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Agenda packet

San Carlos City Council
November 12, 2024

Document
Agenda packet
Meeting
November 12, 2024
Body
San Carlos City Council
Original file
51.4 MB
Text extracted from the city's file for reading and search. Open the original on cityofsancarlos.primegov.com. That file is the official record.

CITY OF SAN CARLOS
City Council/Successor Agency to the
Redevelopment Agency/Housing Authority
Regular Meeting
Tuesday, November 12, 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. Recognize Mr. Marty De and Students Alina Robinson, Calvin Massey, Neilson Chien and Talia Simon from the Tierra Linda Middle School Debate Team Upon Winning the World Schools Debating Championship.

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 October 14, 2024 City Council Special Meeting Minutes. c. Approve the October 15, 2024 City Council Regular Meeting Minutes. d. Adopt a Resolution Approving the Specifications for the Illuminated Street Name Sign Replacement Project C1712 and Authorizing a Call for Bids. e. Adopt a Resolution Authorizing the City Manager to Execute a Products and/or Services Agreement with Sierra Display, Inc. for Design and Printing of New Citywide Decorative Banners, as Part of the Citywide Pole Banners Project C2322 and the Centennial Celebration Project C2309, in the Amount of $171,835 and Authorizing a Contingency Budget in the Amount of $34,165 for a Total Contract Not­To­Exceed Amount of $206,000.
f. Adopt a Resolution Authorizing the City Manager to Execute a Products and/or Services Agreement with Sierra Installations, Inc. for Storage and Installation of the City’s Decorative Banners in the Amount of $135,269 and Authorizing a Contingency Budget in the Amount of $26,000 for a Total Contract Amount Not to Exceed $161,269.
g. Adopt a Resolution Adopting the Transportation Significance Criteria for California Environmental Quality Act (CEQA) and Non­CEQA Transportation Studies and Authorizing the Public Works Director to Prepare, Publish, and Update Guidelines Implementing these Criteria.
h. Adopt a Resolution Authorizing the City Manager to Execute Amendment 1 to the Current On­Call Traffic and Transportation Agreement with Kimley­Horn Associates, Inc., Increasing the Annual Not­to­Exceed Amount to $2,000,000.

9. NEW BUSINESS
a. Consideration of Adopting a Resolution Establishing Official City Flags. b. ​Consideration of ​Adopting a Resolution to Fully Fund the San Carlos School District’s Crossing Guard Program for a Total Cost of $296,917.65 for Fiscal Year 2024­25.​

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.

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
Tuesday, November 12, 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. Recognize Mr. Marty De and Students Alina Robinson, Calvin Massey, Neilson Chien and Talia Simon from the Tierra Linda Middle School Debate Team Upon Winning the World Schools Debating Championship.

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 October 14, 2024 City Council Special Meeting Minutes. c. Approve the October 15, 2024 City Council Regular Meeting Minutes. d. Adopt a Resolution Approving the Specifications for the Illuminated Street Name Sign Replacement Project C1712 and Authorizing a Call for Bids. e. Adopt a Resolution Authorizing the City Manager to Execute a Products and/or Services Agreement with Sierra Display, Inc. for Design and Printing of New Citywide Decorative Banners, as Part of the Citywide Pole Banners Project C2322 and the Centennial Celebration Project C2309, in the Amount of $171,835 and Authorizing a Contingency Budget in the Amount of $34,165 for a Total Contract Not­To­Exceed Amount of $206,000.
f. Adopt a Resolution Authorizing the City Manager to Execute a Products and/or Services Agreement with Sierra Installations, Inc. for Storage and Installation of the City’s Decorative Banners in the Amount of $135,269 and Authorizing a Contingency Budget in the Amount of $26,000 for a Total Contract Amount Not to Exceed $161,269.
g. Adopt a Resolution Adopting the Transportation Significance Criteria for California Environmental Quality Act (CEQA) and Non­CEQA Transportation Studies and Authorizing the Public Works Director to Prepare, Publish, and Update Guidelines Implementing these Criteria.
h. Adopt a Resolution Authorizing the City Manager to Execute Amendment 1 to the Current On­Call Traffic and Transportation Agreement with Kimley­Horn Associates, Inc., Increasing the Annual Not­to­Exceed Amount to $2,000,000.

9. NEW BUSINESS
a. Consideration of Adopting a Resolution Establishing Official City Flags. b. ​Consideration of ​Adopting a Resolution to Fully Fund the San Carlos School District’s Crossing Guard Program for a Total Cost of $296,917.65 for Fiscal Year 2024­25.​

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.

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.

2 CITY OF SAN CARLOS
City Council/Successor Agency to the
Redevelopment Agency/Housing Authority
Regular Meeting
Tuesday, November 12, 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. Recognize Mr. Marty De and Students Alina Robinson, Calvin Massey, Neilson Chien and Talia Simon from the Tierra Linda Middle School Debate Team Upon Winning the World Schools Debating Championship.

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 October 14, 2024 City Council Special Meeting Minutes. c. Approve the October 15, 2024 City Council Regular Meeting Minutes. d. Adopt a Resolution Approving the Specifications for the Illuminated Street Name Sign Replacement Project C1712 and Authorizing a Call for Bids. e. Adopt a Resolution Authorizing the City Manager to Execute a Products and/or Services Agreement with Sierra Display, Inc. for Design and Printing of New Citywide Decorative Banners, as Part of the Citywide Pole Banners Project C2322 and the Centennial Celebration Project C2309, in the Amount of $171,835 and Authorizing a Contingency Budget in the Amount of $34,165 for a Total Contract Not­To­Exceed Amount of $206,000.
f. Adopt a Resolution Authorizing the City Manager to Execute a Products and/or Services Agreement with Sierra Installations, Inc. for Storage and Installation of the City’s Decorative Banners in the Amount of $135,269 and Authorizing a Contingency Budget in the Amount of $26,000 for a Total Contract Amount Not to Exceed $161,269.
g. Adopt a Resolution Adopting the Transportation Significance Criteria for California Environmental Quality Act (CEQA) and Non­CEQA Transportation Studies and Authorizing the Public Works Director to Prepare, Publish, and Update Guidelines Implementing these Criteria.
h. Adopt a Resolution Authorizing the City Manager to Execute Amendment 1 to the Current On­Call Traffic and Transportation Agreement with Kimley­Horn Associates, Inc., Increasing the Annual Not­to­Exceed Amount to $2,000,000.

