills who have direct responsibility for the proposal/decision-making process.2026 © Securitas Security Services USA Inc. 1 Docusign Envelope ID: A1BDA7B1-1071-87B8-81F0-A6BC92FC1635

5/8/2026
Town of Los Altos Hills
Attn: Cody Einfalt, MPA
Re: Proposalfor Security Services
Thank you for allowing Securitas (SUSA, Inc.) the opportunity to provide our protective security services proposal for the Town of Los Altos Hills in support of the Sheriff’s Department. We understand the importance of selecting a dynamic solution-based security providerfor your world class organization. Our operating efficiencies and technological advancements afford us the opportunity to provide best in class service and reliability. We are proud of our long-standing presence locally in the South Bay Area. We feel confident that the enclosed proposal will demonstrate our valued approach and capabilities.

Securitas’ methodology for developing a security program is consultative, with a strong commitment to partnering with clients for mutual growth, fostering a relationship more akin to a partnership than that of a service provider. As you review our Proposal for Security Services, please feel free to reach out for more information on any specific topic.

Upon reviewing the formal RFQ, we feel strongly that we meet or exceed all items outlined in the Request for Quote. To help connect the requested information to the coordinating page within the proposal, I have provided a quick reference breakout.
1) Ability to comply: Provided Above.
2) Cost: See page 25.
3) Implementation: See page 21; 30 Days from Contract.
4) Patrol Vehicle: Seen throughout Proposal, Page 6&28, We will deploy Toyota Carolla Hybrids for the site unless a specific vehicle is requested (i.e. truck with towing capabilities, electric to reduce carbon footprint)
5) Uniform: See page 22.
6) GPS/Reporting: See pages 8-11. Sample reports can be provided. Geofencing can be outlined around Town borders to alert Officers if they leave the approved area. GPS is provided through our Vision Devices and Samsara Systems (Page 8). All information is provided through one dashboard, MySecuritas. This dashboard also contains scheduled employees, invoices, and employee training progress.
7) Supervision/Training/Hiring: Pages 12-17.
8) References: Page 26 &27. I provided a case study of a similar Scope of Work with reference. I provided a few Government Reference and some similar site references. Monitoring roads and reporting violations is extremely similar to the services we provide to HOA’s on their private roads. https://youtu.be/U0l0hdO2QeI?si=Dz8eFHUJntDwGGGo 9) Signor: Gina Coleman, Area Vice President, [email protected] , Page 19.

Thank you again for the opportunity to provide this proposal to the Town of Los Altos Hills for the ultimate, professional protective security services program. Please contact me if you have any questions or require further information. We look forward to this new business partnership opportunity.

Sincerely,
Mark Triska
Business Development Manager
2480 N. First St., Suite 180,
San Jose, CA 95131
Cell Number: 669.347.4753
[email protected]
2 Docusign Envelope ID: A1BDA7B1-1071-87B8-81F0-A6BC92FC1635

Proposal from Securitas
Thank you for
considering
Securitas
Why Securitas? For over 90 years, security has been our exclusive focus. That means since 1934, we’ve been building a strong local footprint, refining operational best practices, investing in innovation and creating an unbeatable workforce culture. — A connected global workforce — Empowered by best-in-class culture, training, certification, peopleprograms and leading technologies, learning and innovation thrive across Securitas. — Support where you are — Our footprint spans 44+ global markets, but our leadership is local. Every client is supported by a dedicated District Manager, Area Vice President, and Regional President who live and work in the communities they serve, ensuring responsive service, accountability, and on-theground partnership from day one. — Transparency & strategic value — We believe strong partnerships are built on visibility and trust. Our reporting cadence, modern dashboards and service roadmap ensure clients have clarity, alignment, and confidence throughout their journey with Securitas.

We’re excited at the opportunity to bring the same unmatched advantages of global scale + expertise to your organization. Please don’t hesitate to reach out with any questions. We look forward to your response.

Mark Triska
Securitas Security Services, Inc. North America
Business Development Manager
[email protected] | (669) 347-4753 |
3 Docusign Envelope ID: A1BDA7B1-1071-87B8-81F0-A6BC92FC1635

Proposal from Securitas
See what others
miss at every touchpoint
Our refined eye helps us see more to empower your secure world. When 320,000+ professionals across 44+ markets are on your side, you get unwavering vigilance and consistent, high-quality protection, anywhere you operate. Together, we imagine your ideal integration of modern, custom security solutions and services.

We help make your world a safer place
4 Docusign Envelope ID: A1BDA7B1-1071-87B8-81F0-A6BC92FC1635

Proposal from Securitas
World-class security
solutions and expertise
Risk Intelligence
& Services
Identify vulnerabilities, monitor
evolving threats, and leverage
actionable insight that strengthens
your security program before risks
becomes disruptions.

On-site Security
Services
Safeguard people, property, and
operations while representing your
organization with vigilance,
courtesy, and a commitment to
service excellence.

Mobile Security
Response & Patrols
Increase situational awareness
with strategic patrols and rapid
response that deters incidents and
helps ensure timely intervention
across sites.

Remote Security
Services
24/7 monitoring, advanced analytics,
and real-time oversight reduces
complexity and enables quick deescalation or response and confident decision-making.

Integrated
Technology
Securitas Technology designs and
integrates leading security and
safety solutions including video,
access, intrusion, detection, EAS,
fire safety and more.

Fire & Life Safety
Programs
Meet compliance requirements
and fire code, prepare for
emergencies, and reduce risk
through proactive program
management.

Insight-powered security for modern businesses
Dynamically assess risk, tailor solutions, and optimize your security equation with Securitas Global Risk
Intelligence. The right data, when you need it.
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Proposal from Securitas
From acts of heroism to the daily mundane support
& everything critical in-between… we’re there.
2020
“How Ahmed
Saves a Man’s
Life”
2023
“Darian Hardy,
Securitas
Officer Aids in
Rescue of
Captive
Woman”
2023
“Donald Brown
Recognized for
19 years of
Service at One
Site”
2021
“Officer Travis
Stops Forklift
Fire on Duty”
2022
“Officer Niko
Finds Missing
Child, Connects
Help”
450
District
Managers
North America
400
Local Branch
Offices
North America
70k
Securitas Officers
North America
With one of the largest global security footprints in the world, Securitas offers unmatched scale, expertise and
global standardization for enterprises and business.
$6B
2024 Annual
Revenue
North America
Global footprint,
strong local structure
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Flexible patrols.

Reliable presence.

At Securitas, we offer Dedicted Mobile security patrol
solutions designed to provide clients
with flexible and scalable security. Our mobile patrol
services deliver a visible security presence, helping to deter crime, respond quickly to incidents, and
provide safety escorts—all while
optimizing security coverage. Ideal for
clients of all sizes.

Dedicated Mobile
Guarding gives you the
security you need,
wherever you need it.
7 Docusign Envelope ID: A1BDA7B1-1071-87B8-81F0-A6BC92FC1635

Proposal from Securitas
See how your security program is performing in near
real-time, presence wide. From local sites to global
operations, Securitas’ ecosystem of modern digital tools empowers security leaders with more.

MySecuritas: Daily security
dashboards, officer geolocation,
coverage transparency and more.

Global Risk Intelligence
Smart, integrated data and insights that help you
understand risks that could impact your business.

MyConnect and Vision for officers
Officer operations, reporting, compliance and geolocation, integrated with MySecuritas for clients.
— Security daily view
— Risks, patterns and trends
— Alerts, dashboards, accessibility
Security insights, trends
and coverage transparency
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Securitas Fleet &
Driver Safety System
This system delivers
– Enhanced officer and public safety
– Reduced vehicle and liability risk
– Verified patrol activity and
response times
– Greater transparency and
accountability
– Consistent, reliable
service delivery
– Improved sustainability
What the system includes
– Forward-facing and interior
facing cameras
– Real-time GPS tracking and
route history
– Speed and driving
behavior monitoring
– Vehicle diagnostics and alerts
Real-time oversight & support
– Live vehicle visibility allows our
operations team to monitor activity
and respond quickly when support
is needed.
– GPS tracking and geofencing
confirm patrol coverage and
response accuracy.
– Vehicle diagnostics help
prevent breakdowns and
service disruptions.
– Encourages safer, smoother
driving, reducing fuel consumption
and emissions.

Incident documentation
& transparency
– In the event of an incident,
recorded footage is securely
stored and easily retrievable.
– Video and telematics data
provide objective, time stamped
documentation to support
investigations, client transparency,
and liability protection.
– This reduces disputes and enables
faster, more accurate resolution.

Proactive safety &
driver coaching
– AI based technology identifies
high-risk driving behaviors such as
harsh braking, speeding, distracted
driving, or unsafe following
distance.
– These insights are reviewed
regularly with officers to reinforce
safe driving practices and
continuous improvement.
– The focus is on prevention,
accountability, and professionalism.

We use Samsara in-vehicle camera and telematics technology across our fleet, strengthening officer safety, operational oversight, and service quality.

Fleet safety, transparency & service reliability
securitasinc.com
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Proposal from Securitas
What today’s security leaders need, in MySecuritas

INTELLIGENCE
Risk intelligence and trends help you make informed
decisions, consolidating site data and insights that
impact your next security move.

