CITY OF SAN CARLOS
City Council/Successor Agency to the
Redevelopment Agency/Housing Authority
Regular Meeting
June 08, 2026 7:00 PM
Council Chambers, City Hall
600 Elm Street, San Carlos, CA 94070
www.cityofsancarlos.org
AGENDA
This meeting will be conducted both in-person 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.
In-Person Participation:
• Location. City Hall – 600 Elm Street, Council Chambers. • Provide Public Comment. To address the City Council, 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 1-669-900-9128 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, 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 pursuant to Government Code 54953.8. 1 MAYOR: Pranita Venkatesh
COUNCIL: John Dugan, Neil Layton, Sara McDowell, Adam Rak Council Member Adam Rak will Teleconference from
675 Townsend Ave, #18, New Haven, CT 06512
Pursuant to Govt. Code Section 54953(b).
1. CALL TO ORDER
2. TELECONFERENCE ANNOUNCEMENTS BY COUNCIL
3. PLEDGE OF ALLEGIANCE
4. CHANGES TO THE ORDER OF THE AGENDA
5. REPORT FROM CLOSED SESSION
6. PRESENTATIONS
a. Present a Proclamation Recognizing Juneteenth.
b. Receive a Presentation from Caltrain on their Budget Process, Including their No External Funding Scenario.
7. 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.
8. 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; however, speaking time may be reduced at the Mayor’s discretion based on the number of speakers. General Public Comment may also be limited to a total of 30 minutes, with any remaining public comment heard at the end of the agenda, if time permits.
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 2 time.
9. CONSENT CALENDAR
a. Motion to Waive Reading of All Ordinances.
b. Approve the City Council April 27, 2026 Regular Meeting Minutes. c. Approve the City Council May 11, 2026 Special Meeting Minutes. d. Adopt a Resolution Calling for the Holding of a General Municipal Election to be Held on Tuesday, November 3, 2026 for the Election of Certain Officers (As Required by the Provisions of the Laws of the State of California Relating to General Law Cities); Requesting the County of San Mateo Board of Supervisors to Consolidate Said General Municipal Election with the Statewide General Election to be Held on the Date Pursuant to the Elections Code; and Authorizing the Execution of a Services Agreement with the County of San Mateo for Specified Services Relating to Conducting a General Municipal Election. e. Adopt a Resolution Approving a Memorandum of Understanding (MOU) between the City of Half Moon Bay, the City of East Palo Alto, the City of San Carlos, and the Town of Portola Valley to Coordinate Procurement Activities for the San Mateo County Regional Electric Vehicle (EV) Charging Project. f. Adopt a Resolution Accepting the Grant of a License and Authorizing the Execution of a License Agreement with Crestview Park Condominium Association for a Trail Connection at Trillium Lane.
g. Adopt a Resolution Authorizing the Execution of an Agreement with the County of San Mateo for Public Safety Communication Services (Dispatch) for a Five-Year Term Beginning July 1, 2026 through June 30, 2031 for a Total Amount of $5,263,952 and Approving the Use of Prior Year Savings from the San Mateo County Sheriff’s Office in the Amount of $100,000 to Offset the Costs in Fiscal Year (FY) 2026-27.
h. Adopt a Resolution Awarding the Library Kitchen and Bathroom Upgrades Project (C2418); Appropriating an Additional $286,935 from the General Capital Fund (“Fund 25”); Approving the Use of the Library Excess Trust Fund in the Amount of $286,935; Authorizing the Execution of an Agreement with Argos Construction in the Amount of $575,000; and Authorizing the Expenditure of a 15% Contingency in the Amount of $86,250 for a Total Not-to-Exceed Contract Amount of $661,250. i. Adopt a Resolution Awarding the 2026 Sewer Lateral Replacement Project (C1737); Authorizing the Execution of an Agreement with Devaney Engineering Inc. in the Amount of $248,584; and Authorizing the Expenditure of a Contingency in the Amount of $33,926 for a Total Not-to-Exceed Contract Amount of $282,510. 3 j. Adopt a Resolution Ratifying the Proposed Budget for Fiscal Years 2026-28 for the Belmont-San Carlos Fire Department (BSCFD) and the Supplemental Payment for Fiscal Year 2025-26 in the Amount of $158,700.
k. Adopt a Resolution Awarding the 2026 Sewer System Closed-Circuit Television (CCTV) Inspection Project (C1736); Authorizing the Execution of an Agreement with APS Environmental Inc. in the Amount of $599,505.80; and Authorizing the Expenditure of a 20% Contingency in the Amount of $120,494.20 for a Total Notto-Exceed Contract Amount of $720,000. l. Adopt a Resolution Approving the List of Proposed Streets Scheduled to be Resurfaced as Part of the Annual Pavement Rehabilitation Project in Fiscal Year 2026-27 Funded by Senate Bill 1, the Road Repair and Accountability Act of 2017.
10. PUBLIC HEARING
a. Consideration of Adopting a Resolution Certifying the Initial Study/Mitigated Negative Declaration and Approving the Associated Mitigation Monitoring and Reporting Program for the Parks Master Plan; Adopting a Resolution Adopting Amendments to the Parks and Recreation Element and the Environmental Management Element of the City of San Carlos General Plan; and Adopting a Resolution Adopting the Parks Master Plan.
b. Consideration of Adopting a Resolution Certifying the Environmental Impact Report for the Northeast Area Specific Plan; Adopting a Resolution Amending the San Carlos General Plan Land Use Map, Land Use Element, Circulation and Scenic Highways Element, Environmental Management Element, and Environmental Safety and Public Services Element; Introducing an Ordinance Amending the San Carlos Zoning Map and Municipal Code Title 18 – Zoning, Repealing Chapter 18.14A, Removing References to Chapter 18.14A within Chapter 18.07 and Chapter 18.30, Adding Chapter 18.14.2, and Amending Chapter 18.19; and Introducing an Ordinance Adopting the Northeast Area Specific Plan.
11. 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.
12. 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. 4 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) 802-4222 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. 5 San Carlos City Council/Successor Agency to the
Redevelopment Agency/Housing Authority Regular Meeting
Council Chambers, City Hall
600 Elm Street, San Carlos, CA 94070
April 27, 2026 7:00 PM
MINUTES
ROLL CALL
City Council Present: Pranita Venkatesh, Mayor
Adam Rak, Vice Mayor
John Dugan, Councilmember
Neil Layton, Councilmember
Sara McDowell, Councilmember
Staff Present: Nil Blackburn, Interim City Manager
Shon Buford, Deputy Fire Chief
Akanksha Chopra, Senior Management Analyst
Samantha Copsey, Deputy City Clerk
Jerri Cosens, Administrative Sergeant
Greg DaCunha, Deputy Fire Chief
Andrew Douglass, Senior Management Analyst
Paul Harris, Financial Services Manager
Sajuti Haque, Economic Development and Housing Manager
Emma Licko, Recreation Supervisor
Steven Machida, Public Works Director
Andrea Mardesich, Assistant Community Development Director Rebecca Mendenhall, Administrative Services Director
Tyler Muela, Recreation Supervisor
Al Savay, Community Development Director
Tracy Scramaglia, Assistant Public Works Director
Mike Tabak, Police Captain
Quinne Woolley, Management Analyst
Marc Zafferano, Acting City Attorney
1. CALL TO ORDER
Mayor Venkatesh called the meeting to order at 7:00 p.m.
2. TELECONFERENCE ANNOUNCEMENTS BY COUNCIL
None.
3. PLEDGE OF ALLEGIANCE
Mayor Venkatesh led the Pledge of Allegiance.
4. CHANGES TO THE ORDER OF THE AGENDA
None.
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5. REPORT FROM CLOSED SESSION
None.
6. PRESENTATIONS
a. Present Proclamations Recognizing San Carlos Earth Day Art Competition Winners: Kylie Clark, Alisa Filina, and James Pinillos.
Mayor Venkatesh presented proclamations to the winners of the inaugural San Carlos Earth Day Art Contest.
b. Receive a Presentation from The San Francisco Peninsula on its 2025–2028 Strategic Plan.
John Hutar, President and CEO of the San Mateo County Convention and Visitors Bureau, provided background on the organization, highlighted recent marketing successes, and responded to Council questions.
c. Receive a Presentation from SamTrans on the Connect Bay Area Local Investment Plan.
Jessica Epstein, Director of Government and Community Affairs for SamTrans, presented on the Connect Bay Area Local Investment Plan, a proposed half-cent sales tax measure that may appear on the November ballot to help address significant operational deficits facing transit agencies, and responded to Council questions.
Council encouraged Ms. Epstein to continue engaging with the community and emphasized the need for greater attention to youth transit needs, noting that buses serving schools are often overcrowded.
7. COUNCIL COMMUNICATIONS AND ANNOUNCEMENTS
Council Member McDowell announced the passing of former San Mateo County Superintendent of Schools Nancy McGee and extended condolences to her family, colleagues, and friends. She recognized her service and advocacy for educators and staff through her work on the Housing Endowment and Regional Trust Board.
8. PUBLIC COMMENT
Josh Safran, a resident, requested consideration of future regulations on gas-powered leaf blowers, including later start times, duration limits, and restrictions on gas-powered equipment.
9. CONSENT CALENDAR
Vice Mayor Rak stated that he would abstain from Item 9h - Community and Aquatic Center Project as he resides within 500 feet of Burton Park.
MOTION: Adopt City Council Consent Calendar Items ‘a’ through ‘g’ and “i” – “j”.
MOVER: McDowell
SECONDER: Dugan
AYES: Dugan, Layton, McDowell, Rak, Venkatesh
NAYS: None
RESULT: Motion Passed 5 – 0
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a. Motion to Waive Reading of All Ordinances.
b. Approve the City Council March 9, 2026 Special Meeting Minutes. c. Approve the City Council March 16, 2026 Special Meeting Minutes. d. Approve the City Council March 23, 2026 Special Meeting Minutes. e. Declare a Summer Recess and Authorize Cancellation of the Two July City Council Meetings. f. Accept and Authorize the Filing of the Housing Successor Agency Annual Report for Fiscal Year 2024-25.
g. Deny Claim of Joshua Lim.
h. Adopt a Resolution Appropriating $86,000 from the Park-in-Lieu Fund 27 Unassigned Fund Balance to the Conceptual Design of a Community and Aquatic Center Project (C2331) and Authorizing the Execution of an Amendment in the Amount of $86,000 to the Professional Services Agreement with Good City Company for a Total Contract Amount Not to Exceed $160,999 for Park Master Plan and Community and Aquatic Center Design Project Consulting Services.
MOTION: Adopt Resolution 2026-041 appropriating $86,000 from the Park-in-Lieu Fund 27 Unassigned Fund Balance to the conceptual design of a Community and Aquatic Center Project (C2331) and authorizing the execution of an amendment in the amount of $86,000 to the professional services agreement with Good City Company for a total contract amount not to exceed $160,999 for Park Master Plan and Community and Aquatic Center Design Project consulting services.
MOVER: McDowell
SECONDER: Rak
AYES: Dugan, Layton, McDowell, Venkatesh
NAYS: None
ABSTAIN: Rak
RESULT: Motion Passed 4 – 0 – 1
i. Adopt a Resolution Consenting to the Change in Ownership of Lessee Pertaining to the Ground Lease for City-Owned Property at 525 Skyway Road. Resolution 2026-042 j. Adopt a Resolution Authorizing the City Manager to Assign Temporary Assignment Pay for the Vacant Management Analyst Position in Public Works. Resolution 2026-043
10. PUBLIC HEARING
a. Consideration of Adopting a Resolution Authorizing Adjustments to the Cost of Services Schedule (“User Fees”), Park Facility Development Fee, Sewer Capacity Charge, Childcare Development Impact Fee and Traffic Impact Fee for Fiscal Year 2026-27, and Adding Four New Fees to the User Fee Schedule.
Financial Services Manager Paul Harris presented the proposed user fee adjustments for Fiscal Year 2026–27, and, along with Deputy Fire Chief Greg DaCunha, Assistant Public Works Director Tracy Scramaglia, Recreation Manager Tyler Muela, and Administrative Services
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Director Rebecca Mendenhall, responded to Council questions.
Public Comment
- Bob Bollier, San Carlos Youth Softball Association President, urged Council not to approve the proposed player use fee, noting the financial and competitive impact on nonprofit leagues serving families.
- Kristen Carlson, representing San Carlos Little League, opposed the proposed player use fee and requested a more comprehensive review of the proposal.
MOTION: Move to close the public hearing
MOVER: Rak
SECONDER: McDowell
AYES: Rak, Dugan, Layton, McDowell, Venkatesh
NAYS: None
RESULT: Motion Passed 5 – 0
The Council emphasized the importance of further analyzing an equitable sports fee structure before implementing any new or increased fees related to sports field use.
After discussion, Council directed staff to further study the field use fees, conduct additional league outreach, and return with recommendations prior to September 1, 2026.
MOTION: Adopt Resolution 2026-044 authorizing adjustments to the Cost of Services Schedule, Park Facility Development Fee, Sewer Capacity Charge, Childcare Development Impact Fee, and Traffic Impact Fee for Fiscal Year 2026-27 with the following amendments:
- changing the criminal witness subpoena fee to a category; and - adding two new fees to the User Fee Schedule (excluding the $43 field use fee).
MOVER: Dugan
SECONDER: Rak
AYES: McDowell, Rak, Dugan, Layton, Venkatesh
NAYS: None
RESULT: Motion Passed 5 – 0
Council recessed at 8:58 p.m. and reconvened the meeting at 9:06 p.m.
11. STUDY SESSION
a. Receive a Report Regarding Parking of Recreational Vehicles, Campers, Trailers, or Boat Trailers on City Streets, Provide Direction on a Preferred Policy Approach, and Direct Staff to Return with Ordinance Amendments and/or an Implementation Plan for the City Council’s Consideration.
Interim City Manager Nil Blackburn presented on behalf of the City Manager's Office and the Sheriff's Office. She provided a report to Council on issues related to recreational vehicle (RV) parking on public streets, highlighting the complexity of RV parking enforcement and outlining potential policy approaches. Ms. Blackburn, alongside Police Chief Mike Tabak, Acting City Attorney Marc Zafferano, and Management Analyst Quinne Woolley, responded to Council questions.
Public Comment
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- Tony Barolich, a business owner on Bransten Street, urged the Council to address the issue as a parking problem citing impacts on employee and customer parking while expressing sympathy for RV occupants.
- Jennifer Rossi, a resident, supported a strong enforcement approach and limited-time parking permits for the industrial area, citing concerns about exploitation of vulnerable populations and illegal activities within RVs.
- James Dawes, speaking on behalf of the Industrial Arts Business Association, expressed the organization's willingness to participate in parking regulation discussions and noted concerns regarding abandoned vehicles and unlicensed auto repair operations occupying public streets.
- Albert Jeans urged the Council to adopt a citywide RV prohibition, citing Mountain View’s experience with increased RV encampments and enforcement challenges. - Dan, a resident, urged the Council to pair any parking restrictions with meaningful services to address the underlying housing crisis affecting RV occupants.
Council provided the following feedback:
- Develop a draft ordinance and/or an implementation plan reflecting a citywide RV parking ban (with appropriate exceptions for businesses and residents) - Analyze options for time-limited parking zones in commercial/industrial areas as a complementary or alternative tool
- Evaluate and recommend a revised citation fine amount sufficient to change behavior - Review the tow services contract, particularly the $3,500 vehicle release fee payable by the city after 30 days, and identify potential contract improvements - Conduct targeted outreach to the Industrial Arts Business Association and east-side businesses to gather ground-level input prior to returning with a final recommendation - Ensure the proposed approach addresses not only RVs but also abandoned vehicles, boats, and related issues raised by the business community
12. NEW BUSINESS
a. Consideration of Adopting a Resolution Approving a Memorandum of Understanding (MOU) with the City of Belmont to Improve the Emergency Access Gate Between Crestview Drive (San Carlos) and Hallmark Drive (Belmont).
Interim City Manager Nil Blackburn provided a history on the gate between Crestview and Hallmark Drives, reviewed the key terms of the proposed MOU and, along with Deputy Fire Chief Greg DaCunha and Public Works Director Steven Machida, responded to Council questions.
MOTION: At 10:25 p.m., extend the meeting to 11:00 p.m.
MOVER: Rak
SECONDER: McDowell
AYES: Layton, McDowell, Rak, Dugan, Venkatesh
NAYS: None
RESULT: Motion Passed 5 – 0
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MOTION: Adopt Resolution 2026-045 approving a memorandum of understanding (MOU) with the City of Belmont to improve the emergency access gate between Crestview Drive (San Carlos) and Hallmark Drive (Belmont).
MOVER: Rak
SECONDER: Dugan
AYES: Dugan, Layton, McDowell, Rak, Venkatesh
NAYS: None
RESULT: Motion Passed 5 – 0
b. Consideration of Adopting a Resolution Approving the City Manager Employment Agreement.
Acting City Attorney Marc Zafferano spoke on the recruitment process conducted for the City Manager position and presented the proposed employment agreement for selected candidate Kathy Kleinbaum.
Kathy Kleinbaum addressed the Council briefly, thanking the Council for the opportunity and expressing her commitment to transparent, responsive, and accountable leadership.
Council Members collectively extended warm congratulations to Ms. Kleinbaum and expressed sincere appreciation to Interim City Manager Nil Blackburn for her service in the role, as well as to Human Resources and other staff involved in the recruitment process.
MOTION: Adopt Resolution 2026-046 Approving the City Manager Employment Agreement.
MOVER: Dugan
SECONDER: Rak
AYES: Rak, Dugan, Layton, McDowell, Venkatesh
NAYS: None
RESULT: Motion Passed 5 – 0
13. AGENDA SETTING
a. Consideration of Agendizing an Item to Discuss the Walnut Street Development Proposed by MidPen Housing and San Mateo County.
Council Member Dugan brought the item forward, expressing concerns regarding the proposed development project. He also raised broader policy questions about how the City ensures timely transparency and community awareness for streamlined or exempt development applications that may not formally come before the Council.
Council generally supported having staff present alongside MidPen Housing on May 26 and directed staff to develop a policy framework for early community notification and Council awareness of such projects.
14. ADJOURNMENT
Mayor Venkatesh adjourned the meeting at 10:43 p.m.
Crystal Mui,
City Clerk
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San Carlos City Council/Successor Agency to the
Redevelopment Agency/Housing Authority Special Meeting
Collaboration Room, City Hall
600 Elm Street, San Carlos, CA 94070
May 11, 2026 6:00 PM
MINUTES
ROLL CALL
City Council Present: Pranita Venkatesh, Mayor
Adam Rak, Vice Mayor (arrived 6:03 p.m.)
