4 o Reduce congestion
o Improve VMT
o Provide Safe Routes to School
• Program Planning recommendations for non-capital programs that:
o Improve Safety for Pedestrians, Bicyclists and Motor Vehicles o Improve connections for non-motorized travel through the City o Improve congestion
o Improve VMT
• Develop first draft transportation system goals for the City It is anticipated that this component will require limited meetings with City staff only and will include 4 public meetings.
Component 5 –Transportation Master Plan Documents (3 Sections) Section 1 – Traffic Analysis and Technical Components for General Plan Update/Future Planning The Consultant shall prepare an analysis of the City’s existing transportation network and travel patterns. Consultant shall prepare a circulation plan that corresponds with land use planning and carefully consider community priorities, reality of funding availability, Vision Zero, Complete Streets, transit performance/availability, VMT, LOS/congestion management, emission reductions, emergency response and freight traffic. The following deliverables should be included in the report:
• Traffic Study with detail needed for required environmental work. Traffic study should include cumulative impacts of existing conditions and development within the City. • Street classification system including mapping.
• Identify of bike and pedestrian corridors including supporting maps. • Identify traffic calming priority areas in support of neighborhood safety planning. • Develop an updated Level of Service (LOS) Policy.
• Includes editable maps, graphs, and data files (ArcMap packages, Excel worksheets, Illustrator files, etc., all graphics and maps shall be GIS compatible). • The plan shall be consistent and meet mandated state and federal requirements for transportation related plans.
Section 2 – Capital Improvement Program
Develop new updatable plan that provides for transportation improvements Citywide and priority regional improvements impacting the local roadways. The following deliverables should be included in the report:
• Complete City Capital Improvement Program
o Potential Funding Sources
o Priority Capital Improvement Project List
o 6 Year CIP Program
o Unfunded Needs
• Regional Capital Improvement Program Priorities and responsible agencies. • Includes editable maps, graphs, and data files (ArcMap packages, Excel worksheets, Illustrator files, etc., all graphics and maps shall be GIS compatible).
Section 3 – Non-Capital Improvement Policies
5 Provide a list of policy recommendations that will support non-capital improvement related planning based on the data collected and community outreach conducted.
Component 6 – Traffic Impact Fee Study
Consultant will develop a traffic impact fee study based on the Capital Improvement Program established within the Plan. Additionally, the City would like the consultant to review the potential of inclusion VMT mitigations in addition to LOS mitigations. This study will include the following:
• Traffic fee nexus study
• Traffic fee schedule
It is anticipated that this component will require limited meetings with City staff only and will include 1-2 public meetings.
Component 7 – Other proposed components
This component is included in the RFP to allow the consultant, based on expertise and experience, to propose additional work not included in the prior components, that is recommended by the consultant.
City Responsibilities
City shall furnish such information as is reasonably required for the Project and requested in writing by the consultant.
City shall provide prompt notice to the consultant if City becomes aware of any fault or defect in the Project, including any errors, omissions, or inconsistencies in the Consultant’s Instruments of Service.
City staff will assist community meeting coordination.
Additional Questions on Scope:
Any additional questions regarding this RFP may be sent to:
[email protected]
Questions must be submitted by 5:00 p.m. on February 3, 2023. Question submitted after this deadline will not be responded to.
Qualifications
The transportation firm must have demonstrated expertise in successfully managing and completing like projects for communities similar to Morgan Hill.
Insurance and Indemnification
The firm selected for the Project must provide the City with evidence of insurance coverage acceptable to the City's Risk Manager. Insurance and indemnification requirements are outlined in the City’s Standard Service Agreement for Design Professionals (Attachment 2). Special attention shall be given to the Indemnification Requirement Section included in the Agreement as these provisions are a requirement.