9. NEW BUSINESS
a. Consideration of Adopting a Resolution Establishing Official City Flags. b. ​Consideration of ​Adopting a Resolution to Fully Fund the San Carlos School District’s Crossing Guard Program for a Total Cost of $296,917.65 for Fiscal Year 2024­25.​

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.

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.

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CITY COUNCIL

STAFF REPORT
MEETING DATE: November 12, 2024
ITEM TITLE: Adopt a Resolution Approving the Specifications for the Illuminated Street Name Sign Replacement Project C1712 and Authorizing a Call for Bids.

RECOMMENDATION:

Staff recommends that the City Council adopt a Resolution approving the Illuminated Street Name Sign Replacement Project C1712 (“Project”) specifications and authorizing a call for bids.

FISCAL IMPLICATIONS:

There are no fiscal impacts, and no additional funding is needed at this time.

Funding for the Project comes from C1712, which currently has an available budget of $203,403 for fiscal year (“FY”) 2024-25. The engineer’s estimate is $135,100, which is currently within the available Project budget. The estimate includes a 20% construction contingency since the Project has not yet gone out to bid. While not currently anticipated, staff will request additional funding, if needed, at the time the Project is awarded.

BACKGROUND:

The City has approximately 58 existing illuminated street signs mounted on mast arms attached to traffic signal poles at 24 signalized intersections in San Carlos. These fixtures have reached their end of service and maintenance has become intensive and costly. Some signs do not light, have badly faded, cracked translucent panels, and/or have worn mounting hardware.

ANALYSIS:

The Project will replace these 58 illuminated signs with solid, two-sided retroreflective signs in compliance with the California Manual on Uniform Traffic Control Devices (“CA MUTCD”). In addition, the Project will replace 11 existing, non-standard overhead street name signs and add 11 new ones. In total, 80 new overhead street name signs will be installed. In line with CA MUTCD, the new 18-inch signs will feature white Federal Highway Administration (“FHWA”) E Series font, 12-inch capital letters, 9-inch lower case letters, green backing with a one-inch radius border, and anti-graffiti film. Sign width will be a maximum of 9 feet 9 inches to accommodate street names and will be double sided. The City logo is not included on the new signs due to regulatory guidance and legibility.

The Project is in line with the City’s General Plan Goal CSH-2 to provide a safe, efficient, and aesthetically pleasing circulation network for various transportation modes in addition to the

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November 12, 2024

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automobile. The new retroreflective signs will improve navigational visibility, eliminate the City’s electrical usage for the signs, and reduce maintenance costs.

With the City Council’s approval, the Project will be advertised in fall 2024 and is expected to begin construction in early 2025. Project closeout is anticipated by spring 2025.

According to CEQA Guidelines Section 15301, this Project is categorically exempt since it consists of the maintenance and minor alteration of existing public streets, involving negligible or no expansion of existing use.

ALTERNATIVES:

The alternatives available to the City Council include:

1. Adopt a Resolution approving the Illuminated Street Name Sign Replacement Project C1712 specifications, and authorizing a call for bids; 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

2. Illuminated Street Name Sign Replacement Project C1712 Specifications

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RESOLUTION NO. 2024 – ____

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

APPROVING THE SPECIFICATIONS FOR THE ILLUMINATED STREET NAME SIGN REPLACEMENT PROJECT C1712 AND AUTHORIZING A CALL FOR BIDS.

WHEREAS, the City has approximately 58 existing illuminated street signs mounted on mast arms attached to traffic signal poles at 24 signalized intersections in San Carlos, which have reached their end of service; and
WHEREAS, the Illuminated Street Name Sign Project (“Project”) replaces 58 existing illuminated signs, replaces 11 existing non-standard signs, and adds 11 signs for a total of 80 new solid two-sided retroreflective signs in compliance with the California Manual on Uniform Traffic Control Devices (“CA MUTCD”); and
WHEREAS, the new retroreflective signs will improve navigational visibility, eliminate the City’s electrical usage for the signs, and reduce maintenance costs; and WHEREAS, according to CEQA Guidelines Section 15301, this Project is categorically exempt since it consists of the maintenance and minor alteration of existing public streets, involving negligible or no expansion of existing use.

NOW, THEREFORE BE IT RESOLVED, that the San Carlos City Council hereby approves the specifications for the Illuminated Street Name Sign Replacement Project C1712 and authorizes a call for bids.
* * * * *
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 12th day of November 2024, by the following vote:
________________________________
CITY CLERK of the City of San Carlos
APPROVED:
___________________________
MAYOR of the City of San Carlos
AYES, COUNCILMEMBERS:

NOES, COUNCILMEMBERS:

ABSENT, COUNCILMEMBERS:

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CITY COUNCIL

STAFF REPORT
MEETING DATE: November 12, 2024
ITEM TITLE: Adopt a Resolution Authorizing the City Manager to Execute a Products and/or Services Agreement with Sierra Display, Inc. for Design and Printing of New Citywide Decorative Banners, as Part of the Citywide Pole Banners Project C2322 and the Centennial Celebration Project C2309, in the Amount of $171,835 and Authorizing a Contingency Budget in the Amount of $34,165 for a Total Contract Not-To-Exceed Amount of $206,000.