Sara McDowell, Councilmember
Neil Layton, Councilmember
John Dugan, Councilmember
Staff Present: Kathy Kleinbaum, City Manager
Rebecca Mendenhall, Administrative Services Director
Crystal Mui, City Clerk
Angie Rodriguez, Human Resources Manager
Gregory Rubens, City Attorney
1. CALL TO ORDER
Mayor Venkatesh called the meeting to order at 6:01 p.m.
2. PUBLIC COMMENT
None.
3. CLOSED SESSION
a. Conference with Labor Negotiators Kleinbaum, Cue, Mendenhall, Rodriguez and Rubens (Closed Session Pursuant to Government Code Section 54957.6) Local 829 American Federation of State, County and Municipal Employees (“AFSCME”) Unit.
4. REPORT FROM CLOSED SESSION
None.
5. ADJOURNMENT
Mayor Venkatesh adjourned the meeting at 6:25 p.m. to the foyer for a welcome reception honoring City Manager Kathy Kleinbaum.
Crystal Mui
City Clerk
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CITY COUNCIL
STAFF REPORT
MEETING DATE: June 8, 2026
ITEM TITLE: Adopt a Resolution Calling for the Holding of a General Municipal Election to be Held on Tuesday, November 3, 2026 for the Election of Certain Officers (As Required by the Provisions of the Laws of the State of California Relating to General Law Cities); Requesting the County of San Mateo Board of Supervisors to Consolidate Said General Municipal Election with the Statewide General Election to be Held on the Date Pursuant to the Elections Code; and Authorizing the Execution of a Services Agreement with the County of San Mateo for Specified Services Relating to Conducting a General Municipal Election.
RECOMMENDATION:
Staff recommend that the City Council adopt a Resolution calling for the holding of a General Municipal Election to be held on Tuesday, November 3, 2026 for the election of certain municipal officers; requesting the County of San Mateo Board of Supervisors to consolidate said general municipal election with the statewide general election to be held on the date pursuant to the Elections Code; and authorizing the City Manager to execute a services agreement with the County of San Mateo for specified services relating to conducting a general municipal election, including any revisions approved by the City Attorney.
FISCAL IMPLICATIONS:
There are no fiscal implications, and no additional funding is needed.
The County of San Mateo Elections Division ("County") has provided an estimated cost of $100,000 to $120,000 for election services related to the election of three City Council seats. If the City were to place a measure on the November ballot, the total estimated cost of election services would increase to between $110,000 and $132,000. Actual costs are dependent on several factors, including the number of registered voters and the number of jurisdictions participating in the election.
The City Clerk's fiscal year 2026–27 budget includes sufficient funding to cover these estimated costs.
BACKGROUND:
Since 2018, the City of San Carlos has held its municipal elections on even-numbered years for the purpose of electing its municipal officers.
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The offices to be voted upon at San Carlos’ November 3, 2026 Election shall be three members of the City Council for the full term of four years.
ANALYSIS:
Staff recommend that the City contract with the County for election services. The County has extensive experience and expertise in administering municipal elections, including ballot preparation and processing, election worker recruitment and training, polling place operations, and related election services. In addition, consolidating the City's election with other elections conducted by the County on the same election date promotes administrative efficiency and costeffectiveness, thereby serving the public interest.
The County has provided its standard Election Services Agreement template (attached as Attachment 2), which is currently under review by the City Attorney's Office. Staff will work with the County to address any necessary revisions prior to execution of the agreement.
ALTERNATIVES:
The alternatives available to the City Council include:
1. Adopt a Resolution calling for the holding of a General Municipal Election to be held on Tuesday, November 3, 2026 for the election of certain municipal officers; requesting the County of San Mateo Board of Supervisors to consolidate said general municipal election with the statewide general election to be held on the date pursuant to the Elections Code; and authorizing the City Manager to execute a services agreement with the County of San Mateo for specified services relating to conducting a general municipal election, including any revisions approved by the City Attorney.
2. Do not adopt the Resolution; or
3. Provide staff with alternative direction.
Respectfully submitted by:
Crystal Mui, City Clerk
Approved for submission by:
____________________________
Kathy Kleinbaum, City Manager
ATTACHMENT(S):
1. Resolution
2. County Election Services Agreement Template
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RESOLUTION NO. 2026 – ____
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN CARLOS
CALLING FOR THE HOLDING OF A GENERAL MUNICIPAL ELECTION TO BE HELD ON TUESDAY, NOVEMBER 3, 2026 FOR THE ELECTION OF CERTAIN OFFICERS (AS
REQUIRED BY THE PROVISIONS OF THE LAWS OF THE STATE OF CALIFORNIA RELATING TO GENERAL LAW CITIES); REQUESTING THE BOARD OF SUPERVISORS
OF THE COUNTY OF SAN MATEO TO CONSOLIDATE SAID GENERAL MUNICIPAL
ELECTION, WITH THE STATEWIDE GENERAL ELECTION TO BE HELD ON THE DATE PURSUANT TO THE ELECTIONS CODE; AND AUTHORIZING THE EXECUTION OF A
SERVICES AGREEMENT WITH THE COUNTY OF SAN MATEO FOR SPECIFIED SERVICES RELATING TO CONDUCTING A GENERAL MUNICIPAL ELECTION.
WHEREAS, under the provisions of the laws relating to General Law Cities in the State of California, a general municipal election shall be held on November 3, 2026 for the election of municipal officers; and
WHEREAS, it is desirable that the general municipal election be consolidated with the statewide general election to be held on the same date and that within the city the precincts, vote centers and election officers of the two elections be the same, and that the County Election Department of the County of San Mateo canvass the returns of the general municipal election and that the election be held in all respects as if there were only one election.
NOW, THEREFORE BE IT RESOLVED, that the City Council of the City of San Carlos, California, does declare, determine, and order as follows:
SECTION 1. The City of San Carlos does hereby request the Board of Supervisors of the County of San Mateo to consolidate said election with any other election to be held on November 3, 2026 and render specified services, pursuant to § 10002 of the Elections Code, to the City relating to the conduct of the election. The City Manager is hereby authorized and directed to enter into a services agreement with the County of San Mateo County Elections Official to provide election services to the City of San Carlos relating to the general municipal election), including any revisions approved by the City Attorney.
SECTION 2. Pursuant to the requirements of § 10403 of the Elections Code, the Board of Supervisors of the County of San Mateo is hereby requested to consent and agree to the consolidation of a general municipal election with the statewide general election on Tuesday, November 3, 2026, for the purpose of electing three members of the City Council for the full term of four years.
SECTION 3. The Board of Supervisors of San Mateo County is requested to include on the ballots and sample ballots, all qualified measures submitted by the City Council to be ratified by the qualified electors of the City of San Carlos.
SECTION 4. The Board of Supervisors is requested to issue instructions to the County Election Department to take any and all steps necessary for the holding of the consolidated election.
SECTION 5. The City Clerk is authorized, instructed, and directed to coordinate with the County of San Mateo Registrar-Recorder to procure and furnish any and all official ballots,
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notices, printed matter and all supplies, equipment, and paraphernalia that may be necessary in order to properly and lawfully conduct the election.
SECTION 6. The ballots to be used at the election shall be in the form and content as required by law.
SECTION 7. Candidates may submit optional candidate statements, up to 200 words, for printing in the official voter guide and mailed to all voters. Said candidate statements are required by law to be printed in English, and translated and printed into all languages required by the County of San Mateo, at the candidate’s expense.
SECTION 8. Notice of the time and place of holding the election is given and the City Clerk is authorized, instructed, and directed to give further or additional notice of the election, in the time, form, and manner as required by law.
SECTION 9. That the vote centers for the election shall be open at seven o’clock a.m. of the day of the election and shall remain open continuously from that time until eight o’clock p.m. of the day when the vote centers shall be closed, pursuant to Election Code § 10242, except as provided in §§ 14212, 14401 of the Elections Code of the State of California.
SECTION 10. The City Clerk shall certify the passage and adoption of this Resolution and enter it into the book of original resolutions.
SECTION 11. In all particulars not recited in this Resolution, the election shall be held and conducted in accordance with the provisions of law for holding municipal elections.
SECTION 12. Delivery of Resolution to County. That the City Clerk is hereby directed to file a certified copy of this Resolution with the San Mateo County Board of Supervisors and the San Mateo County Election Department.
NOW, THEREFORE BE IT RESOLVED, that the San Carlos City Council hereby:
- Calls for the holding of a General Municipal Election to be held on Tuesday, November 3, 2026 for the election of certain officers;
- Requests the Board of Supervisor of the County of San Mateo to consolidate said general municipal election with the statewide general election to be held on the date pursuant to § 10403 of the Elections Code; and
- Authorizes the execution of a services agreement with the County of San Mateo for specified services relating to conducting a general municipal election. * * * * *
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 8th day of June 2026, 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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SERVICE AGREEMENT FOR THE PROVISION OF ELECTION SERVICES
BETWEEN THE CITY OF AND
SAN MATEO COUNTY CHIEF ELECTIONS OFFICER & ASSESSOR-COUNTY CLERK-RECORDER This Service Agreement for the Provision of Election Services (“Agreement”), entered into this _______ day of _______________, 20___, is by and between the City of (the “Municipality”) and San Mateo County Chief Elections Officer & Assessor – County Clerk – Recorder (the “Chief Elections Officer”); WHEREAS, it is necessary and desirable that the Chief Elections Officer be retained for the purpose of conducting an election, described in more detail below, for the Municipality; and WHEREAS, the Chief Elections Officer has been asked by the Municipality to conduct an election on , 20___ (the “Election”).
NOW, THEREFORE, IT IS HEREBY AGREED BY THE PARTIES HERETO AS FOLLOWS:
SERVICES TO BE PERFORMED BY THE MUNICIPALITY:
1) Within the time frame set by statute, the Municipality will request the Board of Supervisors, through the Chief Elections Officer, to conduct an election relating to the Municipality on , 20___ and will request the services of the Chief Elections Officer in relation to the Election. 2) The Municipality will timely publish the Notice of Election and the Notice to File Declarations of Candidacy for the offices to be voted on and/or the Notice to File Arguments For or Against any measure. 3) The Municipality will submit to the Chief Elections Officer the offices to be voted on and the measure ballot questions by no later than 88 days prior to the Election. The Municipality will submit to the Chief Elections Officer the names and ballot destinations of the candidates to appear upon the ballot by no later than 81 days prior to the Election.
4) The Municipality will timely prepare and deliver to the Chief Elections Officer the ballot pamphlet information containing, as applicable, candidate designations and statements, ballot measure(s), tax rate statement(s), impartial analyses, arguments for or against measures and rebuttals thereto. 5) The Municipality will, if applicable, timely review and sign off on the official ballot wording for ballot measures. 6) The Municipality will timely complete any other non-delegable tasks required by law in relation to the Election. 7) The Municipality shall maintain records/maps regarding the boundaries of the Municipality and will notify the Chief Elections Officer of any changes/additions to those boundaries by 125 days prior to the Election. 8) If a candidate for a Municipality office alleges to be indigent and unable to pay in advance the requisite fee for submitting a candidate statement, the Municipality, as the applicable local agency, shall be solely responsible for determining whether the candidate is indigent pursuant to Elections Code section 13309. The Municipality shall notify the candidate, and inform the Chief Elections Officer, of the Municipality’s indigency determination, in writing, by no later than 64 days prior to the Election. If the District determines that a candidate is indigent such that the candidate is eligible for an advanced candidate statement fee waiver under Elections Code section 13309, or if the Municipality fails to advise the Chief Elections Officer of its indigency determination by the specified deadline, then the Municipality shall be responsible for paying the candidate’s pro rata share of the cost of the candidate statement, which will be invoiced in accordance with the “Costs for Services” section of this agreement. Municipality’s payment of a candidate’s pro rata share of the cost of the candidate statement is without prejudice to the Municipality’s ability to recover such costs directly from the candidate after the election, as authorized by Elections Code section 13309(f).
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SERVICES TO BE PERFORMED BY CHIEF ELECTIONS OFFICER:
1) The Chief Elections Officer will select the sample and official ballot printer(s) and translators. 2) The Chief Elections Officer will prepare and deliver all election information to the printers and translators. 3) The Chief Elections Officer will determine the appropriate translation and transliteration of all pertinent documents.
4) The Chief Elections Officer will issue, receive and process vote by mail ballots. 5) The Chief Elections Officer will set up ADA compliant Vote Centers, publish any required notices and conduct the Election.
6) The Chief Elections Officer will provide services for any official recount or election contest, if applicable. 7) The Chief Elections Officer will conduct all aspects of the Canvass of Votes Cast. Pursuant to Section 10262 of the Elections Code, the Chief Elections Officer will submit a Certificate of Chief Elections Officer to the Municipality’s governing body certifying the results of the Election. 8) The Chief Elections Officer will conduct other various and miscellaneous election-related activities directly required to conduct the Election itself. To the extent that the Municipality has obligations under law to perform various duties that relate to the Election beyond those directly involved with conducting the Election, those duties remain the responsibility of the Municipality. If the Municipality wishes to have any such duties performed by the Chief Elections Officer, the parties must mutually agree in advance in writing to have the Chief Elections Officer perform such duties. By way of example only, if the Municipality is required to send certain notices or adopt resolutions relating to the Election, those duties remain duties of the Municipality.
INDEMIFICATION AND DEFENSE OF CHIEF ELECTIONS OFFICER
To the fullest extent permitted by law, the Municipality shall indemnify, defend (with counsel reasonably acceptable to the County), and hold harmless the County of San Mateo, the Chief Elections Officer & Assessor–County Clerk– Recorder, and their respective officers, employees, and agents (collectively, the “County Indemnitees”) from and against any and all claims, actions, proceedings, writ petitions, lawsuits, damages, judgments, liabilities, costs, and expenses, including attorneys’ fees and litigation costs, arising out of or relating to:
(a) any challenge to the legality, validity, or enforceability of any Municipality ballot measure, tax measure, or proposition;
(b) any challenge to the qualification, nomination, eligibility, or election of any candidate for office; or (c) any act or omission of the Municipality, its governing board, officers, employees, or agents in connection with the calling, preparation, submission, or approval of materials for the Election, except to the extent such claim is finally determined by a court of competent jurisdiction to have been caused by the sole active negligence or willful misconduct of the Chief Elections Officer.
REAL PARTY IN INTEREST; INTERVENTION
In any action or proceeding described above in which the Chief Elections Officer or County Indemnitees are named as a respondent or defendant, the Municipality acknowledges that it is the real party in interest and agrees, upon request of the County, to promptly appear, intervene, or otherwise participate in such action as the real party in interest, and to assume responsibility for the defense of the Chief Elections Officer.
SURVIVAL
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The provisions of this section shall survive termination or expiration of this Agreement and the completion of the Election.
TERMS:
This Agreement shall be in effect for the performance of all services incident to the preparation and conduct of the Election to be held on , 20___, including before and after said Election date.
In the event the Chief Elections Officer is unable to perform services required under this Agreement as a result of employer/employee relation conditions, vendor conditions, the unavailability of Federal, State, or County funds, and/or other conditions beyond the control of the Chief Elections Officer, the Chief Elections Officer will be relieved of all obligations under this Agreement. The Chief Elections Officer may terminate this Agreement after giving 72 hours written notice, at which time the Chief Elections Officer will be relieved of all obligations under this Agreement.
This Agreement can be terminated by the Municipality upon 30 days written notice.
COST FOR SERVICES
In consideration of the performance of services and supplies provided by the Chief Elections Officer, including 1) any and all costs incurred during a recount or election contest that are not reimbursed by the voter requesting the recount or filing the contest as specified in the Elections Code and 2) any other costs associated with the Election, such as return postage costs and costs for ensuring voter accessibility, the Municipality shall pay to the Chief Elections Officer a sum equal to the full cost of the Election, including all such services, supplies, and other costs.
The Chief Elections Officer shall send an itemized invoice to the Municipality for all services provided pursuant to this Agreement after the Election is conducted and all related costs are determined. Payment on the full amount of the invoice shall be due and the Municipality shall submit payment to the County of San Mateo within forty-five (45) days of the date of the invoice (the “Due Date”). If the amount is not paid in full within this time, interest shall accrue monthly at a rate of 0.25% per month (equivalent to 3% annually) on the unpaid balance starting at the Due Date.
Thereafter, invoices will be sent and shall be payable within thirty (30) days of the date of the invoice, with interest being added each month for any unpaid balance. The provisions of this section shall survive termination or expiration of this Agreement and the completion of the Election.
MUNICIPALITY
Signature: _____________________________________ Date:_____________ Print Name: _____________________________________
Title: _____________________________________
COUNTY
Signature: _____________________________________ Date: _____________ Print Name: _____________________________________
Title: _____________________________________
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CITY COUNCIL
STAFF REPORT
MEETING DATE: June 8, 2026
ITEM TITLE: Adopt a Resolution Approving a Memorandum of Understanding (MOU) between the City of Half Moon Bay, the City of East Palo Alto, the City of San Carlos, and the Town of Portola Valley to Coordinate Procurement Activities for the San Mateo County Regional Electric Vehicle (EV) Charging Project.
RECOMMENDATION:
Staff recommend that the City Council adopt a Resolution approving a memorandum of understanding (MOU) between the City of Half Moon Bay, the City of East Palo Alto, the City of San Carlos, and the Town of Portola Valley to coordinate procurement activities for the San Mateo County Regional Electric Vehicle (EV) Charging Project.
FISCAL IMPLICATIONS:
There are no fiscal implications, and no additional funding is needed.
Funding for this project was approved in the fiscal year (FY) 2026-28 Adopted Budget under Project #C2336: Installation of New EV Stations in Public Parking Lots (“Project #C2336”). Project #C2336 included appropriations totaling $658,200, offset by a grant from the Metropolitan Transportation Commission (MTC) in the amount of $523,200 and matching funds from Peninsula Clean Energy (PCE) in the amount of $135,000.
BACKGROUND:
The City of San Carlos, in partnership with the City of Half Moon Bay, the City of East Palo Alto, and the Town of Portola Valley, is participating in the San Mateo County Regional EV Charging Project, a coordinated effort to expand publicly accessible electric vehicle (EV) charging infrastructure across the region.
The project is funded through the MTC under the Climate Program Implementation Grant, which utilizes federal transportation funds from the Federal Highway Administration through the One Bay Area Grant (“OBAG 3”) program. Funding is administered by the California Department of Transportation (“Caltrans”).