Required Licenses
6 The successful consultant will be required to obtain a City of Morgan Hill Business License.
Draft Project Schedule
January 11, 2023 RFP Release Date
February 3, 2023 Last Day to submit questions
February 10, 2023 Responses to questions posted on City website February 24, 2023 Proposals Due (5:00pm)
Week of March 6, 2023 Interviews with Selected Firms (Date Subject to Change) April 2023 Contract Awarded
May 2023 Begin Project
July 2023 Completion of Components 1, 2 & 3
September 2023 Completion of Component 4
January 2024 Completion of all Component 5
March 2024 Completion of Component 6 & 7
Proposal Format
The proposal shall be 20 pages (10 double sided pages) maximum and will include the following information:
A. Cover/Transmittal Letter
B. Firm Information:
Firm name, telephone number, e-mail, and mailing address. Point of contact for proposal.
Number of years the firm has been in business, including year organization was established. Type of organization: individual, partnership, corporation, other (please specify). List of principals, officers, and associates of the firm. Name of Project Manager for this project.
List any lawsuits or arbitration proceedings that have been initiated by or against your firm in the past five years. Briefly state the nature of the action and the outcome. Provide a list of the projects you are currently working on, construction cost and the scheduled completion date for each.
Tell us anything else about your firm that might assist us in making this selection. Why do you feel your firm is especially qualified to be engaged by the City on this project? C. Past Projects
Provide a description of similar projects which have been completed by your firm.
D. Scope of Work & Performance Schedule
Describe your proposed approach to be used in completing the components described in the Scope of the Services. Please provide a timeline of how your firm will proceed with this work.
E. Responsible Personnel
List the project manager and key Project staff who will be assigned to the Project.
F. Consultant must submit all exceptions to this RFP with its proposal, clearly identifying the exception, including the page number and section number, as appropriate. Consultant should note that the submittal of an exception does not obligate the City to revise the terms of this RFP or any resulting agreement. The City will not consider any exceptions that are not identified in the proposal.
G. Consultant is required to complete the Wage Theft Certification and include it in the proposal package. (This certification will not count towards the page limit.) H. Consultant Fee – NOTE: The Fee Section will not count towards the page limit.
The primary goal of the consultant selection process is to rank each consultant’s proposal based on demonstrated competence and professional experience. Fee shall not be reviewed
7 until after evaluation of all other areas of the proposal. Fees shall include all markups, overhead and profit, and reimbursable expenses. The Agreement shall provide for payment of all of the Scope of Work on a not-to-exceed time and materials basis. Submit the fee estimate in a separate pdf document. The fee estimate should be broken down by the components identified in the Scope of Work.
Proposal Submission
All proposals should be submitted electronically to:
Chris Ghione, Public Services Director at [email protected] The Request for Proposal is not a contract or a commitment of any kind by the City of Morgan Hill and does not obligate the City to award a contract or pay costs incurred for the preparation and submission of a proposal. All proposals will become the property of the City of Morgan Hill.
Public Records Act
All responses to this RFP will become public records after notice of intent to award under the California Public Records Act (Cal. Government Code section 6250 et seq.). All documents that you send to the City will be subject to disclosure if requested by a member of the public. Although the California Public Records Act recognizes that certain confidential trade secret information may be protected from disclosure, the City of Morgan Hill may not be in a position to establish that the information that a consultant submits is a trade secret. If you believe that there are portion(s) of your proposal which are exempt from disclosure under the Public Records Act, you must mark it as such and state the specific provision in the Public Records Act which provides the exemption as well as the factual basis for claiming the exemption. Do no mark your entire proposal as “confidential.” If a request is made for information marked “Confidential”, “Trade Secret” or “Proprietary”, the City will provide consultants who submitted the information with reasonable notice to seek protection from disclosure by a court of competent jurisdiction. The City will not be responsible for any legal or other costs incurred by consultant seeking to shield a portion of their proposal from public disclosure.
