Agenda packet — San Carlos City Council, January 27, 2025

CITY OF SAN CARLOS
City Council/Successor Agency to the
Redevelopment Agency/Housing Authority
Regular Meeting
January 27, 2025 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: Sara McDowell
COUNCIL: John Dugan, Neil Layton, 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. Present a Proclamation Recognizing Don Eaton for Founding Week of the Family. b. Receive a Presentation from HIP Housing on the Services they Provide to the Community.

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 December 9, 2024 City Council Regular Meeting Minutes. c. Adopt a Resolution Authorizing the City Manager to Execute a Professional Services Agreement with California CAD Solutions, Inc. for Annual Subscription, Maintenance, and OnCall Geographic Information System Services for a Three Year Term in an Amount Not to Exceed $154,000 Per Contract Calendar Year. d. Adopt a Resolution Approving the Reclassification of the Senior Sustainability Specialist (City Manager’s Office) to a Senior Management Analyst (Community Development Department), Approving a Revised Classification Specification for the Senior Management Analyst Position, and Appropriating $7,000 Annually from the Unassigned General Fund Balance to Fund the Reclassification. e. Adopt a Resolution Authorizing the City Manager to Execute a Public Projects Agreement with Precision Concrete Cutting for Sidewalk Shaving throughout the City in the Amount of $291,957.86 and Authorizing the Expenditure of a 10% Contingency in the Amount of $29,196.

9. 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.

10. 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 [email protected]. 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
January 27, 2025 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: Sara McDowell
COUNCIL: John Dugan, Neil Layton, 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. Present a Proclamation Recognizing Don Eaton for Founding Week of the Family. b. Receive a Presentation from HIP Housing on the Services they Provide to the Community.

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.

9. 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.

10. 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
January 27, 2025 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: Sara McDowell
COUNCIL: John Dugan, Neil Layton, 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. Present a Proclamation Recognizing Don Eaton for Founding Week of the Family. b. Receive a Presentation from HIP Housing on the Services they Provide to the Community.

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.

9. 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.

10. 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: January 27, 2025
ITEM TITLE: Adopt a Resolution Authorizing the City Manager to Execute a Professional Services Agreement with California CAD Solutions, Inc. for Annual Subscription, Maintenance, and On-Call Geographic Information System Services for a Three-Year Term in an Amount Not to Exceed $154,000 Per Contract Calendar Year.

RECOMMENDATION:

Staff recommends that the City Council adopt a Resolution authorizing the City Manager to execute a professional services agreement with California CAD Solutions, Inc. (“CalCAD”) for annual subscription, maintenance, and on-call geographic information system (“GIS”) services for a three-year term in an amount not to exceed $154,000 per contract calendar year.

FISCAL IMPLICATIONS:

There is no fiscal impact, and no additional appropriation is needed. Ongoing maintenance for the GIS application has been budgeted in the Information Technology (“IT”) Division’s budget since 2010. Additionally, funding for GIS updates and projects will come from the professional services budget of each respective department during the contract term.

BACKGROUND:

Per the City of San Carlos Municipal Code, Chapter 3.12, “Purchasing of City Supplies and Services”, any contracts (including amendments) with a value less than $75,000 can be approved under the signing authority of the City Manager. Any contract with a value of $75,000 or more must be approved by the City Council. At a value of $154,000, this agreement exceeds the City Manager’s signing authority and requires the City Council’s approval.

GIS services are mission-essential for City staff, who use these services daily to manage numerous infrastructure systems such as sanitary sewer, storm drain, streets, street signs, streetlights, and traffic signals. GIS services also provide critical information needed for zoning, general plan amendments, advance planning, web site updates, public outreach, the City’s computerized maintenance management system, Lucity, and day-to-day operation of TrakIT, the City’s permit tracking system.

In 2009, the City’s GIS was not functioning properly. After an informal consultant selection process, CalCAD was hired to provide an assessment of the system. Recommendations based on the assessment have since been implemented.

