Agenda packet, regular meeting — Pleasanton City Council, August 20, 2024 (part 3 of 4)

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$260,000 (or $247,000) to the City while retaining 5% for its administration costs. The City will have an additional $247,000 of HOME funds it can allocate to other HOME-eligible projects or programs.

Prepared by: Submitted by: Approved by:

Steve Hernandez, Housing
Division Program Manager
Ellen Clark, Director of Community
Development

Gerry Beaudin, City
Manager

Attachments:

1. Resolution Promenade Assignment Assumption Ground Lease - with Exhibits

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RESOLUTI
ON NO.

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PLEASANTON

APPROVING AN ASSIGNMENT AND ASSUMPTION OF GROUND LEASE, CONSENT

TO TRANSFER OF PROJECT, AND GRANT OF OPTION TO EXTEND GROUND

LEASE TERM FOR PROMENADE APARTMENTS
WHEREAS, the City is the owner of a fee interest in a certain real property located at 5300 Case Avenue in Pleasanton, Alameda County, California which has been subdivided into two condominium parcels (collectively, the “Property”), as more particularly described and attached hereto as Exhibit A; and
WHEREAS, City and A.F. Evans Company, Inc. (“AF Evans”) entered into a Disposition and Development Agreement dated December 12, 1992 (“DDA”) pertaining to development of the Property. Evans assigned its interests under the DDA to Case Avenue Associates (Case) and Promenade Housing Associates (Promenade). Concurrently with such assignment, pursuant to a Ground Lease dated as of April 1, 1996, City, as lessor leased the Property to Case and Promenade collectively as lessee. Case and Promenade are limited partnership entities controlled by affiliates of AF Evans. A memorandum of the Ground Lease was recorded in the official records of Alameda County on April 10, 1996 as Instrument No. 96-088636, and subsequently amended; and
WHEREAS, pursuant to the Ground Lease, the Property was developed with a 68-unit affordable multifamily rental residential project (the Affordable Project), and a 78-unit market- rate multifamily rental residential project (the Market Rate Project), collectively referred to as the “Project”. During the initial term of the Ground Lease, Case is the owner of the Affordable Project, and Promenade is the owner of the Market Rate Project; and WHEREAS, on January 27, 2011, the City consented to the substitution of Bayside Communities, LLC (“Bayside”) for A.F. Evans Company, Inc. as the General Partner of Case Avenue Associates and the General Partner of Promenade Housing Associates; and WHEREAS, Bayside Communities notified the City that they are currently under contract with OAHS Promenades LP (“OAHS Promenades”) to purchase the Project; and WHEREAS, OAHS Promenades has requested that the City enter into an Assignment and Assumption of Ground Lease, Consent to Transfer the Project, and Grant of Option to Extend Ground Lease Term, which is the framework for the City to 1) consent to the assignment and assumption of the Ground Lease from Case and Promenade to OAHS Promenades, 2) consent to the conveyance of the Project from Case and Promenade to OAHS Promenades, 3) grant an option to extend the term of the Ground Lease to April 1, 2095 (making the term a total of 99 years) contingent upon OAHS Promenades’ receipt of an allocation of low-income housing tax credits to finance the rehabilitation of the Project and convert it to a100% tax credit-restricted project.

NOW, THEREFORE THE CITY COUNCIL OF THE CITY OF PLEASANTON, CALIFORNIA, DOES RESOLVE, DECLARE, DETERMINE AND ORDER THE FOLLOWING:

SECTION 1. The approval of the Assignment and Assumption of Ground Lease, Consent to Transfer of Project, and Grant of Option to Extend Ground Lease Term Agreement is exempt from environmental review under the Calif ornia Environmental Quality Act (CEQA) per ATTACHMENT 1

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CEQA Guidelines §15061(b)(3) (common sense exemption). Where it can be seen with certainty that there is no possibility that the activity in question may have a significant effect on the environment, the activity is not subject to CEQA.

SECTION 2. Approves the Assignment and Assumption of Ground Lease, Consent to Transfer of Project, and Grant of Option to Extend Ground Lease Term Agreement (the “Agreement”), contingent upon the payment in full of all loan obligations owed to the City by Promenade and Case which shall occur concurrently with the close of escrow for conveyance of the Project and the leasehold interest in the Property to OAHS Promenades. (A true and correct copy of the Agreement is attached hereto and incorporated herein as Exhibit B.)

SECTION 3. Authorizes the City Manager and City Attorney to make minor modifications to the Agreement, including any extensions or minor amendments that are necessary in the future; and authorizes the City Manager or designee to execute such additional documents and to take all steps necessary to implement the transactions described in this Resolution.

SECTION 4. The Resolution shall become effective immediately upon its passage and adoption.

PASSED, APPROVED AND ADOPTED by the City Council of the City of Pleasanton at a regular meeting held on August 20, 2024.

I, Jocelyn Kwong, City Clerk of the City of Pleasanton, California, certify that the foregoing resolution was adopted by the City Council at a regular meeting held on 20 th day of August 2024,
by the following vote:

Ayes:

Noes:

Absent:

Abstain:

_____________________________
Jocelyn Kwong, City Clerk

APPROVED AS TO FORM:

___________________________
Daniel G. Sodergren, City Attorney

Exhibit A – Legal Description of Property
Exhibit B – Assignment and Assumption of Ground Lease, Consent to Transfer of Project, and Grant of Option to Extend Ground Lease

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EXHIBIT A

LEGAL DESCRIPTION

THE LAND REFERRED TO HEREIN BELOW IS SITUATED IN THE CITY OF PLEASANTON,

IN THE COUNTY OF ALAMEDA, STATE OF CALIFORNIA, AND IS DESCRIBED AS FOLLOWS:

Parcel 1 of Parcel Map 6928, filed April 10, 1996, in Book 223 of Parcel Maps, Page(s) 44-45, Alameda County Records, being a portion of Parcel 1 of Parcel Map 5231, filed in Book 176 of Parcel Maps, Page(s) 40-41, Alameda County Records.

Excepting therefrom, all buildings, structures and improvements as referenced in that certain document entitled, “Short Form Ground Lease”, recorded June 9, 1988, Instrument No. 88- 138518, of Official Records.

APN: 947-0003-027-00

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EXHIBIT B

ASSIGNMENT AND ASSUMPTION OF GROUND LEASE, CONSENT TO TRANSFER

OF PROJECT, AND GRANT OF OPTION TO EXTEND GROUND LEASE TERM

THIS ASSIGNMENT AND ASSUMPTION OF GROUND LEASE, CONSENT TO

TRANSFER OF PROPERTY, AND GRANT OF OPTION TO EXTEND GROUND LEASE TERM (this “Agreement”) dated for reference as of ___________, 2024, is executed by and among Case Avenue Associates, a California limited partnership (“Case”) and Promenade Housing Associates, a California limited partnership (“Promenade” and together with Case, collectively, “Assignor”), OAHS Promenades LP, a California limited partnership (“Assignee”), and the City of Pleasanton, a municipal corporation (the “City”). Assignor, Assignee, and City are collectively referred to herein as the “Parties.”

RECITALS
A. City is the owner of the fee interest in that certain real property located in the City of Pleasanton, Alameda County, California on Case Avenue, and more particularly described in Exhibit A attached hereto (the “Property”).

B. City as lessor, and Case and Promenade collectively as lessee, entered into that certain Ground Lease of the Property dated as of April 1, 1996 (the “Ground Lease”). A memorandum of the Ground Lease was recorded in the official records of Alameda County (“Official Records”) on April 10, 1996 as Instrument No. 96-088636, and subsequently amended.

C. Pursuant to the Ground Lease, Promenade developed a portion of the Property as a 78-unit market-rate multifamily rental residential project (the “Market Rate Project”) and Case developed a portion of the Property as a 68-unit affordable multi-family rental residential Project (the “Affordable Project” and together with the Market Rate Project, collectively the “Project”). During the term of the Ground Lease, Promenade is the owner of the Market Rate Project, and Case is the owner of the Affordable Project.

D. For the purpose of partially financin g the development of the Project, City provided the following loans:

(a) A loan in the original principal amount of $738,062 to pay a portion of certain development and building fees (the “Development and Building Fee Loan”).

(b) A loan in the original principal amount of $518,062 to provide gap financing (the “Gap Loan”).

(c) A loan in the original principal amount of $932,983.69 to provide advances to cover certain development fees (the “Development Advance Loan”).

E. Portions of the forgoing loans were funded using HOME Investments Partnership Program funds, and in connection therewith: (i) Promenade executed a promissory note for the benefit of City in the original principal amount of $432,532.00, and executed a Deed of Trust as

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trustor for the benefit of City dated April 1, 1996 and recorded in the Official Records on April 25, 1996 as Instrument No. 96-101810 (the “Promenade HOME Loan”), and (ii) Case executed a promissory note for the benefit of City in the original principal amount of $2,016,576.00 for the benefit of City and executed a Deed of Trust for the benefit of City dated April 1, 1996 and recorded in the Official Records on April 25, 1996 as Instrument No. 96- 101808 (the “Case HOME Loan”).

F. Assignor desires to convey the Project and Assignor’s leasehold interest in the Property to Assignee. In connection with such conveyance, Assignor and Assignee agree that all sums payable under the Development and Building Fee Loan, the Gap Loan, the Development Advance Loan, the Promenade HOME Loan and the Case HOME Loan (all of the following, collectively, the “Loan Obligations”) will be fully paid to City concurrently with the conveyance of the Project and Assignor’s leasehold interest in the Property to Assignee.

AGREEMENT

NOW, THEREFORE, in consideration of th e mutual covenants contained herein and good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged, the Parties agree as follows.

1. Incorporation of Recitals. The Parties acknowledge the truth of the foregoing Recitals, which by this reference are incorporated into this Agreement.

2. Assignment and Assumption of Ground Lease. Assignor agrees to assign to Assignee, and Assignee agrees to assume, all of Assignor’s rights and obligations under the Ground Lease.

The Parties agree to execute and record in the Official Records an Assignment of Lease reflecting such assignment and assumption.

3. Loan Obligations. City’s consent to the assignment and assumption of the Ground Lease, the conveyance of the Project to Assignee, and the grant of the Option described in Section 5 below is expressly conditioned upon the payment in full of all Loan Obligations concurrently with the close of escrow for conveyance of the Project and the leasehold interest in the Property to Assignee. Assignor and City agree that in the aggregate, the current principal balance of the Loan Obligations is as follows:

Obligor Outstanding
Principal
Balance

Interest
Accrued as of
August 31, 2024
Total Payable as of
August 31, 2024
Additional Daily
Interest Payable on
Principal Balance
Commencing
September 1, 2024
Case $766,063.00 $11,433.37 $777,496.37 $______
Promenade $231,999.00 $ 1,832.87 $233,831.87 $______ Total $998,062.00 $13,266.24 $1,1011,328.24 $______

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4. Loan Proceeds. The Assignor and the C ity each hereby acknowledge and agree that prior to the Effective Date, the City has disbursed all sums that City was obligated to provide pursuant to the loans identified in Recitals D and E above.

5. City Consent to Transfer of Project and Ground Lease; Grant of Option to Extend Ground Lease Term. Subject to Section 3, the City consents to the assignment of the Ground Lease and the conveyance of the Project to Assignee. Contingent upon Assignee’s receipt of an allocation of low-income housing tax credits to finance the rehabilitation of the Project, City hereby grants Assignee an option to extend the term of the Ground Lease to April 1, 2095, so that the term of the Ground Lease shall be 99 years from the original commencement date of the Ground Lease (the “Option”). The Option shall be exercisable upon the close of escrow for construction financing and the syndication of the Project. If Assignee exercises this option, the City and Assignee will execute an amendment to the Ground Lease reflecting the new expiration date.

6. Payment of City Costs. Pu rsuant to invoices to be submitted to escrow, at close of escrow for conveyance of the Project and Assignor’s leasehold interest in the Property to Assignee, Assignee shall pay City’s legal fees incurred in connection with the transactions contemplated by this Agreement.

7. Subordination. The Parties agree that any “seller” or “sponsor” loans provided to the Project by Assignor or Assignee, or affiliated entities of Assignee or Assignor, shall be payable only from Assignee’s share of Project surplus cash, or Assignee’s share of net proceeds of refinancing.

8. Assignor Representations.

8.1 Representations by Case. Case represents and warrants to City and Assignee that:
(i) Case is a duly organized, limited partnership validly existing and in good standing under the laws of the State of California; (ii) Case has the power and authority to execute, deliver and perform its obligations under this Agreement; (iii) this Agreement has been executed and delivered by persons who are duly authorized to execute and deliver the same for and on behalf of Case, and all actions required under Case’s organizational documents and applicable governing law for the authorization, execution, delivery and performance of this Agreement have been duly taken; (iv) the execution, delivery and performance of this Agreement do not violate any rule, regulation, statute, law, order, decree, judgment or the like, or any agreement or instrument to which Case is a party, (v) Case is not in breach or default under the Ground Lease, the Loan Documents, or the Accrued Rent Note; (vi) Case has no defenses, setoffs, claims, counterclaims or causes of action of any kind or nature against City relative to the Ground Lease, the Loan Documents, the Accrued Rent Note, or this Agreement; (vii) Case has not received any notice from any governmental agency relating to any alleged violation of law, ordinance, rule or regulation pertaining to the Property or the Project; (viii) Case has not filed, and currently has no intention to file, for any bankruptcy or debtor relief, and Case is not insolvent, (ix) Case has received consent to the transfer of the Ground Lease, the Project, and the assignments and assumptions contemplated by this Agreement from all other parties whose consent is required; and (x) this Agreement constitutes a legal, valid and binding obligation of Case, enforceable in accordance with its terms, subject to laws affecting creditors’ rights and principles of equity.

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8.2 Representations by Promenade. Promenade represents and warrants to City and Assignee that: (i) Promenade is a duly organized, limited partnership validly existing and in good standing under the laws of the State of California; (ii) Promenade has the power and authority to execute, deliver and perform its obligations under this Agreement; (iii) this Agreement has been executed and delivered by persons who are duly authorized to execute and deliver the same for and on behalf of Promenade, and all actions required under Promenade’s organizational documents and applicable governing law for the authorization, execution, delivery and performance of this Agreement have been duly taken; (iv) the execution, delivery and performance of this Agreement do not violate any rule, regulation, statute, law, order, decree, judgment or the like, or any agreement or instrument to which Promenade is a party, (v) Promenade is not in breach or default under the Ground Lease, the Loan Documents or the Accrued Rent Note; (vi) Promenade has no defenses, setoffs, claims, counterclaims or causes of action of any kind or nature against City relative to the Ground Lease, the Loan Documents, the Accrued Rent Note, or this Agreement; (vii) Promenade has not received any notice from any governmental agency relating to any alleged violation of law, ordinance, rule or regulation pertaining to the Property or the Project; (viii) Promenade has not filed, and currently has no intention to file, for any bankruptcy or debtor relief, and Promenade is not insolvent, (ix) Promenade has received consent to the transfer of the Ground Lease, the Project, and the assignments and assumptions contemplated by this Agreement from all other parties whose consent is required; and (x) this Agreement constitutes a legal, valid and binding obligation of Promenade, enforceable in accordance with its terms, subject to laws affecting creditors’ rights and principles of equity.

9. Assignee Representations. Assignee represents and warrants to City and Assignor that:
(i) Assignee is a duly organized, limited partnership, validly existing and in good standing under the laws of the State of California whose managing general partner is Kingdom AP LLC, a California limited liability company validly existing and in good standing under the laws of the State of California and whose sole member is Kingdom Development, Inc. a California nonprofit public benefit corporation; (ii) Assignee has the power and authority to execute, deliver and perform its obligations under this Agreement; (iii) this Agreement has been executed and delivered by persons who are duly authorized to execute and deliver the same for and on behalf of Assignee, and all actions required under Assignee’s organizational documents and applicable governing law for the authorization, execution, delivery and performance of this Agreement have been duly taken; (iv) the execution, delivery and performance of this Agreement do not violate any rule, regulation, statute, law, order, decree, judgment or the like, or any agreement or instrument to which Assignee is a party; (v) Assignee has no defenses, setoffs, claims, counterclaims or causes of action of any kind or nature against City; (vi) Assignee has not received any notice from any governmental agency relating to any alleged violation of law, ordinance, rule or regulation pertaining to the Property or the Project; (vii) Assignee has not filed, and currently has no intention to file, for any bankruptcy or debtor relief, and Assignee is not insolvent; and (viii) this Agreement constitutes a legal, valid and binding obligation of Assignee, enforceable in accordance with its terms, subject to laws affecting creditors’ rights and principles of equity.

10. City Representations. The City acknowledges and agrees that as of the Effective Date, no event has occurred and is continuing that would constitute a default, and no event has occurred

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and is continuing that with notice or the passage of time or both, would be an event of default, under the Ground Lease, the Loan Documents, or the Accrued Rent Note.

11. Miscellaneous.

11.1 Notices. All notices to be sent pursuant to this Agreement shall be made in writing, and sent to the Parties at their respective addresses specified below or to such other address as a Party may designate by written notice delivered to the other Parties in accordance with this Section. All such notices shall be sent by: (i) personal delivery, in which case notice is effective upon delivery; (ii) certified or registered mail, return receipt requested, in which case notice shall be deemed delivered on receipt if delivery is confirmed by a return receipt; or (iii) nationally recognized overnight courier, with charges prepaid or charged to the sender’s account, in which case notice is effective on delivery if delivery is confirmed by the delivery service.

Assignor: Case
c/o Orbach Affordable Housing Solutions
980 Sylvan Avenue
Englewood Cliffs, New Jersey 07632
Attention: Jay Reinhard

Promenade
c/o Orbach Affordable Housing Solutions
980 Sylvan Avenue
Englewood Cliffs, New Jersey 07632
Attention: Jay Reinhard

Assignee: OAHS Promenades LP
c/o Orbach Affordable Housing Solutions
980 Sylvan Avenue
Englewood Cliffs, New Jersey 07632
Attention: Jay Reinhard

City: City of Pleasanton
123 Main Street
Pleasanton, CA 94566-0802
Attention: City Manager

11.2 Entire Agreement; Amendments. This Agreement together with the other documents referenced in this Agreement contains the entire agreement among the Parties with respect to the subject matter hereof, and supersedes all prior written or oral agreements, understandings, representations or statements among the Parties with respect thereto. This Agreement may be amended or modified only by a written instrument executed by the Parties.

11.3 Headings. The section headings and captions used herein are solely for convenience and shall not be used to interpret this Agreement.

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11.4 Attorneys' Fees. If any attorney is en gaged by any Party to enforce or defend any provision of this Agreement, the prevailing Party or Parties are entitled to costs and reasonable attorneys' fees.

11.5 Parties Not Co-Venturers; No Agency Rela tionship. Nothing in this Agreement is intended to or shall establish the Parties as partners, co-venturers, or principal and agent with one another.

11.6 Governing Law; Venue. This Agreement shall be governed by and construed in accordance with the laws of the State of California without regard to principles of conflicts of laws. Any action to enforce or interpret this Agreement shall be filed and heard in the Superior Court of Alameda County, California or in the Federal District Court for the Northern District of California.

11.7 Further Assurances. The Parties each ag ree to take such further actions and to execute such additional instruments as reasonably required to implement the intent of this Agreement.

11.8 Binding on Successors. This Agreement shall bind and inure to the benefit of the Parties and their respective permitted successors and assigns. Any reference in this Agreement to a specifically named Party shall be deemed to apply to any permitted successor and assign of such Party who has acquired an interest in compliance with this Agreement and the applicable requirements of the instruments referenced herein.

11.9 Severability. If any term, provision, or condition of this Agreement is held by a court of competent jurisdiction to be invalid or unenforceable, the remainder of this Agreement shall continue in full force and effect unless an essential purpose of this Agreement is defeated by such invalidity or unenforceability.

11.10 Counterparts. This Agreement may be ex ecuted in multiple counterparts, each of which shall be an original and all of which taken together shall constitute one instrument.

SIGNATURES ON FOLLOWING PAGE.

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IN WITNESS WHEREOF, the parties have executed this Agreement as of the date first written above.

ASSIGNOR:

CASE:

CASE AVENUE ASSOCIATES, A CALIFORNIA LIMITED PARTNERSHIP By: Community Residential Services, Inc., a California nonprofit public benefit corporation Its: Managing General Partner
By: ______________________
Print Name:________________
Title:_____________________

By: Bayside Multi, LLC, a Delaware limited liability company, doing business in California as Bayside Communities Multi, LLC,
Its: Administrative General Partner

By: Bayside Communities, LLC, a Delaware limited liability company, Its: Sole Member
By:__________________
Basil P. Rallis, Authorized Representative

PROMENADE:

PROMENADE HOUSING ASSOCIATES, A CALIFORNIA LIMITED PARTNERSHIP By: Bayside Promenade, LLC, a California limited liability company Its: General Partner
By: Bayside Communities, LLC, a Delaware limited liability company, Its: Sole Member
By:__________________
Basil P. Rallis, Authorized Representative

SIGNATURES CONTINUE ON FOLLOWING PAGE.

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ASSIGNEE:

OAHS PROMENADES, LP, A CALIFORNIA LIMITED PARTNERSHIP
By: Kingdom AP LLC, a California limited liability company Its: Managing General Partner

By: Kingdom Development, Inc. a California nonprofit public benefit corporation Its: Sole member

By:_________________
William Leach, President

By: OAHS West Manager LLC, a Delaware limited liability company Its: Administrative General Partner

By: ________________________
Jay Reinhard, Manager

CITY:

CITY OF PLEASANTON, a municipal corporation

By: _______________________________
Gerry Beaudin, City Manager

Attest: _________________________
Jocelyn Kwong, City Clerk

Approved as to Form:

_______________________________
Daniel G. Sodergren, City Attorney

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A notary public or other office completing this
certificate verifies only the identity of the
individual who signed the document to which
this certificate is attached, and not the
truthfulness, accuracy, or validity of that
document.

STATE OF _______________ )
)
COUNTY OF _____________ )

On ___________________, before me, _____________________________________, Notary Public, personally appeared _____________________________________, who proved to me on the basis of satisfactory evidence to be the person whose name is subscribed to the within instrument and acknowledged to me that he/she executed the same in his/her authorized capacity, and that by his/her signature on the instrument the person, or the entity upon behalf of which the person acted, executed the instrument.

I certify under PENALTY OF PERJURY under the laws of the State of California that the foregoing paragraph is true and correct.

WITNESS my hand and official seal.

Signature, a Notary Public

My commission expires on

(Official Seal)

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STATE OF _______________ )
)
COUNTY OF _____________ )

I certify under PENALTY OF PERJURY under the laws of the State of California that the foregoing paragraph is true and correct.

WITNESS my hand and official seal.

Signature, a Notary Public

My commission expires on

(Official Seal)

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STATE OF _______________ )
)
COUNTY OF _____________ )

I certify under PENALTY OF PERJURY under the laws of the State of California that the foregoing paragraph is true and correct.

WITNESS my hand and official seal.

Signature, a Notary Public

My commission expires on

(Official Seal)

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Exhibit A

LEGAL DESCRIPTION

THE LAND REFERRED TO HEREIN BELOW IS SITUATED IN THE CITY OF PLEASANTON,

IN THE COUNTY OF ALAMEDA, STATE OF CALIFORNIA, AND IS DESCRIBED AS FOLLOWS:

APN: 947-0003-027-00

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Item #13

CITY COUNCIL AGENDA REPORT

August 20, 2024
Community Development

TITLE: APPROVE A REQUEST FROM THE PARKVIEW, AN ASSISTED LIVING COMMUNITY, TO WITHDRAW $891,002 FROM ITS OPERATING RESERVES TO

COVER OPERATING DEFICITS RESULTING FROM UNFORESEEN INCREASED

VACANCY, INCREASED STAFFING AND MAINTENANCE COSTS, AND RISING

INTEREST EXPENSE

SUMMARY
The Parkview is an assisted living community in Pleasanton. The City financially supported the development of The Parkview, including providing a ground lease for the property, and there are 33 below-market rate units included among the facility's 105 total units. Per the ground lease, the City provides oversight of the property and its operation, including withdrawals from its operating fund. Following similar requests in 2022 and 2023 that largely resulted from increased vacancies and costs associated with COVID, The Parkview is again seeking City approval to withdraw from its operating reserves $891,002 to cover operating deficits in 2023 that resulted from continued increased in vacancies, increased staffing and maintenance costs, and rising interest expenses. Efforts are being made by The Parkview to improve their financial and operating conditions and avoid further need to draw down reserves.

RECOMMENDATION
Approve The Parkview's request to withdraw $891,002 from its operating reserves to cover its operating deficits in 2023.

BACKGROUND
The Parkview is an assisted living community that opened in January 2007. The project consists of 105 units of which there are 86 assisted living units and 19 memory care units.

There are 72 market-rate units and 33 below-market rate units that are available at reduced rents for income-eligible individuals. The project is owned by BLP Partnership, Inc. and managed by Eskaton. In September, 2005, the City provided a nearly $4 million loan and entered into a 55-year ground lease agreement to assist in the development of the property.

Rents for the 72 market-rate units range from $6,500 to $15,000; the 33 below-market rate (BMR) units for low-income residents have monthly rents ranging from $1,750 to $3,310. As a California licensed assisted living facility, in accordance with the requirements for Residential Care Facility for the Elderly pursuant to California Health and Safety Code Section 1569 et seq.and its implementing regulations, The Parkview provides its residents with: three meals a day, housekeeping services, linen services, assistance with daily living such as dressing, bathing, and grooming, medication management, 24-hour staffing, an emergency call system, health monitoring, coordinated activities for socialization, and transportation services.

Operating Deficit and Prior Requests for Draw Down of Reserves Per Section 2.3(a)(ii) of the Loan Agreement between the City and BLP Partnership, Inc., dated September 1, 2005, The Parkview's Operating/Management Reserve Deposit, as

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defined in Section 2.3(a)(vii) of the Loan Agreement, could be used to cover the property's operating deficit for "extraordinary operating costs". Furthermore, the definition of Operating/Management Reserve Deposit gives flexibility as it "may be used for an unforeseen economic situation related to the Project and shall not be considered ongoing Gross Revenue".

These unforeseen operating costs and expenses for The Parkview since 2021 are high vacancy rate and continued increased staffing and maintenance costs. New costs in 2023 are associated with additional interest expenses resulting from the increasing interest rate.

Starting in 2020, the COVID-19 pandemic had a significant and ongoing impact on The Parkview, resulting in operating deficits in 2021 and 2022. The Parkview submitted and the City approved requests in 2021 and 2022 to draw down from its operating reserves: a drawdown of $188,144 was approved in May 2022 to offset operating deficits in 2021, and a drawdown of $701,935 in August 2023 to offset the 2022 operating deficits. Reasons cited at that time included: a significantly high and prolonged vacancy rate and challenges re-leasing units due to health concerns from families; increases in labor costs in the healthcare sector more generally and to address COVID-specific requirements; and increased maintenance and other costs.

A further operating deficit occurred in 2023, for which The Parkview is requesting approval to draw down operating reserves by an additional $891,002. This draw down request amount exceeds the City Manager's individual budget authority; therefore, this item is before the City Council for approval.

DISCUSSION
Current Operating Reserve Withdrawal Request
In 2023, the property continued to experience significant vacancy due to several residents passing away and due to ongoing implications from COVID. Filling the vacant units continue to be challenging as many seniors and their families are still resistant to move into this type of facility. In general, The Parkview is finding that seniors are waiting longer to move to assisted living; while those who are moving into The Parkview are older seniors with higher needs. This population generally have a shorter tenancy that is resulting in higher turnover rate at the property. This trend is consistent within the industry for senior assisted living facilities.

During 2023, the average occupancy at the property was 90%, which is an average of 11 vacant market rate units per month. With an average rent of $8,500 per unit, the total rent loss due to vacancy in 2023 was $1,470,000. This shortfall was offset by $1,064,000 in increased revenue from raising the market rents upon turnover and from implementing 5% rent increases in 2023.

The property had an increase in operating expenses of 6% in 2023 due to increased staffing and maintenance costs. Generally, staff costs have tripled compared to pre-COVID levels as qualified personnel must not only meet The Parkview's eligibility criteria but also the California state requirements for employees at an assisted living facility regulated under Title 22. Filling such positions has been challenging in the current tight labor market. There was an increase in salaries for permanent employees as Eskaton increased overall pay rates for new hires and existing staff and implemented different pay rates for weekend and night shifts. These factors have been successful in hiring and retaining needed staff. Eskaton has also made significant efforts to reduce the use of high-cost temporary staff by implementing a revised work schedule for permanent staff. In 2023, there was a 30% reduction in temporary staffing costs, and in

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2024 there has been an additional 20% reduction.

Furthermore, maintenance costs increased, principally related to completion of exterior painting of the facility's buildings. In 2023, the property utilized $152,000 of replacement reserves to cover the painting and other eligible costs. The painting was completed in 2023 and enhances the overall curb appeal and marketability of the community. Maintenance costs also increase due to an increase in unit turnover, as outlined above. The property has seen resident tenure reduced from an average of 2 years pre-COVID to about 1.5 years post- COVID. High unit turnover has been the result of long-tenured residents passing away, moving away with families, or needing higher level of care that needs to be provided at higher skilled nursing facilities. Additionally, filling vacant units at a care facility is a longer process, ranging from three weeks to 1.5 months, as California Title 22 regulates the lengthier approval process for an applicant to move into The Parkview, including approval by the California Department of Social Services, Community Care Licensing Division prior to them moving in.

Finally, the rapidly rising interest rates in 2023 have had a profound impact on The Parkview.

The property incurred $336,000 in interest expense since the property's $15 million of permanent debt has a floating interest rate. This is a 40% increase in interest expense in 2023 alone. In 2024, the property is continuing to see higher levels of debt service payments due to the fluctuating interest rates.

The Parkview Efforts to Maintain Financial Sustainability Both BLP Partners, Inc. and Eskaton continue to coordinate their efforts to ensure that a similar request does not need to be made in future years, and that The Parkview remains on a fiscally solid foundation. Efforts reported by The Parkview toward correcting the prior years' financial issues include:
• Increased focus on marketing and outreach to improve the property's occupancy, including bi-weekly sales events and tours for prospective residents and their families. • Regular evaluation of rents to ensure that they are competitive, and if necessary, offering concessions, such as one month's free rent.
• Implementing 2-5% rent increase on units that are turned over. The property has historically raised the rent 5% to 7% for newly re-leased units, and this may have resulted in The Parkview not being as competitive rent-wise compared to other assisted living properties in the region.

Vacancy is steadily improving in 2024. The Parkview recently has had six new move-ins resulting a 91% occupancy rate as of the end of July. Occupancy rate is projected to be at 95% by the end of December. As the vacant units get re-leased and occupancy stabilizes, The Parkview is projecting unit turnover costs to decrease as well. The interest rate environment is expected to improve in the coming months as the Federal Reserve recently provided positive signals that an interest rate cut is likely before the end of the year.

Based on the first five months of 2024 through May, The Parkview is projecting an annualized $785,697 operating margin for 2024. The projected annualized total operating expenses are already below the 2024 budget level, and as The Parkview continue to see its occupancy rate nearer to 95%, this operating margin will further increase, which leaves The Parkview very optimistic that the property will not have an operating deficit in 2024.

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Operating Reserve Balance
The Parkview operating reserve balance is $2,812,068, as of May 31, 2024. The Parkview uses any existing surplus cash to make annual waterfall payments, in accordance to the order of priority stipulated prioritized in Section 2.3(b)(i) of the Loan Agreement, to its Operating/Management Reserve Deposit. After the $891,002 withdrawal, the operating budget reserve balance will be $1,921,066. The Parkview adheres to the best practice of having an operating reserve balance of 1 month of operating expense, which is approximately $700,000 for operating expenses, debt service, and reserve funding, plus 3 years of annual subsidy withdrawals, which is approximately $180,000, for a total of $1,118,000. This withdrawal request will still leave sufficient reserves available to offset this operating deficit. As already described above, the facility operators have seen considerable improvement in the vacancy rate and are making efforts toward ensuring there will not be the need to make similar withdrawal request in 2025 or future years.

EQUITY AND SUSTAINABILITY
The action directly implements the Housing Element that serves as the City’s strategy for addressing its housing needs for all residents at all income levels. Housing Element Policy 3.3 is to preserve the affordability of restricted units affordable to extremely low-, very low- and low-income households for the longest term feasible, including requiring units to be deed- restricted in perpetuity whenever allowable, to minimize the risk of affordable units being converted to market-rate housing over time.

OUTREACH
No outreach was conducted, as this item is a routine matter of City business.

STRATEGIC PLAN ALIGNMENT
Approval of this action advances the strategic goal of Building a Community Where Everyone Belongs from the approved ONE Pleasanton Strategic Plan. It directly supports Strategy 6 under this goal, to implement the Housing Element, by helping support an assisted living facility that includes affordable units for seniors 62 years and older.