Across the four participating jurisdictions, the project will install a total of 66 publicly accessible EV charging stations, including:
• 62 Level 2 chargers
• 4 DC Fast Chargers
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Within the City of San Carlos, the project includes installation of 18 Level 2 chargers.
The total project funding allocated to the City of San Carlos is $658,131. Charging stations will be installed at strategically selected locations, prioritizing areas near multi-unit housing (MUH), transit-oriented communities (TOCs), and neighborhood destinations such as community centers, parks, and commercial corridors. These locations were selected to expand access to EV charging for residents, including renters, who may not have access to at-home charging. Refer to Attachment 3 for details of the identified locations of EV charging stations in San Carlos.
ANALYSIS:
Although each jurisdiction is receiving its own funding allocation and will implement its own EV charging installations, the four jurisdictions are coordinating project implementation to improve efficiency and outcomes. The proposed MOU establishes a framework for a coordinated procurement approach, whereby the participating jurisdictions will conduct a joint request for proposals (RFP) to procure a consultant or consultant team to provide design and project management services. The City of East Palo Alto will lead the joint RFP process for procurement of design and project management services.
This coordinated approach offers several benefits:
• Improved efficiency: A single, coordinated procurement process reduces duplicative staff effort across jurisdictions.
• Cost savings: Shared procurement can lower administrative costs and create economies of scale.
• More competitive bids: Coordinating across multiple jurisdictions may attract more qualified firms and encourage more competitive pricing. • Consistency in project delivery: Standardized design and specifications can support streamlined construction and long-term maintenance.
Importantly, while procurement of design and project management services will be coordinated, each jurisdiction will:
• Enter into its own contract with the selected consultant or consultant team • Maintain its own project budget and scope
• Independently bid and award construction contracts
This structure allows the City to benefit from a collaborative approach while maintaining compliance with all applicable procurement requirements and retaining full control over project implementation.
ALTERNATIVES:
The alternatives available to the City Council include:
1. Adopt a Resolution approving a MOU between the City of Half Moon Bay, the City of East Palo Alto, the City of San Carlos, and the Town of Portola Valley to coordinate procurement activities for the San Mateo County Regional EV Charging Project; or
2. Do not adopt the Resolution; or
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3. Provide staff with alternative direction.
Respectfully submitted by:
Akanksha Chopra, Senior Management Analyst; and
Al Savay, Community Development Director
Approved for submission by:
____________________________
Kathy Kleinbaum, City Manager
ATTACHMENT(S):
1. Resolution
2. Proposed MOU
3. EV Charging Station locations
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RESOLUTION NO. 2026 – ____
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN CARLOS
APPROVING A MEMORANDUM OF UNDERSTANDING BETWEEN THE CITY OF HALF
MOON BAY, THE CITY OF EAST PALO ALTO, THE CITY OF SAN CARLOS, AND THE
TOWN OF PORTOLA VALLEY TO COORDINATE PROCUREMENT ACTIVITIES FOR THE SAN MATEO COUNTY REGIONAL EV CHARGING PROJECT.
WHEREAS, in December 2024, the Metropolitan Transportation Commission (MTC) awarded funding through its Climate Program Implementation Grant to support the expansion of publicly accessible electric vehicle (EV) charging infrastructure across the region; and, WHEREAS, the participating jurisdictions are pursuing the installation of electric vehicle (EV) charging infrastructure within their respective jurisdictions; and, WHEREAS, the participating jurisdictions desire to coordinate certain procurement activities for specific purposes and benefits, including to improve efficiency, reduce administrative burden, increase contractor interest, and enhance competitive pricing; and, WHEREAS, the participating jurisdictions intend to conduct a single joint request for proposals (RFP) process to procure a qualified consultant or consultant team to provide design and project management services to support EV charging infrastructure projects across the participating jurisdictions; and,
WHEREAS, each jurisdiction intends to use this joint RFP to enter into its own agreement with the selected consultant or consultant team to support implementation of EV charging infrastructure projects within its jurisdiction; and,
WHEREAS, the participating jurisdictions wish to formalize their collaborative approach through this memorandum of understanding while maintaining their independent authority over project implementation.
NOW, THEREFORE BE IT RESOLVED that the City Council of the City of San Carlos hereby authorizes the City Manager to enter into a Memorandum of Understanding with the City of Half Moon Bay, the City of East Palo Alto, the City of San Carlos, and the Town of Portola Valley to coordinate procurement activities for the San Mateo County Regional EV Charging Project.
* * * * *
I, City Clerk Crystal Mui, hereby certify that the foregoing Resolution was passed and adopted by the City Council of the City of San Carlos at a scheduled meeting thereof held on the 8 th day of June, 2026, 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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1 MEMORANDUM OF UNDERSTANDING
BETWEEN THE CITY OF HALF MOON BAY, THE CITY OF EAST PALO ALTO, THE CITY OF SAN
CARLOS, AND THE TOWN OF PORTOLA VALLEY FOR COORDINATED PROCUREMENT OF DESIGN
AND PROJECT MANAGEMENT SERVICES FOR EV CHARGING INFRASTRUCTURE THIS MEMORANDUM OF UNDERSTANDING (“MOU”) is entered into on this XX day of XXX, 2026, by and between the City of Half Moon Bay, the City of East Palo Alto, the City of San Carlos, and the Town of Portola Valley (collectively referred to as the “Participating Jurisdictions” and individually as a “Jurisdiction”).
W I T N E S S E T H:
WHEREAS, the Participating Jurisdictions are pursuing the installation of electric vehicle (EV) charging infrastructure within their respective jurisdictions; and WHEREAS, in December 2024, the Metropolitan Transportation Commission (MTC) awarded funding through its Climate Program Implementation Grant to support the expansion of publicly accessible electric vehicle (EV) charging infrastructure across the region; and WHEREAS, the funding supports the San Mateo County Regional EV Charging Project: Scaling Accessible and Sustainable Solutions, a collaborative initiative between the City of East Palo Alto, the City of San Carlos, the City of Half Moon Bay, and the Town of Portola Valley; and WHEREAS, the project will include the installation of sixty-six (66) publicly accessible EV charging stations across the four Participating Jurisdictions; and WHEREAS, the Participating Jurisdictions desire to coordinate certain procurement activities for specific purposes and benefits, including to improve efficiency, reduce administrative burden, increase contractor interest, and enhance competitive pricing; and WHEREAS, the Participating Jurisdictions intend to conduct a single joint request for proposals (RFP) process to procure a qualified consultant or consultant team to provide design and project management services to support EV charging infrastructure projects across the Participating Jurisdictions; and
WHEREAS, each Jurisdiction intends to use this joint RFP to enter into its own agreement with the selected consultant or consultant team to support implementation of EV charging infrastructure projects within its jurisdiction; and
WHEREAS, each Jurisdiction will independently procure and enter into its own construction contract for EV charging infrastructure within its jurisdiction; and WHEREAS, the Participating Jurisdictions wish to formalize their collaborative approach through this MOU while maintaining their independent authority over project implementation.
NOW, THEREFORE, IT IS HEREBY AGREED BY THE PARTIES HERETO AS FOLLOWS:
1. Purpose of the MOU
The purpose of this MOU is to establish a framework for collaboration among the Participating Jurisdictions to:
A. Conduct a single, coordinated procurement process to secure the services of a consultant or consultant team to provide design and project management services, with each Jurisdiction entering into its own agreement with the selected consultant or consultant team.
B. Coordinate the preparation of plans, specifications, and other construction contract bid materials to promote consistency across Participating Jurisdictions where feasible.
C. Coordinate the timing and release of construction contract bid packages to facilitate contractor participation.
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Half Moon Bay, East Palo Alto, San Carlos, Portola Valley Memorandum of Understanding
2 D. Facilitate collaboration while maintaining the authority of each Jurisdiction to independently procure and manage construction within its Jurisdiction.
2. Joint Procurement of Professional Services
The Participating Jurisdictions shall collaborate to conduct a joint RFP process to procure a qualified consultant or consultant team to provide design and project management services to support EV charging infrastructure projects across the Participating Jurisdictions.
The selected consultant or consultant team may provide services including, but not limited to:
A. Design Services
Design-related services may include:
Site assessments
Preparation of plans and specifications for EV charging installations within each Jurisdiction Development of standardized bid package components
Coordination with Participating Jurisdictions regarding site-specific design requirements Technical support during the construction procurement process B. Project Management Services
Project management services may include:
Project coordination across Participating Jurisdictions Coordination with contractors
Monitoring schedule and performance
Supporting grant compliance and reporting
Submitting funding authorizations and other grant-related documentation Each Jurisdiction will enter into its own agreement with the selected consultant or consultant team for services performed within each Jurisdiction, unless the Participating Jurisdictions mutually agree to another contracting structure.
Participation in the final contract shall remain at the discretion of each Jurisdiction.
3. Coordination of Construction Bid Packages
To the extent feasible, the Participating Jurisdictions shall coordinate the preparation and release of construction bid packages to promote consistency across Participating Jurisdictions.
Coordination may include:
Using common or standardized sections of bid documents where feasible. Including language in bid materials indicating that similar projects are being bid by multiple jurisdictions.
Aligning warranty requirements and technical standards where feasible. Considering inclusion of operations and maintenance (O&M) provisions or repair provisions to support proper functioning of EV charging infrastructure. Coordinating the timing of construction bid releases and bid notices to the extent practicable.
Considering extended bid periods to allow contractors sufficient time to prepare bids for multiple jurisdictions.
Nothing in this section requires the Participating Jurisdictions to adopt identical bid documents if doing so conflicts with local requirements or procurement policies.
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3 4. Independent Construction Procurement
Each Jurisdiction shall independently:
Issue its own construction bid solicitation
Evaluate bids and select contractors
Enter into construction contracts
Manage construction activities within its jurisdiction Nothing in this MOU obligates a Jurisdiction to select the same contractor as another participating jurisdiction.
5. Lead Agency
The Participating Jurisdictions may designate one Jurisdiction to serve as Lead Agency for the purposes of coordinating the joint RFP process, described in Section 2, to procure a consultant or consultant team to provide design and project management services.
If designated, the Lead Agency may be responsible for:
Preparing and releasing the joint RFP
Coordinating proposal review and evaluation
Facilitating selection of the recommended consultant or project manager The Lead Agency shall not be responsible for oversight of contracts between consultant or contractors and each Jurisdiction, even if the joint RFP was used to select the consultant or contractor.
6. Cost Responsibilities
Each Jurisdiction shall be responsible for:
Its share of costs associated with design and project management services, as detailed in the separate agreements developed between each Jurisdiction and the selected consultant or consultant team.
All costs associated with construction, operation, and maintenance of EV charging infrastructure located within its jurisdiction.
All costs associated with supporting the development of associated RFPs.
Cost-sharing arrangements for joint services may be defined in a separate agreement or written amendment to this MOU.
7. Compliance with Procurement Laws
Each Jurisdiction shall conduct its procurement activities in accordance with its applicable local policies, ordinances, and state laws governing public contracting.
Nothing in this MOU supersedes or modifies any Jurisdiction’s legal procurement requirements.
8. Relationship of Parties
It is expressly understood that this MOU establishes a collaborative relationship between independent governmental entities for the specific purposes and benefits set forth above. Nothing in this MOU creates a partnership, joint venture, joint powers authority, or agency relationship between the Participating Jurisdictions.
Each Jurisdiction retains full authority over its own procurement processes, contracting decisions, and project implementation.
9. Hold Harmless
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Half Moon Bay, East Palo Alto, San Carlos, Portola Valley Memorandum of Understanding
4 Each Jurisdiction (“Indemnifying Party”) shall defend, indemnify, and hold harmless the other Participating Jurisdictions and their officers, employees, and agents from any claims, suits, or actions of every nature, kind or description, arising out of the acts or omissions of that Indemnifying Party, or its officers, employees, contractors, or agents in connection with this MOU.
Liability shall be apportioned in accordance with California law in cases involving concurrent negligence.
10. Amendment of MOU
This MOU constitutes the sole MOU of the Participating Jurisdictions hereto regarding this subject matter and correctly states the rights, duties, and obligations of each Jurisdiction as of this document's date. In the event that any term, condition, provision, requirement or specification set forth in the body of this MOU conflicts with or is inconsistent with any term, condition, provision, requirement, or specification in any exhibit and/or attachment to this MOU, the provisions of this body of the MOU shall prevail. Any prior MOU, promises, negotiations, or representations between the Participating Jurisdictions regarding the subject matter of this MOU not expressly stated in this document are not binding. All Jurisdictions may request a modification to this MOU at any time. All subsequent modifications shall be in writing and will become effective when signed by all Participating Jurisdictions.
11. Notices
Any written notice, request, demand, or other communication required or permitted hereunder shall be deemed to be properly given when deposited with the United States Postal Service, postage prepaid, or when transmitted by email communication, addressed to the following:
Attn: City Attorney
East Palo Alto City Attorney’s Office
2415 University Avenue, 2nd Floor
East Palo Alto, CA 94303
[email protected]
Attn: City Attorney
Half Moon Bay Attorney’s Office
501 Main Street
Half Moon Bay, CA 94019
[email protected]
Attn: City Attorney
San Carlos Attorney’s Office
600 Elm Street
San Carlos, CA 94070
[email protected]
Attn: Town Attorney
Shute, Mihaly & Weinberger LLP
396 Hayes Street
San Francisco, CA 94102
[email protected]
12. Controlling Law and Venue
The validity of this MOU, the interpretation of its terms and conditions, and the performance of the parties hereto shall be governed by the laws of the State of California. Any action brought to enforce this MOU must be brought in the Superior Court of California in and for the County of San Mateo.
13. Term and Termination
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5 This MOU shall become effective upon execution by all Participating Jurisdictions and shall remain in effect until two (2) years following the obligation of construction funds for the San Mateo County Regional EV Charging Project under the Metropolitan Transportation Commission Climate Program Implementation Grant, unless terminated earlier as provided herein.
Any Jurisdiction may terminate its participation in this MOU upon thirty (30) days written notice to the other Participating Jurisdictions.
14. Electronic Signatures
Participating Jurisdictions wish to permit this MOU and future documents relating to this MOU to be digitally signed in accordance with California law and County’s Electronic Signature Administrative Memo. Any party to this MOU may revoke such agreement to permit electronic signatures at any time in relation to all future documents by providing notice pursuant to this Agreement.
15. Authority
The Participating Jurisdictions warrant that the signatories to the MOU have the authority to bind their respective entities.
IN WITNESS WHEREOF, the Participating Jurisdictions hereto, by their duly authorized representatives, have affixed their hands.
CITY OF HALF MOON BAY
By:
Title:
Date:
CITY OF EAST PALO ALTO
By:
Title:
Date:
CITY OF SAN CARLOS
By:
Title:
Date:
TOWN OF PORTOLA VALLEY
By:
Title:
Date:
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Attachment 3
Locations for the EV Charging Stations in San Carlos
As required under the grant application, the strategic siting of EV chargers were prioritized areas near Multi-Unit Housing (MUH), Transit-Oriented Communities3 (TOCs), and neighborhood hubs such as community centers, parks, and small business districts as a way to address infrastructure gaps for residents, commuters, and visitors.
For MUH areas, specific properties will be identified as a part of the contract for installation of the curbside chargers. EV charging stations will be within ½ mile radius of the address identified in the Table 2 below, and ideally within a ¼ mile radius. The selected contractor (selected through a competitive bidding process) will be responsible for identifying property owners within the appropriate distance from these addresses who are willing to participate and have a curbside Level 2 charger installed behind their meter.
Location Number
of
Chargers
Types of
Chargers
Notes
737 Walnut St,
San Carlos, CA
94070
(EV chargers will
be within ¼ to ½
mile of location
above)
3 Single-port 7.6
kW Level 2
Chargers
(Curbside
Chargers)
Selection Criteria:
Located nearby MUHs in
Downtown San Carlos
TOC Policy Area
777 Walnut St,
San Carlos, CA
94070
(EV chargers will
be within ¼ to ½
mile of location
above)
3 Single-port 7.6
kW Level 2
Chargers
(Curbside
Chargers)
Selection Criteria:
Located nearby MUHs in
Downtown San Carlos
TOC Policy Area
657 Walnut St,
San Carlos, CA
94070
(EV chargers will
be within ¼ to ½
mile of location
above)
3 Single-port 7.6
kW Level 2
Chargers
(Curbside
Chargers)
Selection Criteria:
Located nearby MUHs in
Downtown San Carlos
TOC Policy Area
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Wheeler Plaza
Garage, 651
Walnut St, San
Carlos, CA 94070
5 Dual-port
19.2kW Level 2
Chargers
Selection Criteria:
TOC Policy Area
Publicly accessible garage
located near the downtown,
frequently used by visitors
(shoppers, restaurant-goers)
who stay for an hour or longer
Western 700 Block
of Laurel St, San
Carlos, CA 94070
(Clark Plaza
parking lot at
Laurel St and Olive
St, behind the
Bank of America)
4 Dual-port
19.2kW Level 2
Chargers
Selection Criteria:
TOC Policy Area
Publicly accessible parking lot
located near the downtown
block, frequently used by
visitors (shoppers, restaurantgoers) who stay for an hour or longer
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CITY COUNCIL
STAFF REPORT
MEETING DATE: June 8, 2026
ITEM TITLE: Adopt a Resolution Accepting the Grant of a License and Authorizing the Execution of a License Agreement with Crestview Park Condominium Association for a Trail Connection at Trillium Lane.
RECOMMENDATION:
Staff recommend that the City Council adopt a Resolution authorizing the execution of a license agreement with Crestview Park Condominium Association (CPCA) for a trail connection at Trillium Lane.
FISCAL IMPLICATIONS:
There are no fiscal implications, and no additional funding is needed.
The City has budgeted funds for the construction of the trail connection. The license does not include monetary consideration. However, since the license shortens the length of the new trail connection, there will likely be cost savings in labor and materials.
BACKGROUND:
The City of San Carlos (the “City”) was granted a 30-foot-wide trail easement (“Easement”) that connects Club Drive to open space lands located in the City of Belmont. The City of Belmont maintains a trail system, with the Easement connecting to a trail known as the Rambler Trail. The Easement passes within 20 feet of multiple buildings that are a part of CPCA development. At the time the Easement was created, the residential structures were not yet developed.
