Agenda packet — Orinda City Council, March 17, 2026 (part 1 of 2)

CITY COUNCIL

REGULAR MEETING AGENDA
Tuesday, March 17, 2026
07:00 PM
Orinda Library Auditorium
26 Orinda Way, Orinda, CA
Zoom Webinar Link: https://www.tinyurl.com/OrindaCityCouncil YouTube: https://www.youtube.com/@cityoforinda9535/streams HOW TO PARTICIPATE IN THE MEETING:

In-Person Speaker Cards: If you would like to speak during the public forum or on an item listed on the agenda, you are invited to submit a speaker card to the City Clerk. You will be permitted to speak even if you choose not to submit a speaker card or decline to provide the requested information on the card. After the City Council has heard from everyone who submitted a speaker card, anyone who has not submitted a speaker card may form a line at the lectern. Public comment is generally limited to 3 minutes per speaker per agenda item.

Written Comments: You may also submit a public comment in advance of the meeting by following the instructions below:

Deliver to City Hall at 22 Orinda Way or send an e-mail to [email protected] by 3 pm on the day of the meeting. Those comments will be forwarded to the City Council. They will also be part of the public record and available for viewing in the public review binder at Orinda City Hall, located at 22 Orinda Way. In addition, they will be available electronically by 5 pm on the day of the meeting by selecting the date of the meeting in this Box account link: https://tinyurl.com/Orinda-Public-Comment-Folder Remote Comments: Remote Public Comments have been discontinued for the foreseeable future. This does not include teleconference locations.

Assisted Listening Devices: Assisted listening devices are available on the table in the rear of the Auditorium.

CALL TO ORDER/ROLL CALL
Councilmembers: Cara Hoxie, Latika Malkani, Janet Riley Vice Mayor Darlene Gee, Mayor Brandyn Iverson

PLEDGE OF ALLEGIANCE
A.

ADOPTION OF AGENDA
The City Council may take action on any item listed on the agenda.

ITEMS FOR THE GOOD OF THE CITY
Citizens Academy Recognition
Introduction of New Police Officers
Presentation - Officer of the Year
Certificate of Recognition - Women's History Month and
Miramonte Gym being named "Sabrina Ionescu Gym" after the WNBA Star and Olympian

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PUBLIC FORUM
The public forum provides an opportunity for members of the public to speak on any item within the jurisdiction of the City Council that is not on the agenda. Additionally, a speaker has the option of addressing the Council on an item listed on the agenda, if the speaker will not be present when that agenda item is taken up. When an item is not listed on the agenda, State law prohibits Council discussion or action. Councilmembers may only “briefly respond” to statements made and questions posed. For example, State law allows Councilmembers to ask questions for clarification and provide a reference to staff or other resources for factual information. Additionally, consistent with the “Matters Initiated” rule contained in its Policies and Procedures Manual, the Council may also direct staff to report back and/or place a matter on a future agenda for discussion.

CONSENT CALENDAR
Approval of City Council Minutes Page 8
The City Council will consider approval of the Meeting Minutes of:

1. February 28, 2026, 9 a.m. Commission Interviews

2. March 3, 2026, Regular Meeting
RECOMMENDATION:

Approve City Council Minutes of:

1. February 28, 2026, 9 a.m. Commission Interviews

2. March 3, 2026, Regular Meeting
C.

D.1
D.2
D.3
D.4
E.

F.1
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Repeal and Replace the City of Orinda’s Municipal Code
Chapter 8.20, Fire Safety, with this Chapter that Reflects the City’s Ratification of MOFD Ordinances 26-01 and 26-02

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The City Council will consider adoption of Ordinance 26-04 which would repeal and replace the City of Orinda Municipal Code Chapter 8.20, Fire Safety, with an updated version of this Chapter to reflect the City’s ratification of MOFD Ordinances 26-01 and 26-02, waiving a full reading of the text.

RECOMMENDATION:

Adopt Ordinance 26-04, waiving full reading, to repeal and replace the City of Orinda Municipal Code Chapter 8.20, Fire Safety, with an updated version of this Chapter to reflect the City’s ratification of MOFD Ordinances 26-01 and 26-02.

Finance Advisory Committee Term Expirations and Statements of Interest

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The City Council will consider the reappointment of two current Finance Advisory Committee members. Due to an administrative oversight, Joan Kiekhaefer and Wendy Wee were not contacted prior to the February 28, 2026, City Council interview process and were unaware of their term expirations. After being contacted by the City Clerk, both members expressed interest in continuing to serve and submitted updated Statements of Interest for the City Council’s consideration.

RECOMMENDATION:

Reappoint two Finance Advisory Committee Members, Joan Kiekhaefer and Wendy Wee.

Reject all Bids for Crossroads Plaza Project No. 4103 Page 39 The City Council will consider rejecting all bids received on March 3, 2026, for the renovation of Crossroads Plaza. Irregularities were found in the bids, which Staff recommends not be waived. If the City Council rejects all bids, the project will be rebid as soon as practical with minor changes to the bid documents to minimize the likelihood of such irregularities.

RECOMMENDATION:

Reject all Bids for Crossroads Plaza Project No. 4103.

NPDES Stormwater Utility Assessment Fee for Fiscal Year 2026-27

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The City Council will consider Establishing the Rate per Equivalent Runoff Unit (ERU) for Fiscal Year 2026-27 and Requesting the Contra Costa County Flood Control and Water Conservation District to Adopt an Annual Parcel Assessment for F.2
F.3
F.4
F.5
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Drainage Maintenance and the National Pollutant Discharge Elimination System (NPDES) Program.

RECOMMENDATION:

Adopt Resolution No. 18-26 Establishing the Rate per Equivalent Runoff Unit (ERU) for Fiscal Year 2026-27 and Requesting the Contra Costa County Flood Control and Water Conservation District to Adopt an Annual Parcel Assessment for Drainage Maintenance and the National Pollutant Discharge Elimination System (NPDES) Program.

Install All-Way Stop Control at Coral Drive and Ardith Drive Intersection, Install Stop Sign at Spring Road and
Knickerbocker Lane Intersection, Implement NO PARKING
restriction on El Camino Moraga at Del Rey Elementary

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The City Council will consider proposed changes for road safety improvements at various intersections including Coral Drive, Ardith Drive, Moraga Way, El Camino Moraga, Spring Road, and Knickerbocker Lane.

RECOMMENDATION:

Approve Resolution 16-26 (Traffic Order 241) Authorizing installation of AllWay STOP sign and additional traffic calming striping changes on Coral Drive at Coral Drive and Ardith Drive/Court intersection; and add new STOP sign on Spring Road at Spring Road and Knickerbocker Lane intersection.

1. Approve Resolution 17-26 (Traffic Order 242) and Authorize Implementing NO PARKING restrictions on Eastbound El Camino Moraga near the exit driveway at Del Rey Elementary.

2. Approve On-Call HVAC Services Contract to City Mechanical, Inc.

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The City Council will consider a new contract with City Mechanical, Inc. for the oncall HVAC (Heating, Ventilation and Air Conditioning) systems maintenance efforts for all six city buildings. The work includes preventive maintenance (regular equipment check-outs, filter changes and as-needed maintenance/repairs) of the HVAC infrastructure and responding to emergency call outs when heating and air conditioning equipment does not function properly.

RECOMMENDATION:

Adopt Resolution 13-26 Approving Exception to Competitive Bidding per Orinda Municipal Code Section 2.55.100.A.6, and Approving an On-Call HVAC Services Contract to City Mechanical, Inc.

F.6
F.7
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Amendment to the Contract with Lisa Wise Consulting, Inc. Page 119 The City Council will consider approving an amendment to the contract with Lisa Wise Consulting, Inc. resulting from feedback from the City Council and City staff regarding the calculation of in-lieu fees, partial build alternatives, and modification of inclusionary requirements. The amendment includes an increase to the term and to compensation.

RECOMMENDATION:

Approve the amendment to the Contract with Lisa Wise Consulting, Inc.

PUBLIC HEARING

POLICY MATTERS
Annual Presentation from Police Chief Anthony Rossi Page 156 The City Council will receive its annual presentation from Chief of Police Anthony Rossi on state of community policing in Orinda.

RECOMMENDATION:

Receive the presentation.
2025 Housing Element Annual Progress Report Page 179
The City Council will consider the submission of its Housing Element Annual Progress Report to the State Department of Housing and Community Development (HCD) and to the Governor’s Office of Land Use and Climate Innovation (LCI) by April 1.

RECOMMENDATION:

Receive the 2025 Housing Element Annual Progress Report and direct staff to file the Report with the appropriate state agencies.

Discussion Regarding Possible Joint Meeting with Town of Moraga and Moraga-Orinda Fire Protection District

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The City Council will discuss the possibility of a joint meeting with the Town of Moraga and the Moraga-Orinda Fire Protection District. This was a Matters Initiated from the February 3, 2026, City Council meeting.

RECOMMENDATION:

Provide direction to Staff.

COUNCILMEMBERS' REPORTS

CITY MANAGER'S REPORT
F.8
G.

H.1
H.2
H.3
I.

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MATTERS INITIATED

ADJOURNMENT
Please visit the City's website at www.cityoforinda.gov to view the City Council Meeting Calendar.

I, Sheri Marie Smith, City Clerk, declare under penalty of perjury under the laws of the State of California that this special meeting agenda has been posted at least 24 hours in advance at the Orinda City Hall, 22 Orinda Way and the Orinda Library, 26 Orinda Way. Additional copies are available at the Orinda Library, 26 Orinda Way, and at the City's website at www.cityoforinda.org. At Least 24 hours in advance of the meeting, this agenda was also delivered to and received by each member of the City Council as well as each local newspaper, radio station and television station requesting written notice of special meetings.

I, Sheri Marie Smith, City Clerk, declare under penalty of perjury under the laws of the State of California that this regular meeting agenda has been posted at least 72 hours in advance at the Orinda City Hall, 22 Orinda Way and the Orinda Library, 26 Orinda Way. Additional copies are available at the Orinda Library, 26 Orinda Way, and at the City's website at www.cityoforinda.gov. ~Notices~
There is a 90-day limit for the filing of a challenge in Court to certain City decisions that require a hearing by law, the receipt of evidence, and the exercise of discretion. The 90-day limit begins on the date the decision is final (Code of Civil Procedure 1094.6). Further, if you file a challenge in Court, you may be limited by California law, including but not limited to Government Code 65009, to those issues raised in connection with the public hearing. The City Council may be requested to reconsider a decision if the request is made prior to the next City Council meeting. For information on the next City Council meeting, please call 925.253.4221 or visit the website at www.cityoforinda.org. Unless otherwise noted, City Council actions include a determination that the California Environmental Quality Act (CEQA) does not apply. ~Accessible Public Meetings~
The City of Orinda will provide special assistance for disabled citizens to participate in public meetings upon advance notice. If you need auxiliary hearing aid or sign language assistance at least two (2) working days advanced notice is necessary. Please contact the City Clerk's Office, 22 Orinda way, Orinda, CA 94563 or 925.253.4221 or [email protected] with the following information: name, mailing address, phone number and type of assistance requested.

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Item D.4
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CITY COUNCIL STAFF REPORT
Department: Administration
Meeting Date: March 17, 2026
SUBJECT:

Approval of City Council Minutes
EXECUTIVE SUMMARY:

The City Council will consider approval of the Meeting Minutes of:

1. February 28, 2026, 9 a.m. Commission Interviews

2. March 3, 2026, Regular Meeting
RECOMMENDATION:

Approve City Council Minutes of:

1. February 28, 2026, 9 a.m. Commission Interviews

2. March 3, 2026, Regular Meeting
STRATEGIC PLAN INITIATIVE:

Not applicable.

ATTACHMENTS:

A. City Council Minutes of February 28, 2026, 9 a.m. Commission Interviews B. City Council Minutes of March 3, 2026, Regular Meeting

Respectfully Submitted by,
Sheri Smith, City Clerk
Approved By:

Linda Smith, City Manager
Item F.1
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Orinda City Council Minutes Page 1 of 2 02.28.26
FEBRUARY 28, 2026

CITY OF ORINDA

CITY COUNCIL MINUTES
9:00 A.M.

1. CALL TO ORDER / ROLL CALL:

The meeting was called to order at approximately 9:00 a.m.

COUNCILMEMBERS PRESENT: Cara Hoxie, Latika Malkani, Janet Riley Vice Mayor Darlene Gee, Mayor Brandyn Iverson

2. ADOPTION OF AGENDA

There were no changes to the agenda.

3. COMMISSION/COMMITTEE INTERVIEWS & APPOINTMENTS

3.1. Interview Applicants and Make Appointments for Upcoming Term Expirations and Vacancies on the City of Orinda Planning Commission, Parks & Recreation Commission, Supplemental Sales Tax Oversight Commission, Traffic Safety Advisory Committee, Historical Landmarks Committee, Art in Public Places Committee, Finance Advisory Committee, County Connection Citizen Advisory Committee, and County Library Commission
Councilmembers interviewed applicants for the various Commissions, Committee, and Boards and by unanimous vote, made the following appointments and reappointments:
• Kumani Armstrong, Planning Commission
• Morgan Oblinsky, Planning Commission
• Alex Drexel, Parks & Recreation Commission
• Jeff White, Parks & Recreation Commission
• David Moore, Finance Advisory Committee
• Rachelle Latimer, Supplemental Sales Tax Oversight Commission • Chris Decareau, Supplemental Sales Tax Oversight Commission • Todd Stern, Supplemental Sales Tax Oversight Commission • Bill Waterman, Historical Landmarks Committee
• Jeanne HuangLi, Historical Landmarks Committee
• Richard Thompson, Art in Public Places Committee
• Nicholas Mitchell, Traffic Safety Advisory Committee
Item F.1
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Orinda City Council Minutes Page 2 of 2 02.28.26
Councilmember Malkani made a motion to authorize the Mayor to interview applicants for unfilled vacancies and make recommendations to the City Council for consideration and appointment at a City Council Meeting. Councilmember Hoxie seconded the motion. The motion passed unanimously.

D. ADJOURNMENT
The meeting was adjourned at approximately 12:45 p.m.
______________________________________
Sheri Marie Smith, City Clerk
Item F.1
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Orinda City Council Minutes Page 1 of 17 03.03.26
MARCH 03, 2026

CITY OF ORINDA

CITY COUNCIL MINUTES
Note: Written communications received from the public prior to the start of this meeting can be viewed on the City’s website meeting calendar. They are also kept in the City Clerk’s Office as part of the public record and available upon request ([email protected]). 7:00 P.M. – REGULAR MEETING– ORINDA LIBRARY AUDITORIUM
A. CALL TO ORDER / ROLL CALL:

Mayor Iverson called the Regular Meeting to order at approximately 7:01 p.m.

COUNCILMEMBERS PRESENT: Cara Hoxie (participating remotely), Latika Malkani Mayor Brandyn Iverson, Vice Mayor Darlene Gee
COUNCILMEMBERS ABSENT: Janet Riley
B. PLEDGE OF ALLEGIANCE – Led by Mayor Iverson.

C. ADOPTION OF AGENDA
Mayor Iverson requested moving up the Councilmember Reports and City Manager Reports to be heard after the Public Forum.

MOTION by Mayor Iverson, and seconded by Vice Mayor Gee, to adopt the agenda, as amended. Said motion carried by unanimous (4-0) vote.

D. ITEMS FOR THE GOOD OF THE CITY
D.1 Introduce New Employees - Cole Haselip, Assistant to the City Manager and Estela Ramirez, Management Analyst
City Manager Smith introduced new employee Assistant to the City Manager Cole Haselip and provided a background of his experience and professional background, education, and his local family in Moraga.

Cole Haselip thanked the Council and said he looks forward to working with the City.

Mayor Iverson and Councilmembers welcomed Mr. Haselip to the City of Orinda.

Public Works Director Scott Christie introduced Management Analyst Estela Ramirez in the Public Works and Engineering Department. He provided a background of her City experience and professional background.

Estela Ramirez thanked the City Council and said she has been busy over the last two weeks working in the department and she is excited to bring her skills to the City.

Item F.1
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Orinda City Council Minutes Page 2 of 17 03.03.26
Mayor Iverson and Councilmembers welcomed Mr. Ramirez to the City of Orinda.

D.2 Certificate of Recognition - American Red Cross Month Mayor Iverson introduced the item and provided a background on the American Red Cross, and she presented a Certificate of Recognition to Eva Marquez from the American Red Cross.

Eva Marquez, Volunteer Engagement Manager, American Red Cross, thanked the City Council, spoke about their partnership with the City of Orinda and said they have trained employees on sheltering during disasters and they continue to look forward to working with the City.

Mayor Iverson opened the Public Forum.

Nick Waranoff said he supports and appreciates the local American Red Cross, but wants it clearly noted that it is separate from the International Red Cross, which he criticized for not assisting or visiting Israeli hostages after the October 2023 terrorist attack. He emphasized that honoring the local group should not be seen as endorsing the international organization.

E. PUBLIC FORUM
Emily Bulgari referenced her email to the Council about a serious accident on Coral, noting it was alarming because it occurred just a week after safety measures had been discussed. She urged the Council to expedite enforcement and temporary safety measures in the meantime for the sidewalk.

Mayor Iverson commented the Council received several letters on the topic and she thanked Ms. Bulgari for speaking about it.

Shaheen Tonse addressed agenda item H.2 in advance because he would not be present when it is discussed. He explained the item revises the private road acceptance policy developed in recent years by the Infrastructure Committee. Referring to a prior communication he sent to the Council, he raised additional concerns about a provision allowing the City Engineer to grant exceptions, arguing it could weaken the policy, expose the engineer to political pressures, and lead to claims of unfair treatment if exceptions are not granted. The City of Orinda is the only city going down this path and he questioned whether this is a good idea.

Nick Waranoff said he has opposed initiatives such as United Against Hate and Californians Against Hate. He cited a recent local high school board meeting where speakers urged banning a conservative student club, Club America, which he said was wrongly labeled a hate organization. He argued that the First Amendment protects freedom of speech and association, including speech people may dislike, and criticized the superintendent and board for not defending the students’ right to have the club. He urged the Council to reconsider its involvement in United Against Hate efforts.

I. COUNCILMEMBER REPORTS
Mayor Iverson reported the following:

Item F.1
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Orinda City Council Minutes Page 3 of 17 03.03.26
• She just arrived back from the Lamorinda Sunrise Rotary Good Character Awards.

They take three middle schoolers and give awards for outstanding character, and it was a wonderful chance to recognize young citizens.
• She held a Coffee with the Mayor on February 25th where they talked about goings on with the business community, economic development, and answered some questions regarding BART funding and others.
• On Saturday, the Commission and Committee interviews were held and she looks forward welcoming new faces on their commissions and committees soon. • They also received a legislative update from Cal Cities last Thursday where they had Senators Grayson, McNearney and Wahab come and talk about bills coming along this year and take questions.
• It is Women’s History Month in March and since they learned today that the Miramonte Gym is officially being named the Sabrina Ionescu Gym after the WNBA star and Olympian, and she asked that it be placed on the second March agenda to acknowledge this.

J. CITY MANAGER’S REPORT
City Manager Smith reported the following updates:
• Last week training sessions were held for Ladris, the evacuation planning tool for residents. Those interested can visit www.Orindaready.com and use the evacuation modeling tool to review over 100 different scenarios for evacuation.

The model will be updated including ember casting which will also be added to the public portal as well.
• Staff reported receiving correspondence that the BART Board will apply an “Alternative Service Framework.” Under this approach, station closures will not be considered in the first round. If no revenue measure is placed on or approved in the November ballot, BART would first implement service cuts and then potentially consider station closures in 2027–28. The Board also clarified that it will ultimately decide on any station closures after evaluating the impacts of service reductions.

Mayor Iverson opened the Public Forum.

Nick Waranoff said he was pleased that Ladris will update its modeling to include ember casting. He noted for the record that he has strongly criticized the initial version of the Ladris software since its public release because it did not account for ember casting.

F. CONSENT CALENDAR
Mayor Iverson asked if Councilmembers or the pubic wished to remove any items. City Manager Smith mentioned Item F.2 which is the ratification of the Fire Code Update. Chief Isaacs is present in the audience if there were any questions for him. Councilmember Malkani requested removal of Item F.2.

F.1 Approval of City Council Minutes
The City Council will consider approval of the Meeting Minutes of:

1. February 17, 2026, 5 p.m. Study Session

2. February 17, 2026, Regular Meeting
RECOMMENDATION:

Approve City Council Minutes of:

Item F.1
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Orinda City Council Minutes Page 4 of 17 03.03.26

1. February 17, 2026, 5 p.m. Study Session

2. February 17, 2026, Regular Meeting
F.3 Municipal Pooling Authority Joint Exercise of Powers Agreement The City Council will consider Resolution 14-26 to approve the Amended and Restated Joint Exercise of Powers Agreement (JPA) with the Municipal Pooling Authority. The Authority is updated portions of its Agreement to reflect recently reviewed revisions, both substantive and minor in nature.

RECOMMENDATION:

Adopt Resolution 14-26 Approving the Amended and Restated Municipal Pooling Authority Joint Exercise of Powers Agreement for providing Property, Workers' Compensation, Public Liability, and Other Insurance Coverages.

F.4 Budget Increase for Off-leash Dog Park Project (CIP #5024) The City Council will consider a budget increase for CIP #5024 in order to fund the improvements associated with installing fencing at Orinda Oaks Park and Open Space. The current CIP budget for this project is $45,000, and therefore supplemental budget of $28,000 is needed in order to build the project.

RECOMMENDATION:

Approve Budget Change Form #011-26, appropriating $28,000 from Fund 700 for the Dog Park Project.

MOTION by Councilmember Malkani moved, and seconded by Vice Mayor Gee to approve Consent Calendar Items F.1, F.3, and F.4. Said motion carried by unanimous (4-0) vote.

Item Removed from Consent Calendar:

F.2 Repeal and Replace the City of Orinda’s Municipal Code Chapter 8.20, Fire Safety, with this Chapter that Reflects the City’s Ratification of MOFD Ordinances 26-01 and 26-02
The City Council will consider ratification of Moraga-Orinda Fire District (“MOFD”) Ordinances 26-01 and 26-02. These ordinances adopt the 2025 California Fire Code and, by reference, the 2024 International Fire Code, and the 2025 California Wildland-Urban Interface Code, and modifications to those codes to reflect local conditions with associated findings. The City Council will also consider the introduction of City of Orinda Ordinance 26- 04 to repeal and replace the City of Orinda’s Municipal Code Chapter 8.20, “Fire Safety,” with a version of this Chapter that reflects the City’s ratification of MOFD Ordinances 26-01 and 26-02.

RECOMMENDATION:

Take the following actions:

Item F.1
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Orinda City Council Minutes Page 5 of 17 03.03.26

1. Adopt Resolution 11-26 ratifying MOFD Ordinance 26-01, which adopts the 2025 California Fire Code and, by reference, the 2024 International Fire Code, and makes modifications to those codes to reflect local conditions, and includes MOFD’s Findings of Fact that the proposed amendments are reasonably necessary because of local climatic, geological, or topographical conditions.

2. Adopt Resolution 12-26 ratifying MOFD Ordinance 26-02, which adopts the 2025 California Wildland-Urban Interface Code, and makes modifications to those codes to reflect local conditions and includes MOFD’s Findings of Fact that the proposed amendments are reasonably necessary because of local climatic, geological, or topographical conditions.

3. Introduce Ordinance 26-04 to repeal and replace the City of Orinda’s Municipal Code Chapter 8.20, Fire Safety, with an updated version of this Chapter that reflects the City’s ratification of MOFD Ordinances 26- 01 and 26-02, waiving a full reading of the text.

Fire Chief Isaacs explained that the State of California updates the Fire Code every three years, requiring cities and counties to review, ratify, and adopt any necessary local amendments. He noted that most local amendments have remained unchanged since 2020, with recent revisions primarily removing provisions that are now addressed within the updated State Fire Code. He also highlighted the adoption of the new California Wildland Urban Interface (WUI) Code, which consolidates standards previously distributed across the Building, Residential, and Fire Codes into a single code. This unified code addresses construction requirements, access, water supply, and defensible space standards, and the Fire Marshal has worked to ensure these standards are consistent across the county.

Mayor Iverson asked and confirmed road width standards of 28 feet and under eave sprinklers for new construction standards which are a couple of examples where cities opted for more restrictive standards than the State.

Councilmember Malkani asked and confirmed that so far there have been no modifications to MOFD’s Fire Code around Zone Zero.

Mayor Iveson opened the Public Forum, and there were no speakers.

MOTION by Vice Mayor Gee moved, and seconded by Councilmember Hoxie to approve Consent Calendar Item F.2. Said motion carried by unanimous (4-0) vote.

G. PUBLIC HEARING – None.

H. POLICY MATTERS
H.1 City of Orinda 2026 Legislative Platform
Item F.1
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Orinda City Council Minutes Page 6 of 17 03.03.26
The City Council will consider the proposed 2026 Legislative Platform. The Platform is consistent with the adopted 2025 Platform with some refinements and reorganization of information within the document itself.

The Guiding Principles and the Public Policy Priority Categories remain the same.

RECOMMENDATION:

Approve the City’s 2026 Legislative Platform.

City Manager Smith presented the staff report recommending approval of the City’s 2026 Legislative Platform. Casey Elliott of Townsend Public Affairs is available for questions and that staff will soon review newly introduced legislation to determine the City’s positions.

Discussion included how the platform relates to the Lamorinda regional framework, potential inclusion of BART support language where City Manager Smith said she will have to determine if there is broad enough language, and questions about proposed legislation on vacant storefronts, which Mr. Elliott said he was not yet aware of but would review as bills develop.

Councilmember Malkani referenced the removal of language in the Community and Economic Development section and noted that Item 11 seeks to ensure fair and proportional representation on countywide and regional boards. She asked whether the change was a legal update, citing Item H.1 on packet page 132. While indicating she could be persuaded either way, she stated that because the City makes its own appointments, she would prefer to retain the language as a priority.

Councilmembers then discussed edits to the platform, including reorganized sections, removal of some language for formatting or scope reasons, and whether to retain language about representation on countywide and regional boards.

Mayor Iverson additionally asked about including landslides in disaster relief advocacy, which Mr. Elliott confirmed that there is a broad category under Public Health and Safety so it may already fall under the broader disaster preparedness funding language.

Mayor Iverson opened the Public Forum.

Nick Waranoff requested that someone provide an overview of the process of how Townsend Public Affairs works for the City, particularly in terms of communications developed and whether these are publicly available.

City Manager Smith spoke about the current Lamorinda framework as it relates to transportation and related infrastructure which states, “The Coalition looks to encourage and support federal and state actions that invest in local public infrastructure projects with regional benefits.” It also goes onto to note that the framework would expand local transit, micro-transit, bus services, and emerging transit opportunities. Under this heading and context, it would be enough for the region to talk with one voice on the matter related to BART.

Item F.1
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Orinda City Council Minutes Page 7 of 17 03.03.26
Mayor Iverson asked, and City Manager Smith explained, how the City works with Townsend Public Affairs in meeting every other week, discussing legislative updates including new bills, the appropriations process, positions of support or opposition, regional coordination, and planning advocacy visits to Sacramento. Townsend typically drafts advocacy letters, which City staff review before they are signed by the Mayor or by the City Manager under existing authorization, and then submitted through the State’s legislative portal to ensure the City’s positions are on record.

Mayor Iverson turned to the Council for any comments.

Councilmembers expressed general support for the 2026 Legislative Platform.

Councilmember Hoxie appreciated the BART and vacant storefront items and noted the inclusion of E-bike issues. Councilmember Malkani requested retaining the language regarding supporting fair representation on countywide and regional boards and was fine keeping the specific BART item. Vice Mayor Gee supported the platform, noting it captures key recent priorities. Mayor Iverson emphasized that the platform allows staff to respond to legislative requests efficiently and suggested considering landslide disaster relief coordination with other cities. Councilmember Malkani also asked to be notified of any state or federal legislation related to fair regional board representation so the City can respond.

MOTION by Councilmember Malkani, and seconded by Councilmember Hoxie, to approve the City’s 2026 Legislative Platform. Said motion carried by unanimous (4-0) vote.

H.2 Infrastructure Committee Report of Activities, Including Framework for Acceptance of Private Roads
The City Council will receive a report from the Infrastructure Committee on its work plan efforts, including a framework for revisions to the City’s Private Road acceptance policy. The Infrastructure Committee is seeking direction on the proposed framework before its next meeting later this month.

RECOMMENDATION:

Receive update from the Infrastructure Committee and provide feedback on the framework.

City Manager Smith introduced the matter and said Councilmember Hoxie would like to make a statement.

Councilmember Hoxie noted for the record that the home that she and her husband own in Orinda is located on a privately maintained road. That road is a cul-de-sac serving approximately 7 homes. They are not part of an HOA. Historically, neighbors have cooperated as needed to arrange and fund maintenance of their road. Their road was not offered for dedication to the public when it was created by Subdivision Map and was never accepted for maintenance by the City or County.

Item F.1
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Orinda City Council Minutes Page 8 of 17 03.03.26
She determined she could generally participate in discussions about privately maintained roads under the FPPC’s Public Generally Rule because her situation affects a significant portion of residents, but she recused herself from specific discussions—such as distinctions involving HOA-maintained roads—where the impact on her property could be unique.

Mayor Iverson asked if there is an informational part that Councilmember Hoxie could listen to before they sever the forum for discussion purposes.

City Attorney Osa Wolff said yes; Councilmember Hoxie can hear the staff report and hear questions about the staff report although she would recommend not asking questions about the HOA issue. She can also hear public comments and then when it comes to deliberation, the Council should determine whether the segmentation approach they sometimes use can be applied in this situation. Councilmember Hoxie confirmed this would be her preference.

City Manager Smith provided a brief background on the Infrastructure Subcommittee.