FISCAL IMPACT
There is no fiscal impact to the City. The Parkview will be withdrawing from its own operating reserve budget.

Prepared by: Submitted by: Approved by:

Steve Hernandez, Housing
Division Program Manager
Ellen Clark, Director of Community
Development

Gerry Beaudin, City
Manager

Attachments:

None

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Item #14

CITY COUNCIL AGENDA REPORT

August 20, 2024
Finance

TITLE: ACCEPT THE MONTHLY DISBURSEMENTS AND INVESTMENT REPORT FOR JUNE 2024

SUMMARY
Attached is the City of Pleasanton monthly disbursements and investment report for June 2024

RECOMMENDATION
Accept claim disbursements in the amount of $18,635,606 and the investment report for the month of June 2024.

BACKGROUND
The City's Investment Policy requires the Director of Finance to submit a monthly transaction report to the City Council within 60 days of the end of the reporting period in accordance with California Government Code Section 53607.

The Investment Policy also requires the Director of Finance to submit a quarterly report to the City Council on the status of the City's investment portfolio no later than 45 days after the end of each month. This report shall include the types of investments, the amount of money invested with various institutions, purchase and maturity dates, and yield on investments. The Director of Finance certifies that the investment portfolio complies with the investment policy and will meet cash flow needs for the next six months. This report also includes check and electronic payment information for June 2024.

DISCUSSION
The book value of the City of Pleasanton primary investment portfolio increased by $18.5 million from $239.4 million to $257.9 million during the quarter ending June 30, 2024. This increase was mainly due to revenue from property tax. The fiscal year-to-date effective rate of return on the portfolio was 1.66 percent. The average days to maturity (ADM) decreased from 549 days on March 31, 2024, to 443 days on June 30, 2024.

Local Agency Investment Fund
The City's investment in the Local Agency Investment Fund (LAIF) increased to $69.5 million from $49.0 million last quarter ending March 31, 2024. The quarterly LAIF apportionment interest rate was 4.55 percent with ADM of 217 days. The average monthly effective yield was

4.48 percent in June, 4.33 percent in May, and 4.27 percent in April. During the quarter, the medium-term note with Apple Inc. matured on May 11, 2024, for approximately $2.0 million, including interest. The two holdings of certificates of deposits matured and were reinvested. As of June 30, 2024, approximately 61.4 percent of the total portfolio consisted of federal agency securities, while the LAIF investment was 28.2 percent of the portfolio. Corporate notes accounted for 9.8 percent of the portfolio, supranationals 0.4 percent, and certificates of deposit 0.2 percent.

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• Fair Market Value of total portfolio - $245,666,275
• Fiscal year-to-date effective rate of return - 1.66 percent • Weighted average days to maturity – 443 days
• Fiscal year-to-date net interest earnings - $3,973,282

Asset Composition

As of June 30, 2024, the effective rate of return is 1.66 percent.

The effective fiscal year rate of return on the portfolio was 1.66 percent, an increase of 0.12 percent from 1.54 percent from last quarter and an increase of 0.28 percent from 1.38 percent reported at the same time last year.

As reported previously, the Federal Reserve (the Fed) has been raising interest rates since

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March 2022 but halted rate increases in July 2023. In 2022, the Fed raised rates seven times for a total of 425 basis points, and in 2023 the Fed raised another 100 basis points in total, with federal funds rate in a range of 5.25 percent to 5.50 percent, the highest levels in 25 years, resulting in even higher comparative market rates. Most of the securities in the City’s investment portfolio were purchased before the rate hikes, and the overall investment return is expected to be lower than the market rates in the near term. As securities mature and funds are reinvested, the City will be able to achieve higher investment returns. The Fed has hinted at possible trimming of borrowing costs as early as this September assuming economic data continues to show cooling inflation.

As of June 30, 2024, the entire portfolio, exclusive of money market accounts and LAIF was held in third-party safekeeping for the benefit of the City of Pleasanton at Bank of New York Mellon. Bank of New York Mellon is a contractual agent for the City.

As of June 30, 2024, all investments in the portfolio are authorized by State of California Government Section 53600 et. Seq. and the City's investment policy.

Securities rated below "AA-/AA3"

Please note that the medium term note with 3M Company is rated at A by Moody's and rated at BBB+ by S&P. A rating of A indicates the investment grade is very high and a rating of BBB+ indicates the investment grade is good. When this investment was purchased in 2019, it met the A rating category required by the City's investment policy. This investment is scheduled to mature in February 2025. Staff has been monitoring this investment and will take action, such as selling the security before maturity, if warranted.

Purchases and Maturities
No securities were purchased during the quarter, and one security matured in May, and the two certificates of deposits both matured in April and were renewed. Staff continued to be conservative on investment. Staff will continue to monitor cash inflows and outflows, taking into consideration anticipated construction costs for large capital projects and unexpected events.

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Section 115 Trust Fund
In June 2018, the City Council approved the investment of $28.0 million of various reserves into a Section 115 Trust Fund to help smooth the pension liabilities which are expected to grow in the long run. The investment is made into two separate portfolios, the first for $6.7 million into a Conservative portfolio which is available to pay the annual unfunded liabilities if necessary, and the second for $21.3 million into a long-term Capital Growth portfolio.

In February 2020, the City Council authorized Finance staff to deposit to, and withdraw from, the Conservative portfolio an additional amount up to the total annual required CalPERS payment. In March and June 2020, two additional $5.0 million contributions were deposited into the Conservative portfolio for a total of $16.7 million deposited into the Conservative portfolio.

As presented in the chart below, the Conservative portfolio balance was $19.5 million at the end of June 30, 2024, an increase of $0.2 million from the prior quarter. The Conservative portfolio investment return for the quarter ended June 30, 2024, was 1.18 percent, and the five-year annualized return was 3.42 percent.

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The second portfolio (Capital Growth) addresses the longer-term pension liabilities with an initial investment of $21.3 million. The focus of this portfolio is to earn a higher rate of return over the next 10 years or so before the City needs to draw upon it.

The Capital Growth portfolio balance was $31.6 million at the end of June 30, 2024, an increase of $0.4 million from the prior quarter. The Capital Growth portfolio quarterly investment return was 1.35 percent, and the five-year annualized return was 7.66 percent.

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The two portfolios total $51.1 million, which are held by a third party for the benefit of the City of Pleasanton at US Bank. US Bank is the contractual agent for PARS trust investments that are managed by PFM Asset Management (formerly Highmark Capital Management).

EQUITY AND SUSTAINABILITY
Not applicable, as this item is a routine administrative matter of City business.

OUTREACH
No outreach was conducted, as this item is a routine administrative matter of City business.

STRATEGIC PLAN ALIGNMENT
Not applicable, as this item is a routine administrative matter of City business.

FISCAL IMPACT
There is no fiscal impact associated with this action.

Prepared by: Submitted by: Approved by:

Dawn DeMarcus, Senior
Budget and Finance Analyst
Susan Hsieh, Director of Finance

Gerry Beaudin, City
Manager

Attachments:

1. Disbursements and Investment Report

Page 288 of 454 ends

JUNE 2024 DISBURSEMENTS
CHECK REGISTER*

DATE CHECK NUMBER AMOUNT
6/4/2024 62363-62374 704,440$
6/6/2024 62375-62425, 62426-62455 1,133,440
6/14/2024 62462-62600 4,168,674
6/20/2024 62624-62753 634,365
6/28/2024 62759-62934 2,291,999
8,932,918$

ACH PAYMENTS

DATE CHECK NUMBER AMOUNT
6/6/2024 62456-62461 2,589,041$
6/14/2024 62601-62623 2,316,065
6/20/2024 62754-62758 145,872
6/28/2024 62935-62943 154,153
Payroll & Tax related ACH Payments 860,601
6,065,732$

WIRE TRANSFERS AMOUNT
-$

PAYROLL TRANSFERS

DATE AMOUNT
6/13/2024 1,884,277 $
6/26/2024 1,752,680
3,636,957$
TOTAL DISBURSEMENTS 18,635,606$
* Detailed registers available upon request.

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$245,666,275

1.66%
443
*Based on Market value
Total Market Value
Effective Rate of Return
Portfolio Snapshot
Average Days to Maturity
Portfolio Characteristics
June 30, 2024

0.2%28.2%

9.8%

1.1%

60.3%

0.4%
Sector Allocation
Certificates of Deposit - Bank
LAIF
Medium Term Notes
Federal Agency Issues - Coupon
Federal Agency Issues - Callable
Supranationals
-
20,000,000
40,000,000
60,000,000
80,000,000
100,000,000
120,000,000
140,000,000
0-1 Yrs 1-2 Yrs 2-3 Yrs 3-4 Yrs 4-5 Yrs
36%
52%
12%
Maturity Distribution

28.2%

0.2%

4.2%

66.2%

0.4%

0.8%
Assigned Credit Ratings of Investments
LAIF
FDIC
A
AA
AAA
BBB

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CITY OF PLEASANTON
Portfolio Management
June 30, 2024
City of Pleasanton
Portfolio Summary
% of
Portfolio
Book
ValueInvestments
Market
Value
Par
Value
Days to
Maturity
Term
YTM
360 Equiv.

YTM
365 Equiv.

Certificates of Deposit - Bank 489,245.20 2610.19 4.823185489,245.20489,245.20 4.890 LAIF 69,500,000.00 126.95 4.419169,243,964.9269,500,000.00 4.480 Medium Term Notes 25,504,515.08 1,7989.89 1.48238324,048,949.5024,970,000.00 1.503 Federal Agency Issues - Coupon 2,995,657.09 1,8251.16 1.2629032,762,730.003,000,000.00 1.280 Federal Agency Issues - Callable 158,420,440.80 1,82261.43 0.903638148,193,214.90158,630,000.00 0.916 Supranationals 980,200.00 1,7040.38 0.922605928,170.001,000,000.00 0.935 257,890,058.17 100.00%
Investments
245,666,274.52257,589,245.20 1,326 443 1.920 1.946
Current Year
June 30
421,985.09
Fiscal Year To Date
3,973,281.63 3,973,281.63
Fiscal Year Ending
Average Daily Balance
Effective Rate of Return
260,556,724.84 238,508,682.98

1.66%1.97%
Total Earnings Month Ending
I hereby certify that, to the best of my knowledge, this report includes all investments in the cash management program, is in accordance with the City's current investment policy dated June 20, 2023 and will meet the City's cash flow needs for the next six months. Market value amounts are from Bank of New York Mellon (safekeeping bank) month-end statements. Book value amounts include premiums or discounts and are adjusted at year end on the general ledger. __________________________________________________ ____________________

SUSAN HSIEH, DIRECTOR OF FINANCE
Portfolio PLST
CC
Reporting period 06/01/2024-06/30/2024
Run Date: 07/31/2024 - 10:47 PM (PRF_PM1) 7.3.11
Report Ver. 7.3.11

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YTM
365

Page 1 ends

Par Value Book Value
Maturity
Date
Stated
RateMarket Value
June 30, 2024
Portfolio Details - Investments
Average
BalanceIssuer
Portfolio Management

CITY OF PLEASANTON
Days to
Maturity
YTM
360CUSIP Investment #
Purchase
Date
Certificates of Deposit - Bank

4.890Fremont Bank1093-2 239,245.20 239,245.20 09/21/20244.89004/21/2024 239,245.20 4.823SYS 82

4.890United Business Bank1091-2 250,000.00 250,000.00 04/11/20254.89004/11/2024 250,000.00 4.823SYS 1091 284 489,245.20 4.823489,245.20489,245.20489,245.20Subtotal and Average 4.890 185 LAIF

4.480LOCAL AGENCY INVESTMENT FUND5 69,500,000.00 69,500,000.00 4.48069,243,964.92 4.419SYS5 1 69,500,000.00 4.41969,243,964.9269,500,000.0072,166,666.67Subtotal and Average 4.480 1 Medium Term Notes

2.808PACCAR FINANCIAL CORP6062 1,330,000.00 1,294,196.40 08/15/20242.15003/31/2020 1,324,294.30 2.77069371RQ25 45

1.800Apple Inc.6048 1,040,000.00 1,040,000.00 09/11/20241.80001/07/2020 1,032,543.20 1.775037833DM9 72

2.000Toyota Motor Credit Corp6046 1,600,000.00 1,599,984.00 10/07/20242.00010/24/2019 1,584,432.00 1.97389236TGL3 98

1.965Apple Inc.6049 1,000,000.00 1,037,212.20 01/13/20252.75001/13/2020 986,160.00 1.938037833DF4 196

1.8233M Company6053 2,000,000.00 2,016,869.48 02/14/20252.00002/14/2020 1,956,220.00 1.79888579YBH3 228

1.690EXXON MOBIL CORPORATION6056 3,000,000.00 3,145,587.00 03/06/20252.70903/11/2020 2,946,390.00 1.66730231GAF9 248

1.821Truist Bank6058 2,000,000.00 1,969,486.00 03/10/20251.50003/13/2020 1,942,640.00 1.79689788JAA7 252

1.777EXXON MOBIL CORPORATION6064 2,000,000.00 2,113,800.00 03/19/20252.99204/20/2020 1,966,940.00 1.75330231GBH4 261

1.090Toyota Motor Credit Corp6067 3,000,000.00 2,959,140.00 01/09/20260.80003/09/2021 2,811,570.00 1.07589236THW8 557

0.732Apple Inc.6065 2,000,000.00 1,996,860.00 02/08/20260.70002/08/2021 1,867,660.00 0.722037833EB2 587

0.981Apple Inc.6066 3,000,000.00 3,331,380.00 02/23/20263.25002/23/2021 2,915,820.00 0.967037833BY5 602

1.100JPMorgan Chase Bank NA6068 3,000,000.00 3,000,000.00 06/22/20261.10006/22/2021 2,714,280.00 1.08546632FSCO 721 25,504,515.08 1.48224,048,949.5024,970,000.0025,504,515.08Subtotal and Average 1.503 383 Federal Agency Issues - Coupon

1.280FEDERAL HOME LOAN BANK3576 3,000,000.00 2,995,657.09 12/21/20261.25012/22/2021 2,762,730.00 1.2623130AQF65 903 2,995,657.09 1.2622,762,730.003,000,000.002,995,657.09Subtotal and Average 1.280 903 Federal Agency Issues - Callable

0.707FREDDIE MAC4535 3,000,000.00 2,998,950.00 06/23/20250.70006/23/2020 2,865,270.00 0.6973134GVZ68 357

0.715FEDERAL FARM CREDIT BANK4537 3,000,000.00 2,997,750.00 06/30/20250.70007/06/2020 2,862,810.00 0.7063133ELQ49 364

0.707FEDERAL NATIONAL MORTGAGE ASSN4538 3,250,000.00 3,248,862.50 07/14/20250.70007/14/2020 3,095,820.00 0.6973136G4YH0 378

0.710FEDERAL NATIONAL MORTGAGE ASSN4541 3,000,000.00 3,000,000.00 07/22/20250.71007/22/2020 2,855,070.00 0.7003136G4A45 386

0.620FEDERAL HOME LOAN BANK4544 3,000,000.00 2,997,000.00 08/27/20250.60008/27/2020 2,851,110.00 0.6123130AJZ36 422

0.657FREDDIE MAC4545 3,000,000.00 2,998,950.00 09/09/20250.65009/09/2020 2,849,310.00 0.6483134GWA55 435

0.550FEDERAL FARM CREDIT BANK4548 3,340,000.00 3,336,660.00 09/29/20250.53010/05/2020 3,159,840.40 0.5433133EMBJ0 455

0.550FREDDIE MAC4547 3,000,000.00 3,000,000.00 09/30/20250.55009/30/2020 2,838,540.00 0.5423134GWW93 456

0.566FREDDIE MAC4549 3,000,000.00 2,997,600.00 09/30/20250.55010/07/2020 2,838,540.00 0.5593134GWWT9 456

0.600FREDDIE MAC4550 3,000,000.00 3,000,000.00 10/28/20250.60010/28/2020 2,831,340.00 0.5923134GW3F1 484 Portfolio PLST
CC
Run Date: 07/31/2024 - 10:47 PM (PRF_PM2) 7.3.11
Report Ver. 7.3.11

Page 292 of 454 ends

YTM
365

Page 2 ends

Par Value Book Value
Maturity
Date
Stated
RateMarket Value
June 30, 2024
Portfolio Details - Investments
Average
BalanceIssuer
Portfolio Management

CITY OF PLEASANTON
Days to
Maturity
YTM
360CUSIP Investment #
Purchase
Date
Federal Agency Issues - Callable

0.595FEDERAL HOME LOAN BANK4553 3,000,000.00 2,996,250.00 11/25/20250.57011/25/2020 2,820,360.00 0.5873130AKGD2 512

0.600FEDERAL NATIONAL MORTGAGE ASSN4552 3,000,000.00 3,000,000.00 11/25/20250.60011/25/2020 2,821,530.00 0.5923135GA3W9 512

0.620FREDDIE MAC4554 3,000,000.00 3,000,000.00 12/01/20250.62012/01/2020 2,820,300.00 0.6123134GXDM3 518

0.625FEDERAL HOME LOAN BANK4555 3,000,000.00 3,000,000.00 01/22/20260.62501/22/2021 2,802,630.00 0.6163130AKQ74 570

0.650FEDERAL HOME LOAN BANK4557 3,000,000.00 3,000,000.00 01/28/20260.65001/28/2021 2,798,130.00 0.6413130AKRN8 576

0.550FEDERAL NATIONAL MORTGAGE ASSN4556 3,000,000.00 3,000,000.00 01/28/20260.55001/28/2021 2,806,920.00 0.5423135G06R9 576

0.110FEDERAL HOME LOAN BANK4558 3,000,000.00 3,000,000.00 02/12/20260.60002/12/2021 2,796,420.00 0.1093130AKXQ4 591

0.625FEDERAL HOME LOAN BANK4560 3,000,000.00 3,000,000.00 02/17/20260.62502/17/2021 2,794,290.00 0.6163130AL3S1 596

0.650FEDERAL HOME LOAN BANK4561 3,000,000.00 3,000,000.00 02/24/20260.65002/24/2021 2,793,150.00 0.6413130AL5X8 603

0.616FEDERAL HOME LOAN BANK4562 3,125,000.00 3,122,500.00 02/24/20260.60002/24/2021 2,907,062.50 0.6083130AKXJ0 603

0.750FEDERAL HOME LOAN BANK4563 3,000,000.00 3,000,000.00 02/24/20260.75002/24/2021 2,800,140.00 0.7403130ALCV4 603

0.650FEDERAL HOME LOAN BANK4559 3,000,000.00 3,000,000.00 02/26/20260.65002/26/2021 2,795,580.00 0.6413130AKZ25 605

0.922FEDERAL HOME LOAN BANK4572 3,000,000.00 2,989,560.00 02/26/20260.85003/15/2021 2,805,240.00 0.9093130ALGR9 605

0.947FEDERAL HOME LOAN BANK4574 3,000,000.00 2,985,960.00 02/26/20260.85003/18/2021 2,805,240.00 0.9343130ALGR9 605

0.971FEDERAL HOME LOAN BANK4577 3,000,000.00 2,982,510.00 02/26/20260.85003/22/2021 2,805,240.00 0.9583130ALGR9 605

1.000FEDERAL HOME LOAN BANK4579 3,000,000.00 2,978,517.00 02/26/20260.85003/31/2021 2,805,240.00 0.9863130ALGR9 605

0.800FEDERAL HOME LOAN BANK4565 3,000,000.00 3,000,000.00 03/16/20260.80003/16/2021 2,798,700.00 0.7893130ALDN1 623

0.875FEDERAL HOME LOAN BANK4569 3,000,000.00 3,000,000.00 03/23/20260.87503/23/2021 2,800,290.00 0.8633130ALGC2 630

0.959FEDERAL HOME LOAN BANK4576 3,000,000.00 2,987,700.00 03/23/20260.87503/23/2021 2,800,290.00 0.9463130ALGC2 630

1.050FEDERAL FARM CREDIT BANK4575 3,000,000.00 3,000,000.00 03/25/20261.05003/25/2021 2,813,040.00 1.0363133EMUK6 632

1.000FEDERAL HOME LOAN BANK4571 3,000,000.00 3,000,000.00 03/30/20261.00003/30/2021 2,804,670.00 0.9863130ALMM3 637

0.993FEDERAL HOME LOAN BANK4578 3,000,000.00 2,998,050.00 03/30/20260.98003/30/2021 2,803,650.00 0.9803130ALNT7 637

1.026FEDERAL HOME LOAN BANK4581 3,000,000.00 2,996,250.00 03/30/20261.00004/05/2021 2,804,670.00 1.0123130ALMM3 637

1.051FEDERAL HOME LOAN BANK4580 3,000,000.00 2,995,500.00 04/15/20261.02004/15/2021 2,800,980.00 1.0363130ALUC6 653

1.020FEDERAL HOME LOAN BANK4585 2,795,000.00 2,795,000.00 05/19/20261.02005/20/2021 2,603,263.00 1.0063130AMCL4 687

1.010FEDERAL HOME LOAN BANK4587 3,000,000.00 2,998,500.00 05/26/20261.00005/26/2021 2,785,590.00 0.9963130AMH62 694

0.987FEDERAL HOME LOAN BANK4588 3,000,000.00 2,998,950.00 05/26/20260.98005/26/2021 2,790,000.00 0.9743130AMGW6 694

0.901FEDERAL HOME LOAN BANK4590 2,750,000.00 2,746,562.50 05/26/20260.87506/02/2021 2,552,302.50 0.8883130AMHB1 694

1.000FEDERAL HOME LOAN BANK4591 1,500,000.00 1,500,000.00 05/26/20261.00006/02/2021 1,392,795.00 0.9863130AMH62 694

0.921FEDERAL FARM CREDIT BANK4595 3,000,000.00 2,997,000.00 06/15/20260.90006/24/2021 2,782,290.00 0.9083133EMH21 714

1.030FEDERAL HOME LOAN BANK4592 3,000,000.00 3,000,000.00 06/30/20261.03006/30/2021 2,783,100.00 1.0163130AMSL7 729

1.070FEDERAL HOME LOAN BANK4594 3,000,000.00 3,000,000.00 06/30/20261.07006/30/2021 2,785,350.00 1.0553130AMYA4 729

1.000FEDERAL HOME LOAN BANK4596 1,500,000.00 1,500,000.00 06/30/20261.00006/30/2021 1,390,695.00 0.9863130AN2Q2 729

1.025FEDERAL HOME LOAN BANK4597 3,000,000.00 2,999,250.00 07/14/20261.02007/14/2021 2,777,850.00 1.0113130AMWK4 743

1.033FEDERAL HOME LOAN BANK4598 3,000,000.00 2,983,500.00 09/30/20260.92009/30/2021 2,751,450.00 1.0193130AP2P9 821

1.085FEDERAL HOME LOAN BANK4599 3,000,000.00 2,997,750.00 10/14/20261.07010/14/2021 2,754,990.00 1.0713130APC94 835

1.421FEDERAL HOME LOAN BANK4600 530,000.00 526,947.20 11/24/20261.30012/09/2021 488,368.50 1.4013130APU78 876

1.421FEDERAL HOME LOAN BANK4601 1,840,000.00 1,829,401.60 11/24/20261.30012/09/2021 1,695,468.00 1.4013130APUR4 876 Portfolio PLST
CC
Run Date: 07/31/2024 - 10:47 PM (PRF_PM2) 7.3.11

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YTM
365

Page 3 ends

Par Value Book Value
Maturity
Date
Stated
RateMarket Value
June 30, 2024
Portfolio Details - Investments
Average
BalanceIssuer
Portfolio Management

CITY OF PLEASANTON
Days to
Maturity
YTM
360CUSIP Investment #
Purchase
Date
Federal Agency Issues - Callable

1.459FEDERAL HOME LOAN BANK4602 3,000,000.00 2,988,000.00 12/01/20261.37512/09/2021 2,767,560.00 1.4393130APVC6 883

1.425FEDERAL HOME LOAN BANK4605 3,000,000.00 2,999,250.00 12/29/20261.42001/03/2022 2,763,690.00 1.4063130AQG80 911

1.541FEDERAL HOME LOAN BANK4606 3,000,000.00 2,982,750.00 12/29/20261.42001/10/2022 2,763,690.00 1.5193130AQG80 911

1.370FEDERAL HOME LOAN BANK4603 3,000,000.00 3,000,000.00 12/30/20261.37012/30/2021 2,759,940.00 1.3513130AQEC3 912

1.385FEDERAL HOME LOAN BANK4604 3,000,000.00 2,998,500.00 12/30/20261.37512/30/2021 2,760,300.00 1.3663130AQEF6 912

1.926FEDERAL HOME LOAN BANK4607 3,000,000.00 2,975,010.00 01/28/20271.75002/08/2022 2,789,580.00 1.9003130AQLD3 941

2.112FEDERAL HOME LOAN BANK4608 3,000,000.00 2,995,500.00 02/25/20272.08003/08/2022 2,803,530.00 2.0833130AQW66 969 158,420,440.80 0.903148,193,214.90158,630,000.00158,420,440.80Subtotal and Average 0.916 638 Supranationals

0.935International Finance Corp7000 1,000,000.00 980,200.00 02/26/20260.50006/28/2021 928,170.00 0.92245950VPS9 605 980,200.00 0.922928,170.001,000,000.00980,200.00Subtotal and Average 0.935 605

1.920260,556,724.84 257,589,245.20 1.946 443245,666,274.52 257,890,058.17Total and Average Portfolio PLST
CC
Run Date: 07/31/2024 - 10:47 PM (PRF_PM2) 7.3.11

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Par Value Book Value
Maturity
Date
Accrued
InterestMarket Value
June 30, 2024
Portfolio Details with Earnings - Investments
Average
BalanceIssuer
Portfolio Management

CITY OF PLEASANTON
CUSIP Investment #
Purchase
Date
Days To
Maturity
Unrealized
Gain/Loss
Current
Rate YTM
Certificates of Deposit - Bank
FREMON1093-2 239,245.20 239,245.20 09/21/202404/21/2024 239,245.20SYS 2,275.71 0.004.8904.890 82 VCB1091-2 250,000.00 250,000.00 04/11/202504/11/2024 250,000.00SYS 1091 2,712.95 0.004.8904.890 284 489,245.20489,245.20489,245.20489,245.20Subtotal and Average 4,988.66 0.00185 4.8904.890 LAIF
LAIF5 69,500,000.00 69,500,000.0069,243,964.92SYS5 722,290.92 -256,035.084.4804.480 1 69,500,000.0069,243,964.9269,500,000.0072,166,666.67Subtotal and Average 722,290.92 -256,035.081 4.4804.480 Medium Term Notes
PCAR6062 1,330,000.00 1,294,196.40 08/15/202403/31/2020 1,324,294.3069371RQ25 10,802.56 30,097.902.8082.150 45 APPL6048 1,040,000.00 1,040,000.00 09/11/202401/07/2020 1,032,543.20037833DM9 5,720.00 -7,456.801.7991.800 72 TOYOTA6046 1,600,000.00 1,599,984.00 10/07/202410/24/2019 1,584,432.0089236TGL3 7,466.67 -15,552.002.0002.000 98 APPL6049 1,000,000.00 1,037,212.20 01/13/202501/13/2020 986,160.00037833DF4 12,833.33 -51,052.201.9642.750 196 3M6053 2,000,000.00 2,016,869.48 02/14/202502/14/2020 1,956,220.0088579YBH3 15,222.22 -60,649.481.8222.000 228 XOM6056 3,000,000.00 3,145,587.00 03/06/202503/11/2020 2,946,390.0030231GAF9 25,961.25 -199,197.001.6892.709 248 TRU6058 2,000,000.00 1,969,486.00 03/10/202503/13/2020 1,942,640.0089788JAA7 9,250.00 -26,846.001.8211.500 252 XOM6064 2,000,000.00 2,113,800.00 03/19/202504/20/2020 1,966,940.0030231GBH4 16,954.67 -146,860.001.7772.992 261 TOYOTA6067 3,000,000.00 2,959,140.00 01/09/202603/09/2021 2,811,570.0089236THW8 11,466.66 -147,570.001.0900.800 557 APPL6065 2,000,000.00 1,996,860.00 02/08/202602/08/2021 1,867,660.00037833EB2 5,561.11 -129,200.000.7320.700 587 APPL6066 3,000,000.00 3,331,380.00 02/23/202602/23/2021 2,915,820.00037833BY5 34,666.67 -415,560.000.9803.250 602 JP6068 3,000,000.00 3,000,000.00 06/22/202606/22/2021 2,714,280.0046632FSCO 825.00 -285,720.001.1001.100 721 25,504,515.0824,048,949.5024,970,000.0025,504,515.08Subtotal and Average 156,730.14 -1,455,565.58383 1.5031.977 Federal Agency Issues - Coupon
FHLB3576 3,000,000.00 2,995,657.09 12/21/202612/22/2021 2,762,730.003130AQF65 1,041.66 -232,927.091.2801.250 903 2,995,657.092,762,730.003,000,000.002,995,657.09Subtotal and Average 1,041.66 -232,927.09903 1.2801.250 Federal Agency Issues - Callable
FHLMC4535 3,000,000.00 2,998,950.00 06/23/202506/23/2020 2,865,270.003134GVZ68 466.67 -133,680.000.7070.700 357 FFCB4537 3,000,000.00 2,997,750.00 06/30/202507/06/2020 2,862,810.003133ELQ49 10,558.33 -134,940.000.7150.700 364 FNMA4538 3,250,000.00 3,248,862.50 07/14/202507/14/2020 3,095,820.003136G4YH0 10,553.47 -153,042.500.7070.700 378 FNMA4541 3,000,000.00 3,000,000.00 07/22/202507/22/2020 2,855,070.003136G4A45 9,407.50 -144,930.000.7100.710 386 FHLB4544 3,000,000.00 2,997,000.00 08/27/202508/27/2020 2,851,110.003130AJZ36 6,200.00 -145,890.000.6200.600 422 FHLMC4545 3,000,000.00 2,998,950.00 09/09/202509/09/2020 2,849,310.003134GWA55 6,066.67 -149,640.000.6570.650 435 FFCB4548 3,340,000.00 3,336,660.00 09/29/202510/05/2020 3,159,840.403133EMBJ0 4,523.84 -176,819.600.5500.530 455 FHLMC4547 3,000,000.00 3,000,000.00 09/30/202509/30/2020 2,838,540.003134GWW93 4,170.83 -161,460.000.5500.550 456 FHLMC4549 3,000,000.00 2,997,600.00 09/30/202510/07/2020 2,838,540.003134GWWT9 4,170.83 -159,060.000.5660.550 456 FHLMC4550 3,000,000.00 3,000,000.00 10/28/202510/28/2020 2,831,340.003134GW3F1 3,150.00 -168,660.000.6000.600 484 FHLB4553 3,000,000.00 2,996,250.00 11/25/202511/25/2020 2,820,360.003130AKGD2 1,710.00 -175,890.000.5950.570 512 Portfolio PLST
CC
Run Date: 07/31/2024 - 10:47 PM (PRF_PM8) 7.3.11
Report Ver. 7.3.11

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Page 2 ends

Par Value Book Value
Maturity
Date
Accrued
InterestMarket Value
June 30, 2024
Portfolio Details with Earnings - Investments
Average
BalanceIssuer
Portfolio Management