The City originally intended to construct a new pathway (the “Trillium Path”) upon Easement, specifically from Trillium Lane, down and over a retaining wall located solely on the licensor’s common area property (the “Retaining Wall”) and north along the Easement, which would have run along the backside of the licensor’s common area property and connect to the Rambler trail, which as described above, would be close in proximity to residential structures resided in by the licensor’s members.
ANALYSIS:
The attached license documents an agreement to relocate the initial intended location of the Trillium Path from the Easement to a new position that would connect to the Finch Trail (which would then connect to the Rambler Trail at a later point). By relocating the Trillium Path, the connection to the Belmont trail system is more direct and directs the trail further away from existing structures.
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The CPCA Board has agreed to grant the City a license (“License”) for the purpose of routing Trillium Path over a portion of the CPCA’s Common Area, which is outside of the trail Easement (the “Licensed Area”) as depicted in Exhibit A of the License Agreement. The License will continue for 20 years and be automatically renewed for 20-year terms unless terminated earlier.
Termination requires a one-year notification. During the term of the License, the City agrees it will not build a trail on the portion of the Easement generally north of the Licensed Area. If the License is terminated, the rights of the City to construct a trail on the full Easement to connect to the Rambler Trail are retained. The Trillium Path segment located in the Easement but outside of the Licensed Area shall remain and the CPCA agrees it will not interfere with construction of a trail in the Easement in the event the License is terminated.
Exhibit B of the License Agreement shows the configuration to the new Trillium Path connection to the Finch Trail.
This new connection and trail construction supports the City Council’s desire to improve and enhance the City’s trail system and provide recreational opportunities for residents and visitors.
The Trail design and location was reviewed under the California Environmental Quality Act “CEQA” and determined to be categorically exempt under CEQA Section 15301 “Existing Facilities” and 15303 “Conversion of Small Structures” in September 2025. Staff intend to begin and complete construction of the trail and path over the next few months.
ALTERNATIVES:
The alternatives available to the City Council include:
1. Adopt a Resolution accepting the grant of a license and authorizing the execution of a License Agreement with Crestview Park Condominium Association for a trail connection at Trillium Lane; 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:
__________________________________
Kathy Kleinbaum, City Manager
ATTACHMENT(S):
1. Resolution
2. License Agreement and Exhibits
3. Filed CEQA Exemption
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RESOLUTION NO. 2026 – ____
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN CARLOS
ACCEPTING THE GRANT OF A LICENSE AND AUTHORIZING THE EXECUTION OF A
LICENSE AGREEMENT WITH CRESTVIEW PARK CONDOMINIUM ASSOCIATION FOR A TRAIL CONNECTION AT TRILLIUM LANE.
WHEREAS, the City of San Carlos (the “City”) was granted a 30-foot-wide trail easement (“Easement”) connecting Club Drive to open space lands located in the City of Belmont at a trail known as the Rambler Trail. The Easement passes within twenty feet of multiple buildings that are a part of Crestview Park Condominium Association (CPCA) development. At the time the Easement was created, the residential structures were not yet developed; and WHEREAS, the City originally intended to construct a new pathway (the “Trillium Path”) upon the Easement, specifically from Trillium Lane, down and over a retaining wall located solely on the licensor’s common area property (the “Retaining Wall”) and north along the Easement which would have run along the backside of the licensor’s common area property and connect to the Rambler Trail, but would be close in proximity to residential structures resided in by the CPCA members; and
WHEREAS, the City and the CPCA have agreed to relocate the path of the Trillium Path to re-route it to a position that more directly connect to the trail system at the Finch Trail (which would then connect to the Rambler Trail at a later point. In relocating the initial pathway of the Trillium Path, CPCA agrees to grant the City a license (“License”) for the purpose of routing the Trillium Path over a portion of the Licensor’s Common Area, which land is not subject to the Easement (the “Licensed Area”) as depicted in Exhibit A of the License Agreement; and WHEREAS, the License provides for an initial 20-year term with automatic renewals unless either party provides notice to terminate the License. During the term of the License, the City will not extend the trail in the Easement generally north of the Licensed Area. In the event of a termination of the License, the City retains the right to build and maintain full the trail in the Easement, without interference by the CPCA; and
WHEREAS, the Trail design and location was reviewed under the California Environmental Quality Act “CEQA” and determined to be categorically exempt under CEQA Section 15301 “Existing Facilities” and 15303 “Conversion of Small Structures” in September 2025.
NOW, THEREFORE BE IT RESOLVED, that the San Carlos City Council hereby accepts the grant of a License for the purpose of routing the Trillium Path over a portion of the Licensor’s Common Area, as depicted in Exhibit B of the License Agreement and authorizes the execution of the License Agreement.
* * * * *
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 8th day of June 2026, 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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1 LICENSE AGREEMENT
THIS LICENSE AGREEMENT (“License Agreement”) is dated May ______, 2026 (the “Effective Date”), by and between the City of San Carlos, Municipal Corporation (the “City”) and the Crestview Park Condominium Association, a California non-profit mutual benefit corporation (“Licensor”). The City and Licensor are sometimes referred to herein as the “Parties” or singularly as a “Party”.
RECITALS
A. WHEREAS, the Licensor as of the Effective Date of this Agreement is the owner of Common Area identified on the Highlands Subdivision map in Volume 84 of Maps at Pages_29 through 33 dated April 30, 1974 and recorded in the Office of the San Mateo County Recorder as Recorder’s Certificate File No. 38427 AH and further identified as (APN: 111520999) (the “Common Area”);
B. WHEREAS, the City was granted a 30-foot-wide trail easement, located within the Common Area ( the “Trail Easement”) connecting Club Drive to open space lands located in the City of Belmont at a trail known as the Rambler Trail. The Trail Easement passes within twenty feet (20’) of multiple buildings that are part of the Licensor development, specifically residential structures resided in by Licensor’s members. At the time the Trail Easement was created, the residential structures within Licensor’s development were not yet constructed; C. WHEREAS, the Trail Easement is more particularly described in Exhibit A to this Agreement attached and made a part hereof;
D. WHEREAS, the City originally intended to construct a new pathway (the “Trillium Path”) upon the Trail Easement, specifically from Trillium Lane, down and over a Retaining Wall located solely on the Licensor’s common area property (the “Retaining Wall”) and North along the Trail Easement which would have run along the backside of the Licensor’s common area property and connect to the Rambler trail, which as described above, would be close in proximity to residential structures resided in by the Licensor’s members;
E. WHEREAS, the City is agreeable to relocating the initial pathway of the Trillium Path and re-routing it to a position that connects to the Finch Trail (which would then connect to the Rambler Trail at a later point). In relocating the initial pathway of the Trillium Path, Licensor wishes and agrees to grant the City a license (“License”) for the purpose of routing the Trillium Path over a portion of the Licensor’s Common Area, which land is not subject to the Trail Easement (the “Licensed Area”) as depicted in Exhibit B attached hereto and incorporated herein; and
F. WHEREAS, the City acknowledges that Licensor desires to reduce the proximity of the Trillium Path from Licensor’s residential dwellings and agrees not to build the Trillium Path in the Northerly direction past the Licensed Area to the Rambler Trail so long as the License remains in force and effect.
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2 TERMS & CONDITIONS
In consideration of the promises, warranties, and/or covenants set forth in this Agreement, the Parties agree as follows:
1. License Term: Licensor hereby grants to the City a revocable license to make use of the License Area for purposes of constructing the Trillium Path and connecting the Trillium Path to the Finch Trail. City shall have and hold said Licensed Area, together with the appurtenances, rights, privileges, and easements thereunto belonging or appertaining unto Licensor for a term commencing on the 1st day of May, 2026, and ending on the 30th day of April, 2046 (the “License Term”), and as extended as set forth therein, with such rights of termination as are hereinafter set forth, without payment of monetary consideration to Licensor. During the License Term, City shall not construct the Trillium Trail upon the portion of the Trail Easement that extends past the Licensed Area, specifically North thereof and in a manner which would be in close proximity to the Licensor’s residential buildings.
2. Physical Improvements: City shall make trail improvements from the Trail Easement through the Common Area in the Licensed Area to the connection point at the Finch Trail as identified in Exhibit B. For purposes of clarity, the improvements include the trail improvements over and through the existing Retaining Wall and to the connection point at the Finch Trail, without removing the vertical I-beams.
3. Termination: This License shall automatically renew for additional twenty (20) year terms thereafter, unless either Party delivers written notice of non-renewal to the other Party no later than twelve (12) months before the termination date. Provided further, that either Party may terminate the License by giving the other twelve (12) months written notice before a termination date. In the event of termination of this License, the City shall be entitled to complete a trail within the Trail Easement to the Rambler trail or its replacement, without interference, including the segment passing through the Retaining Wall.
4. Use: The Trail Easement shall be used for pedestrian recreational trail purposes only. The City agrees to post signs restricting bike access to the Trillium Path, specifically that the Trillium Path itself does not permit biking, and that a bicycle may be walked on the Trillium Path onto the Finch Trail. The Parties agree that given the proposed switchbacks, Retaining Wall, and residential nature of the Trillium Path, that bikes are not permitted to be ridden or used on the Trillium Path for health and safety purposes.
Additionally, the City agrees that Licensor, as the owner of the Common Area and Licensed Area, shall be permitted to post signs indicating that parking vehicles within the Licensor’s property is forbidden. The City agrees not to limit, impede, or otherwise decrease Licensor’s existing parking within Licensor’s Common Area.
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3 5. Licensor and City Repair Obligations. Licensor is responsible for the repair and maintenance of the Retaining Wall. City shall maintain the Trillium Trail, Licensed Area and trail elements passing through the Retaining Wall (including the trail and Sutter Walls identified in Exhibit B). Although not anticipated, if the Retaining Wall or Sutter Walls interconnect or are integrated with each other, then the Licensor and City shall mutually cooperate and coordinate the ongoing repair and maintenance of those sections of wall(s), if any is needed and subject to their separate maintenance obligations, in order to carry out or effectuate the terms of this License Agreement.
6. Insurance: City shall provide evidence of insurance or self-insurance for the term of the License Term protecting the Licensor, its officers, agents, and employees, from occurrences as to bodily injury liability and property damage liability.
7. General Liability Insurance.
City shall, at its expense, obtain and keep in force during the License Term a policy of insurance or self-insurance covering bodily injury and property damage insurance insuring Licensor and City against any liability arising out of the ownership interest, use, occupancy or maintenance of the Trail Easement, Trillium Trail and Licensed Area and all areas appurtenant thereto.
Such insurance shall provide coverage at least as broad as Insurance Services Office (ISO) form CG 00 01, in an amount no less than Two Million Dollars ($2,000,000.00) per occurrence and Four Million Dollars ($4,000,000.00) general aggregate. The policy shall include a per project or per location general aggregate endorsement. If a per project/location endorsement is not available, the limit for the general aggregate shall be doubled. The policy shall contain cross liability endorsements and insure performance by City of the indemnity provisions of this License. The limits of said insurance shall not, however, limit the liability of City hereunder.
Licensor and its directors, members, agents, and employees shall be named as additional insureds on said policy and City shall provide Licensor with a certificate of said insurance coverage and amendatory endorsements as broad as Insurance Services Office (ISO) form CG 20 26.
The policy shall allow and be endorsed as primary and not seek contribution from the City’s coverage as broad as ISO for CG 20 01.
Licensor shall, at its expense, obtain and keep in force during the term of this License a policy of insurance or self-insurance covering bodily injury and property damage insurance insuring
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4 Licensor and City against any liability arising out of the ownership interest, use, occupancy or maintenance of the Common Area and retaining wall and all areas appurtenant thereto.
Such insurance shall provide coverage at least as broad as Insurance Services Office (ISO) form CG 00 01, in an amount no less than Two Million Dollars ($2,000,000.00) per occurrence and Four Million Dollars ($4,000,000) general aggregate. The policy shall include a per project or per location general aggregate endorsement. If a per project/location endorsement is not available, the limit for the general aggregate shall be doubled. The policy shall contain cross liability endorsements and insure performance by Licensor of the indemnity provisions of this License. The limits of said insurance shall not, however, limit the liability of Licensor hereunder.
City and its agents, employees and officials shall be named as additional insureds on said policy and Licensor shall provide City with a certificate of said insurance coverage and amendatory endorsements as broad as Insurance Services Office (ISO) form CG 20 26.
The policy shall allow and be endorsed as primary and not seek contribution from the Licensor’s coverage but only with respect to such additional insured coverage.
8. Property Insurance.
City Insurance. City agrees that it shall obtain and maintain insurance or self-insurance covering its improvements, and other personal property used on the Trillium Trail against damage caused by fire and all other perils covered by a standard “all risk” insurance policy, at full replacement cost with no coinsurance penalty provision. Said insurance shall have a Licensor’s Liability endorsement attached thereto.
Notwithstanding any provision to the contrary, City specifically waives any claim against the Licensor for theft, loss, or damage of any kind or from any source whatsoever that may occur to the City improvements at the Licensed Premises, upon the Trillium Trail, or within the Trail Easement.
Licensor Insurance. Licensor understands and agrees that it shall obtain and maintain insurance covering its improvements, and other personal property used in the Common Area or Licensed Area, if any, against damage caused by fire and all other perils covered by a standard “all risk” insurance policy, at full replacement cost with no coinsurance penalty provision.
9. Indemnification:
City Indemnity Obligations:
To the fullest extent permitted by law, City agrees to indemnify, defend, and hold harmless Licensor, its directors, agents, employees, members, successors and assigns, from and against any and all claims, liabilities, damages, losses, costs and expenses
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5 (including reasonable attorneys’ fees and costs) arising out of or relating to the Trillium Trail, Licensed Area or this License Agreement. The obligations under this paragraph shall survive the termination or expiration of this Agreement for a period of five (5) years.
Licensor Indemnity Obligations:
To the fullest extent permitted by law, Licensor agrees to indemnify, defend, and hold harmless City, its employees and civil servants, from and against any and all claims, liabilities, damages, losses, costs and expenses (including reasonable attorneys’ fees and costs) arising out of or relating to the Retaining Wall (but not the City’s improvements upon or near the Retaining Wall, including but not limited to the City’s Sutter Walls, which shall be repaired, maintained and shall be the responsibility of the City), Trillium Lane (which is a private road), and any express action taken on behalf of the Licensor by and through its Board of Directors which causes or results in real property damage or bodily injury to any person in connection with the Trillium Trail, the Retaining Wall, or the Licensed Area. The obligations under this paragraph shall survive the termination or expiration of this Agreement for a period of five (5) years.
10. Mediation Requirement: The Parties agree to mediate any dispute or claim arising between them out the Trillium Trail, Licensed Area, the Retaining Wall, or this License Agreement before resorting to court action through any mediation service provider or qualified mediator mutually agreed to by the Parties. Mediation fees, if any, shall be divided equally among the Parties. If any Party commences court action or commences legal proceedings without first attempting to resolve this matter through mediation, including by noticing a written demand for mediation upon the other Party, or should any Party refuse to mediate a dispute as described herein, then that Party shall not be entitled to the recovery of attorney fees, even if that Party would otherwise be entitled attorney’s fees in such action. This provision shall only apply to disputes and claims against between and against the Parties, and not to disputes with third-parties.
11. Attorney Fees: In the event of litigation or arbitration between the Parties over the terms or performance of this agreement, the prevailing party shall be entitled to reasonable attorney fees and costs except as provided herein.
12. Disclosure to Existing & Potential Owners: The Parties acknowledge and agree that since this Agreement contains a revocable license and shall not be recorded with the San Mateo County Recorder’s Office, Licensor shall provide a fully executed copy of this Agreement to (i) the Association’s members within a reasonable time following execution, and (ii) include this Agreement in the Association’s standard disclosure documents provided in the ordinary course to prospective purchasers, for so long as this
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6 Agreement remains in effect. Licensors shall not be responsible for the failure of any owner, agent, or third party to deliver such disclosures.
13. Notice Address:
All notices herein provided to be given, or which may be given, by either party to the other, shall be deemed to have been fully given when hand delivered to the Licensor or City as provided below:
To the City:
City Manager
City of San Carlos
600 Elm Street
San Carlos, CA 94070
To the Licensor:
Crestview Park Condominium Association
40 Trillium Ln
San Carlos, CA 94070
and
Yvette Lee
Ace Property Management
1290 Kifer Rd., Suite 309
Sunnyvale, CA 94086
and
Stephen Thomas Brindle, Esq.
Swedelson Gottlieb
1 Sansome St., Suite 1400
San Francisco, CA 94104
The written notice shall be deemed received and shall be effective on the earlier of the date of actual receipt by the addressee or three (3) business days after deposit in the United States mail in the State of California. If either party gives notice in writing to the other party of any change in said address, then and in that event such notice shall be given at the changed address specified in such notice.
14. Severance: If any of the provisions of this Agreement or the application thereof is held to be invalid, its invalidity shall not affect any other provision or application of this Agreement, to the extent that such other provision or application can be given effect without the invalid provision or application.
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7 15. Neutral Construction & Venue: This Agreement has been fully negotiated by and between the Parties and should not be construed more strictly against one Party than another. The Parties further agree that any dispute arising out of the enforcement of any of the terms of this Agreement shall be venued in San Mateo County. The laws of the State of California shall be used in the interpretation and enforcement of this Agreement and incorporated documents.
16. Successor & Assigns: This Agreement shall be binding upon and inure to the benefit of the Parties and their respective successors and assigns.
17. Headings: Any headings or titles in the Agreement are for organizational purposes only and do not alter the meaning of any of its provisions.
18. Mutual Cooperation: The Parties agree to perform any further acts and deliver any further documents that are reasonably necessary or appropriate to carry out the provisions and intent of the Agreement.
19. Modifications & Waiver: No subsequent modifications, amendments, and/or waivers to the Agreement shall be effective unless in writing and executed by all settling Parties.
Notwithstanding this provision, no waiver of any of the provisions of this Agreement shall be deemed, or shall constitute, a waiver of any other provision, whether or not similar, nor shall any such waiver constitute a continuing waiver unless expressly agreed to by the Party against whom such waiver is sought.
20. Counterparts: This Agreement may be executed in counterparts and each counterpart will be incorporated as though fully set forth herein.
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A-1
EXHIBIT A
THE TRAIL EASEMENT
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Exhibit A
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2 EXHIBIT B
THE LICENSED AREA
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June 08, 2026 Packet Pg. 48
OFFICE OF
ASSESSOR-COUNTY CLERK- HARK on SSESSOR-COUNTY CLERKRECORDER & ELECTIONS RECORDER & CHIEF ELECTIONS OFFICER
COUNTY OF SAN MATEO
Date: 11/21/2025
To: CITY OF SAN CARLOS
600 ELM STREET
SAN-CARLOS, CA 94070
Final Posting Confirmation
for Environmental Impact Reports
Subject: Return of Environmental Documents Filed and Posted for 30 days.