AUTONOMY
Self-service actions mean one less email or phone
call. Reduce administrative volume, streamlining ops.

ALERTS
Near real-time alerts connect you to what’s going on at your site, faster, with more information.

COLLABORATION
Stay aligned with security team-members and
leadership. Use data to explain what’s really going on
at your sites.

INTEGRATION
MySecuritas integrated near real-time data from our
officer tool, MyConnect. See operational updates and
statuses.

CONTROL
Command, add, remove, notify, message, request,
download, view in a UI-friendly home.

Get access and visibility to essential officer locations, statuses, data and coverage details in near real-time on your personalized dashboard. 10 Docusign Envelope ID: A1BDA7B1-1071-87B8-81F0-A6BC92FC1635

11 Docusign Envelope ID: A1BDA7B1-1071-87B8-81F0-A6BC92FC1635

Proposal from Securitas
Skilled and knowledgeable security experts
Talent recruitment
Strategic outreach, community partnerships, and a
strong employer brand built on purpose attract a
diverse talent pool.

Hiring and onboarding
Proactive, local and consistent hiring efforts help build qualified, service-minded teams aligned with our
standards.

Training & certification
Programs combine foundational security knowledge
with site-specific instruction, technology integration, and customer service excellence.

Career development
Clear career development pathways, a strong
leadership support network, and a culture that values
recognition supports an experienced security culture.

Across career stages and targeted programs, our investment in people helps create empowered and skilled teams of security experts. 12 Docusign Envelope ID: A1BDA7B1-1071-87B8-81F0-A6BC92FC1635

Selection and Hiring of Personnel
The process begins with utilizing Oracle Recruiting Cloud (ORC)™ to hire and develop the best workforce in the industry. With ORC, Securitas can source and prescreen candidates, administer online assessments, and conduct background and drug screening before assignment. Moreover, the ORC application provides rich analytics and reporting capabilities that provide insight into critical talent acquisition.

The ORC tool is a web-based product that includes an on-line employment application and an applicant tracking tool to assist our HR staff in managing the hiring process. It is fully integrated with our third-party vendors for background checks, drug screening, and WOTC tax credit screening.

The implementation of ORC in Securitas’ local offices has a very positive impact on operations, including:
‒ Increased applicant flow.
‒ Reduced time to hire.
‒ Better utilization of district office staff.
‒ Improved screening and hiring tools.
‒ Better hiring statistics to focus on process improvements. ‒ Compliance with company policies/procedures and federal/state/local regulations.

ORC allows Securitas applicants to complete their applications on-line at any time Securitas recruiters can then evaluate fully screened and tested applicants prior to interviewing them. The resulting increase in the number of qualified applicants has allowed Securitas to be more selective in our hiring process.

Selection Process Overview
Our step-by-step process goes well beyond the industry norm to focus on selecting world-class employees. Moreover, our process identifies candidates who possess the traits we believe are critical to our organization; such as honesty, integrity, and a strong customer service orientation suited to the culture and operating environment of ^Client^.

Our security personnel must meet the following minimum hiring standards:
‒ At least age 18.
‒ A reliable means of communication.
‒ A reliable means of transportation.
‒ The legal right to work in the United States.
‒ The ability to effectively speak, read, and write English (each tested to do so). ‒ A high school diploma or GED.
‒ Willingness to participate in the company’s pre-employment screening process, including a background investigation and drug screen.

Our screening process provides us the reasonable assurance that our prospective security officers:
‒ Have a stable work history.
‒ Have well-developed interpersonal communications skills and professional composure to fit the client culture. ‒ Can withstand the scrutiny of a thorough interview and background investigation. ‒ Are drug free.
‒ Able to qualify for and obtain a state security officer license, where applicable. 13 Docusign Envelope ID: A1BDA7B1-1071-87B8-81F0-A6BC92FC1635

Required security officer competencies include:
‒ Ability to provide high quality customer service.
‒ Ability to exercise good judgment and discretion in all business interactions with others.
‒ Ability to be an effective team member.
‒ Neatness in dress and grooming.
‒ Ability to deal courteously, tactfully, and effectively with others, both in person and on the telephone.
‒ Initiative, integrity, and high ethical standards.
‒ Ability to maintain professional composure when dealing with unusual circumstances.

Step 1: Job Application
This step provides information that will assist in:
‒ Pre-screening of applicants.
‒ In-depth interviews and background screening with emphasis on employment stability, work experience, and personal background. During this step, each candidate is required to complete the online application and an Evaluation of Report Writing Skills.

During the employment application process, the applicant is required to complete a pre-employment assessment to evaluate situational judgment traits. Candidates being considered for armed positions are subject to a second profile, the Securitas 16pf Protective Services Report (Securitas 16pf), which is designed to test for emotional adjustment, integrity/control, intellectual efficiency, and interpersonal relations and is widely used by military, law enforcement, and private security companies.

Step 2: Initial Interview
The first pre-employment interview is conducted to identify each applicant’s skills, work style, personality, career interests, and suitability for the position.

Step 3: Background Verification
Securitas utilizes an accredited background screening company to conduct pre-employment background verifications that meet or exceed state security officer licensing requirements.

Our required background verification includes the following:
‒ Military service - (DD 214) - nature of separation.
‒ County criminal records search for misdemeanors and felonies. Search all counties of residence and work history for 7 years.
‒ National Criminal and Records Locator (National Sex Offender Registry, Sanctions, OIG/GSA/OFAC). ‒ Credit check where permitted by state law (when required for legitimate business reasons by our clients). ‒ Social Security Number trace to include address history and alias report ‒ Department of Motor Vehicles driver’s license search for all driving positions. ‒ Employment verification (7-year work history).
‒ Personal reference checks.
‒ Education verification.
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Step 4: Drug Screening
Securitas USA prohibits the use, possession, consumption, manufacture, sale, purchase, transfer, dispensation, distribution and/or transportation of alcohol, illegal drugs and/or controlled substances while on duty, on Company and/or client premises, or in Company or client vehicles.

Drug and alcohol testing may be conducted in the local Securitas office using an oral drug screening device or oral alcohol screening device where state laws permit. If the result is inconclusive, the donor will be directed to a lab-based collection facility to submit a urine specimen or a breath alcohol confirmatory test.

Where state law or client contract require lab-based testing, donors will be directed to a local collection facility to provide a 5- panel urine or hair follicle drug specimen and/or breath alcohol test.

Any employee or candidate who refuses to take an alcohol and/or drug test will be disqualified from the hiring process or separated from employment.

Our oral screening device is a six-panel screen that is designed to detect the presence of the most commonly used drugs:
‒ Marijuana (THC)
‒ Cocaine
‒ Opiates
‒ Methamphetamine
‒ Amphetamine
‒ Phencyclidine
It provides results in 15 minutes, with no chance of sample adulteration or cross - contamination. Should a confirmation test be required, Securitas utilizes Substance Abuse and Mental Health Services Administration (SAMHSA) certified laboratories to perform gas chromatography and mass spectrometry (GC/MS) tests.

Securitas uses an accredited third-party agency to assist district offices through:
‒ Collection/test site identification, legal compliance, and management services. ‒ Data management, records retention, and education and training services. ‒ Quality control services and performance monitoring.
‒ After hours and post-injury/accident drug and alcohol testing services. ‒ An automated system to receive confidential test results quickly to help expedite the hiring process.

Securitas USA can utilize other drug testing panels to screen for specific types of drugs beyond our standard screen when required by our clients to the extent permitted by law. Securitas USA’s Drug-Free Workplace Program also conducts postinjury/accident and reasonable-cause drug and alcohol testing as a matter of company policy. In addition, we can conduct DOT-regulated and random drug screening in accordance with client requirements and statutory regulations.

Step 5: Assignment/Scheduling Meeting
Final administrative processing and documentation is accomplished during this step, as well as the fitting and issuance of uniforms and equipment. The contingent employee meets with the scheduler to discuss specific issues and performance expectations of ^Client^.

Step 6: Site Interview
Tentative assignment is made, and our client representative is notified. When requested by our clients, contingent employees are sent to the client site for a final review. We understand the importance that our clients desire us to place on the careful selection of security personnel.

Step 7: Security Officer Introduction/Examination
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Contingent employees are required to complete an introduction session to review security-related video presentations. This program establishes a core base of security knowledge that enables our security officers to properly perform their duties from the first day at a client site.