RECOMMENDATION:

Staff recommends that the City Council adopt a Resolution authorizing the City Manager to execute a products and/or services agreement with Sierra Display, Inc. for design and printing of new citywide decorative banners, as part of the Citywide Pole Banners Project C2322 and the Centennial Celebration Project C2309, in the amount of $171,835 and authorizing the expenditure of contingency of $34,165 for the total contract not-to-exceed amount of $206,000.

FISCAL IMPLICATIONS:

There is no fiscal impact or no additional appropriation is necessary for the current fiscal year. A project for the new decorative banners was adopted in the FY 2024-25 Capital Improvement Program budget in an amount of $235,000. Additionally, a budget for centennial programs was adopted in the FY 2024-25 Capital Improvement Program budget in an amount of $1 million. The included project contingencies shall allow for unforeseen changes in design and printing.

Project C2322 - Banner Design + Printing $135,783
Project C2322 - Contingency (~20%) $ 27,155
Project C2309 - Centennial Banner Design + Printing $ 36,052 Project C2309 - Contingency (~20%) $ 7,010
Total Contract Amount $206,000
BACKGROUND:

For many years, the San Carlos Chamber of Commerce managed the production, replacement, and maintenance of decorative pole banners downtown and in the community. Banners are typically rotated at least six times throughout the year. They highlight programs, events, and seasons and have featured holiday greetings, spring flowers, fall leaves, the Art & Wine Faire, shop local campaigns, and the Farmer’s Market. Many of the older banners exhibit wear and tear, and, in some cases, display an outdated message or logo.

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There are forty-seven single banners on Laurel Street, three sets of double banners on San Carlos Avenue, and twenty-seven sets of double banners on El Camino Real. All pole banner sets are double-sided. Over the years, the hardware on the El Camino Real poles have become worn and will need to be replaced as part of this project. Additionally, there are 159 two-sided single pole banners in the Industrial Arts area that will also be replaced annually, including a centennial message in 2025.

ANALYSIS:

A request for proposals (RFP) was released on September 10, 2024, to secure proposals for the design and printing of new decorative banners. This would include ten new custom messages, including a centennial message. Four vendors responded to the RFP with a proposal by the deadline. The firm that submitted the most responsive proposal is the firm that has managed the decorative banner program for over 28 years in the San Carlos community.

Staff recommends executing an agreement with Sierra Display, Inc. to complete the project.

Sierra Display, Inc. has provided commercial and decorative pole banner displays throughout the western United States for over 40 years. It has been the experience of the former Chamber and City staff that the design and printing teams have consistently provided excellent customer service and are professional and responsive. Additionally, Sierra Display, Inc. has an extremely creative art and graphics team, and continually provides advice on the latest banner and hardware materials.

ALTERNATIVES:

The alternatives available to the City Council include:

1. Adopt a Resolution authorizing the City Manager to execute a products and/or services agreement with Sierra Display, Inc. for design and printing of new citywide decorative banners as part of Project C2322 Citywide Pole Banners and Project C2309 Centennial Celebration in the amount of $171,835 and authorizing a contingency budgeting the amount of $34,165 for the total contract not-to-exceed amount of $206,000; or

2. Do not adopt the Resolution; or

3. Provide staff with alternative direction.

Respectfully submitted by:

Amy Newby, Parks & Recreation Director

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Approved for submission by:
_______________________
Jeff Maltbie, City Manager
ATTACHMENT(S):

1. Resolution

2. Sierra Display, Inc. Proposal

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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 A PRODUCTS AND/OR SERVICES AGREEMENT WITH SIERRA DISPLAY, INC. FOR DESIGN AND PRINTING OF NEW

CITYWIDE DECORATIVE BANNERS AS PART OF THE CITYWIDE POLE BANNERS PROJECT C2322 AND THE CENTENNIAL CELEBRATION PROJECT C2309 IN THE AMOUNT OF $171,835 AND AUTHORIZING A CONTINGENCY BUDGET IN THE AMOUNT OF $34,165 FOR A TOTAL CONTRACT NOT-TO-EXCEED AMOUNT OF $206,000.

WHEREAS, for many years, the San Carlos Chamber of Commerce managed the production, replacement, and maintenance of decorative banners downtown and in the community; and

WHEREAS, in 2021, the City assumed responsibility for the management and maintenance of the banner program; and

WHEREAS, banner designs highlight community programs, events, and seasons and have featured holiday greetings, spring flowers, fall leaves, the Art & Wine Faire, shop local campaigns, and the weekly Farmer’s Market; and

WHEREAS, banners are located on Laurel Street, San Carlos Avenue, and El Camino Real, as well as in the Industrial Arts area; and

WHEREAS, eight new banner designs will be created for the program, including a City centennial-themed design to include in the rotation for 2025; and

WHEREAS, a request for proposals was posted on the City’s website on September 10, 2024; and

WHEREAS, four proposals were received by the deadline for the design and printing of banners; and

WHEREAS, Sierra Display, Inc. was the most responsive bid received; and

WHEREAS, staff recommends executing a contract with Sierra Display, Inc. as they have provided commercial and decorative banner displays throughout the western United States for over 40 years and served the San Carlos community for over 28 years.

NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of San Carlos hereby authorizes the City Manager to execute a products and/or services agreement with Sierra Display, Inc. for design and printing of new citywide decorative banners in the amount of $171,835 and is authorized to create a contingency budget in the amount of $34,165 for a total contract not- to-exceed amount of $206,000.
* * * * *
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 12th day of November 2024, by the following vote:

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________________________________
CITY CLERK of the City of San Carlos
APPROVED:
___________________________
MAYOR of the City of San Carlos
AYES, COUNCILMEMBERS:

NOES, COUNCILMEMBERS:

ABSENT, COUNCILMEMBERS:

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CITY COUNCIL

STAFF REPORT
MEETING DATE: November 12, 2024
ITEM TITLE: Adopt a Resolution Authorizing the City Manager to Execute a Products and/or Services Agreement with Sierra Installations, Inc. for Storage and Installation of the City’s Decorative Banners in the Amount of $135,269 and Authorizing a Contingency Budget in the Amount of $26,000 for a Total Contract Amount Not to Exceed $161,269.

