Agenda packet — San Carlos City Council, October 28, 2024

CITY OF SAN CARLOS
City Council/Successor Agency to the
Redevelopment Agency/Housing Authority
Regular Meeting
October 28, 2024 7:00 PM
Council Chambers, City Hall
600 Elm Street, San Carlos, CA 94070
www.cityofsancarlos.org
AGENDA
This meeting will be conducted both inperson at City Hall and virtually via Zoom. Members of the public will have the option to observe the meeting and address the City Council as outlined below.

InPerson Participation:

Location. City Hall – 600 Elm Street, Council Chambers.

Masks are no longer required, but are still recommended by the California Department of Health. To maintain public health and safety, please do not attend in person if you are experiencing respiratory symptoms (e.g. cough, runny nose, and/or sore throat).

Provide Public Comment. To address the City Council on any item on the posted agenda, fill out a Request to Speak Form located in the back of the Council Chambers and submit it to the City Clerk; or, you may raise your hand when the Mayor calls for public comments.

Remote Participation :

Observe via:
Zoom. https://us02web.zoom.us/j/88256140939; or call 16699009128 and enter the Meeting ID #: 882 5614 0939
Meeting Webportal . www.cityofsancarlos.org/agenda Local TV. Comcast Channel 27 and AT&T Uverse Channel 99 Provide Public Comment. If you plan to make a public comment on any item on the posted agenda, please observe the meeting via Zoom (see above access information), and during the public comment period for the agenda item you wish to address, use the “raise hand” feature. If joining Zoom by phone, press *9 to “raise hand”.

Councilmembers may participate in this meeting remotely as authorized by Assembly Bill 2449.

MAYOR: John Dugan
COUNCIL: Ronald Collins, Sara McDowell, Adam Rak, Pranita Venkatesh

1. CALL TO ORDER

2. ASSEMBLY BILL 2449 TELECONFERENCE REQUESTS

3. PLEDGE OF ALLEGIANCE

4. CHANGES TO THE ORDER OF THE AGENDA

5. PRESENTATIONS
a. Receive an Annual Report from the Community Foundation of San Carlos.

6. COUNCIL COMMUNICATIONS AND ANNOUNCEMENTS
Council Communications and Announcements are brief items from members of the City Council regarding upcoming events in the community and correspondence that they have received. They are informational in nature and no action will be taken on these items at this meeting.

7. PUBLIC COMMENT
Persons wishing to address the City Council on matters NOT on the posted agenda may do so. Each speaker is limited to two minutes.

If the item you are speaking on is not listed on the agenda, please be advised that the City Council may briefly respond to statements made or questions posed as allowed under the Brown Act (Government Code Section 54954.2). The City Council's general policy is to refer items to staff for attention, or have a matter placed on a future City Council agenda for a more comprehensive action or report and formal public discussion and input at that time.

8. CONSENT CALENDAR
a. Motion to Waive Reading of All Ordinances.
b. Approve the September 23, 2024 City Council Regular Meeting Minutes.

9. NEW BUSINESS
a. Consideration of Adopting a Resolution Approving a Pilot Program to Designate Shortterm Parking Locations in Downtown San Carlos for Food Delivery and Rideshare Services.
b. Consideration of Adopting a Resolution Authorizing the City Manager to Execute an Amendment to the Existing Professional Services Agreement with WRT, Inc. for Additional Consulting Services Associated with the Downtown Specific Plan and Streetscape Master Plan Project to Include Design Engineering Drawings for Phase 1 Downtown Implementation.

10. AGENDA SETTING
Items discussed in this Agenda Setting Section will be considered by the Council for placing on a future agenda. No action will be taken on these items at this meeting. a. Consideration of Agendizing a Study Session Item to Discuss Downtown Parking Enforcement and Potential.

11. ADJOURNMENT
Any writings or documents provided to a majority of the City Council regarding any item on this agenda will be made available for public inspection upon request.

In compliance with the Americans with Disabilities Act and Title VI, and as outlined in the City’s Reasonable Accommodations Policy, if you need special assistance or translation services to participate in this meeting, please contact the City Clerk’s Office at (650) 8024222 or via email at cityclerk @cityofsancarlos.org. Notification in advance of the meeting will enable the City to make reasonable arrangements to ensure accessibility to this meeting.