Public Resources Code Section 21092.3
The attached document(s), File Number 129339
was received, filed and a copy posted with the County Clerk on 10/22/2025 and remained posted for thirty calendar days.
By: f
Henry Salgado Deputy Clerk on behalf of MARK CHURCH
SS-12 Posting Confirmation Letter for Environmental Impact Reports 555 County Center, Redwood City, CA 94063
P 650.363.4500 F 650.599.7458 email [email protected] web HTTPS/MWW.SMCACRE.GOV
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State of California - Department of Fish and Wildlife
2025 ENVIRONMENTAL DOCUMENT FILING FEE
CASH RECEIPT
DFW 753.5a (REV. 01/01/25) Previously DFG 753.5a
SEE INSTRUCTIONS ON REVERSE. TYPE OR PRINT CLEARLY.
RECEIPT NUMBER:
41-10222025-0001
STATE CLEARINGHOUSE NUMBER (/f applicable)
LEAD AGENCY | LEAD AGENCY EMAIL DATE
CITY OF SAN CARLOS 10/22/2025
COUNTY/STATE AGENCY OF FILING DOCUMENT NUMBER
SAN MATEO COUNTY
129339
PROJECT TITLE
TRILLIUM TRAIL CONNECTION
PROJECT APPLICANT NAME PROJECT APPLICANT EMAIL PHONE NUMBER CITY OF SAN CARLOS (650) 802-4258
PROJECT APPLICANT ADDRESS CITY STATE ZIP CODE
600 ELM STREET SAN CARLOS CA 94070
PROJECT APPLICANT (Check appropriate box)
Local Public Agency C1 Schoo! District [D Other Special District (1 State Agency (1 Private Entity CHECK APPLICABLE FEES:
0) Environmental Impact Report (EIR) $ 4,123.50 §$
0 Mitigated/Negative Declaration (MND)(ND) $ 2,968.75 $ _ Certified Regulatory Program (CRP) document - payment due directly to CDFW $ 1,401.75 ¢ El Exempt from fee
& Notice of Exemption (attach)
0 CDFW No Effect Determination (attach)
O Fee previously paid (attach previously issued cash receipt copy) (1 Water Right Application or Petition Fee (State Water Resources Control Board only) $ 850.00 $ - Ed County documentary handling fee $ 50.00 $ 50.00
) Other $
PAYMENT METHOD:
O cash J Credit OJ Check ( Other TOTAL RECEIVED $ 50.00
AGENCY OF FILING PRINTED NAME AND TITLE
Henry Salgado Deputy Clerk
ORIGINAL - PROJECT APPLICANT COPY - CDFW/ASB COPY - LEAD AGENCY COPY - COUNTY CLERK DFW753.5a (Rev. 01012025)
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Notice of Exemption Appendix E
To: Office of Planning and Research From: (Public Agency): City of San Carlos P.O. Box 3044, Room 113 600 Elm Street
Sacramento, CA 95812-3044 San Carlos, CA 94070
County Clerk ee 129339
County of; San Mateo (— 585 Redwood County City, Cenler CA 94063 FILED
SAN MATEO COUNTY
Project Title: Trillium Trail Connection Oct 22 2025
Project Applicant: City of San Carlos MARK CHURCH, County Clerk ay z o.
Deputy Clerk
Project Location
- Specific:
By_
See attached
Project Location - city. SanCarlos project Location - County: San Mateo Description of Nature, Purpose and Beneficiaries of Project:
See attached.
Name of Public Agency Approving Project: City of San Carlos Name of Person or Agency Carrying Out Project:
Exempt Status: (check one):
O Ministerial (Sec. 21080(b)(1); 15268);
O Declared Emergency (Sec. 21080(b)(3); 15269(a));
O Emergency Project (Sec. 21080(b)(4); 15269(b)(c));
f Categorical Exemption. State type and section number:
O Statutory Exemptions. State code number:
15301 and 15303
Reasons why project is exempt:
See Attached.
Lead Agency Contact Person: Andrea Mardesich Area Code/Telephone/Extension: ©508024258 If filed by applicant:
1. Attach certified document of exemption finding.
2. Has a Notice of Exemption been filed by the public agency approving the project?, oes ONo siete: (Yucleonr MV dheay Date: LO/ lelZs Title: Acet Commun h/ Dewelymed eBigned by Lead Agency 0 Signed by Applicant Dieoct te
Authority cited: Sections 21083 and 21110, Public Resources Code. Date Received for filing at OPR:
Reference: Sections 21108, 21152, and 21152.1, Public Resources Code.
Revised 2011
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Evaluation for Applicability of a Categorical Exemption Under CEQA Section 15301 Existing Facilities and Section 15303 New Construction or Conversion of Small Structures
Finch Trail Access Project from Trillium LaneSan Carlos, California Original CE Prepared March 2024; Revised CE Prepared September 2025 Introduction
The City of San Carlos (City) is proposing to formalize neighborhood access to an existing trail system by establishing a connector trail from Trillium Lane to the existing Finch Trail within an existing city-owned trail easement. The project would involve constructing a trail segment approximately 250 feet in length from Trillium Lane downslope to the existing Finch Trail.
Currently, a chain across the easement entrance at Trillium Lane blocks vehicle access and an informal foot trail exists beyond the easement entrance marking a path downslope to Finch Trail. The City has prepared design and construction plans (September 3, 2025) which show a hand constructed, two-foot-wide trail tread constructed of compacted soil with steps and switchbacks to help navigate the 50-foot drop in elevation. Two short retaining walls will also be constructed. The trail has been designed consistent with the San Carlos Hillside Trails Plan design guidelines.
The new trail and access point is proposed to facilitate neighborhood access to the City’s designated trail system. No trailhead staging area is proposed at Trillium Lane as part of this project. Trail signage will be placed on Club Drive by the intersection with Trillium Lane directing pedestrians to the trail connection and indicating motorists should park on Club Drive.
Construction of the new 250-foot trail segment is considered a project under the California Environmental Quality Act (CEQA) and the City, acting as the Lead Agency under CEQA, must prepare an appropriate environmental evaluation of the potential project impacts as required by CEQA. The CEQA Guidelines include a list of classes of projects which have been determined not to have a significant effect on the environment, and which are considered exempt from the provisions of CEQA. Article 19 Categorical Exemptions of the CEQA Guidelines presents this list of classes of projects determined not to have a significant effect on the environment and thus are declared to be categorically exempt from the required preparation of environmental documents.
As the Lead Agency, the City has prepared this categorical exemption documentation for the proposed project. This investigation documents the project’s ability to meet the conditions for CEQA exemptions described in Section 15301(c) Existing Facilities and Section 15303(d) New Construction or Conversion of Small Structures.
The City prepared and filed a CE with the San Mateo County Clerk’s office in March of 2024 based on earlier conceptual design plans. There are now final design and construction plans available which have resulted in minor changes to the project design. This revised CE reflects the September 3, 2025 final project plans.
Project Description
Location. The trail access point (project site) is located on the north side of Trillium Lane in the City of San Carlos within a city-owned trail easement. Access to Trillium Lane, a cul-du-sac, is via Club Drive approximately 470 feet southeast of the project site. Trillium Lane is in the northwest portion of the City and borders the City of Belmont to the north. An existing, informal foot trail in
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Trillium Lane-Finch Trail Access Project
Evaluation for Categorical Exemption
the city owned easement connects to the Finch Trail, which is located within the Hidden Canyon Park Open Space Preserve in the City of Belmont (County of San Mateo 2023).
Site Characteristics. The city-owned easement is in an undeveloped parcel between two residential lots. The opening of the easement is blocked by a chain at the sidewalk on Trillium Lane and slopes downward about 50 feet in elevation to its connection with the Finch Trail. The existing informal footpath follows the easement. A private retaining wall, which extends from an existing residence to the north to a drainage swale to the west, crosses the trail alignment. The project site is surrounded by single- and multi-family residences to the west, south, and east, and undeveloped open space to the north. The area surrounding the project site is Zoned RM-20 (Multi-Family-Low Density) Designation RS-3 (Single Family-Low Density) With General Plan designations of Multiple Family, Medium Density (21-59 DUs/Ac), and Single Family, Low Density (3 DUs/Ac).
Proposed Project. The project would formalize neighborhood public access within an existing cityowned trail easement on Trillium Lane that would connect to the existing Finch Trail. Currently, an informal foot trail exists beyond the easement entrance marking a downslope path to Finch Trail. The project would involve removing the existing chain and developing a trail segment approximately 250 feet in length that travels downslopes to the Finch Trail. The City has prepared design and construction plans (September 3, 2025) which show a_ two-foot-wide trail constructed of compacted soil, with wide stairs and switchbacks to help navigate the 50-foot drop in elevation. The project will also construct two short segments of new retaining wall a maximum of four feet high and constructed of wood. The new trail will drop down from the top of an existing retaining wall with the placement of fill material at the bottom of the wall and the construction of rock stairs. The Landscape Plan for the trail project states that the trail alignment shall meander based on natural conditions, within the confines of the City’s 30- foot easement. The natural hillside undulations (natural crests and depressions) would be incorporated into the trail design and alignment to provide undulation and drainage. The trail has been designed consistent with the San Carlos Hillside Trails Plan design guidelines (San Carlos 2012).
Site Photos and the September 3, 2025, Landscape and Design Plans are included in Attachment A.
All construction will be done by hand, no machine-built trail will be permitted. The new trail tread will be 2 feet wide, with an approximately one-foot construction disturbance zone on either side of the trail. No clearing of vegetation or tree pruning will be allowed outside the construction zone.
No trailhead staging area is proposed at Trillium Lane as part of this project. A small sign on Trillium Lane would indicate the location of the trail link to pedestrians. No tree removal is proposed as part of the project. Minimal vegetation removal would be required to construct the trail improvements.
A significant portion of the trail will travel under a number of Coast live oak trees and within the protected zone for each of the trees (see site photos). It is assumed that all the Coast live oak trees are considered protected under the City’s Heritage Tree Ordinance and protective measures shall be required during construction to ensure the trees are not damaged.
Consistent with the City’s Heritage Tree Ordinance, the project shall incorporate the tree protection measures as
September 2025 2
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Trillium Lane-Finch Trail Access Project
Evaluation for Categorical Exemption
stated on the September 3, 2025 Landscape Plan and presented below under Best Management Practices:
Parking. Trail signage would be placed on Club Drive by the intersection with Trillium Lane indicating motorists should park on Club Drive and directing pedestrians to the trail connection.
Best Management Practices
The project would follow the design and construction specifications for trails contained in the 2012 San Carlos Hillside Trails Plan, as well as the construction notes presented on the September 3, 2025 Landscape Plan. Additionally, the City would implement standard best practices during construction of the 250-foot trail segment including the following measures:
BMP-1: Nesting Bird Surveys. All tree trimming and vegetation removal shall occur outside of the bird nesting season if possible (defined as the time between September 1st and January 31st). If tree trimming or vegetation removal occurs during the bird nesting season between February 1st and August 31st, a qualified biologist shall perform a pre-construction survey to identify active bird nests. The pre-construction survey shall take place no more than five days prior to the tree trimming or vegetation removal, and if more than five days pass prior to the tree trimming or vegetation removal, another pre-construction survey shail be required. The survey shall include all trees and vegetation to be trimmed or removed, and all trees and shrubs within a 50-foot radius of the trimming or removal sites. If an active, native bird nest is found during the survey, the biologist shall designate a construction-free buffer zone (typically 1,000 feet for raptors and 250 feet for other birds, but this sometimes can be reduced in urban areas) around the nest to remain in place until the young have fledged. Work shall halt in the area and the qualified biologist shall be contacted immediately if a bird nest is discovered during tree trimming or vegetation removal activities.
BMP-2: Tree Protection. The project shall follow the City of San Carlos Protected Tree Ordinance (Ordinance 1580 Section 18.18.070, effective June 9, 2022) and associated new Protected Trees Administrative Guidelines for protection of Significant and Heritage trees on the project site. A "Significant tree" means any tree that is 11 inches in diameter (or more) outside of bark, measured at 54 inches above natural grade. The following trees are not classified as significant or heritage trees regardless of size: Bailey, Green or Black Acacia: Acacia baileyana, A. decurrens or A. melanoxylon; Tree of Heaven: Ailianthus altissima; Fruit trees of any kind; Monterey Pine: Pinus radiata; Eucalyptus genera; and Monocot trees including palms and palm relatives.
A “Heritage Tree” is defined as an indigenous tree having a certain diameter measured at 54 inches above natural grade as identified below:
e California buckeye (Aesculus californica), single/multi stem 9” diameter or greater e pacific madrone (Arbutus menziesii), single/multi stem 9” diameter or greater e coast live oak (Quercus agrifolia), single/multi stem 9” diameter or greater e valley oak (Quercus lobata), single/multi stem 9” diameter or greater September 2025 3
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e blue oak (Quercus dougiassii), single/multi stem 9” diameter or greater e _ interior live oak (Quercus wislizenii), single/multi stem 9” diameter or greater e coast redwood (Sequoia sempervirens), single/multi stem 15” diameter or greater e California bay laure! (Umbellularia californica), single/multi stem 11” diameter or greater The Ordinance requires that Protected Significant and Heritage Trees have a designated Tree Protection Zone (TPZ), which identifies the area with a radius 10x the trunk diameter to protect the tree, soil, and roots from proposed disturbance. Any variation in the size of the TPZ radius must be approved by the City arborist. It is assumed that the trail will travel through the TPZ of the Coast live oak trees growing within the City’s easement. Because the trail will travel through the TPZ, the following protective measures shall be implemented during construction, consistent with the intent of the Protected Tree Ordinance and Protected Trees Administrative Guidelines.
These measures may be modified by the Project Arborist during construction should additional measures be necessary to protect the health of the trees.
Tree Protection Zone
The area around a tree within the outermost circumference of the canopy or as set forth in a Tree Protection Plan is considered the Tree Protection Zone (TPZ). All work for this project is within the TPZ of Live oak trees growing on slope where the trail will be located.
1. All work within the TPZ shall be supervised by an ISA Certified Arborist who shall make recommendations to minimize the impact of approved work on the trees.
2. Trees to be preserved within or adjacent to the construction area shall be protected from disturbance prior to and throughout construction by the following methods or as approved by the arborist.
2.1. Conduct a pre-construction meeting with the City’s Arborist (Project Arborist) to review required and potential tree protection measures.
2.2. Provide protection for the trunk and the soil within the root zone as approved by the City Arborist required to protect trees from any equipment including to wrap foam around the trunk and securing 2X2s vertically around all sides in addition to 4-6 inches of wood chip mulch, % inch plywood or trench plated on the ground with the TPZ.
3. Protection measures shall remain in place throughout the duration of the project.
4. Any necessary tree pruning, including pruning for clearance shall be supervised or performed by the Project Arborist who shall be an International Society of Arboriculture certified arborist or an ASCA registered consulting arborist.
5. Excavation, grading, or trenching within the TPZ shall employ one of the following methods:
Hydron-excavation, pneumatic excavation, or hand digging. Grading operations, including cuts, fills, or other excavations shall be supervised by the Project Arborist. Where grading is required, the natural topography shall remain as undisturbed as possible.
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6. Storage of any materials, parking vehicles or equipment, fueling, and other actions detrimental to the condition of the tree are not allowed within the TPZ.
7. All trees shall be watered regularly throughout the construction process per the Project Arborist’s recommendations.
8. Cutting of any roots less than 1” in diameter shall be made or trimmed with clean, sharpened tools. Where required, cutting of any roots 1” in diameter or greater shall be allowed only as directed by the Project Arborist. Cut roots shall be covered by WST burlap until backfilled.
9. The contractor shall be financially responsible for any damage to the trees associated with the project. Accidental or negligent actions that damage trees within the project work zone may result in a penalty. The monetary value of such damages will be appraised by the City Urban Forester or an authorized representative and shall be expressed as the monetary equivalent of all labor and materials required to bring the tree in question to a state of comparable utility lal regards to its condition and function prior to beginning of the project.
BMP-3: Construction Fencing to Protect Arroyo Willow Habitat. Prior to the start of project construction, the City shall erect temporary construction fencing at the limits of the Arroyo Willow Thicket Vegetation Alliance. The Arroyo Willow Thicket Vegetation Alliance is located directly east of the trail alignment. The temporary construction fencing shall be erected at the edge of the approximately one-foot-wide trail construction zone on the east side of the trail as it travels adjacent to the Arroyo Willow Thicket Alliance. The fencing shall remain in place for the duration of construction.
Findings for a CEQA Categorical Exemption
Projects resulting in a physical change to the environment are subject to review under the California Environmental Quality Act (CEQA; Pub. Resources Code § 21000 et seq.) and the CEQA Guidelines (14 CCR §15000 et seq.).
For projects qualifying for categorical exemptions, CEQA allows the use of multiple exemptions, as applicable, for a project. The proposed trail segment is eligible for a categorical exemption under CEQA Guidelines Section 15301 (c) Existing Facilities (Class 1) and Section 15303 (d) New Construction or Conversion of Small Structures (Class 3) which allow the construction or minor alteration of existing facilities and topographical features, including pedestrian trails.
Project consistency with these CEQA Guidelines is described below.
Findings for a Class 1 Exemption
CEQA Guidelines Section 15301 (c):
“Class 1 consists of the operation, repair, maintenance, permitting, leasing, licensing, or minor alteration of existing public or private structures, facilities, mechanical equipment, or topographical features, involving negligible or no expansion of existing or former use.
The types of “existing facilities" itemized below are not intended to be all-inclusive of the types of projects which might fall within Class 1. The key consideration is whether the project involves negligible or no expansion of use.
Examples include but are not limited to:
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(c) Existing highways and streets, sidewalks, gutters, bicycle and pedestrian trails, and similar facilities (this includes road grading for the purpose of public safety, and other alterations such as the addition of bicycle facilities, including but not limited to bicycle parking, bicycle-share facilities and bicycle lanes, transit improvements such as bus lanes, pedestrian crossings, street trees, and other similar alterations that do not create additional automobile lanes).” Cal. Code Regs. tit. 14 § 15301 Project Consistency: The City proposes to establish a neighborhood public access point for an existing informal pedestrian trail that is located within an existing city-owned trail easement. The trail connection would be approximately 250 feet long, would not require tree removal, and would avoid sensitive habitat (see discussion below under Exceptions to CEQA Exemptions).