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In 2010, CalCAD was again contracted to create a new GIS application and provide professional services related to the ongoing development and management of the City’s GIS application, including application upgrades and feature enhancements.

CalCAD currently provides several services, including those listed below:
Annual Subscription for Staff and Public Sites: CalCAD is currently under contract to host and maintain the internal GIS site, the staff site, and the public GIS site. Regular Maintenance and Updates: CalCAD regularly maintains the GIS services and performs monthly updates of the San Mateo County Assessor information along with as-needed updates to the infrastructure and zoning data layers. Updating these sites is vital to day-to-day operations by staff. CalCAD also maintains active data connections between various departmental data repositories to ensure maximum interdepartmental connectivity.
Special Projects and Tasks: CalCAD also performs special projects and tasks requiring advanced spatial and database analysis in the extraction of data, as well as production of exhibits, maps, and deliverables for staff.

ANALYSIS:

Due to the lack of in-house GIS expertise, the City must outsource GIS services. When the GIS was developed in the 1990s, an IT Division position was created to manage the system, but the position was eliminated in the late 2000s.

The IT Division doesn’t have the personnel, the training, or GIS skills, to perform necessary GIS and data updates. Since CalCAD built the City’s current GIS system and it is proprietary software, staff recommends that we continue to contract with CalCAD directly for services.

The City Council last awarded a three-year contract to CalCAD in 2022. In addition to an annual subscription and regular maintenance costs, staff is also requesting an allowance for special projects and tasks. Therefore, staff recommends the approval of another three-year agreement in an amount not-to-exceed $154,000 per contract calendar year. The cost breakdown is as follows:

Department Per Year
City Manager $ 10,000
Advance Planning $ 35,000
Current Planning $ 35,000
IT $ 27,380
Public Works $ 35,000
Additional Projects $ 11,620
Total $ 154,000
ALTERNATIVES:

The alternatives available to the City Council include:

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1. Adopt a Resolution authorizing the City Manager to execute a professional services agreement with California CAD Solutions, Inc. for annual subscription, maintenance, and on-call geographic information system services for a three-year term in an amount not to exceed $154,000 per contract calendar year; 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. CalCAD Quote

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RESOLUTION NO. 2025 – ____

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

AUTHORIZING THE CITY MANAGER TO EXECUTE A PROFESSIONAL SERVICES AGREEMENT WITH CALIFORNIA CAD SOLUTIONS, INC. FOR ANNUAL SUBSCRIPTION,

MAINTENANCE, AND ON-CALL GEOGRAPHIC INFORMATION SYSTEM SERVICES FOR A THREE-YEAR TERM IN AN AMOUNT NOT TO EXCEED $154,000 PER CONTRACT CALENDAR YEAR.

WHEREAS, geographic information system (“GIS”) services are mission-essential for City staff; and
WHEREAS, in 2009, the City’s GIS was not functioning properly and there was no in- house support to either troubleshoot or update it; and
WHEREAS, after an informal consultant selection process, California CAD Solutions, Inc. (“CalCAD”) was selected to provide an assessment of the system; and WHEREAS, in 2010, CalCAD was contracted to provide professional services related to the ongoing development and management of the City’s GIS; and WHEREAS, CalCAD currently provides several services such as annual subscription for staff and public sites, regular maintenance and monthly updates, and special projects and tasks requested by departments; and
WHEREAS, contracting for GIS services is needed due to the lack of in-house expertise; and
WHEREAS, the Information Technology Division doesn’t have the personnel, the training, or GIS skills to perform the various GIS and data updates; and WHEREAS, since CalCAD built the City’s current GIS system and it is proprietary software, staff recommends that we continue to contract with CalCAD directly for services; and WHEREAS, in addition to annual subscription and regular maintenance costs, staff is also requesting an allowance for special projects and tasks.

NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of San Carlos hereby authorizes the City Manager to execute a Professional Services Agreement with California CAD Solutions, Inc. for annual subscription, maintenance, and on-call geographic information system services for a three-year term in an amount not to exceed $154,000 per contract calendar year.
* * * * *
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 27th day of January, 2025 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: January 27, 2025
ITEM TITLE: Adopt a Resolution Approving the Reclassification of the Senior Sustainability Specialist (City Manager’s Office) to a Senior Management Analyst (Community Development Department),
Approving a Revised Classification Specification for the Senior Management Analyst Position, and Appropriating $7,000 Annually from the Unassigned General Fund Balance to Fund the
Reclassification.

RECOMMENDATION:

Staff recommends that the City Council adopt a Resolution to approve the reclassification of the Senior Sustainability Specialist (City Manager’s Office) to a Senior Management Analyst (Community Development Department), approve a revised classification specification for the Senior Management Analyst position, and appropriate $7,000 annually from the Unassigned General Fund Balance to fund the reclassification.

FISCAL IMPLICATIONS:

Reclassification of the Senior Sustainability Specialist position to a Senior Management Analyst position, will require an additional appropriation of $7,000 from the General Fund annually.

There are sufficient funds available in the General Fund Unassigned Fund Balance to cover this request.

BACKGROUND:

This item is coming before the Council per Chapter 2.44.050 of the City’s Municipal Code, which states that revision to a position classification must be adopted by Council Resolution.

The Senior Sustainability Specialist position is currently housed in the City Manager’s Office and has been vacant since November 2023. This position is responsible for the City’s Sustainability Program which includes oversight of the Climate Mitigation and Adaptation Plan (CMAP) and implementation of CMAP strategies. The City’s Sustainability Program also monitors and addresses federal, state, and local legislation’s impact on City programs, projects, and goals.

In addition to CMAP updates, monitoring, and implementation, this position is responsible for all sustainability related policies, plans, and initiatives, including but not limited to, sea level rise adaptation, wildfire strategic planning, and implementation of the City’s Local Hazard Mitigation plan, and Regional Shoreline Adaptation plan. It involves interaction and communication with internal staff, the City Council, residents, and regional agencies and partners.

Reclassification to a Senior Management Analyst position will allow for better integration and knowledge transfer with existing and proposed initiatives and plans managed by the Community Development Department. Further, moving the position to Community Development will ease implementation of sustainability efforts, laws, and requirements with regard to current development projects.

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Moving this position to the Community Development Department will allow additional flexibility in that the Senior Management Analyst could work on other projects as assigned by the Director, even if not directly related to sustainability. The City has recruited once for the Senior Sustainability Specialist and made two offers to potential candidates, both of which were declined. Reclassifying this role and its responsibilities to allow for a broader range of tasks and projects will assist with recruitment.

ANALYSIS:

This position’s primary focus would be on sustainability. However, reclassification of this position to a Senior Management Analyst will allow flexibility to work on other unrelated projects and initiatives, as time allows. In terms of succession planning, reclassification will also allow growth opportunities in the future for existing Management Analyst staff.

This position is under the direction of the Community Development Director. Both the Senior Sustainability Specialist and Senior Management Analyst are within the Management Group.

ALTERNATIVES:

The alternatives available to the City Council include:

1. Adopt a Resolution Approving the Reclassification of the Senior Sustainability Specialist (City Manager’s Office) to a Senior Management Analyst (Community Development Department), Approving a Revised Classification Specification for the Senior Management Analyst Position, and Appropriating $7,000 annually from the Unassigned General Fund Balance to Fund the Reclassification; or

2. Do not adopt the Resolution; or

3. Provide staff with alternative direction.

Respectfully submitted by:

Al Savay, Community Development Director

Approved for submission by:

_______________________
Jeff Maltbie, City Manager
ATTACHMENT(S):

1. Resolution

2. Revised Senior Management Analyst Specification

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RESOLUTION NO. 2025 –

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

APPROVING THE RECLASSIFICATION OF THE SENIOR SUSTAINABILITY SPECIALIST (CITY MANAGER’S OFFICE) TO A SENIOR MANAGEMENT ANALYST
(COMMUNITY DEVELOPMENT DEPARTMENT), APPROVING A REVISED

CLASSIFICATION SPECIFICATION FOR THE SENIOR MANAGEMENT ANALYST POSITION, AND APPROPRIATING $7,000 ANNUALLY FROM THE UNASSIGNED GENERAL FUND BALANCE TO FUND THE RECLASSIFICATION.