CITY OF PLEASANTON
CUSIP Investment #
Purchase
Date
Days To
Maturity
Unrealized
Gain/Loss
Current
Rate YTM
Federal Agency Issues - Callable
FNMA4552 3,000,000.00 3,000,000.00 11/25/202511/25/2020 2,821,530.003135GA3W9 1,800.00 -178,470.000.6000.600 512 FHLMC4554 3,000,000.00 3,000,000.00 12/01/202512/01/2020 2,820,300.003134GXDM3 1,550.00 -179,700.000.6200.620 518 FHLB4555 3,000,000.00 3,000,000.00 01/22/202601/22/2021 2,802,630.003130AKQ74 8,281.25 -197,370.000.6250.625 570 FHLB4557 3,000,000.00 3,000,000.00 01/28/202601/28/2021 2,798,130.003130AKRN8 8,287.50 -201,870.000.6500.650 576 FNMA4556 3,000,000.00 3,000,000.00 01/28/202601/28/2021 2,806,920.003135G06R9 7,012.50 -193,080.000.5500.550 576 FHLB4558 3,000,000.00 3,000,000.00 02/12/202602/12/2021 2,796,420.003130AKXQ4 6,950.00 -203,580.000.1100.600 591 FHLB4560 3,000,000.00 3,000,000.00 02/17/202602/17/2021 2,794,290.003130AL3S1 6,979.17 -205,710.000.6250.625 596 FHLB4561 3,000,000.00 3,000,000.00 02/24/202602/24/2021 2,793,150.003130AL5X8 6,879.17 -206,850.000.6500.650 603 FHLB4562 3,125,000.00 3,122,500.00 02/24/202602/24/2021 2,907,062.503130AKXJ0 6,614.58 -215,437.500.6160.600 603 FHLB4563 3,000,000.00 3,000,000.00 02/24/202602/24/2021 2,800,140.003130ALCV4 7,937.50 -199,860.000.7500.750 603 FHLB4559 3,000,000.00 3,000,000.00 02/26/202602/26/2021 2,795,580.003130AKZ25 6,770.83 -204,420.000.6500.650 605 FHLB4572 3,000,000.00 2,989,560.00 02/26/202603/15/2021 2,805,240.003130ALGR9 8,854.17 -184,320.000.9220.850 605 FHLB4574 3,000,000.00 2,985,960.00 02/26/202603/18/2021 2,805,240.003130ALGR9 8,854.17 -180,720.000.9470.850 605 FHLB4577 3,000,000.00 2,982,510.00 02/26/202603/22/2021 2,805,240.003130ALGR9 8,854.17 -177,270.000.9710.850 605 FHLB4579 3,000,000.00 2,978,517.00 02/26/202603/31/2021 2,805,240.003130ALGR9 8,854.17 -173,277.001.0000.850 605 FHLB4565 3,000,000.00 3,000,000.00 03/16/202603/16/2021 2,798,700.003130ALDN1 7,000.00 -201,300.000.8000.800 623 FHLB4569 3,000,000.00 3,000,000.00 03/23/202603/23/2021 2,800,290.003130ALGC2 7,145.83 -199,710.000.8750.875 630 FHLB4576 3,000,000.00 2,987,700.00 03/23/202603/23/2021 2,800,290.003130ALGC2 7,145.83 -187,410.000.9590.875 630 FFCB4575 3,000,000.00 3,000,000.00 03/25/202603/25/2021 2,813,040.003133EMUK6 8,400.00 -186,960.001.0501.050 632 FHLB4571 3,000,000.00 3,000,000.00 03/30/202603/30/2021 2,804,670.003130ALMM3 7,583.33 -195,330.001.0001.000 637 FHLB4578 3,000,000.00 2,998,050.00 03/30/202603/30/2021 2,803,650.003130ALNT7 7,431.67 -194,400.000.9930.980 637 FHLB4581 3,000,000.00 2,996,250.00 03/30/202604/05/2021 2,804,670.003130ALMM3 7,583.33 -191,580.001.0251.000 637 FHLB4580 3,000,000.00 2,995,500.00 04/15/202604/15/2021 2,800,980.003130ALUC6 6,460.00 -194,520.001.0501.020 653 FHLB4585 2,795,000.00 2,795,000.00 05/19/202605/20/2021 2,603,263.003130AMCL4 3,326.05 -191,737.001.0191.020 687 FHLB4587 3,000,000.00 2,998,500.00 05/26/202605/26/2021 2,785,590.003130AMH62 2,916.67 -212,910.001.0101.000 694 FHLB4588 3,000,000.00 2,998,950.00 05/26/202605/26/2021 2,790,000.003130AMGW6 2,858.33 -208,950.000.9870.980 694 FHLB4590 2,750,000.00 2,746,562.50 05/26/202606/02/2021 2,552,302.503130AMHB1 2,339.41 -194,260.000.9000.875 694 FHLB4591 1,500,000.00 1,500,000.00 05/26/202606/02/2021 1,392,795.003130AMH62 1,458.33 -107,205.000.9991.000 694 FFCB4595 3,000,000.00 2,997,000.00 06/15/202606/24/2021 2,782,290.003133EMH21 1,200.00 -214,710.000.9200.900 714 FHLB4592 3,000,000.00 3,000,000.00 06/30/202606/30/2021 2,783,100.003130AMSL7 15,535.83 -216,900.001.0301.030 729 FHLB4594 3,000,000.00 3,000,000.00 06/30/202606/30/2021 2,785,350.003130AMYA4 16,139.17 -214,650.001.0701.070 729 FHLB4596 1,500,000.00 1,500,000.00 06/30/202606/30/2021 1,390,695.003130AN2Q2 7,541.67 -109,305.001.0001.000 729 FHLB4597 3,000,000.00 2,999,250.00 07/14/202607/14/2021 2,777,850.003130AMWK4 14,195.00 -221,400.001.0251.020 743 FHLB4598 3,000,000.00 2,983,500.00 09/30/202609/30/2021 2,751,450.003130AP2P9 6,976.67 -232,050.001.0330.920 821 FHLB4599 3,000,000.00 2,997,750.00 10/14/202610/14/2021 2,754,990.003130APC94 6,865.83 -242,760.001.0851.070 835 FHLB4600 530,000.00 526,947.20 11/24/202612/09/2021 488,368.503130APU78 708.14 -38,578.701.4201.300 876 FHLB4601 1,840,000.00 1,829,401.60 11/24/202612/09/2021 1,695,468.003130APUR4 2,458.44 -133,933.601.4201.300 876 FHLB4602 3,000,000.00 2,988,000.00 12/01/202612/09/2021 2,767,560.003130APVC6 3,437.50 -220,440.001.4581.375 883 Portfolio PLST
CC
Run Date: 07/31/2024 - 10:47 PM (PRF_PM8) 7.3.11

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Page 3 ends

Par Value Book Value
Maturity
Date
Accrued
InterestMarket Value
June 30, 2024
Portfolio Details with Earnings - Investments
Average
BalanceIssuer
Portfolio Management

CITY OF PLEASANTON
CUSIP Investment #
Purchase
Date
Days To
Maturity
Unrealized
Gain/Loss
Current
Rate YTM
Federal Agency Issues - Callable
FHLB4605 3,000,000.00 2,999,250.00 12/29/202601/03/2022 2,763,690.003130AQG80 21,536.67 -235,560.001.4251.420 911 FHLB4606 3,000,000.00 2,982,750.00 12/29/202601/10/2022 2,763,690.003130AQG80 21,536.67 -219,060.001.5401.420 911 FHLB4603 3,000,000.00 3,000,000.00 12/30/202612/30/2021 2,759,940.003130AQEC3 20,664.17 -240,060.001.3701.370 912 FHLB4604 3,000,000.00 2,998,500.00 12/30/202612/30/2021 2,760,300.003130AQEF6 20,739.58 -238,200.001.3851.375 912 FHLB4607 3,000,000.00 2,975,010.00 01/28/202702/08/2022 2,789,580.003130AQLD3 22,312.50 -185,430.001.9261.750 941 FHLB4608 3,000,000.00 2,995,500.00 02/25/202703/08/2022 2,803,530.003130AQW66 21,840.00 -191,970.002.1112.080 969 158,420,440.80148,193,214.90158,630,000.00158,420,440.80Subtotal and Average 440,793.94 -10,227,225.90638 0.9160.898 Supranationals
IFC7000 1,000,000.00 980,200.00 02/26/202606/28/2021 928,170.0045950VPS9 1,736.11 -52,030.000.9350.500 605 980,200.00928,170.001,000,000.00980,200.00Subtotal and Average 1,736.11 -52,030.00605 0.9350.500 257,589,245.20 245,666,274.52 257,890,058.17 1.980 443 1.946 1,327,581.43 -12,223,783.65260,556,724.84Total and Average Portfolio PLST
CC
Run Date: 07/31/2024 - 10:47 PM (PRF_PM8) 7.3.11

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Par Value
Stated
Rate
June 30, 2024
Investment Status Report - Investments
Portfolio Management
Book Value
Maturity
Date
Current
Principal

CITY OF PLEASANTON
S&P
YTM
Moody'sCUSIP Investment # Issuer
Purchase
Date
Accrued Interest
At Purchase
Certificates of Deposit - Bank
FREMON1093-2 239,245.20 239,245.204.89009/21/2024SYS 04/21/2024 239,245.204.890 VCB1091-2 250,000.00 250,000.004.89004/11/2025SYS 1091 04/11/2024 250,000.004.890 489,245.20Certificates of Deposit - Bank Totals 489,245.200.004.890489,245.20 LAIF
LAIF5 69,500,000.00 69,500,000.004.480SYS5 69,500,000.004.480 69,500,000.00LAIF Totals 69,500,000.000.004.48069,500,000.00 Medium Term Notes
PCAR6062 1,330,000.00 1,294,196.402.15008/15/202469371RQ25 A Received03/31/2020 1,294,196.40A2.808 APPL6048 1,040,000.00 1,040,000.001.80009/11/2024037833DM9 Aaa Received01/07/2020 1,040,000.00AA1.800 TOYOTA6046 1,600,000.00 1,599,984.002.00010/07/202489236TGL3 A Received10/24/2019 1,599,984.00A2.000 APPL6049 1,000,000.00 1,037,212.202.75001/13/2025037833DF4 Aaa01/13/2020 1,037,212.20AA1.965 3M6053 2,000,000.00 2,016,869.482.00002/14/202588579YBH3 A02/14/2020 2,016,869.48BBB1.823 XOM6056 3,000,000.00 3,145,587.002.70903/06/202530231GAF9 Aa Received03/11/2020 3,145,587.00AA1.690 TRU6058 2,000,000.00 1,969,486.001.50003/10/202589788JAA7 A Received03/13/2020 1,969,486.00A1.821 XOM6064 2,000,000.00 2,113,800.002.99203/19/202530231GBH4 Aa Received04/20/2020 2,113,800.00AA1.777 TOYOTA6067 3,000,000.00 2,959,140.000.80001/09/202689236THW8 A Received03/09/2021 2,959,140.00A1.090 APPL6065 2,000,000.00 1,996,860.000.70002/08/2026037833EB2 Aaa02/08/2021 1,996,860.00AA0.732 APPL6066 3,000,000.00 3,331,380.003.25002/23/2026037833BY5 Aaa02/23/2021 3,331,380.00AA0.981 JP6068 3,000,000.00 3,000,000.001.10006/22/202646632FSCO Aa06/22/2021 3,000,000.00A1.100 25,504,515.08Medium Term Notes Totals 25,504,515.080.001.50324,970,000.00 Federal Agency Issues - Coupon
FHLB3576 3,000,000.00 2,995,657.091.25012/21/20263130AQF65 Aaa12/22/2021 2,995,657.09AA1.280 2,995,657.09Federal Agency Issues - Coupon Totals 2,995,657.090.001.2803,000,000.00 Federal Agency Issues - Callable
FHLMC4535 3,000,000.00 2,998,950.000.70006/23/20253134GVZ68 Aaa06/23/2020 2,998,950.00AA0.707 FFCB4537 3,000,000.00 2,997,750.000.70006/30/20253133ELQ49 Aaa Received07/06/2020 2,997,750.00AA0.715 FNMA4538 3,250,000.00 3,248,862.500.70007/14/20253136G4YH0 07/14/2020 3,248,862.50AA0.707 FNMA4541 3,000,000.00 3,000,000.000.71007/22/20253136G4A45 Aaa07/22/2020 3,000,000.00AA0.710 FHLB4544 3,000,000.00 2,997,000.000.60008/27/20253130AJZ36 Aaa08/27/2020 2,997,000.00AA0.620 FHLMC4545 3,000,000.00 2,998,950.000.65009/09/20253134GWA55 Aaa09/09/2020 2,998,950.00AA0.657 FFCB4548 3,340,000.00 3,336,660.000.53009/29/20253133EMBJ0 Aaa Received10/05/2020 3,336,660.00AA0.550 FHLMC4547 3,000,000.00 3,000,000.000.55009/30/20253134GWW93 Aaa09/30/2020 3,000,000.00AA0.550 FHLMC4549 3,000,000.00 2,997,600.000.55009/30/20253134GWWT9 Aaa Received10/07/2020 2,997,600.000.566 Portfolio PLST
CC
Run Date: 07/31/2024 - 10:47 PM (PRF_PMS) 7.3.11
Report Ver. 7.3.11

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Par Value
Stated
Rate
June 30, 2024
Investment Status Report - Investments
Portfolio Management
Book Value
Maturity
Date
Current
Principal

CITY OF PLEASANTON
S&P
YTM
Moody'sCUSIP Investment # Issuer
Purchase
Date
Accrued Interest
At Purchase
Federal Agency Issues - Callable
FHLMC4550 3,000,000.00 3,000,000.000.60010/28/20253134GW3F1 Aaa10/28/2020 3,000,000.000.600 FHLB4553 3,000,000.00 2,996,250.000.57011/25/20253130AKGD2 Aaa11/25/2020 2,996,250.00AA0.595 FNMA4552 3,000,000.00 3,000,000.000.60011/25/20253135GA3W9 Aaa11/25/2020 3,000,000.00AA0.600 FHLMC4554 3,000,000.00 3,000,000.000.62012/01/20253134GXDM3 Aaa12/01/2020 3,000,000.000.620 FHLB4555 3,000,000.00 3,000,000.000.62501/22/20263130AKQ74 Aaa01/22/2021 3,000,000.00AA0.625 FHLB4557 3,000,000.00 3,000,000.000.65001/28/20263130AKRN8 Aaa01/28/2021 3,000,000.00AA0.650 FNMA4556 3,000,000.00 3,000,000.000.55001/28/20263135G06R9 Aaa01/28/2021 3,000,000.00AA0.550 FHLB4558 3,000,000.00 3,000,000.000.60002/12/20263130AKXQ4 Aaa02/12/2021 3,000,000.00AA0.110 FHLB4560 3,000,000.00 3,000,000.000.62502/17/20263130AL3S1 Aaa02/17/2021 3,000,000.00AA0.625 FHLB4561 3,000,000.00 3,000,000.000.65002/24/20263130AL5X8 Aaa02/24/2021 3,000,000.00AA0.650 FHLB4562 3,125,000.00 3,122,500.000.60002/24/20263130AKXJ0 02/24/2021 3,122,500.00AA0.616 FHLB4563 3,000,000.00 3,000,000.000.75002/24/20263130ALCV4 02/24/2021 3,000,000.00AA0.750 FHLB4559 3,000,000.00 3,000,000.000.65002/26/20263130AKZ25 Aaa02/26/2021 3,000,000.00AA0.650 FHLB4572 3,000,000.00 2,989,560.000.85002/26/20263130ALGR9 Aaa Received03/15/2021 2,989,560.00AA0.922 FHLB4574 3,000,000.00 2,985,960.000.85002/26/20263130ALGR9 Aaa Received03/18/2021 2,985,960.00AA0.947 FHLB4577 3,000,000.00 2,982,510.000.85002/26/20263130ALGR9 Aaa Received03/22/2021 2,982,510.00AA0.971 FHLB4579 3,000,000.00 2,978,517.000.85002/26/20263130ALGR9 Aaa Received03/31/2021 2,978,517.00AA1.000 FHLB4565 3,000,000.00 3,000,000.000.80003/16/20263130ALDN1 Aaa03/16/2021 3,000,000.00AA0.800 FHLB4569 3,000,000.00 3,000,000.000.87503/23/20263130ALGC2 Aaa03/23/2021 3,000,000.00AA0.875 FHLB4576 3,000,000.00 2,987,700.000.87503/23/20263130ALGC2 Aaa03/23/2021 2,987,700.00AA0.959 FFCB4575 3,000,000.00 3,000,000.001.05003/25/20263133EMUK6 Aaa03/25/2021 3,000,000.00AA1.050 FHLB4571 3,000,000.00 3,000,000.001.00003/30/20263130ALMM3 Aaa03/30/2021 3,000,000.00AA1.000 FHLB4578 3,000,000.00 2,998,050.000.98003/30/20263130ALNT7 Aaa03/30/2021 2,998,050.00AA0.993 FHLB4581 3,000,000.00 2,996,250.001.00003/30/20263130ALMM3 Aaa Received04/05/2021 2,996,250.00AA1.026 FHLB4580 3,000,000.00 2,995,500.001.02004/15/20263130ALUC6 Aaa04/15/2021 2,995,500.00AA1.051 FHLB4585 2,795,000.00 2,795,000.001.02005/19/20263130AMCL4 Aaa Received05/20/2021 2,795,000.00AA1.020 FHLB4587 3,000,000.00 2,998,500.001.00005/26/20263130AMH62 Aaa05/26/2021 2,998,500.00AA1.010 FHLB4588 3,000,000.00 2,998,950.000.98005/26/20263130AMGW6 Aaa05/26/2021 2,998,950.00AA0.987 FHLB4590 2,750,000.00 2,746,562.500.87505/26/20263130AMHB1 Aaa Received06/02/2021 2,746,562.50AA0.901 FHLB4591 1,500,000.00 1,500,000.001.00005/26/20263130AMH62 Aaa Received06/02/2021 1,500,000.00AA1.000 FFCB4595 3,000,000.00 2,997,000.000.90006/15/20263133EMH21 Aaa Received06/24/2021 2,997,000.00AA0.921 FHLB4592 3,000,000.00 3,000,000.001.03006/30/20263130AMSL7 Aaa06/30/2021 3,000,000.00AA1.030 FHLB4594 3,000,000.00 3,000,000.001.07006/30/20263130AMYA4 Aaa06/30/2021 3,000,000.00AA1.070 FHLB4596 1,500,000.00 1,500,000.001.00006/30/20263130AN2Q2 Aaa06/30/2021 1,500,000.00AA1.000 FHLB4597 3,000,000.00 2,999,250.001.02007/14/20263130AMWK4 Aaa07/14/2021 2,999,250.00AA1.025 FHLB4598 3,000,000.00 2,983,500.000.92009/30/20263130AP2P9 Aaa09/30/2021 2,983,500.00AA1.033 FHLB4599 3,000,000.00 2,997,750.001.07010/14/20263130APC94 Aaa10/14/2021 2,997,750.00AA1.085 Portfolio PLST
CC
Run Date: 07/31/2024 - 10:47 PM (PRF_PMS) 7.3.11

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Par Value
Stated
Rate
June 30, 2024
Investment Status Report - Investments
Portfolio Management
Book Value
Maturity
Date
Current
Principal

CITY OF PLEASANTON
S&P
YTM
Moody'sCUSIP Investment # Issuer
Purchase
Date
Accrued Interest
At Purchase
Federal Agency Issues - Callable
FHLB4600 530,000.00 526,947.201.30011/24/20263130APU78 Aaa Received12/09/2021 526,947.20AA1.421 FHLB4601 1,840,000.00 1,829,401.601.30011/24/20263130APUR4 Aaa Received12/09/2021 1,829,401.60AA1.421 FHLB4602 3,000,000.00 2,988,000.001.37512/01/20263130APVC6 Aaa Received12/09/2021 2,988,000.00AA1.459 FHLB4605 3,000,000.00 2,999,250.001.42012/29/20263130AQG80 Aaa Received01/03/2022 2,999,250.00AA1.425 FHLB4606 3,000,000.00 2,982,750.001.42012/29/20263130AQG80 Aaa Received01/10/2022 2,982,750.00AA1.541 FHLB4603 3,000,000.00 3,000,000.001.37012/30/20263130AQEC3 Aaa12/30/2021 3,000,000.00AA1.370 FHLB4604 3,000,000.00 2,998,500.001.37512/30/20263130AQEF6 Aaa12/30/2021 2,998,500.00AA1.385 FHLB4607 3,000,000.00 2,975,010.001.75001/28/20273130AQLD3 Aaa Received02/08/2022 2,975,010.00AA1.926 FHLB4608 3,000,000.00 2,995,500.002.08002/25/20273130AQW66 Aaa Received03/08/2022 2,995,500.00AA2.112 158,420,440.80Federal Agency Issues - Callable Totals 158,420,440.800.000.916158,630,000.00 Supranationals
IFC7000 1,000,000.00 980,200.000.50002/26/202645950VPS9 Aaa Received06/28/2021 980,200.00AAA0.935 980,200.00Supranationals Totals 980,200.000.000.9351,000,000.00 257,890,058.17Investment Totals 257,890,058.170.00257,589,245.20 1.946 Portfolio PLST
CC
Run Date: 07/31/2024 - 10:47 PM (PRF_PMS) 7.3.11

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Stated
Rate
Transaction
Date
June 1, 2024 through June 30, 2024
Activity By Type
Balance
Portfolio Management

CITY OF PLEASANTON
CUSIP Investment # Issuer
Purchases
or Deposits
Redemptions
or Withdrawals
Certificates of Deposit - Bank
489,245.20Subtotal
LAIF (Monthly Summary)
LOCAL AGENCY INVESTMENT FUND5 0.004.480 5,000,000.00SYS5 5,000,000.00 69,500,000.00Subtotal 0.00
Fidelity - Government Fund (Monthly Summary)

0.00Subtotal
Medium Term Notes
25,504,515.08Subtotal
Federal Agency Issues - Coupon
2,995,657.09Subtotal
Federal Agency Issues - Callable
158,420,440.80Subtotal
Supranationals
980,200.00Subtotal
257,890,058.17Total 5,000,000.000.00
Portfolio PLST
CC
Run Date: 07/31/2024 - 10:47 PM (PRF_PM3) 7.3.11
Report Ver. 7.3.11

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June 2023 through June 2024
Activity Summary
Month
Portfolio Management
End Year
Number of
Securities
Average
Balance
360
Equivalent
365
Equivalent
Managed
Pool
Rate
Average
Term
Average
Days to Maturity

CITY OF PLEASANTON
Number
of Investments
Purchased
Number
of Investments
Redeemed
Yield to Maturity
255,218,414.18June 2023 78 1,384 7231.530 1.551 3.167 0 0 241,332,522.47July 2023 78 1,523 7731.392 1.411 3.305 0 1 226,572,122.96August 2023 75 1,547 7671.363 1.382 3.434 0 1 222,199,727.26September 2023 74 1,589 7611.319 1.338 3.534 0 0 216,627,684.25October 2023 74 1,612 7441.304 1.322 3.670 0 0 215,466,393.93November 2023 74 1,612 7181.323 1.342 3.843 0 0 230,337,361.67December 2023 74 1,386 5941.688 1.711 3.929 0 0 247,834,511.04January 2024 74 1,403 5801.679 1.702 4.012 0 1 243,504,467.82February 2024 73 1,426 5661.665 1.688 4.122 0 0 240,078,438.89March 2024 73 1,444 5491.665 1.688 4.272 0 0 254,330,644.64April 2024 75 1,305 4751.915 1.942 4.272 2 2 263,538,122.69May 2024 73 1,301 4561.926 1.953 4.332 0 1 260,556,724.84June 2024 72 1,326 4431.920 1.946 4.480 0 0 Average 239,774,571.71 1.591% 1.613% 3.875 0 0 1,451 62774 Portfolio PLST
CC
Run Date: 07/31/2024 - 10:47 PM (PRF_PM4) 7.3.11
Report Ver. 7.3.11

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June 2023 through June 2024
Distribution of Investments By Type
Portfolio Management

CITY OF PLEASANTON
AverageJulyJune August
2023 2023 by Period
OctoberSeptember November
2023 2023
JanuaryDecember February
2023 2024
March May
2024 2024
June
2024Security Type
April
2024202420232023

0.2 0.20.2Certificates of Deposit - Bank 0.2 0.20.2 0.2 0.20.2 0.2 0.20.2 0.2 0.2% Certificates of Deposit - S & L

16.1 14.723.6LAIF 11.1 11.112.4 22.7 21.523.6 28.1 28.320.5 27.0 20.1% Fidelity - Government Fund

MONEY MARKET (GENERAL)
Managed Pool Accounts -4
Passbook/Checking Accounts

13.2 12.712.4Medium Term Notes 13.3 13.313.1 11.2 11.411.4 10.4 9.711.5 9.9 11.8% Bankers Acceptances
Commercial Paper - Discount

1.3 1.31.2Federal Agency Issues - Coupon 1.4 1.41.4 1.2 1.21.2 1.1 1.11.3 1.2 1.3% Federal Agency Issues - Discount
Treasury Securities - Coupon
Treasury Securities - Discount

68.8 70.662.3Federal Agency Issues - Callable 73.5 73.572.5 64.3 65.463.3 59.8 60.366.2 61.4 66.3%

0.4 0.40.4Supranationals 0.5 0.50.5 0.4 0.40.4 0.4 0.40.4 0.4 0.4% Miscellaneous Securities - Discount
Portfolio PLST
CC
Run Date: 07/31/2024 - 10:47 PM (PRF_PM5) 7.3.11
Report Ver. 7.3.11

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June 30, 2024
Interest Earnings Summary
Month EndingJune 30 Fiscal Year To Date
Portfolio Management

CITY OF PLEASANTON
CD/Coupon/Discount Investments:
89,175.00Interest Collected
Plus Accrued Interest at End of Period
Less Accrued Interest at Beginning of Period
605,290.51
( 529,715.10)
1,962,601.46
605,258.40
( 525,527.83)
Less Accrued Interest at Purchase During Period ( 0.00) ( 0.00) Interest Earned during Period
Adjusted by Capital Gains or Losses
Earnings during Periods
164,750.41

0.00 2,042,332.03
-26,394.64
164,750.41 2,015,937.39
Pass Through Securities:

0.00Interest Collected
Plus Accrued Interest at End of Period
Less Accrued Interest at Beginning of Period

0.00 ( 0.00)

0.00 0.00
( 0.00)
Less Accrued Interest at Purchase During Period ( 0.00) ( 0.00) Interest Earned during Period
Adjusted by Premiums and Discounts
Adjusted by Capital Gains or Losses
Earnings during Periods

0.00 0.00

0.00 0.00
Cash/Checking Accounts:

0.00Interest Collected
Plus Accrued Interest at End of Period
Less Accrued Interest at Beginning of Period
722,290.92
( 465,056.24)
1,672,485.30
722,290.92
( 437,431.98)
Interest Earned during Period 257,234.68 1,957,344.24
Total Interest Earned during Period
Total Capital Gains or Losses
Total Earnings during Period
421,985.09

0.00 3,999,676.27
-26,394.64
421,985.09 3,973,281.63
Portfolio PLST
CC
Run Date: 07/31/2024 - 10:47 PM (PRF_PM6) 7.3.11
Report Ver. 7.3.11

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CITY OF PLEASANTON
PARS Post-Employment Benefits Trust 6/1/2024 to 6/30/2024

Susan Hsieh
Director of Finance
City of Pleasanton
123 Main Street
Pleasanton, CA 94566
Account Summary
Source 6/1/2024 Contributions Earnings Expenses Distributions Transfers 6/30/2024 PENSION - Short Term 1075 $19,342,164.77 $0.00 $137,817.08 $5,700.30 $0.00 $0.00 $19,474,281.55 PENSION - Long Term 1076 $31,199,083.60 $0.00 $398,910.44 $9,287.96 $0.00 $0.00 $31,588,706.08 Totals $50,541,248.37 $0.00 $536,727.52 $14,988.26 $0.00 $0.00 $51,062,987.63 Investment Selection
Source
PENSION - Short Term
PENSION - Long Term
Investment Objective
Source
PENSION - Short Term
PENSION - Long Term
Investment Return
Source 1-Month 3-Months 1-Year 3-Years 5-Years 10-Years PENSION - Short Term 0.71% 1.18% 7.34% 1.97% 3.42% - 6/21/2018 PENSION - Long Term 1.28% 1.35% 12.99% 2.84% 7.66% - 6/21/2018 Information as provided by US Bank, Trustee for PARS; Not FDIC Insured; No Bank Guarantee; May Lose Value Headquarters - 4350 Von Karman Ave., Suite 100, Newport Beach, CA 92660 800.540.6369 Fax 949.250.1250 www.pars.org Account balances are inclusive of Trust Administration, Trustee and Investment Management fees Annualized Return
Investment Return: Annualized rate of return is the return on an investment over a period other than one year multiplied or divided to give a comparable one-year return.

Past performance does not guarantee future results. Performance returns may not reflect the deduction of applicable fees, which could reduce returns. Information is deemed reliable but may be subject to change.

Individual Custom Account
Account Report for the Period
Balance as of
City of Pleasanton
Balance as of
Individual Custom Account
City of Pleasanton - Capital Growth
Plan's Inception Date

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Item #15

CITY COUNCIL AGENDA REPORT

August 20, 2024
Police

TITLE: APPROVE SEPTEMBER 7-8, 2024 CLOSURE OF MAIN STREET AS

REQUESTED BY THE PLEASANTON DOWNTOWN ASSOCIATION

SUMMARY
The Pleasanton Municipal Code requires City Council approval of expenditures for parades and special events which necessitate the temporary closure of streets and temporary parking restrictions.

RECOMMENDATION
Approve by minute order the closure of Main Street on September 7-8, 2024 to accommodate a Pleasanton Downtown Association special event.

BACKGROUND
Twenty-four special events requiring street closures or parking restrictions are planned for 2024. The City Council approved these 24 event-related street closures at its March 19, 2024, meeting. Since that approval, the Pleasanton Downtown Association has requested an additional Main Street closure on September 7-8, 2024, to accommodate a special event.

Advance approval for most events streamlines the approval process without sacrificing City input and control. If the CIty Council approves this event, the Police Department will continue to process the submitted event application. Police Department staff will ensure event organizers effectively manage community notification of potential event impacts. Consistent with the Pleasanton Municipal Code, before the event, the Police Chief will declare that an unusual condition exists, thereby allowing City streets to be temporarily closed and authorizing temporary parking controls on affected streets to be enforced.

DISCUSSION
Recently, the PDA has requested a Downtown Main Street closure beginning early morning on Saturday, September 7, and reopening early morning on Sunday, September 8. The footprint of the street closure will be from just north of the Main Street bridge along Main Street to south of Old Bernal Avenue.

The PDA is planning a day of activities on September 7. The BMX Bike Fest will have two free shows on Saturday at 11:00 am and 1:00 pm. As in years past, the Bike Fest will feature a half pipe and ramp to entertain the community with high-flying tricks and routines. Notably, the Bike Fest was previously scheduled during a pre-approved First Weekends on Main closure, but due to a few unexpected challenges, September 7 is the only date available in 2024 for the Bike Fest to be held in Pleasanton. This event has been well received by the community over the past few years, such that PDA wants to accommodate the Bike Fest’s available date.

In addition to the BMX Bike Fest, the PDA will hold its rescheduled Downtown Block Party, which was canceled in July due to extreme heat in Pleasanton. The Block Party will feature

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free magic shows, Yo-Yo performances, live music, crafts & activities and vendors. Activities will be spaced along Main Street to encourage pedestrian traffic and will be timed so that residents and visitors can enjoy both the BMX shows and the other free performances. We were so disappointed to have to cancel this event in July.

The farmers market will be in operation on Saturday morning from 9:00 am–1:00 pm. The PDA’s Forkful Culinary Stroll will take place Saturday afternoon from 3:00–5:00 pm to highlight many downtown restaurants.

The events are free, community-oriented, and family-friendly, which the PDA has been asked to focus on. As important as the events are, the PDA is working closely with downtown businesses to encourage their participation during the weekend, and involving many community groups, non-profits, and local organizations.

Recommendation
The estimated cost of the street closure is approximately $16,100, with an estimated $2,000 in Police staff costs and $14,100 in Public Works staff costs as overtime is required given the timing of the closure. Staff recognizes this is an unplanned expenditure that is difficult to absorb in the respective departments' budgets given the City's significant financial constraints and so contingency funds must be used; however, staff supports the PDA's efforts to draw people to enjoy downtown Pleasanton and support local businesses and as such recommends the City Council approve PDA's requested Main Street closure for September 7-8, 2024.

Alternative Recommendation
At the same time, while staff understands the PDA’s interest in hosting the event and supporting vitality in the downtown, it is also important to recognize that the City is facing financial challenges and must consider expenses accordingly. For that reason, staff is putting forward an alternative recommendation to not approve the street closure in an effort to avoid adding unplanned City costs at this time. Should the PDA be able to secure non-City funding to cover the CIty's direct costs, staff would then support the street closure.

EQUITY AND SUSTAINABILITY
Not applicable, as this item is a routine matter of City business.

OUTREACH
No outreach was conducted, as this item is a routine matter of City business.

STRATEGIC PLAN ALIGNMENT
This action supports the ONE Pleasanton strategic plan goal of Building a Community Where Everyone Belongs to foster community engagement and conduct effective planning to promote a livable and economically vibrant community.

FISCAL IMPACT
The approximate cost of the street closure as requested is $16,100. This includes estimated Police staffing costs of $2,000, and Public Works staffing costs of $14,100 as overtime is required due to the weekend timing. At this time, the City does not recover the costs from the event organizers, although a study is currently underway to identify and recover costs for such requests. The total estimated cost for this event is $16,100, and this cost will be funded using

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contingency funding from the City's General Fund.