The trail has been designed consistent with the San Carlos Hillside Trails Plan design guidelines (San Carlos 2012). The trail segment will be two feet wide and constructed of compacted soil, with wide stairs and switchbacks to help navigate the 50-foot drop in elevation. Two new retaining walls, each a maximum of four feet in height, would also be constructed. The installation of stairs and switchbacks would require minimal earth disturbance. The project does not propose street parking on Trillium Lane. Trail signage would be placed on Club Drive by the intersection with Trillium Lane indicating motorists to park on Club Drive and directing pedestrians to the trail connection. A small sign on Trillium Lane would indicate the location of the trail link to pedestrians.
The key consideration for applicability of a Class 1 CE is whether the project involves negligible or no expansion of the existing use. The project would not expand the use of the existing Finch Trail. It would formalize local pedestrian use of an existing informal foot path in the existing cityowned easement. The new trail segment is intended to facilitate neighborhood access to the Finch Trail and would not be designed as a trailhead. Based on the findings, the project would meet the applicability requirements for a Class 1 CE pursuant to Section 15301 of the CEQA Guidelines.
Findings for a Class 3 Exemption
CEQA Guidelines Section 15303 (d)
“Class 3 consists of construction and location of limited numbers of new, small facilities or structures; installation of small new equipment and facilities in small structures; and the conversion of existing small structures from one use to another where only minor modifications are made in the exterior of the structure. The numbers of structures described in this section are the maximum allowable on any legal parcel. Examples of this exemption include but are not limited to:
“(d) Water main, sewage, electrical, gas, and other utility extensions, including street improvements, of reasonable length to serve such construction.” Cal. Code Regs. tit. 14 § 15303 Project Consistency: The City proposes to formalize a neighborhood public access point for an existing informal pedestrian trail that is located within an existing city-owned trail easement. The trail connection would be approximately 250 feet long, would not require tree removal, and would avoid sensitive habitat (see discussion below under Exceptions to CEQA Exemptions). The new trail segment is considered a small facility under the Class 3 exemption. The design and construction of the new trail segment is described above under Project Description. The trail September 2025 6
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segment is an allowable facility within the city-owned easement.
Exceptions to CEQA Exemptions
The applicability of CEs is qualified by the exceptions listed in Section 15300.2 (a) through (f) of the CEQA Guidelines. In the discussion below, each exception (in italics) is followed by an explanation of why the exception does not apply to the proposed project. 15300.2(a) Location. Classes 3, 4, 5, 6, and 11 are qualified by consideration of where the project is to be located — a project that is ordinarily insignificant in its impact on the environment may in a particularly sensitive environment be significant. Therefore, these classes are considered to apply all instances, except where the project may impact on an environmental resource of hazardous or critical concern where designated, precisely mapped, and officially adopted pursuant to law by federal, state, or local agencies.
The project site is not located in an area with any environmental resource of hazardous or critical concern such as a flood zone, sensitive habitat for species of special concern, a geologic hazard zone, or a hazardous materials site (San Carlos General Plan. 2009, updated 2023) 15300.2(b) Cumulative Impact. All exemptions for these classes are inapplicable when the cumulative impact of successive projects of the same type in the same place, over time is Significant.
The project site is located in a developed residential area and is surrounded by single-family and multi-family residences to the north, south, and west. To the east of the site is public open space located in the City of Belmont. New construction or development is unlikely to occur in the vicinity of the proposed trail segment. There are no other planned development projects nearby.
Therefore, the project would not result in a cumulatively considerable contribution to potential impacts. Thus, exception criterion ‘b’ does not apply to the project. 15300.2(c) Significant Effect. A categorical exemption shall not be used for an activity where there is a reasonable possibility that the activity will have a significant effect on the environment due to unusual circumstances.
The project site is located in the San Carlos Hills and is surrounded by single- and multi-family homes, paved streets, gutters, curbs, and sidewalks. Public open space with an existing trail network is located east of the City’s easement at Trillium Way. As discussed, the project proposes to formalize a neighborhood public access point on an existing city-owned trail easement. The only improvements that are proposed are minor recontouring of the natural terrain to create a twofoot-wide trail bed, install stairs and switchbacks to help with navigating the 50-foot drop in elevation, and construct two short segments of retaining walls with a maximum height of four feet.
All construction would be done by hand. The potential to impact biological resources is described below.
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Biological Resources
Existing Conditions
MIG Biologists investigated the biological resources within the City owned easement by conducting desktop research of databases of sensitive species information and conducting a field visit. The following information is a summary of the findings.
Two vegetation communities/landcover types, coast live oak woodland and urban-suburban, are present on the project site. Coast live oak woodland is located along the southern portion of the study area and gradually opens up to urban-suburban landcover along the northern portion of the site. The coast live oak woodland is dominated by coast live oak (Quercus agrifolia), but also supports California bay (Umbellularia californica), and Monterey cypress (Cupressus macrocarpa) trees along Trillium Lane. The understory of this community is barren to sparsely vegetated due to regular vegetation management (e.g., mowing) for fire suppression. Remnant understory vegetation observed in this vegetation community include native poison oak (Toxicodendron diversilobum) and non-native English ivy (Hedera helix). The urban-suburban landcover is also sparsely vegetated due to vegetation management practices. Vegetation in this area includes a variety of native and non-native species. Native species observed in the urbansuburban area are poison oak, coyote bush (Baccharis pilularis), yerba buena (Clinopodium doubglasii), and sticky monkey flower (Diplacus puniceus). Non-native species observed are stinkwort (Dittrichia graveolens), bristly ox-tongue (Helminthotheca echioides), hawksbeard (Crepis sp.), pampas grass (Cortaderia jubata), and Italian thistle (Carduus pycnocephalus). The existing retaining wall is located within this landcover type.
Arroyo Willow Thicket Vegetation Alliance, which is classified by the California Department of Fish and Wildlife (CDFW) as a sensitive vegetation community, is located directly adjacent to the project site to the east (CDFW 2007). Additionally, based on the presence of the swale, a low point where water may flow at the surface or subsurface, and the presence of arroyo willows, a strong wetland indicator species, along and within portions of the swale, the Arroyo Willow Thickets could also meet the definition of a wetland as defined by the U.S. Army Corps of Engineers (USACE). Impacts to wetlands, including trail construction and vegetation removal or pruning, would also require permit authorization from the Regional Water Quality Control Board (RWQCB). The trail alignment does not intrude into the Arroyo Willow Thicket Vegetation Alliance and potential construction impacts to this sensitive habitat would be prevented by BMP-3 which requires the placement of temporary construction fencing along the east side of the trail construction zone as it travels adjacent to the Arroyo Willow Thicket.
Wildlife in the project area that may occasionally visit the site likely consists of species common in urban-wildland interface areas, such as fox squirrels (Sciurus niger), Virginia opossums (Didelphis virginiana), raccoons (Procyon lotor), striped skunks (Mephitis mephitis), and a variety of bird species. No wildlife was observed on the project site during the site visit, but common birds that were detected by site or sound in the vicinity include oak titmouse (Baeolophus inornatus), wrentit (Chamaea fasciata), California towhee (Melozone crissalis), spotted towhee (Pipilo maculatus), Anna's hummingbird (Calypte anna). The Hidden Canyon Park Open Space Preserve likely also has mule deer (Odocoileus hemionus), coyotes (Canis latrans), western fence lizards (Sceloporus occidentalis), Pacific gopher snakes (Pituophis catenifer catenifer), and other species common in Bay Area open spaces.
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Special-Status Biological Resources
The project is the formalization of an existing 250-foot trail in a residential neighborhood, and would not impact special-status species, sensitive habitats, or protected wetlands or waters. The reasons for this determination are described below.
The California Natural Diversity Database (CNDDB) and California Native Plant Society (CNPS) Rare Plant Inventory show five California Rare Plant Rank (CRPR) 1B plants (plants that are rare, threatened, or endangered in California and elsewhere), and two Federally and State-listed Endangered, and CRPR List 1B plants within two miles of the project site (CNDDB 2023, CNPS 2023). The two federal and state endangered/CRPR 1B plants are the arcuate bush mallow (Malacothamnus arcuatus) and San Mateo thornmint (Acanthomintha duttonii). The six CRPR 1B plants are the white-rayed pentachaeta (Pentachaeta bellidiflora), Franciscan onion (Allium peninsulare var. franciscanum), western leatherwood (Dirca occidentalis), San Francisco collinsia (Collinsia multicolor), chaparral ragwort (Senecio aphanactis), and woodland woollythreads (Monolopia gracilens). Suitable habitat (e.g., chaparral, valley/foothill grassland, northern coastal scrub, serpentine) that would support most of these species is not present on the project site, but suitable chaparral habitat is present in the open space lands to the north where the Finch Trail is located, and the western leatherwood is documented within this habitat approximately 100 feet from the site (CNPS 2023). As proposed, the project would not occur in the nearby chaparral habitat where these species may occur; thus, the project is not expected to impact special-status plant species.
The CNDDB shows occurrences of San Francisco garter snake (Thamnophis sirtalis tetrataenia, federal and State listed as Endangered), California red-legged frog (Rana draytonii), foothill yellow-legged frog (Rana boylii population 4, federal and state listed as Endangered), western pond turtle (Emys marmorata, federally proposed as threatened), western bumble bee (Bombus occidentalis, state Candidate as Endangered), ), pallid bat (Antrozous pallidus, California Species of Special Concern [CSSC]), burrowing owl (Athene cunicularia, CSSC), Townsend’s big-eared bat (Corynorhinus townsendii, CSSC), and San Francisco dusky-footed woodrat (Neotoma fuscipes annectens, CSSC) within two miles of the project site (CNDDB 2023).
Occurrences of San Francisco garter snake are nonspecific in location to preserve the snake and may not be near the project site. No suitable habitat that may support most of these species (e.g., freshwater marsh, slow-moving streams for special-status reptiles/amphibians, valley/foothill grassland with ground squirrel burrows for burrowing owls, or trees with cavities or crevices for roosting bats) are present on or adjacent to the project site. Sparsely vegetated areas of the urban-suburban area could potentially support the western bumble bee, but this species has not been observed in the Bay Area since the 1950s. San Francisco dusky-footed woodrats typically occupy oak woodland habitat, but no woodrat stick houses were observed in this habitat on the site, likely due to the absence of suitable dense vegetation and woody debris due to routine vegetation management. Suitable habitat for the San Francisco dusky-footed woodrat is present in the Arroyo willow thicket directly adjacent to the site to the east and one woodrat stick house was observed in this area. Regardless, the project will not impact this adjacent habitat. Based on the existing conditions on the project site, none of the special-status animals species known to occur in the vicinity are expected to occur on the project site. Thus, no special-status animals will be impacted by the project.
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A number of common native birds may nest within the oak woodland on site, and adjacent Arroyo Willow thickets and undeveloped areas surrounding the site. All bird species are protected under the California Fish and Game code (Section 3503, 3503.5, and 3513); and most are protected under the federal Migratory Bird Treaty Act (MBTA; 16 USC §§ 703 et seq., Title 50 Code of Federal Regulations [CFR] Part 10). Although no tree removal is proposed, the project may result in minor ground disturbance for trail construction, which has some potential to disturb/impact active nests on or in proximity to the site. To ensure that nesting birds are not impacted by the project, the City will implement BMP 1, which will avoid take of protected nesting birds.
Sensitive Natural Community and Protected Wetlands and Waters.
There are no sensitive communities, aquatic habitats, or protected wetlands or other waters on the project site (NWI, 2023). The project will not physically encroach on the sensitive Arroyo Willow Thicket Vegetation Alliance or potential wetland that is located directly east of the project site; thus, the project will not impact sensitive habitats or protected wetlands or waters.
Wildlife Movement or Nursery Sites
The project would not impact wildlife movement or nursery sites. There are no known wildlife movement corridors or nursery sites in the project area, though wildlife does move throughout the nearby open space as well as breed there. However, the project would not create any wildlife movement barriers.
Local Policies, or Habitat Conservation Plan
The project would not conflict with a local policy or ordinance protecting biological resources, or conflict with a habitat conservation plan. The City of San Carlos has tree protection guidelines that protect trees of certain types and sizes and require permits before such trees are removed.
The project is not expected to result in the removal of any Protected Trees. However, project activities will occur within Protected Tree’s TPZ, and the project shall comply with BMP-2. Thus, there would be no impact to Protected Trees.
The project would not impact biological resources and thus would not conflict with any San Carlos General Plan (City of San Carlos, 2009) policies protecting biological resources. No habitat conservation plan applies to the project area.
No known circumstances at the project site or related to project operations create a reasonable possibility of significant effects to the environment. Therefore, exception criterion ‘c’ would not apply to the project.
15300.2(d) Scenic Highways. A categorical exemption shall not be used for a project which may result in damage to scenic resources, including but not limited to, trees, historic buildings, rock outcroppings, or similar resources, within a highway officially designated as a state scenic highway. This does not apply to improvements which are required as mitigation by an adopted negative declaration or certified EIR.
The project site is located approximately 1800 feet northeast of Highway 280, an officially designated State Scenic Highway (Caltrans 2019). The project site is in a hillside area and is not visible from Highway 280. The only improvements the project proposes are the installation of September 2025 10
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stairs and a pedestrian trail along the proposed 250-foot trail to assist with navigating the 50-foot drop in elevation. The project would not damage any scenic resources such as trees, historic buildings, and rock outcroppings within the state scenic highway. Therefore, exception criterion ‘d’ would not apply to the project.
15300.2 (e) Hazardous Waste Sites. A categorical exemption shall not be used for a project located on a site which is included on any list compiled pursuant to Section 65962.5 of the Government Code.
The project site is not listed as a hazardous waste site on a list compiled pursuant to Section 65962.5 of the Government Code, according to EnviroStor database. According to the GeoTracker database there is one site within 1000 feet of the project site that is listed as a cleanup site. However, the status of this case is closed as of 2015. Additionally, there are no areas near the project site that are listed as hazardous waste sites (California Department of Toxic Substance Control 2023). Therefore, exception criterion ‘e’ does not apply to the project. 15300.2 (f) Historical Resources. A categorical exemption shall not be used for a project which may cause a substantial adverse change in the significance of a historical resource.
There are no buildings or structures of historic significance on the project site, nor are there any historic resources located in the vicinity of the project site according to the City’s General Plan.
Therefore, the project will not impact any historic structures or views of resources. Exception criterion ‘e’ does not apply to the project.
Conclusion
Based on this analysis, the proposed Trillium Lane-Finch Trail Connection meets the criteria for a Class 1 Categorical Exemption pursuant to CEQA Guidelines Section 15301 (c), and a Class 3 exemption pursuant to CEQA Guidelines Section 15303 (d). Furthermore, exceptions to the applicability of a CE, as specified in Section 15300.2 (a) through (f) of the CEQA Guidelines, do not apply to the project. Therefore, the proposed project is exempt from CEQA evaluation.
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References
California Department of Toxic Substances Control (DTSC). 2023. EnviroStor database.
Accessed September, 2023 at https:/Avww.envirostor.dtsc.ca.gov/public/. [CDFG] California Department of Fish and Game. 2007. Vegetation Classification and Mapping Program List of California Vegetation Alliances and Rarity Ranking.
California Natural Diversity Data Base (CNDDB). 2023. Results of electronic records search.
Rarefind 5. California Department of Fish and Wildlife, Biogeographic Data Branch.
Accessed September 12, 2023 at hitos://wildlife.ca.gov/Data/C NDDB/Maps-and-Data. [CNPS] California Native Plant Society. 2023a. Inventory of Rare, Threatened, and Endangered Plants of California. Version 8-02. Accessed December 2023 at http:/Avww.rareplants.cnps.org/advanced. html.
Caltrans. California State Scenic Highway System Map.2023. Accessed September 2023 at https://dot.ca.gov/programs/design/lap-landscape-architecture-and-communitylivabilitylap-liv-i-scenic-highways.
City of San Carlos. 2025. Plans for Finch Trail Connector at Trillum Lane. Prepared by Roche & Campbell. September 3, 2025.
City of San Carlos. City of San Carlos Hillside Trails Plan. March 12, 2012 City of San Carlos. City of San Carlos Hillside Trails Plan Initial Study/Mitigated Negative Declaration. March 12, 2012.
City of San Carlos Tree Protection Ordinance. 2022. Accessed January 3, 2024, at https:/Avww.cityofsancarlos.org/protected_tree_ordinance/index.php.
City of San Carlos Interactive Zoning Map.2023. Accessed September 2023 at https:/Avww.cityofsancarlos.org/city hall/departments_and_divisions/community develo pment/planning/index. php.
City of San Carlos. 2023. San Carlos Municipal Code Chapter 12.20 Maintenance and Removal of Private Landscaping on Public Property.
City of San Carlos. 2009. San Carlos 2030 General Plan. Adopted October 12, 2009.
County of San Mateo. 2023. Property Map Portal. Accessed September 2023 at https://gis.smcgov.org/Html5Viewer/?viewer=raster.
National Wetlands Inventory (NWI). 2023. Wetlands Mapper. U.S. Fish and Wildlife Service.
Accessed September 12, 2023: https:/Awww.fws.gov/program/national-wetlandsinventory/wetlands-mapper September 2025 12
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Attachment A
Site Photos and Design/Construction Plans
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Figure 1: Existing Site Photos
Photo 1. View of entrance to the trail on Trillium Lane.
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Photo 2. Looking up swale towards Trillium Lane. Survey stake marks southern edge of City easement.
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Photo 3. View of private retaining wall and area where trail steps will be installed.
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Photo 4. Area where trail will decend the existing retaining wall.
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FINCH TRAIL CONNECTOR AT TRILLIUM LANE PARKS AND RECREATION DEPARTMENT CITY OF SAN CARLOS
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SIGNAGE INSTALLATION ok
MOGNZE DISTURBANCE BEYOND TRAIL TREAD TO S04 OF TRAL TREAD WIDTH AT EACH SDE) TOTHE EXTENT FEABBLE, [NO.GLEARING OR LNING BEYOND TRL BED RECURED.