RECOMMENDATION:

Staff recommends that the City Council adopt a Resolution authorizing the City Manager to execute a products and/or services agreement with Sierra Installations, Inc. for storage and installation of the City’s decorative banners in the amount of $135,269 and authorizing a contingency budget in the amount of $26,000 for a total contract amount not to exceed $161,269.

FISCAL IMPLICATIONS:

There is no fiscal impact and an additional appropriation is not necessary for fiscal year (FY) 2024-25. Funding for routine maintenance, storage, and quarterly rotation for the banners is included in the Public Works Street Maintenance operating budget. The included project contingency allows for unforeseen changes in installation.

Fiscal Year Base
Contract
Contingency Total Cost
Banner Maintenance FY 2024-25 $ 30,555 $ 6,000 $36,555 Banner Maintenance FY 2025-26 $ 30,638 $ 6,000 $36,638 Banner Maintenance FY 2026-27 $ 23,966 $ 4,500 $28,.466 Banner Maintenance FY 2027-28 $ 24,684 $ 4,500 $29,184 Banner Maintenance FY 2028-29 $ 25,426 $ 5,000 $30,426 Banner Maintenance Total
Contract Amount
$135,269 $26,000 $161,269
BACKGROUND:

For many years, the San Carlos Chamber of Commerce managed the production, replacement, and maintenance of the decorative pole banners downtown and in the community. Banners are typically rotated at least six times throughout the year. They highlight programs, events, and

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seasons and have featured holiday greetings, spring flowers, fall leaves, the Art & Wine Faire, shop local campaigns, and the Farmer’s Market.

There are forty-seven single banners on Laurel Street, three sets of double banners on San Carlos Avenue, and twenty-seven sets of double banners on El Camino Real. Additionally, there are 159 two-sided single pole banners in the Industrial Arts area that will also be replaced annually, including a centennial message in 2025. The nine sets of banners that are out of rotation at any given time will need to be stored year-round.

ANALYSIS:

A request for proposals (RFP) was released on September 9, 2024, to secure proposals for the storage and installation of decorative banners. This would include storing up to ten new custom banner sets. One vendor responded to the RFP with a proposal by the deadline. The firm that submitted the responsive proposal is the firm that has managed the decorative banner program for over 28 years in the San Carlos community.

Staff recommends executing an agreement with Sierra Installations, Inc. to complete the project.

Sierra Installations, Inc. has provided commercial installation of decorative street banner services for over 30 years in California. It has been the experience of the Chamber and City staff that the installation team with Sierra Installations has provided excellent customer service and are professional, responsive, and have the necessary equipment to complete the work in a safe manner.

ALTERNATIVES:

The alternatives available to the City Council include:

1. Adopt a Resolution authorizing the City Manager to execute a products and/or services agreement Sierra Installations, Inc. for storage and installation of the City’s decorative banners in the amount of $135,269 and authorizing a contingency budget in the amount of $26,000 for a total contract amount not to exceed $161,269; or

2. Do not adopt the proposed Resolution; or

3. Provide staff with alternative direction.

Respectfully submitted by:

Amy Newby, Parks & Recreation Director

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Approved for submission by:
_______________________
Jeff Maltbie, City Manager
ATTACHMENT(S):

1. Resolution

2. Sierra Installations, Inc. Proposal

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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 A PRODUCTS AND/OR SERVICES AGREEMENT WITH SIERRA INSTALLATIONS, INC. FOR STORAGE AND INSTALLATION OF THE CITY’S DECORATIVE BANNERS IN THE AMOUNT OF $135,269 AND AUTHORIZING A CONTINGENCY BUDGET IN THE AMOUNT OF $26,000 FOR A TOTAL CONTRACT AMOUNT NOT TO EXCEED $161,269.

WHEREAS, for many years, the San Carlos Chamber of Commerce managed the production, replacement, and maintenance of the decorative banners downtown and in the community; and

WHEREAS, in 2021, the City assumed responsibility for the management and maintenance of the banner program; and

WHEREAS, banner designs highlight community programs, events, and seasons have featured holiday greetings, spring flowers, fall leaves, the Art & Wine Faire, shop local campaigns, and the weekly Farmer’s Market; and

WHEREAS, banners are located on Laurel Street, San Carlos Avenue, and El Camino Real, as well as in the Industrial Arts area; and

WHEREAS, banners are rotated up to six times per year, in addition to a City centennial- themed design to be included in the rotation for 2025 only; and

WHEREAS, a request for proposals was posted on the City’s website on September 9, 2024; and

WHEREAS, one proposal was received by the deadline for the storage and installation of banners; and

WHEREAS, staff recommends executing a contract with Sierra Installations, Inc. as they have provided commercial installation of decorative banner displays for over 30 years; and

WHEREAS, it has been the experience of former Chamber staff and current City staff that the installation team has provided excellent customer service and are professional, responsive, and have the necessary equipment to complete the work.

NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of San Carlos hereby authorizes the City Manager to execute a products and/or services agreement with Sierra Installations, Inc. for storage and installation of the City’s decorative banners in the amount of $135,269 and is authorized a contingency budget in the amount $26,000 for a total contract amount not to exceed $161,269.
* * * * *
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 12th day of November 2024, by the following vote:

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________________________________
CITY CLERK of the City of San Carlos
APPROVED:
___________________________
MAYOR of the City of San Carlos
AYES, COUNCILMEMBERS:

NOES, COUNCILMEMBERS:

ABSENT, COUNCILMEMBERS:

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CITY COUNCIL

STAFF REPORT
MEETING DATE: November 12, 2024
ITEM TITLE: Adopt a Resolution Adopting the Transportation Significance Criteria for California Environmental Quality Act (CEQA) and Non-CEQA Transportation Studies and Authorizing the Public Works Director to Prepare, Publish, and Update Guidelines Implementing these Criteria.