Prepared by: Submitted by: Approved by:

Jason Knight, Police
Sergeant
Gina Anderson, Interim Police Chief

Gerry Beaudin, City
Manager

Attachments:

None

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Item #16

CITY COUNCIL AGENDA REPORT

August 20, 2024
Public Works - Engineering Division

TITLE: ACCEPT PUBLIC IMPROVEMENTS PERFORMED BY DOOLITTLE CONSTRUCTION, LLC. (DBA DOOLITTLE ROAD CONSTRUCTION) FOR THE ANNUAL SLURRY SEAL OF VARIOUS STREETS PROJECT, CIP NO. 23504

SUMMARY
The 2023 Annual Slurry Seal of Various Streets project involved applying a slurry seal to approximately 1.3 million square feet of pavement on 50 sections of City streets. On July 18, 2023, City Council awarded the contract to Doolittle Construction, LLC (DBA Doolittle Road Construction). The work has been completed in accordance with the City Engineer's approved plans and specifications and to the satisfaction of the Director of Public Works. The project is recommended for acceptance as complete by the City Council.

RECOMMENDATION

1. Accept the project as complete and authorize the City Clerk to file a Notice of Completion.

2. Authorize release of the retention in the amount of $23,051 to Doolittle Construction, LLC (DBA Doolittle Road Construction) 30 days after the recordation of the Notice of Completion.

3. Authorize the return of the project’s unused balance of $28,475 to its fund balance, Gas Tax – Fund 160.

BACKGROUND
On July 18, 2023, the City Council awarded Doolittle Construction a contract for $470,470.

Construction began in September 2023 and was substantially completed in October 2023.

When weather conditions permitted, the contractor completed punch list items for minor repairs and clean-up in May 2024.

DISCUSSION
As part of the City’s Preventative Maintenance Program, the project is expected to extend the life of the streets by 8–10 years by sealing the streets and improving the roadway surface traction. Slurry seal surface treatment extends the life of a street for approximately 20 percent of the cost of installation of a layer of new asphalt. Sealing streets in relatively good condition is an essential component of the pavement maintenance program as it reduces the formation of cracks and potholes. The slurry seal also prevents water from passing through the surface cracks and saturating and softening the subgrade soil beneath the street, which can cause pavement failure.

All work performed by Doolittle Construction has been reviewed and verified by the City Engineer to meet the City’s approved plans and specifications and has been completed to the

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satisfaction of the Director of Public Works. Staff recommends the City Council accept the work, authorize the City Clerk to file a Notice of Completion, and authorize the release of the retention 30 days after recordation. See Attachment 1 for a list of streets completed in this project.

EQUITY AND SUSTAINABILITY
Approval of this action advances the Climate Action Plan (CAP 2.0) in greenhouse gas reduction as preventative maintenance extends the useful life the pavement.

OUTREACH
Construction notices, social media posts, and information on the City’s website were provided before the start of construction. Construction notices were hand-delivered by the contractor to businesses and residents around where the project occurred.

FISCAL IMPACT
Funding for this project totals $535,754, and the project expenditures totaled to $507,279, inclusive of the final agreement with Doolittle Construction, LLC. and other project support costs leaving a balance of $28,475. Attachment 2 provides a detailed breakdown of the funding expenditures. Staff recommends the project’s remaining unused amount be returned to its fund balance, Gas Tax – Fund 160.

Prepared by: Submitted by: Approved by:

Adam Nelkie, Assistant Dir.
of Public Works -
Engineering
Siew-Chin Yeong, Director of Public
Works

Gerry Beaudin, City
Manager

Attachments:

1. List of Completed Streets

2. Funding and Expenditures

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1 List of Completed Streets for the Annual Slurry Seal of Various Streets Project, CIP No. 23504

STREET NAME BEGIN LOCATION END LOCATION AREA (SF)
W LAGOON RD BERNAL AVE LAGUNA CREEK LN 138,000
LAGUNA CREEK LN W LAGOON RD (N) W LAGOON RD (S) 159,700 HICKORYWOOD LN LAGUNA CREEK LN SHADY MILL LN 15,100
SHADY MILL LN LAGUNA CREEK LN W LAGOON RD 14,600
ROYAL OAKS CT LAGUNA CREEK LN TO END 14,600
LAGUNA HILLS LN ROYAL OAKS CT MOSS TREE WY 35,300
ROSECLIFF CT LAGUNA HILLS LN TO END 6,400
FAWN HILLS LN LAGUNA HILLS LN W LAGOON RD 13,100
MOSS TREE WY LAGUNA CREEK LN W LAGOON LN 24,500
ROYAL CREEK CT MOSS TREE WY TO END 23,600
HUNTSWOOD CT LAGUNA CREEK LN TO END 12,160
BEAUMONT CT LAGUNA CREEK LN TO END 12,700
SHADY POND LN LAGUNA CREEK LN W WOODBURY CT 18,100
W WOODBURY CT SHADOW HILLS CT TO END 17,800
SHADOW HILLS CT LAGUNA CREEK LN TO END 19,600
DEER CREEK CT LAGUNA CREEK LN TO END 20,800
OLD BERNAL AVE BERNAL AVE MAIN ST 60,200
CANELLI CT CONCORD ST TO END 11,300
SIRAH CT CONCORD ST TO END 8,300
RIESLING DR CONCORD ST TOURIGA DR 49,800
BLANC CT TOURIGA DR TO END 23,600
GRILLO CT CONCORD ST TO END 11,600
BORDEAUX ST CONCORD ST ARBOR DR 63,300
BORDEAUX PL BORDEAUX ST TO END 6,000
CHIANTI CT BORDEAUX ST TO END 21,700
BRANDY CT BORDEAUX ST TO END 11,400
VISTA DIABLO CT VINEYARD AVE TO END 33,800

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2 STREET NAME BEGIN LOCATION END LOCATION AREA (SF)
CLARA LN VINEYARD AVE TO END 30,300
INGRID CT CLARA LN TO END 15,300
GILLIAN CT CLARA LN TO END 10,000
JOLENE CT CLARA LN TO END 14,000
YOLANDA CT VINEYARD AVE TO END 7,900

VINEYARD TE VINEYARD AVE OLD VINEYARD AVE
(TRAIL) 13100
SILVER OAKS LN OLD VINEYARD AVE 2383 SILVER OAKS LN 25300 SILVER OAKS CT SILVER OAKS LN TO END 9000
ROLLING HILLS LN VINEYARD HEIGHTS LN OLD VINEYARD AVE 12,000

VINEYARD HEIGHTS
LN THIESSEN ST TO END 36,600
CHATEAU HEIGHTS CT VINEYARD HEIGHTS LN TO END 19,400
THIESSEN ST VINEYARD AVE TO END 34,100
MANOIR LN VINEYARD AVE TO END 34,100

PEDESTRIAN
WALKWAY THIESSEN ST MANOIR LN 5500
SAFRENO WY VINEYARD AVE OLD VINEYARD AVE 26,500
MINGOIA ST SAFRENO WY OLD VINEYARD AVE 24,600
RHONE PL MINGOIA ST TO END 14,500
HEINZ RANCH CT OLD VINEYARD AVE TO END 13,800
MONTROSE PL HEINZ RANCH CT TO END 23,400
OLD VINEYARD AVE MACHADO PL MINGOIA ST 9,100
FINCH PL THIESSEN ST TO END 19,500
MACHADO PL VINEYARD AVE OLD VINEYARD AVE 20,800
BERNAL AVE PLEASANTON AVE FAIRGROUND GATE 50,350

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ATTACHMENT 2

ANNUAL SLURRY SEAL OF VARIOUS STREETS
CIP NO. 23504
08/20/24

Project Funding to Date Amount Totals
2022-23 CIP Allocation (Fund 160 - Gas Tax) $525,000
2022-23 CIP Allocation (Fund 170 - Measure BB) $100,000 CCAR #7 06/18/23 (Transfer to Fund 160 - CIP #23570) (89,246) TOTAL PROJECT FUNDING TO DATE $535,754

Project Expenditures to Date

Bay Area News Group $237
Doolittle Construction, LLC DBA Doolittle Road Construction - Contract 470,470 Doolittle Construction, LLC DBA Doolittle Road Construction - Change Order No.1 (CIP #23504) 15,351
Doolittle Construction, LLC DBA Doolittle Road Construction - Balancing Change Order No.2 (CIP #23504) (24,787)
Tree Trimming (West Coast Arborists, Inc.) 30,850
Testing/Inspection Services - Geocon (On-Call Consultant) 15,158 TOTAL PROJECT EXPENDITURES $507,279

Funding Balance/ (Shortfall)

Current Balance - Return to Fund Balance (Fund 160 - Gas Tax) $28,475

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Item #17

CITY COUNCIL AGENDA REPORT

August 20, 2024
Public Works - Engineering Division

TITLE: ADOPT A RESOLUTION DELEGATING AUTHORITY TO THE CITY ENGINEER

TO FILE A CERTIFICATE OF ACCEPTANCE FOR A PREVIOUSLY REJECTED

BUS STOP DEDICATION ON ROSEWOOD DRIVE

SUMMARY
Avalon Bay Communities is constructing a high-density housing project at 4452 Rosewood Drive. Parcel Map 10172 subdivided the Rosewood Commons property to create an 8.4-acre development parcel. As part of the subdivision, the owner dedicated to the City a 216-square- foot area along Rosewood Drive to allow the extension of an existing bus stop. At the time, the City Engineer rejected the offer of dedication for the bus stop because the project was not moving to construction at the time, and the City could preserve the dedication until a time when it was deemed necessary. The City Council must act as a legislative body to accept the Bus Stop's offer of dedication now that the development of the high-density housing project is underway.

RECOMMENDATION
Adopt a resolution delegating authority to the City Engineer to file a Certificate of Acceptance for a previously rejected Bus Stop dedication on Rosewood Drive.

BACKGROUND
Several subdivision maps have been recorded across the Rosewood Commons business campus at the northeast corner of Rosewood Drive at Owens Drive including Parcel Map 3863 in 1986, Parcel Map 10287 in 2015, and Parcel Map 10172 in 2021. On Parcel Map 10172, the owner dedicated a bus stop easement to the City to extend the Wheels Route 54 bus stop along the northbound Rosewood Drive frontage of the property being developed by Avalon Bay Communities. At the time, the City Engineer rejected the offer of dedication for the bus stop. The statement of Parcel Map 10172 specifically read,

“The irrevocable offer of dedication of Bus Stop for dedication in fee for public roadway purposes is rejected and shall remain an irrevocable offer until such time the City of Pleasanton accepts said irrevocable offer.”

California Government Code Section 66477.2(a) includes the following statement:

“If at the time the...map is approved, any...rights-of-way for local transit facilities such as bus turnouts...which directly benefit the residents of a subdivision...are rejected, subject to Section 771.010 of the Code of Civil Procedure, the offer of dedication shall remain open and the legislative body may by resolution at any later date, and without further action by the subdivider, rescind its action and accept and open the rights-of-way for local transit facilities such as bus turnouts...which directly benefit the residents of the subdivision...which acceptance shall be recorded in the office of the county recorder.”

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At the determination of the City Engineer, such dedication can be rejected based on project- specific information, although there is no record of this particular action beyond the aforementioned statement.

DISCUSSION
The City Council, as a legislative body, has been granted authority to accept previously rejected offers of dedication for right-of-way. Because Avalon Bay Communities will soon construct the bus stop extension as part of their high-density housing project (see location map in Attachment 3), it is appropriate to accept the dedication offer for the bus stop.

Adopting the resolution (Attachment 1) will delegate authority to the City Engineer to file a Certificate of Acceptance (Attachment 2) with the Alameda County Recorder’s Office, as prescribed by California Government Code §66477.2(a), thus formally accepting the right-of- way needed to extend the bus stop.

EQUITY AND SUSTAINABILITY
Not applicable, as this item is an administrative matter of City business.

OUTREACH
The application for the development project at 4452 Rosewood Drive was subject to public hearings with both the Planning Commission and the City Council prior to approval.

STRATEGIC PLAN ALIGNMENT
Not applicable, as this item is an administrative matter of City business.

FISCAL IMPACT
There is no fiscal impact associated with this action.

Prepared by: Submitted by: Approved by:

Michael Stella, Senior Civil
Engineer
Siew-Chin Yeong, Director of Public
Works

Gerry Beaudin, City
Manager

Attachments:

1. Resolution Accepting Bus Stop Dedication at Rosewood Common

2. Certificate of Acceptance Bus Stop

3. Vicinity Map

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RESOLUTION NO. 2024-

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PLEASANTON

DELEGATING AUTHORITY TO THE CITY ENGINEER TO FILE A CERTIFICATE OF

ACCEPTANCE FOR A PREVIOUSLY REJECTED BUS STOP DEDICATION ON

ROSEWOOD DRIVE

WHEREAS, on August 25, 2021, Parcel Map 10172 (Book 352 of parcel maps at pages 89 through 92) dedicated a 216 square foot area along Rosewood Drive to the City so an existing bus stop could be extended; and

WHEREAS, the City Engineer rejected the Bus Stop offer of dedication; and

WHEREAS, Avalon Bay Communities is required to extend the bus stop according to the requirements of PUD-85-08-1D-5M for their development project on Rosewood Drive; and

WHEREAS, the City Council, as a legislative body, has been granted authority to accept previously rejected offers of dedication for right-of-way. Because Avalon Bay Communities will soon construct the bus stop extension, it is appropriate to now accept the offer of dedication for the Bus Stop; and

WHEREAS, the City Council can delegate authority to the City Engineer to file a Certificate of Acceptance with the Alameda County Recorder’s Office, as prescribed by California Government Code §66477.2(a), thus formerly accepting the right-of-way needed to extend the bus stop.

NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF PLEASANTON DOES RESOLVE, DECLARE, DETERMINE AND ORDER THE FOLLOWING:

SECTION 1. This Resolution delegates authority to the City Engineer to execute a Certificate of Acceptance for a previously rejected Bus Stop dedication on Rosewood Drive that was originally granted on Parcel Map 10172.

SECTION 2. The City Clerk shall cause a certified copy of this Resolution, as attested under seal, to be recorded without acknowledgment, certificate of acknowledgment, or further proof in the office of the Alameda County Recorder together with the executed Certificate of Acceptance to effectuate the formal acceptance of a 216 square foot Bus Stop dedication on Rosewood Drive.

PASSED, APPROVED AND ADOPTED by the City Council of the City of Pleasanton at a regular meeting held on August 20, 2024.

I, Jocelyn Kwong, City Clerk of the City of Pleasanton, California, certify that the foregoing resolution was adopted by the City Council at a regular meeting held on the 20th day of August 2024 by the following vote:

Ayes:

Noes:

Absent:

Abstain:

ATTACHMENT 1

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Jocelyn Kwong, City Clerk

APPROVED AS TO FORM:

Daniel G. Sodergren, City Attorney

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RECORDING REQUESTED BY:

City of Pleasanton

AND WHEN RECORDED MAIL TO:

City of Pleasanton
Attention: City Clerk
P.O. Box 520
Pleasanton, CA 94566

Space Above This Line For Recorder’s Use Only
Recording requested pursuant to
APN 941-2780-43 Government Code Sections §27383 & §6103 (No Fee)

CERTIFICATE OF ACCEPTANCE

WHEREAS, ROSEWOOD COMMMONS PROPERTY OWNER, L.L.C., A DELAWARE LIMITED LIABILITY COMPANY included the following statement on Parcel Map 10172 as recorded on August 25, 2021, in Book 352 of maps at Page 89 to 92 (Document No. 2021288906):

“The undersigned hereby declare that the real property described below is irrevocabl y offered for dedication in fee for public roadway purposes to the City of Pleasanton on behalf of the public: the area designated on this map as “BUS STOP””; and

WHEREAS, the CITY ENGINEER OF THE CITY OF PLEASANTON, COUNTY OF ALAMEDA, STATE OF CALIFORNIA, included the following statement on said Parcel Map 10172:

“The irrevocable offer of dedication of “BUS STOP” for dedication in fee for public roadway purposes is rejected and shall remain an irrevocable offer until such time the City of Pleasanton accepts said irrevocable offer.”; and

WHEREAS, California Government Code §66477.2(a) includes the following statement:

“If at the time the final map is approved, any …rights-of-way for local transit facilities such as bus turnouts…which directly benefit the residents of a subdivision…are rejected, subject to Section 771.010 of the Code of Civil Procedure, the offer of dedication shall remain open and the legislative body may by resolution at any later date, and without further action by the subdivider, rescind its action an d accept and open the…rights-of-way for local transit facilities such as bus turnouts…which directly benefit the residents of the subdivision…which acceptance shall be recorded in the office of the county recorder.”; and

WHEREAS, the CITY COUNCIL OF THE CITY OF PLEASANTON, as legislative body adopted Resolution No. 2024-_________ on the ___________ of ___________________, 2024, thus directing the City Engineer to execute this CERTIFICATE OF ACCEPTANCE; now therefore be it

RESOLVED, that the City Engineer hereby rescinds the action on Parcel Map 10172 and accepts on behalf of the public the irrevocable offer for dedication in fee for public roadway purposes designated on Parcel Map 10172 as “BUS STOP”; and be it further

RESOLVED, that the City Engineer is hereby directed to execute on behalf of the City Council of the City of Pleasanton this Certificate of Acceptance for said dedication in fee for public roadway purposes designated on Parcel Map 10172 as “BUS STOP”; and be it further ATTACHMENT 2

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RESOLVED, that the City Clerk of the City of Pleasanton shall cause the executed Certificate of Acceptance for said dedication in fee for public roadway purposes designated on Parcel Map 10172 as “BUS STOP” to be recorded at the Office of Clerk/Recorder for Alameda County, State of California.

Executed as of this ___________ day of ______________________, 2024.

_________________________________
Adam Nelkie, City Engineer

Approved as to Form:

__________________________________
Dan Sodergren, City Attorney

ATTACH NOTARY ACKNOWLEDGMENT

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VICINITY MAP

ATTACHMENT 3

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Item #18

CITY COUNCIL AGENDA REPORT

August 20, 2024
Public Works - Engineering Division

TITLE: APPROVE PLANS AND SPECIFICATIONS AND AWARD A CONSTRUCTION CONTRACT TO INTEGRA CONSTRUCTION SERVICES, INC., IN THE AMOUNT OF $1,265,000 WITH AN APPROXIMATELY 10 PERCENT CONTINGENCY OF $127,000 AND APPROVE AN AMENDMENT TO A PROFESSIONAL SERVICES AGREEMENT IN THE TOTAL AMOUNT OF $31,800 FOR THE LIONS WAYSIDE AND DELUCCHI PARK RENOVATIONS PROJECT, CIP NO. 06716 TO BE FULLY

FUNDED WITH DEDICATED PARK DEVELOPMENT IMPACT FEES

SUMMARY
The proposed Lions Wayside Park Renovations will include construction of a new bandstand, a larger lawn area, retention of the majority of the existing mature trees, a trail, gathering areas, and other Lions Wayside Park amenities.

Construction drawings were completed in June 2024, and seven bids were received on July 17, 2024. Staff recommends awarding the contract to the lowest responsive bidder, Integra Construction Services, Inc., in the amount of $1,265,000 for the base bid. Additionally, staff recommends a contingency of $127,000 (approximately 10 percent). Staff also recommends approval of a professional service agreement amendment with Callander Associates for a total not-to-exceed amount of $31,800. The contract with the City's on-call geotechnical engineering consultant, GeoCon, was already approved by the City Council and staff will issue a task authorization for up to $18,250 to GeoCon for Special Inspection and Testing Services for the project. These expenditures are fully funded by dedicated Park Development Impact Fees, which identified the renovation of Lions Wayside and Delucchi Parks in the related developer impact fee study.

Staff does not recommend proceeding forward with bid alternates, including the pathway and landscape improvements at Delucchi Park, due to the high costs received from the low bidder.

Construction is expected to impact the 2025 summer concert series. The new lawn in Lions Wayside Park will require two to three months for establishment prior to use, so it will be closed for approximately the first two months of the summer concerts. The impact was communicated to and agreed upon by the Pleasanton Downtown Association (PDA) during the design phase of the project. Staff will work with the PDA during this coming year to determine a concert series solution for 2025.

RECOMMENDATION

1. Approve plans and specifications and award the project construction contract to Integra Construction Services, Inc., for the low bid amount of $1,265,000.

2. Authorize the City Manager to enter into the project contract.

3. Authorize the Director of Public Works, or authorized staff, to approve and execute

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contract change orders for a project contingency amount of $127,000 (approximately 10 percent) for unforeseen yet necessary related work.

4. Authorize the City Manager to approve an amendment to the professional services agreement with Callander Associates in the amount of $31,800 (for a total not- to- exceed contract amount of $146,800) for construction support services.

BACKGROUND
The Lions Wayside and Delucchi Park renovation discussions started in the 1990s and went through three decades of master planning, but ultimately the City did not have the funding available to implement the $10-12 million project as shown in the latest master plan supported by the regulatory agencies.

On February 7, 2023, the City Council directed staff to suspend work on the updated master plan and instead focus on constructing park improvements utilizing the available project budget of approximately $1.9 million. The proposed improvements are designed to avoid impacts to Kottinger Creek, which the regulatory agencies (Army Corp of Engineers, California Department of Fish and Wildlife, and the Regional Water Quality Control Board) have jurisdiction over, to avoid triggering regulatory approvals.

On October 3, 2023, staff presented the City Council with two design concepts that could be constructed for the available budget. The City Council approved the concept with the bandstand located on the north side of the park - Concept A - with a bandstand that had more traditional aesthetics to ensure that it complements the historic character of the downtown.

After the City Council's approval, staff had further discussions with summer concert series performers and musicians and presented to the City Council on March 5, 2024, alternative bandstands that would still meet the traditional aesthetics preferred by the City Council and also better meet the needs of the musicians. The City Council approved the revised staff recommended bandstand and staff proceeded to finalize the construction documents based on the approved design and bandstand.

DISCUSSION
The Lions Wayside and Delucchi Park Renovations project, CIP No. 06716, is a project that residents have been waiting to see constructed for almost two decades. The project is funded by Park Development Impact Fees that were collected in 2015/16. These impact fees must be specifically spent on park improvements. Moving forward with this project does not impact the City’s General Fund, which is facing a structural deficit.

Park improvements will focus on the top priorities for Lions Wayside Park as determined during the Master Plan public outreach process; these priorities include the construction of a new bandstand, a larger lawn area, retention of the majority of the existing mature trees, a trail, gathering areas, and other supporting Lions Wayside Park amenities. Bid alternates to update the landscaping and pathway in Delucchi Park, adding a lawn seating area on the Firehouse Arts Center property, and proposed 4363-4377 First Street pathway improvements will not move forward at this time due to the high costs of the bid alternates.

Bids
Seven base bids ranging from $1,265,000 to $1,776,966 were received on July 17, 2024. The

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low base bid amount, submitted by Integra Construction Services Inc., in the amount of $1,265,000, is approximately 19 percent lower than the Engineer’s Estimate of $1,560,000.

Staff reviewed the bids and found the low bid responsive and responsible, and recommends awarding the construction contract to Integra Construction Services Inc., in the amount of $1,265,000.

Integra Construction's bid alternate prices were in excess of $120,000 higher than the bid average so staff does not recommend approval of any bid alternates. However, staff intends to work with the contractor to value engineer the bid alternates and will present to the City Council a change order request if the City and contractor are able to come to an agreement on bid alternate pricing.

Construction Support Services
Callander Associates Landscape Architecture will provide construction support services for the project, attending necessary construction meetings, reviewing and responding to Requests for Information (RFIs), shop drawings, and submittals, providing as-built drawings, and providing other support as needed by the City. Staff recommends awarding a contract amendment to Callander for the not-to-exceed amount of $31,800.

Special Inspection and Testing
Under an existing on-call agreement with the City, GeoCon Consultants, Inc. will be providing the special inspection and testing services required for the construction of the bandstand. Staff recommends awarding a professional services agreement to GeoCon Consultants, Inc., for the not-to-exceed amount of $18,250, for the necessary special inspection and testing services.

Maintenance and Programming
The proposed improvements at Lions Wayside Park will replace existing landscape improvements, so the maintenance costs will not change significantly. Staff will need to spend the first few months getting familiar with the maintenance requirements of the new amenities and some of the older park infrastructure, such as the irrigation system, will be replaced and should reduce the quantity and cost of repairs. The project will add a new bandstand structure that must be maintained every 5–10 years and will need to be replaced in the next 50 years.

Additionally, there will be 9,700 square feet of new paved surfaces that will need to be maintained in the next 10–15 years and replaced in the next 75 years.

Schedule
The proposed schedule for the project:

Award of Contract August 20, 2024
Start of Construction September 2024
End of Construction May 2025
Maintenance Period (new lawn area closed) May through July 2025

The new lawn area in Lions Wayside Park will need to remain closed from May through July 2025 in order to establish the necessary root system for long-term success of the lawn and, as noted, will impact the summer concert series.

CALIFORNIA ENVIRONMENTAL QUALITY ACT (CEQA)
A Notice of Exemption (NOE) was filed for the renovation of the parks based on Categorical

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Exemption Class 2: replacement or reconstruction.

EQUITY AND SUSTAINABILITY
Approval of this action advances the Climate Action Plan (CAP 2.0) in Transportation and Land Use by promoting an effective alternative transportation system with walking and bicycling and providing greater park accessibility for all users.

OUTREACH
Staff conducted extensive public outreach leading up to the adoption of the 2014 Lions Wayside and Delucchi Parks Master Plan and then again for the 2022 updated Master Plan process. Outreach included meetings at the parks and existing public events such as the farmer’s market and summer concert series; staff also posted project boards at the park and solicited feedback via an informal survey asking residents about their park priorities.

Additionally, staff most recently presented the project to the Parks and Recreation Commission on September 8, 2022, and September 14, 2023, and to the City Council on April 12, 2022, February 2, 2023, October 3, 2023, and March 5, 2024.

STRATEGIC PLAN ALIGNMENT
Approval of this action advances the Citywide ONE Pleasanton strategic plan goal of Investing in Our Environment, Strategy 1 – Implement the four-year Capital Improvement Program (CIP) to complete design and construction of budgeted capital projects, and Strategy 7 – Continue to invest in parks, bicycle, and pedestrian infrastructure, and public art to improve traffic safety, promote climate resilience, and increase equitable access to cultural and recreational opportunities.

FISCAL IMPACT
The total Capital Improvement Program budget allocation for the Lions Wayside and Delucchi Park Renovations Project, CIP No. 06716, as of Fiscal Year 2024 (after the previous master planning process and previous work was completed) was $1,927,378. Starting in FY 2023/24, the total estimated expenditures for this project was $1,603,868, which includes actual expenditures in FY 2023/24 in the amount of $159,376, and anticipated expenditures in the amount of $1,444,492, related to the construction contract, construction support, and contingencies, leaving a project balance of $323,510. Expenditures include design, construction award, contingency, support services, advertising, and other miscellaneous costs.

The project funds are dedicated Park Development Impact Fees from FY 2015/16, which is funding that must be specifically spent on park improvements as per the related developer impact fee study. The funding and anticipated project expenditures are detailed in Attachment

2. Prepared by: Submitted by: Approved by:

Matthew Gruber, Landscape
Architect
Siew-Chin Yeong, Director of Public
Works

Gerry Beaudin, City
Manager

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Attachments:

1. Bid Comparison Matrix

2. Financial Expenditure Summary

3. Project Plans are available at: www.cityofpleasantonca.gov/business/bids

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Bid Alternates
B‐1 Delucchi Park Improvements 1 LS $163,790.00 $163,790.00 $200,000.00 $200,000.00 $141,700.00 $141,700.00 $112,000.00 $112,000.00 B‐2 Northern Property Improvements 1 LS $130,010.00 $130,010.00 $154,000.00 $154,000.00 $64,770.00 $64,770.00 $85,000.00 $85,000.00 B‐3 Firehouse Lawn Improvements 1 LS $15,440.00 $15,440.00 $68,000.00 $68,000.00 $14,464.00 $14,464.00 $14,000.00 $14,000.00 B‐4 SWPPP Compliance 1 LS $10,000.00 $10,000.00 $25,000.00 $25,000.00 $5,500.00 $5,500.00 $22,000.00 $22,000.00 Lions Wayside and Delucchi Park Renovations, CIP No. 06716 Bid Comparison Matrix
$1,265,000.00$1,561,155.02Total Base Bid
Engineers Estimate Integra Guera
$1,289,374.00
Suarez & Munoz
Total Bid Alternatives $319,240.00 $447,000.00
$1,421,250.00
Total Base Bid + Bid Alternatives $1,880,395.02 $1,712,000.00 $1,515,808.00 $1,654,250.00 $233,000.00$226,434.00
$214,000.00 $214,000.00 $135,014.66 $135,014.66 $178,390.00 $178,390.00 $190,000.00 $190,000.00 $167,300.67 $167,300.67 $157,000.00 $157,000.00 $86,825.54 $86,825.54 $92,950.00 $92,950.00 $75,000.00 $75,000.00 $102,220.79 $102,220.79 $54,000.00 $54,000.00 $26,493.96 $26,493.96 $33,090.00 $33,090.00 $30,000.00 $30,000.00 $34,292.57 $34,292.57 $40,000.00 $40,000.00 $31,866.00 $31,866.00 $5,075.00 $5,075.00 $18,000.00 $18,000.00 $21,063.00 $21,063.00 Frontline Odyssey
$1,588,609.90
Average Bid
$1,468,566.83
ELLA
$1,491,094.91
Kerex Engineering
$1,777,966.00$1,446,673.00
$313,000.00 $324,877.02
$1,793,443.85$1,911,673.00 $1,771,295.07 $1,898,114.90 $2,090,966.00 $465,000.00 $309,505.00$280,200.16
ATTACHMENT 1

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ATTACHMENT 2
Project Funding to Date Amount Totals
2013-24 CIP Allocation (F221- Park CIP) $228,077
2016-24 CIP Allocation (F222- Park Development Impact Fees) 4,500,000 Total Project Funding to Date
Prior Project Expenditures FY 2013-23 $2,800,699
Available Park Renovation Budget at end of FY23 $1,927,378 Project Expenditures to Date as of FY24
Callander Associates, Inc. - Preliminary Design $26,407 Callander Associates, Inc. - Construction Documents 112,968 Kier & Wright - On Call Survey Services 20,000
Total Project Expenditures to Date $159,376
Anticipated Project Expenditures to Date
Advertising $411
Callander Associates, Inc - Construction Documents Encumbrance $2,032 Integra Construction Services Inc. - Construction Contract 1,265,000 Integra Construction Services Inc. - Contingency (approximately 10%) 127,000 Callander Associates, Inc - Construction Support - Amendment No. 1 31,800 Geocon - On call Geotechnical Special Inspection & Testing Services 18,250 Total Anticipated Project Expenditures to Date $1,444,492

TOTAL PROJECT EXPENDITURES
Funding Balance/ (Shortfall)
Project Balance $323,510

LIONS WAYSIDE & DELUCCHI
PARKS CIP NO. 06716
08/20/2024
$4,728,077
$1,603,868

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DWG NO.SCALE:

PROJECT NO.: CIP-06716
DATE:

ADAM M. NELKIE

CITY ENGINEER
NO. 78830
EXP. 9/30/25
DESIGN:

DRAWN:

CHECKED:

CITY OF PLEASANTON
Department of Public Works
REV. DATE DESCRIPTION

LIONS WAYSIDE & DELUCCHI PARK RENOVATION
(Project No. 06716)
OFJUNE 18, 2024
GH
BN
BW/ DR
41 2025 Gateway Place, Suite 285
San Jose, CA 95110
T 408.275.0565
www.callanderassociates.com

AS SHOWN
1/3/24 50 % Submittal
5/7/24 90 % Submittal
6/18/24 Bid Submittal

GENERAL NOTES

COVER SHEET
L1.0
1
Bid Advertisement can be found here: https://www.cityofpleasantonca.gov/business/bids/ ATTACHMENT 3

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Item #19

CITY COUNCIL AGENDA REPORT

August 20, 2024
Public Works - Operations Division

TITLE: APPROVE AGREEMENT WITH D.H.R. CONSTRUCTION, INC. FOR NOT-TO- EXCEED AMOUNT OF $323,183 FOR CALLIPPE PRESERVE GOLF COURSE

BUNKER RENOVATIONS

SUMMARY
Callippe Preserve Golf Course opened in November 2005, and course improvements are regularly planned to maintain the challenging course design, enhance player experience, and address wear and tear on heavily used areas of the course. Biannually, maintenance issues are addressed on several of the course’s 58 bunkers; bunker renovations were performed in 2017, 2019, and 2022. A Request for Proposals was distributed on June 19, 2024. Based on the evaluation criteria listed in the Request for Proposals, D.H.R. Construction, Inc. was selected as the most qualified contractor.

RECOMMENDATION
Approve agreement with D.H.R. Construction, Inc. for not-to-exceed amount of $323,183 which includes a 15 percent contingency for unforeseen circumstances and related extra work as determined necessary by the City per the Contractor’s proposal of $281,028. Payment of such contingency funds is not guaranteed to Contractor unless the City requests such extra work for Callippe Preserve Golf Course Bunker Renovations.