Selection Criteria
The following criteria are among those, but not limited to, which will be used to evaluate the proposals and subsequent interviews:
- Demonstrated professional quality with similar projects - Experience of personnel/sub-consultants assigned to the project - Past Experience
- Review of references
- Quality of the proposal
- Ability to meet all aspects of the scope of work
- Demonstrated flexibility in experience transportation planning - Fee proposal
General Terms and Conditions
1. Proposals will be evaluated by City staff .
2. The City may or may not conduct interviews with consultants as part of the proposal evaluation process.
3. The City reserves the right, acting in its sole discretion, to waive proposal irregularities and to reject any and all proposals.
8 4. The City reserves the right to modify the scope of the Project at any time based on the best interests of the City.
5. All documents, drawings, and findings (regardless of format) that are associated with this project shall be the property of the City of Morgan Hill.
6. Proposals shall remain effective for ninety (90) days beyond the submittal date.
7. Consultant Agreement will be the City’s Standard Service Agreement for Design Professionals. All consultants are expected to have read and understand the attached Agreement, and the consultant selected through the RFP process will be expected to execute a formal Agreement with the City of Morgan Hill for the provision of the requested service as set forth in the sample agreement attached to this RFP. Submission of a signed proposal will be interpreted to mean consultant has agreed to all the terms and conditions set forth in the pages of this RFP and the standard provisions included in the attached Agreement.
Attachments:
A. City Standard Service Agreement for Design Professional
RESOLUTION NO. 23-_____
A RESOLUTION OF THE CITY COUNCIL OF THE CITY
OF MORGAN HILL APPROVING AN AMENDMENT TO
THE CITY’S FISCAL YEAR 2022-2023 BUDGET IN THE
TRAFFIC IMPACT FUND (FUND NO. 309) AND LONG
RANGE PLANNING FUND (FUND NO. 207) TO
APPROPRIATE $393,960 AND $100,000, RESPECTIVELY
WHEREAS, the City of Morgan Hill, a municipal corporation and general law city duly organized and existing under and pursuant to the Constitution and laws of the State of California (“City”), is authorized to enter into contracts and agreements for the benefit of the City; and WHEREAS, the reasons supporting this Resolution are set forth in detail in that certain City Council Staff Report entitled “Approve Agreement with Hexagon Transportation Consultants, Inc. for Development of a Transportation Master Plan” submitted for City Council consideration at its meeting of June 7, 2023, submitted to the City Council by the City Manager (the “Staff Report”), the contents of which Staff Report are incorporated herein by this reference; and WHEREAS, recommended amendments are needed and proposed to the City’s previously adopted Annual Budget for Fiscal Year 2022-2023 as set forth on Exhibit A to this Resolution, to appropriate the requisite funds to implement the actions authorized by this Resolution; and WHEREAS, the consideration by City Council of the adoption of this Resolution has been duly noticed pursuant to applicable laws and has been placed upon the City Council Meeting Agenda on the date set forth in the Staff Report, or to such date that the City Council may have continued or deferred consideration of this Resolution, and on such date the City Council conducted a duly noticed public meeting at which the City Council provided members of the public an opportunity to comment and be heard and considered any and all testimony and other evidence provided in connection with the adoption of this Resolution; and WHEREAS, the City Council determines that adoption of this Resolution is in the public interest.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF MORGAN HILL DOES HEREBY FIND, DETERMINE, RESOLVE AND ORDER AS FOLLOWS:
Section 1. Recitals. The City Council does hereby find, determine and resolve that all of the foregoing recitals are true and correct.
Section 2. Approval and Authorization. The City Council does further resolve, order and/or direct as follows:
a. That the City’s previously adopted Fiscal Year 2022-2023 Budget, as the same has been amended to date, is hereby further amended in accordance with and as
City of Morgan Hill
Resolution No. 23-_____
reflected on Exhibit A attached hereto and incorporated herein by this reference; and
b. That the City Clerk is hereby authorized and directed to forward a copy of this Resolution to the City’s Finance Director, who is hereby authorized and directed to take all actions necessary to implement the terms of this Resolution pertaining to the Fiscal Year 2022-2023 Budget of City.