An exam is given covering the following areas:
‒ Basic Security Officer Responsibilities
‒ Public Relations
‒ Communication and Reporting
‒ Safety Techniques of Patrol
‒ Emergency and Fire Prevention
‒ Basic First Aid; Safe Driving
‒ Client Relations
‒ Hazardous Material Communications
Step 8: E-Verify™ Work Confirmation
Securitas participates in E-Verify™. This program effectively allows Securitas to electronically compare information from an employee’s Form I-9, Employment Eligibility Verification to data from the U.S. Department of Homeland Security and Social Security Administration records to confirm employment eligibility. 16 Docusign Envelope ID: A1BDA7B1-1071-87B8-81F0-A6BC92FC1635

Proposal from Securitas
Employee benefits
Medical, dental, vision and hearing plans
401k employer-match savings plan
Direct deposit pay cards
Paid vacations and holidays
SecureStart new employee training
Supervisor, manager and leadership training
Comprehensive tiered officer trainings
Life and accident insurance
Voluntary sick leave, long-term care, short-term
disability and supplemental life insurance
Free officer uniforms (no deposit required)
Development and recognition
Tuition reimbursement
Children of Securitas scholarship
Veterans service recognition
Veterans jobs mission (40k+ veterans hired)
Motivation and retention programs
Individual personal development (IDP) programs
Industry certification program
Years of service awards
Securitas Officer of the Year
Securitas Purpose Awards
Leading certification
and training programs
Leading training and
certification standards
Securitas excels in meeting the unique security,
safety and compliance standards of industries
with specialized needs. Industry-specific
certifications include:
— Manufacturing Security
— Auto Manufacturing Security
— Data Center Security
— Concierge Security
— Pharmaceutical Security
— Retail Security
— SOC Progressional
Comprehensive benefits,
development and recognition
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Pacific Region – Silicon Valley Area
James Salter
District Manager
Silicon Valley
Adam Sunga
District Manager
Silicon Valley
Justin Martinez
District Manager
Silicon Valley/Monterey
Stuart Tomisaka
District Manager
Silicon Valley/San Mateo
Manny Timbad
District Manager
Silicon Valley
Nanette Jacoby
District Manager
Silicon Valley
Gina Coleman
Area Vice President
MarkTriska
Business Development
Manager
Jovilyn Lim
Area Operations
Controller
Field Service Managers
(Min. One Per DM)
Silicon Valley Branch
Saualofa ”Sally” Matua
Human Resource
Manager
Recruiting Office Admin
Account Managers
(Embedded)
Silicon Valley Area
Corey Wiltshire
Mobile District Manager
South Bay Area
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Experience Resume
Gina Coleman
Area Vice President
Silicon Valley Area
Current Role
• Lead delivery of service to 59,000+ weekly hours in Silicon Valley market • Support Global/National Account portfolio
• Support 8 District Managers
• Implement and monitor ongoing compliance with all company-wide programs such as licensing, investigations, and office procedures • Lead analysis of operational and financial indicator for continuous improvement • Generate new business through partnership with Business Develop Manager Work Experience
Securitas USA, Area Vice President – Silicon Valley Area Securitas USA, District Manager – Silicon Valley
Allied Universal, General Manager – San Jose
Allied Universal, Director of Operations – San Jose
AlliedBarton, District Manager – San Jose
AlliedBarton, Account Manager – Amazon Lab126
Securitas USA, Account Manager – Abbot Vascular
Professional Affiliations and Certifications
ASIS, SF Bay Area Chapter
Emergency Response Instructor (expired)
Securitas Security Management Training, Levels 1-5
Education
Appalachian State University, Boone, NC – BS in Political Science 19 Docusign Envelope ID: A1BDA7B1-1071-87B8-81F0-A6BC92FC1635

Experience Resume
Nanette Jacoby
District Manager, San Jose CA.

Securitas Security Services USA, Inc.

Representative Assignments
• District Manager Securitas Security Services, 2012-Present • Roving Account Manager, Allied Barton, 2005-2012
• Scheduling Manager, Securitas Security Services, 2000 -2005 • Security Officer, SOC Operator and Scheduling Manager, Pinkerton 1991-2000
Education/Training/License
• Heald Business College, degree 1992
Professional Affiliations
• Member, American Society for Industrial Security (ASIS) International 20 Docusign Envelope ID: A1BDA7B1-1071-87B8-81F0-A6BC92FC1635

Proposal from Securitas
Big-picture security strategy needs an organized, tactical approach. The Securitas Service Roadmap is our proven framework that guides your accounts’ continued success:

Operational delivery
and transition expertise
Transition, days 0-30
Perform initial site risk assessments, regular facility visits, and assemble the security team with certified
and trained officers.

Implementation, days 30-60
Ensure smooth, daily on-site operations, adjust
program as needed based on initial feedback,
procedures and site leadership assessment testing.

Enhancement, days 60-180+
Assess service performance with on-site personnel,
analyze security goals and custom KPIs to determine
success evaluation and service plan refinement.

Development, days 180+
Ongoing account assessments, leadership annual
meetings, and mutually beneficial solutions
From day 0 to 180+, we deploy global best-practices and implement with local precision across your organization, striving for your perfect scorecard. 21 Docusign Envelope ID: A1BDA7B1-1071-87B8-81F0-A6BC92FC1635

Uniforms
To be fully effective, a security officer should be highly visible. We have found that one of the most practical methods of accomplishing this is to make sure that every Security Officer on post is well uniformed with the Securitas emblem clearly in evidence. The Securitas logotype is a critical element to our uniforms, with three red dots representing our company’s core values and serving as an unmistakable identifier.

Securitas USA has a variety of core uniform styles available to offer ^Client^, allowing you to select the appropriate uniform for your site.

The manager of the Uniform or Human Resources department will issue the number of uniforms required by the contract and also tailor the uniform as needed. At any point in time that the staff needs replacement of uniform part(s), the employee can contact the manager of the Uniform or Human Resources department directly to coordinate the pick-up/delivery of the new uniforms. The Uniform or Human Resources department will supply uniforms during off hours to accommodate employees’ schedules.
22 Docusign Envelope ID: A1BDA7B1-1071-87B8-81F0-A6BC92FC1635

Proposal from Securitas
We can’t wait to
get to know you
Building with care
and resilience
Sustainability is a strategic advantage that delivers
lasting value for our clients, our people, and the
planet. It’s a critical component of our business
strategy and one of the many ways we’re helping to
raise the bar across the industry.
1 — Develop our people
Securitas is dedicated to
helping its people succeed by
focusing on well-being,
creating high-performing
teams, and investing in
growth and development.

Our
sustainability
strategy:
2 — Decarbonize business
Securitas’ long-standing
commitment to reducing
environmental impact has
provided lasting benefits for
our clients, our people, and
the planet.
3 — Demonstrate integrity
Guided by integrity,
vigilance, and helpfulness,
Securitas is dedicated to
fostering a culture where
doing the right thing builds
lasting trust and creates
long-term value.
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Proposal from Securitas
We can’t wait to
get to know you
This proposal highlights where Securitas can create value, but the specifics are shaped through collaboration. As we learn more about your operations, challenges, and objectives, we design a program that aligns our full capabilities to your unique needs.

From on-site security to mobile response, remote services, risk intelligence, fire safety, integrated technology and more — we offer a complete security solution.

Thank you for considering Securitas
Global
expertise
Local
structure
Integrated
security
Intelligence
leaders
Security
partners
24 Docusign Envelope ID: A1BDA7B1-1071-87B8-81F0-A6BC92FC1635

Proposal from Securitas
Security Investment
Summary
The investment summary supports a structured security program that integrates personalized risk assessment, trained security officers, on-site execution, and continuous improvement of your site(s) safety.

POSITION BILL RATE PER HOUR OVERTIME/HOLIDAY
RATE
Monthly Estimated
Total
Security Officer (x3 Swing Shift; 128HPW) $37.17 $55.75 $20,616.96 Lead Security Officer (40hrs per week) $39.11 $58.66 $6,779.07 Marked Patrol Vehicle (x3 Toyota Corolla Hybrid) Fuel & Maintenance included $5,040.00 Estimated Monthly Cost $32,436.03
The overtime/holiday rate will apply to nine (9) holidays: New Year's Day, Martin Luther King Day, President's Day, Memorial Day, Independence Day, Labor Day, Thanksgiving Day, Friday After Thanksgiving, and Christmas Day.

What's included in bill rates?
Bill rates are inclusive of:

Employment, workforce
operations and benefits
Recruitment, background screening and
hiring costs.

Complete uniforms for each season,
including replacements as needed.

Employee wages, payroll taxes and
insurance.

In accordance with the Affordable Care Act,
the opportunity for all eligible employees to
enroll in a subsidized ACA compliant Bronze
medical plan.

Free life insurance and paid time off /
vacation typically 1 week after one year; 2
weeks after five years; 3 weeks after ten
years (in accordance with any local / state
laws that may apply).

Training, development and
recognition for officers
Introductory, pre-assignment and paid onsite training.

Advanced Certification Training 1, 2, and 3
with e-learning technology.

Learning Management System to track
completed courses and test scores.

Site-specific written test based on post
orders and client policies.

Excellence in Service performance
recognition program.

District award qualification for Officer of the
Month, Officer of the Quarter and Officer of
the Year.

Compliance and continuous
account development
Monthly service review and planning
meetings with local district manager.

Computer-based post orders, including client
emergency response procedures.
24-hour National Communications Center.

Department of Homeland Security SAFETY
Act Designation.

Investment Summary Disclaimer: The prices for security officer and related services as quoted above are valid for a period of 90 days from the date of this proposal.

Additionally, there is a $175 daily fee for an additional vehicle when extra staff is requested.

Docusign Envelope ID: A1BDA7B1-1071-87B8-81F0-A6BC92FC1635

Proposal from Securitas
Electric Vehicle Option

ELECTRIC VEHICLE OPTION BILL RATE PER HOUR OVERTIME/HOLIDAY RATE

MONTHLY

ESTIMATED TOTAL
Marked Patrol Vehicle (x3 Hyundai Kona Electric) Maintenance included $4,050.00 Securitas Mobile Patrols (5 min.) 1 Visit per Night (to move vehicles) $525.00 Estimated Total Monthly Cost: $4,575.00
Additionally, a daily fee of $186 will be charged when 4th vehicle is requested for Holidays/Events.