BACKGROUND
Callippe Preserve Golf Course has been open for public play since November 2005. Callippe continues to be one of Northern California’s most popular and award-winning golf courses.

Callippe Preserve has been well received by players in the Bay Area since its opening, and course improvements are regularly planned to maintain the challenging course design, enhance player experience, address wear and tear on heavily used areas of the course, and address any maintenance issues. In 2017, several greenside bunkers on holes #3, #8, and #9 were rebuilt to correct some design deficiencies. In 2019, bunkers on holes #2, #5, and #8 were renovated. In 2022, bunkers on holes #4, #6, #7, and #17 were renovated. This year’s proposed bunker renovation project has been prioritized to address grading issues, slope deterioration, and poor drainage.

A Request for Proposals (RFP) was distributed on June 19, 2024, for experienced licensed contractors to perform the bunker renovations. One proposal was submitted. Based on the evaluation criteria listed in the RFP, D.H.R. Construction, Inc. was selected as the most qualified contractor to perform the work.

Company Bid Results With 15 Percent
Contingency
D.H.R. Construction, Inc. $ 281,028 $ 323,183

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The scope of work to be performed by D.H.R. Construction, Inc. is detailed in the Contract for Contractor Goods/Services (Attachment 1). Work under this contract would begin in October 2024, with scheduled completion by January 31, 2025.

DISCUSSION
City staff and course operator CourseCo have designed a multi-year bunker improvement plan that includes renovation every other year of several bunkers of the course’s 58 bunkers. This improvement plan is typical among golf course maintenance practices to repair wear and tear on heavily used areas of the course and to address any maintenance matters that typically occur in bunkers and tees, including grade improvements, rebuilding slopes, and improving drainage to improve playability.

This year’s proposed bunker renovation project has been identified as a priority to address grading issues, slope deterioration, and poor drainage of 11 greenside bunkers on holes #10, #12, #13, #15, #16, and #18. The bunkers will be renovated according to the standards and specifications of the Better Billy Bunker Method. Currently, unwanted dirt from the sides of the bunkers has mixed with the existing bunker sand, thus changing its consistency and playability. Additionally, due to this mixing, the bunkers no longer drain effectively. During moderate rain events, sand washes off the bunker faces bringing dirt and rock with it, resulting in extremely poor playability and added maintenance costs.

The scope of the bunker renovation project includes removing the existing sand, gravel, and drainpipe. Utilizing the Better Billy Bunker Method, new drainpipe, gravel, polymer, and sand will be installed such that dirt is prevented from washing off bunker slopes. The Better Billy Bunker Method is a patented method for building and renovating golf course sand bunkers to improve water infiltration through a drainage system that reduces the chance of contamination of the sand and reduces erosion and maintenance to provide a consistent playable sand bunker. A drainage system and a layer of fine pea gravel are installed over the entire floor of the bunker. A polymer is sprayed onto the layer of pea gravel to secure it in place. After the polymer sprayed bunker is permitted to cure, a sufficient amount of bunker sand is added and compacted so the entire bunker is covered. Subsurface drip irrigation is installed around the bunkers, and sod is placed around the bunker to stabilize the edge of the bunker. City and CourseCo staff have been pleased with the performance of the previous Better Billy Bunker Method bunkers installed by D.H.R. Construction, Inc., in 2017, 2019, and 2022.

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EQUITY AND SUSTAINABILITY
Not applicable, as this item is a routine matter of City business.

OUTREACH
No outreach was conducted, as this item is a routine matter of City business.

STRATEGIC PLAN ALIGNMENT
Approval of this action advances the ONE Pleasanton strategic plan goal of Investing in Our Environment, Strategy 7 – Continue to invest in parks, bicycle, and pedestrian infrastructure, and public art to improve traffic safety, promote climate resilience, and increase equitable access to cultural and recreational opportunities. Continuing to strategically maintain and upgrade the Callippe Preserve Golf Course ensures that the facility and course are well cared for to provide a safe and enjoyable venue for outdoor recreation.

FISCAL IMPACT
Funding for this project is allocated to the Golf Operations and Golf Course Repair and Replacement Fund (517). The total cost of the construction renovations is for a not-to-exceed amount of $323,183. This amount includes a 15 percent contingency for unforeseen circumstances and related extra services as determined to be necessary by the City.

Prepared by: Submitted by: Approved by:

Giacomo Damonte, Parks
Division Manager
Siew-Chin Yeong, Director of Public
Works

Gerry Beaudin, City
Manager

Attachments:

1. D.H.R. Construction Agreement Callippe Preserve Golf Course Bunker Renovations

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1 CONSTRUCTION AGREEMENT

CALLIPPE PRESERVE GOLF COURSE BUNKER RENOVATION
RFP PWD 24.303
THIS CONSTRUCTION AGREEMENT (“Agreement”) is entered into this _______ day of August 2024, between the CITY OF PLEASANTON, a municipal corporation (“City”), and DHR Construction, INC. California corporation whose address is 860 Green Island Road, American Canyon, CA 94503, and telephone number is 707.552.6500 (“Contractor”).

RECITALS
A. WHERAS, Contractor is qualified and experienced in providing golf course bunker renovation using the Better Billy Bunker Method or an approved equal renovation method.

B. WHEREAS, Contractor has experience with the City’s Callippe Preserve Golf Course or other similar municipal golf courses.

C. WHEREAS, the City has awarded the Contractor a contract for the renovation of eleven (11) greenside golf bunkers, per RFP PWD 24.303.

NOW THEREFORE, in consideration of the mutual covenants and conditions in this Agreement, City and Contractor agree as follows:

1.Term. The term of this Agreement commences on the date written above, and Contractor will begin work on October 1, 2024 and complete Work by January 31, 2025, unless the Term is extended by the City.

2.Work to be Performed.
a. Contractor shall renovate eleven (11) greenside bunkers at holes #10, #12, #13, #15, #16 and #18 as described in the attached Exhibit A. b. Contract Change Orders must be approved in advance in writing by the Director of Public Works, or their designee.

3.Compensation. City shall pay Contractor for work performed at the prices set out in the Contractor’s Price Quote to the City as set forth in Exhibit A attached and incorporated herein.

Compensation for work shall not exceed $323,183 which includes a fifteen (15) percent contingency for unforeseen circumstances and related extra work as determined necessary by the City per the Contractor’s proposal of $281,028. Payment of such contingency funds is not guaranteed to Contractor unless the City requests such extra work.

4.Method of Payment.

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2 a. Progress Payments. As of the twentieth day of each month, Contract may submit for review a request for progress payments, listing the amount and value of work actually performed during the preceding month, or partial thereof. Upon the City’s review and approval, including adjustments if any, City shall make a progress payment to the Contractor.

b. Retention Payment. Five percent (5%) of the amount due shall be retained by the City as a retention. The City shall retain five percent (5%) of the contract amount for thirty- five (35) days after the Notice of Completion for the work is recorded. The Contractor may elect to receive 100 percent of payments due under the agreement from time to time, without retention from any portion of the payment by the City, by depositing securities of equivalent value with the City in accordance with the provisions of Section 22300 of the California Public Contract Code. Such securities, if deposited by the Contractor, shall be valued by the City, whose decision on valuation of the securities shall be final. Securities eligible for investment under this provision shall be limited to those listed in Section 16430 of the California Government Code. c. Time of Payment. Requests submitted promptly as of the 20 th day of each month will be paid by the 10th day of the following month.

5.Indemnification. Contractor shall hold harmless, defend, and indemnify the City, its officers, agents and employees (“Indemnitees”), against any and all claims, costs, demands, causes of action, suits, losses, expenses, attorney’s fees, or liability, arising from or in any manner related to Contractor’s (includes Contractor’s employees, agents, or subcontractors) negligent act or omission, whether alleged or actual, regarding the work performed or caused to be performed pursuant to this Agreement and any amendments thereto. Contractor shall not, however, be obligated to indemnify Indemnitees from Claims arising from the sole negligence or willful misconduct of Indemnitees. This indemnification includes any claim that the materials or equipment provided under this Agreement, or any tool, article or process used, constitutes an infringement of any patent issued by the United States. This indemnification provision shall survive termination or cancellation of the Agreement.

6.Insurance. During the term of this Agreement, Contractor shall maintain in full force and effect, at its own cost and expense, insurance coverages with insurers with an A.M. Best’s rating of no less than A:VII. Contractor shall have the obligation to furnish City, as additional insured, the minimum coverages identified below, or such greater or broader coverage for City, if available in the Contractor’s policies:
a. General Liability and Bodily Injury Insurance. Commercial general liability insurance with limits of at least $2,000,000 combined limit for bodily injury and property damage that provides that the City, its officers, employees and agents are named as additional insureds under the policy as evidenced by an additional insured endorsement satisfactory to the City Attorney. The policy shall state in writing either on the Certificate of Insurance or attached rider that this insurance will operate as primary insurance for work performed by Consultant and its subconsultants, and that no

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3 other insurance effected by City or other named insured will be called on to cover a loss.
b. Automobile Liability Insurance. Automobile liability insurance with limits not less than $2,000,000 per person/per occurrence.
c. Workers’ Compensation Insurance. Workers’ Compensation Insurance for all of Consultant’s employees, in strict compliance with State laws, including a waiver of subrogation and Employer’s Liability Insurance with limits of at least $1,000,000.

For work deemed public works, by signing this Agreement, Contractor is certifying, pursuant to Section 1861 of the California Labor Code, that: "I am aware of the provisions of Section 3700 of the Labor Code which require every employer to be insured against liability for workers' compensation or to undertake self-insurance in accordance with the provisions of that Code, and I will comply with such provisions before commencing the performance of the work of this Contract." d. Certificate of Insurance. Contractor shall file a certificate of insurance with the City prior to the City’s execution of this Agreement, and prior to engaging in any operation or activity set forth in this Agreement. The Certificate of Insurance shall provide in writing that the insurance afforded by this Certificate shall not be suspended, voided, canceled, reduced in coverage or in limits without providing notice to the City in accordance with California Insurance Code section 677.2 which requires the notice of cancellation to: 1) include the effective date of the cancellation; 2) include the reasons for the cancellation; and 3) be given at least 30 days prior to the effective date of the cancellation, except that in the case of cancellation for nonpayment of premiums or for fraud, the notice shall be given no less than 10 days prior to the effective date of the cancellation. Notice shall be sent by certified mail, return receipt requested. In addition, the insured shall provide thirty (30) days prior written notice to the City of any cancellation, suspension, reduction of coverage or in limits, or voiding of the insurance coverage required by this agreement. The City reserves the right to require complete certified copies of policies.
e. Subcontractors. Contractor shall include all subcontractors as insured under its policies or shall furnish separate certificates and endorsements for each subcontractor.

All coverages for subcontractors shall be subject to all of the requirements stated in this Agreement, including but not limited to naming additional insureds. f. Waiver of Subrogation. The insurer agrees to waive all rights of subrogation against the City, its officers, employees and agents.
g. Defense Costs. Coverage shall be provided on a “pay on behalf of” basis, with defense costs payable in addition to policy limits. There shall be no cross-liability exclusions.

7.Independent Contractor. The Contractor is an independent contractor retained by the City.

All personnel employed by the Contractor, including subcontractors, and personnel of subcontractors, are not and shall not be employees of the City.

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4 8.Contractor’s Warranty. Contractor shall bear the risk of loss or damage to any goods associated with the work until delivered to and accepted by the City. Contractor further warrants that all work done, and goods provided under this Agreement shall: a) meet all conditions of the Agreement; b) shall be free from all defects in design, material and workmanship; and 3) shall be fit for the purposes intended. If any defects occur within the 12 months following acceptance, Contractor shall be solely responsible for the correction of those defects.

9.Labor Code/Prevailing Wages. The work performed under this Agreement is a “public work” and prevailing wage laws shall apply. No less than the general prevailing rate of per diem wages, and not less than the general prevailing rate of per diem wages for holidays and overtime work, for each craft, classification or type of worker needed to execute the work under this Agreement shall be paid to all workers, laborers and mechanics, electricians, employed in the execution of the work by the Contractor or any subcontractor doing or contracting to do any part of the work. The appropriate determination of the Director of the California Department of Industrial Relations shall be filed at the City Clerk’s Office and available for inspection. Contractor shall post, at each job site, a copy of the prevailing rate of per diem wages.

To the extent applicable, Contractor shall comply with all requirements of the California Labor Code, including but not limited to, Labor Code sections: 1773.2 (regarding posting wage determinations at each job site); section 1776 (regarding the certification, maintenance, and availability for inspection of payroll records); section 1777.5 (regarding employment of apprentices); section 1810 (regarding a legal day’s work as 8 hours of labor); and section 1775 (regarding penalties for violations). The Contractor shall forfeit fifty dollars ($50.00) for each calendar day or portion thereof for each worker paid less than the stipulated prevailing rates for any public work done under the Agreement by it or by any subcontractor under Contractor

10.Notices. All notices herein required shall be in writing and shall be sent by certified or registered
mail, postage prepaid, addressed as follows:

To Contractor: ______________________ To City: City Manager ______________________ City of Pleasanton
______________________ P.O. Box 520
______________________ Pleasanton, CA 94566

11.Conformance to Applicable Laws. Consultant shall comply with all applicable Federal, State, and Municipal laws, rules, and ordinances. Consultant shall not discriminate in the employment of persons or in the provision of work under this Agreement on the basis of any legally protected classification, including race, color, national origin, ancestry, sex or religion of such person.

12.Counterparts and Electronic Signatures. This Agreement may be executed in multiple counterparts, each of which shall be an original and all of which together shall constitute one agreement. Counterparts may be delivered via facsimile, electronic mail (including pdf or any electronic signature complying with U.S. federal E-Sign Act of 2000 (15 U.S. Code §7001 et seq.), California Uniform Electronic Transactions Act (Cal. Civil Code §1633.1 et seq.), or other

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5 applicable law) or other transmission method, and any counterpart so delivered shall be deemed to have been duly and validly delivered and be valid and effective for all purposes.

13.Miscellaneous Provisions.
a. City may terminate this Agreement at any time by mailing a notice to Contractor. Contractor shall be paid for that portion of work already completed by Contractor as approved by City. b. Contractor acknowledges that time is of the essence regarding the performance of this Agreement.
c. Contractor shall not assign or transfer this Agreement. d. If either City or Contractor waives a breach of this Agreement, such waiver shall not constitute a waiver of other or succeeding breaches of this Agreement. e. This Agreement constitutes the entire understanding of the parties. f. This Agreement may only be modified by a writing signed by the authorized representative of both parties.
g. Contractor covenants that it has obtained and will keep in effect during the term of the Agreement all certificates, licenses, including a City Business License, permits or the like required by any federal, state or local regulatory agency in order to perform the work under this Agreement.
h. Contractor shall comply with all federal, state and local laws, regulations and rules, including but not limited to applicable safety and environmental laws. Contractor shall bear full and exclusive responsibility for any release of hazardous or non-hazardous substances and disposal of hazardous wastes.
i. The Contractor will permit the City to audit, examine and make copies of all contracts, invoices, payrolls and other documents or data relating to this Agreement. Such records shall be maintained for (3) three years from the date of final payment under this Agreement. j. This Agreement shall be governed by the laws of the State of California, with venue for any action under this Agreement in Alameda County, California.

THIS AGREEMENT executed the date and year first above written.

CITY OF PLEASANTON CONTRACTOR
By:

Gerry Beaudin, City Manager Signature

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6 ATTEST:

Print name
Jocelyn Kwong, City Clerk Its:

APPROVED AS TO FORM: By: __________________________
Signature
Daniel G. Sodergren, City Attorney
_______________________
Print Name
Rev. 7/23
Its: _______________________
Two signatures required for corporations

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1 EXHIBIT A

SCOPE OF WORK
All work is to be performed in accordance with City Standard Specifications and Details (Approved November 2016), to view this document go to: https://www.cityofpleasantonca.gov/assets/our-government/public- works/engineering/standard-specifications-november-2016.pdf Note: The following specifications may reference Better Billy Bunker, Inc. products or methods, as well as other brand name products. It is not the intention of the City of Pleasanton, or Pleasanton Public Works to indicate in any way that Better Billy Bunkers and other referenced products are all that may be utilized on this project. Rather, the intent is to utilize this system and named products as a benchmark for the quality and the process that we prefer to be utilized during execution and completion of this project. Any product and or process that matches or exceeds this benchmarked process and products will be considered as an approved equal. Any product and or process must have drainage capabilities in excess of 1,200inches an hour. The review and approval of other submitted products and or processes will be made by representatives of the City of Pleasanton Public Works and CourseCo, Inc. employees. Respondents having similar products and/or processes that meet or exceed these products and/or processes are strongly encouraged to bid.

SCOPE OF WORK SUMMARY

1. BUNKER RENOVATION MATERIALS

1.1.Contractor Provided Golf Course Drainpipe and Drain Inlets - As manufactured by Advanced Drainage System, Inc. or approved equal.

1.2.Approved Gravel (3/16”-3/8” washed) – As manufactured by Vulcan Materials, Pleasanton or approved equal and approved by a Turf & Soil Diagnostics Lab

1.3.Bunker Sand (BB-205) – As manufactured by TMT Enterprises, Inc. or approved equal and approved by Turf & Soil Diagnostic Lab
The guidelines that shall be used to evaluate and a approve a bunker sand shall be as follows:

1. Particle Size Analysis and Sand Distribution –
a. ≤ 3% gravel passing (2mm) #10
b. >20% very coarse sand retained on (0.5MM) #35 sieve
c. ≥ 65% total coarse and medium sand #35 sieve (0.5MM) +#60 sieve (0.25mm) d. ≤ 18% total medium-fine and fine sand (0.18mm) #80 sieve and (0.015MM) #100 sieve e. < 5% very fine sand (passing #140 (0.10mm) and #270 (0.05mm) e. ≤ 3% total silt and clay

2. D85 > 0.75MM (as per ASTM F1632)

3. Crusting and Set Up - No crusting or set up desired after saturated and dried.

4. Angle of Repose preferred >30 degrees
Color - Beige to match existing bunkers
Angular to sub angular shaped with a minimal amount sub round particles.

1.4.Contractor Provided Sod for Renovation and Repair work – Dwarf Tall Fescue sod.

1.5.Bunker Liner ST410 Polymer – As manufactured by Better Billy Bunker, Inc. or approved equal.

INSPECTION AND ACCEPTANCE
All material of whatever nature used in the reconstruction of the bunkers shall be subject to inspection for

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2 workmanship, quality, flow grades, and satisfactory demonstration of flow into all inlets and through all pipes with no damage at exit point before approval by the OWNER or AGENT. All materials shall be subject to rejection for failure to conform to any specification requirements. OWNER or AGENT shall plainly mark rejected material and the Contractor shall replace rejected material with material that meets the requirements of these specifications and remove rejected material immediately from the work site.

2. SCOPE OF WORK
Work to be performed by Contractor at CALLIPPE PRESERVE GOLF COURSE will be the renovation of all named bunker cavities including, but not limited to the following:

Bunker Renovation/Sand Replacement
The work consists of furnishing all equipment and materials and performing all work in connection with the removal of existing sand, replacement of the existing sub-surface drainage pipe, reconstitution of bunker cavity to ensure no slopes are greater than the angle of repose of said bunker sand, installation of new drainage pipe and fittings, installation of approved pea gravel, installation of Better Billy Bunker lining material, installation of approved bunker sand to a compacted depth and finished grading, installation of subsurface irrigation around the perimeter of the bunker, and sodding of all disturbed areas outside of bunker cavity.

3. AREA OF DISTURBANCE
All excavation areas shall be marked out in advance of excavation by OWNER or AGENT. All sod within the delineated area will be removed and disposed of offsite.

4. EXCAVATION OF EXISTING SAND
All sand and drainage materials shall be excavated from the bunker cavity. Any resulting excavated native soil will be stocked piled and used in the reconstitution of the bunker edges and slopes to a maximum of 25 degrees.

Contractor will perform removal of the sand and drainage materials in a manner to minimize equipment damage to the bunker complex and surrounding area. Any damage resulting from the removal of the sand and drainage materials will be repaired by Contractor to the approval of OWNER or AGENT. Excavated bunker sand will be distributed in areas designated by the Golf Course Superintendent and placed to a depth per their instruction over the designated area(s).

5. DEWATERING
The Contractor shall remove all water from any source that accumulates during the excavation process and prior to the installation of specified drainage pipe. The embedment or pipe shall not be installed in water.

6. BUNKER CAVITY PREPARATION
Remove all sand, gravel and loose material to a compacted base. Sand bunker edges will be marked for trimming by OWNER or AGENT. The cavity edges shall be excavated vertically to a depth of six (6) inches. All bunker slopes will not exceed the angle of repose of chosen bunker sand and will be checked by a digital level to the satisfaction of OWNER or AGENT and Contractor will not be allowed to reconstruct any slopes in excess of the angle of repose of the bunker sand. Where soil material prevents proper foundation preparation at the proposed elevation, the Contractor shall deepen excavation to a level where a proper foundation can be prepared. Any materials removed shall be replaced with acceptable fill until stable at proposed grade. Sand limits will be painted in the field by OWNER or AGENT. In general it is OWNER or AGENT’S intent to maintain the existing sand lines, however in a few cases the sand lines will be modified by OWNER or AGENT to aid in the establishment of an acceptable slope.

7. DRAINAGE INSTALLATION
The entire foundation area in the bottom of all trench excavation and bunker cavity shall be smooth, firm, stable, and at uniform density and completed immediately prior to the placing of pipe or materials. Drainage of sand bunkers shall be accommodated by a drainage trench or multiple trenches connecting to each other, each trench measuring eight (8) inches wide and twelve (12) inches deep connecting into an acceptable and functional outfall pipe. Contractor is responsible for ensuring outfall pipe exiting the bunker cavity is not restricted and functioning

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3 properly to allow the bunker cavity to drain.

The locations of trenches will be as determined and subsequently painted out in the cavity by OWNER or AGENT.

It is anticipated that the existing drainage layout can be used. Each sand bunker is to be drained with drainage trenches in a herringbone pattern with no distance between trenches or un-drained area in excess of twenty (20) feet, unless approved by OWNER or AGENT. The top of the pipe shall be set no higher than two (2) inches below the top surface of the trench and centered within the eight (8) inch width of the trench. Each drainage trench shall slope a minimum of one-half percent (.5%) and shall terminate to the low point (or points) of the sand bunker where drainage will be collected and exit via the outfall pipe. Drainage from the bunker floor shall continue downgrade at a greater depth, if necessary, to the edge of the sand bunker where OWNER or AGENT has designated the drainage exiting the sand bunker.

The minimum rate of fall shall not be less than one-half percent (.5%) at any point within the drainage trenches. At the edge of the sand bunker where drainage exits, the perforated pipe shall connect to the existing outfall pipe. All areas of the sand bunkers are to be built with adequate drainage. No water will be permitted to stand in any portion of any bunker. This is to be accomplished by sub-grades draining to the herring-bone drainage system and exiting the bunker via the “outfall” connection point.

Prior to placement of the gravel blanket Contractor will provide OWNER or AGENT with a record drawing (As- built) of the installed drainage showing the percentages of fall. In addition to the record drawing Contractor will provide to OWNER or AGENT digital photos, on USB flash drive or via email, showing the complete drainage system. CONTRACTOR WILL NOT BE GRANTED APPROVAL TO INSTALL THE GRAVEL LAYER

UNTIL AS-BUILT DOCUMENTS HAVE BEEN REVIEWED AND APPROVED BY OWNER OR AGENT. The OWNER of AGENT may waive the As-built submittal requirement if no major changes to the drainage system layout are required. OWNER or AGENT will visually inspect all drainage installation, with written sign-off required before Contractor is authorized to install the pea gravel layer in bunker cavity.

Installation of new drainage lines may not require flush-out lines. However, if needed and determined by OWNER or AGENT, a flush-out line may be required for some sand bunkers. In general, flush-out lines shall extend from the top side of the main drainage line of the sand bunker and terminate to the point where it will connect to a riser and trimmed and finished as specified by OWNER or AGENT. Single flush outs will be contained in a six (6) inch diameter irrigation valve box. In instances where two flush outs are next to each other, the risers will be contained in a single ten (10) inch irrigation diameter valve box.

8. BUNKER LINER INSTALLATION
Contractor will not be allowed to deviate from the Better Billy Bunker or other manufacturers specifications and must not cause any portion of the Better Billy Bunker or other approved manufacturer’s warranty to be voided or disallowed due to construction means and methods utilized by the Contractor.

8.1.Bunker Cavity Preparation
The Better Billy Bunker System or other approved system must be installed in an approved bunker cavity. The area to be covered with the specified liner shall be water settled and mechanically compacted with a hand operated compacting machine to a minimum dry density of ninety-five percent (95%). Absolutely no loose soil shall remain in the bunker cavity prior to liner placement. No liner material will be placed in bunker until OWNER or AGENT has approved the bunker shape, depth, and compaction of the bunker cavity.

8.2.Gravel Layer Blanket
A layer of approved gravel shall be placed over the entire floor of the bunker at a depth of two (2) inches (51mm) deep. This gravel shall be brought up the edge of the bunker leaving room for four (4) inches of bunker sand on all slopes and edges. Should machines be used to spread the gravel in the bunker cavity, care must be taken to prevent any damage to the sub-base and/or drain lines. Contractor must protect the vertical bunker edges at all times when dumping gravel along the bunker edges. The gravel selected will be sent by the Contractor to Turf & Soil Diagnostics, (613 1st Street, Linwood Kansas 6602 (913)723-3700) soils lab or other

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4 approved lab for testing of the sand and gravel to ensure both materials meet the minimum “bridging” standard.

This common standard is based on engineering principles that rely on the largest 15% of the sand particles "bridging" with the smallest 15% of the gravel particles. The gravel must be placed evenly and raked smooth.

Prior to placement of the gravel blanket Contractor will provide OWNER or AGENT with a record drawing (As-built) of the installed drainage showing the percentages of fall. In addition to the record drawing Contractor will provide to OWNER or AGENT digital photos, on USB flash drive, showing the complete drainage system.

8.3.ST410 Polymer Binder Application
ST410 POLYMER shall be sprayed by a certified and trained Better Billy Bunker or other approved manufacturer installer. Using proper pressure spray equipment, a uniform layer of ST410 POLYMER shall be applied to the gravel in the bunker at a rate of one (1) gallon of ST410 POLYMER per 30-35 square feet. The gravel must be dry (less than 15% as tested by the certified installer) at application time. The treated bunker shall be allowed to cure for approximately 24 hours prior to sand installation. NOTE: ST410 POLYMER will penetrate approximately ½ - 1 inch (12mm - 25mm) depth of the gravel. A sturdy pliable layer of glued gravel will be the result.

8.4.Inspection and Quality Control
After 12-24 hours, the initial ST410 POLYMER application will have cured. Contractor will walk and inspect every square foot (meter) of each bunker at the end of the curing process. Any areas not to have received the specified rate of polymer will be marked with turf paint and re-sprayed prior to calling for a final inspection by OWNER or AGENT. Improper application or omitting of the inspection process and follow up polymer application could result in weak areas and/or loose gravel. It is the installer’s responsibility to inspect and maintain the highest standards when installing the Better Billy Bunker or approved equal.

9. SUBSURFACE IRRIGATION SYSTEM INSTALLATION
In conjunction with the soil preparation needed for the sod installation, a subsurface irrigation system is to be installed around the perimeter of each renovated bunker.

9.1.Subsurface Irrigation Parts
Subsurface drip line shall be Toro DL2000 (low flow) and Drip Zone Valve Kit which includes control valve, pressure regulator, Y-filter and manual ball valve.

Toro air vent assembly, flush assembly fittings and all associated fittings to be supplied by Contractor. Drip line spacing to be 12 inches or as directed by the Golf Course Superintendent.

10. RE-SODDING OF DISTURBED AREAS
All sand bunker banks and slopes leading away from edges that have been damaged during the bunker work shall be sodded as directed by OWNER or AGENT. If slopes are greater than 3:1, Contractor shall use wooden stakes to hold the sod in place until established. Wooden stakes must be of sufficient length to provide firm bearing.

10.1.Surface Preparation
All surfaces within the areas of disturbance to be re-sodded, which are slicked or glazed shall be scarified, amended, and smoothed by floating or hand raking prior to planting. All areas to be sodded shall be floated in two directions to eliminate water holding depressions and pockets. All lumps and soil clods shall be eliminated.

Soil amendments and fertilizers to be supplied by the City.

10.2.Sod Quality
Sod will be cut in a uniform thickness width and length. Sod shall be delivered to the job site within twenty- four hours after being harvested. Any sod permitted to dry out or rot may be rejected if, in the judgment of OWNER or AGENT, its survival after placement is doubtful, and shall be replaced at the sole cost of the Contractor.

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5 10.3.Installation Procedures
Sod shall be placed by hand with close joints and no overlapping. All spaces between sections of sod, openings at angles, and similar gaps shall be plugged with sod. After laying, the sod shall be thoroughly watered and then tamped with an approved sod tamper or rolled sufficiently to incorporate the sod with the sod bed and insure tight joints between the sections of strips. Rolling shall not be done to the extent that it causes excessive compaction. Any voids, openings, or crevices before and after tamping or rolling shall be filled with topsoil.

Upon completion of the above work, the surface of the sodded area shall coincide with the finish grade and shall be flush with other grassed areas.

10.4.Protection of Sod Prior to Handover
It will be the responsibility of the Contractor to repair any damage, to newly sodded and established grass areas, at the sole cost to the Contractor until the work area has been turned over to OWNER or AGENT.

Following the sodding operations within an area of disturbance and after the planted area(s) has been accepted by OWNER or AGENT, the maintenance and watering of these areas will be the responsibility of OWNER or AGENT.

The Contractor accepts responsibility for repairing any damage caused by drainage problems, irrigation breaks and run-off, as result to the construction means and methods of the Contractor until the area has been accepted by OWNER or AGENT. Contractor will be required to repair damaged areas, so the repaired area(s) match the surrounding turf conditions in terms of both plant population and quality of turf. Contractor may be required to install sod within the damaged areas.

If, after the third mowing by OWNER or AGENT problems arise or are perceived, in any grassed areas, which are related to construction methods used on the project, the Contractor is responsible for repair of these areas.

All areas disturbed as a result of construction works shall be restored to their original condition or to the desired new appearance as directed by OWNER or AGENT.

11. SAND PLACEMENT
After the entire bunker is lined using the above procedures, sodding has been completed and written approval given, the Contractor will clean the cavity with a hand blower to remove all foreign debris. Absolutely no loose soil shall remain in the bunker cavity prior to sand placement. NO SAND WILL BE PLACED IN BUNKER UNTIL

OWNER OR AGENT HAS APPROVED IN WRITING THE SOD, BUNKER LINING INSTALLATION AND REMOVAL OF ALL DEBRIS.

After approval, the sand shall be spread evenly throughout at a minimum compacted depth of four (4) inches on slopes and six (6) inches on the bottom of the cavity. Contractor will spread the sand against the bunker edges upon completing the installation of the sand in the specific bunker. Should machines be used to spread bunker sand, care must be taken to avoid any damage to the polymer bound gravel layer. Machines entering bunkers for sand installation must sit atop a minimum of twelve (12) inches of bunker sand and plywood. Contractor must protect the vertical bunker edges at all times when dumping sand along the bunker edges. After spreading, all sand shall be water settled and compacted with a hand operated compaction machine. If any sand bunker has less than four (4) inches of sand, the Contractor shall be responsible for installing additional sand to meet specifications on sand depth.

The Contractor is responsible for controlling and removing any vegetative growth or contamination within sand bunkers during construction.

12. PROJECT SCHEDULE
The project is anticipated to begin in mid-September 2024 and be completed by the end of October 2024.

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6 13. HOURS OF SERVICE
Work hours are to be determined by the Golf Course Superintendent, but are generally weekdays from sunrise to 4:00pm

14. MATERIALS
Contractor shall furnish, as part of this agreement, all necessary personnel, supplies, materials and equipment to renovate the identified sand bunkers at the Callippe Preserve Golf Course. Contractor’s employees will be responsible from removing and disposing of any construction waste. Debris and trash shall be removed at the end of each day’s work. There shall be no additional charges to the City for removal and/or disposal of materials. All defective materials shall be removed in accordance with all applicable rules, regulations, codes, law, ordinances, statues, etc.

15. SAFETY TRAINING/PROCEDURES
Contractor must provide a copy of its safety training program that includes, but are not limited to, training staff on hazardous material, Safety Data Sheets, safety procedures, and safe work practices.

This is required before Contractor can begin performing its services.

16. COMMUNICATION AND DOCUMENTATION

16.1.Daily the Contractor shall provide general updates and daily work plan details to the Golf Course Superintendent. Updates are to include information regarding work location(s) on the course and pending material deliveries.