Vice Mayor Gee explained that Private Road Acceptance Policy 56-18 is intended as a framework allowing residents of private roads to explore public acceptance while maintaining fiscal separation between public and private roads. She noted that many private roads are already used by the public and that the committee continues reviewing the divisive policy through public discussions, with the goal of identifying improved options over time rather than proposing a one-size-fits-all solution.

Councilmember Malkani acknowledged frustration with the existing private road policy, stating the revised approach is a framework designed to encourage discussion rather than block proposals. The framework introduces objective criteria to address varying circumstances and serves as an interim step in addressing complex road issues.

Vice Mayor Gee stated the committee has not evaluated or compared potential costs, noting that road and drainage maintenance will have significant financial implications for residents and/or the City and will need to be addressed as the policy evolves.

Councilmember Hoxie requested that Vice Mayor Gee review the proposed framework.

Mayor Iverson asked for clarification regarding the standards related to pavement life and maintenance.

Mayor Iverson cited the current ordinance language requiring a pavement life of 20 years and a condition that does not require surface maintenance for five years, and asked how the proposed framework compares to that standard.

City Engineer Siva Natarajan explained that the five-year reference aligns with the City’s preventive pavement maintenance cycle, which tracks pavement conditions and applies treatments such as slurry seal to extend pavement life.

Mayor Iverson asked what testing or evaluation standard is proposed under the framework and requested clarification on how it relates to the current ordinance requirements.

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Councilmember Malkani said the Infrastructure Subcommittee previously received a staff presentation on the framework and suggested that Vice Mayor Gee and staff review it.

She noted the framework provides guidance for developing a future ordinance or resolution, which would return to the committee and Council for consideration.

Mayor Iverson requested that subcommittee members walk the Council through the nine framework points and explain the rationale to allow Council feedback.

City Manager Smith cited one correction on the framework: Regarding Bullet 2 where it states “eliminating the requirement for all property owners to sign an application for acceptance when an offer of dedication on the road already exists” this is inaccurate and should be deleted entirely because it currently does not require that.

City Manager Smith explained that staff reviewed Resolution 59-18 to identify provisions that could be less restrictive and more supportive of private road acceptance. Key considerations include lowering the pavement condition threshold, allowing HOA-served communities to participate, and shifting the policy tone to support requests for change.

She also referenced examples such as Orinda Woods and a grant-supported program in San Anselmo as models while noting the committee is exploring grants and other supportive programs.

The Subcommittee is evaluating a range of options before making recommendations and did not want to devote additional staff resources to researching financial implications unless the Council is interested in pursuing significant modifications to the resolution.

City Engineer Siva Natarajan explained that the current resolution addresses two elements—pavement life and maintenance—but the proposed approach would shift the focus from pavement lifespan to pavement condition index (PCI) as the primary evaluation metric.

Vice Mayor Gee said the City’s first comprehensive PCI assessment of both public and private roads showed an average PCI of about 69, indicating generally good conditions.

She noted that newer developments such as Wilder have excellent pavement, many private roads are in fair-to-good condition and maintained by residents, and a smaller number of older, poorly maintained roads lower the overall average.

Mayor Iverson asked for clarification regarding the policy statement that private development fronting a road must generally meet zoning and subdivision standards applicable to properties on public roads.

City Attorney Osa Wolff explained that the provision relates to setback requirements, which the City measures from pavement or roadway. Properties on private roads seeking City acceptance would need to meet the same setback standards applied to properties on publicly maintained roads.

Councilmember Hoxie noted that many private roads are narrower than public streets, meaning applying public-road setback standards could place the measurement point within existing homes, effectively disqualifying many private roads.

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Vice Mayor Gee added that this issue has been repeatedly raised, noting that the current policy holds private roads to the highest public-road standards even though some existing public roads do not meet those same standards. The feedback for years is that the City is trying to hold everything to do with private roads at a higher level than a lot of public roads. Mayor Iverson asked and confirmed with the City Attorney that what those setback rules were about measuring from center road to where development happened.

Mayor Iverson opened the Public Forum.

Bob Finch, Wilder HOA Boardmember, said funds for Wilder road maintenance are precollected from residents in their dues. He thanked the Infrastructure Committee for its good faith, open-mindedness and diligence over the last two years and added that, as a member for Orindans for Road Fairness, they have been working for nine years to get to this point, and he urged the Council to approve the proposed framework as a framework.

Nick Waranoff said he thinks Vice Mayor Gee’s comments were biased and asked her to consider stepping down from the Committee, thinks Councilmember Hoxie’s comments were thorough and reasoned regarding conflict of interest; however, he said the City Attorney previously opined for a Council candidate who could not participate in discussions on private roads.

Mayor Iverson commented that if the HOAs are potentially going to be counted, that dilutes the impact of the issue and makes it more general. When talking about private roads without including the HOAs that would be a conflict and Councilmember Hoxie will recuse herself similar to the Council candidate.

Kathy Finch thanked the Infrastructure Subcommittee for including private road residents in the review, noting that approximately 22% of Orinda residents live on private roads.

Many homeowners were originally required to develop private streets due to limited City funding for public road maintenance. She expressed concern that private road residents cannot benefit from City road damage impact fees despite contributing to them, placing them in a unique situation.

Joe Bowman, an HOA resident, expressed appreciation for the proposed framework but noted it presents an “either/or” option for private roads to opt in for City services or remain independent. He suggested including a third approach that encourages HOAs or homeowner groups to continue self-maintenance while receiving some form of City support, and asked the Subcommittee to consider this option before adopting the framework.

Mayor Iverson closed the public forum and suggested talking about the HOA inclusion or not first because that will determine Councilmember Hoxie’s additional participation.

Noted Absent/Recused: Councilmember Hoxie left the meeting.

City Manager Smith noted that Resolution 59-18 currently excludes HOAs from participating in public road acceptance and asked the Council whether staff should research the potential impacts of including HOAs in the process.

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Mayor Iverson acknowledged the Finch’s input on well-maintained HOA roads and the challenges of Proposition 13, emphasizing that inclusion of HOAs raises significant fiscal implications. She asked the Subcommittee to consider whether it affirmatively supports including HOAs.

Councilmember Malkani stated that removing the HOA exclusion from the framework does not imply immediate acceptance of all HOA roads; it reflects support for a long-term path while maintaining fiscal prudence.

Vice Mayor Gee noted that private HOAs maintain roads at lower cost than the City, and a tonal shift in the framework supports a more inclusive approach without guaranteeing immediate public road conversion. She emphasized that financial considerations will remain central.

Mayor Iverson clarified that participation alone cannot justify inclusion without addressing the underlying financial constraints. She stressed that any inclusion of HOAs would require designing a program to manage potential fiscal impacts.

Vice Mayor Gee reinforced that the framework is not intended to automatically convert private roads to public roads, but to create a long-term path for those who wish to pursue it.

Mayor Iverson and Councilmember Malkani agreed that removing the exclusion from the criteria allows future options without committing the City to immediate acceptance or financial liability, highlighting that nuanced, long-term solutions such as assessment districts or private infrastructure programs could support interested neighborhoods.

The Council recognized that the 59-18 framework is primarily an ordinance defining criteria for public road acceptance, and that current discussions represent a broader effort to explore supportive programs and tone shifts to facilitate private road improvements over time.

Vice Mayor Gee emphasized that the goal is to explore solutions rather than exclude HOAs, noting that challenges with private road maintenance vary—some residents are willing to maintain roads but lack an HOA or other mechanisms to coordinate neighbor contributions.

Mayor Iverson stated the key issue is how to address private roads involving both assessments and HOAs. She emphasized that while Ordinance 59-18 is not effective, the focus should be on developing a comprehensive program—addressing legal, financial, and infrastructure issues—before revising the resolution.

Councilmember Malkani asked whether HOAs should be excluded while new criteria are being developed and noted that current language in 59-18 states that HOA roads are not eligible for City acceptance.

Mayor Iverson said she is not prepared to include HOAs in a road adoption pathway until the City resolves the fiscal imbalance between assessment funding and property tax limitations. She supports continued exploration of HOA inclusion but opposes revising 59- 18 without a broader solution.

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Vice Mayor Gee cautioned against excluding HOAs at this stage, noting that doing so could be divisive and hinder the search for long-term solutions. She emphasized the importance of exploring options that could eventually address financial challenges.

Councilmember Malkani clarified that maintaining the exclusion could permanently prevent HOA roads from seeking adoption, whereas the Subcommittee’s intent is to continue exploring potential pathways despite current funding limitations.

Mayor Iverson reiterated that the Subcommittee should develop a workable program first—potentially including grants, maintenance agreements, or revised standards— before drafting ordinance language. She expressed concern that current discussions are focused too heavily on minor revisions to 59-18 rather than comprehensive solutions.

Councilmember Malkani noted the Subcommittee wanted to avoid staff drafting proposals that may not align with the Council’s policy direction and sought clarity on specific proposed changes.

Vice Mayor Gee suggested the issue may need to be revisited with additional Councilmembers present to ensure full input.

Mayor Iverson concluded that the Subcommittee should focus on addressing the major challenges—such as assessment formation, legal processes, road standards, engineering issues, and HOA considerations—before revising ordinance language, emphasizing the need to define the overall solution first.

Mayor Iverson suggested having Councilmember Hoxie return.

City Attorney Wolff clarified that under FPPC segmentation rules, issues must be separable and finalized, and cannot be reopened once Councilmember Hoxie returns.

She noted consensus that HOA membership should not be treated as a strict dividing line for private road consideration.

Mayor Iverson agreed, stating there is unanimity that HOAs should not be categorically excluded, and Councilmember Hoxie can be re-engaged in the discussion.

Noted as Present: Councilmember Hoxie returned to the meeting remotely.

Mayor Iverson asked Councilmember Hoxie to share her questions, thoughts, or concerns, and the Subcommittee can respond similarly.

Councilmember Hoxie raised the need for prioritization of private roads, suggesting focus on critical routes, roads in poor condition, or roads that serve as evacuation paths. She also proposed interim support, such as helping homeowners access contractors for maintenance and storm drain issues.

Vice Mayor Gee and Councilmember Malkani agreed that technical assistance—finding contractors, forming assessment districts, and addressing drainage—is necessary and should be explored as part of a longer-term solution.

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City Manager Smith summarized that Council supports staff working with the Infrastructure Committee to develop detailed program options, including financial analysis to assess potential impacts and resource requirements. She noted staff capacity is limited and additional resources, including consultants, may be needed.

Mayor Iverson emphasized defining the scope of Phase 2 of the program, focusing on meaningful financial analysis tied to HOA funding structures and other funding mechanisms, rather than quantifying finances in isolation.

Councilmembers agreed on the importance of incremental, consensus-driven progress, balancing staff effort and resource needs.

Councilmember Hoxie expressed support for the Subcommittee’s approach and the value of the current data and mapping work.

Mayor Iverson thanked the Subcommittee and staff for their efforts, recognizing the significance of their work for the City.

Councilmember Hoxie said she will need to leave the meeting and asked if the Council could postpone Item H.4 until the next meeting.

MOTION by Mayor Iverson, and seconded by Councilmember Hoxie, to continue Item H.4 to the next Council meeting. Said motion carried by unanimous (4-0) vote.

Noted Absent: Councilmember Hoxie left the meeting at 9:47 p.m.

H.3 Housing Law Senate Bill 1123 Study Session
The State of California recently expanded the Starter Home Revitalization Act (Government Code § 66499.41 and § 65852.28) through SB 1123 and AB 130, mandating ministerial approval for subdivisions of up to 10 units on eligible vacant single-family parcels. Because state law explicitly grants local agencies the authority to determine whether Accessory Dwelling Units (ADUs) and Junior Accessory Dwelling Units (JADUs) are permitted on these newly created small-lot parcels, and also grants local agencies the authority to determine whether an SB 9 lot split may occur on a parcel previously subdivided through the Starter Home Revitalization Act, this report outlines the baseline developmental requirements of the Act, provides an overview of other relevant state laws that have impacted single family residential development in Orinda, and requests that the City Council provide direction on options to establish local regulations for future ADU entitlements or SB 9 lot splits on parcels created through Government Code § 66499.41 subdivisions.

RECOMMENDATION:

Receive this report and provide policy direction regarding the preferred approach to parcels subdivided pursuant to the amended Starter Home Revitalization Act regarding a) allowing or disallowing ADUs and JADUs, and b) disallowing further ministerial subdivision pursuant to urban lot splits (Government Code § 66499.41).

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EXTEND MEETING
MOTION by Councilmember Malkani, and seconded by Vice Mayor Gee, to extend the meeting time to 10:30 p.m. Said motion carried by unanimous (4-0) vote.

Mayor Iverson and Councilmembers discussed whether the item should be continued, given the absence of two Councilmembers.

Associate Planner Darin Hughes gave the staff report and PowerPoint presentation regarding SB 1123. The amended Starter Home Revitalization Act mandates ministerial approval for subdivisions up to 10 lots with up to 10 units on eligible single-family parcels.

State law grants local agencies the authority to determine whether ADUs/JADUs are permitted on these newly-created small lots and whether a subsequent SB 9 lot split may occur on these parcels.

Mr. Hughes provided background on ADUs and the state framework, the City’s experience over the last two years with an uptick in approvals of ADUs (140) and JADUs (9) in Orinda. He also provided background on SB 9 which requires ministerial approval on new single-family residences and ministerial processing of lot splits as single-family zoned lots.

The Starter Home Revitalization Act law requires ministerial approval (within 60 days) for subdividing eligible residential lots into up to 10 parcels for the development of up to 10 residential units. SB 1123 (effective July 1, 2025) expanded site eligibility to include vacant single-family zoned lots (up to 1.5 acres). AB 130 allows a developer to designate a “remainder parcel” to retain an existing structure. This designated parcel does not count towards the 10-parcel statutory limit.

He described eligibility criteria which includes maximum size of 1.5 acres, no permanent habitable structure or tenant occupancy within the past 5 years, at least 75% of the parcel’s perimeter must adjoin qualified urban uses, cannot be a lot previously created by SB 9 or this specific Act, and cannot be located within a Very High Fire Hazard Severity Zone.

Mr. Hughes then described requirements of the Starter Home Revitalization Act:
• The City must allow new parcels as small as 1,200 s.f. • Average total floor space across the project cannot exceed 1,750 net habitable s.f. • The City cannot impose a FAR less than 1.0 (3-7units) or 1.25 (8-10 units) • The City cannot require rear/side setbacks greater than 4 feet from original lot lines. No internal setbacks between new units are required. • The City cannot require more than one off-street parking space and cannot require the space to be enclosed or covered.
• The City can require adherence to all objective standards, including zoning code and objective design standards.
• Standards that would preclude development in accordance with the Act may not be enforced.
• Lots created under this Act generally may not be sold individually until they have been developed in accordance with the Act’s requirements.

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Mr. Hughes then presented examples of a small duplex, duplex, townhouse, courtyard, stacked flats, large multiplex, density requirements, assumptions involving topography, access, more stringent fire hazard severity zone restrictions, and higher barrier to entry.

For policy consideration, Mr. Hughes asked how should the City allow ADUs. Policy options range from 1) prohibition outright; 2) size restrictions; 3) unit cap, and 4) allow fully.

Regarding next steps, based on Council’s feedback, staff will draft the necessary ordinance and zoning text amendments to codify the City Council’s direction.

Vice Mayor Gee asked about implementing objective design standards for unit layouts on subdivided lots. Mr. Hughes confirmed staff would review small lot subdivision guidelines to cover multiple scenarios.

Vice Mayor Gee also inquired about infrastructure—water, gas, sewer, egress—and confirmed that the remainder lot doesn’t count toward square footage, with units capped at 1,750 sq ft on average and a 1,200 sq ft minimum. Units could be single-family homes, townhomes, cottages, etc., though not every configuration can be codified.

Councilmember Malkani asked about current ADU uses. Mr. Hughes said data isn’t yet available. She clarified JADU definitions and asked about developing vacant lots. Mr.

Hughes noted one current application to subdivide a lot into four, with interest in others but there are barriers such as access and parking. For a two-acre lot, roughly 0.75 acre could be developed under density and slope rules.

Vice Mayor Gee asked about ownership, and Mr. Hughes said undeveloped subdivided lots cannot be sold separately, but developed lots can, following SB 1123.

Mayor Iverson asked about water, sewer, and parking. Mr. Hughes said utility will-call letters and Fire District review and approval are required, and one parking space per unit is still required, unenclosed, unless near BART.

Councilmember Malkani confirmed the policy applies only to SB 1123 lots; SB 9 is separate. Mr. Hughes explained Option 1 (not allowing units) is the easiest option but limits buyer opportunities. Size restrictions and unit caps would need deed restrictions and more administrative tracking under Option 3.

EXTEND MEETING
MOTION by Mayor Iverson, and seconded by Councilmember Malkani, to extend the meeting to 10:45 p.m. Said motion carried by unanimous (4-0) vote.

Mayor Iverson opened the Public Forum.

Nick Waranoff submitted a brief letter opposing the view that SB 1123 will be rarely used, citing a loophole allowing developers to demolish existing homes and apply the law to vacant parcels. He emphasized concerns about safe emergency evacuation and urged the Council to direct staff to use the safety exception to deny SB 1123 applications within 100 feet of evacuation routes.

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Ann Argabright supported Mr. Waranoff’s concerns, sharing that her son’s home in Los Angeles nearly burned during a wildfire, with neighbors working all night to put out embers. She warned that similar events could happen locally and cited reports suggesting Orinda could face risks like Pacific Palisades. She also expressed concern that statewide laws requiring ministerial implementation leave residents without recourse, forcing reliance on published guidelines.

Tom Secla commented that while SB 1123 may make sense in communities with multiunit housing, it is not suitable for Orinda. He also distinguished between ADUs as rental properties versus starter homes.

Mayor Iverson closed the public forum and turned to the Council for discussion.

Vice Mayor Gee asked if the suggestion from Mr. Waranoff and others to invoke the safety exception is allowed by the State.

City Attorney Osa Wolff stated it is true the language is in the law, but it is also a caseby-case determination. It would be looking at the application and whether the findings can be made relating to safety problems.

If the Council directs staff to determine how this might work, staff can do this, but she does not recommend tonight directing staff that for all SB 1123 applications that come in should be denied based on the safety concern. She also noted that it ends up being a two-step process; the City must have its objective standards prepared before the application comes in and then the application is measured against objective standards to determine if you can make the safety findings.

The following comments were made relative to Options 1-4:

Councilmember Malkani:
• Option 4 is rejected.
• Leaning toward Option 1; considering Options 1 and 3. • Notes Option 3 may be more cost-efficient and allow staged building. • Seeks staff and colleague recommendations.

Vice Mayor Gee:
• Supports Option 1.
• Concerned about density being inappropriate for Orinda neighborhoods. • Cites public safety issues and opposes high density despite State housing needs.

Mayor Iverson:
• Highlights evolving State laws (SB 9, ADUs) and densification strategies. • Prefers Option 3 for flexibility and smaller-scale development (2–3 units with ADUs/JADUs).
• Supports starting with Option 1 with potential to revisit based on future planning feedback.

In response to comments, Mr. Hughes noted Option 3 allows future flexibility for ADUs/JADUs without immediate additional units.

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City Attorney Wolff confirmed that AB 1123 parcels must follow same objective design standards as other single-family parcels; downtown standards are separate and not applied to single-family residential zones; and Citywide Objective Design Standards (ODSs) are in progress but not yet adopted.

EXTEND MEETING
MOTION by Councilmember Malkani, and seconded by Mayor Iverson, to extend the meeting by 10 minutes to 10:55 p.m. Said motion carried by unanimous (4-0) vote.

Councilmembers and City Manager Smith confirmed there was consensus to pursue Option 1.

Vice Mayor Gee said she would also like to explore whether they can do anything else regarding public safety that is not just application-by-application.

City Attorney Wolff confirmed there was Council policy direction for Option 1 on ADUs— direction for no SB 9 lot splits, for staff to pursue what it would take to make safety findings, and for the ODSs to come back to the Council as soon as possible.

H.4 Discussion Regarding Possible Joint Meeting with Town of Moraga and Moraga-Orinda Fire Protection District
The City Council will discuss the possibility of a joint meeting with the Town of Moraga and the Moraga-Orinda Fire Protection District. This was a Matters Initiated from the February 3, 2026, City Council meeting.

RECOMMENDATION:

Provide direction to Staff.

This item was continued to the next City Council meeting.

K. MATTERS INITIATED – None.

L. ADJOURNMENT
The Regular Meeting was adjourned at approximately 10:48 p.m. to the next Regular City Council Meeting on Tuesday, March 17, 2026 at 7:00 p.m. ______________________________
Sheri Marie Smith, City Clerk
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CITY COUNCIL STAFF REPORT
Department: Administration
Meeting Date: March 17, 2026
SUBJECT:

Repeal and Replace the City of Orinda’s Municipal Code Chapter 8.20, Fire Safety, with this Chapter that Reflects the City’s Ratification of MOFD Ordinances 26-01 and 26-02 EXECUTIVE SUMMARY:

RECOMMENDATION:

BACKGROUND:

At the City Council Meeting of March 3, 2026, the City Council introduced Ordinance 26-04, waiving full reading, to repeal and replace the City of Orinda Municipal Code Chapter 8.20, Fire Safety, with an updated version of this Chapter to reflect the City’s ratification of MOFD Ordinances 26-01 and 26-02.

DISCUSSION:

Ordinance 26-04 was introduced at that meeting without changes and is on this agenda to consider its adoption.

FISCAL IMPACT:

None.

STRATEGIC PLAN INITIATIVE:

Not applicable.

ATTACHMENTS:

A. Ordinance 26-04
WEBLINK:

Item F.2
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A. Staff Report from City Council Meeting of March 3, 2026 Respectfully Submitted by,
Sheri Smith, City Clerk
Approved By:

Linda Smith, City Manager
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Page 1 of 5 ends

ORDINANCE NO. 26-04

AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF ORINDA
REPEALING CHAPTER 8.20 AND ADOPTING A NEW CHAPTER 8.20 TO REFLECT THE CITY’S RATIFICATION OF MORAGA-ORINDA FIRE DISTRICT ORDINANCES 26-01 and 26-02
The City Council of the City of Orinda DOES ORDAIN as follows:

SECTION 1.

The City Council of the City of Orinda finds that:

1. The State of California has adopted the 2025 California Fire Code (California Code of Regulations, Title 24, Part 9) (the “Fire Code”).

2. On January 21, 2026, pursuant to California Health & Safety Code Section 13869.7, the Moraga-Orinda Fire District (“MOFD”) adopted its Ordinance No. 26- 01 adopting the California Fire Code, and by reference the International Fire Code, with certain amendments and modifications.

3. On January 21, 2026, pursuant to California Health & Safety Code Section 13869.7, the Moraga-Orinda Fire District (“MOFD”) adopted its Ordinance No. 26- 02 adopting the California Wildland-Urban Interface Code, with certain amendments and modifications.

4. Pursuant to Resolution No 11-26, the City of Orinda has ratified MOFD’s ordinance, thereby adopting the Fire Code with the amendments and modifications made in MOFD Ordinance No. 26-01, including MOFD’s findings of necessity that justify the modifications to the Fire Code. The City will also transmit its Resolution No. 11-26, along with MOFD Ordinance No. 26-01, to the state Department of Housing and Community of Development, as required by Health & Safety Code § 13869.7(c).

5. Pursuant to Resolution No 12-26, the City of Orinda has ratified MOFD’s ordinance, thereby adopting the Fire Code with the amendments and modifications made in MOFD Ordinance No. 26-02, including MOFD’s findings of necessity that justify the modifications to the Fire Code. The City will also transmit its Resolution No. 12-26, along with MOFD Ordinance No. 26-02, to the state Department of Housing and Community of Development, as required by Health & Safety Code § 13869.7(c).

6. Accordingly, the City of Orinda is repealing Chapter 8.20 and adopting a new Chapter 8.20 to reflect the City’s ratification of the MOFD ordinances.

SECTION 2.

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Page 2 of 5 ends

Chapter 8.20 is repealed in its entirety, and a new Chapter 8.20, as shown in Appendix A attached to this ordinance and incorporated by this reference, shall be added to the Orinda Municipal Code.

SECTION 3.

This ordinance is consistent with the Orinda General Plan. This ordinance will not have a significant adverse effect on the environment as defined in the California Environmental Quality Act.

SECTION 4.

If any section, subsection, subdivision, paragraph, sentence, clause or phrase of this ordinance is for any reason held to be invalid, such a decision shall not affect the validity of the remaining portions of this ordinance. The City Council hereby declares that it would have passed each section, subsection, subdivision, paragraph, sentence, clause or phrase of this ordinance irrespective of the invalidity of any section, subsection, subdivision, paragraph, sentence, clause or phrase.

SECTION 5.

This ordinance becomes effective thirty (30) days after adoption.

SECTION 6.

The City Clerk shall either (a) have this ordinance published once within fifteen (15) days after adoption in a newspaper of general circulation, or (b) have a summary of this ordinance published twice in a newspaper of general circulation, once five (5) days before its adoption and again within fifteen (15) days after adoption.

Following a duly-noticed public hearing, the foregoing ordinance was introduced at a meeting of the City Council of the City of Orinda held on March 3, 2026 and was adopted and ordered published at a regular meeting held on March 17, 2026 by the following vote:

AYES: COUNCILMEMBERS:

NOES: COUNCILMEMBERS:

ABSENT: COUNCILMEMBERS:

ABSTAIN: COUNCILMEMBERS:
________________________
Brandyn Iverson, Mayor
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Page 3 of 5 ends

ATTEST:

Sheri Marie Smith, City Clerk
Appendix A: New Chapter 8.20

Item F.2
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APPENDIX A
Chapter 8.20 – FIRE SAFETY

8.20.010 - Adoption.

A. The fire code of the city is the 2025 California Fire Code (California Code of Regulations, Title 24, Part 9 (based on the 2024 International Fire Code)) and the 2025 California Wildland-Urban Interface Code, as amended by the changes, additions, and deletions set forth in the Moraga-Orinda Fire District’s Ordinances 26-01 and 26-02.

B. As of the effective date of the ordinance codified in this Chapter, the MoragaOrinda Fire District’s Ordinances 26-01 and 26-02, and their included MoragaOrinda Fire District’s Findings of Fact that the proposed amendments are reasonably necessary because of local climatic, geological, or topographical conditions, shall have been filed with the California Department of Housing and Community Development.

C. As of the effective date of the ordinance codified in this chapter, the provisions of the 2025 California Fire Code as amended by the changes, additions, and deletions set forth in the Moraga-Orinda Fire District’s Ordinances 26-01 and 26-02 are controlling and enforceable within the City.

D. The provisions of this Chapter are to be read in conjunction with the provisions of Title 15, Chapter 15.08 "Building Code" of this Code, which adopts and modifies the 2025 California Building Code (California Code of Regulations, Title 24, Part 2, Volumes 1 and 2).

8.20.020 - Purpose.

A. This chapter regulates the use of construction materials and requires the installation of specific fire safety features in construction in the city.

B. This chapter implements the safety element of the city's General Plan to:

1. Coordinate the review of development applications between the city and the Moraga-Orinda Fire District; and

2. Regulate the design of buildings and siting to enhance maximum fire prevention and protection.

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C. To the extent that a provision of this chapter conflicts with a provision of the 2025 California Building Standards Code, or any sections of the Orinda Municipal Code which have adopted the 2025 California Building Standards Code by reference, and which have been adopted by reference into this code, this chapter shall prevail. This chapter regulates building construction in the city due to the characteristics of the city's climate, topography and geology which necessitate variations from the 2025 California Building Standards Code.

8.20.030 - Enforcement.

The City of Orinda's Fire Code, which is composed of the 2025 California Fire Code as modified by the Moraga-Orinda Fire District Ordinances 26-01 and 26-02, shall be enforced by the Moraga-Orinda Fire District. See MOFD Ordinances 26-01 and 26-02 and Orinda City Council Resolutions 11-26 and 12-26.

Item F.2
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CITY COUNCIL STAFF REPORT
Department: Administration
Meeting Date: March 17, 2026
SUBJECT:

Finance Advisory Committee Term Expirations and Statements of Interest EXECUTIVE SUMMARY:

RECOMMENDATION:

Reappoint two Finance Advisory Committee Members, Joan Kiekhaefer and Wendy Wee.

BACKGROUND:

The City Council conducts annual interviews to fill upcoming term expirations and vacancies on the City’s Commission and Committees. There are currently two term expirations on the Finance Advisory Committee.

DISCUSSION:

Due to an administrative oversight, the two Finance Advisory Committee members with expiring terms—Joan Kiekhaefer and Wendy Wee—were not contacted prior to the February 28, 2026, interview process and were therefore unaware of their upcoming term expirations.

Following the interviews, the City Clerk contacted both Committee members. Each expressed interest in continuing to serve and submitted updated Statements of Interest for the Council’s consideration.

In recent months, the City also conducted a recruitment for these positions. One Statement of Interest was received from David Moore, who was interviewed and Item F.3
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appointed to the Finance Advisory Committee on February 28, 2026. No additional Statements of Interest were received.

FISCAL IMPACT:

None.

STRATEGIC PLAN INITIATIVE:

Not applicable.

ATTACHMENTS:

A. Statement of Interest – Joan Kiekhaefer
B. Statement of Interest – Wendy Wee
Respectfully Submitted by,
Sheri Smith, City Clerk
Approved By:

Linda Smith, City Manager
Item F.3
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Item F.3
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Item F.3
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CITY COUNCIL STAFF REPORT
Department: Public Works/Engineering
Meeting Date: March 17, 2026
SUBJECT:

Reject all Bids for Crossroads Plaza Project No. 4103
EXECUTIVE SUMMARY:

The City Council will consider rejecting all bids received on March 3, 2026, for the renovation of Crossroads Plaza. Irregularities were found in the bids, which Staff recommend not be waived. If the City Council rejects all bids, the project will be rebid as soon as practical with minor changes to the bid documents to minimize the likelihood of such irregularities.

RECOMMENDATION:

Reject all Bids for Crossroads Plaza Project No. 4103.