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County of San Mateo
Clerk-Recorder
‘Mark Church
555 County Center
Redwood City, CA 94063
(650) 363-4500
co OC a a SANNA ah
Receipt No.: RPT20250061762
Finalization No.: 2025060787
Cashier: 14
Register: 022
Date/Time: 10/22/2025 09:00 AM
Item Title Count
1 NOE 1
NOTICE OF EXEMPTION
Document. No. : 129339
Filing Time: 69:00 AM
Filing Total: , $50.00
‘iling Fee: $50.00
Total Amount Due: $50.00 as = shannon
Total Paid
Credit Card Tendered: $50.00
#27154
Amount Due: $0.00
THANK YOU
PLEASE RETAIN THIS RECEIPT
FOR YOUR RECORDS
https: //www.smoacre.gov/
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10/22/2025 09:00 AM
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CITY COUNCIL
STAFF REPORT
MEETING DATE: June 22, 2026
ITEM TITLE: Adopt a Resolution Authorizing the Execution of an Agreement with the County of San Mateo for Public Safety Communication Services (Dispatch) for a Five-Year Term Beginning July 1, 2026 through June 30, 2031 for a Total Amount of $5,263,952 and Approving the Use of Prior Year Savings from the San Mateo County Sheriff’s Office in the Amount of $100,000 to Offset the Costs in Fiscal Year (FY) 2026-27.
RECOMMENDATION:
Staff recommend that the City Council authorize the execution of an agreement with the County of San Mateo for public safety communications services (dispatch) for a five-year term beginning July 1, 2026 through June 30, 2031 for a total amount of $5,263,952, and approving the use of prior year savings from the San Mateo County Sheriff’s Office in the amount of $100,000 to offset the costs in FY 2026-27.
FISCAL IMPLICATIONS:
The Adopted FY 2026-27 Budget includes an appropriation of $890,100 for dispatch services, resulting in a shortfall of $101,389. To address this gap, it is recommended that $100,000 from the Sheriff’s Office prior-year savings be used to offset the additional cost. As of December 31, 2025, the prior-year savings balance was $2,533,488.
Budget projections for FY 2027-28 through FY 2030-31 will also need to be updated to reflect the increased costs associated with dispatch services. These adjustments will be incorporated during the next two-year budget development cycle.
The breakdown of costs by year is noted below:
FY 2026-27 FY 2027-28 FY 2028-29 FY 2029-30 FY 2030-31 Total for Five Year Term
Annual
Rate $991,489 $1,021,234 $1,051,871 $1,083,427 $1,115,930 $5,263,952 Quarterly $247,872 $255,309 $262,968 $270,857 $278,983
BACKGROUND:
On November 13, 2012, the City Council approved an agreement with the County of San Mateo (“County”) for police dispatch services through June 30, 2016. On May 23, 2016, the City Councill approved an amendment to that agreement, extending the services through June 30, 2021. On
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May 24, 2021, the City Council approved the third amendment to that agreement, extending services through June 30, 2026.
On June 23, 2025, the City Council approved a five-year agreement through June 30, 2030 for police services with the San Mateo County Sheriff’s Office. The Sheriff’s Office is a County department and uses only one dispatch provider. The dispatch service provider for the Sheriff’s Office is a separate County department named “Public Safety Communications.” San Mateo County’s Public Safety Communications Center is responsible for answering both emergency and non-emergency calls for service. The Communications Center is the primary answering point for 9-1-1 calls within the unincorporated areas of San Mateo County and the Cities of Half Moon Bay, Millbrae, East Palo Alto, Portola Valley, San Carlos, Woodside, and Broadmoor.
ANALYSIS:
The proposed agreement with the County of San Mateo (Attachment 2) provides dispatch services for the period of July 1, 2026 through June 30, 2031, at a total cost of $5,263,952.
The FY 2026-27 contract cost of $991,489 represents a 19% increase over the FY 2025-26 cost, followed by annual increases of 3% for the remainder of the agreement term. The significant increase in FY 2026-27 is primarily due to a change in the County’s cost allocation methodology.
Under prior agreements, costs were based on the approximate expense of staffing three full-time dispatcher shifts.
Under the proposed agreement, costs are now calculated using the total operating costs of the County’s Public Safety Communications Department, which are divided into two allocation pools.
Pool A includes direct service costs and is allocated based on each agency’s call volume and activity levels. Pool B includes certain indirect costs (excluding overhead) and is allocated equally among participating agencies.
City Attorney Greg Rubens and Administrative Services Director Rebecca Mendenhall met with Natasha Claire-Espino, Director of the San Mateo County Public Safety Communications Department, to review and discuss the revised cost allocation methodology and supporting calculations.
ALTERNATIVES:
The alternatives available to the City Council include:
1. Adopt a Resolution authorizing the execution of an agreement with the County of San Mateo for Public Safety Communications Services for a five-year term beginning July 1, 2026 through June 30, 2031 for a total amount of $5,263,952, and approving the use of prior year savings from the San Mateo County Sheriff’s Office in the amount of $100,000 to offset the costs in FY 2026-27; or
2. Do not adopt a Resolution; or
3. Provide staff with alternative direction.
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Respectfully submitted by:
Rebecca Mendenhall, Administrative Services Director; and Greg Rubens, City Attorney
Approved for submission by:
_____________________________________
Kathy Kleinbaum, City Manager
ATTACHMENT(S):
1. Resolution
2. Agreement for Dispatch Services
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RESOLUTION NO. 2026 – ____
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN CARLOS
AUTHORIZING THE EXECUTION OF AN AGREEMENT WITH THE COUNTY OF
SAN MATEO FOR PUBLIC SAFETY COMMUNICATION SERVICES (DISPATCH) FOR A FIVE-YEAR TERM BEGINNING JULY 1, 2026 THROUGH JUNE 30, 2031 FOR A TOTAL AMOUNT OF $5,263,952 AND APPROVING THE USE OF PRIOR YEAR SAVINGS FROM THE SAN MATEO COUNTY SHERIFF’S OFFICE IN THE AMOUNT OF $100,000 TO OFFSET THE COSTS IN FISCAL YEAR (FY) 2026-27.
WHEREAS, on November 13, 2012, the City Council approved an agreement with the County of San Mateo (“County”) for police dispatch services through June 30, 2016 and subsequently amended that agreement three times; most recently on May 24 2021, for services through June 30, 2026; and
WHEREAS, on June 23, 2025, the City Council approved a five-year agreement through June 30, 2030 for police services with the San Mateo County Sheriff’s Office; and WHEREAS, the Sheriff’s Office is a County department and uses the dispatch services of the Public Safety Communications Department of San Mateo County; and WHEREAS, the contract cost proposed for FY 2026-27 in the amount of $991,489 is higher than the budgeted amount of $890,100, reflecting a gap of $101,389; and WHEREAS, there are sufficient prior year savings from the San Mateo County Sheriff’s Office in that can be used to offset the cost of this agreement.
NOW, THEREFORE BE IT RESOLVED, that the San Carlos City Council hereby authorizes the execution of the agreement with the County of San Mateo for Public Safety Communication Services (Dispatch) for a five-year term beginning July 1, 2026 through June 30, 2031 for a total amount of $5,263,952 and approves the use of prior year savings from the San Mateo County Sheriff’s Office in the amount of $100,000 to offset the costs in FY 2026-27 subject to the approval as to form by the City Attorney.
* * * * *
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 8th day of June 2026, 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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County/San Carlos 06022026 Final Agreement
Agreement No. __________________________
AGREEMENT BETWEEN THE COUNTY OF SAN MATEO AND CITY OF
SAN CARLOS
This Agreement is entered into this _____ day of _______________ , 20_____, by and between the County of San Mateo, a political subdivision of the state of California, hereinafter called “County,” and City of San Carlos, hereinafter called “City.”
* * *
Whereas, it is necessary and desirable that County perform work/services for City of San Carlos for the purpose of public safety dispatch.
Now, therefore, it is agreed by the parties to this Agreement as follows:
1. Exhibits and Attachments
The following exhibits and attachments are attached to this Agreement and incorporated into this Agreement by this reference:
Exhibit A—Services
Exhibit B—Payments and Rates
Services to be performed by County
In consideration of the payments set forth in this Agreement and in Exhibit B, County shall perform services for City in accordance with the terms, conditions, and specifications set forth in this Agreement and in Exhibit A.
2. Payments
City shall make payment to the County for the duration of the term in accordance with the following fee schedule:
FY 2026-27 FY 2027-28 FY 2028-29 FY 2029-30 FY 2030-31 Total for Five Year Term
Annual
Rate $991,489 $1,021,234 $1,051,871 $1,083,427 $1,115,930 $5,263,952 Quarterly $247,872* $255,309 $262,968 $270,857 $278,983 * For Q1 invoice, FY 2026-27, San Mateo County Sherrif’s office will Journal Entry $100,000 in account 12430-1842 on behalf of City of San Carlos. The remaining amount, $147,872, will be billed to City of San Carlos via invoice.
a. The total for the five-year term is $5,263,952.
b. Should City require communications services above and beyond basic staffing for pre-planned special events, County will charge City for said services at the actual cost, not to exceed the overtime rate of a Supervising Communications Dispatcher (currently $127/hr.) for any and all dispatchers assigned to the event.
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County/San Carlos 06022026 Final Agreement
c. In the event the term of this Agreement continues beyond the term set out in Section 3, the cost of dispatch services shall be established by mutual agreement of the parties. If the parties cannot agree on the cost of dispatch services prior to the expiration of the Term set out in Section 3, the cost of dispatch services for the next fiscal year shall increase by the then current percentage index established by the Bay Area Consumer Price Index (CPI) for each year until the parties reach agreement or the County ceases to provide dispatch services.
d. The City and County agree to negotiate in good faith to renew this Agreement. The City and County may consider performance measures, CPI increases, and/or cost recovery to determine the rate for dispatch services for the renewal of this Agreement, on condition that the Board of Supervisors approves the Agreement’s extension.
3. Term
In consideration of the services provided by County in accordance with all terms, conditions, and specifications set forth in this Agreement and in Exhibit A, City shall make payment to County based on the rates and in the manner specified in Exhibit B. In no event shall City’s total fiscal obligation under this Agreement exceed Five Million, Two Hundred Sixty-Three Thousand, Nine Hundred and Fifty-Two Dollars ($5,263,952) for the designated term.
Subject to compliance with all terms and conditions, the term of this Agreement shall be from July 1, 2026 through June 30, 2031.
4. Termination
This Agreement may be terminated by County, by the County’s Director of Public Safety Communications or her designee, or by City at any time without a requirement of good cause upon thirty (30) days’ advance written notice to the other party. In the event of termination, County shall be entitled to receive payment for work/services provided prior to termination of the Agreement. Such payment shall be that prorated portion of the full payment determined by comparing the work/services actually completed to the work/services required by the Agreement.
5. Relationship of Parties
It is expressly understood that this is an agreement between two independent contractors and that no agency, employee, partnership, joint venture or other relationship is established by this Agreement. The intent of both County and City is to create an independent contractor relationship.
6. Hold Harmless
a. City shall defend, hold harmless and indemnify County, its officers, agents, and/or employees from any and all claims for injuries to persons and/or damage to property, which arise out of the and conditions of this Agreement and which result from the negligent acts or omissions of City, it’s officers, agents and/or employees. The duty of City to indemnify and save harmless as set forth by this Section shall include the duty to defend as set forth in Section 2778 of the California Civil Code. b. County shall defend, hold harmless and indemnify City, its officers, agents and/or employees from any and all claims for injuries to persons and/or damage to property, which arise out of the terms and conditions of this Agreement and which result from the negligent acts or omissions of County, its officers, agents, and/or employees.
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County/San Carlos 06022026 Final Agreement
c. In the event the concurrent negligence of City, it’s officers, agents and/or employees, and County, its officers, agents and/or employees, then the liability for any and all claims for injuries or damages which arise out of the terms and conditions of this Agreement shall be apportioned under California’s Theory of Comparative negligence as presently established or may be hereafter modified.
7. Confidentiality:
Computer Aided Dispatch (“CAD”) records, in all forms, including but not limited to, electronic and audio, may contain personally identifiable information, sensitive medical information, protected criminal record information, and other types of information protected under the law and/or generally considered private by members of the public. The information contained in these records is provided by callers, as well as safety officers and first responders, for the sole purpose of providing emergency dispatch services. As such, Customer agrees to maintain the confidentiality of these records (except as required by law) and use the information for the sole purpose of providing emergency services to the public. In any instance where Customer contracts with a third party for assistance with its emergency response services and/or for quality assurance or data collection services, Customer will ensure that all of its contractors agree to maintain the confidentiality of the CAD records and not to disclose any personally identifiable information, sensitive medical information, and/or protected criminal record information to anyone other than as needed for the performance of its obligations pursuant to its contract with Customer. Customer will obtain a written acknowledgement of this provision from all persons not a party to this Agreement that it grants access to CAD records.
8. Assignability and Subcontracting
County shall not assign this Agreement or any portion of it to a third party or subcontract with a third party to provide services required by County under this Agreement without the prior written consent of City.
9. Insurance
a. General Requirements
City shall advise County of any insurance coverage requirements, and County shall provide evidence of appropriate coverage to City upon request.
b. Workers’ Compensation and Employer’s Liability Insurance Each party to this Agreement shall have in effect during the entire term of this Agreement workers’ compensation and employer’s liability insurance providing full statutory coverage. In signing this Agreement, each party certifies, as required by Section 1861 of the California Labor Code, that (a) it is aware of the provisions of Section 3700 of the California Labor Code, which require every employer to be insured against liability for workers’ compensation or to undertake self-insurance in accordance with the provisions of the Labor Code, and (b) it will comply with such provisions before commencing the performance of work under this Agreement.
c. Liability Insurance
County shall be self-insured during the term of this Agreement under such bodily injury liability and property damage liability insurance as shall reasonably protect County and all of its employees/officers/agents while performing work covered by this Agreement from any and all claims for damages for bodily injury, including accidental death, as well as any and all claims for property damage
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County/San Carlos 06022026 Final Agreement
which may arise from County’s operations under this Agreement, whether such operations be by County, any subcontractor, anyone directly or indirectly employed by either of them, or an agent of either of them.
10. Retention of Records; Right to Monitor and Audit
(a) Each party shall maintain all required records relating to services provided under this Agreement for three (3) years after City makes final payment and all other pending matters are closed, and such records shall be subject to the examination and/or audit by the other party, a Federal grantor agency, and the State of California.
(c) Each party agrees upon reasonable notice to provide to the other party, to any Federal or State department having monitoring or review authority, and/or to any of their respective audit agencies access to and the right to examine all records and documents necessary to determine compliance with relevant Federal, State, and local statutes, rules, and regulations, to determine compliance with this Agreement, and to evaluate the quality, appropriateness, and timeliness of services performed.
11. Merger Clause; Amendments
This Agreement, including the Exhibits and Attachments attached to this Agreement and incorporated by reference, constitutes the sole Agreement of the parties to this Agreement and correctly states the rights, duties, and obligations of each party as of this document’s date. In the event that any term, condition, provision, requirement, or specification set forth in the body of this Agreement conflicts with or is inconsistent with any term, condition, provision, requirement, or specification in any Exhibit and/or Attachment to this Agreement, the provisions of the body of the Agreement shall prevail. Any prior agreement, promises, negotiations, or representations between the parties not expressly stated in this document are not binding. All subsequent modifications or amendments shall be in writing and signed by the parties.
12. Controlling Law; Venue
The validity of this Agreement and of its terms, the rights and duties of the parties under this Agreement, the interpretation of this Agreement, the performance of this Agreement, and any other dispute of any nature arising out of this Agreement shall be governed by the laws of the State of California without regard to its choice of law or conflict of law rules. Any dispute arising out of this Agreement shall be venued either in the San Mateo County Superior Court or in the United States District Court for the Northern District of California.
13. Notices
Any notice, request, demand, or other communication required or permitted under this Agreement shall be deemed to be properly given when both: (1) transmitted via facsimile to the telephone number listed below or transmitted via email to the email address listed below; and (2) sent to the physical address listed below by either being deposited in the United States mail, postage prepaid, or deposited for overnight delivery, charges prepaid, with an established overnight courier that provides a tracking number showing confirmation of receipt.
In the case of County, to:
Name/Title: Natasha Claire-Espino, Director
Address: 501 Winslow Street, PSC 100, Redwood City, CA 94063
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County/San Carlos 06022026 Final Agreement
Telephone: 650-363-4909
Email: [email protected]
In the case of City, to:
Name/Title:
Address:
Telephone:
Email:
14. Electronic Signature
Both County and City wish to permit this Agreement and future documents relating to this Agreement to be digitally signed in accordance with California law and County’s Electronic Signature Administrative Memo. Any party to this Agreement may revoke such agreement to permit electronic signatures at any time in relation to all future documents by providing notice pursuant to this Agreement.
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County/San Carlos 06022026 Final Agreement
In witness of and in agreement with this Agreement’s terms, the parties, by their duly authorized representatives, affix their respective signatures:
For City: [CITY OF SAN CARLOS]
_____________________________
Signature
_______________
Date
___________________________
Name (please print)
COUNTY OF SAN MATEO
By:
President, Board of Supervisors, San Mateo County
Date:
ATTEST:
By:
Clerk of Said Board
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County/San Carlos 06022026 Final Agreement
Exhibit A
In consideration of the payments set forth in Exhibit B, County shall provide the following services:
I. Description of Services to be performed by County
A. County shall provide City with:
1. Telephone answering of 911 and emergency phone lines. County will answer the City’s police non-emergency, administrative telephone lines after hours when the substation is closed.
2. Notification of personnel, including the City Manager or other staff, necessary during emergency conditions.
3. Dispatching, including automated status keeping, and associated activity reports and inquiries.
4. Notification/call alert by activation of pages (through cellphones or paging equipment, as applicable).
5. Access to Computer Aided Dispatch (CAD) equipment upon receipt of a call for service, whereby the call information will be transmitted via CAD to the paging system and/or Mobile Data Terminal, which is in turn assigned to the appropriate field unit(s).
6. County will provide certified digital recordings of radio traffic and telephone interactions going through the PSC digital logging system.
B. City shall have direct access to all relevant computerized law enforcement databases twenty-four (24) hours a day, three hundred sixty-five (365) days per year. Access to these databases via the Message Switch system is billed separately, based on pro-rata use of the system and is not part of this Agreement for billing purposes. County shall be responsible for access as well as updating required data entry and removal including, but not limited to, the following systems:
▪ NLETS – National Law Enforcement Telecommunications Service ▪ CLETS – California Law Enforcement Telecommunications Service ▪ CJIS – Criminal Justice Information Services
▪ DMV – Department of Motor Vehicles
▪ SVS - Stolen Vehicle System - County will make entries and removals of repossessed or impounded vehicles.
▪ AFS - Automated Firearms System – Entries and removals will be provided after City’s normal business hours when a safety concern is identified or at the request of an on-duty supervisor.