1 CITY OF SAN CARLOS
City Council/Successor Agency to the
Redevelopment Agency/Housing Authority
Regular Meeting
October 28, 2024 7:00 PM
Council Chambers, City Hall
600 Elm Street, San Carlos, CA 94070
www.cityofsancarlos.org
AGENDA
This meeting will be conducted both inperson at City Hall and virtually via Zoom. Members of the public will have the option to observe the meeting and address the City Council as outlined below.

InPerson Participation:

Location. City Hall – 600 Elm Street, Council Chambers.

Remote Participation :

Councilmembers may participate in this meeting remotely as authorized by Assembly Bill 2449.

MAYOR: John Dugan
COUNCIL: Ronald Collins, Sara McDowell, Adam Rak, Pranita Venkatesh

1. CALL TO ORDER

2. ASSEMBLY BILL 2449 TELECONFERENCE REQUESTS

3. PLEDGE OF ALLEGIANCE

4. CHANGES TO THE ORDER OF THE AGENDA

5. PRESENTATIONS
a. Receive an Annual Report from the Community Foundation of San Carlos.

7. PUBLIC COMMENT
Persons wishing to address the City Council on matters NOT on the posted agenda may do so. Each speaker is limited to two minutes.

8. CONSENT CALENDAR
a. Motion to Waive Reading of All Ordinances.
b. Approve the September 23, 2024 City Council Regular Meeting Minutes.

11. ADJOURNMENT
Any writings or documents provided to a majority of the City Council regarding any item on this agenda will be made available for public inspection upon request.

2 CITY OF SAN CARLOS
City Council/Successor Agency to the
Redevelopment Agency/Housing Authority
Regular Meeting
October 28, 2024 7:00 PM
Council Chambers, City Hall
600 Elm Street, San Carlos, CA 94070
www.cityofsancarlos.org
AGENDA
This meeting will be conducted both inperson at City Hall and virtually via Zoom. Members of the public will have the option to observe the meeting and address the City Council as outlined below.

InPerson Participation:

Location. City Hall – 600 Elm Street, Council Chambers.

Remote Participation :

Councilmembers may participate in this meeting remotely as authorized by Assembly Bill 2449.

MAYOR: John Dugan
COUNCIL: Ronald Collins, Sara McDowell, Adam Rak, Pranita Venkatesh

1. CALL TO ORDER

2. ASSEMBLY BILL 2449 TELECONFERENCE REQUESTS

3. PLEDGE OF ALLEGIANCE

4. CHANGES TO THE ORDER OF THE AGENDA

5. PRESENTATIONS
a. Receive an Annual Report from the Community Foundation of San Carlos.

7. PUBLIC COMMENT
Persons wishing to address the City Council on matters NOT on the posted agenda may do so. Each speaker is limited to two minutes.

8. CONSENT CALENDAR
a. Motion to Waive Reading of All Ordinances.
b. Approve the September 23, 2024 City Council Regular Meeting Minutes.

11. ADJOURNMENT
Any writings or documents provided to a majority of the City Council regarding any item on this agenda will be made available for public inspection upon request.

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CITY COUNCIL

STAFF REPORT
MEETING DATE: October 28, 2024
ITEM TITLE: Consideration of Adopting a Resolution Approving a Pilot Program to Designate Short-term Parking Locations in Downtown San Carlos for Food Delivery and Rideshare Services.

RECOMMENDATION:

Staff recommends that the City Council consider adopting a Resolution approving a pilot program to designate short-term parking locations in downtown San Carlos for food delivery and rideshare services.

FISCAL IMPLICATIONS:

There is no fiscal impact and no additional funding is needed at this time.

Funding for this work is under the scope of the Downtown Parking Study, which is identified in the City’s Capital Improvement Projects Program under Parking Occupancy Study C1816.

BACKGROUND:

On July 13, 2023, staff kicked off the Downtown Parking Study Project with W-Trans, one of the City’s on-call traffic consultants. The scope of the parking study involves parking data collection, current and future parking demand analysis, parking and transportation demand management strategies, and a Downtown Parking Management Plan. The project also includes analysis of short-term pick-up/drop-off parking stall needs for food delivery and rideshare services. The results of the study are to be included in the Downtown Specific Plan.

ANALYSIS:

While short-term pick-up/drop-off parking will be implemented with future downtown improvements, the City Council seeks to establish short-term pick-up/drop-off parking in the near term.