Section 3. This Resolution shall take effect immediately upon adoption.
PASSED, APPROVED, AND ADOPTED by the City Council of the City of Morgan Hill at its meeting held on this 7th day of June 2023 by the following vote:
AYES: COUNCIL MEMBERS: None
NOES: COUNCIL MEMBERS: None
ABSTAIN: COUNCIL MEMBERS: None
ABSENT: COUNCIL MEMBERS: None
APPROVED: ATTEST:
___________________________________ _______________________________ RICH CONSTANTINE, Mayor MICHELLE BIGELOW, City Clerk
CERTIFICATION
I, Michelle Bigelow, City Clerk of the City of Morgan Hill, California, do hereby certify that the foregoing is a true and correct copy of Resolution No. 23-_____ adopted by the City Council at the meeting held on the 7th day of June 2023.
WITNESS MY HAND AND THE SEAL OF THE CITY OF MORGAN HILL.
DATE: _____________________ ___________________________________ MICHELLE BIGELOW, City Clerk
City of Morgan Hill
Resolution No. 23-_____
EXHIBIT A
AGENDA BUDGET SCORECARD
FISCAL YEAR 2022-2023
ADJUSTMENT # 012
FUND: 309 Traffic Impact Fund
DEPARTMENT: 8053 Traffic Impact
OBJECT: 86200 PROFESSIONAL SERVICES
AGENDA DATE: 06/07/23
AGENDA ITEM TITLE:
07/01/22 06/30/23
AUDITED PROJECTED
BEGINNING AMENDED ENDING
FUND ESTIMATED APPROPRI- FUND
BALANCE REVENUES ATIONS BALANCE
ORIGINAL BUDGET 1,187,038 5,019,799 9,301,872 (3,095,035)
CUMULATIVE REVISIONS PRIOR - - - -
TO RECOMMENDED ACTION
RECOMMENDED ACTION 100,000 393,960 (293,960)
RESULTOF RECOMMENDED ACTION 1,187,038 5,119,799 9,695,832 (3,388,995) Transportation Master Plan
City of Morgan Hill
Resolution No. 23-_____
AGENDA BUDGET SCORECARD
FISCAL YEAR 2022-2023
ADJUSTMENT # 013
FUND: 207 Long Range Planning Fund
DEPARTMENT: 5170 Long Range Planning Fund
OBJECT: 49240 TRANSFER OUT-TRAFFIC
AGENDA DATE: 06/07/23
AGENDA ITEM TITLE:
07/01/22 06/30/23
AUDITED PROJECTED
BEGINNING AMENDED ENDING
FUND ESTIMATED APPROPRI- FUND
BALANCE REVENUES ATIONS BALANCE
ORIGINAL BUDGET 1,197,975 995,882 936,040 1,257,817
CUMULATIVE REVISIONS PRIOR - - - -
TO RECOMMENDED ACTION
RECOMMENDED ACTION - 100,000 (100,000)
RESULTOF RECOMMENDED ACTION 1,197,975 995,882 1,036,040 1,157,817 Transportation Master Plan
17 CITY COUNCIL STAFF REPORT
MEETING DATE: June 7, 2023
PREPARED BY:
Dat Nguyen, Finance Director
APPROVED BY: City Manager
APPROVE UPDATE TO THE CITY'S DONATION POLICY
RECOMMENDATION(S)
Accept changes to the City's Donation Policy
COUNCIL PRIORITIES, GOALS & STRATEGIES
City Council Ongoing Priorities
Fostering a Positive Organizational Culture
Preserving and Cultivating Public Trust
2022-2023 Strategic Priorities
Fiscal Sustainability
Community Outreach, Engagement, and Messaging
REPORT NARRATIVE:
This item was on the City Council agenda for May 3, 2023 and was continued to the June 7, 2023 meeting.