16.2.Copies of all quarry tags/delivery slips for any bulk materials shall be provided to the Golf Course Superintendent for confirmation of material compliance. Bulk materials shall include gravel, sand, soil amendments, compost, and polymer.

17. SUPERVISION AND APPROVAL AUTHORITY

17.1.Contractor must provide for adequate supervision and inspection of all work performed to ensure that each requirement of these specifications is consistently met.

17.2.A supervisor representing the Contractor shall be readily available to meet with the Golf Course Superintendent or Designee as needed for the purposes of correcting problems, conflicts, and coordinating work schedules.

17.3.Inspection by Golf Course Superintendent or Designee shall be made during normal City operating hours, unless otherwise arranged.

17.4.The progress and standard of quality of work to be accomplished shall be to the degree reasonably acceptable to the Golf Course Superintendent or Designee. In the event the Golf Course Superintendent determines contractor's work is unsatisfactory, Contractor will be required to perform the additional work at no cost to the City.

18. DAMAGES
All damages to landscaping, sprinklers, irrigation systems, hardscape, plants, or other golf course components shall be reported by Contractor to the City and will be repaired by the Contractor at no additional cost to the City.

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1 Tab4–
BIDForm

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2 ________________________
Callippe Preserve Golf Course Greenside Bunker Renovation Holes 10, 12, 13,15, 16, 18 Item # Description of Item Estimated
Quantity Unit Unit Price Amount
1 Mobilization Cost 1 EA $ 8,200.00 $ 8,200.00
2 Removal of Bunker Sand,
Gravel & Drainpipe 12823 SF $ 1.80 $ 23,081.40
3 Turf Removal and Disposal
Offsite. Up to 4 ft around
perimeter.
8000 SF $ 1.25 $ 10,000.00
4 Better Billy Bunker
Construction (or equal) –
Including new drainpipe,
gravel, polymer, sand. Clean
and re-establish firm bunker
edge.
12823 SF $ 13.80 $ 176,957.40
5 Soil preparation for turf
installation around perimeter
of bunkers
8000 SF $ 0.80 $ 6,400.00
6 Irrigation sub-surface drip
system per bunker. 11 EA $ 3,890.00 $ 42,790.00
7 Amendments, fertilizers, for
turf prep. Owner purchased
and Contractor to apply and
incorporate into soil.
8000 SF $ 0.40 $ 3,200.00
8 Sod – Purchase, Delivery &
Installation 8000 SF $ 1.30 $ 10,400.00
Total $ 281,028.80
Contractor Name: _D.H.R. Construction, Inc.

SIGNATURE: _
Joy Ramos - Vice President

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Item #20

CITY COUNCIL AGENDA REPORT

August 20, 2024
Public Works - Operations Division

TITLE: APPROVE A THREE-YEAR JANITORIAL MAINTENANCE AND TRADE SERVICES AGREEMENT WITH IMPERIAL MAINTENANCE SERVICES INC. IN THE NOT-TO-EXCEED CONTRACT AMOUNT OF $2,700,000 WITH THE OPTION

FOR TWO ADDITIONAL ONE-YEAR EXTENSIONS

SUMMARY
The City manages the janitorial services contract for numerous facilities; the current janitorial services agreement expires on September 4, 2024. A competitive bidding process was conducted for janitorial services with three-year contract terms with the option for two additional one-year extensions. Twelve bids were received, and in accordance with the City’s Purchasing Policy, Imperial Maintenance Services Inc. is the lowest responsive and responsible bidder for a not-to-exceed amount of $2,700,000, inclusive of a 15 percent contingency, for a three-year agreement.

RECOMMENDATION
Authorize the City Manager to execute a three-year maintenance and trade services agreement with Imperial Maintenance Services Inc. for janitorialservices and the procurement and delivery of consumables for a total not-to-exceed amount of $2,700,000 with an option for two additional one-year extensions pending budget verification beyond year one.

BACKGROUND
The Public Works Department manages the janitorial maintenance agreement for all City facilities. This agreement encompasses 27 buildings totaling over 214,000 square feet, which require daily cleaning along with annual special services such as window washing, floor/carpet cleaning, and deep cleaning. Additionally, 17 park restrooms require daily cleaning. The contractor is also responsible for distributing and delivering consumables (e.g., toilet paper, paper towels, soap) to each facility. The current janitorial maintenance agreement expires on September 4, 2024.

DISCUSSION
A competitive bidding process for a new janitorial maintenance agreement was conducted, soliciting bids from 12 contractors. Imperial Maintenance Services Inc. was selected as the qualified, responsive, and responsible low bidder, demonstrating the best approach to meeting the City’s facility maintenance standards. The contract total was calculated based on the following services: routine facilities and restroom daily services, special event and facilities rentals, and deep cleaning services. Routine facilities and daily restroom services are flat monthly rates with an annual total of $701,296 for the first year, $726,163 for the second year and $755,789 for the third year. For special events, requests, and supplies, staff estimates a total of $164,578 for the three-year term based on previous work at locations such as the Senior Center, Veterans Hall, Firehouse Art Center, Aquatic Center, Police Department, Recreation Centers, and Preschool. In addition, there is a 15 percent contingency of $352,174

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for the three-year term to cover any unforeseen circumstances. The three years of routine facilities and daily restroom services is $2,183,248, combined with the estimated cost for special events and requests ($164,578) and contingency ($352,174), add up to the $2,700,000 three-year total which is annualized to $900,000 each fiscal year.

The previous three-year contract, approved by the City Council on September 3, 2019, totaled $3,341,316. To reduce costs, the current recommended contract award is $641,316 less than the previous contract, reflecting a less extensive scope of work in response to budgetary constraints. The proposed contract reduces the scope to align with basic janitorial standards for government agencies while maintaining the current frequency of services across all City facilities. Additionally, the cleaning schedule for public facilities has been revised from daily cleaning, regardless of usage, to an as-needed basis, ensuring that resources are utilized more efficiently.

As noted, the new maintenance service agreement with Imperial Maintenance Services Inc. is for a total of three years, with the option for two additional one-year extensions. While staff is recommending the City Council approve the three-year agreement as presented to ensure continuous service to City facilities, the agreement can be terminated at any time should the City need to reduce expenses given financial constraints due to a projected budget deficit.

EQUITY AND SUSTAINABILITY
This maintenance agreement was evaluated within the City's Climate Action Plan 2.0 (CAP) framework. As part of the City's commitment to sustainability, all janitorial services must adhere to the use of green products and supplies. Contractors are required to ensure that all cleaning agents, paper products, and other supplies meet eco-friendly standards in accordance with AB 661 and the updated Public Contract Code (PCC) Section 12209.

OUTREACH
No outreach was conducted, as this item is a routine matter of City business.

STRATEGIC PLAN ALIGNMENT
Not applicable, as this item is a routine matter of City business.

FISCAL IMPACT
This maintenance and trade services agreement is budgeted and funded within the General Service Fund – Facilities Division Budget (00140301-420101). The total compensation for the first three years of the agreement is $2,700,000, inclusive of a 15 percent contingency. The contract amount per fiscal year is as follows:

FY 2024/25: $900,000
FY 2025/26: $900,000
FY 2026/27: $900,000

The agreement can be terminated at any time should the City need to reduce expenses given financial constraints due to a projected budget deficit.

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Prepared by: Submitted by: Approved by:

David Luera, Operations &
Maintenance Manager
Siew-Chin Yeong, Director of Public
Works

Gerry Beaudin, City
Manager

Attachments:

1. Maintenance and Trade Services Agreement with Imperial Maintenance Services Inc.

2. Janitorial Services Bid Totals

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MAINTENANCE AND TRADE SERVICES AGREEMENT

JANITORIAL SERVICES FOR CITY FACILITIES
RFB #PWD 24-405

THIS AGREEMENT is made and entered into this First day of September 2024 between Imperial Maintenance Services, Inc. ("Contractor"), a California Corporation, whose address is 8830 Cherry Hills Place, Stockton, CA 95209 and the CITY OF PLEASANTON, a municipal corporation ("City").

RECITALS

A. Contractor has submitted a proposal in response to the City of Pleasanton’s Request for Bids (RFB) #PWD 24-405 and is qualified and experienced in providing Janitorial Services as set forth in Exhibit A and Exhibit B of this Agreement.

B. City finds it necessary and advisable to obtain work or services from Contractor on both a scheduled basis as set forth in RF B #PWD 24-405, as well as on an as-needed basis for potential unscheduled work also described therein.

NOW THEREFORE, in consideration of the mutual covenants and conditions in this Agreement, City and Contractor agree as follows:

1. Term. The term of this Agreement commences on the date written above and will expire on June 30, 2027 unless the parties agree to extend the Agreement for an additional two (2) one-year terms, not to exceed five (5) years total for this Agreement.

2. Services to be performed . Contractor shall perform, or cause to be performed, the work or services described in Exhibit A and Exhibit B.

3. Compensation. Total compensation under this Agreement for all work of this Agreement shall not exceed $2,700,000, of which, the total for each year shall not exceed $900,000 for the first year, $900,000 for the second year, and $900,000 for the third year. City shall pay Contractor for all work performed based on the bid proposal RFB PWD 24.405, in Exhibit C “Bid Form/Rate Sheet”. For the fourth and fifth year of the Agreement of mutually agreed upon to extend the term, the not to exceed amount and Exhibit C “Bid Form/Rate Sheet” shall increase only by the change in the consumer price index for the San Francisco-Oakland-San Jose Metropolitan Area (all items index; all urban consumers) for the twelve -month period ending in April each year as published by the Bureau of Labor Statistics, U.S. Department of Labor.

a. Payment shall be made within thirty (30) days of receipt of Contractor’s invoice and approval by City. Contractor must include a monthly report of janitorial services performed at each location of work, number of personnel used, and time spent by personnel . This report should accompany each invoice submitted for payment. It is essential that this report is complete and approved to facilitate the timely processing and remittance of payment

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4. Indemnification. Contractor shall hold harmless, defend, and indemnify the City, its officers, agents and employees (“Indemnities”), against any and all claims, costs, demands, causes of action, suits, losses, expenses, attorney’s fees, or liability, arising from or in any manner related to Contractor’s (includes Contractor’s employees, agents, or subcontractors) negligent act or omission, whether alleged or actual, regarding the work or services performed or caused to be performed pursuant to this Agreement and any amendments thereto. Contractor shall not, however, be obligated to indemnify Indemnities from claims arising from the sole negligence or willful misconduct of Indemnities . This indemnification includes any claim that the materials or equipment provided under this Agreement, or any tool, article or process used, constitutes an infringement of any patent issued by the United States. This indemnification provision shall survive termination or cancellation of the Agreement.

5. Insurance. During the term of this Agreement, Contractor shall maintain at its own cost and expense the following insurance coverage with insurers with an A.M. Best’s rating of no less than A:VII. Contractor shall have the obligation to furnish City, as additional insured, the minimum coverages identified below, or such greater or broader coverage for City, if available in the Contractor’s policies

a. General Liability and Bodily Injury Insurance. C ommercial general liability insurance with limits of at least $ 2,000,000 combined limit for bodily injury and property damage that provides that the City, its officers, employees and agents are named additional insured’s under the policy as evidenced by an additional insured endorsement satisfactory to the City Attorney.

The policy shall further state in writing either on the Certificate of Insurance or attached rider that this insurance will operate as primary insurance for work performed by Contractor and its subcontractors, and that no other insurance effected by City or other named insured will be called on to cover a loss.

b. Automobile Liability Insurance. Automobile liability insurance with limits not less than $2,000,000 per person/per occurrence.

c. Workers' Compensation Insurance. Workers' Compensation Insurance for all of Contractor's employees shall be in strict compliance with State laws, including a waiver of subrogation and Employer’s Liability Insurance with limits of at least $1,000,000.

For work or services deemed public works, by signing this Agreement, Contractor is certifying, pursuant to Section 1861 of the California Labor Code, that: "I am aware of the provisions of Section 3700 of the Labor Code which require every employer to be insured against liability for workers' compensation or to undertake self-insurance in accordance with the provisions of that Code, and I will comply with such provisions before commencing the performance of the work of this Contract."

d. Certificate of Insurance. Contractor shall file a certificate of insurance with the City prior to the City’s execution of this Agreement, and prior to engaging in any operation or activity set forth in this Agreement. The Certificate of Insurance shall provide in writing that the insurance afforded by this Certificate shall not be suspended, voided, canceled, reduced in coverage or in limits without providing notice to the City in accordance with California Insurance Code

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section 677.2 which requires the notice of cancellation to: 1) include the effective date of the cancellation; 2) include the reasons for the cancellation; and 3) be given at least 30 days prior to the effective date of the cancellation, except that in the case of cancellation for nonpayment of premiums or for fraud, the notice shall be given no less than 10 days prior to the effective date of the cancellation . Notice shall be sent by certified mail, return receipt requested. In addition, the insured shall provide thirty (30) days prior written notice to the City of any cancellation, suspension, reduction of coverage or in limits, or voiding of the insurance coverage required by this agreement. The City reserves the right to require complete certified copies of policies.

e. Subcontractors. Contractor shall include all subcontractors as insured under its policies or shall furnish separate certificates and endorsements for each subcontractor. All coverage’s for subcontractors shall be subject to all of the requirements stated in this Agreement, including but not limited to naming additional insureds.

f. Waiver of Subrogation. The insurer agrees to waive all rights of subrogation against the City, its officers, employees and agents.

g. Defense Costs. Coverage shall be provided on a “pay on behalf of” basis, with defense costs payable in addition to policy limits. There shall be no cross-liability exclusions.

6. Independent Contractor. The Contractor is an independent contractor retained by the City. All personnel employed by the Contractor, including subcontractors, and personnel of subcontractors, are not and shall not be employees of the City.

7. Contractor’s Warranty. Contractor shall bear the risk of loss or damage to any goods associated with the services until delivered to and accepted by City. Contractor further warrants that all work done and goods provided under this Agreement shall: a) meet all conditions of the Agreement; b) shall be free from all defects in design, material and workmanship; and 3) shall be fit for the purposes intended. If any defects occur within the 12 months following acceptance, Contractor shall be solely responsible for the correction of those defects.

8. Notices. All notices, demands, requests or approvals to be given under this Agreement shall be given in writing and conclusively shall be deemed served when delivered personally or on the second business day after the deposit thereof in the United States Mail, postage prepaid, registered or certified, addressed as hereinafter provided.

To Contractor: _____________________ To City: City Manager _____________________ City of Pleasanton
_____________________ P.O. Box 520
_____________________ Pleasanton, CA 94566

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9. Miscellaneous Provisions.

a. City may terminate this Agreement at any time by mailing a notice to Contractor. Contractor shall be paid for that portion of work or services already completed by Contractor as approved by City.
b. Contractor acknowledges that time is of the essence regarding the performance of this Agreement.
c. Contractor shall not assign or transfer this Agreement. d. If either City or Contractor waives a breach of this Agreement, such waiver shall not constitute a waiver of other or succeeding breaches of this Agreement. e. This Agreement constitutes the entire understanding of the parties. f. This Agreement may only be modified by a writing signed by the authorized representative of both parties.
g. Contractor covenants that it has obtained and will keep in effect during the term of the Agreement all certificates, licenses, including a City Business License, permits or the like required by any federal, state or local regulatory agency in order to perform the work under this Agreement.
h. Contractor shall comply with all federal, state and local laws, regulations and rules, including but not limited to applicable safety and environmental laws. Contractor shall bear full and exclusive responsibility for any release of hazardous or non-hazardous substances and disposal of hazardous wastes.
i. The Contractor will permit the City to audit, examine and make copies of all contracts, invoices, payrolls and other documents or data relating to this Agreement. Such records shall be maintained for three years from the date of final payment under this Agreement. j. This Agreement may be executed in multiple counterparts, each of which shall be an original and all of which together shall constitute one agreement. Counterparts may be delivered via facsimile, electronic mail (including pdf or any electronic signature complying with U .S. federal E -Sign Act of 2000 (15 U.S. Code §7001 et seq.), California Uniform Electronic Transactions Act (Cal. Civil Code §1633.1 et seq.), or other applicable law) or other transmission method, and any counterpart so delivered shall be deemed to have been duly and validly delivered and be valid and effective for all purposes. k. This Agreement shall be governed by the laws of the State of California, with venue for any action under this Agreement in Alameda County, California.

IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and year first above written.

CITY OF PLEASANTON CONTRACTOR –

_____________________________ By: __________________________ Gerry Beaudin, City Manager Signature

__________________________
Print name

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ATTEST: Title: __________________________

____________________________ [If Contractor is a corporation, signatures must Jocelyn Kwong, City Clerk comply with California Corporations Code §313]

APPROVED AS TO FORM: _____________________________
Signature

__________________________ __________________________
Daniel Sodergren, City Attorney Print name

Title: __________________________

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EXHIBIT A – JANITORIAL SERVICES

SCOPE OF SERVICES
The Public Works Department, Facilities/Support Services Division, oversees the maintenance of a diverse portfolio such as the Operation Services Center, Fire and Police Stations, Civic Center, Library, Museum, Senior Center, Veterans Hall, Council Chambers, Aquatic Center, the Preschool, Performing Arts Theater, several Recreation Buildings and all City owned Public Restrooms within our parks system. This scope ensures that our janitorial services meet all regulatory requirements, providing a clean and safe environment for all building occupants.

1. Service Standards - The expectation is to maintain government standards of cleanliness for our facilities through a clear and concise outline of duties and their frequencies. • These Standards describe the minimum quality, quantity, and scope of activity and are not intended to be restrictive to any contractor. The term “clean” shall mean “free from soil/dirt.”

2. Control, Supervision, and Approval Authority - Contractor’s operations and activities pursuant to this contract shall be under the control and supervision of the Facilities Division Supervisor or designee, will be referred to as the “Contract Administrator”. Contractor shall provide a point of contact and shall be readily available, responsive to the City’s representative(s) and have the authority to make decisions related to the management of the activities performed by the Contractor’s employees.

3. Hours of Services/Frequency – Hours or services and frequency will fluctuate throughout the year, however most Admin office space will remain consistent.

• Routine Schedule - services shall be rendered at times that will not interfere with the normal operations, special events, or alternate shifts of the building being serviced. Each location will have its normal operating hours called out in Exhibit B. • V
ariable Schedule - for locations that are based on Recreational Programs, Special Events, Rentals or Shows will have a monthly calendar provided by the Library and Recreation Department and Contractor will adhere to enter into facility after activity has concluded and all patrons have left the premises. These include Amador Recreation Center, Veterans Memorial Hall, Senior Center, Cultural Arts Building, Nature House, and the Firehouse Arts Center. The contractor will be provided with said calendar at least a month in advance and may be subject to change. • P olice Department - All janitorial staff assigned to the Police Department will have to undergo a thorough background check to include, but not limited to, Department of Justice, Department of Homeland Security, State and Local jurisdictions. There will be no unauthorized personnel allowed in the PD facility. Contractor must coordinate finger- printing with the City Staff and the Police Department at least two weeks before start of work for all affected employees. The cost will be paid by the City. The Police Department private offices will be serviced during the day shift by arrangement with the Chief of Police, Monday through Friday. No service to the private offices on weekends.

• Park Restrooms - shall be cleaned seven days a week throughout the year, with a few minor exceptions, where no service will be needed on New Years Day, Thanksgiving Day, and

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Christmas Day. Hours of services shall begin one hour after sun-down, Contractor will be responsible to lock the facility after completion of cleaning. Contractor will coordinate with Contract Administrator in terms of progression of cleaning facilities. Locations that have lighted athletic fields shall be cleaned at the end of each shift to avoid any conflict with public access.  All vandalism discovered in Park Restrooms must be immediately reported to the Contract Administrator or their designee
• F requencies - for most locations the frequency will remain constant, and some may change based on season programming, special events, and rental schedules, that will be provided by the Library and Recreation Department. A schedule will be provided of these locations on a month-to-month basis and will be provided at least a month in advance and may be subject to change. • Additional Requests – For all Deep Cleaning requests made by the Contract Administrator, staff will be provided with a general schedule as to the frequency of the cleaning of a location based on the use of a facility by the community. Staff will provide as much notice as possible for scheduling purposes, with a minimum of two weeks’ notice. For a Deep Clean of a facility or an emergency/special request call out made by the Contract Administrator or their designee, services will be billed at the Hourly Rate as identified in the Bid Form/Rate Sheet (Exhibit C). • Special/Emergency Requests – If a special request is made by the Contract Administrator due to an unforeseen problem/issue that has arisen, Contractor must respond within the hour to help mitigate the given situation. These requests will be billed at the Hourly Rate as identified in the Bid Form/Rate Sheet (Attachment I).

4. Holiday Schedule – Below are the City observed holidays and most locations are closed with no janitorial services during these holidays.

• Exceptions - to the rule are the following for these locations only: Parks Restrooms will be cleaned on every holiday except for New Years’s Day, Thanksgiving Day, and Christmas Day.

For the Dolores Bengston Aquatic Center, the facility will be cleaned and in operation on Memorial Day, Independence Day and Labor Day, for all other observed holidays no services will be needed. The Pleasanton Police Department and the Joint Police Service Center will be in operation and need service 365 days of the year.
 New Year’s Day
 Martin Luther King Jr. Day
 Presidents’ Day
 Memorial Day
 Independence Day
 Labor Day
 Veterans Day
 Thanksgiving Day and Day After
 Christmas Eve and Christmas Day

5. Cleaning Supplies/Materials & Janitorial Equipment - Contractor shall furnish, as part of this agreement, all necessary personnel, cleaning supplies and janitorial equipment to clean and maintain building, including but not limited to carts, containers, baskets, maintenance products, wax finishes, cleaning powders and products, detergents, disinfectants, polishes, vacuum cleaners, mops, rags brushes, waxing gear, etc. (see below under “Green Products and Supplies” for requirements). Janitor Closet(s) are available at each location and shall be maintained in a safe and clean condition. The City does have a

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location at the Operations Service Center (Support Services warehouse) where the Contractor may store supplies and janitorial equipment, coordination will take place once contract is awarded. The Re- Stocking supplies will be stored at this location as well.

• Re-Stocking Supplies - the City plans on providing to the Contractor the following: Paper Products (toilet rolls, multi-fold or rolled paper towels, seat liners), hand and dish soap, trash liners (various sizes) and coffee supplies (K-cups, sugar, creamer, cups, etc.) The Contractor is responsible for distributing all re-stocking supplies to all facilities, where they will pick-up all supplies at the warehouse. However, if the City decides to no longer provide the Re-Stocking of Supplies the Contractor will assume the responsibility of ordering all materials (minus coffee supplies) mentioned above at a marked-up rate of 15%. The City will provide a minimum of 30-Day notice in change of service. All products shall be compatible with dispensers currently in use. All soap dispensers shall be maintained by the Contractor. • P
aper Products - In accordance with Public Contract Code (PCC) Sections 22150-22154, jurisdictions must purchase paper products and printing and writing papers containing recycled content as outlined in Public Contract Code 12209. Specifically, printing and writing paper must contain at least 30 percent postconsumer fiber by fiber weight. • Green Products/Supplies Requirements - As part of our commitment to sustainability and environmental responsibility, all janitorial services must adhere to the use of green products and supplies. Contractors are required to ensure that all cleaning agents, paper products, and other supplies meet eco-friendly standards in accordance with AB 661 and the updated Public Contract Code (PCC) Section 12209.

Requirements:
 Cleaning Agents: Must be certified by recognized green certification programs (e.g., Green Seal, EcoLogo).
 Paper Products: Must comply with AB 661's specific post-consumer recycled-content requirements as outlined in PCC Section 12209, including:
 Toilet Paper: At least 45% post-consumer recycled content.  Paper Towels: At least 40% post-consumer recycled content.  Facial Tissue: At least 10% post-consumer recycled content.  Toilet Seat Covers: At least 20% post-consumer recycled content.  General Purpose Paper Wipers: At least 40% post-consumer recycled content.  Food Serviceware (e.g., napkins, plates, bowls, etc.): At least 40% post-consumer recycled content.
• Compliance - Contractors must provide documentation verifying the compliance of all products with these green standards, to the Contract Administrator. If Contractor switches products, they must notify the Contract Administrator within two-weeks of the change. Failure to adhere to these requirements may result in disqualification from the bidding process or termination of the contract. For further details, refer to AB 661 and PCC Section 12209.

6. Proximity (Prox)/ID Cards & Keys - Most buildings are fitted with a Proximity (Prox) card system that will allow access without the use of keys. Some Internal doors will need a key for access to individual rooms. Each employee must have a City Prox/ID card, keys and alarm code issued, before the start of the first day of work. The ID card must be worn in plain sight while working in our

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facilities

• These are issued to the individual and must Not be shared amongst janitorial staff • The Contractor shall be responsible to ensure each employee complete a Prox Card Request form (form provided by the City). All staff must be photographed for a Prox ID card to be issued. • The Contractor shall also notify the Contract Administrator if and when an employee resigns or is terminated by the Contractor. Contractor must submit the P rox ID card and keys to the City, in a timely manner.
• Non-employees or family members will NOT be allowed in any city facility at any time. Only authorized Janitorial Staff may be present during hours of service. • For Security purposes janitorial staff shall secure all external/internal doors and windows of the City-owned facilities maintained by the Contractor. The City shall provide the Contractor a schedule for lock-up procedures upon awarding the proposal. All janitorial staff must set alarm systems when vacating an unoccupied building.

7. Uniforms – the Janitorial Staff shall be clearly identified with the Contractor’s logo or emblem of the Contractor clearly displayed. Prox cards shall be visible at all times.

8. Safety Training & Procedures – Contractor must provide a copy of its safety training program that includes, but are not limited to, training staff on hazardous material, MSDS, safety procedures, and safe work practices. This is required before Contractor can begin performing its services.

• All OSHA Safety Requirements must be adhered to by the Contractor while on- site, including all safety guidelines for the use of cleaning chemicals and personal protective equipment (PPE)

9. Inspections - The Contract Administrator or their designee will periodically inspect the work to assist in ensuring the work meets City's standards and is following the guidelines set forth in Exhibit B.

10. Non-Compliance – If the City, upon inspection, determines that any facility has not been serviced according to the specifications, a notice outlining the deficiencies will be e-mailed to the Contractor. Upon receiving a notice of non-compliance, Contractor must correct the issue/concern immediately. City will not be obligated to pay the Contractor for any services not performed at specified location and date. Contractor must provide a written response to the Contract Administrator, once the work has been completed, with justification as to why services were not performed.

11. Monthly/Weekly Reports – Contractor must provide a monthly report broken down by weeks for all services performed by Janitorial staff, with the following information: Location, Week of Service, Days of the week, Personnel, and time spent cleaning at each location. This report should accompany each invoice submitted for payment. It is essential that this report is complete and approved to facilitate the timely processing and remittance of payment.

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Sample of Weekly Log Routine Scheduled Facilities
Location
Week of
Service
Days of the Week
(circle day)
Staff Performing
Duties
Hours
Serviced
Civic Center –
Central Services
Mo, Tu, We, Th, Fr, Sa, Su
Civic Center –
Annex
Mo, Tu, We, Th, Fr, Sa, Su

Sample of Weekly Log Routine Park Restroom Scheduled
Location
Week of
Service
Days of the Week
(circle day)
Staff Performing
Duties
Hours
Serviced
Amador Park Mo, Tu, We, Th, Fr, Sa, Su
Augustine Bernal
Park
Mo, Tu, We, Th, Fr, Sa, Su

• There will be a separate report for Deep Cleaning, that will be provided by the Contract Administrator in advance that is specific to the facility, with all expectations clearly indicated and outlined for services to be performed.

12. Damages - All damages shall be reported by Contractor to the City to determine repair responsibilities. Any damage determined to be caused by the Contractor shall be liable and will work with Contract Administrator to rectify the issue.

13. Disposal/Hauling of Debris – Upon receipt of Agreement, Contract Administrator will provide locations for debris dumpsites that will be provided by the City and at no cost to the Contractor.

14. Special Drought Conditions – When the State of California or the City of Pleasanton has declared a State of Emergency for drought conditions, water usage will be reduced to a minimum level for all cleaning activities. The Operations and Maintenance Manager or the Contract Administrator will provide a written notice of special drought conditions.

PROHIBITED ACTIVITIES:
o Power washing
o Carpet extraction
o Washing of any hard surface with water
o Using a hose or any other water dispensing device without a valve inline to stop flow when not in use
o All cleaning and sanitizing activities will be reviewed by the Contract Administrator to ensure compliance with the City’s Water Conservation Standards o Unnecessary flushing of toilets and urinals beyond what is required to clean and sanitize

15. Citywide Gas-Powered Blower Ban – Effective June 1, 2024, the City has enacted a ban of use of all gas-powered blowers. This move aligns with the City’s Climate Action Plan that aims to reduce greenhouse gas emissions, enhance environmental sustainability, and prepare for climate change.

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EXHIBIT B – CLEANING SPECIFICATIONS &
AMENITIES of EACH FACILITY
The City of Pleasanton is seeking a dedicated service provider to deliver janitorial services across a range of facilities, including government buildings, recreational buildings, and public restrooms. This partnership aims to maintain high standards of cleanliness and hygiene in line with government expectations by providing a clean and safe environment for all building occupants.

FACILITIES OVERVIEW:
• Government/Admin Buildings: Includes key infrastructures such as the City Library, Civic Center, Fire Station, Police Stations, and various administrative and operational buildings, totaling 16 facilities and 122,935 square feet
• Recreational Buildings: Covers facilities like the Aquatic Center, Amador Rec Center, Cultural Arts Building, Firehouse Arts Center, Gingerbread Preschool, Senior Center and Veterans Hall, totaling 11 buildings and 84,995 square feet
• Public Restrooms: Located in parks and public spaces, including Amador Park Restroom, Muirwood Restroom, and several restrooms in Bernal Community Park and the Sports Park, totaling 16 restrooms; with 76 toilets, 57 sinks, and 27 urinals

EXPECTATIONS AND GOVERNMENT STANDARDS:

The City of Pleasanton expects a clean and safe environment in all its facilities, which is crucial for the well-being of the public and city employees. To this end, the Contractor is expected to uphold stringent cleanliness and sanitation standards that align with government regulations. These expectations are to be met on a consistent and on a daily basis.

CLEANLEANLINESS AND SANITATION REQUIREMENTS:

1. General Cleanliness
o All Areas: Every area within the facilities, including common areas, restrooms, kitchens, and specialized spaces, must be cleaned and free of dirt, dust, debris, and unpleasant odors. This includes, but is not limited to, floors, walls, ceilings, windows, and furniture.

2. Safety and Presentability
o Safe Environment – All cleaning practices must prioritize the safety of both the janitorial staff and the building occupants. This includes the proper use and storage of cleaning chemicals, ensuring wet floors are marked to prevent slips and falls, and promptly addressing any hazards.
o Presentability – Facilities must be kept in a state that is welcoming and visually appealing. This involves maintaining clean and polished surfaces, ensuring all areas are well-organized, and addressing any issues that could detract from the facility’s appearance.

DEFINITIONS OF AREAS TO BE CLEANED:

Common Area – A common area in a government/recreational/park facility refers to any space that is shared and accessible to all employees and visitors. This includes, but is not limited to:

o Lobbies and Entrances - Areas where people enter and exit the building

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o Hallways and Corridors - Pathways that connect different rooms and sections of the building
o Waiting Areas/Lounges – Spaces where visitors can sit while waiting for services or appointments
o Elevator Lobbies – Areas around elevators where people wait for or exit the elevator o Stairwells – Spaces within the building used for moving between floors

Other Identified Areas within a City owned Facility:
o Admin Offices – Either private offices, cubicle settings, or an open floor plan with employee workstations (desk, office chairs, computers); also includes copier/printer rooms/storage cabinets
o Meeting and Conference Rooms – Rooms used for meetings, conferences, and other gatherings
o Restrooms - Refers to any room/facility equipped with toilets, urinals, sinks, locker room, and often includes additional facilities such as baby changing stations o Kitchen: is a designated area equipped with appliances and facilities for preparing and storing food and beverages. This includes:
 Break Room/Employee Kitchens: Areas provided for staff to prepare and store their meals, typically equipped with refrigerators, microwaves, sinks, and sometimes stoves and ovens.
 Commercial Kitchens: Larger kitchens designed to prepare and serve meals for a significant number of people, often found in buildings with on-site dining facilities
These definitions help distinguish the different types of spaces within the buildings, ensuring clarity in janitorial service requirements and standards.