BACKGROUND:

The subject project is in the CIP approved on June 3, 2025, as shown in the Project Detail sheet (Attachment A). The project will completely renovate the landscaping and add walkway and tree lighting at the Crossroads Plaza (formerly referred to as Crossroads Mini Park).

At their November 3, 2025, meeting, the City Council approved the entryway “Welcome to Orinda” sign that is a key element of the project.

On January 13, 2026, PG&E approved the project plans per the existing lease from PG&E, which currently extends to 2046.

On January 28, 2026, the City advertised for construction bids in accordance with State Public Contract Code requirements.

DISCUSSION:

On March 3, 2026, the City recevied and opened five bids for the project.

Bidder Bid, $
Synthetic Grass, Clovis 230,000
Altor Construction, Walnut Creek 254,000
Modernscapes Innovations, Oakley 296,500
Item F.4
Packet Page 39
Bay Construction, Oakland 358,000
Lignum Mellis, San Francisco 366,000
Per the project bid documents and California public contracting law, the City must award the contract to the lowest responsive, responsible bidder, or it may reject all bids. Staff determined that the two lowest bidders were non-responsive and advised all of the bidders. Following that notice, the City received three bid protests from Synthetic Grass, Altor Construction, and Bay Construction. The non-responsiveness issues and bid protests all arise from apparent differing interpretations of the qualifications necessary to perform the work under the Project.

The engineer’s estimate for the bid was $240,000. Because of the apparent inconsistent interpretation of the qualifications necessary to perform the Project, and to ensure that the City receives accurate bids, Staff recommends rejecting all bids and the Project be rebid. Rebidding will also allow Staff the opportunity to clarify license and experience requirements in the project bid documents to minimize bidder irregularities and ensure all bidders have appropriate qualifications to do the work.

RECOMMENDATION:

Reject all bids for the Project and direct staff to rebid the project.

NEXT STEPS:

If the City Council rejects all bids, and directs Staff to rebid, more precise bid instructions for contractor license requirements and project experience requirements will be included.

FISCAL IMPACT:

The proposed bid rejection does not have a significant budgetary impact. Rebidding the project will utilize Staff time, and readvertising and reposting the job will cost approximately $1,500. After the project is rebid, Staff will bring this item back for City Council consideration awarding the contract. If the lowest responsive bid is higher than the engineer’s estimate of $240,000, additional funding will be needed. If needed, additional funding could be appropriated from the Capital Improvement Fund (Fund 700), which has sufficient fund balance available.
.

STRATEGIC PLAN INITIATIVE:

Not applicable.

Attachments
A. Project Detail Sheet, CIP 4103
Prepared by: Scott Christie
Respectfully Submitted by:

Scott Christie

Item F.4
Packet Page 40
Approved By:

Linda Smith, City Manager
Item F.4
Packet Page 41

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Item F.4
Packet Page 42

CITY COUNCIL STAFF REPORT
Department: Public Works/Engineering
Meeting Date: March 17, 2026
SUBJECT:

NPDES Stormwater Utility Assessment Fee for Fiscal Year 2026-27 EXECUTIVE SUMMARY:

The City Council will consider Establishing the Rate per Equivalent Runoff Unit (ERU) for Fiscal Year 2026-27 and Requesting the Contra Costa County Flood Control and Water Conservation District to Adopt an Annual Parcel Assessment for Drainage Maintenance and the National Pollutant Discharge Elimination System (NPDES) Program.

RECOMMENDATION:

BACKGROUND:

In the spring of each year, the City Council sets the upcoming fiscal year's stormwater utility assessment (SUA) fee. This fee is a parcel-based assessment that is calculated using an Equivalent Runoff Units (ERU) rate that is set each year by the City Council. The fees provide funding for activities that are necessary for the City to comply with the National Pollution Discharge Elimination System (NPDES) stormwater program.

The NPDES program is regulated under a State regional municipal permit issued by the State to the Contra Costa County Clean Water Program (CCCWP), of which the City of Orinda is a member. The SUA fees fund some of the City’s costs in complying with the NPDES permit and fund Orinda's share of the CCCWP required activities. This report addresses how the ERU rate is set and how the fees are used for the City's NPDES activities and the City’s share of the CCCWP costs.

The collection of these fees is subject to provisions in the State Constitution related to property related fees and assessments (Proposition 218). The fees cannot be increased above the maximum rate established in 1993 without a property owner ballot measure.

The amount of the recommended fee proposed for Fiscal Year 2026-27 is the same amount as has been levied since 2002-03.

DISCUSSION:

Item F.5
Packet Page 43
NPDES Program Description
The NPDES is a federally mandated program, the objectives of which are to eliminate the discharge of all types of pollutants into the nation's waterways. This objective is accomplished by requiring dischargers, such as industrial facilities, construction contractors, water treatment plants, cities, and counties, to obtain permits specifying ways in which they will eliminate the discharge of pollutants into waterways. For municipalities, the type of pollution that must be eliminated or reduced to the maximum extent practicable is called "non-point" pollution, consisting of all types of substances generated because of urbanization (e.g. pesticides, fertilizers, PCB’s, mercury, automobile fluids, sewage, litter, etc.).

To achieve compliance with the NPDES permit, the City of Orinda has been participating in the CCCWP with Contra Costa County, other Contra Costa cities, and the Contra Costa Flood Control and Water Conservation District since 1993. Orinda and the other members’ participation and funding of the CCCWP are authorized under an agreement executed by all member agencies.

The San Francisco Bay Regional Water Quality Control Board (RWQCB) is the regulatory agency that issues NPDES permits. The current municipal permit is a Municipal Regional Permit (MRP) covering 76 municipalities in the San Francisco Bay Area. The current permit is “MRP 3.0” (Order R2-2022-0018, NPDES Permit No. CAS612008) which went into effect on July 1, 2022, and has a five-year term, set to expire on June 30, 2027.

CCCWP Program Budget
The CCCWP is managed by staff under the direction of the Management Committee, which consists of representatives of the member cities and the county. CCCWP staff administers the various “Group” activities that are required under the NPDES permit, including technical studies, monitoring, compiling the annual report, conducting committee meetings and managing the various consultants required to perform technical work. The activities are carried out under the following permit provisions:
• municipal operations (provision c.2)
• new development/redevelopment (provision c.3)
• industrial /commercial controls, including business inspections (provision c.4) • illicit discharge control (provision c.5)
• construction site controls (provision c.6)
• public information and participation (provision c.7)
• water quality monitoring (provision c.8)
• pesticide toxicity control (provision c.9)
• trash load reduction (provision c.10)
• mercury controls (provision c.11)
• PCB controls (provision c.12)
The current MRP requirements such as water quality monitoring, trash reduction, mercury and PCB control, and green infrastructure plans, have resulted in increases in CCCWP costs. Reserve funds at the CCCWP have been used to keep CCCWP costs at a reasonable level but are being depleted. In 2012, the CCCWP sought additional funding Item F.5
Packet Page 44
to supplement the SUA fees by conducting a Proposition 218 election for a “Clean Water Initiative” fee, which did not pass.

The new MRP has significant additional requirements and unfunded mandates, which will cost cities more to comply with, which translates to the need for a larger budget for the upcoming fiscal year. At the February 2026 CCCWP Management Committee meeting, a draft FY 2026-27 CCCWP budget of approximately $4.9 million was presented. (The final budget will be voted on at the March 18, 2026, Management Committee meeting.) This amount would be funded by the SUA’s from the member cities and county, and by drawing down some reserve funds held by the CCCWP.

Current Program Costs to be Funded from the Fee
Participation in the CCCWP by the City of Orinda, and other local agencies in Contra Costa County, is funded by a stormwater utility assessment fee (SUA). Contra Costa County Flood Control and Water Conservation District administers and collects the SUA fees on behalf of the City. This parcel-based fee is levied on properties within the City and collected with property tax bills. In addition to CCCWP programs and projects, the SUA also provides funding directly to the City for required local stormwater program activities.

For the current fiscal year (FY 2025-26), the County estimates SUA fees to be collected from Orinda properties to be $390,209 (this is gross revenue, after both corrections and adjustments). From this amount, deductions are made by the County of approximately $87,500 for the following programs:
• Funding the CCCWP: Orinda’s pro-rata share, based on the population, is 1.67% of the CCCWP budget of approximately $4.2 million, and amounts to approximately $70,000.
• Payments to Central Contra Costa Sanitary District to perform required business facility clean water inspections. The City of Orinda (and most of the other cities in the CCCWP) contract with the District for these services, which are estimated to cost approximately $10,000 for the current year.
• Collecting/County Auditor fees: Approximately $6,500
• SUA administration shared costs, based on parcel count share for Orinda, 2.35%, approximately $1,000.

The remaining net amount of approximately $303,000 (for FY 2025-26) would be remitted to the City to fund budgeted local program costs. The City records the receipt and use of these funds in the Stormwater Fund (Fund 514). The primary use of these funds is for a portion of labor costs (public works engineering and maintenance) related to the City’s drainage programs. This staff work generally consists of administering the NPDES program work, participating in meetings and CCCWP activities, preparing the annual report, responding to regulatory and other inquiries (State Water Board, County Grand Jury, etc.), drainage plan review, managing storm drain pipes and related assets and their repair plans, implementing Best Management Practices (e.g. street sweeping, cleaning catch basins) and ongoing field maintenance work related to drainage.

Item F.5
Packet Page 45
For the upcoming subject Fiscal Year 2026-27, the City’s share of the CCCWP budget is indirectly going up: the pro-rated share at 1.67% of the draft CCCWP budget of $4.9 million amounts to approximately $82,000; however, as noted above, in order to fund the additional expected costs of MRP 3.0, CCCWP reserves will be used and therefore the net share contributed by Orinda will be similar to last year at $67,000.

While the SUA funds can be used to fund other stormwater and drainage expenses, the City has generally limited its use for labor costs as noted above. This allows a positive Stormwater Fund balance, which varies during the year depending on when the three disbursements of the SUA revenue are received from the County during the year. Staff estimates that in recent years $500,000 to $750,000 (per year) have been spent on stormwater maintenance, repairs, administration and related NPDES activities, such as implementing GIS for storm drain assets and preparing a Green Infrastructure Plan.

Beginning with the current two-year Budget, the expenditures for stormwater activities were aligned with the funding available.

With future budgets and capital projects, Staff will evaluate the opportunity to utilize fund balance to address needed activities. Since the amount of the assessment revenue is fixed and will not change without voter approval, the focus will be on one-time expenditures. The expenditures to date exclude capital improvement projects that include storm drainpipe rehabilitation or replacements. Other funding sources expended by the City for stormwater activities include Drainage Impact Fees (Fund 210) and General Fund (100).

An example of costs related to NPDES permit requirements that are paid by fund sources other than the Stormwater Fund (Fund 514) are Green Infrastructure (GI) facilities costs.

The City approved the required GI Plan in 2019, which laid out plans for such facilities over the next 20 years which treat public road stormwater runoff using bioswales or other “green” treatment methods. The most recent GI project completed by the City was a bioswale located at Orinda Grove Park (on Camino Pablo near the intersection with Camino Sobrante, across from the Safeway store), performed as part of the annual paving project CIP #4178. This project cost approximately $175,000 to construct in FY 2025-26, plus in house design and management costs. Annual operations and maintenance for this one facility are estimated at $3,000. These costs were borne by the project funding (Gas Tax and other road funds). More such facilities are required in the future, and the costs will likely increase.

Annual Setting of Fee
The City Council action requested as part of this report is to levy the assessment for the upcoming Fiscal Year at the ERU rate specified in the subject proposed Resolution.

The maximum annual SUA fee for the City of Orinda was reached in FY 2002-03, as approved by Resolution No. 19-02 on April 2, 2002, at a rate of $35.00 per equivalent runoff unit (ERU). One ERU is equal to a single-family residence with a lot size of under 20,000 square feet; the per-parcel fee for larger lot sizes is calculated in multiples of the Item F.5
Packet Page 46
ERU. An attorney for Contra Costa County has made the determination that the levy of the SUA is exempt from voting requirements of Proposition 218 as long as the ERU rate remains at or below the maximum of $35.00 established by each City in 1993.

The following is the history of the amount levied for this fee since 1993 including the proposal for next year:

Time Period Amount Levied / ERU
July 1, 1993 – June 30, 1998
Fiscal Years 1993-94 to 1997-98
$23.00
July 1, 1998 – June 30, 1999
Fiscal Year 1998-99
$25.00
July 1, 1999 – June 30, 2002
Fiscal Years 1999-00 to 2001-02
$30.00
July 1, 2002 – June 30, 2025
Fiscal Years 2002-03 – 2024-25
$35.00
July 1, 2025 – June 30, 2026
Fiscal Years 2002-03 – 2025-26
$35.00
PROPOSED FY 2026-2027
July 1, 2026 – June 30, 2027
$35.00
The costs to comply with the NPDES permits have increased since 2002 (when the SUA was last raised). Drainage Impact Fees and the General Fund have been utilized to cover shortfalls. Furthermore, NPDES permit requirements have increased over time and the related compliance costs have likewise increased. These requirements are essentially unfunded mandates that impact the City’s finances.

The County Stormwater Program is currently reviewing the need to possibly pursue additional funding through a revision and renewal of the existing SUA fees, or alternative mechanisms, to meet longer term funding needs imposed by the new NPDES permit.

There are a series of upcoming presentations and workshops on this topic which will be undertaken over the next few months, including those which will involve elected officials and other stakeholders.

Three certified copies of the subject Resolution will be submitted to the Contra Costa County Flood Control and Water Conservation District, who administers the SUA. They have requested the copies be submitted no later than March 31, 2026.

FISCAL IMPACT:

The adoption of the subject Resolution will result in charges to Orinda property owners in the aggregate amount of approximately $390,000 to pay for the costs as described above.

The City’s share of the CCCWP budget, assessor fees, administrative fees, and inspection fees, as described above, amount to an estimated $82,000 for the upcoming fiscal year, which is paid for from these funds. The net distributions of approximately $308,000 will be deposited into the City’s Stormwater Fund (Fund 514).

Item F.5
Packet Page 47
STRATEGIC PLAN INITIATIVE:

2. Infrastructure Strategy and Improvement
b) Develop a long-term infrastructure vision and funding strategy.

ATTACHMENTS:

A. Resolution 18-26 Approving Establishing the Rate Per Equivalent Runoff Unit (ERU) for Fiscal Year 2026/27 and Requesting the Contra Costa County Flood Control and Water Conservation District to Adopt an Annual Parcel Assessment for Drainage Maintenance and the National Pollutant Discharge Elimination System (NPDES) Program
Prepared by: T. Ryan O’Kane, Senior Engineer
Respectfully Submitted by:

Scott Christie
Public Works Director
Approved By:

Linda Smith, City Manager
Item F.5
Packet Page 48
RESOLUTION NO. 18-26

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ORINDA

APPROVING ESTABLISHING THE RATE PER EQUIVALENT RUNOFF UNIT (ERU) FOR FISCAL YEAR 2026/2027 AND REQUESTING THE CONTRA

COSTA COUNTY FLOOD CONTROL AND WATER CONSERVATION

DISTRICT TO ADOPT AN ANNUAL PARCEL ASSESSMENT FOR DRAINAGE

MAINTENANCE AND THE NATIONAL POLLUTANT DISCHARGE

ELIMINATION SYSTEM (NPDES) PROGRAM
WHEREAS, under the Federal Water Pollution Control Act, prescribed discharges of Stormwater require a permit from the appropriate California regional water quality control board, under the National Pollutant Discharge Elimination System (NPDES) program; and
WHEREAS, the City of Orinda, as a member of the Contra Costa County Clean Water Program, did apply for, and did receive, a NPDES permit which requires implementing and operating various programs and activities, including selected Best Management Practices (BMPs) to minimize or eliminate pollutants from entering storm waters; and
WHEREAS, it is the intent of the City of Orinda to utilize funds received from its Stormwater Utility Area (SUA) for implementation of the NPDES program and drainage maintenance activities; and
WHEREAS, at the request of the City of Orinda, the Contra Costa County Flood Control and Water Conservation District ("District") has completed the process as required in order to form an SUA, including the adoption of the Stormwater Utility Assessment Drainage Ordinance No. 93-47; and
WHEREAS, the SUA and Program Group Costs Payment Agreement between the City of Orinda and the District requires that the City of Orinda annually, by March 31, determine the rate to be assessed to a single Equivalent Runoff Unit (ERU) for the forthcoming fiscal year.

NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Orinda does hereby determine that the rate to be assigned to a single ERU for FY 2026- 2027 shall be set at $35.00.

BE IT FURTHER RESOLVED that the City of Orinda does hereby request the District to adopt SUA levies based on said amount.

Adopted by the City Council of the City of Orinda at a regular meeting of said Council held on March 17, 2026, by the following vote:

Item F.5
Packet Page 49
AYES: COUNCILMEMBERS:

NOES: COUNCILMEMBERS:

ABSENT: COUNCILMEMBERS:

ABSTAIN: COUNCILMEMBERS:

_____________________
Brandyn Iverson, Mayor
ATTEST:

Sheri Marie Smith, City Clerk
Item F.5
Packet Page 50

CITY COUNCIL STAFF REPORT
Department: Public Works/Engineering
Meeting Date: March 17, 2026
SUBJECT:

Install All-Way Stop Control at Coral Drive and Ardith Drive Intersection, Install Stop Sign at Spring Road and Knickerbocker Lane Intersection, Implement NO PARKING restriction on El Camino Moraga at Del Rey Elementary
EXECUTIVE SUMMARY:

RECOMMENDATION:

1. Approve Resolution 16-26 (Traffic Order 241) Authorizing installation of All-Way STOP sign and additional traffic calming striping changes on Coral Drive at Coral Drive and Ardith Drive/Court intersection; and add new STOP sign on Spring Road at Spring Road and Knickerbocker Lane intersection.

2. Approve Resolution 17-26 (Traffic Order 242) and Authorize Implementing NO PARKING restrictions on Eastbound El Camino Moraga near the exit driveway at Del Rey Elementary.

BACKGROUND:

Over the last several years, City has received complaints about the effectiveness of the No Left Turn sign at the intersection of Moraga Way and Ivy Drive (North) and General Traffic Safety/Calming on the Ivy Drive neighborhood. At the City Council meeting on July 15, 2025, City Council was presented with recommendations from a recent traffic study to consider additional traffic calming measures in the Ivy Drive Neighborhood to improve traffic safety and circulation. City Council directed staff to gather additional data and bring the item back to a City Council workshop.

Staff presented the findings during a City Council Study Session on February 17, 2026.

City Council decided to continue discussion at a future meeting regarding any changes to the “No Left Turn” signs on Moraga Way and Ivy Drive (North), and the related “No UTurn/No Left Turn” signs at Southwaite Court and Whitehall Drive.

At that meeting, the City Council further directed staff to proceed with other safety improvements on Coral Drive and El Camino Moraga, which were presented during the study session.

Item F.6
Packet Page 51
During the same period when the Ivy Drive studies were being conducted, two additional requests were received for other traffic related safety concerns in the vicinity of Ivy Drive, one at Coral Drive and the other at El Camino Moraga. Separate traffic studies were conducted at these two locations, recommendations of which are being presented for City Council consideration.

DISCUSSION:

The recommendations being presented do not include any changes to the existing No Left Turn and related signs on Moraga Way and Ivy Drive (North).

Coral Drive All-Way STOP Control Warrants and Safety Improvements (Attachment A):

1. Convert the Coral Drive and Ardith Drive intersection to an All-Way or 4-Way STOP controlled.

2. Relocate the STOP bar on Ardith Drive by 10 feet to the north.

3. Add white edge line striping and centerline stripping with resulting 10-foot travel lanes on Coral Drive between Moraga Way and Ardith Drive/Court.

4. Implement signal coordination and timing improvements at the intersection of Coral Drive and Ivy Drive (South) on Moraga Way to reduce delay and improve traffic progression on Moraga Way during the morning peak hour.

Spring Road new STOP Control Warrants (Attachment B):

The City received a request from the community to review the traffic patterns and consider traffic controls at Spring Road and Knickerbacker Lane intersection. The intersection did not meet stop control warrants that include the collision warrant, volume warrant or combination warrant, but did meet the optional warrant for visibility based on the limited sight distance.

Based on meeting the optional warrant and engineering judgment, Staff recommends adding a new STOP sign on Spring Road and add a centerline to Knickerbacker Lane.

No Parking near Del Rey Elementary (Attachment C):

Implement NO PARKING restrictions immediately adjacent to the exit driveway, on both sides to improve circulation and safety on El Camino Moraga at Del Rey Elementary.

FISCAL IMPACT:

The cost for implementing the proposed changes is expected to be approximately $15,000, excluding Staff time and ongoing maintenance expenses. There are sufficient funds available under Traffic Calming and Pedestrian Safety Program (CIP # 4107) budget, which is funded by Fund #200, Gas Tax.

STRATEGIC PLAN INITIATIVE:

2. Infrastructure Strategy and Improvement

2.d – Focus on capital projects that enhance circulation, mobility, and transportation and improve road safety overall.

Item F.6
Packet Page 52
ATTACHMENTS:

A. Coral Dr and Ardith Dr STOP Exhibit
B. Spring Rd and Knickerbocker Ln Exhibit
C. El Camino Moraga No Parking Exhibit
D. Resolution 16-26 Traffic Order 241
E. Resolution 17-26 Traffic Order 242
Prepared by: T. Ryan O’Kane, Senior Engineer
Respectfully Submitted by,
Scott Christie, Public Works Director
Approved By:

Linda Smith, City Manager
Item F.6
Packet Page 53

CORAL DR

WANFLETE CT
DR

CARISBROOK

MORAGA WAY CORAL DR

ARDITH CT
(707) 542-9500 Fax (707) 542-9590
W-Trans
490 Mendocino Avenue, Suite 201
Santa Rosa, CA 95401
Item F.6
Packet Page 54

SPRING RD

SPRING RD KNICKERBOCKER LN
Item F.6
Packet Page 55
Attachment C: No Parking near Del Rey Elementary

NO PARKING ON

SCHOOL DAYS

NO PARKING ON

SCHOOL DAYS
Item F.6
Packet Page 56
RESOLUTION NO. 16-26
TRAFFIC ORDER NO. 241

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ORINDA

APPROVE ALL WAY STOP CONTROL AT CORAL DRIVE AND ARDITH DRIVE

INTERSECTION, AND STOP SIGN ON SPRING ROAD AT INTERSECTION OF

SPRING ROAD AND KNICKERBOCKER LANE

WHEREAS, the existing intersection at Coral Drive and Ardith Drive/Court is not STOP controlled on Coral Drive; and
WHEREAS, there are no traffic controls at the intersection of Spring Road and Knickerbocker Lane intersection; and
WHEREAS, an engineering study for all-way stop control warrant analysis of the Coral Drive and Ardith Drive/Court intersection, and Spring Road and Knickerbocker Lane intersection recommended changes to improve traffic safety and circulation; and WHEREAS, California Vehicle Code Section 10.04.040 authorizes Traffic Orders Regulating the installation and operation of mechanical devices for the control of vehicular and pedestrian traffic; and
WHEREAS, Orinda Municipal Code Section 10.04.040 requires the adoption of a resolution for a traffic order to become effective.

NOW THEREFORE BE IT RESOLVED that the City Council of the City of Orinda does hereby approve the following:
1) Install new “STOP” and “STOP AHEAD” signs and pavement markings at Coral Drive and Ardith Drive intersection to make it All-Way Stop controlled. 2) Install new “STOP” sign and pavement markings on Spring Road at the intersection of Spring Road and Knickerbocker Lane.

ADOPTED by the City Council of the City of Orinda at a regular City Council meeting on March 17, 2026, by the following vote:

AYES: COUNCILMEMBERS:

NOES: COUNCILMEMBERS:

ABSENT: COUNCILMEMBERS:

ABSTAIN: COUNCILMEMBERS:

Brandyn Iverson, Mayor
ATTEST:

Sheri M. Smith, City Clerk
Item F.6
Packet Page 57
RESOLUTION NO. 17-26
TRAFFIC ORDER NO. 242

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ORINDA

APPROVING THE ADDITION OF NO PARKING RESTRICTIONS ON EL CAMINO

MORAGA IN FRONT OF DEL REY ELEMENTARY SCHOOL

WHEREAS, the existing parking adjacent to Del Rey Elementary on El Camino Moraga obstructs the sidewalk, blocks sightlines and reduces visibility on El Caino Moraga; and
WHEREAS, an engineering study of the circulation and paring on El Camino Moraga at Del Rey Elementary School recommended parking restrictions to improve traffic safety and circulation; and
WHEREAS, California Vehicle Code Section 10.04.040 authorizes Traffic Orders prohibiting the making of any turning movement by any vehicle at any intersection, and a local agency to establish parking regulations on streets and roads under their jurisdiction; and WHEREAS, California Vehicle Code Section 10.04.040 authorizes Traffic Orders Regulating the installation and operation of mechanical devices for the control of vehicular and pedestrian traffic; and
WHEREAS, Orinda Municipal Code Section 10.04.040 requires the adoption of a resolution for a traffic order to become effective.

NOW THEREFORE BE IT RESOLVED that the City Council of the City of Orinda does hereby approve the following:
1) Install “No Parking” restrictions on El Camino Moraga immediately adjacent to the Del Rey Elementary Exit driveway.

ADOPTED by the City Council of the City of Orinda at a regular City Council meeting on March 17, 2026, by the following vote:

AYES: COUNCILMEMBERS:

NOES: COUNCILMEMBERS:

ABSENT: COUNCILMEMBERS:

ABSTAIN: COUNCILMEMBERS:

Brandyn Iverson, Mayor
ATTEST:

Sheri M. Smith, City Clerk
Item F.6
Packet Page 58

CITY COUNCIL STAFF REPORT
Department: Public Works/Engineering
Meeting Date: March 17, 2026
SUBJECT:

Approve On-Call HVAC Services Contract to City Mechanical, Inc.

EXECUTIVE SUMMARY:

The City Council will consider a new contract with City Mechanical, Inc. for the on-call HVAC (Heating, Ventilation and Air Conditioning) systems maintenance efforts for all six city buildings. The work includes preventive maintenance (regular equipment check-outs, filter changes and as-needed maintenance/repairs) of the HVAC infrastructure and responding to emergency call outs when heating and air conditioning equipment does not function properly.

RECOMMENDATION:

Adopt Resolution 13-26 Approving Exception to Competitive Bidding per Orinda Municipal Code Section 2.55.100.A.6, and Approving an On-Call HVAC Services Contract to City Mechanical, Inc.

BACKGROUND:

The Public Works Department is responsible for the operation and maintenance of heating and air conditioning systems across all of the City’s facilities, which includes the following six buildings:
• City Hall
• Library
• Community Center
• Art & Garden Center (at Wilder)
• Corporation Yard (at Wilder)
• Ranch House (at Wilder)
This includes a boiler and chiller system at the Library along with zoned air flow control valve boxes throughout and a state-of-the-art control system. Other major systems include 13 rooftop HVAC package units and several split systems in the Community Center, an evaporative cooler and furnace system that heats and cools multiple zones in City Hall, and rooftop package units and split systems in the three city buildings at the Wilder Facility.

Item F.7
Packet Page 59
Since the Public Works Department took over facilities maintenance in 2025, Staff have been catching up on preventive maintenance. Prior to this, multiple service companies were used to perform repairs, and not necessarily on a regular schedule, as preventive maintenance would normally dictate. Staff found that City Mechanical, who successfully performed CIP HVAC projects at the Library and Community Center is knowledgeable and responsive. They have also been previously used on a call-out basis to troubleshoot and perform routine maintenance. To date, the City has spent just under $60,000, which is the City Manager’s spending authority, with City Mechanical and therefore City Council authorization is needed to contract with them further. As discussed below, it would be beneficial to enter into an on-call maintenance agreement for these services at all locations.

DISCUSSION:

It is necessary to perform preventive maintenance of the HVAC systems to ensure proper operations and maximize equipment service life. City Mechanical has provided a proposal (Attachment B) to perform quarterly maintenance at all six city buildings, as summarized in Attachment C, for a fee totaling $24,152 for calendar year 2026. The proposal also includes a rate sheet for call out work with hourly fees. For services beyond the quarterly maintenance, such as call out or other repair work, charges will be based on time and materials, with labor rates and truck charges as shown on the rate sheet, and parts or equipment as necessary.

Staff is recommending a three-year service contract with a not-to-exceed amount of $175,000. This amount includes any contigency funding necessary to address unforeseen issues during that period. The annual amount available will be subject to budget availability. This past year has seen some unexpected repair costs due to deferred maintenance and aging systems. And while a contingency is being requested, Staff does anticipate these unforeseen costs going down due to the recent CIP upgrades and improved preventive maintenance.

City Mechanical has been integral in returning the City Hall mechanical system to working order along with the successful installation of the Library controls system and the Community Center rooftop package unit CIP projects. This has created familiarity with our systems by their service team, resulting in less downtime to our systems and ensuring visitors and Staff are comfortable in our facilities. City Mechanical has performed this work in a prompt and professional way over the last year including troubleshooting and repairing multiple issues at City Hall. By primarily utilizing one company to service all of the HVAC needs, the City should expect a higher level of service, and more consistent quality, rather than spreading the work among several companies, as previously done.

Under the Orinda Municipal Code section 2.55.100, maintenance and repair of buildings and facilities can be exempt from competitive bidding when certain criteria are met, including disclosure of the nature of the contract, the amount of the contract, and the reasons why competitive bidding is not feasible.

Competitive bidding is not feasible because the work requires specialized knowledge, experience, and continuity rather than selection based solely on lowest cost. City Item F.7
Packet Page 60
Mechanical possesses extensive familiarity with Orinda’s HVAC systems, infrastructure, and operating conditions—expertise that would take another contractor at least a year to develop. City Mechanical has demonstrated a proven ability to reliably service equipment and respond promptly to emergencies. Given the service-oriented nature of the contract, performance quality and technical proficiency are critical and cannot be assured through competitive bidding alone.