Securitas Observed Holidays are as follows:

Nine (9) holidays: New Year's Day, Martin Luther King Day, President's Day, Memorial Day, Independence Day, Labor Day, Thanksgiving Day, Friday After Thanksgiving, and Christmas Day.

Hyundai Kona Electric
• $1,350/month per vehicle (maintenance included)
• Charging Provided by Town
• Securitas Patrol will move vehicles from Charging Ports Overnight. • Estimated cost for Three $4,050.00 (plus Charging)
• Vehicle to be branded with Town Logo
• $186/Day for Additional Vehicle.

Docusign Envelope ID: A1BDA7B1-1071-87B8-81F0-A6BC92FC1635

Rossmoor - Walnut Creek, CA
HOA Case Study
Want more case details? Reach out to Tom Cashion, [email protected] − Reduced Safety Concerns
− To help reduce the fear for personal safety. Securitas provides Rossmoor with 24-hour service consisting of gate officers, Emergency Medical Technicians (EMTs), Stairtrac officers, and patrol officers that staff the Rossmoor public safety office.
− 2022 Security Officers of the Year for Heroism
− Andres Osorio (Securitas EMT at Rossmoor HOA) and Ritesh Raj (Securitas Security Officer) did an excellent job realizing the severity of a situation at Rossmoor where a resident fell and was unconscious. Both kept the patient calm and rendered the necessary first aid to the patient while waiting for paramedics to arrive on scene. Both heroes show courage, professionalism, and self-sacrifice while helping protect the residents at Rossmoor HOA. − Technology Implemented
− The DwellingLive technology allows the On-site Guards to verify authorizing visitors and track guests who comes into the community. This also allows residents to have better control of their guest lists by selecting a feature which allows them to receive a text or an email informing them their guest has cleared the gate.

Client Quote - Tom Cushion
“I have been very impressed with how Securitas consistently helps me with issues that arise. They come from a position of, “yes.” I see this, “yes” from the requests to their officers, to their on-site manager, to their regional manager, and on and on. I have the pleasure of knowing all of them and they consistently exceed my expectations. This partnership demonstrates how valuable Securitas is and has been to our community. I highly recommend them over all others.” Case Reflection – Nathan Coyle, Area Vice President
“Securitas has been servicing Rossmoor just over 16 years! Securitas offers a wide variety of security protective services such as Access Control for the multiple gates and access points to the community. We also offer specialized services such as Emergency Medical Technicians and Stair Track Operations.

We’re basically 24 hours a day, 7 days per week to support the community.

The technology that Securitas and Rossmoor has partnered together to develop has really brought another level of enhancement!” Services Provided
Technology • On-site Guarding • Specialized Services • Mobile Guarding Challenges
The number one fear of residents living at Rossmoor is personal safety or being a victim of a crime. Securitas has been able to increase the security posture by adding an Access Control System, including license plate recognition at the front gate, and analytic cameras throughout the community to enhance our On-site guarding capability, performance, and the overall safety of the community.

Technology
Implemented
Key Results
Reduced Safety
Concerns
2022 Security
Officers of the
Year for Heroism
26 Docusign Envelope ID: A1BDA7B1-1071-87B8-81F0-A6BC92FC1635

Government Client References
Company Name
Contact Name
Phone Number
Email Address
Details
Shasta County Support Services
Leticia Swanson
(530) 229 - 8244
[email protected]
800 Hours per Week, Client since 2015
Company Name
Contact Name
Phone Number
Email Address
Details
CalSTRS
Kristin Abrahamson
(916) 414 - 1099
[email protected]
1,500 Hours per Week, Client since 2010
Previous Client Reference
Company Name
Contact Name
Phone Number
Email Address
Details
Eagle Ridge HOA
Ray Ivivech, Board Member
(408) 469 - 1980
[email protected]
428 Hours per Week, Client from 2012 to 2026
27 Docusign Envelope ID: A1BDA7B1-1071-87B8-81F0-A6BC92FC1635

See a Different World
At Securitas, we see evolving threats affecting your organization.

The urgency of your priorities. And how they all may change tomorrow.

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ITEM 6C
TOWN OF LOS ALTOS HILLS September 17, 2026
Staff Report to the City Council
SUBJECT: DISCUSSION OF FALSE ALARM RESPONSE FEES AND

ADMINISTRATIVE TRACKING
FROM: Cody Einfalt, City Manager CE
RECOMMENDATION: That the City Council should:

1. Receive the report regarding false alarm responses, the Town’s existing service charge structure, and the reliability of the current alarm-card tracking process;

2. Direct staff to prepare amendments to Chapter 4-6 of the Los Altos Hills Municipal Code and the Town fee schedule to begin service charges with the second false alarm in a fiscal year, using the Town’s existing fee amounts shifted forward: first false alarm - no charge; second - $202; third - $303; fourth and each subsequent - $405; and

3. Direct staff to establish a recurring address-specific electronic data transfer from Santa Clara County Communications/911 dispatch as the primary administrative record for false alarm tracking, subject to coordination with the Sheriff’s Office and review by the City Attorney.

BACKGROUND:

The Town contracts with the Santa Clara County Office of the Sheriff for law enforcement services. As the cost of those services has increased, the Town has been reviewing calls for service that consume contracted general law enforcement resources and whether existing cost-recovery policies appropriately encourage residents to reduce avoidable calls.

Chapter 4-6 of the Los Altos Hills Municipal Code regulates alarm systems. Under Section 4-6.02, each alarm system is assigned a false-alarm period running from July 1 through June 30. The first two false alarms do not result in a Town service charge. A service charge begins with the third false alarm, with additional charges for each subsequent false alarm. The Town’s currently posted Miscellaneous Fee Schedule lists the third false alarm at $202, the fourth at $303, and the fifth and each subsequent false alarm at $405. These fees have not been updated since 2006.

Historically, Town Finance staff tracked false alarms using paper “alarm cards” submitted by Sheriff’s deputies after responding to alarm calls. During 2026, staff identified a substantial discrepancy between the number of alarm responses appearing in the Sheriff’s weekly activity logs and the alarm cards actually received by the Town. Sheriff’s Office correspondence confirmed that deputies had historically exercised discretion in completing alarm cards and that, during periods of high call volume, 100 percent completion of separate alarm cards was not operationally realistic.

Staff Report to City Council
Law Enforcement Agreement
August 31, 2026
2 To obtain a more complete record, the Town requested address-specific alarm call data directly from Santa Clara County. The County provided five CAD extracts covering the five geographic beats in Los Altos Hills (L1 through L5) for the full period July 1, 2025 through June 30, 2026.

This report analyzes that data together with the Town’s Finance tracking records and current practices in nearby and comparable Bay Area jurisdictions.

DISCUSSION:

FY 2025-26 County Communications Data
The County’s CAD data contain 500 alarm incidents during FY 2025-26. The Sheriff’s Office advised that “NO RESPONSE” means the responding deputy or deputies were cancelled before arriving at the scene, while “NO REPORT” means that no police report was taken. The County also advised that its CAD system does not contain a separate incident code specifically identifying a “false alarm.”
For purposes of this policy analysis, staff treated incidents dispositioned “NO REPORT” as countable false-alarm responses and excluded “NO RESPONSE” incidents because the response was cancelled before deputies arrived. Other dispositions were excluded from the financial model to avoid treating potentially legitimate or ambiguous incidents as false alarms. Before any revised billing practice is implemented, staff would work with the City Attorney and Sheriff’s Office to ensure that the electronic record used for billing is consistent with the Town’s ordinance and appeal requirements.

CAD Disposition Incidents Treatment in Analysis
NO REPORT 412 Counted for policy analysis
NO RESPONSE 75 Excluded - cancelled before arrival
Other/ambiguous dispositions 13 Excluded from financial model Total CAD alarm incidents 500
The 412 countable responses were associated with 286 separate properties. Most properties generated one alarm response; however, a meaningful share generated repeated responses during the same fiscal year.

Countable Responses at Property Number of Properties
1 response 202
2 responses 53
3 responses 22
4 responses 8
5 responses 0

Staff Report to City Council
False Alarm Discussion
September 17, 2026
3 Countable Responses at Property Number of Properties
6 responses 1
Of the 286 properties, 84 properties (approximately 29 percent) generated at least a second countable alarm response and 31 properties (approximately 11 percent) reached the Town’s existing third-alarm fee threshold. Nine properties generated four or more countable responses, including one property with six responses. In total, the dataset contains 126 repeat responses beyond a property’s first alarm response. Under the current third-alarm threshold, only 42 of those repeat responses would be fee-eligible; beginning charges with the second response would make all 126 repeat responses potentially fee-eligible.

Town Alarm-Card Records Compared with County CAD Data
The difference between the Town’s FY 2025-26 administrative log and the County CAD data demonstrates the limitations of relying on paper alarm cards. The Town’s Finance spreadsheet for FY 2025-26 contains 75 recorded alarm events at 70 properties and shows no property reaching a third alarm. The County CAD analysis, using the methodology above, identifies 412 countable responses at 286 properties, including 31 properties with three or more responses.