Staff asked W-Trans to identify and inventory possible locations for short-term pick-up/drop-off spaces on the 600, 700, and 800 blocks of Laurel Street. While there is no set standard for how many spaces should be reserved for downtown short-term pick-up/drop-offs, W-Trans recommends limiting the number of spaces used for this purpose in order to ensure that they are used as intended. All downtown areas have limited parking and reserving spaces that are not used regularly will be counterproductive. It is much better to expand the number of spaces as demand grows.

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W-Trans identified 12 existing, short-term parking spaces in the three blocks surveyed. These spaces are painted green and are signed for either a 10- or 20-minute duration. While any of these spaces may be used by the public, when vacant, these spaces could also be used for food pick-up or drop-off.

Generally, street parking is more attractive for food pick-up/delivery services. However, W-Trans suggests that two short-term spaces be reserved and piloted in City parking lots to determine their utilization and whether additional spaces should be deployed.

Listed in the table below is the data that W-Trans collected, along with its recommendation for the short-term pick-up/drop-off locations on the 600, 700, and 800 blocks of Laurel Street.

Location # of New Pick-up/
Drop-off Spaces
# of Existing
10-Minute Parking
# of Existing
20-Minute Parking
SW Corner Cherry and Laurel
(Diddams Frontage) 2
NW Corner Olive and Laurel
(CitiBank Frontage) 2
Clark Plaza Parking Lot 1
Williams Plaza Parking Lot 1
600 Block of Laurel 2
(Dynasty Cleaners)
2 (Blue Line Pizza)
800 Block of Laurel 9
(USPS and Yan’s Garden)
Implementation Challenges. Staff also reached out to delivery and rideshare services to get their input on the parking pilot. They offered the following capabilities and recommendations below.

Delivery Service Providers
The major food delivery service providers, Uber Eats, Grubhub, and DoorDash, will inform their delivery drivers of dedicated, short-term parking zones in downtown San Carlos. The City will provide a map of dedicated parking zones to each company. Each delivery service will inform drivers operating in San Carlos via their app and internal messaging protocols.
The City can provide parking details (time limit, rules, etc.).

Rideshare Service Providers
The major rideshare service providers, Lyft and Uber, will work with the City to create geofencing (virtual boundaries) for dedicated drop-off and pick-up areas downtown. The City will provide a map/coordinates of the desired areas to each company. Lyft and Uber will use the given coordinates to create geofenced areas within their apps, directing drivers and users to these dedicated areas.

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Enforcement Challenges. The Sheriff’s Office recommends that staff install permanent signage to describe time limits and the short-term pick-up/drop-off pilot parking rules, as well as inform restaurants, delivery service providers, and rideshare service providers of the new program to help mitigate any negative impacts and support enforcement efforts.

Staff recommends that the City Council approve the pilot parking plan locations in downtown San Carlos for short-term food pick-up/delivery and rideshare pick-up/drop-off services for implementation.

ALTERNATIVES:

The alternatives available to the City Council include:

1. Adopt a Resolution approving a pilot program to designate short-term parking locations in downtown San Carlos for food delivery and rideshare services; or

2. Do not adopt the Resolution; or

3. Provide staff with alternative direction.

Respectfully submitted by:

Steven Machida, Public Works Director
Approved for submission by:
_______________________
Jeff Maltbie, City Manager
ATTACHMENT(S):

1. Resolution
Exhibit A to Resolution - Proposed Pilot Pick-up/Drop-off Parking Locations

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RESOLUTION NO. 2024 – ____

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN CARLOS

APPROVING A PILOT PROGRAM TO DESIGNATE SHORT-TERM PARKING LOCATIONS IN DOWNTOWN SAN CARLOS FOR FOOD DELIVERY AND RIDESHARE SERVICES.

WHEREAS, staff and W-Trans, one of the City’s on-call traffic consultants, kicked-off the Downtown Parking Study Project in July 2023; and
WHEREAS, the scope of the parking study includes analyzing short-term pick-up and drop-off parking stall needs for food delivery and rideshare services; and WHEREAS, preliminary studies and counts have been completed, but strategies and a Downtown Parking Management Plan still need to be developed; and WHEREAS, while the short-term pick-up/drop-off parking will be implemented as part of future Downtown improvements, it is the City Council’s desire to start the pick-up/drop-off parking in the near term; and
WHEREAS, W-Trans surveyed the 600, 700, and 800 blocks of Laurel Street to identify and inventory possible locations for short-term pick-up/drop-offs spaces; and WHEREAS, while there is no set standard of how many spaces should be reserved for downtown short-term pick-up/drop-offs, W-Trans recommends limiting the number of spaces to ensure that they are used as intended; and
WHEREAS, W-Trans found 12 existing short-term parking spaces in the three blocks surveyed, and these spaces are painted green and are signed for either a 10- or 20-minute duration; and
WHEREAS, any of these spaces may be used by the public and, when vacant, these spaces could also be used for food pick-up or drop-off; and