Staff believes all applicable criteria have been met and requests City Council approval of the exemption. Staff proposes utilizing the service agreement for such work (Attachment D), which includes the Cost/Fee Proposal & Rate Sheet (Attachment B) to be used for calendar year 2026.

FISCAL IMPACT:

The on-call HVAC services contract with City Mechanical is budgeted in the operations budget, funded primarily by the General Fund (Fund 100).

STRATEGIC PLAN INITIATIVE:

Not applicable.

ATTACHMENTS:

A - Resolution 13-26 Approving an Exception to Competitive Bidding Requirement and Approving an On-Call HVAC Services Contract with City Mechanical, Inc.

B - Cost/Fee Proposal & Rate Sheet
C - Summary of Preventive Maintenance Fees by Location
D - Proposed Services Agreement
Prepared by: Scott Christie
Respectfully Submitted by:

Scott Christie
Public Works Director
Approved By:

Linda Smith, City Manager
Item F.7
Packet Page 61
RESOLUTION NO. 13-26

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ORINDA

APPROVING AN EXCEPTION TO COMPETITIVE BIDDING REQUIREMENT AND APPROVING AN ON-CALL HVAC SERVICES CONTRACT TO CITY MECHANICAL INC.

WHEREAS, the City owns and operates several buildings with HVAC facilities that must be maintained by qualified contractors; and
WHEREAS, City Mechanical Inc., an HVAC contractor, has successfully provided this service to the City over the past year and the City desires to continue to utilize their services; and WHEREAS, City Mechanical Inc. has provided an acceptable proposal for routine maintenance and acceptable rate schedule for call-out services; and WHEREAS, competitive bidding is not feasible because the work requires specialized knowledge, experience, continuity, and familiarity with Orinda’s HVAC systems, infrastructure, and operating conditions; and
WHEREAS, City Mechanical has demonstrated a proven ability to reliably service equipment and respond promptly to call outs. Given the service-oriented nature of the contract, performance quality and technical proficiency are critical and cannot be assured through competitive bidding alone.

NOW THEREFORE BE IT RESOLVED that the City Council of the City of Orinda hereby approves an exception to competitive bidding requirements pursuant to Orinda Municipal Code Section 2.55.100.

BE IT FURTHER RESOLVED that the City Council of the City of Orinda hereby approves a services contract to City Mechanical Inc.

BE IT FURTHER RESOLVED that the City Manager is authorized to execute the Agreement and make administrative changes to the agreement as necessary and consistent with the overall budget authority.

Adopted by the City Council of the City of Orinda at a regular meeting of the Council held on March 17, 2026 by the following vote:

AYES: COUNCILMEMBERS:

NOES: COUNCILMEMBERS:

Brandyn Iverson, Mayor
ATTEST:
___________________________
Sheri Marie Smith, City Clerk
Item F.7
Packet Page 62
HVAC/Refrigeration/Boilers/Plumbing C-4, C-20, C-36, C-38 Lic#622065 724 Alfred Nobel Drive Hercules, California 94547
1925 Ingalls Street, San Francisco California 94124
1130 Industrial Avenue, Suite 11 Petaluma, California 94952 Office (510) 724-9088 Fax (510) 724-8240
June 3, 2025

City of Orinda – City Hall / Police Station
22 Orinda Way
Orinda, California 94563
Attention: Mr. Ross Volker
Reference: Periodic Maintenance Agreement Proposal
Dear Mr. Volker,
We are pleased to offer our Periodic Maintenance Agreement for your review and approval.

We enclose copy of the agreement along with equipment list, cost and task schedule and services check off list.

Our expertise is in the repair and maintenance of heating, ventilation, air conditioning, refrigeration systems, plumbing and tenant improvements. City Mechanical, Inc. specializes in personal service and offers competitive rates.

We are located in Hercules and San Francisco, we service the Greater Bay Area, Central and Northern California locations. Our service department is available 24 hours each day, 7 days a week by calling:
(800) 698-6380 or by email: [email protected].

City Mechanical, Inc. specializes in personal service and offers competitive rates.

Please accept our proposal by signing and returning one (1) copy of the agreement along with any required purchase order information.

We appreciate the opportunity to offer our proposal and hope it meets with your favorable consideration.

Sincerely,
CITY MECHANICAL, INC.

Rudy Hernandez
Sales and Service
RH/je
Enclosures
Item F.7
Packet Page 63
Email: [email protected]
Email: [email protected]
Sales and Service
HVAC/Refrigeration/Boilers, Plumbing C20, C4, C38, C36 License # 622065 www.citymechanical.com
(510) 724-9088 Office • (510) 724-8240 Fax
HVAC Periodic Maintenance Agreement
22 Orinda Way
Contact:
724 Alfred Nobel Drive, Hercules California 94547
1925 Ingalls Street, San Francisco California 94124
Proprietary & Confidential - Property of City Mechanical, Inc. distribution to other than named recipient is prohibited SUBMITTED BY:

Orinda, California 94563
22 Orinda Way
Ross Volker Phone Number:

Orinda, California 94563
ACCEPTED BY: Date:

Contact:

June 3, 2025
When authorized by customer, additional labor may be used to replace any component part, modify or upgrade the equipment. On an emergency basis or in sequence with the routine maintenance visit the regular time labor rate will be $240.00 per man hour.

THE ATTACHED TERMS AND CONDITIONS ARE INCLUDED IN THIS AGREEMENT.

City of Orinda - City Hall/Library
City of Orinda
Equipment Located At:

Invoice Rendered To:
(925) 956-9305
1130 Industrial Avenue, Suite 11, Petaluma California 94952 Rudy Hernandez
Rudy Hernandez
Phone Number:

Date:

Ross Volker
(925) 956-9305
We propose to furnish a qualified service technician to perform periodic maintenance as checked on the attached sheet for the units listed on the equipment schedule. Commencing within thirty (30) day of receipt of signed agreement, service will be performed four (4) times each year with an annual fee of $4,052.00 to be paid in four (4) equal payments of $1,013.00. Our terms of payment are net 30. $120.00 TRUCK CHARGE PER SERVICE CALL and $0.00 PERIODIC MAINTENANCE WILL APPLY.

Item F.7
Packet Page 64
HVAC
Quarterly
Agreement Monthly Total:

Agreement $1,013.00 $1,013.00
Truck incl. $0.00
Agreement $0.00
Truck $0.00
Agreement $0.00
Truck $0.00
Agreement $1,013.00 $1,013.00
Truck incl. $0.00
Agreement $0.00
Truck $0.00
Agreement $0.00
Truck $0.00
Agreement $1,013.00 $1,013.00
Truck incl. $0.00
Agreement $0.00
Truck $0.00
Agreement $0.00
Truck $0.00
Agreement $1,013.00 $1,013.00
Truck incl. $0.00
Agreement $0.00
Truck $0.00
Agreement $0.00
Truck $0.00
$4,052.00 $4,052.00
Proprietary & Confidential - Property of City Mechanical, Inc. distribution to other than named recipient is prohibited
Orinda, California 94563
Truck Charge: $120.00 per service call, $0.00 per PM
Lubricant:

Filters:

Belts:

Included
Will be charged extra as used
Will be charged extra as used
(510) 724-9088 Office • (510) 724-8240 Fax
1130 Industrial Avenue, Suite 11, Petaluma California 94952 1925 Ingalls Street, San Francisco California 94124
724 Alfred Nobel Drive, Hercules California 94547
City of Orinda - City Hall / Police Station
22 Orinda Way
JAN
FEB
MAR
Annual Total:

SEP
OCT
NOV
DEC
JUL
APR
MAY
JUN
www.citymechanical.com
HVAC/Refrigeration/Boilers, Plumbing C20, C4, C38, C36 License # 622065 AUG
Perodic Maintenance Cost & Task Schedule
6/19/2025
Item F.7
Packet Page 65
NAME:

ADDRESS:

CITY:

PHONE:

CONTACT:

DATE:

UNIT # EQUIPMENT DESCRIPTION MAKE MODEL # SERIAL # UNIT/STAT LOCATION ELECTRICAL QTY BELTS QTY FILTERS/SIZE www.citymechanical.com
W/F

W/F W/F

W/F W/F
Proprietary & Confidential - Property of City Mechanical, Inc. distribution to other than named recipient is prohibited W/F
N/A
N/A
N/A

W/F W/F W/F
VAV-2
VAV-3
VAV-6
VAV-5 W/F

W/F W/F W/F

N/A W/F

DUAL DUCT VAV W/F W/F

W/F W/F W/F

DUCT FURNACE

DUAL DUCT VAV

DUAL DUCT VAV
W/F

DUAL DUCT VAV
B-06-123

W/F W/F
W/F
W/F
W/F

DUAL DUCT VAV

DUAL DUCT VAV
724 ALFRED NOBEL DRIVE, HERCULES CALIFRONIA 94547
1925 INGALLS STREET, SAN FRANCISCO CALIFORNIA 94124
1130 INDUSTRIAL AVENUE, SUITE 11 PETALUMA CALIFORNIA 94952 W/F
W/F
MUA-1 SWAMP COOLER
DF-1
VAV-1
PHONE: 510-724-9088
Ross Volker FAX:510-724-8240
5/31/2025
City of Orinda - City Hall / Police Station
22 Orinda Way
Orinda
(925)956-9305
VAV-4
WAH-80
W/F
W/F

W/F W/F
N/A
N/A
N/A
N/A
W/F MTS-160A B-06-128
W/F
W/F
W/F

W/F W/F
W/F
W/F
W/F
W/F
W/F
W/F

W/F W/F
W/F
W/F
VAV-7
W/F
W/F
VAV-9 DUAL DUCT VAV W/F W/F W/F
VAV-8 DUAL DUCT VAV W/F W/F W/F
VAV-10 DUAL DUCT VAV W/F W/F W/F W/F W/F N/A W/F
W/F
VAV-13 DUAL DUCT VAV W/F W/F W/F W/F W/F
VAV-12 DUAL DUCT VAV W/F W/F W/F W/F
VAV-11 DUAL DUCT VAV W/F W/F W/F W/F N/A
N/A
W/F
N/A

DUAL DUCT VAV
VAV-14 DUAL DUCT VAV W/F W/F W/F W/F

W/F W/F
W/F
W/F
N/A

W/F W/F

W/F W/F
W/F

W/F W/F
W/F
W/F
W/F
W/F
W/F
W/F

W/F W/F N/A

W/F W/F
VAV-18 DUAL DUCT VAV W/F W/F W/F W/F W/F W/F
W/F
VAV-20 DUAL DUCT VAV W/F W/F W/F
VAV-19

W/F N/A

DUAL DUCT VAV W/F

W/F W/F
W/F
N/A
W/F

W/F W/F
VAV-17 DUAL DUCT VAV W/F W/F
VAV-16 DUAL DUCT VAV W/F W/F
VAV-15
N/A
N/A
N/A
W/F
W/F
W/F
W/F
W/F

W/F N/A
W/F
Item F.7
Packet Page 66
NAME:

ADDRESS:

CITY:

PHONE:

CONTACT:

DATE:

UNIT # EQUIPMENT DESCRIPTION MAKE MODEL # SERIAL # UNIT/STAT LOCATION ELECTRICAL QTY BELTS QTY FILTERS/SIZE www.citymechanical.com
Proprietary & Confidential - Property of City Mechanical, Inc. distribution to other than named recipient is prohibited 724 ALFRED NOBEL DRIVE, HERCULES CALIFRONIA 94547
1925 INGALLS STREET, SAN FRANCISCO CALIFORNIA 94124
1130 INDUSTRIAL AVENUE, SUITE 11 PETALUMA CALIFORNIA 94952 PHONE: 510-724-9088
Ross Volker FAX:510-724-8240
5/31/2025
City of Orinda - City Hall / Police Station
22 Orinda Way
Orinda
(925)956-9305

W/F W/F N/A W/F

W/F W/F N/A W/F
W/F
W/F

W/F W/F
VAV-24
W/F
VAV-21 DUAL DUCT VAV W/F W/F W/F W/F W/F N/A
VAV-23
VAV-22

DUAL DUCT VAV W/F W/F W/F
W/F

DUAL DUCT VAV W/F
W/F
W/F
W/F
VAV-28 W/F W/F
W/F
W/F

W/F W/F
W/F
VAV-25 DUAL DUCT VAV W/F W/F W/F W/F

W/F W/F

N/A W/F
N/A
N/A

W/F W/F
W/F
VAV-30
VAV-26 DUAL DUCT VAV

DUAL DUCT VAV

W/F W/F

DUAL DUCT VAV
W/F

DUAL DUCT VAV W/F W/F
W/F

W/F W/F
VAV-29 DUAL DUCT VAV
VAV-27

W/F W/F

DUAL DUCT VAV W/F W/F W/F W/F
W/F

W/F N/A
N/A
W/F
N/A
W/F
W/F
N/A
Item F.7
Packet Page 67

TERMS AND CONDITIONS OF MAINTENANCE AGREEMENT
The work performed under this agreement will be done during normal working hours of 8 a.m. through 4:30 p.m., Monday through Friday, except for Legal Holidays. Work will not be performed during any other hours without the prior consent of the customer and then at the prevailing overtime rate.

City Mechanical, Inc. is not responsible for the completeness or obsolescence of any equipment on which it performs services hereunder. The operation of all the equipment that is the subject of this agreement is the sole responsibility of customer.

City Mechanical, Inc. shall not be responsible for any delays in performing this work when such delays are due to acts of God, floods, riots, strikes, labor disputes, material shortages and the like.

City Mechanical, Inc. will schedule the required maintenance on the regular intervals called for in the contract. If customer requires its prior approval before the scheduled maintenance is performed, then City Mechanical, Inc. will use its best efforts to obtain such approval, but will not perform the maintenance if the approval is denied or if customer fails to confirm. Notwithstanding that the maintenance was not performed, City Mechanical, Inc. will bill for the maintenance as if it was performed. If customer reschedules the maintenance within 45 days of the scheduled date, then there will be no additional charge for the maintenance. If the make-up maintenance appointment is scheduled for a date that is more than 45 days after the initially scheduled date, then there will be a 25% charge for the appointment (i.e. 25% of the amount billed for the missed maintenance will be billed to customer for the late-scheduled maintenance).

This agreement shall be an annual agreement that automatically renews on each anniversary of the agreement. Nevertheless, either party may cancel the agreement by giving thirty (30) days written notice of cancellation. If customer cancels, then customer shall be obligated at the time of cancellation to pay for all maintenance scheduled during the next thirty (30) days. Customer’s notice of cancellation shall not be effective until such amount is paid. City Mechanical, Inc. will continue to service all equipment pursuant to the terms of the parties’ agreement during the 30-day period unless customer requests otherwise. If customer requests that City Mechanical, Inc. stop servicing the equipment immediately, customer shall nonetheless be obligated to pay for City Mechanical, Inc.’s scheduled services during the 30-day period. If City Mechanical, Inc. cancels the agreement for any reason, it shall continue to provide the maintenance services called for hereunder during the 30-day period unless customer requests otherwise.

If City Mechanical, Inc. cancels the agreement and customer requests that City Mechanical, Inc. not provide any further services, then no amount shall be due from customer during the 30-day period.

Our labor rate is subject to periodic increases as determined by the union bargaining agreement or other factors. All rates are shown on invoices and become effective immediately upon the earlier of (1) notice from City Mechanical, Inc. to the customer or (2) the union increase taking effect.

This agreement does not include the cost of oil, chemicals, refrigerant, filters, belts or other component parts that may be re¬quired for the proper operation of the equipment, permits, special required certificates (Permit to Operate Boiler, Back Flow Certificate), special Certificate of Insurance endorsements (unless other¬wise specified), and the like. City Mechanical, Inc. will repair/replace any such items on an as-needed basis and bill any additional costs separately. If, during the course of City Mechanical, Inc.’s work hereunder, it determines that there is an emergency requiring immediate attention, City Mechanical, Inc. will make its best efforts to contact customer before proceeding, but if City Mechanical, Inc. is unable to contact customer, it may proceed with completing the emergency work prior to any authorization from customer, and in such situations, the parties shall work in good faith to determine the proper amount due for said services, taking into account the emergency nature of the work, the time when such work was performed, whether overtime was required, and any other reasonable factors.

Customer agrees to pay a finance charge of 1.5% per month on any unpaid balance owing to City Mechanical, Inc., or the maximum amount allowed by law.

Customer and City Mechanical, Inc. may agree to a monthly instalment agreement for all active maintenance contracts (i.e., all annual amounts for all contracts are combined and billed 1/12 per month instead of quarterly). In such instances, notwithstanding anything to the contrary herein, customer shall be required to give 90 days notice of cancellation, during which time period the parties will true-up all amounts due.

Customer agrees to indemnify, defend, and hold City Mechanical, Inc. harmless from and against any claim asserted by any third party against City Mechanical, Inc. related in any way to the equipment being serviced by City Mechanical, Inc. Such indemnity shall include all costs of defense and the amount of any judgment awarded to any third unless there is a finding of intentional misconduct by City Mechanical, Inc. City Mechanical, Inc. is entering into this contract with the understanding that customer has sufficient insurance to cover any such claims and its pricing reflects such understanding.

In any suit or arbitration between the parties arising out of this contract or work upon the project, the prevailing party shall be entitled to reasonable attorney's fees and costs.

Neither party to this agreement shall be entitled to recover any consequential, indirect, and/or punitive damages from the other. Any action or other proceeding brought by either party to enforce or interpret any provision of this agreement shall be venued in Santa Clara County, California. California law shall apply to the interpretation of the parties’ agreement.

EACH PARTY’S EXCLUSIVE REMEDY AND EACH PARTY’S ENTIRE LIABILITY IN CONTRACT, TORT OR OTHERWISE, SHALL BE THE PAYMENT OF ACTUAL DAMAGES INCURRED, BUT NOT TO EXCEED THE TOTAL FEES AND CHARGES TO BE PAID FOR THE SERVICES SPECIFIED HEREIN.

The parties’ agreement shall not be amended except in a writing signed by authorized representatives of each party.

Every provision of the parties’ agreement shall be construed, to the extent possible, so as to be valid and enforceable. If any provision of the parties’ agreement so construed is held by a court of competent jurisdiction to be invalid, illegal or otherwise unenforceable, such provision shall be deemed severed from the parties’ agreement, and all other provisions shall remain in full force and effect.

The parties acknowledge, by their authorized signature on the parties’ agreement, that they have read the parties’ agreement, understand it, and that it constitutes the entire agreement and understanding and incorporates all representations, express or implied, between the parties with respect to the products and services to be furnished hereunder, and that this agreement supersedes all prior communications between the parties including all oral and written proposals, agreements and contracts not specifically included herein provided that all pre-existing agreements between the parties shall continue in full force and effect except as supplemented or modified by this agreement. In the event of any inconsistency or conflict between the terms of this agreement and any other agreement between the parties, the terms of this agreement shall govern.

Item F.7
Packet Page 68
State: CA Zip: Date:

Evaporator Coil Inspection Annual Coil Cleaning
Boiler Annual
Remove all burners, clean and inspect
Condition Of Heat Exchanger/Coil Surface
Flush Waterside Heat Exchanger Tubes
Condenser Coil Inspection Annual Coil Cleaning Clean Traps And Strainers of Make-up Air Feeders Drain, Flush And Re-Fill Boiler
Clean And Test Safety And Operating Controls
Water Level
Condensate Return Pump/Station
Automatic Valves (Low/High)
Burner Operation
Flue Stack/Baromatic Dampers
Expansion Tank
Electrical Resistance Heater
Low/High Pressure
Gas Pressure Switch/Flow Switch
Apply for Permit And Forward to Customer (SF ONLY)
Makeup Regulator/Screen/Tank
Inspect and Clean Probes
Low Water Cutouts
Inspect Pilot, Flame Rod, Refactory for Cracks
Inspect and Clean Orifices, Ignition Controls, Pilots, Chambers Gas Manifold Pressure
Combustion/Analyser
Motor Amperage, Compare To Rating (Log Reading)
Chilled Lubricate Motor Bearings
Noise And Vibration
Add Chemicals Wiring At Motor Lead Box
Bleed Rate Connections On Magnetic Starters
Chemical Pump Record Voltage
724 Alfred Nobel Drivek Hercules California 94547
1925 Ingalls Street, San Francisco California 94124
Electrical
Drive Belt Tension And Pulley Alignment
Oil Level
Drain Condensate From Receiver
Operation And Adjustment Of Pressure/Reducing Valve
Atmospheric
Mechanical Seals
Alignment
Purge Air From Pump (if necessary)
Air Handling Systems
Fan Belts
Fans And Fan Drive Alignment
Expansion Valve - Bulb Clamp
Controls
Forced Draft
Calibration Of All Thermostats
Lubricate Pump Bearings
Line Strainers
Pressure Gauges
Packing Glands
Sump Drain And Stand Pipe
Distribution Pans
Spray Nozzles
Water Pumps
Heating/Boilers Service
Condenser Chilled/Hot Hot
Condenser Leaks
Operating Controls
Outside Air Dampers, Damper Motors, And Linkage
Disassemble and Clean Strainers/Eliminator Section
Air Intake Screen
Drain, Flush And Physically Clean Sump
Notify repsonsible party of any services or materials (excluding contract coverages) necessary to maintain the system up to design performance Condenser Shell & Tube Heat Transfer
Condenser Shell & Coil Heat Transfer
Air Cooled
Lubricate Fan Bearings
Condition Of Coils For Scale
Condensing Medium Tower Evaporative
Operation Of Unloaders
General
The following checked items will be investigated and acted upon, if indicated.

Condition Of Cooling Coils
Filters; Replace As Per Contract Agreement
Outside Air Intake Screens Clean, Intact
Drip Pans And Drains
General operation and condition
Unusual noise and vibration
Maintain cleanliness of equipment room
Report to owner's designated respsonsible party upon entering and leaving premisis for any possible adjustment necessary to system Job Name:

City:

Address:

Orinda 6/3/2025
Install or renew decals
Refrigeration System Chillers Package Built-UP
Drives, align and adjust belt or coupling
Low Pressure Cutout
High Pressure Cutout
Perform pump down capacity test
Operation Of Crankcase Heaters
Shaft Seal For Signs Of Leaking
Record suction and discharge pressure
Oil Pressure
Refrigerant Controls
Refrigerant Charge
Water Regulating Valves
Operation Of Heat Pump Changeover Valve
Refrigerant Contamination
Temperature Drop Across Driers And Strainers
Check All Tubing For Vibration And Chafing
Solenoid Valves
Oil Color, Acid Test
Compressor Mounting Springs
Capacity Control Operation
Safety Controls
Automatic Control Valves
HVAC, Refrigeration, Boilers, Plumbing Contractors C4, C20, C36, C38 Lic. # 622065 www.citymechanical.com
(510) 724-9088 Office • (510) 724-8240 Fax
Lubricate Fan Bearings
94563
City of Orinda - City Hall / Police Station
22 Orinda Way
Condensate Pumps
Control Air Compressor
Other Controls
Fan Inlet Vanes
Central Control Panel
Calibration Of All Humidistats
All Recorders
Damper Operators
Humidifer Operation
1130 Industrial Avenue, Suite 11, Petaluma California 94952 Proprietary & Confidential - Property of City Mechanical, Inc. distribution to other than named recipient is prohibited Water Treatment
Water Analysis
Open Loop Closed Loop
Hydronic Condensor
Fans And Scrolls
Exhaust System
Item F.7
Packet Page 69
HVAC/Refrigeration/Boilers/Plumbing C-4, C-20, C-36, C-38 Lic#622065 724 Alfred Nobel Drive Hercules, California 94547
1925 Ingalls Street, San Francisco California 94124
1130 Industrial Avenue, Suite 11 Petaluma, California 94952 Office (510) 724-9088 Fax (510) 724-8240
June 3, 2025

City of Orinda - Library
26 Orinda Way
Orinda, California 94563
Attention: Mr. Ross Volker
Reference: Periodic Maintenance Agreement Proposal
Dear Mr. Volker,
We are pleased to offer our Periodic Maintenance Agreement for your review and approval.

We enclose copy of the agreement along with equipment list, cost and task schedule and services check off list.

City Mechanical, Inc. specializes in personal service and offers competitive rates.

Please accept our proposal by signing and returning one (1) copy of the agreement along with any required purchase order information.

We appreciate the opportunity to offer our proposal and hope it meets with your favorable consideration.

Sincerely,
CITY MECHANICAL, INC.

Rudy Hernandez
Sales and Service
RH/je
Enclosures
Item F.7
Packet Page 70
Email: [email protected]
Email: [email protected]
Sales and Service
1130 Industrial Avenue, Suite 11, Petaluma California 94952 Rudy Hernandez
Rudy Hernandez Date:

We propose to furnish a qualified service technician to perform periodic maintenance as checked on the attached sheet for the units listed on the equipment schedule. Commencing within thirty (30) day of receipt of signed agreement, service will be performed four (4) times each year with an annual fee of $5,428.00 to be paid in four (4) equal payments of $1,357.00. Our terms of payment are net 30. $120.00 TRUCK CHARGE PER SERVICE CALL and $0.00 PERIODIC MAINTENANCE WILL APPLY.

When authorized by customer, additional labor may be used to replace any component part, modify or upgrade the equipment. On an emergency basis or in sequence with the routine maintenance visit the regular time labor rate will be $240.00 per man hour.

THE ATTACHED TERMS AND CONDITIONS ARE INCLUDED IN THIS AGREEMENT.

Equipment Located At:

ACCEPTED BY:

Invoice Rendered To:

Contact: Phone Number: (925) 956-9305
City of Orinda Library
Orinda, California 94563
Ross Volker
724 Alfred Nobel Drive, Hercules California 94547
1925 Ingalls Street, San Francisco California 94124
June 3, 2025
City of Orinda - Library
Orinda, California 94563
26 Orinda Way
Ross Volker Phone Number:

SUBMITTED BY:

Proprietary & Confidential - Property of City Mechanical, Inc. distribution to other than named recipient is prohibited (925) 956-9305
Date:

Contact:

HVAC/Refrigeration/Boilers, Plumbing C20, C4, C38, C36 License # 622065 www.citymechanical.com
(510) 724-9088 Office • (510) 724-8240 Fax
HVAC Quarterly Maintenance Agreement
26 Orinda Way
Item F.7
Packet Page 71
Email: [email protected]
Email: [email protected]
Sales and Service
Proprietary & Confidential - Property of City Mechanical, Inc. distribution to other than named recipient is prohibited (925) 956-9305
Date:

Contact:

HVAC/Refrigeration/Boilers, Plumbing C20, C4, C38, C36 License # 622065 www.citymechanical.com
(510) 724-9088 Office • (510) 724-8240 Fax
Exhaust Fans Annual Maintenance Agreement
26 Orinda Way
724 Alfred Nobel Drive, Hercules California 94547
1925 Ingalls Street, San Francisco California 94124
June 3, 2025
City of Orinda - Library
Orinda, California 94563
26 Orinda Way
Ross Volker Phone Number:

SUBMITTED BY:

ACCEPTED BY:

Invoice Rendered To:

Contact: Phone Number: (925) 956-9305
City of Orinda Library
Orinda, California 94563
Ross Volker
1130 Industrial Avenue, Suite 11, Petaluma California 94952 Rudy Hernandez
Rudy Hernandez Date:

We propose to furnish a qualified service technician to perform periodic maintenance as checked on the attached sheet for the units listed on the equipment schedule. Commencing within thirty (30) day of receipt of signed agreement, service will be performed one (1) time each year with an annual fee of $678.00 to be paid in one (1) equal payment of $678.00. Our terms of payment are net 30. $120.00 TRUCK CHARGE PER SERVICE CALL and $0.00 PERIODIC MAINTENANCE WILL APPLY.

THE ATTACHED TERMS AND CONDITIONS ARE INCLUDED IN THIS AGREEMENT.

Equipment Located At:

Item F.7
Packet Page 72
Email: [email protected]
Email: [email protected]
Sales and Service
1130 Industrial Avenue, Suite 11, Petaluma California 94952 Rudy Hernandez
Rudy Hernandez Date:

We propose to furnish a qualified service technician to perform periodic maintenance as checked on the attached sheet for the units listed on the equipment schedule. Commencing within thirty (30) day of receipt of signed agreement, service will be performed one (1) time each year with an annual fee of $1,809.00 to be paid in one (1) equal payment of $1,809.00. Our terms of payment are net 30. $120.00 TRUCK CHARGE PER SERVICE CALL and $0.00 PERIODIC MAINTENANCE WILL APPLY.

THE ATTACHED TERMS AND CONDITIONS ARE INCLUDED IN THIS AGREEMENT.

Equipment Located At:

ACCEPTED BY:

Invoice Rendered To:

SUBMITTED BY:

Proprietary & Confidential - Property of City Mechanical, Inc. distribution to other than named recipient is prohibited (925) 956-9305
Date:

Contact:

HVAC/Refrigeration/Boilers, Plumbing C20, C4, C38, C36 License # 622065 www.citymechanical.com
(510) 724-9088 Office • (510) 724-8240 Fax
Boiler Annual Maintenance Agreement
26 Orinda Way
Item F.7
Packet Page 73
Email: [email protected]
Email: [email protected]
Sales and Service
1130 Industrial Avenue, Suite 11, Petaluma California 94952 Rudy Hernandez
Rudy Hernandez Date:

We propose to furnish a qualified service technician to perform periodic maintenance as checked on the attached sheet for the units listed on the equipment schedule. Commencing within thirty (30) day of receipt of signed agreement, service will be performed one (1) time each year with an annual fee of $1,809.00 to be paid in one (1) equal payment of $1,809.00. Our terms of payment are net 30. $120.00 TRUCK CHARGE PER SERVICE CALL and $0.00 PERIODIC MAINTENANCE WILL APPLY.

THE ATTACHED TERMS AND CONDITIONS ARE INCLUDED IN THIS AGREEMENT.