FY 2025-26 Source Countable/Recorded
Events Properties Properties with 3+
Town alarm-card tracking 75 70 0
County CAD analysis 412 286 31
On an event-count basis, the paper-card process captured approximately 18 percent as many FY 2025-26 events as the direct County CAD data. This does not indicate that deputies failed to respond; rather, it reflects that completion and transmission of a separate administrative card was not consistently occurring. Staff therefore recommends that the Town move to a routine electronic data source from County Communications and use the paper card only as supplemental documentation when available.

Estimated Sheriff Resource Impact
The Santa Clara County Office of the Sheriff has a policy that alarm calls require a minimum twodeputy response and further shared that recent alarm responses in Town generally consumed approximately 15 minutes to 30 minutes of aggregate deputy time. At the contracted rate of approximately $206 per hour, the Captain estimates that a typical alarm response will consume roughly $103 to $206 of the Town’s General Enforcement allocation under the FY 2026-27 contact.

Applying that estimate to the 412 countable FY 2025-26 responses indicates approximately $42,436 to $84,872 in contracted law enforcement resources associated with these alarm responses. This figure should not be interpreted as a separate invoice for false alarms; rather, it

Staff Report to City Council
Law Enforcement Agreement
August 31, 2026
4 represents an estimate of the value of contracted General Enforcement resources consumed by those calls and therefore unavailable for other calls for service or proactive enforcement activity.

Fee Policy Alternatives
Staff modeled four fee alternatives using the FY 2025-26 CAD dataset. The figures below are theoretical gross billings and assume that every countable event is confirmed as a false alarm, all qualifying charges are billed and collected, and resident behavior does not change. Actual revenue would likely be lower because a principal purpose of an escalating fee is to encourage residents to correct alarm-system problems and reduce repeat calls.

Alternative Fee Structure Theoretical FY25-
26 Billings
Change vs. Status
Quo

1. Status Quo 1st-2nd free; 3rd $202; 4th $303;
5th+ $405 $9,799 —

2. Higher Fees / Same
Threshold
1st-2nd free; 3rd $300; 4th $400;
5th+ $500 $13,900 +$4,101

3. Begin at Second /
Existing Amounts
1st free; 2nd $202; 3rd $303; 4th+
$405 $30,816 +$21,017

4. Begin at Second /
Higher Fees
1st free; 2nd $250; 3rd $350; 4th
$450; 5th+ $550 $37,000 +$27,201
The modeling shows that changing the threshold has a materially larger effect than simply increasing the amount of fees charged after the third alarm. This is because 84 properties reached a second countable response, compared with 31 properties that reached a third. A second-alarm charge therefore reaches the broader group of repeat alarm users at the point when an additional incentive to repair, maintain, or better operate an alarm system may be most useful.

Bay Area Benchmark
Staff reviewed current published alarm fee schedules and programs in nearby and comparable Bay Area jurisdictions. Los Altos Hills’ existing dollar amounts are not unusually low. The more significant policy differences are the point at which a fee begins, whether alarm registration is required, whether the counting period is a fiscal/calendar year or rolling 12 months, and whether a jurisdiction uses electronic alarm-management systems.

Jurisdiction Free/Starting
Point First Fee Next Fee Higher Repeats Period
Los Altos
Hills 1st-2nd free $202 $303 $405 (5th+) Fiscal year
Los Altos 1st-2nd free $296.96 $296.96 $296.96 Permit year

Staff Report to City Council
False Alarm Discussion
September 17, 2026
5 Jurisdiction Free/Starting
Point First Fee Next Fee Higher Repeats Period
Palo Alto 1st-2nd free $176 $263 $331 (5th+) Rolling 365 days
Mountain
View
1st free; fee starts
2nd $100 (2nd) $150 (3rd) $250 4th / $500 5th+ Rolling 12 months Menlo Park 1st free; fee starts
2nd $88 (2nd) $113 (3rd) $138 4th; escalates to $213 Fiscal year Saratoga 1st-2nd free $55 $105 $205 5th; $310 6th;
$410 thereafter
Calendar
year
Atherton 1st-3rd free $400 (4th) $500 (5th) $600 (6th+) Calendar year
Mountain View and Menlo Park begin charging with the second false alarm, while Los Altos, Palo Alto, Saratoga, and Los Altos Hills allow two free responses. Atherton allows three free responses but imposes substantially higher charges beginning with the fourth. Several peer jurisdictions also require annual alarm registration and use dedicated electronic alarm-management systems.

Atherton Case Study
Atherton provides a useful comparison because it is a small, primarily residential Bay Area community that has also focused on the cost of repeat residential alarm responses. An August 2, 2026 San Francisco Chronicle report, citing Atherton Police Department data, stated that Atherton processed 1,408 residential alarms in 2024 and only two were classified as valid crimes in progress.

The department estimated approximately $70,000 in annual alarm-response costs. Despite fees of $400 beginning with the fourth false alarm and escalating to $600, Atherton reported limited behavioral impact and low collections; the department has increasingly focused on direct outreach to a small number of chronic repeat properties.

The Atherton experience suggests that higher fees alone are unlikely to solve a false-alarm problem. Reliable tracking, consistent billing, resident notification, collection practices, and targeted outreach to repeat properties are equally important.

Administrative Process Recommendation
Staff recommends replacing the paper alarm card as the Town’s primary tracking mechanism with a recurring electronic file from Santa Clara County Communications/911 dispatch. The file should, at a minimum, include event number, date and time, service address, beat, and disposition. Finance staff would maintain a property-level fiscal-year count from this electronic source and reconcile ambiguous events as necessary with the Sheriff’s Office.

Staff recommends the following structure in Town for dealing with false alarms:

Staff Report to City Council
Law Enforcement Agreement
August 31, 2026
6 • First response - warning and education. Provide written notice that the property has generated a countable false alarm, explain the fee schedule, and encourage the resident to contact the alarm company, update contacts and gate information, and correct system or user issues.
• Second and subsequent responses - consistent billing. If Council adopts the recommended threshold, generate the applicable service charge from the electronic event record, subject to the Town’s appeal procedure.
• Monthly reconciliation. Receive CAD data on a routine schedule so the Town’s count remains current rather than relying on paper records that may arrive months after an event. • Chronic-property outreach. For properties with repeated responses, provide direct outreach modeled on peer agencies to identify recurring system, access, or user issues. • Ordinance update. Amend Chapter 4-6 as necessary so an electronic CAD/dispatch record may serve as the official administrative record of a false-alarm occurrence, rather than requiring the Town to depend on a separate paper report from a responding deputy.

ANALYSIS
Staff recommends Alternative 3: retain the Town’s existing fee amounts but begin charging with the second false alarm. Under this approach, the first false alarm remains a no-charge warning and education opportunity. A second response would be charged $202, a third $303, and a fourth and each subsequent response $405.

This approach is recommended for three reasons. First, the FY 2025-26 data indicate that the largest policy gap occurs between the first and second responses: 84 properties reached a second response, while only 31 reached a third. Second, the Town’s current fee amounts are already generally comparable with Bay Area peers, so a major increase in the dollar amount is less clearly justified than moving the point at which an existing fee begins. Third, the approach is consistent with Mountain View and Menlo Park, which use the second false alarm as the point at which financial responsibility begins.

Staff does not recommend relying on increased fees alone. The more fundamental program change is establishing a complete electronic record of alarm responses. Without reliable data, even a stronger fee schedule cannot be consistently administered. Staff therefore recommends coupling any fee change with monthly County Communications data, standardized Town tracking, early resident notification, and targeted follow-up with chronic repeat properties.

If directed by Council, staff would return with the necessary ordinance and fee schedule amendments after City Attorney review. Staff also recommends evaluating the revised program after one full fiscal year and reporting back on repeat-call volume, billings, collections, appeals, and any measurable change in alarm-response demand.

Staff Report to City Council
False Alarm Discussion
September 17, 2026
7 ENVIRONMENTAL REVIEW:

This action does not qualify as a “Project” as defined in California Government Code Section 15378(b) of the Guidelines for California Environmental Quality Act.

CITY COUNCIL WORKPLAN:

This item supports the Town’s public safety and fiscal responsibility priorities by seeking to preserve contracted law enforcement resources for priority calls and proactive services, improve cost recovery, and establish a more reliable administrative process.

FISCAL IMPACT:

Using FY 2025-26 activity as a static baseline, the current fee schedule would have generated approximately $9,799 in theoretical gross billings if all countable CAD events had been captured and administered under the existing ordinance. Alternative 3 would have generated approximately $30,816, an increase of approximately $21,017. These figures are not revenue forecasts because actual collections, appeals, verification of individual events, and resident behavior will affect results.

Separately, based on the newly established contracted deputy rate of $206 per hour and the Sheriff’s estimate that a typical alarm response requires two deputies for approximately 15 to 30 minutes each, the 412 countable FY 2025-26 responses represent approximately $42,436 to $84,872 in contracted law enforcement resources.

Under this estimate, the existing fee structure would recover approximately 12 to 23 percent of the estimated resource cost associated with these calls, while Alternative 3 would recover approximately 36 to 73 percent, assuming FY 2025-26 activity remained unchanged.