WHEREAS, street parking is generally more attractive for food pick-up/delivery services but W-Trans suggests that two short-term spaces be reserved and piloted in City parking lots to determine their utilization and whether additional spaces should be deployed; and WHEREAS, staff also reached out to the delivery and rideshare services to get their input on the parking pilot and they provided recommendations which are consistent with staff’s viewpoint; and WHEREAS, the Sheriff’s Office recommends installing permanent signage that describes the time limits and the short-term pick-up/drop-off pilot parking rules and informing the restaurants/delivery and rideshare services of the new program to help mitigate any negative impacts and support enforcement efforts; and
WHEREAS, staff recommends that the City Council approve the pilot parking plan locations in downtown San Carlos (Exhibit A) for short-term food pick-up/delivery and rideshare pick-up/drop-off services for implementation.

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NOW, THEREFORE BE IT RESOLVED, that the San Carlos City Council hereby approves the pilot parking plan for locations in downtown San Carlos for short-term food pick- up/delivery and rideshare pick-up/drop-off services for implementation. * * * * *
I, City Clerk Crystal Mui, hereby certify that the foregoing Resolution was duly and regularly passed and adopted by the City Council of the City of San Carlos at a scheduled meeting thereof held on the 28th day of October 2024, by the following vote:
________________________________
CITY CLERK of the City of San Carlos
APPROVED:
___________________________
MAYOR of the City of San Carlos
Exhibit A – Pilot Pick-up/Drop-off Parking Locations
AYES, COUNCILMEMBERS:

NOES, COUNCILMEMBERS:

ABSENT, COUNCILMEMBERS:

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CITY COUNCIL

STAFF REPORT
MEETING DATE: October 28, 2024
ITEM TITLE: Consideration of Adopting a Resolution Authorizing the City Manager to Execute an Amendment to the Existing Professional Services Agreement with WRT, Inc. for Additional Consulting Services Associated with the Downtown Specific Plan and Streetscape Master Plan Project to Include Design Engineering Drawings for Phase 1 Downtown Implementation.

RECOMMENDATION:

Staff recommends that the City Council adopt a Resolution authorizing the City Manager to execute an amendment to the existing professional services agreement with WRT, Inc. for additional consulting services associated with the Downtown Specific Plan and Streetscape Master Plan project to include design engineering drawings for Phase 1 Downtown Implementation.

FISCAL IMPLICATIONS:

On August 28, 2023, the City Council adopted Resolution 2023-106 authorizing the City Manager to enter into a professional services agreement with WRT, Inc. in an amount not to exceed $877,267 to prepare a Downtown Specific Plan and Streetscape Master Plan in response to the City Council’s Strategic Plan. Funds to prepare a Downtown Specific Plan and Streetscape Master Plan are provided through CIP fund C2105 – Downtown Planning Initiative.

On June 24, 2024, the City Council adopted Resolution 2024-077 authorizing the City Manager to execute an amendment to the existing professional services agreement with WRT, Inc. for additional consulting services for engineering survey work. This request amended the existing contract with WRT by an additional $207,529, which consisted of $172,939 to complete engineering survey work, plus a 20% contingency in the amount of $34,590. The total funds, $207,529, are encumbered in CIP fund C2215 – Downtown Implementation, which has a total of $3,500,000 in programmed funding authorized by the Council in Fiscal Year 2023-2025. CIP C2215 is funded by the General Fund and will be subsidized by anticipated future developer contributions. CIP C2215 was created to cover costs for the conceptual planning, design, and construction of various improvements downtown.

This request for a second amendment with WRT, Inc. would cover the costs to develop design engineering (i.e. “shovel ready”) drawings for the 700 block of Laurel Street plus Harrington Park for a total of $1,535,134, which includes ten percent in contingencies. These funds would come from CIP Fund C2215 – Downtown Implementation.