The City's Donation Policy was last updated on December 7, 2022. The December 7, 2022 update allowed the City Manager to accept donations from a local business and directed the City Manager to report any donations over $5,000 in the quarterly financial report. At that time, the Council also directed staff to bring back for Council consideration possible changes to the policy. Staff proposes two changes to the policy as follows:
1. Requiring City employees to consult the City Attorney's Office prior to acceptance of any donations. This proposed change would ensure donations would be properly vetted and consistent with all applicable laws, the City's municipal codes, polices, and guidance.
2. Increase the threshold of donations that require Council acceptance from over $5,000 to over $10,000 but still allow donations to be formally accepted by the City Council if donors request. This proposed change would meet the Council's request to consider more potential agenda items that could be processed administratively.
17 COMMUNITY ENGAGEMENT:
Inform
This staff report serves to inform the community of the proposed changes to the City's Donation Policy.
ALTERNATIVE ACTIONS:
The City Council could reject the staff's proposed changes.
PRIOR CITY COUNCIL AND COMMISSION ACTIONS:
The last update to the City's Donation Policy was on December 7, 2022.
FISCAL AND RESOURCE IMPACT:
There is no fiscal impact associated with updating the City's Donation Policy.
CEQA (California Environmental Quality Act):
Not a Project
Organizational or administrative activities of governments that will not result in direct or indirect physical changes in the environment.
V009
SUBJECT: DONATIONPOLICY
EFFECTIVE DATE: FEBRUARY 12, 1996
REVISION DATE: JUNE 30, 2003;REVIEWED AUGUST 2007;
DECEMBER 7, 2022; MAY 3JUNE 7, 2023
ORIGINATING DEPARTMENT: FINANCE DEPARTMENT
1. PURPOSE
The purpose of this policy is to provide direction to City employees regarding the acceptance of donations by the City from members of the Public and City employees. This policy is distinguished from the City Gift Policy originated by the City Manager's Office as that policy restricts the acceptance of gifts by individual employees.
2. DONATION POLICY
The City recognizes the value of donations from individuals and organizations. Donations provide an opportunity for community involvement and enhance the City's ability to acquire additional resources. However, the acceptance of donations must always consider the public trust. Therefore, it is the policy of the City of Morgan Hill that, prior to acceptance of donations, the Department Director of the receiving Department must evaluate any impropriety or appearance of impropriety or potential conflict of interest between the donor and the City, and Department, or any City employee in connection with the donation. The City must avoid perceived or real expectations on the part of the donors for preferential treatment as a result of the donation. City employees shall be responsible for consulting with the City Attorney’s Office prior to acceptance of donations.
3. PROCEDURES FOR ACCEPTANCE OF DONATIONS
3.1 If the donation is appropriate, the Department Director or designee must complete a receipt indicating the estimated value of goods or services, date, name of donor, and purpose of donation. The original receipt will be submitted to the donor. The Finance Department shall receive a copy of the receipt.
3.2 Monetary donations will be deposited to the fund in which the purpose of the donation is to be achieved.
3.3 All donations with estimated values exceeding $510,000 must be formally
CITYOF MORGANHILL
ADMINISTRATIVE POLICIES AND PROCEDURES
accepted by the City Council.
3.4 Donations with estimated values under $10,000 may be formally acknowledged by the City Council if donors request.
3.5 The City Manager is delegated to accept donations from the Shoe Palace (per City Council direction on December 7, 2022) and report any donations over $5,000 in the quarterly financial reporting.
3.43.6 Donations from City employees may be accepted. The same standard of propriety must be applied to employee donations.
3.53.7 In no instance shall the City borrow personally owned equipment or property from City employees. The City shall only lease/borrow equipment from equipment rental enterprises or other agencies if the terms and conditions are expressly identified in a written agreement. Either party may initiate the agreement. This requirement may be waived during emergencies officially declared by the City Manager.
This policy is approved by the City Manager to be effective immediately.