Equipment Located At:

ACCEPTED BY:

Invoice Rendered To:

SUBMITTED BY:

Proprietary & Confidential - Property of City Mechanical, Inc. distribution to other than named recipient is prohibited (925) 956-9305
Date:

Contact:

HVAC/Refrigeration/Boilers, Plumbing C20, C4, C38, C36 License # 622065 www.citymechanical.com
(510) 724-9088 Office • (510) 724-8240 Fax
Chiller Annual Maintenance Agreement
26 Orinda Way
Item F.7
Packet Page 74
Email: [email protected]
Email: [email protected]
Sales and Service
1130 Industrial Avenue, Suite 11, Petaluma California 94952 Rudy Hernandez
Rudy Hernandez Date:

We propose to furnish a qualified service technician to perform periodic maintenance as checked on the attached sheet for the units listed on the equipment schedule. Commencing within thirty (30) day of receipt of signed agreement, service will be performed one (1) time each year with an annual fee of $1,518.00 to be paid in one (1) equal payment of $1,518.00. Our terms of payment are net 30. $120.00 TRUCK CHARGE PER SERVICE CALL and $0.00 PERIODIC MAINTENANCE WILL APPLY.

THE ATTACHED TERMS AND CONDITIONS ARE INCLUDED IN THIS AGREEMENT.

Equipment Located At:

ACCEPTED BY:

Invoice Rendered To:

SUBMITTED BY:

Proprietary & Confidential - Property of City Mechanical, Inc. distribution to other than named recipient is prohibited (925) 956-9305
Date:

Contact:

HVAC/Refrigeration/Boilers, Plumbing C20, C4, C38, C36 License # 622065 www.citymechanical.com
(510) 724-9088 Office • (510) 724-8240 Fax
Condenser Coil Annual Maintenance Agreement
26 Orinda Way
Item F.7
Packet Page 75
Email: [email protected]
Email: [email protected]
Sales and Service
1130 Industrial Avenue, Suite 11, Petaluma California 94952 Rudy Hernandez
Rudy Hernandez Date:

We propose to furnish a qualified service technician to perform periodic maintenance as checked on the attached sheet for the units listed on the equipment schedule. Commencing within thirty (30) day of receipt of signed agreement, service will be performed one (1) time each year with an annual fee of $492.00 to be paid in one (1) equal payment of $492.00. Our terms of payment are net 30. $120.00 TRUCK CHARGE PER SERVICE CALL and $0.00 PERIODIC MAINTENANCE WILL APPLY.

THE ATTACHED TERMS AND CONDITIONS ARE INCLUDED IN THIS AGREEMENT.

Equipment Located At:

ACCEPTED BY:

Invoice Rendered To:

SUBMITTED BY:

Proprietary & Confidential - Property of City Mechanical, Inc. distribution to other than named recipient is prohibited (925) 956-9305
Date:

Contact:

HVAC/Refrigeration/Boilers, Plumbing C20, C4, C38, C36 License # 622065 www.citymechanical.com
(510) 724-9088 Office • (510) 724-8240 Fax
Garage CO Annual Maintenance Agreement
26 Orinda Way
Item F.7
Packet Page 76
HVAC EF Boiler Chiller Condenser Coil CO
Quarterly Annual Annual Annual Annual Annual
Agreement Agreement Agreement Agreement Agreement Agreement Monthly Total:

Agreement $1,357.00 $492.00 $1,849.00
Truck incl. incl. $0.00
Agreement $0.00
Truck $0.00
Agreement $0.00
Truck $0.00
Agreement $1,357.00 $678.00 $2,035.00
Truck incl. incl. $0.00
Agreement $0.00
Truck $0.00
Agreement $0.00
Truck $0.00
Agreement $1,357.00 $1,809.00 $3,166.00
Truck incl. incl. $0.00
Agreement $0.00
Truck $0.00
Agreement $0.00
Truck $0.00
Agreement $1,357.00 $1,518.00 $2,875.00
Truck incl. incl. $0.00
Agreement $1,809.00 $1,809.00
Truck incl. $0.00
Agreement $0.00
Truck $0.00
$5,428.00 $678.00 $1,809.00 $1,809.00 $1,518.00 $492.00 $11,734.00 Proprietary & Confidential - Property of City Mechanical, Inc. distribution to other than named recipient is prohibited Coil Cleaner: Included
Will be charged extra as used
Will be charged extra as used
Will be charged extra as used
Lubricant:

Filters:

Belts:
$120.00 per service call, $0.00 per PM
(510) 724-9088 Office • (510) 724-8240 Fax
1130 Industrial Avenue, Suite 11, Petaluma California 94952 1925 Ingalls Street, San Francisco California 94124
724 Alfred Nobel Drive, Hercules California 94547
City of Orinda - Library
26 Orinda Way
Orinda, Caliifornia 94563
Truck Charge:
www.citymechanical.com
HVAC/Refrigeration/Boilers, Plumbing C20, C4, C38, C36 License # 622065 AUG
Annual Total:

SEP
OCT
NOV
DEC
JUL
Perodic Maintenance Cost & Task Schedule
JAN
FEB
MAR
APR
MAY
JUN
6/3/2025
Item F.7
Packet Page 77
NAME:

ADDRESS:

CITY:

PHONE:

CONTACT:

DATE:

UNIT # EQUIPMENT DESCRIPTION MAKE MODEL # SERIAL # UNIT/STAT LOCATION ELECTRICAL QTY BELTS QTY FILTERS/SIZE 1 www.citymechanical.com

ELEVATOR EQ RM

BUILDING REAR W/F

ROOF W/F
FC-2 DUCTLESS FAN COIL MITSUBISHI W/F W/F
HP-2

N/A N/A

DUCTLESS HEAT PUMP MITSUBISHI W/F W/F GARAGE/ELEVATOR
Proprietary & Confidential - Property of City Mechanical, Inc. distribution to other than named recipient is prohibited W/F
N/A
W/F
W/F
N/A
W/F
W/F
W/F
W/F
W/F
30GXR090-T-F-HC
B&G
BP-1
BP-2

RECIRC PUMP
724 ALFRED NOBEL DRIVE, HERCULES CALIFRONIA 94547
1925 INGALLS STREET, SAN FRANCISCO CALIFORNIA 94124
1130 INDUSTRIAL AVENUE, SUITE 11 PETALUMA CALIFORNIA 94952 N/A
W/F
B-1 HYDRONIC BOILER
RP-1
EXP-1
PHONE: 510-724-9088
Ross Volker FAX:510-724-8240
5/30/2025
City of Orinda - Library
26 Orinda Way
Orinda
925-956-9305
CH-1
W/F
80 80

ROOF W/F
A65
N/A
N/A
W/F

EXPANSION TANK

BOILER PUMP

CHILLER
B&G

BOILER PUMP
W/F

WESSELS N/A
W/F
W/F

CARRIER
LOCHINVAR CHN1442 2333 135205706
W/F
W/F
357181

BUILDING REAR W/F

BUILDING REAR

BUILDING REAR
230V-3P
N/A
0601F62163
CP-2 CHILLER SUPPLY PUMP
CP-1 CHILLER SUPPLY PUMP N/A

W/F W/F BUILDING REAR

N/A N/A

EXPANSION TANK W/F N/A
W/F W/F BUILDING REAR 230V-3P
W/F BUILDING REAR 230V-3P N/A
EXP-2
B&G
B&G
AHU-1R AIR HANDLER - BOXCAR RACAN-CARRIER A2D69/96-A-OB 500096-001-F256 AHU-1S AIR HANDLER - BOXCAR RACAN-CARRIER A2D69/96-A-OB 500096-001-F257 ROOF W/F AHU-2S AIR HANDLER - BOXCAR RACAN-CARRIER A2D69/96-A-OB 500096-002-F257 ROOF W/F W/F W/F 500096-002-F258
EF-1 EXHAUST FAN GREENHECK CW-95-DGEX-QD ROOF W/F W/F
AHU-3 AIR HANDLER CARRIER 39THBHLAA-M-AKF-AA 0601F62476 ELEC./STORAGE AHU-2R AIR HANDLER - BOXCAR RACAN-CARRIER A2D69/96-A-OB ROOF W/F

EXHAUST FAN
EF-2 EXHAUST FAN GREENHECK CWB-180-7 00J18957 ROOF
208V-3P W/F
N/A
GARAGE 208V-3P
GARAGE/CAFÉ N/A
W/F

W/F W/F
00J18561
W/F
N/A
N/A
N/A
13367694 1308
38U12745D 208V-1P
L00H04039
FC-1 DUCTLESS FAN COIL MITSUBISHI W/F W/F CAFÉ N/A WASHABLE

N/A N/A
N/A
N/A
N/A
GREENHECK G-095-DGEX-QD
HP-1 DUCTLESS HEAT PUMP MITSUBISHI PUZ-A30NHA7
GEF-1 GARAGE EXHAUST TRANE QFNA2791HE0L001FB
EF-3
N/A
N/A
N/A
230V-3P
230V-3P
208V-1P N/A

WASHABLE
Item F.7
Packet Page 78
NAME:

ADDRESS:

CITY:

PHONE:

CONTACT:

DATE:

UNIT # EQUIPMENT DESCRIPTION MAKE MODEL # SERIAL # UNIT/STAT LOCATION ELECTRICAL QTY BELTS QTY FILTERS/SIZE www.citymechanical.com
Proprietary & Confidential - Property of City Mechanical, Inc. distribution to other than named recipient is prohibited 724 ALFRED NOBEL DRIVE, HERCULES CALIFRONIA 94547
1925 INGALLS STREET, SAN FRANCISCO CALIFORNIA 94124
1130 INDUSTRIAL AVENUE, SUITE 11 PETALUMA CALIFORNIA 94952 PHONE: 510-724-9088
Ross Volker FAX:510-724-8240
5/30/2025
City of Orinda - Library
26 Orinda Way
Orinda
925-956-9305
W/F

W/F W/F N/A W/F

W/F W/F N/A W/F
W/F
W/F
W/F
W/F
RH-11 REHEAT COIL
W/F
RH-15 REHEAT COIL W/F W/F W/F
W/F

W/F W/F W/F
RH-12 REHEAT COIL W/F
RH-16
RH-14 REHEAT COIL W/F W/F W/F W/F
N/A
RH-1 REHEAT COIL W/F W/F W/F W/F W/F N/A
N/A
N/A
RH-3
RH-2

REHEAT COIL W/F W/F W/F
W/F

REHEAT COIL W/F W/F W/F
N/A
N/A
N/A
W/F
W/F
W/F
W/F
W/F
W/F
W/F
RH-13 REHEAT COIL W/F W/F

CO CONTROLLER W/F W/F
RH-17 REHEAT COIL W/F W/F
CO
N/A
N/A
N/A
N/A

GARAGE W/F

W/F W/F
CO-1
CO-2 CO SENSOR W/F W/F N/A

W/F N/A
RH-4 REHEAT COIL W/F W/F
W/F
W/F
RH-8 W/F W/F
W/F
W/F

W/F W/F
W/F
RH-5 W/F W/F

W/F W/F
W/F
W/F
W/F

CO SENSOR W/F W/F
W/F
N/A
N/A
N/A
N/A

REHEAT COIL W/F W/F
W/F
W/F
W/F
W/F

REHEAT COIL W/F W/F

W/F W/F W/F

W/F W/F W/F
RH-10
RH-6 REHEAT COIL

REHEAT COIL

W/F W/F

REHEAT COIL
W/F

REHEAT COIL W/F W/F
W/F

W/F W/F
RH-9 REHEAT COIL
RH-7

W/F W/F
W/F

W/F GARAGE N/A

W/F W/F

W/F W/F
W/F
W/F
N/A
W/F

W/F N/A
N/A
W/F
N/A
Item F.7
Packet Page 79

City Mechanical, Inc. shall not be responsible for any delays in performing this work when such delays are due to acts of God, floods, riots, strikes, labor disputes, material shortages and the like.

If City Mechanical, Inc. cancels the agreement and customer requests that City Mechanical, Inc. not provide any further services, then no amount shall be due from customer during the 30-day period.

Customer agrees to pay a finance charge of 1.5% per month on any unpaid balance owing to City Mechanical, Inc., or the maximum amount allowed by law.

In any suit or arbitration between the parties arising out of this contract or work upon the project, the prevailing party shall be entitled to reasonable attorney's fees and costs.

The parties’ agreement shall not be amended except in a writing signed by authorized representatives of each party.

Item F.7
Packet Page 80
State: CA Zip: Date:

Evaporator Coil Inspection Annual Coil Cleaning
Boiler Annual
Remove all burners, clean and inspect
Condition Of Heat Exchanger/Coil Surface
Flush Waterside Heat Exchanger Tubes
Condenser Coil Inspection Annual Coil Cleaning Clean Traps And Strainers of Make-up Air Feeders Drain, Flush And Re-Fill Boiler
Clean And Test Safety And Operating Controls
Water Level
Condensate Return Pump/Station
Automatic Valves (Low/High)
Burner Operation
Flue Stack/Baromatic Dampers
Expansion Tank
Electrical Resistance Heater
Low/High Pressure
Gas Pressure Switch/Flow Switch
Apply for Permit And Forward to Customer (SF ONLY)
Makeup Regulator/Screen/Tank
Inspect and Clean Probes
Low Water Cutouts
Inspect Pilot, Flame Rod, Refactory for Cracks
Inspect and Clean Orifices, Ignition Controls, Pilots, Chambers Gas Manifold Pressure
Combustion/Analyser
Motor Amperage, Compare To Rating (Log Reading)
Chilled Lubricate Motor Bearings
Noise And Vibration
Add Chemicals Wiring At Motor Lead Box
Bleed Rate Connections On Magnetic Starters
Chemical Pump Record Voltage
724 Alfred Nobel Drivek Hercules California 94547
1925 Ingalls Street, San Francisco California 94124
Electrical
Drive Belt Tension And Pulley Alignment
Oil Level
Drain Condensate From Receiver
Operation And Adjustment Of Pressure/Reducing Valve
Atmospheric
94563
City of Orinda - Library
26 Orinda Way
Orinda 6/3/2025
Mechanical Seals
Alignment
Purge Air From Pump (if necessary)
Air Handling Systems
Fan Belts
Fans And Fan Drive Alignment
Expansion Valve - Bulb Clamp
Controls
Forced Draft
Calibration Of All Thermostats
Lubricate Pump Bearings
Line Strainers
Pressure Gauges
Packing Glands
Sump Drain And Stand Pipe
Distribution Pans
Spray Nozzles
Water Pumps
Heating/Boilers Service
Condenser Chilled/Hot Hot
Condenser Leaks
Operating Controls
Outside Air Dampers, Damper Motors, And Linkage
Disassemble and Clean Strainers/Eliminator Section
Air Intake Screen
Drain, Flush And Physically Clean Sump
Condenser Shell & Tube Heat Transfer
Condenser Shell & Coil Heat Transfer
Air Cooled
Lubricate Fan Bearings
Condition Of Coils For Scale
Condensing Medium Tower Evaporative
Condition Of Cooling Coils
Filters; Replace As Per Contract Agreement
Outside Air Intake Screens Clean, Intact
Drip Pans And Drains
General operation and condition
Unusual noise and vibration
Maintain cleanliness of equipment room
Report to owner's designated respsonsible party upon entering and leaving premisis for any possible adjustment necessary to system Notify repsonsible party of any services or materials (excluding contract coverages) necessary to maintain the system up to design performance Job Name:

City:

Address:

Install or renew decals
Refrigeration System Chillers Package Built-UP
General
The following checked items will be investigated and acted upon, if indicated.

Perform pump down capacity test
Operation Of Crankcase Heaters
Shaft Seal For Signs Of Leaking
Record suction and discharge pressure
Oil Pressure
Refrigerant Controls
Refrigerant Charge
Operation Of Unloaders
Refrigerant Contamination
Temperature Drop Across Driers And Strainers
Check All Tubing For Vibration And Chafing
Solenoid Valves
Oil Color, Acid Test
Compressor Mounting Springs
Capacity Control Operation
Humidifer Operation
1130 Industrial Avenue, Suite 11, Petaluma California 94952 Proprietary & Confidential - Property of City Mechanical, Inc. distribution to other than named recipient is prohibited Fans And Scrolls
Water Regulating Valves
Operation Of Heat Pump Changeover Valve
Safety Controls
Drives, align and adjust belt or coupling
Low Pressure Cutout
High Pressure Cutout
Central Control Panel
Calibration Of All Humidistats
All Recorders
Damper Operators
Automatic Control Valves
HVAC, Refrigeration, Boilers, Plumbing Contractors C4, C20, C36, C38 Lic. # 622065 www.citymechanical.com
(510) 724-9088 Office • (510) 724-8240 Fax
Lubricate Fan Bearings
Condensate Pumps
Exhaust System
Water Treatment
Water Analysis
Open Loop Closed Loop
Hydronic Condensor
Control Air Compressor
Other Controls
Fan Inlet Vanes
Item F.7
Packet Page 81
HVAC/Refrigeration/Boilers/Plumbing C-4, C-20, C-36, C-38 Lic#622065 724 Alfred Nobel Drive Hercules, California 94547
1925 Ingalls Street, San Francisco California 94124
1130 Industrial Avenue, Suite 11 Petaluma, California 94952 Office (510) 724-9088 Fax (510) 724-8240
June 3, 2025

City of Orinda – Community Center
28 Orinda Way
Orinda, California 94563
Attention: Mr. Ross Volker
Reference: Periodic Maintenance Agreement Proposal
Dear Mr. Volker,
We are pleased to offer our Periodic Maintenance Agreement for your review and approval.

We enclose copy of the agreement along with equipment list, cost and task schedule and services check off list.

City Mechanical, Inc. specializes in personal service and offers competitive rates.

Please accept our proposal by signing and returning one (1) copy of the agreement along with any required purchase order information.

We appreciate the opportunity to offer our proposal and hope it meets with your favorable consideration.

Sincerely,
CITY MECHANICAL, INC.

Rudy Hernandez
Sales and Service
RH/je
Enclosures
Item F.7
Packet Page 82
Email: [email protected]
Email: [email protected]
Sales and Service
HVAC/Refrigeration/Boilers, Plumbing C20, C4, C38, C36 License # 622065 www.citymechanical.com
(510) 724-9088 Office • (510) 724-8240 Fax
HVAC Quarterly Maintenance Agreement
28 Orinda Way
724 Alfred Nobel Drive, Hercules California 94547
1925 Ingalls Street, San Francisco California 94124
Proprietary & Confidential - Property of City Mechanical, Inc. distribution to other than named recipient is prohibited (925) 956-9305
City of Orinda - Community Center
Orinda, California 94563
28 Orinda Way
Ross Volker Phone Number:

SUBMITTED BY:

Orinda, California 94563
ACCEPTED BY: Date:

Contact:

THE ATTACHED TERMS AND CONDITIONS ARE INCLUDED IN THIS AGREEMENT.

City of Orinda - Community Center
Equipment Located At:

Invoice Rendered To:
(925) 956-9305
1130 Industrial Avenue, Suite 11, Petaluma California 94952 Rudy Hernandez
Rudy Hernandez
Phone Number:

Date:

Ross Volker
We propose to furnish a qualified service technician to perform periodic maintenance as checked on the attached sheet for the units listed on the equipment schedule. Commencing within thirty (30) day of receipt of signed agreement, service will be performed four (4) times each year with an annual fee of $6,812.00 to be paid in four (4) equal payments of $1,703.00. Our terms of payment are net 30. $120.00 TRUCK CHARGE PER SERVICE CALL and $0.00 PERIODIC MAINTENANCE WILL APPLY.

Item F.7
Packet Page 83
Email: [email protected]
Email: [email protected]
Sales and Service
(925) 956-9305
1130 Industrial Avenue, Suite 11, Petaluma California 94952 Rudy Hernandez
Rudy Hernandez
Phone Number:

Date:

Ross Volker
We propose to furnish a qualified service technician to perform periodic maintenance as checked on the attached sheet for the units listed on the equipment schedule. Commencing within thirty (30) day of receipt of signed agreement, service will be performed one (1) time each year with an annual fee of $648.00 to be paid in one (1) equal payment of $648.00. Our terms of payment are net 30. $120.00 TRUCK CHARGE PER SERVICE CALL and $0.00 PERIODIC MAINTENANCE WILL APPLY.

Contact:

THE ATTACHED TERMS AND CONDITIONS ARE INCLUDED IN THIS AGREEMENT.

City of Orinda - Community Center
Equipment Located At:

Invoice Rendered To:

City of Orinda - Community Center
Orinda, California 94563
28 Orinda Way
Ross Volker Phone Number:

SUBMITTED BY:

Orinda, California 94563
ACCEPTED BY: Date:

HVAC/Refrigeration/Boilers, Plumbing C20, C4, C38, C36 License # 622065 www.citymechanical.com
(510) 724-9088 Office • (510) 724-8240 Fax
Exhaust Fan Annual Maintenance Agreement
28 Orinda Way
724 Alfred Nobel Drive, Hercules California 94547
1925 Ingalls Street, San Francisco California 94124
Proprietary & Confidential - Property of City Mechanical, Inc. distribution to other than named recipient is prohibited (925) 956-9305
Item F.7
Packet Page 84

HVAC EF
Quarterly Annual
Agreement Agreement Monthly Total:

Agreement $1,703.00 $1,703.00
Truck incl. $0.00
Agreement $0.00
Truck $0.00
Agreement $0.00
Truck $0.00
Agreement $1,703.00 $1,703.00
Truck incl. $0.00
Agreement $648.00 $648.00
Truck incl. $0.00
Agreement $0.00
Truck $0.00
Agreement $1,703.00 $1,703.00
Truck incl. $0.00
Agreement $0.00
Truck $0.00
Agreement $0.00
Truck $0.00
Agreement $1,703.00 $1,703.00
Truck incl. $0.00
Agreement $0.00
Truck $0.00
Agreement $0.00
Truck $0.00
$6,812.00 $648.00 $7,460.00
JAN
FEB
MAR
APR
MAY
JUN
www.citymechanical.com
HVAC/Refrigeration/Boilers, Plumbing C20, C4, C38, C36 License # 622065 AUG
Annual Total:

SEP
OCT
NOV
DEC
JUL
Perodic Maintenance Cost & Task Schedule
$120.00 per service call, $0.00 per PM
(510) 724-9088 Office • (510) 724-8240 Fax
1130 Industrial Avenue, Suite 11, Petaluma California 94952 1925 Ingalls Street, San Francisco California 94124
724 Alfred Nobel Drive, Hercules California 94547
City of Orinda - Community Center
28 Orinda Way
Orinda, California 94563
Truck Charge:

Proprietary & Confidential - Property of City Mechanical, Inc. distribution to other than named recipient is prohibited
Will be charged extra as used
Will be charged extra as used
Included
Lubricant:

Filters:

Belts:
6/19/2025
Item F.7
Packet Page 85
NAME:

ADDRESS:

CITY:

PHONE:

CONTACT:

DATE:

UNIT # EQUIPMENT DESCRIPTION MAKE MODEL # SERIAL # UNIT/STAT LOCATION ELECTRICAL QTY BELTS QTY FILTERS/SIZE www.citymechanical.com
W/F
ROOF 208/230-1P
ROOF 208/230-1P
FC-1 DUCTLESS FAN COIL FUJITSU W/F W/F
HP-1

N/A N/A
DUCTLESS HEAT PUMP FUJITSU AOU18RLXFZ LTN045427 ROOF
Proprietary & Confidential - Property of City Mechanical, Inc. distribution to other than named recipient is prohibited W/F
W/F
W/F
W/F
N/A
W/F
W/F
W/F
W/F
W/F
48HJE006-331

CARRIER
AC-4
AC-5

PACKAGE UNIT
724 ALFRED NOBEL DRIVE, HERCULES CALIFRONIA 94547
1925 INGALLS STREET, SAN FRANCISCO CALIFORNIA 94124
1130 INDUSTRIAL AVENUE, SUITE 11 PETALUMA CALIFORNIA 94952 W/F
W/F
AC-1 PACKAGE UNIT
AC-2
AC-3
PHONE: 510-724-9088
Ross Volker FAX:510-724-8240
5/30/2025
City of Orinda - Community Center
28 Orinda Way
Orinda
925-956-9305
AC-6
48SX-024040321AA
48SS-030040321AA
48HJD006-331

ROOF W/F
W/F
W/F
W/F
W/F

PACKAGE UNIT

CARRIER

PACKAGE UNIT
0397G10345
CARRIER 3397G10904
3397G10906
2597G20406

CARRIER
CARRIER 48SX-024040321AA 3397G10472

CARRIER
48HJE004-331
48SS-030040321AA
ROOF 208/230-1P
ROOF
ROOF
ROOF
ROOF
208/230-1P
208/230-1P
2697G20403
AC-8 PACKAGE UNIT
AC-7 PACKAGE UNIT W/F
48HJM004-351 2105G40442 ROOF

W/F W/F
PACKAGE UNIT CARRIER 208/230-1P
48HJE006-331 2697G20401 ROOF 208/230-1P
3397G20419 ROOF 208/230-1P W/F
AC-9

CARRIER

CARRIER
AC-11 PACKAGE UNIT ICP PGD424060K002K1 F243447780
AC-10 PACKAGE UNIT CARRIER 48HJM004-351 3205G30447 ROOF 208/230-1P AC-12 PACKAGE UNIT CARRIER 48HJM004-351 3205G40311 ROOF 208/230-1P W/F W/F 3105G40443
EF-2 EXHAUST FAN PENNBARRY DX13R ROOF W/F W/F
EF-1 EXHAUST FAN PENNBARRY DX13R W/F ROOF
AC-13 PACKAGE UNIT CARRIER 48HJM004-351 ROOF 208/230-1P

EXHAUST FAN
EF-3 EXHAUST FAN PENNBARRY DX13R D23EZ14049 ROOF

W/F W/F
W/F

ROOF W/F

ROOF W/F
W/F

W/F W/F
W/F
W/F
W/F
W/F
W/F
G11AL26278

W/F W/F
L139365
KEF-1 KITCHEN EXHAUST FAN GREENHECK CUBE-14-7G-QD 89005283 ROOF W/F W/F

W/F W/F
W/F
W/F
W/F
PENNBARRY DX13R
EF-6 EXHAUST FAN PENNBARRY DX13R
EF-5 EXHAUST FAN PENNBARRY DX13R
EF-4
W/F
W/F
W/F
208/230-1P
208/230-1P
208V-1P N/A

WASHABLE
Item F.7
Packet Page 86
NAME:

ADDRESS:

CITY:

PHONE:

CONTACT:

DATE:

UNIT # EQUIPMENT DESCRIPTION MAKE MODEL # SERIAL # UNIT/STAT LOCATION ELECTRICAL QTY BELTS QTY FILTERS/SIZE www.citymechanical.com
Proprietary & Confidential - Property of City Mechanical, Inc. distribution to other than named recipient is prohibited 724 ALFRED NOBEL DRIVE, HERCULES CALIFRONIA 94547
1925 INGALLS STREET, SAN FRANCISCO CALIFORNIA 94124
1130 INDUSTRIAL AVENUE, SUITE 11 PETALUMA CALIFORNIA 94952 PHONE: 510-724-9088
Ross Volker FAX:510-724-8240
5/30/2025
City of Orinda - Community Center
28 Orinda Way
Orinda
925-956-9305

ROOF W/F W/F W/F

W/F W/F W/F W/F
HP-2 HEAT PUMP LENNOX EF17XP1-024-230A01 5823J02832 ROOF 208V-1P N/A MUA-1
FC-2
MAKE UP AIR W/F W/F 199893

FAN COIL W/F W/F W/F
N/A
Item F.7
Packet Page 87

City Mechanical, Inc. shall not be responsible for any delays in performing this work when such delays are due to acts of God, floods, riots, strikes, labor disputes, material shortages and the like.

If City Mechanical, Inc. cancels the agreement and customer requests that City Mechanical, Inc. not provide any further services, then no amount shall be due from customer during the 30-day period.

Customer agrees to pay a finance charge of 1.5% per month on any unpaid balance owing to City Mechanical, Inc., or the maximum amount allowed by law.

In any suit or arbitration between the parties arising out of this contract or work upon the project, the prevailing party shall be entitled to reasonable attorney's fees and costs.

The parties’ agreement shall not be amended except in a writing signed by authorized representatives of each party.

Item F.7
Packet Page 88
State: CA Zip: Date:

Evaporator Coil Inspection Annual Coil Cleaning
Boiler Annual
Remove all burners, clean and inspect
Condition Of Heat Exchanger/Coil Surface
Flush Waterside Heat Exchanger Tubes
Condenser Coil Inspection Annual Coil Cleaning Clean Traps And Strainers of Make-up Air Feeders Drain, Flush And Re-Fill Boiler
Clean And Test Safety And Operating Controls
Water Level
Condensate Return Pump/Station
Automatic Valves (Low/High)
Burner Operation
Flue Stack/Baromatic Dampers
Expansion Tank
Electrical Resistance Heater
Low/High Pressure
Gas Pressure Switch/Flow Switch
Apply for Permit And Forward to Customer (SF ONLY)
Makeup Regulator/Screen/Tank
Inspect and Clean Probes
Low Water Cutouts
Inspect Pilot, Flame Rod, Refactory for Cracks
Inspect and Clean Orifices, Ignition Controls, Pilots, Chambers Gas Manifold Pressure
Combustion/Analyser
Motor Amperage, Compare To Rating (Log Reading)
Chilled Lubricate Motor Bearings
Noise And Vibration
Add Chemicals Wiring At Motor Lead Box
Bleed Rate Connections On Magnetic Starters
Chemical Pump Record Voltage
724 Alfred Nobel Drivek Hercules California 94547
1925 Ingalls Street, San Francisco California 94124
Electrical
Drive Belt Tension And Pulley Alignment
Oil Level
Drain Condensate From Receiver
Operation And Adjustment Of Pressure/Reducing Valve
Atmospheric
94563
City of Orinda - Community Center
28 Orinda Way
Orinda 6/3/2025
Mechanical Seals
Alignment
Purge Air From Pump (if necessary)
Air Handling Systems
Fan Belts
Fans And Fan Drive Alignment
Expansion Valve - Bulb Clamp
Controls
Forced Draft
Calibration Of All Thermostats
Lubricate Pump Bearings
Line Strainers
Pressure Gauges
Packing Glands
Sump Drain And Stand Pipe
Distribution Pans
Spray Nozzles
Water Pumps
Heating/Boilers Service
Condenser Chilled/Hot Hot
Condenser Leaks
Operating Controls
Outside Air Dampers, Damper Motors, And Linkage
Disassemble and Clean Strainers/Eliminator Section
Air Intake Screen
Drain, Flush And Physically Clean Sump
Condenser Shell & Tube Heat Transfer
Condenser Shell & Coil Heat Transfer
Air Cooled
Lubricate Fan Bearings
Condition Of Coils For Scale
Condensing Medium Tower Evaporative
Condition Of Cooling Coils
Filters; Replace As Per Contract Agreement
Outside Air Intake Screens Clean, Intact
Drip Pans And Drains
General operation and condition
Unusual noise and vibration
Maintain cleanliness of equipment room
Report to owner's designated respsonsible party upon entering and leaving premisis for any possible adjustment necessary to system Notify repsonsible party of any services or materials (excluding contract coverages) necessary to maintain the system up to design performance Job Name:

City:

Address:

Install or renew decals
Refrigeration System Chillers Package Built-UP
General
The following checked items will be investigated and acted upon, if indicated.