ADDITIIONAL SPECIFIC AREAS THAT ARE UNIQUE THAT WILL BE SERVICED:

Firehouse Arts Center:
o Lobby Area - Space where patrons gather before and after performances o Concession Area - Space where snacks and beverages are sold o Auditorium - The seating area where audiences watch performances (Sound Booth) o Dressing Rooms - Space for performers to change clothes and store personal items o Green Room - Special Space for headliner to change clothes and store personal items Recreation Centers:
o Activity Rooms - Spaces for various classes, programs, and community events o Outdoor Patio - Outdoor area adjacent to the facility that has picnic tables, BBQ Pit, and trash receptacles
Police Station:
o Dispatch Records Area - Office Space for dispatch employees to greet the public o Squad Rooms - Shared spaces where officers gather for briefings and assignments o Interview Rooms - Areas used for interviewing witnesses and suspects o Public Service Areas/Lobby - Spaces where the public interacts with police services o Locker Rooms - Spaces where employees can change clothes, shower, and store personal items
o Holding Cells – 3 Juvenile holding cells

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o Fitness Center - Area with exercise equipment and facilities Senior Center:
o Main Hall - Large spaces for social events, activities, and programs o Activity Rooms - Spaces for various classes, programs, and community events o Game Rooms - Areas designated for games and recreational activities o City Serve - Office spaces, kitchen/break room, 3 restrooms, Activity room that is contracted out by a non-profit service provider
o Lounges/Lobby - Comfortable spaces for relaxation and socializing o Outdoor Patio - Outdoor area adjacent to the facility that has picnic tables and trash receptacles
Aquatic Center:
o Locker Rooms - Spaces where employees and patrons can change clothes, shower and store personal items
o Exterior Showers - 16 exterior showers located on Pool decks Library:
o Main Floor – Large open space that houses books, videos, computer stations, kiosk, etc. o Study Rooms – 8 Small rooms for patrons to study quietly, with hard surface countertop and two chairs
DAILY REQUIREMENTS:

1. Common Areas:
• Sweep, mop, and vacuum – floors shall be free of any debris • Empty all trash receptacles
• Clean glass doors and windows as needed
• Dust surfaces including furniture, ledges, and vents as needed

2. Restrooms/Locker Rooms:
• Re-Stock all products as needed
• Clean and disinfect toilets, urinals, sinks, and countertops • Mop floors with a disinfectant solution
• Clean and disinfect shower areas
• Clean mirrors and other glass surfaces

3. Admin Offices and Workspaces (Squad Room/Interview Rooms):
• Empty trash bins as needed
• Vacuum carpets as needed

4. Break Rooms/Employee Kitchens/Commercial Kitchens/Concession:
• Re-Stock all products as needed
• Clean and disinfect countertops, sinks, and tables
• Empty all trash
• Clean appliances (microwave, refrigerator, coffee machines) • Mop floors with a disinfectant solution

5. Activity/Game Rooms
• Empty trash bins as needed
• Vacuum carpets as needed

6. Main Halls
• Re-Stock all products as needed

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• Empty all trash
• Clean Floors – Dust Mop and spot mopped. If Main Hall floor has maple hardwood floor needs to be dust mopped and then damp mopped with as little water as possible. (Contract Administrator will provide further instructions). • Clean glass and windows as needed

7. Auditorium/Sound Booth
• Clean Floor – floor shall be free of any debris
• Ensure all aisles and under seating are free of any debris • Empty all Trash (Sound Booth included)
• Vacuum carpet as needed (Sound Booth & 2nd Floor of theater)

8. Outdoor Patio Area
• Re-Stock all products as needed
• Empty all trash receptacles

9. Entry Ways of All Facilities
• Shall be free and clear of all debris and cobwebs
• Clean glass and windows as needed

FACILITY LOGISTICS & AMENITIES

Facility Type: Admin Building Civic Center – Central Services Address 157 Main Street
Frequency 5-Day Service, does not vary, no service for all City Holidays Normal Office Hours Monday – Friday, 8am – 5pm
Time of Service Monday – Friday, 6pm – 7am
Square Footage 7,000
Amenities Admin Offices, Common Areas, Break Room, 3 Conference Rooms, 2 Restrooms,
Special Instructions: Do not clean upstairs.

Facility Type: Admin Building Civic Center – Annex
Address 123 Main Street
Frequency 5-Day Service, does not vary, no service for all City Holidays Normal Office Hours Monday – Friday, 8am – 5pm
Time of Service Monday – Friday, 10pm – 6am
Square Footage 7,528
Amenities Admin Offices, Common Areas, 2 Restrooms, Break Room, 1 Conference Rooms,
Special Instructions: Contract Administrator will discuss scheduling due to late Special City Manager meetings.

Facility Type: Admin Building Civic Center – Annex I.T. Modular Address 123 Main Street
Frequency 5-Day Service, does not vary, no service for all City Holidays Normal Office Hours Monday – Friday, 8am – 5pm

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Time of Service Monday – Friday, 6pm – 7am
Square Footage 2,000
Amenities Admin Offices, Common Areas, Break Room, 1 Conference Room Special Instructions: N/A

Facility Type: Admin Building Civic Center – Main Building Address 200 Old Bernal Avenue
Frequency 5-Day Service, does not vary, no service for all City Holidays Normal Office Hours Monday – Friday, 8am – 5pm
Time of Service Monday – Friday, 10pm – 6am
Square Footage 14,353
Amenities Admin Offices, Common Areas, Break Room, 3 Conference Rooms, 4 Restrooms, Council Chambers
Special Instructions – cleaning for council chambers, theater style seating. Potential for late night meetings, no cleaning while meetings are in session near council chambers area.

Facility Type: Admin Building Civic Center – Human Resources Modular Address 200 Old Bernal
Frequency 5-Day Service, does not vary, no service for all City Holidays Normal Office Hours Monday – Friday, 8am – 5pm
Time of Service Monday – Friday, 6pm – 7am
Square Footage 2,500
Amenities Admin Offices, Conference Room, Common Areas, Restroom, Break Room
Special Instructions: N/A

Facility Type:

Recreational Building
Alviso Adobe Milking Barn
Address 3465 Old Foothill Road
Frequency 7-Day Service – during summer months & 5-Day Service Fall – Spring (Wed – Sun); seasonal programing – no service for all City Holidays
Normal Operating Hours Tuesday – Sunday, 8am – 5pm
Time of Service Tuesday – Sunday, 6pm – 7am
Square Footage 3,500
Amenities Admin Office, 2 Restrooms, Activity Room
Special Instructions: Main Floor is cement in the Activity Room only needs to free of debris. Service for the Milking Barn and adjacent restrooms only.

Facility Type:

Recreational Building
Amador Recreation Center
Address 4455 Black Avenue (behind the Dolores Bengtson Aquatic Center) Frequency 5-Day Service – during summer months & 3-Day service Fall – Spring (Tuesday – Thursday); no service for all City Holidays

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Normal Operating Hours Schedule will vary based on Seasonal Programs & Rentals Time of Service Based on Program & Rental Calendars provided by Library & Rec Square Footage 2,105
Amenities Main Hall, Commercial Kitchen, 2 Restrooms, Outdoor Patio & BBQ Pit
Special Instructions: Main Hall to be wet mopped and sanitized including resilient tile. This facility is also categorized as a rental location.

Facility Type:

Recreational Building
Cultural Arts Building
Address 4477 Black Avenue
Frequency 7-Day Service; subject to change based on Seasonal Programming – no service for all City Holidays
Normal Operating Hours Schedule will vary based on Seasonal Programs Time of Service Based on Program Calendars provided by Library & Rec Square Footage 3,200
Amenities 2 Activity Rooms, 2 Restrooms, Common Areas
Special Instructions: Mirrors and Windows to be cleaned as Needed in the Activity Room (Dance Studio). Floor in Activity Room (Pottery Studio) to be wet mopped as needed.

Facility Type:

Recreational Building
Dolores Bengtson Aquatic Center
Address 4455 Black Avenue
Frequency 7-Day Service, does not vary, closed during certain holidays only Normal Operating Hours Every Day, 5am – 10pm
Time of Service All Days,11pm – 4am
Square Footage 9,625
Amenities Admin Offices, 1 Conference Room, Common Areas, 4 Restrooms/Locker Rooms, Break Room, 16 Exterior Showers Special Instructions: This location will most likely be “Deep Cleaned - Locker Rooms” once a month.

During Special Events (Swim Meets), Contractor may be asked for additional services.

Facility Type: Admin Building Fire Station #1 – Admin
Address 3560 Nevada Street
Frequency 5-Day Service, does not vary, no service for all City Holidays Normal Office Hours Monday – Friday, 8am – 5pm
Time of Service Monday – Friday; 6pm – 7am
Square Footage 9,845
Amenities Admin Offices, 2 Conference Rooms, Common Areas, 2 Restrooms, 2 Locker Rooms, 2 Break Rooms, 2 Stairwells, Elevator
Special Instructions: Fire Station and Apparatus Bay are not included for janitorial services.

Facility Type:

Recreational Building
Firehouse Arts Center
Address 4444 Railroad Avenue

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Frequency 5-Day Service, does not vary; weekends subject to change based on performances, no service for all City Holidays
Normal Operating Hours Monday – Friday 8am – 10pm, Weekend Shows/Events will vary based on monthly calendar provided by Library & Rec
Time of Service Based on Programs & Show Calendars provided by Library & Rec Square Footage 22,000
Amenities Admin Offices, Break Room, Concession Stand, Common Areas, 5 Restrooms, Gallery, Auditorium, 2 Activity Rooms, 2 Stairwells, Elevator, 2 Dressing Rooms with Restroom in each, Green Room Special Instructions: Weekend Schedule will have reduced locations. Gallery Floor is a maple hardwood floor - Gallery floor shall be dust mopped and then damp mopped with as little water as possible. Do Not dust or touch artwork on display.

Facility Type:

Recreational Building
Gingerbread Preschool
Address 4333 Black Avenue
Frequency 5-Day Service for Fall – Spring; based on Programs during Summer Months – no service for all City Holidays
Normal Operating Hours Monday – Friday, 8am – 5pm
Time of Service Monday – Friday, 6pm – 7am
Square Footage 6,000 square feet
Amenities Admin Offices, Commercial Kitchen/Breakroom, 4 Activity Rooms/Classrooms, 2 Restrooms, Common Areas, Mini Library Special Instructions: Area rugs in the 4 classrooms will need to be steam cleaned periodically, these will be a “Special Request” made by Contract Administrator. Deep Clean – Frequency may occur twice a year during summer break and winter break in between programs.

Facility Type:

Government Building
Joint Police Service Center
Address 6002 Stoneridge Mall Road
Frequency 7 – Day Service, does not vary, does not close for City Holidays Normal Office Hours 7 days a week, 8am – 5pm
Time of Service Coordinate with Contract Administrator
Square Footage 3,500 square feet
Amenities Admin Offices, Lobby, Conference Room, Break Room, 2 Restrooms, 2 Locker Rooms/Changing Areas
Special Instructions: Janitorial staff must be cleared to work in this facility. BART Holding cell will not be cleaned by Contractor.

Facility Type:

Recreational Building
Museum on Main
Address 603 Main Street
Frequency 2-Day Service, Monday & Thursday only, does not vary, no service for all City Holidays
Normal Operating Hours Tuesday – Saturday, 10am – 4pm
Time of Service Monday & Thursday, 5pm – 9am
Square Footage 4,700

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Amenities Admin Offices, 2 Galleries, Lobby, 2 Restrooms, Break Room Special Instructions: N/A

Facility Type:

Recreational Building
Nature House
Address 519 Kottinger Drive
Frequency 5-Day Service, Mon – Fri; subject to change based on programs – no service for all City Holidays
Normal Operating Hours Schedule will vary based on monthly calendar Time of Service Based on Programs Calendars provided by Library & Rec Square Footage 800
Amenities Activity Room, Small Break Room, Restroom
Special Instructions: N/A

Facility Type:

Recreational Building
Pleasanton Library
Address 400 Old Bernal Avenue
Frequency 7-Day Service, does not vary – no service for all City Holidays Normal Operating Hours Mon – Thur, 8am – 9pm, Fri & Sat 8am – 5pm, Sun 12pm – 5pm Time of Service All Days 10pm – 7am
Square Footage 32,802
Amenities Admin Offices, Break Room/Kitchen, 5 Restrooms, 2 Conference Rooms, Main Floor, Lobby, 8 Study Rooms
Special Instructions: Deep Clean services will be performed at a minimum of twice a year.

Facility Type: Government
Building
Pleasanton Police Department
Address 4833 Bernal Avenue
Frequency 7-Day Service; does not vary – Does not close for City Holidays Normal Operating Hours 24 Hour Operation does not close Time of Service Will be coordinated with Police Chief and Contract Administrator Square Footage 16,897
Amenities Admin Offices, Common Areas/Lobby, Dispatch Records Area, 6 Restrooms, 2 Restrooms/Locker Rooms, Fitness Center, Stairwell, Elevator, 3 Conference Rooms, Squad Room, 2 Interview Rooms, 2 Break Rooms, 3 Juvenile Holding Cells
Special Instructions: For cleaning on weekends will have reduced locations. Dispatch area must be vacuumed with approved "Quiet" machine. Janitorial Staff assigned to the Police Department will have back ground check made before start of service. Private offices will be cleaned during daytime business hours by arrangement with the Chief of Police and Contract Administrator.

Facility Type:

Recreational Building
Pleasanton Senior Center
Address 5353 Sunol Boulevard
Frequency 5 Day Service, with option of Weekend Service based on Rentals/Special Events; Closed for all City Holidays

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Normal Operating Hours Monday – Friday 8am – 10pm, Weekend Events will vary based on monthly calendar provided by Library & Rec
Time of Service Mon – Fri 11pm – 7am; weekends based on calendar provided by Library & Rec
Square Footage 22,000
Amenities Admin Offices, Common Areas/Lobby, Main Hall, Commercial Kitchen, 4 Classrooms/Activity rooms, 4 Restrooms, Outdoor Patio, City Serve Area
Special Instructions: This facility has rentals and special events that will have a special monthly calendar. For cleaning on weekends will have reduced locations. Main Hall floor is a maple hardwood floor - Main Hall floor shall be dust mopped and then damp mopped with as little water as possible.

Facility Type: Admin Building Operations Services Center – Admin Building Address 3333 Busch Road
Frequency 5-Day Service Mon - Fri, does not vary; weekend service needed, no service for all City Holidays
Normal Operating Hours Mon – Fri, 7am – 5pm; Weekends 8am – 4pm subject to change based on scheduled training
Time of Service Mon – Fri, 6pm – 6am; Weekends 8pm – 12am Square Footage 10,410
Amenities Admin Offices, Water Lab, Common Areas, Lobby, Break Room, 2 Conference Rooms, 1 Restroom, 2 Restrooms/Locker rooms, Fitness Center
Special Instructions: Weekend use varies with police and fire training, times and days vary and are subject to change, for weekend use only clean Remillard Room and Locker Rooms. Remillard room is subject to evening meetings during the week, if this occurs Contractor shall clean other locations and come back after meeting is adjourned.

Facility Type: Admin Building Operations Service Center – Water Building Address 3333 Busch Road
Frequency 5-Day Service, does not vary, no service for all City Holidays Normal Office Hours Mon – Fri, 6am – 4pm
Time of Service Mon – Fri, 5pm – 5am
Square Footage 2,500
Amenities Admin Offices, Break Room/Kitchen, 2 Restrooms/Locker rooms, Conference/SCADA Room,
Special Instructions: Contractor is not responsible for cleaning services for large warehouse space

Facility Type: Admin Building Operations Service Center – Sewer/Environmental Services Address 3333 Busch Road
Frequency 5-Day Service, does not vary, no service for all City Holidays Normal Office Hours Mon – Fri, 6am – 4pm
Time of Service Mon – Fri, 5pm – 5am
Square Footage 2,500
Amenities Admin Offices, Break Room, 1 Restroom, Common Area Special Instructions: Contractor is not responsible for cleaning services for large warehouse space.

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Facility Type: Admin Building Operations Services Center – Streets & Signs Building Address 3333 Busch Road
Frequency 5-Day Service, does not vary, no service for all City Holidays Normal Office Hours Mon – Fri, 6am – 4pm
Time of Service Mon – Fri, 5pm – 5am
Square Footage 3,000
Amenities Admin Offices, Break Room/Kitchen, 2 Restrooms/Locker Rooms, Common Area, Sign Shop Area
Special Instructions: Contractor is responsible for Sign Shop smooth concrete floor. Contractor is not responsible for cleaning services for large warehouse space.

Facility Type: Admin Building Operations Services Center – Parks Building Address 3333 Busch Road
Frequency 5-Day Service, does not vary, no service for all City Holidays Normal Office Hours Mon – Fri, 6am – 4pm
Time of Service Mon – Fri, 5pm – 5am
Square Footage 1,500
Amenities Admin Offices, Break Room, Common Areas,
Conference/Training Room, 2 Restrooms/Locker Rooms
Special Instructions: Conference/Training room is located in the warehouse space this will require janitorial services. Contractor is not responsible for cleaning services for large warehouse space.

Facility Type: Admin Building Operations Services Center – Support Services Address 3333 Busch Road
Frequency 5-Day Service, does not vary, no service for all City Holidays Normal Office Hours Mon – Fri, 6am – 4pm
Time of Service Mon – Fri, 5pm – 5am
Square Footage 1,500
Amenities Admin Offices, Break Room/Kitchen, Common Area, 2 Restrooms/Locker Rooms,
Special Instructions: Mechanic’s office and shop sink will need to be included as part of the daily routine. Contractor is not responsible for the cleaning of the other warehouse spaces.

Facility Type: Admin
Building
Operations Services Center - Fire Training Tower
Address 3301 Busch Road
Frequency 5-Day Service, does not vary, no service for all City Holidays Normal Office Hours Mon – Fri, 7am – 4pm
Time of Service Mon – Fri, 5pm – 7am
Square Footage 5,100
Amenities Admin Offices, 2 Conference/Training Room, Common Area, Stairwell, 2 Restrooms
Special Instructions: N/A

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Facility Type:

Recreational Building
Sports Park Tower – 2nd Floor Only
Address 5800 Parkside Drive
Frequency 5-Day Service, does not vary, no service for all City Holidays Normal Operating Hours Monday – Friday, 8am – 5pm
Time of Service Mon – Fri, 6pm – 8am
Square Footage 2,000
Amenities Admin Offices, Conference Room, Restroom, 2 Stairwells, Elevator, Common Area
Special Instructions: N/A

Facility Type:

Recreational Building
Veterans Memorial Hall
Address 301 Main Street
Frequency 4 – Day Service, Tue – Fri; subject to change, no service for all City Holidays
Normal Operating Hours Schedule will vary based on Seasonal Programs & Rentals Time of Service Based on Program and Rental Calendars provided by Library & Rec
Square Footage 9,025
Amenities Main Hall, 4 Restrooms, Commercial Kitchen, Common Areas/Lobby,
Special Instructions: This facility has rentals and special events for weekend use that will have a special monthly calendar. Main Hall floor is a maple hardwood floor - Main Hall floor shall be dust mopped and then damp mopped with as little water as possible.

PARK RESTROOMS

Facility Type: Park Restrooms Public Park Restrooms
Address Various locations (see Park Restroom Attachment III) Normal Operating Hours Dusk to Dawn
Time of Service One hour after Sun-down until Sunrise
Frequency 7-Day Service
Amenities/Fixtures 76 – Toilets, 57 – Sinks, 27 – Urinals, 16 – Entry Ways, Soap Dispensers, Hand Dryers, Baby Changing
Stations
Special Instructions: Park Restrooms shall be cleaned seven days a week, year around except for the following holidays – New Years Day, Thanksgiving Day, and Christmas Day. Contractor is to lock the facility after the completion of cleaning. All Restrooms will be Deep Cleaned, once a month, coordination will take place with the Contract Administrator.

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1 RFB #PWD 24.405 - Janitorial Services Bid Totals
Evaluation Process:

The City of Pleasanton received twelve total bids, eleven electronically, and one bid was hand-delivered. All twelve contractors provided different hourly rates for their services.

To determine which contractor was the lowest bidder, we used three main factors:

1. Routine Schedule (Facilities & Restrooms): Contractors' bids were evaluated based on their proposed routine cleaning schedules.

2. Special Events: Contractors provided a one-time cost per event.

3. Deep Cleaning Services: Contractors provided hourly rates for deep cleaning.

Based on the evaluation of these factors, Imperial Maintenance provided the lowest total bid for the three-year period, making them the most cost-effective choice for the City's janitorial maintenance needs.

Selected Contractor:
 Vendor: Imperial Maintenance
 Year 1 Total Cost: $701,295.40
 Year 2 Total Cost: $726,163.48
 Year 3 Total Cost: $744,293.32
 Grand Total for Three Years: $2,171,752.20
 Routine Only Total Cost for Three Years: $1,713,030.80

Ranking List of Contractors Based on Lowest Bid to Highest Bid

1. Imperial Maintenance

2. Associates Janitorial

3. Universal Building

4. Eco Brite Services

5. Impec Group

6. Kleen Tech

7. Premiere Services

8. Environmental Control

9. Frank Grossman

10. Aim to Please

11. Quality Cleaning

12. Service Leader (Disqualified/Unresponsive)

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2 Ranking List of Contractors Based on Lowest Bid to Highest Bid Total Contract Costs for Three Years:

1. Imperial Maintenance
 Year 1: $701,295.40
 Year 2: $726,163.48
 Year 3: $744,293.32
 Grand Total for Three Years: $2,171,752.20

2. Associates Janitorial
 Year 1: $772,825.00
 Year 2: $813,580.88
 Year 3: $845,502.60
 Grand Total for Three Years: $2,431,908.48

3. Universal Building
 Year 1: $882,982.04
 Year 2: $908,368.04
 Year 3: $931,168.64
 Grand Total for Three Years: $2,722,518.72

4. Eco Brite Services
 Year 1: $894,183.82
 Year 2: $921,026.58
 Year 3: $941,464.72
 Grand Total for Three Years: $2,756,675.12

5. Impec Group
 Year 1: $884,208.12
 Year 2: $931,576.14
 Year 3: $945,518.68
 Grand Total for Three Years: $2,761,302.94

6. Kleen Tech
 Year 1: $955,888.00
 Year 2: $970,394.56
 Year 3: $974,384.00
 Grand Total for Three Years: $2,900,666.56

7. Premiere Services
 Year 1: $944,801.96
 Year 2: $992,995.72
 Year 3: $1,032,086.68
 Grand Total for Three Years: $2,969,884.36

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3 8. Environmental Control
 Year 1: $1,043,100.00
 Year 2: $1,082,214.00
 Year 3: $1,108,096.00
 Grand Total for Three Years: $3,233,410.00

9. Frank Grossman
 Year 1: $1,303,496.80
 Year 2: $1,342,455.86
 Year 3: $1,383,526.04
 Grand Total for Three Years: $4,029,478.70

10. Aim to Please
 Year 1: $1,359,730.32
 Year 2: $1,406,173.88
 Year 3: $1,448,330.32
 Grand Total for Three Years: $4,214,234.52

11. Quality Cleaning
 Year 1: $2,718,000.00
 Year 2: $2,917,164.00
 Year 3: $3,130,004.00
 Grand Total for Three Years: $8,765,168.00

12. Service Leader
 Year 1: $1,024,066.00 (Disqualified/Unresponsive due to Sq Feet Rates instead of Hourly as requested)

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Item #21

CITY COUNCIL AGENDA REPORT

August 20, 2024
Public Works - Operations Division

TITLE: APPROVE A PROFESSIONAL SERVICES AGREEMENT WITH CAUSEY CONSULTING IN THE NOT-TO-EXCEED AMOUNT OF $205,300 TO PREPARE THE CITY’S SEWER SYSTEM MANAGEMENT PLAN AUDIT AND UPDATE

SUMMARY
The State Water Resources Control Board adopted the Statewide Waste Discharge Requirements General Order WQ 2022-0103-DWQ on December 6, 2022, and made the Order effective June 5, 2023. The purpose of the Order is to regulate sanitary sewer collection systems and ensure they are appropriately managed, operated, and maintained with the goal of minimizing spills. Per the Order, the City is required to manage its sewer program through a Sewer System Management Plan (SSMP). The plan shall be audited every three years and updated every six years. The City’s next SSMP audit period is through August 2024 (report due February 1, 2025). The City’s next SSMP update is due August 1, 2025.

The City issued a Request for Qualifications (RFQ) to consulting firms in May 2024 to prepare the City’s next SSMP Audit and Update and selected Causey Consulting as the top-ranked firm. Staff negotiated the attached not-to-exceed agreement of $205,300 with Causey Consulting to prepare subject services.

RECOMMENDATION
Approve a professional services agreement with Causey Consulting in the not-to-exceed amount of $205,300 to prepare the City’s Sewer System Management Plan Audit and Update .

BACKGROUND
The City owns and operates a sewer collection system comprising more than 250 miles of piping and 11 pump stations. The majority of the City’s sewer collection system discharges to the Dublin San Ramon Services District (DSRSD) Regional Wastewater Treatment Facility (WWTF), and the portion from the Ruby Hill area discharges to the City of Livermore Water Reclamation Plant. The City has agreements with DSRSD and the City of Livermore for wastewater treatment. The City is also a member agency of the Livermore-Amador Valley Water Management Agency (LAVWMA) for treated wastewater disposal.

On December 6, 2022, the State Water Resources Control Board (SWRCB) adopted the Statewide Waste Discharge Requirements General Order WQ 2022-0103-DWQ (Order). The Order became effective June 5, 2023, and superseded the previous Order 2006-0003-DWQ and amendments thereafter. The purpose of the Order is to regulate sanitary sewer collection systems and ensure they are properly managed, operated, and maintained with the goal of minimizing spills. The City is an enrolled agency under the Order.

Per the Order, the City shall manage its sewer program through a Sewer System Management Plan (SSMP). The SSMP shall include goals, organizational structure, legal authority, an

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operations and maintenance program, system design and performance provisions, a spill emergency response plan, a pipe blockage control program, a capital improvement program, and a communications program. The SSMP shall be internally audited every three years. The City’s last audit was in 2021, and the next audit period is through August 2024 (report due February 2025). The SSMP shall also be updated every six years. The City’s last update was in 2019, and the next update is due August 1, 2025.

DISCUSSION
In May 2024, the City issued a Request for Qualifications for consulting firms to evaluate the City’s compliance with the Statewide Waste Discharge Requirements General Order WQ 2022-0103-DWQ and to prepare the City’s 2024 Sewer System Management Plan (SSMP) Audit and the City’s 2025 SSMP Update. A Statement of Qualifications (SOQ) was received from two firms: Causey Consulting and Engineered Utility Solutions, LLC. Based on a review of the SOQs, the City’s selection committee recommended Causey Consulting as the top-ranked firm based on its project approach, the qualifications of the project team, and experience with similar efforts. Subsequently, staff negotiated the attached agreement in the amount of $205,300 with Causey Consulting to prepare subject services.

EQUITY AND SUSTAINABILITY
This project prepares community water resources for a changing climate, resulting in cost savings, enhanced water quality, improved infrastructure, and increased resiliency, which support the entire community.

OUTREACH
As the SSMP is developed, updates will be provided during scheduled City Council meetings to inform the City Council and the community.

STRATEGIC PLAN ALIGNMENT
Approval of this action advances the Citywide ONE Pleasanton strategic goal of Investing in our Environment, Strategy 8 – Update the Sewer System Master Plan to reflect current and future operations and identify system improvements and necessary maintenance.

FISCAL IMPACT
The project is funded by the Sewer System Management Plan Project (CIP 22289), which has a total project budget of $507,823.

Prepared by: Submitted by: Approved by:

Todd Yamello , Utilities
Planning Manager - Public
Works
Siew-Chin Yeong, Director of Public
Works

Gerry Beaudin, City
Manager

Attachments:

1. Professional Services Agreement with Causey Consulting

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PROFESSIONAL SERVICES AGREEMENT
RFQ PWD 24.602
THIS PROFESSIONAL SERVICES AGREEMENT (“Agreement”) is entered into this ____ day of August 2024, between the CITY OF PLEASANTON, a municipal corporation (“City”), and Causey Consulting, a sole proprietorship, whose address is 733 Cree Court, Walnut Creek, CA 94598, and telephone number is 925-323-6520, (“Consultant”).

RECITALS
A. Consultant is qualified to and experienced in providing professional services for the preparation of the City’s Sewer System Management Plan Audit and Update in compliance with Statewide Waste Discharge Requirements and for the purposes specified in this Agreement.

B. City finds it necessary and advisable to use the services of the Consultant for the purposes provided in this Agreement.

NOW THEREFORE, in consideration of the mutual covenants and conditions in this Agreement, City and Consultant agree as follows:

1. Consultant’s Services. Subject to the terms and conditions set forth in this Agreement, Consultant shall provide to City the services described in Exhibit A. Consultant shall provide said services at that time, place and in the manner specified in Exhibit A.

2. City Assistance, Facilities, Equipment and Clerical Support. Except as set forth in Exhibit A, Consultant shall, at its sole cost and expense, furnish all facilities and equipment that may be required for furnishing services pursuant to this Agreement. City shall furnish to Consultant only the facilities and equipment listed in Exhibit A according to the terms and conditions set forth in Exhibit A.

3. Term. This contract shall commence on the date written above and shall expire on December 31, 2025.

4. Compensation. City shall pay Consultant for services rendered on a time and material cost basis with not exceed limits as defined in Exhibit A and shall be in accordance with the fee schedule included in Exhibit A. The payments shall be made on a monthly basis upon receipt and approval of Consultant’s invoice. Total compensation for services and reimbursement for costs shall not exceed $205,300.
a. Invoices submitted to City must contain a brief description of work performed, time used and City reference number. Payment shall be made within thirty (30) days of receipt of Consultant’s invoice and approved by City.
b. Upon completion of work and acceptance by City, Consultant shall have sixty (60) days in which to submit final invoicing for payment. An extension may be granted by City upon

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receiving a written request thirty (30) days in advance of said time limitation. The City shall have no obligation or liability to pay any invoice for work performed which the Consultant fails or neglects to submit within sixty (60) days, or any extension thereof granted by the City, after the work is accepted by the City.

5. Sufficiency of Consultant’s Work. All work product and all other documents prepared by Consultant shall be adequate and sufficient to meet the purposes for which they are prepared.

6. Ownership of Work. All work product and all other documents completed or partially completed by Consultant in the performance of this Agreement shall become the property of the City. All materials shall be delivered to the City upon completion or termination of the work under this Agreement. If any materials are lost, damaged or destroyed before final delivery to the City, the Consultant shall replace them at its own expense. Any and all copyrightable subject matter in all materials is hereby assigned to the City and the Consultant agrees to execute any additional documents that may be necessary to evidence such assignment. Consultant shall keep materials confidential. Materials shall not be used for purposes other than performance of services under this Agreement and shall not be disclosed to anyone not connected with these services, unless the City provides prior written consent.

7. Changes. City may request changes in the scope of services to be provided by Consultant.

Any changes and related fees shall be mutually agreed upon between the parties and subject to a written amendment to this Agreement.

8. Consultant’s Status. In performing the obligations set forth in this Agreement, Consultant shall have the status of an independent contractor and Consultant shall not be considered to be an employee of the City for any purpose. All persons working for or under the direction of Consultant are its agents and employees and are not agents or employees of City.

9. Termination for Convenience of City. The City may terminate this Agreement at any time by mailing a notice in writing to Consultant. The Agreement shall then be deemed terminated, and no further work shall be performed by Consultant. If the Agreement is so terminated, the Consultant shall be paid for that percentage of the work actually completed at the time the notice of termination is received.

10. Non-Assignability. The Consultant shall not assign, sublet, or transfer this Agreement or any interest or obligation in the Agreement without the prior written consent of the City, and then only upon such terms and conditions as City may set forth in writing. Consultant shall be solely responsible for reimbursing subcontractors.

11. Indemnity and Hold Harmless. Consultant shall defend, indemnify, and hold harmless, the City and its officers, agents and employees from and against all claims, losses, damage, injury, and liability for damages arising from, or alleged to have arisen from, errors, omissions, negligent or wrongful acts of the Consultant in the performance of its services under this Agreement, regardless of whether the City has reviewed or approved the work or services which has given rise to the claim, loss, damage, injury or liability for damages. This indemnification shall extend for a reasonable period of time after completion of the project as well as during the period of actual performance of services under this Agreement. The City’s acceptance of the insurance certificates required under this Agreement does not relieve the Consultant from its obligation under this paragraph.

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12. Insurance. During the term of this Agreement, Consultant shall maintain in full force and effect, at its own cost and expense, insurance coverages with insurers with an A.M. Best’s rating of no less than A:VII. Contractor shall have the obligation to furnish City, as additional insured, the minimum coverages identified below, or such greater or broader coverage for City, if available in the Contractor’s policies:
a. General Liability and Bodily Injury Insurance. Commercial general liability insurance with limits of at least $2,000,000 combined limit for bodily injury and property damage that provides that the City, its officers, employees and agents are named as additional insureds under the policy as evidenced by an additional insured endorsement satisfactory to the City Attorney.