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BACKGROUND:

After extensive community engagement over the past year, staff and the WRT, Inc. consultant team have received a great deal of feedback and direction to guide the redesign of downtown streets as part of the Downtown Specific Plan and Streetscape Master Plan project. This feedback comes from the community at large, the Council-appointed Downtown Advisory Committee, and all City commissions: Economic Development Advisory Commission; Parks, Recreation and Culture Commission; Youth Advisory Council; and the Planning and Transportation Commission.

On September 23, 2024, the City Council directed staff to proceed with a final set of refined street designs for downtown San Carlos. These street designs recently authorized by Council will serve as an imprint and influence the policies, standards, and specifications of the Downtown Specific Plan and Streetscape Master Plan as they continue to evolve. The Draft Streetscape Master Plan and Draft Downtown Specific Plan will be released for public review and ultimately considered by the Council for formal adoption in Q3 2025.

Highlights of the street designs for downtown San Carlos include:

A new public plaza spanning the entire 700 block of Laurel Street and a new plaza on the 600 block of Laurel Street, between Blue Line Pizza and Paris Baguette Significantly widened sidewalks (sidewalks proposed to be 20 feet wide on San Carlos Avenue and Laurel Street)
Protected bike lanes on San Carlos Avenue, El Camino Real, and Brittan Avenue Improved outdoor dining space
Urban greenery: i.e. new tree lined streets, new tree “groves” (for shade) and rain gardens (for stormwater management)
Other amenities such as public outdoor seating, event and festival space accommodations, pavilions, opportunities for public art and interactive elements for play, drinking fountains, power outlets and EV car charging stations, bicycle parking, and public restrooms
Improved connectivity between downtown, the Caltrain station, and East San Carlos for all modes of travel (enhancing the experience of pedestrians and bicyclists, and Caltrain riders)

During the Council’s previous meetings this year (June 10, 2024 and September 23, 2024) the Council expressed a strong desire to implement and begin construction on a portion of the proposed street redesigns.

The purpose of this request is to amend the WRT, Inc. contract to add a scope of services that will result in design engineering (i.e. “shovel ready”) drawings that can be used to carry out construction of the 700 block of Laurel Street and Harrington Park.

Because WRT, Inc. is preparing the City of San Carlos’ Downtown Specific Plan and Streetscape Master Plan, they have acquired extensive knowledge about the project area, local streetscape and existing physical characteristics of this part of downtown. Their previous work included a

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project area survey, and they have studied the geography, context, and conditions of the downtown area. Having previously prepared project designs for the Streetscape Master Plan, their unique understanding of the physical aspects of streetscape will increase project efficiencies, reduce potential delays, and result in cost savings over alternative means such as rebidding the project design and engineering work.

Staff recommends contracting with WRT, Inc. for design engineering services to save costs and expedite the implementation of improvements to the City’s downtown streets, as desired by the City Council. WRT Inc.’s unique familiarity of the project would save the City of San Carlos from unnecessary costs and delays as provided for under San Carlos Municipal Code Section

3.12.170.

ANALYSIS:

Scope of Work

Additional funds in the amount of $1,535,134 will supplement existing work with technical design engineering drawings for the 700 block of Laurel Street plus Harrington Park.

Staff and the consultant team propose Phase 1 of downtown street improvements to include the 700 block of Laurel Street and Harrington Park as shown in Figure 1 below. Phase 1 is proposed to be broken down into two subphases. Phase 1A would consist of Harrington Park. Phase 1B would consist of the entire span of the 700 block of Laurel Street, from Cherry to Olive Streets.

The phasing of remaining street segments in downtown, including the 1100 and 1200 blocks of San Carlos Avenue and the 600 and 800 blocks of Laurel Street, would be determined by the City Council as future funding is identified and becomes available. Each of these street segments would also require design engineering drawings, which would be developed based on timing, future funding, and direction from the City Council.

Figure 1. Phase 1 – Downtown Streetscape Implementation

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A comprehensive team of specialized firms would produce design engineering drawings; these firms include:

1. WRT, Inc.: Landscape architecture and urban design

2. CSW|ST2: Civil and structural engineering, for roadway and utilities

3. Aurum Consulting Engineers: Electrical engineering

4. Ware Architecture + Engineering: lead the design of the shade pavilion and restrooms

5. HLB Lighting Design: lighting design for the streetscape, Harrington Park, and the central plaza

6. Salter: Acoustics and audiovisual, will provide sound system design for the pavilion

7. RMA Irrigation: Irrigation design and effective water management for the central plaza, Harrington Park, and the streetscape