Perform pump down capacity test
Operation Of Crankcase Heaters
Shaft Seal For Signs Of Leaking
Record suction and discharge pressure
Oil Pressure
Refrigerant Controls
Refrigerant Charge
Operation Of Unloaders
Refrigerant Contamination
Temperature Drop Across Driers And Strainers
Check All Tubing For Vibration And Chafing
Solenoid Valves
Oil Color, Acid Test
Compressor Mounting Springs
Capacity Control Operation
Humidifer Operation
1130 Industrial Avenue, Suite 11, Petaluma California 94952 Proprietary & Confidential - Property of City Mechanical, Inc. distribution to other than named recipient is prohibited Fans And Scrolls
Water Regulating Valves
Operation Of Heat Pump Changeover Valve
Safety Controls
Drives, align and adjust belt or coupling
Low Pressure Cutout
High Pressure Cutout
Central Control Panel
Calibration Of All Humidistats
All Recorders
Damper Operators
Automatic Control Valves
HVAC, Refrigeration, Boilers, Plumbing Contractors C4, C20, C36, C38 Lic. # 622065 www.citymechanical.com
(510) 724-9088 Office • (510) 724-8240 Fax
Lubricate Fan Bearings
Condensate Pumps
Exhaust System
Water Treatment
Water Analysis
Open Loop Closed Loop
Hydronic Condensor
Control Air Compressor
Other Controls
Fan Inlet Vanes
Item F.7
Packet Page 89
HVAC/Refrigeration/Boilers/Plumbing C-4, C-20, C-36, C-38 Lic#622065 724 Alfred Nobel Drive Hercules, California 94547
1925 Ingalls Street, San Francisco California 94124
1130 Industrial Avenue, Suite 11 Petaluma, California 94952 Office (510) 724-9088 Fax (510) 724-8240
January 30, 2026

City of Orinda – Art and Garden Center
101 Wilder Road
Orinda, California 94563
Attention: Mr. Ross Volker
Reference: Periodic Maintenance Agreement Proposal
Dear Mr. Volker,
We are pleased to offer our Periodic Maintenance Agreement for your review and approval.

We enclose copy of the agreement along with equipment list, cost and task schedule and services check off list.

City Mechanical, Inc. specializes in personal service and offers competitive rates.

Please accept our proposal by signing and returning one (1) copy of the agreement along with any required purchase order information.

We appreciate the opportunity to offer our proposal and hope it meets with your favorable consideration.

Sincerely,
CITY MECHANICAL, INC.

Rudy Hernandez
Sales and Service
RH
Enclosures
Item F.7
Packet Page 90
Email: [email protected]
Email: [email protected]
Sales and Service
1130 Industrial Avenue, Suite 11, Petaluma California 94952 Rudy Hernandez
Rudy Hernandez
Phone Number:

Date:

Ross Volker
(925) 956-9305
We propose to furnish a qualified service technician to perform periodic maintenance as checked on the attached sheet for the units listed on the equipment schedule. Commencing within thirty (30) day of receipt of signed agreement, service will be performed four (4) times each year with an annual fee of $5,804.00 to be paid in four (4) equal payments of $1,451.00. Our terms of payment are net 30. $120.00 TRUCK CHARGE PER SERVICE CALL and $0.00 PERIODIC MAINTENANCE WILL APPLY.

January 30, 2026
When authorized by customer, additional labor may be used to replace any component part, modify or upgrade the equipment. On an emergency basis or in sequence with the routine maintenance visit the regular time labor rate will be $240.00 per man hour.

THE ATTACHED TERMS AND CONDITIONS ARE INCLUDED IN THIS AGREEMENT.

City of Orinda - Art and Garden Center
City of Orinda - Art and Garden Center
Equipment Located At:

Invoice Rendered To:
(925) 956-9305

SUBMITTED BY
Orinda, California 94563
101 Wilder Road
Ross Volker Phone Number:

Orinda, California 94563
ACCEPTED BY: Date:

Contact:

HVAC/Refrigeration/Boilers, Plumbing C20, C4, C38, C36 License # 622065 www.citymechanical.com
(510) 724-9088 Office • (510) 724-8240 Fax
HVAC Quarterly Maintenance Agreement
101 Wilder Road
Contact:
724 Alfred Nobel Drive, Hercules California 94547
1925 Ingalls Street, San Francisco California 94124
Proprietary & Confidential - Property of City Mechanical, Inc. distribution to other than named recipient is prohibited Item F.7
Packet Page 91
HVAC
Quarterly
Agreement Monthly Total:

Agreement $0.00
Truck $0.00
Agreement $1,451.00 $1,451.00
Truck incl. $0.00
Agreement $0.00
Truck $0.00
Agreement $0.00
Truck $0.00
Agreement $1,451.00 $1,451.00
Truck incl. $0.00
Agreement $0.00
Truck $0.00
Agreement $0.00
Truck $0.00
Agreement $1,451.00 $1,451.00
Truck incl. $0.00
Agreement $0.00
Truck $0.00
Agreement $0.00
Truck $0.00
Agreement $1,451.00 $1,451.00
Truck incl. $0.00
Agreement $0.00
Truck $0.00
$5,804.00 $5,804.00
JAN
FEB
MAR
APR
MAY
JUN
www.citymechanical.com
HVAC/Refrigeration/Boilers, Plumbing C20, C4, C38, C36 License # 622 AUG
Annual Total:

SEP
OCT
NOV
DEC
JUL
Perodic Maintenance Cost & Task Schedule
$120.00 per service call, $0.00 per PM
(510) 724-9088 Office • (510) 724-8240 Fax
1130 Industrial Avenue, Suite 11, Petaluma California 94952 1925 Ingalls Street, San Francisco California 94124
724 Alfred Nobel Drive, Hercules California 94547
City of Orinda - Art and Garden Center
101 Wilder Road
Orinda, Ca. 94563
Truck Charge:

Proprietary & Confidential - Property of City Mechanical, Inc. distribution to other than named recipient is prohibited Permit to Operate n/a
Will be charged extra as used
n/a
Included
Lubricant:

Filters:

Belts:
1/30/2026
Item F.7
Packet Page 92
NAME:

ADDRESS:

CITY:

PHONE:

CONTACT:

DATE:

UNIT # EQUIPMENT DESCRIPTION MAKE MODEL # SERIAL # UNIT/STAT LOCATION ELECTRICAL QTY BELTS QTY FILTERS/SIZE 1 1
1 1
1 1
1 A37
A37
A37
208/230-1P
208/230-1P
A37 14X25X2
A37
A37
14X25X2
14X25X2
14X25X2
14X25X2
14X25X2
RTU-7 PACKAGE UNIT YORK N1C8654358 ROOF 208/230-1P A37 14X25X2 YORK XN048C00B1A1ACF1F1 N1C8654356
YORK
XN048C00B1A1ACF1F1
XN048C00B1A1ACF1F1
ROOF 208/230-1P
ROOF
ROOF
ROOF
ROOF
208/230-1P
208/230-1P
W/F

PACKAGE UNIT

PACKAGE UNIT
YORK

PACKAGE UNIT
N1C8654357
YORK N1C8654354
N1C8654351
N1C8654355
YORK
724 ALFRED NOBEL DRIVE, HERCULES CALIFRONIA 94547
1925 INGALLS STREET, SAN FRANCISCO CALIFORNIA 94124
1130 INDUSTRIAL AVENUE, SUITE 11 PETALUMA CALIFORNIA 94952 RTU-1 PACKAGE UNIT
RTU-2
RTU-3
PHONE: 510-724-9088
Ross Volker FAX:510-724-8240
1/28/2026
City of Orinda - Art and Garden Center
101 Wilder Road
Orinda
925-956-9305
RTU-6
XN048C00B1A1ACF1F1
XN036C00B1A1ACF1F1
XN048C00B1A1ACF1F1
Proprietary & Confidential - Property of City Mechanical, Inc. distribution to other than named recipient is prohibited XN048C00B1A1ACF1F1
YORK
RTU-4
RTU-5

PACKAGE UNIT
www.citymechanical.com
ROOF 208/230-1P
Item F.7
Packet Page 93

City Mechanical, Inc. shall not be responsible for any delays in performing this work when such delays are due to acts of God, floods, riots, strikes, labor disputes, material shortages and the like.

If City Mechanical, Inc. cancels the agreement and customer requests that City Mechanical, Inc. not provide any further services, then no amount shall be due from customer during the 30-day period.

Customer agrees to pay a finance charge of 1.5% per month on any unpaid balance owing to City Mechanical, Inc., or the maximum amount allowed by law.

In any suit or arbitration between the parties arising out of this contract or work upon the project, the prevailing party shall be entitled to reasonable attorney's fees and costs.

The parties’ agreement shall not be amended except in a writing signed by authorized representatives of each party.

Item F.7
Packet Page 94
State: Ca Zip: Date:

Automatic Control Valves Damper Actuators
Vaccum Systems
Fan Inlet Vanes Variable Frequency Drives
Floor Drains/Sink/Grates
Fixture Inspection
Grease Trap Inspec.

General
Refrigerant Contamination
Shaft Seal For Signs Of Leaking
Operation Of Heat Pump Changeover Valve
Temperature Drop Across Driers And Strainers
Check All Tubing For Vibration And Chafing
Solenoid Valves
Oil Color, Acid Test
Compressor Mounting Springs
Capacity Control Operation
Operation Of Unloaders
Refrigeration Syste Chillers Package Built-UP
Drives, align and adjust belt or coupling
City:

Address:

Air Cooled
Lubricate Fan Bearings
Condenser Coil
Record suction and discharge pressure
Oil Pressure
Refrigerant Controls
Refrigerant Charge
Water Regulating Valves
Condition Of Coils For Scale
Condensing Mediu Tower Evaporative
Safety Controls
Condenser Leaks
Low Pressure Cutout
High Pressure Cutout
Perform pump down capacity test
Operation Of Crankcase Heaters
Condenser Chilled/Hydronic
Operating Controls
Outside Air Dampers, Damper Motors, And Linkage
Eliminator Section
Air Intake Screen
Drain, Flush And Physically Clean Sump
Condenser Shell & Tube Heat Transfer
Condenser Shell & Coil Heat Transfer
Air Handling Systems
Fan/Drive Belts, Tension and Alignment
Fans And Fan Drive Alignment
Expansion Valve - Bulb Clamp
Humidifer Operation
Calibration Of All Thermostats
Filters; Replace As Per Contract Agreement
Outside Air Intake Screens Clean, Intact
Fan Coil Units
Drip Pans And Drains
Alignment
Purge Air From Pump (if necessary)
Lubricate Pump Bearings
Line Strainers
Pressure Gauges
Packing Glands
Safety And Operating Controls
Water Level
Heating/Boilers
Condition Of Heat Exchanger/Coil Surface
Flush Waterside Heat Exchanger Tubes
Mechanical Seals
Sump Drain And Stand Pipe
Distribution Pans
Spray Nozzles
Water Pumps
Electrical
Flow Switch
Makeup Regulator/Screen
Inspect and Clean Probes
Low Water Cutouts
Expansion Tank
Inspect Pilot and Flame Rod
Electrical Resistance Heater
Inspect and Clean Orifices
Combustion/Analyser
Gas Manifold Pressure
Atmospheric Forced Draft
Condensate Return Pump/Station
Automatic Valves (Low/High)
Burner Operation
Flue Stack/Baromatic Dampers
Traps And Strainers
Drain, Flush And Re-Fill Boiler
Float Operation Cleanin
Central Control Panel
Plumbing
Drain Snake Straine
Line Locator Camera/Video
Cleaning Pumping
Oil Level Drain Condensate from Receiver
Cleaning Valves
Controls/Air Compressor, Vaccum System
Operation And Adjustment Of Pressure/Reducing Valve
Item F.7
Packet Page 95
HVAC/Refrigeration/Boilers/Plumbing C-4, C-20, C-36, C-38 Lic#622065 724 Alfred Nobel Drive Hercules, California 94547
1925 Ingalls Street, San Francisco California 94124
1130 Industrial Avenue, Suite 11 Petaluma, California 94952 Office (510) 724-9088 Fax (510) 724-8240
January 30, 2026

City of Orinda – Corp Yard
101 Wilder Road
Orinda, California 94563
Attention: Mr. Ross Volker
Reference: Periodic Maintenance Agreement Proposal
Dear Mr. Volker,
We are pleased to offer our Periodic Maintenance Agreement for your review and approval.

We enclose copy of the agreement along with equipment list, cost and task schedule and services check off list.

City Mechanical, Inc. specializes in personal service and offers competitive rates.

Please accept our proposal by signing and returning one (1) copy of the agreement along with any required purchase order information.

We appreciate the opportunity to offer our proposal and hope it meets with your favorable consideration.

Sincerely,
CITY MECHANICAL, INC.

Rudy Hernandez
Sales and Service
RH
Enclosures
Item F.7
Packet Page 96
Email: [email protected]
Email: [email protected]
Sales and Service
1130 Industrial Avenue, Suite 11, Petaluma California 94952 Rudy Hernandez
Rudy Hernandez
Phone Number:

Date:

Ross Volker
(925) 956-9305
We propose to furnish a qualified service technician to perform periodic maintenance as checked on the attached sheet for the units listed on the equipment schedule. Commencing within thirty (30) day of receipt of signed agreement, service will be performed four (4) times each year with an annual fee of $1,028.00 to be paid in four (4) equal payments of $257.00. Our terms of payment are net 30. $120.00 TRUCK CHARGE PER SERVICE CALL and $0.00 PERIODIC MAINTENANCE WILL APPLY.

THE ATTACHED TERMS AND CONDITIONS ARE INCLUDED IN THIS AGREEMENT.

City of Orinda - Corp Yard
City of Orinda - Corp Yard
Equipment Located At:

Invoice Rendered To:
(925) 956-9305

SUBMITTED BY
Orinda, California 94563
101 Wilder Road
Ross Volker Phone Number:

Orinda, California 94563
ACCEPTED BY: Date:

Contact:

HVAC/Refrigeration/Boilers, Plumbing C20, C4, C38, C36 License # 622065 www.citymechanical.com
(510) 724-9088 Office • (510) 724-8240 Fax
HVAC Quarterly Maintenance Agreement
101 Wilder Road
Contact:
724 Alfred Nobel Drive, Hercules California 94547
1925 Ingalls Street, San Francisco California 94124
Proprietary & Confidential - Property of City Mechanical, Inc. distribution to other than named recipient is prohibited Item F.7
Packet Page 97
HVAC
Quarterly
Agreement Monthly Total:

Agreement $0.00
Truck $0.00
Agreement $257.00 $257.00
Truck incl. $0.00
Agreement $0.00
Truck $0.00
Agreement $0.00
Truck $0.00
Agreement $257.00 $257.00
Truck incl. $0.00
Agreement $0.00
Truck $0.00
Agreement $0.00
Truck $0.00
Agreement $257.00 $257.00
Truck incl. $0.00
Agreement $0.00
Truck $0.00
Agreement $0.00
Truck $0.00
Agreement $257.00 $257.00
Truck incl. $0.00
Agreement $0.00
Truck $0.00
$1,028.00 $1,028.00
JAN
FEB
MAR
APR
MAY
JUN
www.citymechanical.com
HVAC/Refrigeration/Boilers, Plumbing C20, C4, C38, C36 License # 622 AUG
Annual Total:

SEP
OCT
NOV
DEC
JUL
Perodic Maintenance Cost & Task Schedule
$120.00 per service call, $0.00 per PM
(510) 724-9088 Office • (510) 724-8240 Fax
1130 Industrial Avenue, Suite 11, Petaluma California 94952 1925 Ingalls Street, San Francisco California 94124
724 Alfred Nobel Drive, Hercules California 94547
City of Orinda - Corp Yard
101 Wilder Road
Orinda, Ca. 94563
Truck Charge:

Proprietary & Confidential - Property of City Mechanical, Inc. distribution to other than named recipient is prohibited Permit to Operate n/a
Will be charged extra as used
n/a
Included
Lubricant:

Filters:

Belts:
1/30/2026
Item F.7
Packet Page 98
NAME:

ADDRESS:

CITY:

PHONE:

CONTACT:

DATE:

UNIT # EQUIPMENT DESCRIPTION MAKE MODEL # SERIAL # UNIT/STAT LOCATION ELECTRICAL QTY BELTS QTY FILTERS/SIZE www.citymechanical.com
W/F 208/230-1P
Proprietary & Confidential - Property of City Mechanical, Inc. distribution to other than named recipient is prohibited

FURNACE
724 ALFRED NOBEL DRIVE, HERCULES CALIFRONIA 94547
1925 INGALLS STREET, SAN FRANCISCO CALIFORNIA 94124
1130 INDUSTRIAL AVENUE, SUITE 11 PETALUMA CALIFORNIA 94952 AC1 AIR CONDITIONER
F1
PHONE: 510-724-9088
Ross Volker FAX:510-724-8240
1/28/2026
City of Orinda - Corp Yard
101 Wilder Road
Orinda
925-956-9305
58STX070-14112 W/F
CARRIER 24ABC630A300 3411E17363
CARRIER W/F 115V

N/A N/A

N/A W/F
Item F.7
Packet Page 99

City Mechanical, Inc. shall not be responsible for any delays in performing this work when such delays are due to acts of God, floods, riots, strikes, labor disputes, material shortages and the like.

If City Mechanical, Inc. cancels the agreement and customer requests that City Mechanical, Inc. not provide any further services, then no amount shall be due from customer during the 30-day period.

Customer agrees to pay a finance charge of 1.5% per month on any unpaid balance owing to City Mechanical, Inc., or the maximum amount allowed by law.

In any suit or arbitration between the parties arising out of this contract or work upon the project, the prevailing party shall be entitled to reasonable attorney's fees and costs.

The parties’ agreement shall not be amended except in a writing signed by authorized representatives of each party.

Item F.7
Packet Page 100
State: Ca Zip: Date:

Automatic Control Valves Damper Actuators
Vaccum Systems
Fan Inlet Vanes Variable Frequency Drives
Floor Drains/Sink/Grates
Fixture Inspection
Grease Trap Inspec.

Hydro Flush Grease Waste Line Sanitary Sewer Line
Back Flow Device Inspection Certification
Sump Pump Inspection
Low/High Pressure Gas Pressure Switch
Gas Line Inspection Water Line Inspection
Domestic Hot Sump
Motor Amperage, Compare To Rating (Log Reading)
Lubricate Motor Bearings
Chilled Noise And Vibration
Wiring At Motor Lead Box
Add Chemicals Connections On Magnetic Starters
Bleed Rate Record Voltage
Chemical Pump Amperage On Electrical Heaters, Compare To Rating Verify All Control Boxes Have Covers Installed
Oil Level Drain Condensate from Receiver
Cleaning Valves
Controls/Air Compressor, Vaccum System
Operation And Adjustment Of Pressure/Reducing Valve
Float Operation Cleanin
Central Control Panel
Plumbing
Drain Snake Straine
Line Locator Camera/Video
Cleaning Pumping
Gas Manifold Pressure
Atmospheric Forced Draft
Condensate Return Pump/Station
Automatic Valves (Low/High)
Burner Operation
Flue Stack/Baromatic Dampers
Traps And Strainers
Drain, Flush And Re-Fill Boiler
Electrical
Flow Switch
Makeup Regulator/Screen
Inspect and Clean Probes
Low Water Cutouts
Expansion Tank
Inspect Pilot and Flame Rod
Electrical Resistance Heater
Inspect and Clean Orifices
Combustion/Analyser
Safety And Operating Controls
Water Level
Heating/Boilers
Condition Of Heat Exchanger/Coil Surface
Flush Waterside Heat Exchanger Tubes
Mechanical Seals
Sump Drain And Stand Pipe
Distribution Pans
Spray Nozzles
Water Pumps
Alignment
Purge Air From Pump (if necessary)
Lubricate Pump Bearings
Line Strainers
Pressure Gauges
Packing Glands
Air Handling Systems
Fan/Drive Belts, Tension and Alignment
Fans And Fan Drive Alignment
Expansion Valve - Bulb Clamp
Humidifer Operation
Calibration Of All Thermostats
Filters; Replace As Per Contract Agreement
Outside Air Intake Screens Clean, Intact
Fan Coil Units
Drip Pans And Drains
Condenser Chilled/Hydronic
Operating Controls
Outside Air Dampers, Damper Motors, And Linkage
Eliminator Section
Air Intake Screen
Drain, Flush And Physically Clean Sump
Condenser Shell & Tube Heat Transfer
Condenser Shell & Coil Heat Transfer
Condition Of Coils For Scale
Condensing Mediu Tower Evaporative
Safety Controls
Condenser Leaks
Low Pressure Cutout
High Pressure Cutout
Perform pump down capacity test
Operation Of Crankcase Heaters
Notify repsonsible party of any services or materials (excluding contract coverages) necessary to maintain the system up to design performance
Job Name:

Air Cooled
Lubricate Fan Bearings
Condenser Coil
Record suction and discharge pressure
Oil Pressure
Refrigerant Controls
Refrigerant Charge
City:

Address:

Orinda 1/30/2026
Install or renew decals
General operation and condition
Unusual noise and vibration
Maintain cleanliness of equipment room
Report to owner's designated respsonsible party upon entering and leaving premisis for any possible adjustment necessary to system
Water Regulating Valves
Operation Of Unloaders
Refrigeration Syste Chillers Package Built-UP
Drives, align and adjust belt or coupling
Operation Of Heat Pump Changeover Valve
Temperature Drop Across Driers And Strainers
Check All Tubing For Vibration And Chafing
Solenoid Valves
Oil Color, Acid Test
Compressor Mounting Springs
Capacity Control Operation
Water Treatment
Lubricate Fan Bearings
94563
City of Orinda - Corp Yard
101 Wilder Road
The following checked items will be investigated and acted upon, if indicated.

General
Refrigerant Contamination
Shaft Seal For Signs Of Leaking
Water Analysis
Open Loop Closed Loop
Hydronic Condensor
Proprietary & Confidential - Property of City Mechanical, Inc. distribution to other than named recipient is prohibited Fans And Scrolls
Condition Of Cooling Coils
Exhaust System
Condensate Pumps
(510) 724-9088 Office • (510) 724-8240 Fax
1130 Industrial Avenue, Suite 11, Petaluma California 94952 1925 Ingalls Street, San Francisco California 94124
724 Alfred Nobel Drive, Hercules California 94547
www.citymechanical.com
HVAC, Refrigeration, Boilers, Plumbing Contractors C4, C20, C36, C38 Lic. # 622065 Item F.7
Packet Page 101
HVAC/Refrigeration/Boilers/Plumbing C-4, C-20, C-36, C-38 Lic#622065 724 Alfred Nobel Drive Hercules, California 94547
1925 Ingalls Street, San Francisco California 94124
1130 Industrial Avenue, Suite 11 Petaluma, California 94952 Office (510) 724-9088 Fax (510) 724-8240
January 30, 2026

City of Orinda – Ranch House
101 Wilder Road
Orinda, California 94563
Attention: Mr. Ross Volker
Reference: Periodic Maintenance Agreement Proposal
Dear Mr. Volker,
We are pleased to offer our Periodic Maintenance Agreement for your review and approval.

We enclose copy of the agreement along with equipment list, cost and task schedule and services check off list.

City Mechanical, Inc. specializes in personal service and offers competitive rates.

Please accept our proposal by signing and returning one (1) copy of the agreement along with any required purchase order information.

We appreciate the opportunity to offer our proposal and hope it meets with your favorable consideration.

Sincerely,
CITY MECHANICAL, INC.

Rudy Hernandez
Sales and Service
RH
Enclosures
Item F.7
Packet Page 102
Email: [email protected]
Email: [email protected]
Sales and Service
HVAC/Refrigeration/Boilers, Plumbing C20, C4, C38, C36 License # 622065 www.citymechanical.com
(510) 724-9088 Office • (510) 724-8240 Fax
HVAC Quarterly Maintenance Agreement
101 Wilder Road
Contact:
724 Alfred Nobel Drive, Hercules California 94547
1925 Ingalls Street, San Francisco California 94124
Proprietary & Confidential - Property of City Mechanical, Inc. distribution to other than named recipient is prohibited

SUBMITTED BY
Orinda, California 94563
101 Wilder Road
Ross Volker Phone Number:

Orinda, California 94563
ACCEPTED BY: Date:

Contact:

THE ATTACHED TERMS AND CONDITIONS ARE INCLUDED IN THIS AGREEMENT.

City of Orinda - Ranch House
City of Orinda - Ranch House
Equipment Located At:

Invoice Rendered To:
(925) 956-9305
1130 Industrial Avenue, Suite 11, Petaluma California 94952 Rudy Hernandez
Rudy Hernandez
Phone Number:

Date:

Ross Volker
(925) 956-9305
We propose to furnish a qualified service technician to perform periodic maintenance as checked on the attached sheet for the units listed on the equipment schedule. Commencing within thirty (30) day of receipt of signed agreement, service will be performed four (4) times each year with an annual fee of $1,028.00 to be paid in four (4) equal payments of $257.00. Our terms of payment are net 30. $120.00 TRUCK CHARGE PER SERVICE CALL and $0.00 PERIODIC MAINTENANCE WILL APPLY.

Item F.7
Packet Page 103
HVAC
Quarterly
Agreement Monthly Total:

Agreement $0.00
Truck $0.00
Agreement $257.00 $257.00
Truck incl. $0.00
Agreement $0.00
Truck $0.00
Agreement $0.00
Truck $0.00
Agreement $257.00 $257.00
Truck incl. $0.00
Agreement $0.00
Truck $0.00
Agreement $0.00
Truck $0.00
Agreement $257.00 $257.00
Truck incl. $0.00
Agreement $0.00
Truck $0.00
Agreement $0.00
Truck $0.00
Agreement $257.00 $257.00
Truck incl. $0.00
Agreement $0.00
Truck $0.00
$1,028.00 $1,028.00
Proprietary & Confidential - Property of City Mechanical, Inc. distribution to other than named recipient is prohibited Permit to Operate n/a
Will be charged extra as used
n/a
Included
Lubricant:

Filters:

Belts:
$120.00 per service call, $0.00 per PM
(510) 724-9088 Office • (510) 724-8240 Fax
1130 Industrial Avenue, Suite 11, Petaluma California 94952 1925 Ingalls Street, San Francisco California 94124
724 Alfred Nobel Drive, Hercules California 94547
City of Orinda - Ranch House
101 Wilder Road
Orinda, Ca. 94563
Truck Charge:
www.citymechanical.com
HVAC/Refrigeration/Boilers, Plumbing C20, C4, C38, C36 License # 622 AUG
Annual Total:

SEP
OCT
NOV
DEC
JUL
Perodic Maintenance Cost & Task Schedule
JAN
FEB
MAR
APR
MAY
JUN
1/30/2026
Item F.7
Packet Page 104
NAME:

ADDRESS:

CITY:

PHONE:

CONTACT:

DATE:

UNIT # EQUIPMENT DESCRIPTION MAKE MODEL # SERIAL # UNIT/STAT LOCATION ELECTRICAL QTY BELTS QTY FILTERS/SIZE

N/A N/A
N/A
N/A
W/F
N/A
LENNOX ML17XC1-047-230A02 1924A30187
W/F
CK40-HT-48C-01

W/F N/A

EVAPORATOR COIL W/F N/A
W/F
LENNOX 1524F29154
724 ALFRED NOBEL DRIVE, HERCULES CALIFRONIA 94547
1925 INGALLS STREET, SAN FRANCISCO CALIFORNIA 94124
1130 INDUSTRIAL AVENUE, SUITE 11 PETALUMA CALIFORNIA 94952 AC1 AIR CONDITIONER
F1
EVAP1
PHONE: 510-724-9088
Ross Volker FAX:510-724-8240
1/28/2026
City of Orinda - Ranch House
101 Wilder Road
Orinda
925-956-9305
W/F
Proprietary & Confidential - Property of City Mechanical, Inc. distribution to other than named recipient is prohibited

FURNACE
www.citymechanical.com
W/F 208/230-1P
Item F.7
Packet Page 105

City Mechanical, Inc. shall not be responsible for any delays in performing this work when such delays are due to acts of God, floods, riots, strikes, labor disputes, material shortages and the like.

If City Mechanical, Inc. cancels the agreement and customer requests that City Mechanical, Inc. not provide any further services, then no amount shall be due from customer during the 30-day period.

Customer agrees to pay a finance charge of 1.5% per month on any unpaid balance owing to City Mechanical, Inc., or the maximum amount allowed by law.

In any suit or arbitration between the parties arising out of this contract or work upon the project, the prevailing party shall be entitled to reasonable attorney's fees and costs.