RECOMMENDATION:

Staff recommends that the City Council adopt a Resolution adopting the Transportation Significance Criteria for California Environmental Quality Act (CEQA) and non-CEQA transportation studies and authorizing the Public Works Director to prepare, publish, and update guidelines implementing these criteria.

FISCAL IMPLICATIONS:

There are no fiscal impacts associated with this recommendation and no additional funding is needed at this time.

BACKGROUND:

Private development and capital (i.e. public) projects are required to satisfy a wide array of local and state requirements, including compliance with CEQA, which requires disclosure of potential environmental impacts of the project. Under CEQA, transportation-related environmental impacts must be assessed. These transportation impacts have historically been evaluated using a level of service (LOS) metric, which measures automobile delays at intersections near a project site.

In 2020, California Senate Bill (SB) 743 passed and required the Governor’s Office of Planning and Research (“OPR”) to establish a new metric for identifying and mitigating transportation impacts under CEQA. OPR identified vehicle miles traveled (VMT) as the required transportation metric beginning July 1, 2020. VMT measures the total amount and distance traveled by vehicles to a destination.

With the passage of SB 743, public agencies are required to use VMT rather than LOS, to measure CEQA transportation-related impacts. Nonetheless, LOS will still be used as a metric for other traffic and transportation analysis done by the City as part of its review of projects.

To comply with SB 743, the City Council adopted Transportation Significance Criteria implementing VMT in September 2020 via Resolution No. 2020-066. These criteria need to be updated to comply with new guidance from the state and for consistency with the City County Association of Governments (“C/CAG”).

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ANALYSIS:

Staff worked with transportation consultants Fehr & Peers to align transportation analysis with state goals for climate change and active transportation. Prior to the VMT requirement, one traffic impact study was prepared to evaluate a project’s potential impact under CEQA and as part of the City’s regular analysis. Since the VMT requirement, two traffic analyses are prepared: one to evaluate the project under CEQA thresholds (VMT, hazards, etc.) and one to evaluate non-CEQA potential impacts (LOS, etc.).

In August 2024, the Planning and Transportation Commission recommended that the City Council approve the City of San Carlos Transportation Significance Criteria.

The attached proposed Resolution would establish the City’s Transportation Significance Criteria for evaluating projects under CEQA and for non-CEQA impacts.

ALTERNATIVES:

The alternatives available to the City Council include:

1. Adopt a Resolution adopting the Transportation Significance Criteria for CEQA and non- CEQA transportation studies and authorizing the Public Works Director to prepare, publish, and update guidelines implementing these criteria; 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 - Transportation Significance Criteria

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RESOLUTION NO. 2024 – ____

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

ADOPTING THE TRANSPORTATION SIGNIFICANCE CRITERIA FOR CALIFORNIA

ENVIRONMENTAL QUALITY ACT (CEQA) AND NON-CEQA TRANSPORTATION STUDIES

AND AUTHORIZING THE PUBLIC WORKS DIRECTOR TO PREPARE, PUBLISH, AND UPDATE GUIDELINES IMPLEMENTING THESE CRITERIA.

WHEREAS, California Senate Bill 743 requires jurisdictions to cease use of Level of Service (LOS) as the transportation analysis metric under California Environmental Quality Act (CEQA); and
WHEREAS, the Governor’s Office of Planning and Research identified vehicle miles traveled (VMT) as the required transportation metric beginning July 1, 2020; and WHEREAS, VMT measures the total amount and distance traveled by vehicles to a destination; and
WHEREAS, for consistency with state law, the City Council adopted Transportation Significance Criteria implementing VMT in September 2020 via Resolution No. 2020-066; and WHEREAS, the Transportation Significance Criteria implementing VMT adopted in September 2020 via Resolution No. 2020-066 is now outdated and needs to be updated for consistency with state law and City and County Association of Governments requirements; and WHEREAS, staff worked with a transportation consultant to develop Transportation Significance Criteria for CEQA and non-CEQA transportation analysis; and WHEREAS, adoption of the Transportation Significance Criteria is not a project subject to CEQA because it is an organizational or administrative activity that will not result in direct or indirect physical changes in the environment (CEQA Section 15378(b)(5)); and WHEREAS, the Planning and Transportation Commission reviewed this item at its August 5, 2024 meeting and voted to recommend that the City Council approve the Transportation Significance Criteria as proposed; and
WHEREAS, the Transportation Significance Criteria are required to be consistent with the City’s General Plan, the San Mateo County Congestion Management Program, and CEQA; and WHEREAS, this Resolution supersedes Resolution No. 2020-066.

NOW, THEREFORE BE IT RESOLVED, that the San Carlos City Council herby adopts the Transportation Significance Criteria for CEQA and non-CEQA transportation studies (attached as Exhibit A) and authorizes the Public Works Director to prepare, publish, and update guidelines implementing these criteria.
* * * * *

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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 12th day of November 2024, by the following vote:
________________________________
CITY CLERK of the City of San Carlos
APPROVED:
___________________________
MAYOR of the City of San Carlos
Exhibit A: Transportation Significance Criteria
AYES, COUNCILMEMBERS:

NOES, COUNCILMEMBERS:

ABSENT, COUNCILMEMBERS:

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EXHIBIT A
City of San Carlos Transportation Significance Criteria for CEQA and non-CEQA transportation studies
The following projects are considered to be less-than-significant and no further transportation
analysis is required:
Nonresidential projects under 10,000 square feet, 10 or fewer single-family units or 15 or fewer multi-family units.
Projects located within Low VMT Areas or within Transit Priority Areas (TPA). Affordable Housing – 100 percent restricted affordable residential projects in infill locations.
Neighborhood-serving retail or public facility projects that are less than 30,000 square feet.
Transportation Projects that do not add vehicle capacity.