WHEREAS, recruiting for the Senior Sustainability Specialist position has been a challenge; and
WHEREAS, due to the specialized knowledge required for this role, and its integration with citywide plans and policies managed by the Community Development Department; and WHEREAS, implementation of various sustainability policies and actions will need to occur in conjunction with the planning and development of private and public development projects; and WHEREAS, the revised classification specification for Senior Management Analyst includes additional illustrative duties related to sustainability efforts; and WHEREAS, the reclassification of the Senior Sustainability Specialist position to a Senior Management Analyst will require an additional $7,000 appropriation from the General Fund Unassigned Fund Balance; and
WHEREAS, there are sufficient funds available in the General Fund Unassigned Fund balance to cover this request; and
WHEREAS, the proposed Senior Management Analyst position is in the Management Group.

NOW, THEREFORE BE IT RESOLVED, that the San Carlos City Council hereby approves the reclassification of the Senior Sustainability Specialist (City Manager’s Office) to a Senior Management Analyst (Community Development Department), approves a revised classification specification for the Senior Management Analyst position, and appropriates $7,000 annually from the Unassigned General Fund Balance to fund the reclassification. * * * * *
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 27th day of January 2025, 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 OF SAN CARLOS
ADOPTED CC: 9-11-00
REVISED CC: 7-10-06
REVISED CC: 11-26-07
REVISED CC: 09-24-12
REVISED CC: 9-9-13
REVISED CC: 1-27-25
FLSA Status: Exempt
At-Will

SENIOR MANAGEMENT ANALYST

DEFINITION
Under direction of an executive level manager, this management level generalist is responsible for providing staff support to a department head as assigned. The Senior Management Analyst performs a wide variety of responsible and complex administrative and special assignments. The incumbent provides the daily operations of departmental programs, assists in a wide variety of interdepartmental and City-wide projects and programs; performs analyses, develops recommendations, prepares reports and policy documents, exercises leadership skills and establishes effective relationships with a variety of groups and individuals.

SUPERVISION EXERCISED AND RECEIVED
Receives supervision from the department head or designee. The Senior Management Analyst may supervise employees.

DISTINGUISHING CHARACTERISTICS
This is the advanced journey-level class in the Management Analyst series. Positions at this level are distinguished from other classes within the series by the level of departmentwide and cross-departmental responsibility assumed and the complexity of duties assigned in the areas of designing and conducting comprehensive analysis, identifying appropriate options, developing effective recommendations, working proactively to identify and respond to needs and opportunities, and establishing and administering new programs, policies, and systems with limited supervision. Employees at this level perform complex, difficult, and accountable duties requiring independent action.

ESSENTIAL AND IMPORTANT DUTIES (Illustrative Only)
 Administers the City’s workers’ compensation, general liability and property insurance programs.  Administers and manages liability claims filed against the City and coordinate an integrated liability and property loss control program designed to minimize risk of accidents or claims.  Researches, analyzes data to assess costs, operational feasibility and other aspects of proposed programs and projects and develops and presents recommendations.  Coordinates plans, projects, programs, and policy implementation with City departments, as assigned.  Assess and update the City’s Climate Mitigation and Adaption Plan (CMAP), monitor and report progress on the plan, and implement plan policies.
 Makes presentations to Council, other City departments and applicable outside organizations.  Assists in the development of the City’s Two-Year Operating, Mid-year Budget report and Five Year Capital Improvement Programs; which may include preparation of preliminary budget estimates and salary and benefit projections.;
 Provides or assists in the supervision of daily office operations, controlling department budget expenditures and providing day-to-day guidance.
 Researches and writes materials which may include, but not be limited to, reports, memos, newsletters, and press releases, as directed.
 May assist the City’s Human Resources Division with recruitment, examination, classification, compensation, electronic data management and record retention, , employee relations, and health and welfare benefits administration.
 Provides liaison for the department on designated inter-departmental projects or projects, plans and policies involving other agencies, regional task forces, and other committees, as