The parties’ agreement shall not be amended except in a writing signed by authorized representatives of each party.

Item F.7
Packet Page 106
State: Ca Zip: Date:

Automatic Control Valves Damper Actuators
Vaccum Systems
Fan Inlet Vanes Variable Frequency Drives
Floor Drains/Sink/Grates
Fixture Inspection
Grease Trap Inspec.

General
Refrigerant Contamination
Shaft Seal For Signs Of Leaking
Operation Of Heat Pump Changeover Valve
Temperature Drop Across Driers And Strainers
Check All Tubing For Vibration And Chafing
Solenoid Valves
Oil Color, Acid Test
Compressor Mounting Springs
Capacity Control Operation
Water Regulating Valves
Operation Of Unloaders
Refrigeration Syste Chillers Package Built-UP
Drives, align and adjust belt or coupling
City:

Address:

Air Cooled
Lubricate Fan Bearings
Condenser Coil
Record suction and discharge pressure
Oil Pressure
Refrigerant Controls
Refrigerant Charge
Condition Of Coils For Scale
Condensing Mediu Tower Evaporative
Safety Controls
Condenser Leaks
Low Pressure Cutout
High Pressure Cutout
Perform pump down capacity test
Operation Of Crankcase Heaters
Condenser Chilled/Hydronic
Operating Controls
Outside Air Dampers, Damper Motors, And Linkage
Eliminator Section
Air Intake Screen
Drain, Flush And Physically Clean Sump
Condenser Shell & Tube Heat Transfer
Condenser Shell & Coil Heat Transfer
Air Handling Systems
Fan/Drive Belts, Tension and Alignment
Fans And Fan Drive Alignment
Expansion Valve - Bulb Clamp
Humidifer Operation
Calibration Of All Thermostats
Filters; Replace As Per Contract Agreement
Outside Air Intake Screens Clean, Intact
Fan Coil Units
Drip Pans And Drains
Alignment
Purge Air From Pump (if necessary)
Lubricate Pump Bearings
Line Strainers
Pressure Gauges
Packing Glands
Safety And Operating Controls
Water Level
Heating/Boilers
Condition Of Heat Exchanger/Coil Surface
Flush Waterside Heat Exchanger Tubes
Mechanical Seals
Sump Drain And Stand Pipe
Distribution Pans
Spray Nozzles
Water Pumps
Electrical
Flow Switch
Makeup Regulator/Screen
Inspect and Clean Probes
Low Water Cutouts
Expansion Tank
Inspect Pilot and Flame Rod
Electrical Resistance Heater
Inspect and Clean Orifices
Combustion/Analyser
Gas Manifold Pressure
Atmospheric Forced Draft
Condensate Return Pump/Station
Automatic Valves (Low/High)
Burner Operation
Flue Stack/Baromatic Dampers
Traps And Strainers
Drain, Flush And Re-Fill Boiler
Float Operation Cleanin
Central Control Panel
Plumbing
Drain Snake Straine
Line Locator Camera/Video
Cleaning Pumping
Oil Level Drain Condensate from Receiver
Cleaning Valves
Controls/Air Compressor, Vaccum System
Operation And Adjustment Of Pressure/Reducing Valve
Item F.7
Packet Page 107
HVAC/Refrigeration/Boilers/Plumbing C-4, C-20, C-36, C-38 Lic#622065 724 Alfred Nobel Drive Hercules, California 94547
1925 Ingalls Street, San Francisco California 94124
1130 Industrial Avenue, Suite #11, Petaluma, California 94952 Office (510) 724-9088 Fax (510) 724-8240
Rate Sheet
July 1, 2025 through June 30, 2026
HVAC, Plumbing and Controls On-Site Services Rates:

Straight Time Monday – Friday – 6:30am – 2:30pm $240.00 per hour Time and a half Monday – Friday – 2:30pm – 4:30pm
Saturday – 6 :30am – 5:00pm
$360.00 per hour
Double Time Off hours, emergency off hours, Holidays $420.00 per hour *4 hour minimum for all on-site services
Truck Charge for On-Site Services:

HVAC Controls Remote Services Rates:

Straight Time Monday – Friday – 6:30am – 2:30pm $200.00 per hour Time and a half Monday – Friday – 2:30pm – 4:30pm
Saturday – 6 :30am – 5:00pm
$300.00 per hour
Double Time Off hours, emergency off hours, Holidays $350.00 per hour *1 hour minimum for all remote services
Truck charge covers:

1. Vehicle wear and tear sustained to provide our services across the greater bay area.

2. Fees incurred for traveling throughout the greater bay area to provide our services.

3. Fees incurred to provide a service truck stocked with tools and common universal parts to provide services and help reduce the need for return visits.

Service Rate Notes:

1. All on site services are subject to “port-to-port” travel time.

2. All rates are subject to change at any time.

3. Parking charges will be added when incurred.

4. If any work is found to be prevailing wage, additional charges may apply.

5. Equipment charges (such as portable ac, drain snake, hydro jetting, flue analyzer, camera services, etc.) will be added to the above labor rates per job.

6. All materials used will be added to the above labor rates per job. $120.00 per initial on site visit Additional $15.00 per hour over 8 hours.

Item F.7
Packet Page 108
City Mechanical On-Call Contract
Preventive Maintenance Unit prices, based on Quarterly site visits. for Calendar Year 2026
Location/Building Annual Cost
Community Center 6,812 $
City hall incl. police 4,052 $
Library $ 5,428
Corp yard 1,028 $
Ranch house 1,028 $
AGC 5,804 $
Total 24,152 $
Item F.7
Packet Page 109
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CITY OF ORINDA

SERVICES CONTRACT
City Mechanical, Inc. (“Provider”) and the City of Orinda (“City”), a municipal corporation, agree as follows. City and Provider are sometimes individually referred to herein as “Party” and collectively as “Parties.”

1. Purpose of Contract.
a. City requires certain special services for the purpose of On-Call HVAC Maintenance at six city buildings.
b. Provider is qualified to provide these services and is willing to provide them according to all of the terms of this agreement, including all insurance requirements set forth herein.

2. Duties of Provider.
a. Provider agrees to perform services described in Exhibit A, which is attached to this agreement and incorporated by this reference. Provider agrees to perform these services diligently in accordance with the standards of its profession and to City’s satisfaction.

Provider promises and agrees to furnish to City all labor, materials, tools, equipment, services, and incidental and customary work necessary to fully and adequately perform the services described in this agreement.
b. The parties may, from time to time, agree in writing that Provider, for additional compensation, shall perform additional services. c. Provider shall assign only competent personnel to perform services pursuant to this agreement. Provider shall notify City in writing of any changes in Provider’s staff assigned. City may, in its sole discretion, determine that a person assigned to perform services is not performing in accordance with the standards required herein. If the City makes such a determination, Provider shall replace such person immediately.

3. Time of Performance.
a. This agreement shall not be effective and no payments shall be made to Provider until:
(i) City has received satisfactory evidence that Provider has met all of the insurance requirements, and
(ii) All required signatures have been obtained.
b. The effective date of this agreement shall be the date on which the last signature is affixed or on receipt of satisfactory evidence of insurance, whichever is later.

Item F.7
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c. The services of Provider shall begin no sooner than the effective date and shall continue until all work is approved by City. All work shall be completed on an annual fiscal year basis (year ending June 30) and the term of this agreement will extend until June 30, 2028. The City Manager has the option to extend this agreement for an additional two years, until June 30, 2030.

4. Compensation.
a. City agrees to pay Provider at the unit prices and rates described in Exhibit A, not to exceed a maximum contract price of $175,000 over the three-year term for all services performed under this agreement. Exhibit A is a Cost/Fee Proposal & Rate Sheet, based on a unit price schedule per building (for routine quarterly services), as summarized in Exhibit A-1, and time and materials (at hourly rates as listed) for call outs or requests for other related repairs. On a calendar year basis, the unit prices and contract labor rates would be negotiated by the Parties to account for union bargaining agreements or other increases if justified by inflation/CPI changes.
b. Provider shall bill City monthly for work done in the preceding month.

The billings shall contain, as a minimum, inspections performed and locations, total hours worked on call outs or repair requests by position, hourly rates, total amount due for the period and a contract payment status summary showing total billed to date compared to total authorized contract amount. In addition, Provider shall describe work that was completed during the monthly billing period both in qualitative terms (e.g., listing maintenance activities) and in quantitative terms (e.g., scope of work completion percentage). City, at its sole discretion, shall evaluate the billing and determine whether the amount billed is commensurate with the state of completion of the work. If City determines that the amount billed exceeds the status of completion of either an individual task or the entire maintenance period, then City may reduce the amount of the progress payment accordingly.
c. The parties shall agree in writing to any changes in compensation due to changes in Provider’s services prior to performance of those changed services. d. To the extent that Provider’s insurance documentation is not in compliance with the requirements of this agreement and the City Attorney is required to intervene to explain and obtain the proper documentation from Provider’s insurer, the cost of the City Attorney’s services will be deducted from the contract price to which Provider would otherwise be entitled under the terms of this agreement.

5. Provider Status.

Provider is an independent contractor and is solely responsible for its acts and omissions. Provider is not City’s agent, employee or representative for any purpose. Provider has no power to incur any debt, obligation, or liability on behalf of City. Provider shall direct and control its personnel and shall pay all wages, salaries, and other amounts due such personnel in connection with this agreement and as required by law. Provider is responsible for all reports and obligations respecting such personnel. Provider shall pay of all taxes, fees, contributions or Item F.7
Packet Page 111
- 3 -
charges applicable to the conduct of Provider’s business and shall provide City with proof of compliance upon request.

6. Conflict of Interest.

Provider understands that its professional responsibility is solely to City. Provider warrants that it presently has no interest, and will not acquire any direct or indirect interest, that would conflict with its performance of this agreement. Provider shall not employ a person having such an interest in the performance of this agreement.

Provider and its agents or employees working under this agreement shall submit statements of economic interest under the Political Reform Act (Government Code section 81000 et seq.) if requested to do so by City.

7. Work Product, Intellectual Property and Records.

All documents furnished to Provider by City and all reports or work product (including electronically stored documents) prepared by Provider under this agreement are City’s property and shall be given to City at the completion of Provider’s services without restriction or limitation on use or dissemination by City. Provider grants City a royalty-free, exclusive and irrevocable license to reproduce, publish and use all original computer programs, writing, sound recordings, pictorial reproductions, diagrams, charts, computations, drawings and other works of similar nature produced in the course of the performance of this agreement. Provider shall not publish any such material without the prior written consent of City.

Provider represents and warrants that it has the legal right to utilize all intellectual property it will utilize in the performance of this agreement. Provider further represents that it shall ensure City has the legal right to utilize all intellectual property involved in and/or resulting from Provider’s performance of this agreement.

In the performance of this agreement, Provider may be given access to confidential City information. Provider shall hold any such information in confidence.

Provider shall maintain and make available to City accurate books and accounting records relating to its work under this agreement. Provider will permit City to audit, examine and make excerpts and transcripts from such books and records, and to make audits of all invoices, materials, payrolls, records or personnel and other data related to all other matters covered by this agreement, whether funded in whole or in part under this agreement. Provider shall maintain such data and records in an accessible location and condition for a period of not less than three years after final payment under this agreement or until after final audit has been resolved, whichever is later.

8. Assignment; Subcontracts.

Provider’s services are considered unique and personal. Provider shall not assign or transfer its interest or obligation under this agreement without City’s prior written consent.

Item F.7
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Provider shall not subcontract its duties under this agreement without City’s prior written consent. Any attempt to do so shall be null and void, and any assignees, subcontractors or transferees shall acquire no right or interest by reason of such attempted assignment, subcontracting or transfer.

9. Licenses and Compliance with Laws.

Provider represents and warrants to City that it has all licenses, permits, qualifications, insurance, and approvals legally required for Provider to practice its profession and/or provide services under this agreement. Provider shall, at its sole cost and expense, keep in effect such licenses, permits, qualifications, insurance, and approvals at all times during the term of this agreement. Provider shall keep itself fully informed of and in compliance with all applicable laws affecting its performance under this agreement.

10. Insurance Types and Limits.

Provider shall procure and maintain for the duration of this agreement insurance against claims for injuries to persons or damages to property that may arise from or in connection with its performance under this agreement. Coverage shall be at least as broad as:
a. Commercial General Liability (CGL): Insurance Services Office Form CG 00 01 covering CGL on an “occurrence” basis for bodily injury and property damage, including products-completed operations, personal injury and advertising injury, with a limit of no less than $2,000,000 per occurrence. If a general aggregate limit applies, either the general aggregate limit shall apply separately to this project/location or the general aggregate limit shall be twice the required occurrence limit.
b. Automobile Liability: Insurance Services Office Form Number CA 0001 covering, Code 1 (any auto), or if Provider has no owned autos, Code 8 (hired) and 9 (nonowned), with a limit of no less than $1,000,000 per accident for bodily injury and property damage.
c. Workers’ Compensation insurance as required by the State of California, with Statutory Limits, and Employer’s Liability Insurance with a limit of no less than $1,000,000 per accident for bodily injury or disease. Workers’ Compensation insurance will not be required if Provider furnishes to City a written verification that it has no employees. d. Professional Liability (Errors and Omissions) Insurance appropriate to the Provider’s profession, with a limit of no less than $1,000,000 per occurrence or claim.

If Provider maintains higher limits than the minimums shown above, City requires and shall be entitled to coverage for the higher limits maintained by the contractor.

11. Additional Insurance Requirements.

The insurance policies are to contain, or be endorsed to contain, the following provisions:

Item F.7
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a. Additional Insured Status: City, its officers, officials, employees, and volunteers are to be covered as insureds on the Auto Liability policy and on the Commercial General Liability policy.
b. Primary Coverage: For any claims related to this agreement, Provider’s insurance coverage shall be primary insurance as respects City, its officers, officials, employees, and volunteers. Any insurance or self-insurance maintained by City, its officers, officials, employees, or volunteers shall be excess of the Provider’s insurance and shall not contribute with it.
c. Notice of Cancellation. Provider shall not cancel, assign, or change any policy of insurance required by this agreement or engage in any act or omission that will cause its insurer to cancel any insurance policy required by this agreement except after providing 30 days prior written notice to the City. If an insurance policy required by this agreement is unilaterally cancelled or changed by the insurer, the Provider shall immediately provide written notice to the City and obtain substitute insurance meeting the requirements of this agreement.

Nothing in this subsection relieves Provider of its obligation to at all times maintain all insurance required by this agreement.
d. Waiver of Subrogation: Provider hereby grants to City a waiver of any right to subrogation which any insurer of Provider may acquire against City by virtue of the payment of any loss under such insurance. Provider agrees to obtain any endorsement that may be necessary to effect this waiver of subrogation, but this provision applies regardless of whether or not City has received a waiver of subrogation endorsement from the insurer. e. Deductibles and Self-Insured Retentions: Any deductibles or self-insured retentions must be declared to and approved by City. City may require Provider to provide proof of ability to pay losses and related investigations, claim administration, and defense expenses within the retention.
f. Acceptability of Insurers: Insurance is to be placed with insurers with a current A.M. Best’s rating of no less than A:VII, unless otherwise acceptable to City. g. Claims Made Policies: If any of the required policies provide coverage on a claims-made basis:
(i) The retroactive date must be shown and must be before the effective date of this agreement or the beginning of work, whichever is earlier.
(ii) Insurance must be maintained and evidence of insurance must be provided for at least five (5) years after completion of the of work. (iii) If coverage is canceled or non-renewed, and not replaced with another claims-made policy form with a retroactive date prior to the effective date/beginning of work. Provider must purchase “extended reporting” coverage for a minimum of five (5) years after completion of work.

Item F.7
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h. Subcontractors: Provider shall require and verify that all subcontractors maintain insurance meeting all the requirements stated herein. i. Special Risks or Circumstances: City reserves the right to modify these requirements, including limits, based on the nature of the risk, prior experience, insurer, coverage, or other special circumstances.

12. Verification of Insurance.

Provider shall furnish City with original certificates and amendatory endorsements or copies of the applicable policy language effecting coverage required herein.

Such evidence of insurance shall be attached hereto as Exhibit B and considered an integral part of this agreement, which shall not become effective until satisfactory evidence of insurance has been received by City. All evidence of insurance must be received and approved by City before work commences. However, failure to obtain the required documents prior to the work beginning shall not waive Provider obligation to provide them. City reserves the right to require complete, certified copies of all required insurance policies, including endorsements required by these specifications, at any time.

13. Indemnification.

To the fullest extent allowed by law, Provider shall defend, indemnify and hold harmless City and its officers, employees, agents and volunteers from and against any and all liability, claims, suits, losses, injuries, damage, demands, expenses and costs (including, without limitation, attorney fees and expert fees) arising out of, pertaining to or relating to the negligence, recklessness, or willful misconduct of Provider in the performance of this agreement.

Provider shall not be obligated to indemnify City against liability arising from the sole negligence or willful misconduct by City. The provisions of this section survive termination of this agreement.

14. Equal Employment Opportunity.

15. Notices.

Any notice to be given under this agreement shall be in writing and addressed to the parties as follows:

City
City Manager
City of Orinda
22 Orinda Way
Orinda, CA 94563
Provider
City Mechanical, Inc.
744 Alfred Nobel Dr.

Hercules, CA 94547
Rudy Hernandez, Service Mgr.

Item F.7
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16. Litigation.

If either party brings an action to enforce this agreement, the prevailing party is entitled to reasonable attorney fees and costs (including, but not limited to, expert witness fees and discovery costs).

17. Waivers.

Waiver of a breach or default under this agreement shall not constitute a continuing waiver or a waiver of a subsequent breach of the same or any other provision of this agreement.

18. Modification.

No waiver, modification or termination of this agreement is valid unless made in writing.

19. Severability.

If any provision of this agreement is held invalid by a court of competent jurisdiction, the remainder of this agreement shall remain in effect to the greatest extent permitted by law.

20. Termination.
a. Termination Without Cause: At any time and without cause, either party may terminate this agreement by giving 10 days written notice. In the event of such termination without cause, City shall pay Provider for services rendered to date and Provider shall deliver to City any work product, whether complete or incomplete.
b. Termination For Cause: In the event of Provider’s substantial failure to meet its obligations under this agreement, City may elect to give Provider 10 days written notice and an opportunity to cure. If Provider has not cured the defects in its performance within 10 days, City may terminate the agreement for cause. City shall then pay Provider for services satisfactorily rendered to date and Provider shall deliver to City any work product, whether complete or incomplete.
c. Suspension: City may, at any time, temporarily suspend Provider’s performance, in whole or in part, by giving a written notice of suspension to Provider. If City gives such notice, Provider shall immediately suspend its activities under this agreement as specified.

21. Entire Agreement.

Item F.7
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This agreement, together with its attachments, sets forth the entire understanding between the Parties and supersedes any oral or written understanding they may have had prior to the execution of this agreement. No other contract, statement, or promise relating to the subject matter of this agreement shall be valid or binding.

22. Governing Law and Venue.

The formation, interpretation, and performance of this agreement shall be governed by the laws of the State of California. Venue for all litigation relative to the formation, interpretation and performance of this agreement shall be in Contra Costa County.

23. Authority to Enter Agreement.

Provider has all requisite power and authority to conduct its business and to execute, deliver, and perform the agreement. Each Party warrants that the individuals who have signed this agreement have the legal power, right, and authority to make this agreement and bind each respective Party.

24. Successors and Assigns.

This agreement shall be binding on the successors and assigns of the Parties.

25. Headings and Construction.

Headings appearing herein are descriptive only and for convenience in reference to this agreement. References to Provider include its agents, servants, and employees.

References to City include its officers, employees, agents, and volunteers.

City of Orinda
__________________________________
City Manager Date
Attest
___________________________________
City Clerk
Approved as to form
___________________________________
City Attorney
City Mechanical, Inc.
__________________________________
Date
__________________________________
Printed Title
__________________________________
Printed Name
Attachments:

Item F.7
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Exhibit A – Cost/Fee Proposal & Rate Sheet
Exhibit A-1 – Summary of Preventive Maintenance Service Costs by Building Exhibit B – Evidence of Insurance: Certificates, Endorsements and Policy Language Item F.7
Packet Page 118

CITY COUNCIL STAFF REPORT
Department: Planning
Meeting Date: March 17, 2026
SUBJECT:

Amendment to the Contract with Lisa Wise Consulting, Inc.

EXECUTIVE SUMMARY:

The City Council will consider approving an amendment to the contract with Lisa Wise Consulting, Inc. resulting from feedback from the City Council and City staff regarding the calculation of in-lieu fees, partial build alternatives, and modification of inclusionary requirements. The amendment includes an increase to the term and to compensation.

RECOMMENDATION:

Approve the amendment to the Contract with Lisa Wise Consulting, Inc.

BACKGROUND:

On February 19, 2025, the City of Orinda entered into a contract with Lisa Wise Consulting, Inc in order to provide professional services to the Planning Department that include meeting attendance. The purpose of the contract is to provide assistance with the development of an Inclusionary Housing Ordinance and completion of an Economic Feasibility Study.

On December 2, 2025, City Council provided direction to refer the discussion associated with the modification of the Inclusionary Rates from 15% to 10%, partial build alternatives and calculations to the Affordable Housing Subcommittee.

DISCUSSION:

As a result of requests stemming from the December City Council meeting, Lisa Wise Consulting provided Staff with the cost associated for this additional work ($14,370). The current contract cannot absorb this cost, so an amendment to the contract is required.

To account for the additional work, the new contract amount would need to be $111,203.

The additional scope includes the recalculation of findings and recommendations from square footage to unit count for ease of implementation, analysis of the impacts in modifying the inclusionary requirements from 15% to 10% including single family Item F.8
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residential, partial build alternatives and calculations and attendance at three public meetings.

FISCAL IMPACT:

The total cost of the contract will be $111,203. No additional appropriation is necessary at this time as sufficient funding already exists in the General Plan Fund (Fund 612) for this purpose.

STRATEGIC PLAN INITIATIVE:

None.

ATTACHMENTS:

A. Original Agreement
B. Amendment No. 1 to the Agreement
Prepared by: Christine Thomson, Principal Planner
Respectfully Submitted by,
Lashun Cross, Director of Planning
Approved By:

Linda Smith, City Manager
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1 CITY OF ORINDA

SERVICES CONTRACT
Lisa Wise Consulting, Inc. (“Provider”) and the City of Orinda (“City”), a municipal corporation, agree as follows. City and Provider are sometimes individually referred to herein as “Party” and collectively as “Parties.”

1. Purpose of Contract.
a. City requires certain special services for the purpose of completion of an Economic Feasibility study and Inclusionary Housing Ordinance/Program. b. Provider is qualified to provide these services and is willing to provide them according to all of the terms of this agreement, including all insurance requirements set forth herein.

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2 c. The agreement will terminate one year after the effective date unless earlier terminated as provided herein. Consultant shall complete the Services satisfactorily within the term of this Agreement, and shall meet any other established schedules and deadlines. The Parties may, by mutual, written consent, extend the term of this Agreement if necessary to complete the Services.
d. The services of Provider shall begin no sooner than the effective date and shall continue until all work is approved by City. If a Schedule of Performance is provided in Exhibit A, Provider must deliver the services according to that schedule. e. Time is of the essence for the performance of the services. Provider must have sufficient time, resources, and qualified staff to deliver the services on time, according to any Schedule of Performance specified in Exhibit A.

4. Compensation.
a. City agrees to pay Provider at the rates described in Exhibit A, based on actual costs, not to exceed a maximum contract price of $ 88,030 for satisfactory performance of the services under this agreement.
b. Provider shall bill City on a monthly basis for work done in the preceding month. Provider’s project manager shall review and sign the invoice. Provider shall submit to City a monthly itemized statement which indicates total budget available per task, previously billed amounts, amount remaining and percentage of task complete for each billing period. In addition, Provider shall describe work that was completed during the monthly billing period both in qualitative terms (e.g., listing project activities) and in quantitative terms (e.g., scope of work completion percentage). City, at its sole discretion, shall evaluate the billing and determine whether or not the amount billed is commensurate with the state of completion of the work. If City determines that the amount billed exceeds the status of completion of either an individual task or the entire project, then City may reduce the amount of the progress payment accordingly. c. The parties shall agree in writing to any changes in compensation due to changes in Provider’s services prior to performance of those changed services. d. To the extent that Provider’s insurance documentation is not in compliance with the requirements of this agreement and the City Attorney is required to intervene to explain and obtain the proper documentation from Provider’s insurer, the cost of the City Attorney’s services will be deducted from the contract price to which Provider would otherwise be entitled under the terms of this agreement.

5. Provider Status.
a. Provider is an independent contractor and is solely responsible for its acts and omissions. Provider is not City’s agent, employee, partner, joint venture, or representative for any purpose. Provider has no power to incur any debt, obligation, or liability on behalf of City. Provider is solely responsible for the means and methods of performing the services under this agreement and for the persons hired to work under this agreement. Provider shall direct and control its personnel and shall pay all wages, salaries, and other amounts due such personnel in Docusign Envelope ID: 73BE59CE-C853-4AB4-A78C-E8664D5879A1 Item F.8
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3 connection with this agreement and as required by law. Provider is responsible for all reports and obligations respecting such personnel. Provider shall pay of all taxes, fees, contributions or charges applicable to the conduct of Provider’s business, and shall provide City with proof of compliance upon request. Provider is not entitled to health benefits, worker’s compensation, or other benefits from the City.
b. Provider is solely responsible for the payment of employment taxes incurred under this agreement and any similar federal or state taxes. Provider and any of its employees, agents, and subcontractors shall not have any claim under this agreement or otherwise against City for seniority, vacation time, vacation pay, sick leave, personal time off, overtime, health insurance, medical care, hospital care, insurance benefits, social security, disability, unemployment, workers compensation or employee benefits of any kind. Provider shall be solely liable for and obligated to pay directly all applicable taxes, fees, contributions, or charges applicable to Provider’s business including, but not limited to, federal and state income taxes. City shall have no obligation whatsoever to pay or withhold any taxes or benefits on behalf of Provider. Should any court, arbitrator, or administrative authority, including but not limited to the Internal Revenue Service or the State Employment Development Division, determine that Provider, or any of its employees, agents, or subcontractors, is an employee for any purpose, then Provider agrees to a reduction in amounts payable under this agreement, or to promptly remit to City any payments due by the City as a result of such determination, so that the City’s total expenses under this agreement are not greater than they would have been had the determination not been made.

6. Conflict of Interest.

7. Work Product, Intellectual Property and Records.
a. Ownership. All documents furnished to Provider by City and all reports or work product (including electronically stored documents) prepared by Provider under this agreement are City’s property and shall be given to City at the completion of Provider’s services without restriction or limitation on use or dissemination by City. Provider grants City a royaltyfree, exclusive and irrevocable license to reproduce, publish and use all original computer programs, writing, sound recordings, pictorial reproductions, diagrams, charts, computations, drawings, and other works of similar nature produced in the course of the performance of this agreement. Provider shall not publish any such material without the prior written consent of City.

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4 b. Right to Use. Provider represents and warrants that it has the legal right to utilize all intellectual property it will utilize in the performance of this agreement. Provider further represents that it shall ensure City has the legal right to utilize all intellectual property involved in and/or resulting from Provider’s performance of this agreement. c. Confidential Information. In the performance of this agreement, Provider may be given access to confidential information owned or controlled by the City, which may contain proprietary or confidential details the disclosure of which to third parties may be damaging to City. Provider shall hold in confidence all City information provided by City to Provider and use it only to perform this agreement. Provider shall exercise the same standard of care to protect City information as a reasonably prudent contractor would use to protect its own proprietary data.
d. Recordkeeping. Provider shall maintain and make available to City accurate books and accounting records relating to its work under this agreement. Provider will permit City to audit, examine, and make excerpts and transcripts from such books and records, and to make audits of all invoices, materials, payrolls, records, or personnel and other data related to all other matters covered by this agreement, whether funded in whole or in part under this agreement. Provider shall maintain such data and records in an accessible location and condition for a period of not less than three years after final payment under this agreement or until after final audit has been resolved, whichever is later.

8. Assignment; Subcontracts.

Provider’s services are considered unique and personal. Provider shall not assign or transfer its interest or obligation under this agreement without City’s prior written consent.

Provider shall not subcontract its duties under this agreement without City’s prior written consent. Any attempt to do so shall be null and void, and any assignees, subcontractors or transferees shall acquire no right or interest by reason of such attempted assignment, subcontracting or transfer. Any changes related to the financial control or business nature of Provider as a legal entity is considered an assignment of this agreement and subject to City approval, which shall not be unreasonably withheld. Control means fifty percent (50%) or more of the voting power of the business entity.

9. Licenses.

10. Insurance Types and Limits.

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5 a. Commercial General Liability (CGL): Insurance Services Office Form CG 00 01 covering CGL on an “occurrence” basis for bodily injury and property damage, including products-completed operations, personal injury and advertising injury, with a limit of no less than $1,000,000 per occurrence. If a general aggregate limit applies, either the general aggregate limit shall apply separately to this project/location or the general aggregate limit shall be twice the required occurrence limit.
b. Automobile Liability: Insurance Services Office Form Number CA 0001 covering Code 1 (any auto), or if Provider has no owned autos, Code 8 (hired) and 9 (nonowned), with a limit of no less than $1,000,000 per accident for bodily injury and property damage.
c. Workers’ Compensation insurance as required by the State of California, with Statutory Limits, and Employer’s Liability Insurance with a limit of no less than $1,000,000 per accident for bodily injury or disease. Workers’ Compensation insurance will not be required if Provider furnishes to City a written verification that it has no employees. d. Professional Liability (Errors and Omissions) Insurance appropriate to the Provider’s profession, with a limit of no less than $1,000,000 per occurrence or claim, $2,000,000 aggregate.

If Provider maintains higher limits or broader coverage than the minimums shown above, City requires and shall be entitled to coverage for the higher limits or broader coverage maintained by the contractor.