Projects not screened out through the criteria above are required to complete a VMT analysis to determine if there would be a significant VMT impact.

An impact would be considered significant if the following thresholds are exceeded:

1. Total project generated VMT per service population t exceeds a level of 15% below the regionwide baseline VMT rate.

2. Project generated VMT per resident exceeds a level of 15% below the regionwide baseline VMT rate.

3. Project generated VMT per employee exceed a level of 15% below the regionwide baseline VMT rate.

4. The project increases total (boundary) countywide VMT compared to cumulative no project conditions

5. The project is inconsistent with the Regional Transportation Plan/Sustainable Community Strategy Plan (Plan Bay Area).

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Projects that are required to perform a non-CEQA transportation analysis are required to include the following deficiency criteria:

1. Level of Service Deficiency Criteria: The level of service deficiency criteria is an overall intersection LOS D for roadways. Where the existing LOS is E or F, a deficiency occurs if the LOS worsens by a letter grade or the total volume of trips at the study intersections increases by 5% as a result of trip generation from the project.

2. Evaluation of project consistency with the most current San Mateo County Congestion Management Program policy documented the C/CAG CMP TIA Guidelines.

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CITY COUNCIL

STAFF REPORT
MEETING DATE: November 12, 2024
ITEM TITLE: Adopt a Resolution Authorizing the City Manager to Execute Amendment 1 to the Current On-Call Traffic and Transportation Agreement with Kimley-Horn Associates, Inc., Increasing the Annual Not-to-Exceed Amount to $2,000,000.

RECOMMENDATION:

Staff recommends that the City Council adopt a Resolution authorizing the City Manager to execute Amendment 1 to the current on-call traffic and transportation agreement with Kimley- Horn Associates, Inc., increasing the annual not-to-exceed amount to $2,000,000.

FISCAL IMPLICATIONS:

No appropriation is necessary to enter into on-call engineering agreements. Funds will be encumbered, as needed, from Council-approved Capital Improvement Program (CIP) projects during the terms of the agreements as well as the General Fund Capital Improvement Fund per the approved budget in Fiscal Year (FY) 2024-25. The original contract was for $850,000 and the chart below reflects how those funds have been used. The chart also indicates the projects where the additional funding would be applied.

Table 1: Kimley-Horn Projects
Project Project Budget Project Accum. Accum. Amount
No. Account Amount Amount Remaining
1 Howard at OCR-ECR Professional
Services
$ 25,925.00 $ 25,925.00 $ 824,075.00 2 Grant Writing Support Professional
Services
$ 25,000.00 $ 50,925.00 $ 799,075.00 3 C2213 Intersection Pedestrian Improvements at Olive & Elm and School & Elm
C2213 $ 136,570.00 $ 187,495.00 $ 662,505.00 4 Traffic Signal Masterplan Implementation Support C2405 $ 70,000.00 $ 257,495.00 $ 592,505.00 5 C2214 Intersection Pedestrian Improvements at Arroyo & Elm C2214 $ 93,897.00 $ 351,392.00 $ 498,608.00 6 Traffic Signal Masterplan Project: Video Detection C2405 $ 92,108.00 $ 443,500.00 $ 406,500.00 7 Brittan Sidewalk Improvements C2106 $ 53,970.00 $ 497,470.00 $ 352,530.00 8 Staff Augmentation for TCP Review Professional
Services
$ 70,000.00 $ 567,470.00 $ 282,530.00 9 Traffic Signal Masterplan Project: KITS - Project 1 C2405 $ 51,850.00 $ 619,320.00 $ 230,680.00 10 Traffic Signal Masterplan Project: KITS - Project 2 C2405 $ 35,100.00 $ 654,420.00 $ 195,580.00 11 405 Industrial & Industrial/Tanklage C1807 $ 201,936.00 $ 856,356.00 $ (6,356.00) 12 C2213 Intersection Pedestrian Improvements at Arroyo Ave & Woodland Ave C2214 Intersection Pedestrian Improvements at Tamarack/Belle, Belmont/Cedar, & St. Francis/Cedar
C2213/C2214
13 Traffic Signal Masterplan Project: Battery Back Up Project C2405 14 Traffic Signal Masterplan Project: Video Detection Upgrade C2405 15 Traffic Signal Masterplan Project: Fiber Upgrade C2405 16 Traffic Signal Masterplan Project: General Deployment Oversight C2405 17 Crestview Corridor Study TBD
18 San Carlos Ave Phase IV TBD
To be executed
upon approval of $2,000,000 On-Call Contract

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BACKGROUND:

On August 14, 2023, the City Council approved the increase of the annual not-to-exceed amounts for the current on-call engineering consultants for civil engineering, geotechnical and special testing, and traffic and transportation services to address the delivery needs of the CIP. This changed $1,000,000 and $300,000 contracts with consultants to $2,000,000 and $500,000, respectively.

On November 13, 2023, the City Council authorized the City Manager to execute a professional services agreement with Kimley-Horn and Associates, Inc. for on-call traffic and transportation engineering services for one year, with an option for four, one-year extensions in an annual amount not to exceed $850,000. Staff identified the need to secure additional professional services to support traffic-specific CIPs, including modeling, data collection, and studies.

On October 15, 2024, the City Council received a report on the status of the City’s Traffic Signal Master Plan Projects. The report enumerated 26 programs and projects in progress under Public Works’ Traffic Engineering group.