These figures are illustrative rather than revenue forecasts. The purpose of the recommended policy is not to maximize fee revenue, but to create an earlier financial incentive for property owners to address recurring alarm problems and thereby reduce avoidable calls for service.

From: allan epstein
To: Arika Miller
Cc: Cody Einfalt; Rajiv Bhateja
Subject: Agenda Item 5C: Discussion of False Alarm Response Fees and Administrative Tracking Date: Thursday, September 17, 2026 9:57:58 AM
Hi Arika,
Please attach this to the Council Meeting agenda.

Thank you.

Best,
Allan
SUBJECT: Item 5C: Discussion of False Alarm Response Fees and Administrative Tracking I appreciate the City Manager and Town staff’s efforts on the false alarm response report.

Bringing this issue to light is an important step in ensuring the efficient use of our contracted law enforcement resources. While I fully support the transition away from the manual, papercard tracking process toward a modern digital system, I would like to offer a few suggestions on the proposed policy to make it more transparent and effective for our community.

I encourage the Council to consider an automated resident communication process over changing the existing penalty tiers.

1. Enhancing System Continuity by Utilizing CAD System Data The staff report sheds light on a significant gap between our paper tracking records (75 events) and the actual County CAD data (412 events). It is worth noting that indications of this administrative breakdown should have been apparent from the weekly activity logs provided by the Sheriff’s Office, which routinely show 10 or more alarm calls per week.

Moving forward, we can permanently prevent this kind of data gap by directly utilizing the County CAD data feed as the primary baseline.

2. A Community-First Approach: Why Awareness Should Precede Fines Staff has recommended adjusting the Municipal Code to begin charging a $202 service fee on a resident's second false alarm rather than the third. While the goal of cost recovery is entirely understandable, this shift might inadvertently blindside neighbors. Because the previous paper system missed about 82% of all incidents, the vast majority of our residents have never received any formal communication regarding a false alarm. If we move the penalty forward ITEM 6C, Supplement 1

now, a homeowner could receive a $202 bill for a second alarm without ever being aware that a first one was officially recorded against their property. Most false alarms are honest mistakes. Providing a helpful, informative warning is the most effective tool to encourage residents to fix their systems before facing financial penalties.

3. The Alternative: A Modern, Fully Automated Tracking & Notification Pipeline Our current fee tiers ($202 for the third alarm, escalating to $405) are already robust and line up well with neighboring Bay Area cities. The data indicates that the fee amounts themselves are appropriate; our tracking system simply needed to catch up. By leveraging the proposed electronic data feed from Santa Clara County Communications, the Town can implement a highly efficient, automated system that supports residents while fully protecting Town resources:

Automated Courtesy Warning (1st Incident) When the electronic feed logs a first false alarm, the system can automatically send a friendly courtesy notice to the resident. This notice would inform them of the event and provide a simple checklist on how to reduce false alarms.

Automated Final Reminder (2nd Incident) If a second incident occurs within the fiscal year, an automated reminder is sent to let the resident know their courtesy waivers have been used, and that a third incident will trigger a standard fee.

Automated Invoicing (3rd and Subsequent Incidents) If a property reaches a third incident, the system automatically generates an invoice based on our current, established municipal fees.

Conclusion Implementing a fully automated notification pipeline allows the Town to handle all annual incidents seamlessly, requiring minimal manual labor from our Finance staff. This balanced approach protects our General Enforcement resources, preserves goodwill in the community, and gives our neighbors a fair, transparent opportunity to correct system issues.

I suggest the Council maintain our current fee tiers and direct staff to focus on implementing an automated tracking and immediate notification framework.

Respectfully,
Allan

ITEM 8A
TOWN OF LOS ALTOS HILLS September 17, 2026
Staff Report to the City Council
SUBJECT: Discussion and Direction on Revisions to the Construction Time Limits Ordinance – Two-Track Policy Framework
TO: Honorable Mayor and Members of the City Council
FROM: Jay Bradford, Community Development Department
APPROVED: Cody Einfalt, City Manager
RECOMMENDATION:

Staff recommends that the City Council review Attachment 2, the annotated Chapter 10 policy redline, and provide direction on whether the proposed policy modifications are consistent with the two-theme framework, advance the overall purpose of the update, and require any adjustments before staff and the City Attorney prepare final ordinance language.

No ordinance adoption is requested at this meeting. Attachment 2 contains the detailed policy analysis, policy questions, example options, and staff-recommended ordinance language. The purpose of this report is to provide the framework for reviewing those modifications as a coordinated policy package rather than repeating each proposed change.

BACKGROUND:

Chapter 10 of the Los Altos Hills Municipal Code establishes construction completion time limits for projects requiring a building permit. The current framework establishes construction deadlines, provides for extensions, requires a construction completion deposit, imposes monetary penalties for projects that exceed applicable time limits, and provides authority to address violations as a public nuisance.

The policy review is intended to improve how Chapter 10 distinguishes between project duration and project impacts. A project may need additional time and still remain active, orderly, and substantially compliant. A different project may have unresolved violations, prolonged inactivity, repeated failure to meet conditions, or construction impacts that have become a substantiated nuisance. A process driven primarily by elapsed time can cause these different circumstances to move through the same general extension path.

The proposed framework therefore organizes the ordinance around two themes. Theme 1, Routine Project Administration, is intended to keep active and compliant projects under staff administration while maintaining clear construction deadlines and objective requirements. Theme 2, Nuisance / Problem Project Escalation, is intended to identify when a project should move out of routine administration because a defined condition or needed remedy warrants additional oversight or City Council involvement.

The overall goal is to preserve a meaningful construction-time framework while directing City Council attention to the projects and circumstances that actually warrant Council-level review or remedies, rather than requiring Council involvement based on the passage of time alone.

DISCUSSION:

Policy Framework for Reviewing Attachment 2
Attachment 2 is intended to be the primary working document for the policy discussion. It shows each proposed modification in the context of the existing Chapter 10 text and, where appropriate, identifies the reason for the change, the policy question, example policy options, and staff's recommendation as reflected in the draft language. This allows the City Council and the public to evaluate the actual policy changes without requiring the staff report to restate them.

The proposed modifications should be considered together because they implement different parts of the same framework. Changes addressing base construction time, extensions, deposits, penalties, appeals, escalation, and transition can affect the balance between routine administration and problem-project oversight. The policy question is therefore not only whether a single change works by itself, but whether the package works coherently under the two themes.

Theme 1 - Routine Project Administration
A fixed construction period remains useful because it establishes an objective expectation for completion and provides a basis for accountability. At the same time, the need for additional time does not by itself establish that a project has become a neighborhood or compliance problem. Under Theme 1, the proposed modifications should make routine administration predictable, documented, and objective while allowing staff to manage projects that remain active, are making reasonable progress, and are in substantial compliance.

In reviewing the modifications assigned to Theme 1, the central consideration is whether they preserve an understandable construction-time framework without creating unnecessary City Council review for projects that are otherwise proceeding in an orderly manner.

Theme 2 - Nuisance / Problem Project Escalation
Theme 2 addresses the point at which additional construction time is no longer the primary issue. When a project has a substantiated nuisance condition, material violation, prolonged inactivity, repeated failure to comply with conditions, or similar unresolved problem, the Town may need corrective or enforcement tools rather than simply another decision about time.

In reviewing the modifications assigned to Theme 2, the central consideration is whether the draft clearly identifies the conditions that move a project out of routine administration, provides appropriate notice and an opportunity to correct, gives staff workable remedies, and preserves City Council involvement when a Council-level remedy or broader policy judgment is needed.

Relationship of Penalties and Other Administrative Tools Several provisions support both themes rather than fitting exclusively within one. Penalties, the construction completion deposit, appeals, and transition rules should reinforce the overall framework without eliminating the distinction between an active, compliant project receiving additional time and a

project that has become a nuisance or is otherwise noncompliant. These provisions should remain meaningful accountability tools while working consistently with the two-track approach.

How Council and the Public Should Review the Policy Modifications For each significant modification in Attachment 2, staff suggests evaluating the proposal against the following questions:

1. Does the proposed modification fit the policy theme under which it is presented?

2. Does it advance the overall goal of keeping routine, active, compliant projects administrative while escalating projects based on actual nuisance, inactivity, violation, or noncompliance conditions?

3. Does it establish a clear and appropriate division between staff authority and City Council involvement, including adequate standards and safeguards?

4. Does the proposed approach work as drafted, or should it be adjusted, narrowed, expanded, or otherwise refined before the ordinance returns for adoption? Through the examples in Attachment 2 staff believe the answer is yes but the analysis in the ordinance is intended to give Council and the public practical alternatives for discussion. The staff recommendation identifies the approach currently reflected in the draft ordinance text. Council may confirm that approach, select a different policy option, or direct a specific refinement.

NEXT STEPS:

Staff requests that the City Council consider the policy modifications in Attachment 2 within the framework above and identify any changes needed to better fit the two themes or meet the overall goal of the Chapter 10 update. Staff and the City Attorney will incorporate that direction into the next draft and return with final ordinance language, together with any companion resolution needed to implement Council direction.