11. Additional Insurance Requirements.

The insurance policies are to contain, or be endorsed to contain, the following provisions:
a. Additional Insured Status: City, its officers, officials, employees, and volunteers are to be covered as insureds on the Automobile Liability policy and on the Commercial General Liability policy.
b. Primary Coverage: For any claims related to this agreement, Provider’s insurance coverage shall be primary insurance as respects City, its officers, officials, employees, and volunteers. Any insurance or self-insurance maintained by City, its officers, officials, employees, or volunteers shall be excess of the Provider’s insurance and shall not contribute with it.
c. Notice of Cancellation. Provider shall not cancel, assign, or change any policy of insurance required by this agreement or engage in any act or omission that will cause its insurer to cancel any insurance policy required by this agreement except after providing 30 days prior written notice to the City. If an insurance policy required by this agreement is unilaterally cancelled or changed by the insurer, the Provider shall immediately provide written notice to the City and obtain substitute insurance meeting the requirements of this agreement.

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6 Nothing in this subsection relieves Provider of its obligation to at all times maintain all insurance required by this agreement.
d. Waiver of Subrogation: Provider hereby grants to City a waiver of any right to subrogation which any insurer of Provider may acquire against City by virtue of the payment of any loss under such insurance. Provider agrees to obtain any endorsement that may be necessary to effect this waiver of subrogation, but this provision applies regardless of whether or not City has received a waiver of subrogation endorsement from the insurer. e. Deductibles and Self-Insured Retentions: Any deductibles or self-insured retentions must be declared to and approved by City. City may require Provider to provide proof of ability to pay losses and related investigations, claim administration, and defense expenses within the retention.
f. Acceptability of Insurers: Insurance is to be placed with insurers licensed to do business in the State of California and with a current A.M. Best’s rating of no less than A:VII, unless otherwise acceptable to City.
g. Claims Made Policies: If any of the required policies provide coverage on a claims-made basis:
(i) The retroactive date must be shown and must be before the effective date of this agreement or the beginning of work, whichever is earlier.
(ii) Insurance must be maintained and evidence of insurance must be provided for at least five (5) years after completion of the of work. (iii) If coverage is canceled or non-renewed, and not replaced with another claims-made policy form with a retroactive date prior to the effective date/beginning of work. Provider must purchase “extended reporting” coverage for a minimum of five (5) years after completion of work.
h. Subcontractors: Provider shall require and verify that all subcontractors maintain insurance meeting all the requirements stated herein. i. Special Risks or Circumstances: City reserves the right to modify these requirements, including limits, based on the nature of the risk, prior experience, insurer, coverage, or other special circumstances.

12. Verification of Insurance.

Provider shall furnish City with original certificates and amendatory endorsements or copies of the applicable policy language effecting coverage required herein.

Such evidence of insurance shall be attached hereto as Exhibit B and considered an integral part of this agreement, which shall not become effective until satisfactory evidence of insurance has been received by City. All evidence of insurance must be received and approved by City before Docusign Envelope ID: 73BE59CE-C853-4AB4-A78C-E8664D5879A1 Item F.8
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7 work commences. However, failure to obtain the required documents prior to the work beginning shall not waive Provider obligation to provide them. City reserves the right to require complete, certified copies of all required insurance policies, including endorsements required by these specifications, at any time.

13. Indemnification.

To the fullest extent allowed by law, including but not limited to Civil Code section 2782.8, Provider shall defend, indemnify, and hold harmless City and its officers, employees, agents, and volunteers from and against any and all liability, claims, suits, losses, injuries, damage, demands, expenses, and costs (including, without limitation, attorneys’ fees and expert fees) of every nature, arising out of, pertaining to, or relating to the negligence, recklessness, or willful misconduct of Provider’s in the performance of this agreement. Provider shall not be obligated to indemnify City against liability arising from the sole negligence or willful misconduct by City.

Acceptance by City of insurance certificates and endorsements required under this Agreement does not relieve Provider from liability under this indemnification and hold harmless clause. The obligations of Provider under this Section 13 will not be limited by the provisions of any workers’ compensation act or similar act.

Provider agrees to obtain executed indemnity agreements with provisions identical to those set forth here in this Section 13 from each and every subcontractor, or any other person or entity involved by, for, with, or on behalf of Provider in the performance of this Agreement.

The provisions of this section survive termination of this agreement.

14. Equal Employment Opportunity.

Provider is an equal opportunity employer and agrees to comply with applicable regulations governing equal employment opportunity. In the performance of this agreement, Provider shall not discriminate against any employee, subcontractor, or applicant for employment because of race, color, ethnicity, creed, religion, sex, gender, gender identity, marital status, sexual orientation, national origin, ancestry, age, pregnancy, physical or mental disability, or medical condition, or any other protected classification. Provider shall comply with all anti-discrimination laws, including Government Code Sections 12900 and 11135, and Labor Code Sections 1735, 1777, and 3077.5. Provider agrees to provide records and documentation to the City on request necessary to monitor compliance with this provision.

15. Compliance with Laws.
a. General Laws. Provider shall comply with all local, state, and federal laws and regulations applicable to this agreement. Provider will promptly notify City of changes in the law or other conditions that may affect the services or Provider’s ability to perform.

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8 b. Labor Laws. Provider shall comply with all labor laws applicable to this agreement. If the services include a “public works” component, Provider is required to comply with prevailing wage laws under Labor Code Section 1720 and other labor laws. c. Provider shall keep itself fully informed of and in compliance with all applicable laws affecting its performance under this agreement.

16. Notices.

Any notice to be given under this agreement shall be in writing and addressed to the parties as follows:

City
City Manager
City of Orinda
22 Orinda Way
Orinda, CA 94563
Provider
Lisa Wise Consulting
983 Osos Street
San Luis Obispo, CA
93401

17. Litigation.

If either party brings an action to enforce this agreement, the prevailing party is entitled to reasonable attorneys’ fees and costs (including, but not limited to, expert witness fees and discovery costs).

18. Waivers.

Waiver of a breach or default under this agreement shall not constitute a continuing waiver or a waiver of a subsequent breach of the same or any other provision of this agreement.

19. Modification.

No waiver, modification or termination of this agreement is valid unless made in writing.

20. Severability.

If any provision of this agreement is held invalid by a court of competent jurisdiction, the remainder of this agreement shall remain in effect to the greatest extent permitted by law.

21. Termination.
a. Termination Without Cause:
(i) At any time and without cause, either party may terminate this agreement by giving 10 days written notice. In the event of such termination without cause, City Docusign Envelope ID: 73BE59CE-C853-4AB4-A78C-E8664D5879A1 Item F.8
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9 shall pay Provider for services rendered to date and Provider shall deliver to City any work product, whether complete or incomplete.
(ii) If the City terminates this agreement, the time spent in closing out the services will be compensated up to a maximum of ten percent (10%) of the total funds expended to date in the performance of the services, provided the City so approves in writing. b. Termination For Cause: In the event of Provider’s substantial failure to meet its obligations under this agreement, City may elect to give Provider 10 days written notice and an opportunity to cure. If Provider has not cured the defects in its performance within 10 days, City may terminate the agreement for cause. After termination for cause, City shall pay Provider for services satisfactorily rendered to date, and Provider shall deliver to City any work product, whether complete or incomplete.
c. Suspension: City may, at any time, temporarily suspend Provider’s performance, in whole or in part, by giving a written notice of suspension to Provider. If City gives such notice, Provider shall immediately suspend its activities under this agreement as specified.

22. Entire Agreement.

This agreement, together with its attachments, sets forth the entire understanding between the Parties and supersedes any oral or written understanding they may have had prior to the execution of this agreement. No other contract, statement, or promise relating to the subject matter of this agreement shall be valid or binding. If there is any inconsistency between any term, clause, or provision of the main agreement and any term, clause, or provision of the attachments or exhibits thereto, the terms of the main agreement shall prevail and be controlling.

23. Governing Law and Venue.

The formation, interpretation, and performance of this agreement shall be governed by the laws of the State of California. Venue for all litigation relative to the formation, interpretation, and performance of this agreement shall be in Contra Costa County.

24. Authority to Enter Agreement.

25. Successors and Assigns.

This agreement shall be binding on the successors and assigns of the Parties.

26. Headings and Construction.

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Headings appearing herein are descriptive only and for convenience in reference to this agreement. References to Provider include its agents, servants, and employees.

References to City include its officers, employees, agents, and volunteers.

City of Orinda
City Manager .

Attest
City Clerk
Approved as to form
City Attorney
Attachments:

Date
ulting, LWC
02/04/2025
Henry Pontarelli
Printed Name
Exhibit A - Proposal Documents: Scope of Services, Hourly Rates, Fees and Budget Exhibit B - Evidence of Insurance: Certificates, Endorsements and Policy Language 10 Date
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Osa Wolff
Linda Smith
2/19/2025
Sheri Smith
2/19/2025
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11 Exhibit A
Proposal Documents: Scope of Services, Hourly Rates, Fees and Budget (pages attached)
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Project Understanding
As a part of 6th Cycle Housing Element Update, the
City of Orinda has committed to Housing Opportunity
Goal 3, Action 3.G. This goal directs the City to develop an Inclusionary Housing Ordinance (IHO) that requires
applicants to produce affordable housing through onsite development of below market rate units or alternate means of compliance such as land dedication and inlieu fees.

This Scope of Work describes a work plan for the
preparation and adoption of an IHO that will meet
the statutory mandates of AB 1505 and comply with
the affordability requirements of the Metropolitan
Transportation Commission's Transit-Oriented
Community Policy. The IHO's requirements will be
appropriately calibrated with local market conditions to incentivize the production of affordable housing without constraining market-rate units.

This Scope also includes a phased approach to
the preparation of any required environmental
documentation. The project team will insure that the
IHO and its adoption is in conformance with CEQA
requirements. The scope of services includes a task
that will evaluate the need for production of additional environmental documents given the work previously
conducted for Plan Orinda and the adoption of the
City's 6th Cycle HEU (Task 4.1). This approach has been taken to insure that the project doesn't produce any
duplicative or unnecessary work while at the same time
meeting the City's obligations under CEQA.

The Scope describes the work plan by task and includes
meetings and deliverables. All meetings are assumed to
be conducted virtually, unless otherwise noted.

Scope of Work
Task 1: Project Administration

1.1 Project Kickoff and Schedule Refinement.

LWC will convene and lead a virtual kickoff meeting
with City staff to establish project management and
communication protocols, refine the scope of work
and schedule, review data needs, confirm timing on
milestones, and clarify roles and responsibilities.

LWC will also review existing regulations, policies, and program related to housing in the City.

1.2 Project Coordination. LWC will facilitate up
to 12 regular calls with City staff to ensure ongoing
coordination, assess progress, and adjust the project as needed. Management of the project, communications
with the City, and progress tracking will be included in this task.

Meetings
• Project kickoff meeting and summary
• Detailed project schedule
Deliverables
• Regular (up to 12) calls with agendas and summaries
Task 2: Inclusionary Housing Ordinance

2.1 Economic Feasibility and Market Study. LWC will
develop an Economic Feasibility Study that evaluates
inclusionary housing ordinance options, including
(but not limited to) the percentage of affordable units required on-site, targeted household income levels,
applicability requirements (i.e., project size), and
alternative methods of compliance (including an offsite construction, land dedication, and an analysis of appropriate in-lieu fees).

LWC will develop a static proforma model to evaluate
inclusionary housing ordinance options and ensure
an inclusionary program for the City is appropriately
calibrated with local market conditions to incentivize the production of affordable housing without constraining
market-rate units. Through the static proforma, which
reflects market conditions for a specific point in time, LWC will assess the developer's return on investment
and identify the capacity for projects to support the
addition of required affordable units.

As part of the study, LWC will also conduct a comparative analysis of current inclusionary housing programs
in comparable regional cities that evaluates relevant
program components and local market conditions that

SCOPE OF WORK
LISA WISE CONSULTING, INC. INCLUSIONARY HOUSING ORDINANCE | CITY OF ORINDA | 21 Exhibit A
(extracted from final proposal)
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may shape these components. LWC will also perform an
existing conditions analysis which reviews residential
development costs and residential market demand.

2.2 Nexus Study/Gap Analysis. Because an
inclusionary housing ordinance is a development
regulation and not an exaction, California courts have
affirmed that a nexus study is not required. However,
the legislation that enables inclusionary housing
programs in California (AB 1505) requires that cities
offer an alternative means of compliance beyond onsite unit production. This is the basis of the fee in-lieu provision of inclusionary housing programs. The value
of the inclusionary fee is generally determined by a “gap analysis” that identifies the difference between the costs for household to obtain market-rate housing and the
gap in housing costs associated with below market-rate
units.

In this task, LWC will identify the gap given current
market conditions, which can form the basis of a fee inlieu component of the inclusionary housing program.

2.3 Recommendations for Inclusionary Housing
Ordinance. LWC will prepare a Recommendations
Memo for an inclusionary housing program based on
the results of the Economic Feasibility Study in Task 2.1 and public engagement in Task 3. The recommendations
will address variables which include, but are not limited to, rental vs. for-sale projects, project size, percentage of affordable units required on-site, targeted household income levels, , and alternative means of compliance.

Pursuant to AB 1505 LWC will also identify alternate
means of compliance including a fee in-lieu.

2.4 Preparation of Inclusionary Housing
Ordinance. Following City review and approval of the
Recommendations Memo, LWC will develop a defensible
and easily implemented Inclusionary Housing Ordinance
as text amendments to the City’s Municipal Code (table
format anticipated/recommended). LWC will provide
an Administrative Draft for staff review, followed by a Final Draft (which incorporates staff comments) for
presentation to the Planning Commission and City
Council (see Task 5).

Deliverables
• Economic Feasibility Study, including gap analysis
(Administrative Draft, Final Draft)
• Recommendations Memo (Administrative Draft, Final
Draft)
• Inclusionary Housing Ordinance (Administrative
Draft, Final Draft)
Task 3: Community Engagement and Outreach

3.1 Focus Groups (3). LWC will facilitate three virtual focus groups involving City staff, market-rate housing
developers, and affordable housing developers. The City will be responsible for identifying potential participants.

At the City’s discretion, LWC will also schedule and
host the focus groups online via a video conferencing
platform. Following the completion of all three focus
groups, LWC will prepare a concise memo (one to two
pages) summarizing feedback from the meetings.

3.2 Study Session #1 (Information Session). LWC will
facilitate a study session with the Planning Commission on inclusionary housing ordinances. This study session
will cover the history and legal basis of inclusionary
programs in California, their role in producing affordable housing, and a description of program requirements.

Examples of successful programs in other communities
will be presented.

3.3 Study Session #2 (Recommendations). LWC will
facilitate a study session with the City Council to present the findings and recommendations of the Economic
Feasibility Study (Task 2.1) and offer an opportunity to provide direction on the inclusionary housing ordinance prior to the development of the Recommendations
Memo (Task 2.3).

Meetings
• Planning Commission Study Session
• City Council Study Session
Deliverables
• Focus Group agendas, presentation, and meeting
summaries
• Study Session agendas, presentation, and meeting
summaries
Task 4: CEQA Compliance
FCS will work with the City to determine whether the IHO has effectively been evaluated within the Plan Orinda
EIR, which was certified in February 2023, and could
therefore be found exempt from further environmental
review. However, for the purposes of this proposal, a
set of Optional Tasks has been provided.
22 | CITY OF ORINDA | INCLUSIONARY HOUSING ORDINANCE LISA WISE CONSULTING, INC.

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4.1 CEQA Applicability Analysis. Led by FSC, the project team will meet with City staff and review appropriate
environmental documents related to Plan Orinda and
adoption of the City’s 6th cycle Housing Element. This
review and consultation will establish the need for any additional analysis that would be required under CEQA
for the City to adopt an IHO. If additional environmental documentation is deemed necessary, Optional Tasks A
through D describe the scope of services that would be
necessary to achieve compliance with CEQA.

Deliverables
• CEQA Applicability Analysis memo
Optional Tasks 4.A – 4.D

4.A Prepare CEQA-Compliant Project Description.

Based on information provided in the Orinda Housing
Element FEIR, FCS will prepare a CEQA-compliant Project Description, which will provide a brief description of
the IHO. The approved Project Description will form
the basis for evaluating the IHO. The Draft Project
Description will be submitted to the City for review and approval prior to the development of the Administrative Draft Initial Study/Addendum. FCS shall submit a Project Description within 2 weeks of receipt of final project
information.

4.B Preparation of the Initial Study/Addendum.

Upon approval of the project description, FCS will use the Orinda Housing Element FEIR and the most recent CEQA
Appendix G Environmental Checklist to identify whether
the IHO result in new or more severe effects than were
identified and disclosed in the Orinda Housing Element
FEIR, consistent with CEQA Guidelines 15262. FCS will
submit an Administrative Draft Initial Study/Addendum
within 8 weeks of approval of the Project Description.

4.C Screencheck Draft Initial Study/Addendum.

Upon receipt of one set of consolidated Administrative
Draft Initial Study/Addendum comments in track
changes from the City, FCS shall submit a Screencheck
Draft Initial Study/Addendum. It is anticipated that FCS will provide a Screencheck Draft Initial Study/Addendum to the City within 2 weeks of receipt of City comments on the Administrative Draft Initial Study/Addendum.

4.D Final Initial Study/Addendum. Upon receipt
of one set of consolidated Screencheck Initial Study/
Addendum comments in tracks changes from the City,
FCS shall submit a finalized Initial Study/Addendum. It is assumed that comments on the Screencheck Initial
Study/Addendum will be minimal. FCS will provide the
finalized Initial Study/Addendum within 1 week of receipt of City comments on the Screencheck Draft Initial Study/ Addendum.

4.E Project Management. Duties to ensure that the
Initial Study/Addendum meets the City’s standards
of quality, and that it is delivered on time and within budget.

4.F Coordination Meetings and Public Hearings.

Attendance at two project coordination meetings (via
phone) (Task 1.2), one Planning Commission Hearing
(Task 5.1), and one City Council Hearing (Task 5.2). It is assumed that the two coordination meetings will
require no more than six hours of FCS staff time, and
the Planning Commission and City Council Hearing will
require no more than eight hours of FCS staff time.

Optional Task Deliverables
• Project Description (Administrative Draft, Final Draft) • Initial Study/Addendum (Administrative Draft,
Screencheck Draft, Final Draft)
• Notice of Determination
Task 5: Hearings and Adoption

5.1 Planning Commission Public Hearing. LWC
will prepare materials/presentations for and present
at a Planning Commission public hearing to support
adoption of the recommended Inclusionary Housing
Ordinance.

5.2 Adoption Hearings. LWC will prepare materials/
presentations for and present at a City Council public
hearing to support adoption of the recommended
Inclusionary Housing Ordinance.

Meetings
• Planning Commission Hearing
• City Council Hearing
Deliverables
• Planning Commission presentation and meeting
summary
• City Council Public Hearing presentation and meeting summary
LISA WISE CONSULTING, INC. INCLUSIONARY HOUSING ORDINANCE | CITY OF ORINDA | 23 Docusign Envelope ID: 73BE59CE-C853-4AB4-A78C-E8664D5879A1 Item F.8
Packet Page 134

BUDGET & FEES
Hours Fee Hours Fee Hours Fee Hours Fee Hours Fee Hours Fee Hours Fee TASK 1 Project Administration

1.1 Project Kickoff and Schedule Refinement 2 598 $ 8 2,080 $ 10 2,150 $ 8 1,440 $ 28 6,268 $ - - $ 28 6,268 $

1.2 Project Coordination 2 598 $ 12 3,120 $ 20 4,300 $ 10 1,800 $ 44 9,818 $ - - $ 44 9,818 $ SUBTOTAL - TASK 1 4 1,196 $ 20 5,200 $ 30 6,450 $ 18 3,240 $ 72 16,086 $ - - $ 72 16,086 $ TASK 2 Inclusionary Housing Ordinance

2.1 Economic Feasibility and Market Study - - $ 10 2,600 $ 14 3,010 $ 16 2,880 $ 40 8,490 $ - - $ 40 8,490 $

2.2 Nexus Study/Gap Analysis - - $ 8 2,080 $ 8 1,720 $ 10 1,800 $ 26 5,600 $ - - $ 26 5,600 $

2.3 Recommendations for Inclusionary Housing Ordinance
2 598 $ 12 3,120 $ 14 3,010 $ 16 2,880 $ 44 9,608 $ - - $ 44 9,608 $

2.4 Preparation of Inclusionary Housing Ordinance 2 598 $ 12 3,120 $ 14 3,010 $ 16 2,880 $ 44 9,608 $ - - $ 44 9,608 $ SUBTOTAL - TASK 2 4 1,196 $ 42 10,920 $ 50 10,750 $ 58 10,440 $ 154 33,306 $ - - $ 154 33,306 $ TASK 3 Community Engagement and Outreach

3.1 Focus Groups (3) 2 598 $ 8 2,080 $ 8 1,720 $ 8 1,440 $ 26 5,838 $ - - $ 26 5,838 $ 3.2 Study Session #1 2 598 $ 8 2,080 $ 10 2,150 $ 12 2,160 $ 32 6,988 $ - - $ 32 6,988 $ 3.3 Study Session #2 2 598 $ 8 2,080 $ 10 2,150 $ 12 2,160 $ 32 6,988 $ - - $ 32 6,988 $ SUBTOTAL - TASK 3 6 1,794 $ 24 6,240 $ 28 6,020 $ 32 5,760 $ 90 19,814 $ - - $ 90 19,814 $ TASK 4 CEQA Compliance

4.1 CEQA Applicability Analysis 2 598 $ 4 1,040 $ 2 430 $ - - $ 8 2,068 $ - 3,000 $ 8 5,068 $ SUBTOTAL - TASK 4 2 598 $ 4 1,040 $ 2 430 $ - - $ 8 2,068 $ - 3,000 $ 8 5,068 $ TASK 5 Hearings and Adoption

5.1 Planning Commission Public Hearing 2 598 $ 12 3,120 $ 8 1,720 $ 8 1,440 $ 30 6,878 $ - - $ 30 6,878 $

5.2 Adoption Hearings 2 598 $ 12 3,120 $ 8 1,720 $ 8 1,440 $ 30 6,878 $ - - $ 30 6,878 $ SUBTOTAL - TASK 5 4 1,196 $ 24 6,240 $ 16 3,440 $ 16 2,880 $ 60 13,756 $ - - $ 60 13,756 $ Project Total 20 5,980 $ 114 29,640 $ 126 27,090 $ 124 22,320 $ 384 85,030 $ - 3,000 $ 384 88,030 $ Contingency (10%) 8,803 $
Project Total with Contingency 96,833 $
Optional Tasks

4.A Prepare CEQA-Compliant Project Description - $ 1 260 $ 2 430 $ - $ 3 690 $ 34 4,800 $ 37 5,490 $

4.B Preparation of the Initial Study/Addendum - $ 1 260 $ 2 430 $ - $ 3 690 $ 179 24,340 $ 182 25,030 $

4.C Screencheck Draft Initial Study/Addendum - $ 1 260 $ 2 430 $ - $ 3 690 $ 67 10,280 $ 70 10,970 $

4.D Final Initial Study/Addendum - $ 1 260 $ 2 430 $ - $ 3 690 $ 29 4,725 $ 32 5,415 $

4.E Project Management - $ 1 260 $ 2 430 $ - $ 3 690 $ 20 2,800 $ 23 3,490 $ 4.F Coordination Meetings and Public Hearings - $ 1 260 $ 2 430 $ - $ 3 690 $ 8 1,800 $ 11 2,490 $ SUBTOTAL - OPTIONAL - - $ 6 1,560 $ 12 2,580 $ - - $ 18 4,140 $ 337 48,745 $ 355 52,885 $ City of Orinda - Inclusionary Housing Ordinance
Total $299 $260 $215 $180 TOTAL Principal Director Senior LWC
Lead Associate
FCS
Total
LISA WISE CONSULTING, INC. INCLUSIONARY HOUSING ORDINANCE | CITY OF ORINDA | 27 Docusign Envelope ID: 73BE59CE-C853-4AB4-A78C-E8664D5879A1 Item F.8
Packet Page 135
12 Exhibit B
Evidence of Insurance: Certificates, Endorsements and Policy Language (pages attached)
1576240.1
Docusign Envelope ID: 73BE59CE-C853-4AB4-A78C-E8664D5879A1 Item F.8
Packet Page 136
ANY PROPRIETOR/PARTNER/EXECUTIVE OFFICER/MEMBER EXCLUDED?

INSR ADDL SUBR

LTR INSD WVD
PRODUCER CONTACT NAME: PHONE FAX
(A/C, No, Ext): (A/C, No): E-MAIL ADDRESS:

INSURER A :

INSURED INSURER B :

INSURER C :

INSURER D :

INSURER E :

INSURER F :

POLICY NUMBER POLICY EFF POLICY EXP TYPE OF INSURANCE (MM/DD/YYYY) (MM/DD/YYYY) LIMITS

AUTOMOBILE LIABILITY

UMBRELLA LIAB

EXCESS LIAB WORKERS COMPENSATION

AND EMPLOYERS' LIABILITY
DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required)

AUTHORIZED REPRESENTATIVE
EACH OCCURRENCE $ DAMAGE TO RENTED CLAIMS-MADE OCCUR PREMISES (Ea occurrence) $ MED EXP (Any one person) $
PERSONAL & ADV INJURY $ GEN'L AGGREGATE LIMIT APPLIES PER: GENERAL AGGREGATE $ PRO- POLICY JECT LOC PRODUCTS - COMP/OP AGG OTHER: $ COMBINED SINGLE LIMIT
(Ea accident) $ ANY AUTO BODILY INJURY (Per person) $ OWNED SCHEDULED AUTOS ONLY AUTOS BODILY INJURY (Per accident) $ HIRED NON-OWNED PROPERTY DAMAGE AUTOS ONLY AUTOS ONLY (Per accident) $
$ OCCUR EACH OCCURRENCE CLAIMS-MADE AGGREGATE $
DED RETENTION $ PER OTH- STATUTE ER
E.L. EACH ACCIDENT E.L. DISEASE - EA EMPLOYEE $
If yes, describe under DESCRIPTION OF OPERATIONS below E.L. DISEASE - POLICY LIMIT INSURER(S) AFFORDING COVERAGE NAIC #

COMMERCIAL GENERAL LIABILITY
Y / N
N / A
(Mandatory in NH)

SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE

THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS.

THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS

CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.

THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS

CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER.

IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed.

If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s).

COVERAGES CERTIFICATE NUMBER: REVISION NUMBER:

CERTIFICATE OF LIABILITY INSURANCE DATE (MM/DD/YYYY)
$
$
$
$
$
The ACORD name and logo are registered marks of ACORD
2/3/2025
License # 0305584
(805) 543-6887 341 (805) 543-3064
11000
Lisa Wise Consulting, Inc.
983 Osos Street
San Luis Obispo, CA 93401
24082
34630
29459
A 2,000,000
X X 51SBABA5314 4/1/2024 4/1/2025 1,000,000
10,000
2,000,000
4,000,000
4,000,000
B 1,000,000
X X BAS56524792 4/1/2024 4/1/2025
C
X LIWC524575 4/1/2024 4/1/2025 1,000,000
1,000,000
1,000,000
D Professional Liab. 51PG028245723 4/1/2024 Per Claim & Agg. 2,000,000 D Professional Liab. 51PG028245723 4/1/2024 4/1/2025 Deductible 5,000 Re: Orinda Inclusionary Housing Ordinance.

See forms attached as triggered by written contract:

GL: AI/PNC/WOS- SS0008 0405;
AL: AI/WOS - AC8543 0821;
WC: WOS - WC990410C 0119.

City of Orinda Planning Department
22 Orinda Way
Orinda, CA 94563
LISAWIS-01 PATRA05
Morris & Garritano Insurance Agency, Inc.

PO Drawer 1189
San Luis Obispo, CA 93406
Megan Chew
[email protected]
Sentinel Insurance Company
Ohio Security Insurance Company
Oak River Insurance Company
Twin City Fire Insurance Company
X
4/1/2025
X
X
X
X
ACORDe ~ I
I
I □
~
~
Fl □ □
~
~ ~
~ ~
~ ~
~
~
□
Docusign Envelope ID: 73BE59CE-C853-4AB4-A78C-E8664D5879A1 Item F.8
Packet Page 137

BUSINESS LIABILITY COVERAGE FORM

2. Applicable To Medical Expenses Coverage
We will not pay expenses for "bodily injury":
a. Any Insured
To any insured, except "volunteer workers".
b. Hired Person
To a person hired to do work for or on behalf
of any insured or a tenant of any insured.
c. Injury On Normally Occupied Premises
To a person injured on that part of
premises you own or rent that the person
normally occupies.
d. Workers' Compensation And Similar
Laws
To a person, whether or not an
"employee" of any insured, if benefits for
the "bodily injury" are payable or must be
provided under a workers' compensation
or disability benefits law or a similar law.
e. Athletics Activities
To a person injured while practicing,
instructing or participating in any physical
exercises or games, sports or athletic
contests.
f. Products-Completed Operations Hazard
Included with the "products-completed
operations hazard".
g. Business Liability Exclusions
Excluded under Business Liability Coverage.

C. WHO IS AN INSURED

1. If you are designated in the Declarations as:
a. An individual, you and your spouse are
insureds, but only with respect to the
conduct of a business of which you are the
sole owner.
b. A partnership or joint venture, you are an
insured. Your members, your partners, and
their spouses are also insureds, but only with
respect to the conduct of your business.
c. A limited liability company, you are an
insured. Your members are also insureds,
but only with respect to the conduct of your
business. Your managers are insureds, but
only with respect to their duties as your
managers.
d. An organization other than a partnership,
joint venture or limited liability company, you
are an insured. Your "executive officers" and
directors are insureds, but only with respect
to their duties as your officers or directors.

Your stockholders are also insureds, but only
with respect to their liability as stockholders.

Page 10 of 24 ends

Orinda City CouncilMarch 17, 2026

Orinda City Council
March 17, 2026