Staff recommends increasing the contract for these services to save costs and expedite the traffic and transportation improvements, as desired by the City Council. Kimley-Horn’s unique familiarity of the projects 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:

Under guidance from the mayor and support from the City Council, staff expedited traffic projects for earlier delivery since the adoption of the Traffic Signal Master Plan in April 2024. This has required additional funding for program, project design and oversight, and construction support.

Moreover, budgeted projects have been planned to be divided into smaller phases for improved coordination with pavement projects. Some of these upcoming projects include:
- Onboarding the Kimley-Horn Integrated Transportation System (KITS) in two phases for remote monitoring intersections at a traffic workstation in Public Works Engineering - Rectangular Rapid Flashing Beacons (RRFBs) at Industrial Road and Tanklage Road - Intersection Pedestrian Improvements in line with Safe Routes to School (SRTS) and the Bicycle and Pedestrian Master Plan
- Fiber, Video Detection, and Battery Back Up Upgrades in line with the implementation of the Traffic Signal Master Plan
This item is being brought to City Council as the action exceeds the authority of the City Manager.

While the existing contract already requires an amendment to extend services, staff is requesting that the annual not-to-exceed amount is increased to $2,000,000 to support the upcoming projects.

ALTERNATIVES:

The alternatives available to the City Council include:

1. Adopt a Resolution authorizing the City Manager to execute Amendment 1 to the current on-call traffic and transportation agreement with Kimley-Horn Associates, Inc., increasing the annual not-to-exceed amount to $2,000,000; or

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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

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RESOLUTION NO. 2024 – ____

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN CARLOS AUTHORIZING THE CITY MANGER TO EXECUTE AMENDMENT 1 TO THE CURRENT

ON-CALL TRAFFIC AND TRANSPORTATION AGREEMENT WITH KIMLEY-HORN ASSOCIATES, INC., INCREASING THE ANNUAL NOT-TO-EXCEED AMOUNT TO $2,000,000.

WHEREAS, on August 14, 2023, the City Council approved the increase of the annual not-to-exceed amounts for the current on-call engineering consultants for civil engineering, geotechnical and special testing, and traffic and transportation services to address the delivery needs of the Capital Improvement Program; and
WHEREAS, on November 13, 2023, the City Council authorized the City Manager to execute a professional services agreement with Kimley-Horn and Associates, Inc. for on-call traffic and transportation engineering services for one year, with an option for four, one-year extensions in an annual amount not-to-exceed $850,000; and WHEREAS, on October 15, 2024, the City Council received a report on the status of the City’s Traffic Signal Master Plan Projects enumerating the 26 programs and projects in progress under Public Works’ Traffic Engineering group; and
WHEREAS, staff recommends increasing the contract for these services to save costs and expedite the traffic and transportation improvements, as desired by the City Council; and WHEREAS, Kimley-Horn's unique familiarity of the projects would save the City of San Carlos from unnecessary costs and delays as provided for under San Carlos Municipal Code Section

3.12.170; and
WHEREAS, under guidance from the mayor and support from the City Council, staff expedited traffic projects for earlier delivery since the adoption of the Traffic Signal Master Plan in April 2024 requiring additional funding for program, project design, and oversight.

NOW, THEREFORE BE IT RESOLVED, that the San Carlos City Council hereby authorizes the City Manager to execute Amendment 1 to the current on-call traffic and transportation agreement with Kimley-Horn increasing the annual not-to-exceed amount to $2,000,000.
* * * * *
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 12th day of November 2024, by the following vote:

AYES, COUNCILMEMBERS:

NOES, COUNCILMEMBERS:

ABSENT, COUNCILMEMBERS:

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________________________________
CITY CLERK of the City of San Carlos
APPROVED:
___________________________
MAYOR of the City of San Carlos

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CITY COUNCIL

STAFF REPORT
MEETING DATE: November 12, 2024
ITEM TITLE: Consideration of Adopting a Resolution Establishing Official City Flags.

RECOMMENDATION:

Staff recommends that the City Council adopt a Resolution to establish official City flags.

FISCAL IMPLICATIONS:

There are no fiscal implications associated with this recommendation.

BACKGROUND:

Pursuant to direction from the City Council and to prepare for the upcoming City centennial, staff created eight (8) potential official City flags described below and shown on Exhibit A to the Resolution.

1. City seal in white or green background

2. Centennial City seal in white or green background

3. Centennial logo in white or green background

4. City of Good Living branded flag with white or blue background The intent of the proposed Resolution is to provide the City Council with the opportunity to designate official City flags for use at public events, to fly over City buildings and facilities, and for use at ceremonial events, such as those associated with the City centennial celebrations in 2025 and for other official purposes. The other uses for displaying the official City flags could include but are not limited to: decals on City vehicles, signage for City facilities, and gear and clothing used by City officials for official purposes. Merchandise to be provided or sold to the public with an official flag displayed is another contemplated use. Display of and uses shall be authorized at the discretion of the City Manager, or his or her designee.

ANALYSIS:

Our research indicates that the City Council has not designated an official City flag. There is a “City Seal” flag with a white background that is flown at City Hall, but it is without any formal designation.

Adoption of the Resolution will approve the flag designs set forth in Exhibit A to the Resolution and would allow uses as described above.

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ALTERNATIVES:

The alternatives available to the City Council include:

1. Adopt a Resolution establishing official City flags; or

2. Do not adopt the Resolution; or

3. Provide staff with alternative direction.

Respectfully submitted by:

Gregory Rubens, City Attorney
Approved for submission by:
_______________________
Jeff Maltbie, City Manager
ATTACHMENT(S):

1. Resolution
Exhibit A to Resolution - San Carlos Flag Designs

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RESOLUTION NO. 2024 – ____

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN CARLOS ESTABLISHING OFFICIAL CITY FLAGS.