ENVIRONMENTAL REVIEW:

No ordinance adoption is requested. Staff will include the appropriate California Environmental Quality Act determination when the final ordinance is returned for consideration. Please see Attachment 2 as the draft Chapter 10 Construction Time Limits ordinance update.

CITY COUNCIL WORKPLAN:

Although this item was not identified as one of the City Council’s priorities in the adopted 2026-2027 City Council Workplan, it was identified as a potential operational efficiency to improve staff capacity for core services and other special projects.

FISCAL IMPACT:

The policy direction itself has no direct fiscal impact. Keeping routine continuances administrative could reduce staff preparation and City Council agenda time associated with individual extension requests. The timing of penalty accrual, calculation, and collection would be established in the final ordinance and could affect the timing of receipts, but the policy framework itself does not establish or change a penalty amount.

ATTACHMENTS:

1. Existing Chapter 10 - Construction Time Limits

2. Annotated Chapter 10 Policy Redline – Staff Recommended Language and Council Policy Questions

 




  


 




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ITEM 8A, Attachment 2
TOWN OF LOS ALTOS HILLS September 17, 2026
CHAPTER 10 – CONSTRUCTION TIME LIMITS
FULL ANNOTATED POLICY REDLINE – CITY COUNCIL DRAFT
Purpose of this draft. This document shows the full Chapter 10 text as a policy redline against the Town's current ordinance. It incorporates the staff-recommended draft ordinance language and the two-theme framework in the staff report. Before each affected section, the discussion box identifies the applicable theme and policy item, the proposed policy change, the reason for the change, any remaining POLICY QUESTION, example policy options, and staff's recommendation as reflected in the blue underlined draft text. Sections that are primarily implementing or clarifying changes identify the change, reason, and staff recommendation without a separate policy question. Final legal language, section numbering, penalty authority, and remedies remain subject to review.

POLICY INDEX
Theme 1 is intended to keep routine, active, compliant projects under staff administration. Theme 2 identifies the conditions and remedies that move a project out of routine administration and, when appropriate, to City Council.

Ref. Theme Policy item Primary code section(s)
T1.1 Theme 1 Application 8-10.01
T1.2 Theme 1 Exemptions / excluded
time
New 8-10.015
T1.3 Theme 1 Base construction time 8-10.03, 8-10.04
T1.4 Theme 1 Construction time
extensions
8-10.05
T1.5 Theme 1 Project continuity / later
permits
8-10.05
T1.6 Theme 1 Penalties and closeout 8-10.02, 8-10.06, 8-10.07 T1.7 Theme 1 Construction completion
deposit
8-10.06
T1.8 Theme 1 Existing permits /
transition
8-10.06 + transition
T2.1 Theme 2 Escalation triggers 8-10.05, 8-10.09
T2.2 Theme 2 Substantiated complaint
standard
8-10.05
T2.3 Theme 2 Building Official
authority
8-10.05, 8-10.09
T2.4 Theme 2 City Council referral 8-10.05, 8-10.09
T2.5 Theme 2 Available remedies /
penalty interaction
8-10.07, 8-10.09
T2.6 Theme 2 Appeals / due process 8-10.08

COUNCIL POLICY QUESTIONS - DISCUSSION ORDER

Policy Discussion Draft - September 17, 2026
No. Topic Policy question
1 Exemptions / excluded
time
Which project types or time periods should be exempt from Chapter 10 or excluded from the construction clock?
2 Base construction time Should larger projects receive additional valuation tiers and longer base periods rather than remaining capped at 36 months once valuation exceeds $1 million?
3 Administrative extension
threshold
Should active, compliant projects remain under staff administration regardless of the number or total duration of construction time extensions, or should an objective threshold require Council referral?
4 Completion deposit How should the construction completion deposit be structured and when should it be collected?
5 Existing permits /
transition
How should projects already issued, extended, or beyond the current time limit transition to the new framework?
6 Escalation / Council
referral
Which unresolved nuisance, violation, inactivity, or noncompliance conditions should trigger escalation, when should Council referral be required, and what Council-level remedies should be available?
7 Appeals Should the Planning Commission remain in the appeal chain, or should appeals proceed from the Building Official to the Planning Director and then directly to the City Council?
8 Penalty management Should penalties be time-based, conduct-based, or hybrid; how should they be assessed and collected; and what adjustment authority should remain with staff?
Detailed policy-question callouts and example policy options are shown at the affected code sections below. Each callout also states staff's recommendation; the blue underlined ordinance text reflects the recommended operative language.

Redline legend: deleted text added text unchanged text
FULL CHAPTER 10 REDLINE
Policy index: T1.1 | Theme 1 - Routine Project Administration Policy change: Apply Chapter 10 to all construction that requires a building permit and move exceptions out of the basic application rule.

Reason for change: Retain one clear application rule so applicability does not depend on complaint status or other qualifications.

Staff recommendation: Apply Chapter 10 broadly to permit-required construction and address exemptions and excluded time separately in Section 8-10.015.
§ 8-10.01. Application.

This chapter shall apply to all new construction including, but not limited to, all new structures, additions, alterations, modifications, repairs, and improvements, that require a building permit.

Exception: This chapter shall not apply to projects involving only interior work within an existing occupied structure where there is no exterior evidence indicating that construction is incomplete and provided there are no neighborhood complaints related to construction on the property.

Policy index: T1.2 | Theme 1 - Routine Project Administration

Policy Discussion Draft - September 17, 2026
Policy change: Create a separate section for exempt project types and time that should not count against the construction clock.

Reason for change: A separate exemption and tolling section keeps the general rule clear while allowing defined circumstances outside the owner's reasonable control to be treated consistently.

POLICY QUESTION
Question: Which project types, activities, project statuses, or time periods should be exempt, excluded, or tolled?
Example policy options: Council could keep exemptions narrow; exempt interior-only work with no exterior construction impacts; exclude emergency, agency-directed, declared-emergency, utility, or governmental delays; or address unusual circumstances only through the construction time extension process.

Staff recommendation: Exempt interior-only work in an occupied structure when there is no exterior evidence of incomplete construction or ongoing exterior construction impact. Allow the Building Official to exclude documented periods caused by governmental suspension, declared emergency, utility or governmental action outside the owner's reasonable control, or another circumstance outside the owner's reasonable control that prevented meaningful progress.
§ 8-10.015. Exemptions and excluded time.

Except as specifically provided in this section, all projects subject to Section 8-10.01 shall remain subject to the construction time limits in this chapter.

Projects involving only interior work within an existing occupied structure are exempt from this chapter when there is no exterior evidence of incomplete construction and the work does not create ongoing exterior construction impacts.

The Building Official may exclude from calculation of the applicable construction time limit documented periods during which construction cannot reasonably proceed because of:
(a) a Town- or other governmental agency-directed suspension or delay; (b) a declared local, state, or federal emergency that materially affects the project; (c) a utility or governmental action outside the reasonable control of the property owner; or (d) another circumstance outside the reasonable control of the property owner that the Building Official determines prevented meaningful progress on the project.

The Building Official shall document any approved exemption, excluded period, or tolling determination in the permit record and shall identify the resulting applicable construction time limit.

Policy index: T1.6 | Theme 1 - Routine Project Administration Policy change: Use final inspection and approval as the common Chapter 10 completion and closeout point.

Reason for change: A single administrative endpoint provides a clear date for completion, deposit refund, and reconciliation of any amounts lawfully due.

Staff recommendation: Retain final inspection and Town approval as the date of construction completion for Chapter 10 purposes.
§ 8-10.02. Construction completion defined.

For the purposes of this chapter, construction shall be complete upon the final performance of all construction work, including, but not limited to, exterior repairs and remodeling, total compliance with all conditions of application approval, installation of all required landscaping, and the clearing and cleaning of all constructionPage 315 of 365 Policy Discussion Draft - September 17, 2026
related materials and debris from the site. Final inspection and approval of the construction work by the Town shall mark the date of construction completion for purposes of this chapter only.

Policy index: T1.3 | Theme 1 - Routine Project Administration Policy change: Use certified or Building Official-determined project valuation to establish the base construction time.

Reason for change: Using valuation provides one objective input for the common time-limit table and avoids independently estimating a different construction duration for building-permit-only projects.

Staff recommendation: Use the certified Site Development Permit valuation, or the Building Official's valuation for building-permit-only projects, to assign the applicable base construction time under Section 8-

10.04. § 8-10.03. Construction completion estimate.

As part of any application for a Site Development Permit, the applicant/owner shall file a reasonable estimate of the cost of the proposed construction which shall be certified by the Building Official, and based thereon, a construction time limit shall be established for the project in accordance with the guidelines set forth in Section 8-

10.04. Compliance with such time limit shall become a condition of the Site Development or Conditional Development Permit approval. For all other projects requiring only a building permit, the Building Official shall determine the estimated cost of construction.

As part of any application for a Site Development Permit, the applicant/owner shall file a reasonable estimate of the cost of the proposed construction, which shall be certified by the Building Official. For all other projects requiring only a building permit, the Building Official shall determine the estimated project valuation. Based on the certified or determined valuation, a base construction time limit shall be established for the project in accordance with Section 8-10.04. Compliance with the applicable time limit shall be a condition of the Site Development Permit, Conditional Development Permit, or building permit, as applicable.