APPROVED:
_____________________
City Manager
_____________________
Date
18 CITY COUNCIL STAFF REPORT
MEETING DATE: June 7, 2023
PREPARED BY:
Christina Turner, City Manager
APPROVED BY: City Manager
PROVIDE DIRECTION TO STAFF ON PROPOSED FUTURE COUNCIL
INITIATED AGENDA ITEM
RECOMMENDATION(S)
Determine if the majority of the City Council wants the following item agendized at a future meeting for discussion:
Considering implementing term limits for City Council and/or Commission members.
COUNCIL PRIORITIES, GOALS & STRATEGIES
City Council Ongoing Priorities
Supporting our Youth, Seniors, and Entire Community
Preserving and Cultivating Public Trust
REPORT NARRATIVE:
Section 4.2 of City Council Policy 97-01 (Attachment 1) allows members of the City Council to request items be added to an upcoming City Council agenda by requesting an item during the “Future Council Initiated Agenda Items” section of the agenda. A City Council report will then be placed on an upcoming agenda for Council discussion and consideration.
Below is a brief description of the item proposed on May 3, 2023 for Council consideration.
Consider implementing term limits for City Council and Commission Members (requested by Mayor Pro Tem Spring, Attachment 2)
Currently, the office of the Mayor has a two-year term, and City Council Member offices have four-year terms and there are no maximum term limits. California Government Code Section 36502(b) establishes the method to propose a limit on the number of terms a member of the City Council may serve on the City Council, or the number of terms an elected mayor may serve. That code section requires submitting a measure at a regularly scheduled election. The measure would require a majority of the votes cast in favor to adopt the proposal to pass. The deadline for the City Council to finalize actions to submit a measure for the next regular election, which would be the November 7, 2024 ballot, would be May 2024. The estimated cost to run one measure on the general election ballot is $60,000.
18 Implementing term limits on Commission seats would be an amendment to the City’s Municipal Code.
Staff is seeking direction on whether the City Council would like this item agendized to discuss limits on the number of terms City Council and/or Commissioners serve.
Estimated staff time to prepare a full City Council Staff Report on this topic is approximately 3 hours.
COMMUNITY ENGAGEMENT:
This report is seeking direction from the City Council on whether or not to further agendize this topic for Council consideration.
ALTERNATIVE ACTIONS:
Not Applicable
PRIOR CITY COUNCIL AND COMMISSION ACTIONS:
On May 3, 2023, the Council directed staff to bring back this topic for Council consideration.
FISCAL AND RESOURCE IMPACT:
There is no fiscal impact associated with seeking direction from the Council on this item.
CEQA (California Environmental Quality Act):
Not a Project.
Organizational or administrative activities of governments that will not result in direct or indirect physical changes in the environment.
From:
To:
Cc:
Subject:
Date:
Rene Spring
Christina Turner
Fwd: Input on my requests for future agenda items
Thursday, May 4, 2023 11:33:53 AM
1. Request for staff to return with a report for consideration that examines term-limits for Mayor, Councilmembers and City Commissioners
I’d like for staff to come back with a report that enables us to have a public discussion related to term-limit for Mayor, Councilmembers and City Commissioners. Term-limit measures applicable to elected Mayor and City Council members, I believe, would require voter approval. Many cities across California, including several cities in the Bay Area - have such term-limits in place.
Back in November 2022, as recent examples, the voters of Saratoga, San Bruno, and Milpitas overwhelmingly supported term-limit related measures for Mayor and Councilmembers for their cities as well. I personally do favor life-time term-limits though I’m aware of other term-limit options being out there incl. some with ‘cooling off’ periods. I’m including term-limits for Commissioners here as well. I’m concerned that we miss out on opportunities to have more residents participating and be willing to run for offices down the road, if we are not able to regularly ‘free’ up Commissioner seats, too, as much as the work of the current Commissioners is appreciated. I’m very much OK to keep the discussions of term-limits for Mayor and Councilmember separated form the one for City Commissioners.
I believe it’s an interesting topic to look into, to discuss in public and to get inputs from residents, too.
Sent from my iPhone