WHEREAS, the City Council tasked City staff to prepare an action item to establish official City flags for the upcoming City centennial and into the future; and WHEREAS, staff has created eight (8) potential official City flags described below and shown on Exhibit A:

1. City seal in white or green background

2. Centennial City seal in white or green background

3. Centennial logo in white or green background

4. City of Good Living branded flag with white or blue background WHEREAS, the City Council intends to designate the eight official flag designs for use at public events, to fly over city buildings and facilities, and for use at ceremonial events, such as those associated with the City centennial celebrations in 2025, and for other official purposes; and
WHEREAS, other uses for displaying the official City flags could include but are not limited to: decals on City vehicles, signage for City facilities, and gear and clothing used by City officials for official purposes; and
WHEREAS, merchandise to be provided or sold to the public with an official flag displayed is another contemplated use; and
WHEREAS, display of and uses of the official City flag designs shall be authorized at the discretion of the City Manager, or his or her designee.

NOW, THEREFORE BE IT RESOLVED, that the San Carlos City Council hereby establishes as official flags of the City of San Carlos as described in Exhibit A attached to this Resolution and further authorizes the display and uses of the official City flag designs as shall be authorized at the discretion of the City Manager, or his or her designee. * * * * *
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 12th day of November 2024, by the following vote:

AYES, COUNCILMEMBERS:

NOES, COUNCILMEMBERS:

ABSENT, COUNCILMEMBERS:

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________________________________
CITY CLERK of the City of San Carlos
APPROVED:
___________________________
MAYOR of the City of San Carlos
Exhibit A: Official City Flags

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CITY COUNCIL

STAFF REPORT
MEETING DATE: November 12, 2024
ITEM TITLE: Consideration of Adopting a Resolution to Fully Fund the San Carlos School District’s Crossing Guard Program for a Total Cost of $296,917.65 for Fiscal Year 2024-25.

RECOMMENDATION:

Staff recommends that the City Council adopt a Resolution to fully fund the San Carlos School District’s (“District”) Crossing Guard Program (“Program”) for a total cost of $296,917.65 for fiscal year (FY) 2024-25.

FISCAL IMPLICATIONS:

There is no fiscal impact as there are sufficient funds available in the adopted budget to cover this request.

BACKGROUND:

This item is being brought to the City Council at the District’s request to consider funding crossing guards at 11 intersections during FY 2024-25. The crossing guards will be located at the following intersections:

1. Woodland Avenue & Arroyo Avenue

2. Brittan Avenue & Cedar Street

3. Arroyo Avenue & Cedar Street

4. Bay View Drive & Club Drive

5. Dartmouth Avenue & San Carlos Avenue

6. Dartmouth Avenue & Wellington Drive

7. Dartmouth Avenue & Tierra Linda Middle School’s Campus Driveway

8. Club Drive & Exeter Avenue

9. San Carlos Avenue & Wellington Drive

10. Cordilleras Avenue & Belle Avenue

11. Melendy Drive & Heather Drive
Since 2015, the City shared the cost of funding the Program with the District in order to protect children crossing City streets while traveling to and from school. In June 2021, citing an anticipated funding shortfall due to the COVID-19 pandemic, the District requested that the City assume the full cost of funding the Program. In response to the District’s request, on July 12, 2021, the City Council adopted Resolution 2021-067, agreeing to fully fund the Program for FY 2021-22 in the amount of $234,300 for the 11 intersections listed above. The City subsequently provided $244,992.42 and $282,600.01 for the District’s Program, in FY 2022-23 and FY 2023- 24, respectively.

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ANALYSIS:

The District recently submitted a quote from its crossing guard contractor, All City Management Services, to the City in the amount of $296,917.65 for the cost of the Program in FY 2024-25.

Supporting the District’s efforts to safeguard its students while crossing roadways helps foster a safer community and is consistent with the City’s interest in collaborating with the District on the Safe Routes to School Program.

If the City Council agrees with the recommendation, the District will continue to manage and oversee the Program’s operation, while the City fully funds the cost of the Program for FY 2024-

25. ALTERNATIVES:

The alternatives available to the City Council include:

1. Adopt a Resolution agreeing to fully fund the San Carlos School District Crossing Guard Program for a total cost of $296,917.65 for FY 2024-25; 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

2. San Carlos School District – 2024-25 Pricing Letter

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RESOLUTION NO. 2024 – ____

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

TO FULLY FUND THE SAN CARLOS SCHOOL DISTRICT CROSSING GUARD PROGRAM FOR A TOTAL COST OF $296,917.65 FOR FISCAL YEAR 2024-25.

WHEREAS, in June 2021, the San Carlos School District (“District”) requested that the City fully fund its Crossing Guard Program (“Program”) citing an anticipated funding shortfall due to the COVID-19 pandemic; and
WHEREAS, on July 12, 2021, the City Council adopted Resolution 2021-067 agreeing to fully fund the cost of the Program in the amount of $234,300.00 for the 11 intersections; and WHEREAS, the City continued to fund the Program in the amounts of $244,992.42 and $282,600.01, in fiscal year (FY) 2022-23 and FY 2023-24, respectively; and WHEREAS, the District submitted to the City, a quote in the amount of $296,917.65 for FY 2024-25, from its crossing guard contractor, All City Management Services; and WHEREAS, the District will continue to manage and oversee the Program’s operation, while the City fully funds the cost of the Program for FY 2024-25.

NOW, THEREFORE BE IT RESOLVED, that the City Council of the City of San Carlos hereby agrees to fully fund the San Carlos School District Crossing Guard Program for a total cost of $296,917.65 for FY 2024-25.
* * * * *
I, Crystal Mui, City Clerk, 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 12th day of November 2024, by the following vote:
________________________________
CITY CLERK of the City of San Carlos
APPROVED:
___________________________
MAYOR of the City of San Carlos
AYES, COUNCILMEMBERS:

NOES, COUNCILMEMBERS:

ABSENT, COUNCILMEMBERS:

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