Policy index: T1.3 | Theme 1 - Routine Project Administration Policy change: Replace the separate project-category tables with one valuation-based base-time table for all projects and add higher valuation tiers.

Reason for change: One table is simpler to administer, and higher tiers recognize that projects above $1 million can vary substantially in size and complexity.

POLICY QUESTION
Question: Should larger projects receive higher valuation tiers and longer base construction periods rather than remaining capped at 36 months once valuation exceeds $1 million? Example policy options: Council could retain a 36-month maximum for all projects above $1 million; add one or more higher valuation tiers; or keep the 36-month base period and rely on construction time extensions for larger or more complex projects.

Staff recommendation: Adopt one all-project table: $0-$250,000 = 12 months; $250,001-$500,000 = 24 months; $500,001-$1,000,000 = 36 months; $1,000,001-$5,000,000 = 48 months; and $5,000,001 and above = 60 months.
§ 8-10.04. Construction completion time limit guidelines.

New Dwellings and Remodels with Additions. Except where a longer time period is approved pursuant to Section 8-10.05, the maximum time for completion of approved new dwellings or remodels with additions, following issuance of the building permit, shall not exceed the following time limits listed in Table 1:

Except where a construction time extension is approved pursuant to Section 8-10.05 or time is excluded pursuant to Section 8-10.015, the maximum base construction time for all projects subject to this chapter, following issuance of the building permit, shall not exceed the time limits listed in Table 1:

Policy Discussion Draft - September 17, 2026
TABLE 1 - All Projects
Estimated Value of Project ($) Construction Time Limit
$0 to $250,000 12 months
$250,001 to $500,000 24 months
$500,001 to $1,000,000 36 months
$1,000,001 to $5,000,000 48 months
$5,000,001 plus 60 months
Estimated Value of Project ($) Construction Time Limit
$0 to $250,000 18 months
$250,001 to $500,000 24 months
$500,001 to $1,000,000 30 months
$1,000,001 and over 36 months
All Other Construction Projects. Except where a longer time period is approved pursuant to Section 8-10.05, the maximum time for completion of all other applicable construction projects (e.g., remodels, alterations, modifications, repairs, new construction of accessory structures, etc.), following issuance of the building permit, shall not exceed the following time limits listed in Table 2:

TABLE 2 - All Other Construction Projects
Estimated Value of Project ($) Construction Time Limit
$0 to $100,000 12 months
$100,001 to $250,000 18 months
$250,001 to $500,000 24 months
$500,001 and over 30 months
The construction time limit period shall commence on the date the building permit is issued, except for time excluded or tolled pursuant to Section 8-10.015.

Every building permit issued by the Town under the provisions of the building code shall expire and automatically become null and void upon reaching the applicable construction time limit unless a time extension construction time extension under this chapter is approved under Section 8-10.05. Said time extension shall be granted prior to the expiration of the building permit.

The time limits stated in TablesTable 1 and 2 are the maximum base time limits allowed, and lesser time periods may be allocated to a project depending on the status of previously issued building permits or code enforcement actions.

Policy index: T1.4, T1.5; T2.1, T2.2, T2.3, T2.4 | Themes 1 and 2 - Construction Time Extensions and Escalation
Policy change: Replace the current limited extension structure with a two-track system: staff-level construction time extensions for active, compliant projects and condition-based escalation for problem projects.

Reason for change: The passage of time alone does not distinguish an orderly project needing more time from a project that is inactive, noncompliant, or creating neighborhood impacts.

POLICY QUESTION
Question: Should any project type, total duration, number of extensions, or other objective threshold require Council referral even when the project remains active and compliant? Which conditions should require escalation?

Policy Discussion Draft - September 17, 2026
Example policy options: Council could allow staff extensions without a numerical limit while required findings continue; require referral after a defined total duration, number of extensions, or project class; and define escalation conditions such as unresolved nuisance, violation, inactivity, repeated failure to meet extension conditions, or failure to follow an approved completion schedule.

Staff recommendation: Allow successive construction time extensions of up to six months each with no numerical or total-duration cap when the project remains active, is making reasonable progress, is in substantial compliance, and has no unresolved escalation condition. Do not restart the clock for revisions or later permits that remain part of the same project. Escalate based on defined unresolved project conditions rather than elapsed time alone.
§ 8-10.05. Extension of construction time limit Construction time extensions; escalation.

In the event a project has not passed a final inspection in the allotted time period prescribed by Section 8-10.04, the applicant/owner may be entitled to up to two six-month extensions to complete the work. An application for an extension of the construction time limit shall be submitted at least 14 days prior to expiration of the time limit and shall be accompanied by a written explanation of the reasons for the requested extension and a fee established by City Council resolution. If the Building Official grants an extension, the additional six-month extension period shall start from the date of the original time limit expiration or the most recent extension expiration date. A construction completion deposit shall be required pursuant to Section 8-10.06 prior to granting the time extension.

If a project has not passed final inspection within the applicable base construction time limit, the applicant/owner may request a construction time extension under this chapter.

The Building Official may approve successive construction time extensions of up to six months each when: (a) the project remains active; (b) reasonable progress toward completion is being made; (c) the project is in substantial compliance with applicable permits and conditions of approval; and (d) there is no unresolved escalation condition requiring action under this section.

There shall be no numerical limit on construction time extensions approved by the Building Official solely because of the number of prior extensions or the total duration of construction, provided the findings above continue to be satisfied.

A request shall be submitted in the form and within the period established by the Building Official and shall include information reasonably required to evaluate work completed, remaining work, anticipated completion, and any unresolved compliance or neighborhood-impact issues.

The Building Official may impose reasonable conditions on a construction time extension, including a completion schedule, site-maintenance requirements, measures addressing construction impacts, or corrective actions necessary to maintain compliance.

The receipt of a complaint alone shall not require denial of a construction time extension or escalation. The Building Official shall evaluate the complaint to determine whether a substantiated and unresolved nuisance or compliance condition exists.

Each construction time extension shall run from the expiration of the applicable construction time limit or the most recently approved construction time extension. Approval of a construction time extension does not establish a new base construction time limit and does not waive any penalty, fee, cost, or other requirement applicable under this chapter.

For purposes of this chapter, a construction time extension is additional time granted under Chapter 10 and does not alter any separate permit-extension requirement imposed by the building code.

Policy Discussion Draft - September 17, 2026
Revisions, supplemental permits, or subsequent permits that are part of the same construction project shall not restart the construction time limit unless the Building Official determines, under criteria established by the Town, that the later work constitutes a separate and independent project.

A project shall be subject to escalation when the Building Official determines that one or more of the following conditions remain unresolved after reasonable notice and an opportunity to correct: (1) a substantiated public nuisance associated with construction activity; (2) a material violation of the Municipal Code, permit, or condition of approval; (3) prolonged inactivity without reasonable justification; (4) repeated failure to comply with conditions imposed on a construction time extension; or (5) failure to make reasonable progress under an approved completion schedule.

Upon escalation, the Building Official may deny or condition further construction time extensions, require corrective action or a completion schedule, initiate available enforcement remedies, or refer the matter to the City Council pursuant to Section 8-10.09.

Policy index: T1.6, T1.7, T1.8 | Theme 1 - Routine Project Administration Policy change: Move the construction completion deposit to permit issuance and use it as financial assurance through final inspection and project closeout.

Reason for change: Collecting the deposit at the start of the project creates a consistent assurance mechanism and avoids waiting until the project is already beyond its base construction period.

POLICY QUESTION
Question: How should the construction completion deposit be set? Example policy options: Council could use a percentage of valuation, establish a cap, use valuation tiers, or set the amount and cap by resolution so they can be adjusted without another code amendment.

Staff recommendation: Require a refundable deposit at permit issuance equal to 1% of project valuation, capped at $50,000, with authority for the City Council to change the percentage or cap by resolution. Retain the deposit through closeout, apply it to amounts lawfully due under Chapter 10, and refund the balance within 90 days after closeout.
§ 8-10.06. Construction completion deposit.

Upon reaching the construction time limit set pursuant to Section 8-10.04, if a final certificate of occupancy has not been issued or final building inspection made, the property owner or representative shall deliver to the Building Department a refundable construction completion deposit (in cash or other security instrument acceptable to the Town and valid for a minimum period of two years) in an amount equal to the lesser of 10% of the estimated cost to complete the project, as determined by the Building Official, or $50,000. The deposit shall be retained until the final inspection is completed. Should penalties accrue due to failure to complete the project within the time limits granted, said penalties may be deducted from the construction completion deposit.

Upon permit issuance, the property owner or representative shall deliver to the Building Division a refundable construction completion deposit equal to 1% of the project valuation, not to exceed $50,000, or such other percentage or maximum amount as may be established by City Council resolution. The deposit shall be retained until final inspection and project closeout. The Town may apply the deposit to any unpaid penalty, fee, cost, or other amount lawfully due under this chapter and shall refund the remaining balance within 90 days after project closeout.

If a building permit issued prior to the date of adoption of the construction time limit ordinance expires, the property owner or representative shall deliver to the Building Department a construction completion deposit prior to the issuance of a new building permit for that project.

Projects with building permits issued before the effective date of this ordinance shall be subject to the transition provisions adopted with this ordinance.