8. Fluidity-Design or Aquatic Design Group: for water feature/fountain design (one of these firms will be selected with Council input at a future date)

The design team’s services include the design, layout, materials definition and related engineering for the landscape and structures for Phase 1, including:

• Paving and hardscape elements
• Pavilion structure
• Restroom building
• Water feature
• Grading and drainage
• Planting
• Irrigation
• Utilities engineering
• Furnishings and site elements
• Site lighting
The proposed scope of work is organized into 7 overarching tasks:

1. Project Management:

a. Kick-off meeting with City staff and design team
b. Bi-weekly team meetings
c. Invoicing and progress reports
d. Subconsultant coordination

2. Initiation and Schematic Design (SD):

a. Consultant team site visit
b. Base mapping
c. Geotechnical investigation
d. Verify construction budget based on conceptual master-plan design e. Develop schematic design
f. Schematic design cost estimate

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3. Design Development (DD): Design Development documents are the development of the Schematic Design prepared to more comprehensively define forms, materials, finishes, dimensions and details of the exterior-environment design, including design drawings and specifications to further confirm compliance of the design with the project scope and budget.

a. City input and analysis review and confirmation
b. Design development landscape document submittal
c. Technical specifications
d. Cost estimate
e. City submittal and review coordination

4. Construction Documentation (CD): Construction documents are the detailed description of all elements addressed in Design Development in a set of design drawings and technical specifications that are sufficiently detailed for the bidding and construction of the project.
g. 75% construction documents
h. 75% comment responses
i. 95% construction documents – permit set
j. 95% comment responses
k. 100% construction documents – bid/construction set

5. Bidding and Award:

a. Attend pre-bid conference
b. Respond to bidders’ request for information
c. Provide one addendum to the project documents
d. Review bid results with City staff

6. Construction Administration:

a. Review submittals and shop drawings
b. Responses to requests for information (RFIs), including addendums and changes as may be required
c. Construction meetings / observation and evaluation of completed work, including field reports
d. Plant selection and tagging at the source location for major trees and specimen material
e. Preparation of a final punch list
f. Final inspection at completion of punch list corrections

7. Community Engagement for the Schematic Design Phase (Task 2): Up to 4 in- person study sessions with the City Council will serve to finalize design preferences and decisions in the schematic design phase.
“Shovel Ready” Demonstration Project
The City Council has expressed interest in fast tracking a demonstration project as noted earlier in this staff report as Phase 1A – Harrington Park (See Figure 1 – Phase 1A). Engineering and

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design would be completed in this scope for Phase 1A and Phase 1B with the intent to begin construction for Phase 1A only in late 2025 which would conclude in early/mid 2026. Phase 1A boundaries do not include the 700 Block area of the right-of-way as there is a much higher level of complexity if the project was extended into Laurel Street which could impact larger utilities and would be more disruptive to local businesses.

Project Timeline

Upon City Council authorization and execution of this proposed contract amendment, the proposed work for Phase 1 – Downtown Implementation would commence in Q3 2024 with the option (upon Council direction) to begin construction for Phase 1A (Harrington Park) in late 2025 for completion in 2026.

CONCLUSION:

The proposed amendment for additional professional services has a term beginning upon execution and ending upon completion of the project. The addendum would increase the current contract with WRT, Inc. by an additional $1,535,134.

ALTERNATIVES:

The alternatives available to the City Council include:

1. Adopt a Resolution authorizing the City Manager to execute an Amendment to the existing agreement with WRT, Inc. for additional services for Phase 1 Downtown Implementation:
or

2. Do not adopt the proposed Resolution; or

3. Provide staff with alternate direction.

Respectfully submitted by:

Al Savay, Community Development Director
Approved for submission by:
_______________________
Jeff Maltbie, City Manager
ATTACHMENT(S):

1. Proposed Resolution

2. Addendum to Agreement for Professional Services

3. Downtown Phase 1 Implementation: Scope of Work for Added Services

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RESOLUTION NO. 2024-___

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN CARLOS

AUTHORIZING THE CITY MANAGER TO EXECUTE AN AMENDMENT TO THE EXISTING PROFESSIONAL SERVICES AGREEMEMENT WITH WRT, INC. FOR ADDITIONAL

CONSULTING SERVICES ASSOCIATED WITH THE DOWNTOWN SPECIFIC PLAN AND

STREETSCAPE MASTER PLAN PROJECT TO INCLUDE DESIGN ENGINEERING DRAWINGS FOR PHASE 1 DOWNTOWN IMPLEMENTATION.