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directed.
 Establishes and maintains effective working relationships with employees, outside agencies and the public.
 Effectively responds to and resolves complaints using conflict resolution skills.  Leads or participates in the research, development, and implementation of new and revised plans, programs, systems and procedures.
 Assists in developing and implementing departmental and city-wide programs and policies. May represent the Director at meetings, conferences and similar functions and may serve as the Acting Director on an assigned basis.
 Assists the Director in departmental administrative and management responsibilities.  Utilizes a variety of computer software applications to prepare reports and spreadsheets.  Performs related tasks, as directed.

JOB-RELATED AND ESSENTIAL QUALIFICATIONS
Demonstrated knowledge of: principles and practices of public administration and how public organizations function; budgetary and financial principles; administrative analysis techniques; statistics; personnel principles; pertinent legislation; and correct English usage, including grammar and vocabulary.

Ability and skills to: build credibility and establish trust with co-workers and the public, work effectively with staff and public officials; remain open and flexible to varied and changing assignments and working conditions; negotiate successfully in complex situations; perform and coordinate a variety of work projects concurrently while ensuring timeliness, quality, and accuracy; exercise sound, professional judgment; reason logically and think creatively; prepare analyses and recommendations that are easily understood; effectively communicate both orally and in writing and prepare and present clear, concise and logical reports; and use computer software spreadsheet applications; provide varied and responsible and professional support; use initiative and independent judgment within established guidelines; analyze and resolve administrative situations and problems; research, compile and summarize data, organize work, set priorities, meet critical deadlines, and complete assignments with a minimum of direction; use tact and discretion to establish, foster, and maintain cooperative and effective working relationships with those contacted in the course of work, both inside and outside the organization, including public “stakeholder” groups; work in a team atmosphere and participate on a variety of departmental and City-wide committees to enhance the provision of all City services.

EDUCATION AND TRAINING
Bachelor’s Degree, or equivalent, in Public Administration, Public Affairs or Business Administration with an emphasis in public administration/organization and three (3) to five (5) years of experience as a budget manager, management and budget analyst, development analyst or in a closely-related public administration position. Postgraduate coursework or a Master’s Degree in Public Administration desirable.

Experience must include: development, implementation and review of municipal budgets; review and implementation of labor union contracts; and administrative policy development of cost/benefit/risk analysis.

SPECIAL REQUIREMENTS
Speak clearly and understandably; operate standard computer programs. Ability to travel to various locations within and outside the City of San Carlos to meet program needs and fulfill the job responsibilities.

When driving on City business, maintenance of a California driver’s license and satisfactory driver’s record is required. Must be able to actively participate in evening meetings.

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CITY COUNCIL

STAFF REPORT
MEETING DATE: January 27, 2025
ITEM TITLE: Adopt a Resolution Authorizing the City Manager to Execute a Public Projects Agreement with Precision Concrete Cutting for Sidewalk Shaving throughout the City in the Amount of $291,957.86 and Authorizing the Expenditure of a 10% Contingency in the Amount of $29,196.

RECOMMENDATION:

Staff recommends that the City Council adopt a Resolution authorizing the City Manager to execute a Public Projects Agreement with Precision Concrete Cutting for sidewalk shaving throughout the city in the amount of $291,957.86 and authorizing the expenditure of a 10% contingency in the amount of $29,196.

FISCAL IMPLICATIONS:

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

Funding for the project comes from C9465, which has an available budget of approximately $583,558 in fiscal year (FY) 2024-25. There is sufficient budget to award and complete the project in the amount of $291,957.86, with a 10% contingency of $29,196.