The policy shall state in writing either on the Certificate of Insurance or attached rider that this insurance will operate as primary insurance for work performed by Consultant and its subconsultants, and that no other insurance effected by City or other named insured will be called on to cover a loss.
b. Automobile Liability Insurance. Automobile liability insurance with limits not less than $2,000,000 per person/per occurrence.
c. Workers’ Compensation Insurance. Workers’ Compensation Insurance for all of Consultant’s employees, in strict compliance with State laws, including a waiver of subrogation and Employer’s Liability Insurance with limits of at least $1,000,000. Worker’s Compensation is not required for consultants or subcontractors that are a sole proprietorship. d. Professional Liability Insurance. Professional liability insurance in the amount of $2,000,000.
e. Certificate of Insurance. Consultant shall file a certificate of insurance with the City prior to the City’s execution of this Agreement, and prior to engaging in any operation or activity set forth in this Agreement. The Certificate of Insurance shall provide in writing that the insurance afforded by this Certificate shall not be suspended, voided, canceled, reduced in coverage or in limits without providing notice to the City in accordance with California Insurance Code section 677.2 which requires the notice of cancellation to: 1) include the effective date of the cancellation; 2) include the reasons for the cancellation; and 3) be given at least 30 days prior to the effective date of the cancellation, except that in the case of cancellation for nonpayment of premiums or for fraud, the notice shall be given no less than 10 days prior to the effective date of the cancellation. Notice shall be sent by certified mail, return receipt requested. In addition, the insured shall provide thirty (30) days prior written notice to the City of any cancellation, suspension, reduction of coverage or in limits, or voiding of the insurance coverage required by this agreement. The City reserves the right to require complete certified copies of policies.
f. Waiver of Subrogation. The insurer agrees to waive all rights of subrogation against the City, its officers, employees and agents.
g. Defense Costs. Coverage shall be provided on a “pay on behalf of” basis, with defense costs payable in addition to policy limits. There shall be no cross liability exclusions. These provisions do not apply to Professional Liability.

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h. Subcontractors. Consultant shall include all subcontractors as insured under its policies or shall furnish separate certificates and endorsements for each subcontractor. All coverages for subcontractors shall be subject to all of the requirements stated in this Agreement, including but not limited naming additional insureds.

13. Notices. All notices herein required shall be in writing and shall be sent by certified or registered mail, postage prepaid, addressed as follows:

To Consultant: Mr. Paul Causey To City: City Manager Causey Consulting City of Pleasanton
733 Cree Court P.O. Box 520
Walnut Creek, CA 94598 Pleasanton, CA 94566

14. Conformance to Applicable Laws. Consultant shall comply with all applicable Federal, State, and Municipal laws, rules, and ordinances. Consultant shall not discriminate in the employment of persons or in the provision of services under this Agreement on the basis of any legally protected classification, including race, color, national origin, ancestry, sex or religion of such person.

15. Licenses, Certifications and Permits. Prior to the City’s execution of this Agreement and prior to the Consultant’s engaging in any operation or activity set forth in this Agreement, Consultant shall obtain a City of Pleasanton business license, which must be kept in effect during the term of this Agreement. Consultant covenants that it has obtained all certificates, licenses, permits and the like required to perform the services under this Agreement.

16. Records and Audits. Consultant shall maintain all records regarding this Agreement and the services performed for a period of three years from the date that final payment is made. At any time during normal business hours, the records shall be made available to the City to inspect and audit.

17. Confidentiality. Consultant shall exercise reasonable precautions to prevent the unauthorized disclosure and use of City reports, information or conclusions.

18. Conflicts of Interest. Consultant covenants that other than this Agreement, Consultant has no financial interest with any official, employee or other representative of the City. Consultant and its principals do not have any financial interest in real property, sources of income or investment that would be affected in any manner of degree by the performance of Consultant’s services under this Agreement. If such an interest arises, Consultant will immediately notify the City.

19. Waiver. In the event either City or Consultant at any time waive any breach of this Agreement by the other, such waiver shall not constitute a waiver of any other or succeeding breach of this Agreement, whether of the same or of any other covenant, condition or obligation.

20. Governing Law. California law shall govern any legal action pursuant to this Agreement with venue in the applicable court or forum for Alameda County.

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21. No Personal Liability. No official or employee of City shall be personally liable to Consultant in the event of any default or breach by the City or for any amount due Consultant.

22. Exhibits. All exhibits referred to herein are attached hereto and are by this reference incorporated herein.

23. Counterparts and Electronic Signatures. This Agreement may be executed in multiple counterparts, each of which shall be an original and all of which together shall constitute one agreement. Counterparts may be delivered via facsimile, electronic mail (including pdf or any electronic signature complying with U.S. federal E-Sign Act of 2000 (15 U.S. Code §7001 et seq.), California Uniform Electronic Transactions Act (Cal. Civil Code §1633.1 et seq.), or other applicable law) or other transmission method, and any counterpart so delivered shall be deemed to have been duly and validly delivered and be valid and effective for all purposes.

24. Scope of Agreement. This writing constitutes the entire Agreement between the parties.

Any modification to the Agreement shall be in writing and signed by both parties.

THIS AGREEMENT executed the date and year first above written.

CITY OF PLEASANTON CONSULTANT
__________________________ By: __________________________ Gerry Beaudin, City Manager Signature
ATTEST: __________________________
Print name
__________________________
Jocelyn Kwong, City Clerk __________________________
Title
Approved as to form:
_____________________________
Daniel G. Sodergren, City Attorney

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Exhibit A
Project Scope of Work
PWD 24.602

Task 1: Review of the 2019 SSMP, 2021 SSMP Audit, and 2023 O&M Program Development Summary Report

The project and Task 1 will be initiated with a project kick-off meeting to allow the consulting team to meet new City management and project related staff who will be involved during the project. This meeting will also include a discussion of the City’s designated positions for compliance with the WDR as the current certified information in CIWQS appears to be outdated. Thereafter, the Fischer Compliance and Woodard & Curran collection system subject matter experts (SMEs) will undertake a review of the 2023 O&M Program Development Summary Report, the 2019 SSMP and the 2021 SSMP Audit Report and will prepare their opinions and recommendations regarding the findings, especially in light of the sewer management and staffing changes since those report completions. These findings and recommendations will be documented in a O&M Program Development Memo. These findings will also be presented to City management and staff during a separate workshop for agreement and inclusion in Tasks 2 and 3 work.

Deliverables (including Draft and Final): O&M Program Development Memo

Meetings (including agenda/presentation/minutes): Kickoff Meeting and OM Program Development Workshop

Task 2: Prepare the 2024 SSMP Audit (Completion by January 31, 2025)

Fischer Compliance will begin Task 2 work by conducting a Compliance Evaluation Inspection (CEI) including updating of historical performance results for both operations and spill results, drafting of the SWRCB pre-inspection questionnaire for use during the SSMP audit interviews, and evaluating the City’s spill response compliance efforts. This work will include up to eight (8) interviews with City WDR designated positions, senior management of the collection system, administration and engineering staff responsible for collection system support and sewer field personnel to assure their understanding of the WDR. City policies and procedures, including the SERP, will be evaluated to assure that the City’s SSMP provides the necessary process and procedural descriptions for compliance. Upon completion of the CEI Report, Fischer Compliance and Causey Consulting will prepare the SSMP Internal Draft Audit Report including incorporation of the evaluations from Task 1, identification of program effectiveness and corrective actions for the sewer program and any necessary revisions to the SSMP in Task 3; meet with City Public Works and project management to receive comments and changes to the draft; and then update a Council draft for informational purposes on January 7, 2025. The Council consideration will include a separate PowerPoint presentation and attendance by representatives of the project team to be available to answer questions following the Audit Presentation. Following the Council

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meeting, the project team will make any final changes and will provide the City’s Legally Responsible Official with the final SSMP Audit Report for certification and uploading to the State CIWQS System. The City will be responsible for all City Council agenda coordination and for all compliance steps required by the reissued WDR for Audit Report compliance. Upon completion of the SSMP Audit activities, the Task Team will prepare an Audit Report template for future City staff audit activities and procedures.

Deliverables (includes Drafts and Final): Compliance Evaluation Inspection Report; completed
Pre-inspection Questionnaire; 2024 SSMP Audit Report; SSMP Audit Template Report in Word.

Meetings (including agenda/presentation/minutes): Audit Interview sessions (up to 8); 2024 SSMP Audit Review Workshop; 2024 SSMP Audit City Council presentation.

Task 3: Prepare the 2025 SSMP Update (Completion by July31, 2025) Upon completion of Tasks 1 and the SSMP Internal Draft Audit Report in Task 2, Causey Consulting will begin preparing the draft revisions to the 2019 SSMP to comply with the reissued WDR and the findings from Tasks 1 and 2 of the project. The revisions will follow the timelines established by the City and further stated in the project schedule. Additionally, the Woodard & Curran project team, utilizing their current and past work on the City’s Sewer Master Plan, hydraulic modelling, and the current condition assessment and evaluation work, will assist with the revisions to Elements 8 and 9 of the SSMP. This will assure that capital prioritization and adaptive management requirements in the revised SSMP are properly developed, described and stated for WDR compliance. Upon receipt of any staff comments and changes during an onsite workshop, Causey Consulting will prepare and submit a Council draft and develop the Council PowerPoint presentation for the June 17, 2025 Council Meeting.

The City will be responsible for all council related scheduling and agenda preparation for Council consideration and adoption of the revised 2025 SSMP. After incorporating any Council comments, Causey Consulting will submit the final 2025 SSMP for the City to comply for the certification and uploading requirements to the State CIWQS system. Following completion of the 2025 SSMP, Causey Consulting will prepare and submit a SSMP template that City staff can use in the future to update the SSMP from annual reviews, spill experiences, changes in staffing, capital planning and sewer program implementations.

Deliverables (includes Draft and Final): 2025 SSMP Update; SSMP Update Template in Word.

Meetings (includes agenda/presentation/minutes): SSMP Revisions Development Workshop;
CIP/Adaptive Management Workshop; 2025 SSMP Update Review Workshop; 2025 SSMP Update City Council Presentation

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Task 4: Project Management and Meetings

Causey Consulting will be responsible for all project management and administration working with the City designated project manager including agreement coordination, insurance provisions, subconsultant agreements and legal compliance, monthly invoicing and regular project status meetings by Zoom during the anticipated fifteen (15) month project term.

Task 4 also includes a separate a meeting with the City’s legal office and other designated staff to discuss policy issues regarding confidentiality of project documents and to provide insight to risk and liability issues for the sanitary sewer program. These discussions would include confidential discussions with Mr. Causey and Mr. Fischer outlining areas of concern and program policies that have resulted from enforcement and litigation from both the State and Regional Boards and environmental community over the past several years. This effort would allow the City’s legal team to both understand areas of potential risk and the methods that have been used to minimize liability and proactively prepare for any potential enforcement and/or litigation.

Deliverables: Project agreement; Certificates of Insurance; subconsultant agreements; monthly invoices; project meeting notes and action items.

Meetings: Monthly project meetings; attorney/client meeting

Task 5: Optional Services

This task includes an allowance for optional services related to the project such as training. Prior to performing services under this task, consultant shall receive written authorization from the City’s Project Manager.

City Project Responsibilities

The City shall remain responsible for the preparation of all non-consultant required Council actions and activities and for all required State Water Resources Control Board required reporting, certification and uploading of final documents and reports completed to comply with the scope of services associated with the current project. City shall provide final City Council adoption documents in time for incorporation into documents that must be provided to the State. The City will also allow the project team access to City staff and facilities to have a comprehensive understanding of both the old sewer operation program and the new management philosophy for sewer operations.

Project Budget

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Project Schedule

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OM Program Development Memo
OM Program Development Workshop

31st

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The above rates are effective until December 2024, at which time they will be subject to CPI change based upon the change in the San Francisco-Oakland-San Jose Metropolitan Area (all items’ indexes; all urban consumers) for the twelve-month period ending in November each year as published by the Bureau of Labor Statistics, U.S. Department of Labor. These new rates will be effective January 1, 2025.

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Item #22

CITY COUNCIL AGENDA REPORT

August 20, 2024
Public Works - Engineering Division

TITLE: RECEIVE A STATUS UPDATE FOR PROJECTS RELATED TO VARIOUS CITY SITES DAMAGED IN THE 2023 STORM EVENT AND REIMBURSEMENT

EFFORTS WITH FEMA AND CAL OES

SUMMARY
This report provides a status update of activities related to the various City sites damaged in the 2023 storm event. Since, 2023, the City has completed four emergency work projects totaling $823,638, and five restoration work projects totaling $202,823. City staff are working with FEMA (Federal Emergency Management Agency) and the California Governor's Office of Emergency Services (Cal OES) to seek reimbursement for the completed emergency and restoration work, including repair of damaged facilities, debris, sediment, and vegetative removal. The City is currently working on permanent restoration work, in which five projects totaling $3.39 million are eligible for FEMA and State reimbursement; three projects totaling $12.35 million that are City-funded and not eligible for FEMA and State reimbursement are needed for essential upgrades to prevent future flooding. Design work for permanent restoration of severely storm-damaged sites is currently underway. The City is expected to spend $4.4 million on FEMA and state-funded projects to permanently repair and restore the damaged sites, and staff anticipates receiving approximately $3.5 million in reimbursement from FEMA and Cal OES.

RECOMMENDATION
Receive an update on projects related to various City sites damaged in the 2023 storm event.

BACKGROUND
Severe winter storms from December 2022 to March 2023 caused damage throughout the city.

These weather events resulted in risks to the health, safety, and welfare of persons and property due to flooding, downed trees, loss of power, and property damage. On January 11, 2023, the City Council adopted a resolution to ratify and confirm the Proclamation of the Existence of a Local Emergency, issued by the Director of Emergency Services/City Manager on January 9, 2023, that allows the City to be eligible for disaster relief funds.

DISCUSSION
Through the Public Assistance program, FEMA provides funding for emergency protective measures, debris removal, and permanent restoration of damaged facilities, including cost- effective hazard mitigation to protect facilities from future damage. Not all costs incurred as a result of disaster events are eligible for reimbursement. Eligible costs must follow requirements set forth in the FEMA’s Public Assistance Program and Policy Guide (PAPPG). Following disaster declaration DR4683(CA) in connection with the 2023 storm event, the City applied for disaster relief funds through the FEMA Grants Portal.

The eligible costs for the FEMA-approved emergency work completed within the first 60 days

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are anticipated to be fully recovered through FEMA and state grants. The FEMA-approved cleanup/restoration activities within 180 days of the disaster event and permanent restoration project completed within 18 months are anticipated to be reimbursed to the City at approximately 75 percent of the total eligible project costs, while the remaining 25 percent will likely be split between State (18.75 percent) and City (6.25 percent). The City applied for a time extension to complete the design, permitting, and construction of permanent repair work.

The City is eligible for up to five percent of total eligible costs under management costs, including staff time spent gathering all the project information, coordination, and meeting with FEMA. The management costs will be finalized after completion of all projects.

FEMA reviews the project application to ensure completeness, eligibility, and compliance with all policies on items such as contracting and environmental regulation. If the project is “Obligated,” it means FEMA approves the project and obligates the funds to the Recipient (State). Then, the State disburses the funds to the Subrecipient (City). If a project obligation status is ”Pending,” FEMA is reviewing the project for final approval. It is unknown when all FEMA and State reimbursements will be received. Notably, the City is still collecting reimbursements for the 2017 storm events.

Reimbursement efforts with FEMA are ongoing. See Attachment 1 for FEMA funded completed projects and permanent repair work to be completed by the City.

Completed FEMA and State Funded Projects
City staff and on-call vendors performed work to clear debris and sediment from various damaged sites to restore a majority of the areas to pre-disaster or better conditions before the 2024 rainy season. However, nine severely damaged sites require permanent repair and mitigation. Temporary measures were implemented until permanent repairs could be designed and constructed.

To date, the City has completed four emergency restoration projects totaling $823,638; City staff estimates FEMA will reimburse about 97% of the cost ($798,305.)

The City also completed five stormwater system restoration projects, totaling $202,823; City staff estimates that about 93.75% ($190,147) will be reimbursed by FEMA and the State. The City has received $51,676 reimbursement for this category of work.

Permanent FEMA-Funded Projects
The City has five additional permanent restoration work projects totaling $3,390,000 that are in the design phase, with anticipated FEMA and State Reimbursement of 75% ($2,542,500)

In January 2024, a Request for Proposals (RFP) for engineering design services was advertised for various City sites damaged during the 2023 storm event to meet the FEMA procurement guidelines. The RFP was required to address the permanent repair and mitigation of damaged areas that exceed the expertise of City staff and on-call vendors. On April 16, 2024, the City Council approved a design professional services agreement with ENGEO Incorporated for $782,407 for various City sites damaged in the 2023 storm event.

ENGEO, the project designer, started the preliminary design work and applications for permitting that are scheduled to be completed by October 2024 for repairing East Vineyard, Oak Tree Farm outfalls, and Augustin Bernal trail culverts crossing. The projects will require

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various regulatory permits from the California Department of Fish and Wildlife, Army Corps of Engineers, and State Water Department, which can take up to a year to receive. The project design will not be able to be completed until the draft regulatory permits are issued to make adjustments to meet the permit requirements and add the mandatory mitigation work for each project. Following the permits, the plans will take two to three months to complete and then be approved by FEMA. Following approvals, the projects will be put out to bid. It is anticipated the construction work will take place in late 2025/early 2026, depending on when approvals are received and on any work restrictions, as most of the work is within creeks and has a limited construction window that will be defined by the regulatory agencies.

East Vineyard Detention Pond Outfall Repairs, CIP No. 24676 Design and construct the replacement of the storm drain outfall and creek banks for the East Vineyard Detention Pond, including approximately 24 linear feet of damaged/lost 24-inch reinforced concrete pipe.

Oak Tree Farm Outfall Repairs and Channel Stabilization, CIP No. 24677 The project will reconstruct the channel bank at the Oak Tree Farm storm drain outfall, including stabilizing the banks, installing heavy rip rap, and modifying the existing outfall structure to dissipate energy.

Augustin Bernal Trail Creek Crossing Culverts and Retaining Wall, CIP No. 24678 The project will upgrade culvert crossings at three separate locations within Augustin Bernal Park and install a retaining wall to mitigate the further loss of the Valley View trail from a landslide.

Sewer Station S-14 Electrical Improvements, CIP No. 24265 The storm damaged the below-grade electrical gear and control panels, requiring the replacement of the equipment. A temporary electrical system was installed in February 2024 with only essential functions to return the station into service removing the temporary pumps.

Frish Engineering completed the design work necessary to raise the lift station above ground to prevent future flooding issues. The design package was submitted to FEMA for review and approval per PAPPG. Following approval, the City will solicit bids for construction. The electrical gear will take up to a year to be manufactured before construction can begin. The City anticipates construction to start in fall 2025.

Park Pathway Restoration (Alviso Adobe and Tawny Parks), CIP No. 24679 The City's on-call contractor has repaired the damaged sidewalks in Tawny Park. However, FEMA did not approve the mitigation effort to repair the Alviso Adobe pathway with concrete.

Therefore, the Alviso Adobe pedestrian trail will be replaced with in-kind stabilized decomposed granite. The City will prepare plans and specifications to solicit bids and/or proposals for the eroded pedestrian trail at Alviso Adobe after FEMA approval. The City anticipates construction to start in summer 2025.

City Funded Project
The City consulted with FEMA regarding grant funding for hazard mitigation for Puri Court and Sycamore Creek storm damages; however, the projects did not score well for the competitive grants and did not meet the cost-to-benefit ratios for Disaster Recovery mitigation funding. The FEMA reimbursement program will only cover restoring the system to its original condition and does not cover upgrades and improvements for hazard mitigation. Although the following

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projects are not eligible for FEMA reimbursement, the projects are essential and needed for future mitigation purposes.

Puri Court Storm Drain Improvements, CIP No. 25415
Parkour Consulting Group completed the design work to replace approximately 500 linear feet of existing storm drainpipe with 48-inch reinforced concrete pipe and/or variable box culvert for the Puri Court storm drain improvements. The City made attempts to do construction in late summer 2024. However, due to uncertainty about the availability of pipe materials and the time required for construction, the project will extend into the winter season. Constructing this type of project during the rainy season is not recommended due to the potential of damaging the roadway, extended construction duration, and higher impacts on residents' access. The City anticipates soliciting bids in winter 2024 and constructing the improvements by the end of summer 2025.

Sassafras Court Storm Drain Interceptor, CIP No. 22484
ENGEO, the project designer, completed the site survey and data collection to prepare plans for installing a vault to capture and remove debris prior to entering the Oak Tree Manor storm drain system. The Basis of Design report will be prepared by the end of August 2024. The City anticipates the bid solicitation process and contract award by spring 2025.

Sycamore Creek Storm Improvements, CIP No. 24662 and 24680 Sycamore Road at Sunol Boulevard experienced localized flooding in 2017 and in 2023.

ENGEO started the hydraulic analysis and feasibility study to determine the extent of necessary storm drain improvements to mitigate future flooding associated with Sycamore Creek. The next step will be the completion of the hydraulic study and report by the end of September 2024. Based on the hydraulic analysis and feasibility study, the storm drain line on Sycamore Road may need to be replaced or a secondary line added. The project would install approximately 1,500 feet of 36- to 48-inch diameter storm drain to provide additional capacity if analysis warrants. The design for the preparation of plans and specifications is anticipated to be awarded by the end of 2024.

The anticipated expenditure for City-funded projects is summarized below:

CIP No. Description Anticipated Expenditure
25415 Puri Court Storm Drain Improvements $1,750,000
22484 Sassafras Court Storm Drain
Interceptor
$600,000
24662 and 24680 Sycamore Creek Storm Improvements $10,000,000

Total
$12,350,000

EQUITY AND SUSTAINABILITY
Approval of this action advances the City’s equity and sustainability goals from the Climate Action Plan 2.0 under community resilience and wellbeing by improving public services to ensure all communities are prepared for climate-related impacts.

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OUTREACH
No outreach was conducted, as this item is a routine matter of City business.

STRATEGIC PLAN ALIGNMENT
Approval of this action advances the ONE Pleasanton Strategic Plan goals of Safeguarding Our City, Strategy 4 – Identify funding sources and implement the hazard mitigation plan to address response to natural disasters and Investing in Our Environment, Strategy 1 - Implement the Four Year Capital Improvement Program (CIP.)

FISCAL IMPACT
The estimated total expenditure is $16.8 million for the completed emergency and restoration work, upcoming permanent repair projects, and additional upgrades to prevent future flooding in the next two years, as previously approved by the City Council. The 2024 Mid-Term CIP update, approved by the City Council on May 21, 2024, allocated funds for the anticipated project costs. On receipt of the reimbursement, the Finance Department will reallocate funds received from FEMA and the State to the appropriate funding source.

Prepared by: Submitted by: Approved by:

Adam Nelkie, Assistant Dir.
of Public Works -
Engineering
Siew-Chin Yeong, Director of Public
Works

Gerry Beaudin, City
Manager

Attachments:

1. FEMA and City Funded Projects Summary

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ATTACHMENT 1

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FEMA Funded Projects Summary

FEMA
Project ID
Description Obligation
Status
Eligible Cost Estimated
FEMA and State
Reimbursement
Reimbursement
Received*
Completed Emergency Work (Up to 100% Reimbursement)
731692 Emergency
Activations
and Sandbags
Obligated $47,905.39 $47,905.39
731690 Citywide
Debris
Removal

Pending $370,403.96 $370,403.96
723485 Vegetative/Se
dimentary
Debris
Removal
Pending $349,929.08 $328,058.51
733562 Arroyo Del
Valle Creek
Parcels Debris
Project
Pending $55,400.00 $51,937.50
Total $823,638.43 $798,305.36
Completed Restoration Work (75% FEMA and 18.75% State Reimbursement) 733567 Golf Course
Netting and
Orloff Park
Basketball
Court Repair
Obligated $55,121.07 $51,676.00 $51,676.00
731687 Alviso Adobe-
Old Foothill
Road Ditch &
Culvert
Obligated $4,664.00 $4,372.50
723480 Santos Ranch
Roads Culvert
Repair
Pending $112,778.74 $105,730.07
723481 Creeks,
Channels, and
Drainage
Systems
Pending $6,959.52 $6,524.55
730447 East and West
Vineyard
Detention
Ponds

Pending $23,299.74 $21,843.51
Total $202,823.07 $190,146.63

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ATTACHMENT 1

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FEMA
Project ID
Description Obligation
Status
Eligible Cost Estimated
FEMA and State
Reimbursement
Reimbursement
Received*
Total Completed FEMA Projects $1,026,462 $988,452 $51,676* * Received amount does not include city share.

Permanent Work & Restoration To Be Completed (75% Reimbursement) FEMA
Project ID
Description Obligation
Status
Anticipated
Expenditure
Estimated
FEMA and State
Reimbursement
Reimbursement
Received
740669 East Vineyard
Detention Pond
Outfall Repairs
Pending $610,000 $457,500
732408 Oak Tree Farm
Outfall Repairs
and Channel
Stabilization
Pending $630,000 $472,500
723483 Augustin
Bernal Trail
Creek Crossing
Culverts and
Retaining Wall
Pending $1,300,000 $975,000
723484 Sewer Station
S-14 Electrical
Improvements
Pending $700,000 $525,000
733566 Park Pathway
Restoration
Pending $150,000 $112,500
Total Permanent Work To Be Completed $3,390,000 $2,542,500 None City Funded Projects:

CIP No. Description Anticipated
Expenditure
25415 Puri Court Storm Drain Improvements $1,750,000
22484 Sassafras Court Storm Drain Interceptor $600,000
24662 and 24680 Sycamore Creek Storm Improvements $10,000,000 Total $12,350,000
Summary of All Projects:

Description Expenditure Anticipated FEMA and State
Reimbursement
Completed FEMA Projects $1,026,462 $988,452
Permanent FEMA Work To Be Completed $3,390,000 $2,542,500 Total for All FEMA Projects $4,416,462 $3,530,952
City Funded Permanent Work To be Completed $12,350,000 Total City and FEMA Funded Projects $16,766,462

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Item #25

CITY COUNCIL AGENDA REPORT

August 20, 2024
Community Development

TITLE: RECEIVE UPDATE ON RESIDENTIAL DEVELOPMENT PROPOSALS ON TWO

PROPERTIES IN EAST PLEASANTON, OUTSIDE THE CITY LIMITS, AND

PROVIDE DIRECTION TO FURTHER ANALYZE AND EXPLORE TERMS

AROUND POTENTIAL ANNEXATION, FOR FUTURE CITY COUNCIL

CONSIDERATION

SUMMARY
Two properties in East Pleasanton, outside the City limits, are the subject of residential development applications with Alameda County by USL/Steelwave (Steelwave). The City has been approached by the developer to gauge interest from the City in engaging to determine a potential path to annexation and development of the two properties within Pleasanton. This study session provides background information, outlines the two applications, and invites City Council discussion and direction to staff on this matter. No commitment or decision is being requested at this time as to whether or not the City Council would or would not ultimately support annexation of the properties; rather, the request is to authorize staff to more formally engage with the developer to advance discussions, with the intent to present the City Council with additional information, and if possible, initial terms or a framework agreement around next steps to annexation, by the end of 2024.

RECOMMENDATION
Authorize staff to engage with USL/Steelwave to advance the necessary analysis and discussion of initial terms around potential annexation of the Arroyo Lago and Senior Residential projects/properties, for future City Council consideration.

BACKGROUND
East Pleasanton Area
The East Pleasanton planning area is defined in the 2005 General Plan as the approximately 1,100-acre area located generally east of Valley Avenue and Busch Road, north of Stanley Boulevard and south of Arroyo Mocho. Most of the land within East Pleasanton is owned by Zone 7 Water Agency (Lake I and Cope Lake, 589 acres). Several private owners control other large portions of the plan area, including Pleasanton Gravel Company (Lake H, 108 acres), USL Pleasanton Lakes LP (also known as USL/Steelwave) (approximately 330 acres), Square Mile Pleasanton, LLC (formerly owned by Kiewit Infrastructure Company) (approximately 50 acres), and Amazon.com Services, LLC (58.49 Acres).

Existing land uses within the plan area include the Pleasanton Garbage Service (PGS) Transfer Station and Recycling Center, the City’s Public Works Department/Operations Service Center (OSC), the City's Fire Training Tower and Shooting Range, some short-term materials and equipment storage on the Kiewit site, three former quarry lakes, and vacant land. A map of the planning area is included as Attachment 1.

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USL/Steelwave Properties
The focus of this update is on the properties currently owned by USL/Steelwave (ownership formally shown in County Assessor's records as USL Pleasanton Lakes, LLC), as depicted in Figure 1 below, located just east of the Village at Ironwood development and the City's Operations Service Center, and north of Busch Road. These properties represent approximately 88 acres of the more than 418 acres owned by USL/Steelwave, with remaining properties comprising lands east of the Amazon property and Urban Growth Boundary, and a site in the far north portion of the East Pleasanton planning area, just south of Arroyo Mocho.

Under discussion are the following two sites and applications made to Alameda County:

1. The 26.56-acre Arroyo Lago site located immediately east of the City limits. As described in further detail, below, this property is the subject of an active development application with Alameda County, for 194 single-family homes and 49 ADUs.

2. The 61.6-acre property to the east of the Arroyo Lago site. On June 4, 2024, USL Pleasanton Lakes submitted an application to Alameda County under SB330 and pursuant to the provisions of Government Code 65589.5, more commonly referred to as the “Builders Remedy.” The application includes a proposal for up to 569 age-restricted (senior) housing units on approximately 61.6 acres of vacant land, plus related site improvements and amenities.

Figure 1: Vicinity Map and Projects Locations

East Pleasanton: Prior Planning Efforts
The East Pleasanton area has been the subject of planning consideration for many years, with several uncompleted efforts to develop a comprehensive plan for the area.

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The City evaluated the area as part of the 1996 General Plan, but deferred land use planning since much of the land was actively being quarried and/or reclaimed. As quarry operations concluded in the late 1990s, and with development of adjacent areas including the Ironwood residential development and Staples Ranch, the City scheduled a planning process for the East Pleasanton Specific Plan area. This process was ultimately deferred to 2012, due to the need to focus on more pressing planning matters, such as completing the Bernal Specific Plan and a General Plan and Housing Element Update.

In 2012, the City Council approved a project work plan and schedule and appointed a task force to guide and oversee the preparation of the EPSP. Over the following two years, the task force worked with staff and a team of consultants to review technical analysis and formulate project alternatives. An underlying assumption of the planning process at that time was that the City would need to re-zone sites to accommodate its Regional Housing Need Allocation (RHNA), including sites for high-density housing in East Pleasanton. However, by early 2014 it was determined that enough sites were already zoned to accommodate the City’s RHNA obligation. In August 2014, the City Council directed staff and the task force to explore EPSP land use alternatives that did not include zoning for high-density housing.

Following this direction, the task force voted to change the “Base Plan” evaluated in the draft specific plan to include 1,300 residential units (with no high-density housing), 1.63 million square feet of non-residential development, 759 acres of open space, and an elementary school site. The City Council confirmed the Base Plan in December 2014 and directed that nine other plan alternatives be evaluated in the Draft Environmental Impact Report (EIR) for the draft specific plan, ranging from an alternative allowing for no development, to an alternative containing 1,430 single-family and multi-family residential units.

A Draft EIR for the EPSP was published in April 2015, followed by community meetings to receive input on the draft specific plan and Draft EIR. These neighborhood meetings were widely attended, with some residents expressing concern about moving forward with the specific plan process due to the ongoing drought and impacts to traffic and school capacity, and because the EPSP’s development was not required to meet the City’s RHNA. In June 2015, the City Council decided to halt the East Pleasanton Specific Plan planning and environmental review process and directed that the specific plan be considered as part of future City Council priority setting deliberations.

In January, 2019, resumption of a planning process for East Pleasanton was placed on the City Council’s work plan as a “Priority A” item. Around that time, the City was approached by Ponderosa Homes, a local residential developer, which had secured agreements with the major private property owners with interest in resuming work to prepare a plan for East Pleasanton. On November 19, 2019, the City Council conducted a study session to provide input on the scope of work, key planning considerations, timing and process for East Pleasanton planning. The City Council provided input, but did not conclude its discussion, which was ultimately continued to the March 3, 2020 meeting.

At the March 3 meeting, the City Council directed staff to proceed with the EPSP update, including coordination with the then-expected start of the 6thCycle Housing Element update process. Links are provided below for the Agenda Reports and Meeting Minutes for the November 19, 2019 and March 3, 2020 meetings.

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Pleasanton City CouncilAugust 20, 2024

Pleasanton City Council
August 20, 2024