WHEREAS, on August 28, 2023, the City Council unanimously voted to adopt Resolution No. 2023-106 authorizing the City Manager to enter into a professional services agreement with WRT, Inc. to prepare a Specific Plan and Streetscape Master Plan for San Carlos’s Downtown for an amount not to exceed $877,267; and

WHEREAS, on June 24, 2024, the City Council unanimously voted to adopt Resolution 2024-077 authorizing the City Manager to execute an amendment to the existing professional services agreement with WRT, Inc. for additional consulting services for engineering survey work in the amount of $207,529; and

WHEREAS, this request would further amend the existing contract with WRT, Inc. for additional services related to design engineering drawings for Phase 1 Downtown Implementation, which consists of the 700 block of Laurel Street plus Harrington Park, for an amount of $1,535,134; and

WHEREAS, additional work associated with this contract amendment would result in design engineering (i.e. shovel ready) drawings that can be used to carry out the City Council’s direction to begin implementation of proposed street redesigns, following the Council’s expressed desire to move ahead on a project during its meeting of June 10, 2024 and on September 23, 2024; and
WHEREAS, WRT, Inc. is preparing the City of San Carlos’ Downtown Specific Plan and Streetscape Master Plan and has acquired extensive knowledge about and has studied the geography, context, and conditions of the downtown area, and has an exceptional understanding of the proposed designs for the City’s downtown streets; and WHEREAS, noticing and a formal request for proposals for the design engineering drawings for Phase 1 of the downtown implementation would delay construction and increase costs. It is unlikely that any new bids would result in a decrease in costs because of WRT Inc.’s familiarity with the project; and
WHEREAS, San Carlos Municipal Code Section 3.12.170A authorizes the City Council to dispense with bids where it finds a new competitive bid process upon notice would cause unnecessary expense or delay under the circumstances. Amending the existing agreement with WRT, Inc. will expedite implementation of improvements to the City’s downtown streets, due to

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their unique familiarity of the project, which would save the City of San Carlos from unnecessary expense and delays.

NOW, THEREFORE BE IT RESOLVED, that the City Council of the City of San Carlos hereby finds that a new competitive bid process upon notice to adopt the amendment would cause unnecessary expense or delay under the circumstances of the proposed project.

IT IS FURTHER RESOLVED, that the City Council of the City of San Carlos hereby authorizes the City Manager to execute an amendment to the existing professional services agreement with WRT, Inc. for additional services associated with the completion of design engineering drawings for the Phase 1 Downtown Implementation. *****
I, City Clerk Crystal Mui, hereby certify that the foregoing Resolution was duly and regularly passed and adopted by the City Council of the City of San Carlos at a regular meeting thereof held on the 28th day of October, 2024 by the following vote:

AYES, COUNCILMEMBERS: ____________________________________________________

NOES, COUNCILMEMBERS: ____________________________________________________

ABSENT, COUNCILMEMBERS: _________________________________________________

________________________________
CITY CLERK of the City of San Carlos

APPROVED:

__________________________
MAYOR of the City of San Carlos

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Addendum to Agreement For Professional Services 1 Revised 10/28/2024

ADDENDUM TO AGREEMENT FOR PROFESSIONAL SERVICES
THIS ADDENDUM TO THE AGREEMENT FOR PROFESSIONAL SERVICES is made to the Agreement for Professional Services dated August 28, 2023 by and between the CITY OF SAN CARLOS, hereinafter referred to as “CITY”, and WRT, hereinafter referred to as “CONSULTANT” and shall accept the attached Exhibit A. In all other respects the terms and conditions in the contract dated August 28, 2023 shall remain in full force and effect.

IN WITNESS WHEREOF, the Parties hereto have caused this Agreement to be executed on the date first written by their respective officers duly authorized in that behalf.

DATED: , 2024 CITY OF SAN CARLOS BY:
_______________________
Jeff Maltbie, CITY MANAGER
DATED: , 2024 APPROVED AS TO FORM:

BY:
__________________________
Greg Rubens, CITY ATTORNEY
DATED: , 2024 CONSULTANT, WRT BY:
___________________________________
(Fill-in Name of Authorized Signer and Title)

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Addendum to Agreement For Professional Services 2 Revised 10/28/2024 Exhibit A – Scope of Work

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San Carlos City CouncilOctober 28, 2024

San Carlos City Council
October 28, 2024