BACKGROUND:

The City offers a Sidewalk Maintenance Program to assist property owners with removing and replacing concrete sidewalks along their property frontage to eliminate tripping hazards along a pedestrian’s path of travel. As a courtesy, the City contributes to half of the cost of repairs. Even though costs are shared equally between the City and the property owner, replacing concrete can be expensive and some property owners are hesitant to participate in the program.

In 2022, staff hired Precision Concrete Cutting to evaluate the sidewalks throughout the city to identify tripping hazards and areas of concern due to the growing number of trip and fall claims that the City received.

After the assessment, the City piloted a one-time sidewalk shaving service for property owners to eliminate tripping hazards in a small portion of the city. The pilot program allowed the City to eliminate a considerable number of tripping hazards within the designated area.

ANALYSIS:

The City did not publicly advertise the project for competitive bidding as Precision Concrete Cutting holds numerous patents for its sidewalk shaving technology and equipment that are not

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accessible or available to other contractors. Several Bay Area municipalities have awarded sole source contracts to Precision Concrete Cutting due to their patents including the City of Millbrae, the City of East Palo Alto, and the County of San Mateo. Other municipalities that awarded sole source contracts within northern California include the City of Folsom, the City of Napa, and the town of Fairfax.

The City Attorney confirmed that a sole source contract is appropriate in this case.

Therefore, staff recommends executing a public projects agreement with Precision Concrete Cutting in the amount of $291,957.86 and authorizing the expenditure of a 10% contingency.

ALTERNATIVES:

The alternatives available to the City Council include:

1. Adopt a Resolution authorizing the City Manager to execute a Public Projects Agreement with Precision Concrete Cutting for sidewalk shaving throughout the city in the amount of $291,957.86, and authorizing the expenditure of a 10% contingency in the amount of $29,196; 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. Vendor Proposal

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RESOLUTION NO. 2025 – ____

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

AUTHORIZING THE CITY MANAGER TO EXECUTE A PUBLIC PROJECTS AGREEMENT

WITH PRECISION CONCRETE CUTTING FOR SIDEWALK SHAVING THROUGHOUT THE CITY IN THE AMOUNT OF $291,957.86 AND AUTHORIZING THE EXPENDITURE OF A 10% CONTINGENCY IN THE AMOUNT OF $29,196.

WHEREAS, the City offers a Sidewalk Maintenance Program to assist property owners with removing and replacing concrete sidewalks along their property frontage to eliminate tripping hazards along a pedestrian’s path of travel. As a courtesy, the City contributes to half of the cost of repairs; and
WHEREAS, although costs are shared equally between the City and the property owner, replacing concrete can be expensive and some property owners are hesitant to participate in the program; and
WHEREAS, in 2022, staff contracted Precision Concrete Cutting to evaluate the sidewalks throughout the city to identify tripping hazards and areas of concern due to the growing number of trip and fall claims that the City received; and
WHEREAS, the City piloted a one-time sidewalk shaving service for property owners to eliminate tripping hazards in a small portion of the city. The pilot program allowed the City to eliminate a considerable number of tripping hazards within the designated area; and WHEREAS, the City did not publicly advertise the project for competitive bidding as Precision Concrete Cutting holds numerous patents for its sidewalk shaving technology and possesses equipment that is not accessible or available to other contractors; and WHEREAS, several Bay Area municipalities have awarded sole source contracts to Precision Concrete Cutting due to their patents including the City of Millbrae, the City of East Palo Alto, and the County of San Mateo; and
WHEREAS, the City Attorney confirmed that a sole source contract is appropriate in this case.

NOW, THEREFORE BE IT RESOLVED, that the San Carlos City Council hereby authorizes the City Manager to execute a Public Projects Agreement with Precision Concrete Cutting for sidewalk shaving throughout the city in the amount of $291,957.86 and authorizes the expenditure of a 10% contingency in the amount of $29,196. * * * * *
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 27th day of January 2025, by the following vote:

AYES, COUNCILMEMBERS:

NOES, COUNCILMEMBERS:

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

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San Carlos City CouncilJanuary 27, 2025

San Carlos City Council
January 27, 2025