▪ APS - Automated Property System- Entries and removals will be provided after City’s normal business hours when exigent circumstances exist that require an immediate entry be made or at the request of an on-duty supervisor. ▪ MUPS - Missing and Unidentified Persons File
II. Responsibilities of the County
A. Provide working space at the County facility for the personnel and equipment described in this Agreement.
B. Provide and maintain telephone equipment to accommodate the City’s 9-1-1 and seven (7) digit emergency telephone call volume.
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County/San Carlos 06022026 Final Agreement
C. Provide and maintain radio console equipment within the Communications Center to affect radio transmissions from the Communications Center to access the County’s trunked radio system on the frequencies designated as agreed upon by the County and Sheriff’s San Carlos Bureau.
D. Provide and maintain recording equipment to log and record incoming and outgoing transmissions related to radio and telephone incidents. All radio frequencies or telephone lines used for City Law Enforcement business in the Communications Center operation (not Administrative Offices) shall be recorded.
E. Serve as 9-1-1 Public Safety Answering Point (PSAP) and ensure that an alternative 9-1- 1 site is established and lines are maintained in compliance with rules, policies, and regulations of the State of California 9-1-1 Program, should the Center’s 9-1-1 system fail.
F. Maintain the geographic file of City’s response areas needed for CAD.
G. Update CLETS and AWS entries during established business hours via the automated computer system in accordance with state, local, and departmental policy.
H. Host periodic liaison meetings that include line supervisors and/or management representatives of City and County to decide issues of mutual interest.
I. Ensure that the existing CAD system accurately reflects the operation of the Sheriff’s San Carlos Bureau activities.
J. Provide a general business telephone number that can be used for official business of San Carlos Law Enforcement personnel to communicate directly with the designated police dispatcher.
K. Provide Communications Center personnel to represent Public Safety Communications (PSC) at meetings, trainings, etc. at the San Carlos Bureau’s request, provided ample notice is given to maintain adequate staffing in the Communications Center.
L. Ensure law enforcement dispatchers have attended a minimum of twenty-four (24) hours of law enforcement training every two years to remain proficient and capable of providing services that meet or exceed the needs and standards of San Mateo County’s Public Safety Communications department.
III. Responsibilities of City
In addition to making payments in accordance with Exhibit B of this Agreement, the City will:
A. Arrange to have incoming business and other non-emergency calls deferred to the Sheriff’s Office, except as noted above in Section I, A.
B. Ensure that its law enforcement contractor learn and comply with established procedures with regard to the communications operation, regardless of whether an official written document of said procedure exists or it is an understood practice.
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County/San Carlos 06022026 Final Agreement
Exhibit B
In consideration of the services provided by County described in Exhibit A and subject to the terms of the Agreement, City shall pay County based on the following fee schedule and terms:
County shall prepare and submit quarterly invoices in accordance with the policies and procedures established by the County Controller’s Office and in the amounts listed below.
FY 2026-27 FY 2027-28 FY 2028-29 FY 2029-30 FY 2030-31 Total for Five Year Term
Annual
Rate $991,489 $1,021,234 $1,051,871 $1,083,427 $1,115,930 $5,263,952 Quarterly $247,872 $255,309 $262,968 $270,857 $278,983
City shall make payments within 30 days from the date of the applicable invoice to the address below:
Public Safety Communications
Attention Fiscal
501 Winslow Ave.
2 nd floor, PSC 100
Redwood City, CA 94063
[email protected]
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CITY COUNCIL
STAFF REPORT
MEETING DATE: June 8, 2026
ITEM TITLE: Adopt a Resolution Awarding the Library Kitchen and Bathroom Upgrades Project (C2418); Appropriating an Additional $286,935 from the General Capital Fund (“Fund 25”); Approving the Use of the Library Excess Trust Fund in the Amount of $286,935; Authorizing the Execution of an Agreement with Argos Construction in the Amount of $575,000; and Authorizing the Expenditure of a 15% Contingency in the Amount of $86,250 for a Total Not-to-Exceed Contract Amount of $661,250.
RECOMMENDATION:
Staff recommend that the City Council adopt a Resolution awarding the Library Kitchen and Bathroom Upgrades Project (C2418) (“Project”); appropriating an additional $286,935 from Fund 25; approving use of the Library Excess Trust Fund in the amount of $286,935; authorizing the execution of an agreement with Argos Construction in the amount of $575,000; and authorizing the expenditure of a 15% contingency in the amount of $86,250 for a total not-to-exceed contract amount of $661,250.
FISCAL IMPLICATIONS:
The City Council appropriated $500,000 for this project in September 2024 and approved the use of the Library Excess Trust Fund to cover the costs. However, the engineer’s updated estimate is $650,000 to $675,000 for construction alone. The original $500,000 budget did not account for consultant costs associated with project management, construction management, and inspection support, as well as increased construction costs. Project expenses to date have been used to finalize the PS&E, complete coordination efforts necessary to prepare the project for bidding, and retain S.R. Rose Engineering to assist with the bidding process. The proposed fixtures, appliances, and furnishings reflect the requests and operational needs identified by San Mateo County Library (SMCL) and City staff. A 15% contingency is recommended instead of the typical 10% due to the complexity of renovating an existing public building, including potential unforeseen conditions discovered during construction.
The table below provides a summary of the existing budget, current and projected expenditures, and the additional appropriation request:
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Original Appropriation $500,000
Expenses
Project Expenses to Date $81,700
Project Management (S.R. Rose Engineering) $19,520
Construction $575,000
Construction Contingency (15%) $86,250
Construction Management and Inspection (S.R. Rose Engineering) $24,465 Total Expenses $786,935
Additional Appropriation Required: $286,935
Staff request an appropriation of an additional $286,935 from Fund 25 to fully fund the Project to completion. Staff also request approval of the use of the Library Excess Trust Fund to reimburse the General Capital Fund for the additional expenditures. Final approval from the SMCL will be sought, following the City Council’s approval, through SMCL’s standard approval process and timeline (estimated early September 2026).
BACKGROUND:
The existing SMCL staff kitchen and six bathrooms (four public bathrooms and two library staff bathrooms) have not been substantially updated since the library was built in 1999 and need repair and upgrades for the benefit of all library staff and community members who use the facilities daily.
This project will update and remodel the SMCL staff’s kitchen and six bathrooms. The kitchen remodel includes new cabinets, appliances, water heater, paint, and tile restoration and replacement. The bathroom remodel includes new partitions, infant changing tables, low-flow water closets, faucets and sinks, water heater, paint, and tile replacement. The kitchen and bathrooms would also be transitioned from tiled countertops and flooring to smooth, solid surfaces to support cleanliness standards.
Design commenced in May 2025. Staff collaborated with the SMCL and City maintenance staff during the preparation of the construction documents to ensure the improvements meet the needs of all users.
In November 2025, staff retained S.R. Rose Engineering, Inc. (“Consultant”) to manage the project through completion of design and construction.
The final construction bid documents were signed by the City Engineer on February 23, 2026, and the City Council approved the construction documents at its March 23, 2026 meeting.
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ANALYSIS:
On March 24, 2026, the City advertised the Project for construction bids and opened bids on April 14, 2026. Nine bids were received with the following results:
Contractor Bid Amount
Engineer’s Estimate $650,000 to $670,000
Argos Construction $575,000
Beam Construction $624,000
SDM Construction $634,990
Zone 4 Construction $665,039
Marc Builders $686,958
Rubicon Builders $744,000
S&H Builders $748,600
OnPoint Construction $795,000
Foundry Construction $848,700
The lowest responsible and responsive bid was submitted by Argos Construction in the amount of $575,000. The engineer’s estimate was $650,000 to $675,000. The City received a timely bid protest from the second low-bidder, Beam Construction, regarding the City’s intent to award the contract to Argos Construction. Staff reviewed the protest and found no reason to reject Argos’ bid. As such, staff recommend awarding of the construction contract to Argos Construction in the amount of $575,000 and authorizing the expenditure of a contingency in the amount of $86,250, for a total not-to-exceed contract amount of $661,250.
ALTERNATIVES:
The alternatives available to the City Council include:
1. Adopt a Resolution awarding the Library Kitchen and Bathroom Upgrades Project (C2418); appropriating an additional $286,935 from Fund 25; approving use of the Library Excess Trust Fund in the amount of $286,935; authorizing the execution of an agreement with Argos Construction in the amount of $575,000; and authorizing the expenditure of a contingency in the amount of $86,250 for a total not-to-exceed contract amount of $661,250; or
2. Do not adopt the Resolution; or
3. Provide staff with alternative direction.
Respectfully submitted by:
Michael Runchey, Associate Engineer; and
Steven Machida, Public Works Director
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Approved for submission by:
____________________________
Kathy Kleinbaum, City Manager
ATTACHMENT(S):
1. Resolution
2. Argos Construction Bid
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RESOLUTION NO. 2026 – ____
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN CARLOS AWARDING THE LIBRARY KITCHEN AND BATHROOM UPGRADES PROJECT (C2418); APPROPRIATING AN ADDITIONAL $286,935 FROM THE GENERAL CAPITAL FUND (“FUND 25”); APPROVING THE USE OF THE LIBRARY EXCESS TRUST FUND IN THE AMOUNT OF $286,935; AUTHORIZING THE EXECUTION OF AN AGREEMENT WITH ARGOS CONSTRUCTION IN THE AMOUNT OF $575,000; AND AUTHORIZING THE EXPENDITURE OF A 15% CONTINGENCY IN THE AMOUNT OF $86,250 FOR A TOTAL NOT-TO-EXCEED CONTRACT AMOUNT OF $661,250.
WHEREAS, the San Mateo County Library (SMCL) staff’s kitchen and six bathrooms have not been substantially updated since the library was built in 1999 and need repair and upgrades for the benefit of all staff and visitors who use the facilities daily; and WHEREAS, the Library Kitchen and Bathroom Upgrades Project (C2418) (“Project”) will update and remodel the library staff kitchen, four public bathrooms, and two SMCL staff bathrooms at the library; and
WHEREAS, design commenced in May 2025 and staff collaborated with SMCL and City maintenance staff during design development to ensure the improvements meet operational needs; and
WHEREAS, in November 2025, staff retained S.R. Rose Engineering, Inc. (“Consultant”) to manage the Project through completion of design and construction; and WHEREAS, the final bid set construction documents were signed by the City Engineer on February 23, 2026, and the City Council approved the construction documents at the March 23, 2026 City Council meeting; and
WHEREAS, on March 24, 2026, the City advertised the Project for construction bids and bids were opened on April 14, 2026; and
WHEREAS, nine bids were received, and the lowest responsible and responsive bid was submitted by Argos Construction in the amount of $575,000; and WHEREAS, following bid opening, Beam Construction submitted a timely bid protest regarding the City’s intent to award the contract to Argos Construction; and WHEREAS, staff reviewed the bid protest and found no reason to reject Argos’ bid and are recommending awarding the construction contract to Argos Construction; and WHEREAS, staff recommend appropriating $286,935 from the San Mateo County Library Excess Funds to fully fund the Project to completion.
NOW, THEREFORE BE IT RESOLVED, that the City Council of the City of San Carlos hereby awards the Library Kitchen and Bathroom Upgrades Project (C2418), appropriates an additional $286,935 from Fund 25; approves the use of the Library Excess Trust Fund in the
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amount of $286,935; authorizes the execution of an agreement with Argos Construction in the amount of $575,000; and authorizes the expenditure of a construction contingency in the amount of $86,250 for a total not-to-exceed contract amount of $661,250. * * * * *
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 8th day of June 2026, 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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June 08, 2026 Packet Pg. 93
CITY OF SAN CARLOS
PUBLIC WORKS DEPARTMENT
600 Elm Street
San Carlos, CA 94070
BID PROPOSAL
FOR:
Library Kitchen & Bathroom Upgrades
City Project No. C2418
IN
CITY OF SAN CARLOS, COUNTY OF SAN MATEO
STATE OF CALIFORNIA
NOTE: All portions of all pages included within this section, and acknowledgement of receipt of any issued addenda must be properly completed, signed, and submitted with the bid.
Failure to do so may result in the bid being deemed non-responsive by the City.
Bid Proposal Library Kitchen & Bathroom Upgrades Page P-1 Project No. C2418
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June 08, 2026 Packet Pg. 94
BID PROPOSAL
TABLE OF CONTENTS
Bid Proposal Cover Page P-1
Bid Proposal Table of Contents ........c.cccccscssscssscsssssssssecsesesesessessravssesecasacscanscecee P-2 BID PROPOSAL PAGES TO BE SUBMITTED WITH BID:
Bid PropSall ........ ce ecseesssesesesssessssesesescseecsnssnesssvssssssssssacasacensesesesevevsvarevaraveseescacs P-3 Bidding Requirement ...........:csscssssssscsesssescsesesssssssscscsseeseeneasaesssessstssenevacscessece P-4 Bid Schedule P-6
Designation of Subcontractors ...........00 P-8
Department of Industrial Relations Registration Requirement .........0.2.ccsccesecccesees P-8 Certifications and Affidavits
Non-Collusion Affidavit Bidder's Qualifications
Bidder’s References ........csccsecsssseesssestssesssseecsssesnescsesccsesessesesesecsteesssavsesseaes Signature Pages oo... csescsssesssesesessssesesssssesescssscsensseecececstsnseeessceussesavsaaeavaceeaes Bid Bond o......eeseseesescecsesescsesesenesesssseseeseseseseacsceusscocasauscacsvenseseausesaseaecanevacarataees Bid Proposal Library Kitchen & Bathroom Upgrades Page P-2 Project No. C2418
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June 08, 2026 Packet Pg. 95
BID PROPOSAL
Library Kitchen & Bathroom Upgrades CITY PROJECT NO. C2418 Bid To: — Honorable Mayor and City Council
City of San Carlos, City Hall
San Carlos, CA 94070
Bid From:
Bidder’s Company Name:
Argos Construction
Contact Person: Victor Arkhipov
Business Street Address:__1212H El Camino Real # 501
City, State, Zip Code: San Bruno, Ca 94066
Phone No.: 415 926-1299
E-mail: [email protected]
Contractor License No.: 918864
03/31/2027 Contractor License Expiration Date:
Dear Mayor and Members of the City Council:
|, as bidder, declare that | have satisfied myself as to the actual conditions and requirements of the work by careful examination of the location of the proposed work, by examination of the plans and specifications including the Instructions to Bidders, and by other measures, and that after submission of the bid, | will not dispute, complain or assert that there was any misunderstanding in regards to the nature or amount of work to be done. | hereby certify that only those parties interested in this proposal as principals are named in this proposal and that this bid is genuine, and not sham, collusion, or made in the interest or in behalf of any person not named. | have not directly or indirectly induced or solicited any other bidder, person, firm or corporation to put in a sham bid, or refrain from bidding, and have not in any manner sought by collusion to secure for myself an advantage over any other bidder. | agree that if this proposal is accepted, | will contract with the City of San Carlos in the form of agreement proposed, will provide all bonds and insurance certificates as required by the agreement and will furnish all equipment and materials and perform all the labor required to complete the work in accordance with the plans, specifications and other contract documents, for the unit or lump sum prices set forth in the Bid Schedule.
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June 08, 2026 Packet Pg. 96
| have carefully checked all of the figures in the Bid Schedule and understand that the City shall not be responsible for any errors or omissions on my part in making up this bid. | agree that this bid may not be withdrawn for a period of ninety (90) calendar days from the date of the bid opening and that the City reserves the right to reject any or all bids, waive any informality in bids received, and may at its option make the award that in the judgment of the City is to the best interest of the City.
BIDDING REQUIREMENTS
The work to be done and referred to here is in the City of San Carlos, County of San Mateo, State of California, and shall be constructed in accordance with all provisions of the project specifications and project plans including: any addenda; the Instructions to Bidders, the Agreement; the Standard Specifications and Standard Plans of the California Department of Transportation, current edition; the Labor Surcharge and Equipment Rental Rates; and payment of not less than the higher of the prevailing rate of per diem wages as determined by the Director of the California Department of Industrial Relations or Federal minimum wage rate as predetermined by the United States Secretary of Labor in effect on the date the work is performed.
For each of the various contract items of work designated on the Bid Schedule, the bidder Shall set forth a unit or lump sum price which the bidder shall then use to calculate and designate a total cost for each item of work based upon the designated estimate of the quantities of work to be done, all in clearly legible figures in the respective spaces of the Bid Schedule provided for this purpose.
The bidder shall include in the unit or lump sum prices paid for the various contract items of work full compensation for conforming to the requirements of the Contract Documents and for completing all of the work required. No additional compensation shall be granted for any additional items unless categorized and approved as extra work under the terms of the agreement.
The estimate of construction quantities set forth in the Bid Schedule is approximate only, being given only as a basis for the comparison of bids, and the City does not expressly or by implication agree that the actual amount of work will correspond with those estimated quantities.
The City reserves the right to increase the amount of any class or portion of the work or to omit portions of the work as may be deemed necessary or expedient by the Engineer. There shall be no claim for damage or loss of anticipated profit for any bid item omitted in its entirety, and payment will only be made on the basis of actual quantities of work performed.
If the City accepts this proposal and the bidder fails to enter into the contract and/or fails to furnish bonds as required by the specifications with sureties satisfactory to the City within ten (10) calendar days after the bidder has received notice from the City that the contract has been awarded, the City may, at its option, determine that the bidder has breached and abandoned the contract, and thereupon, the bid security accompanying this proposal shall be forfeited and become the property of the City.
The Notice to Proceed will not be issued until after the contract has been fully executed.
The contractor shall commence the work under the contract within ten (10) days following the date of the Notice to Proceed, or as otherwise specified in the project specifications or negotiated with the City, and shall diligently prosecute the project to completion within the time specified. The contract completion period is inclusive of the time needed for material delivery.
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June 08, 2026 Packet Pg. 97
Bidder shall comply with the requirements of the California Labor Code, including sections 1770 et seq., and pay not less than the prevailing rate of per diem wages as determined by the Director of the California Department of Industrial Relations. Copies of such prevailing rate of per diem wages are on file at the office of the City Engineer, which copies shall be made available to any interested party upon request. The Contractor shall post a copy of such determination at the job site.
As required by Section 6705 of the California Labor Code and in addition thereto, for any excavation of any trench or trenches five feet (5’) or more in depth, the Contractor shall submit to the Engineer for acceptance, a detailed plan showing the design of shoring, bracing, sloping, or other provisions to be made for worker protection from the hazard of caving ground during the excavation of such trench or trenches. Structural calculations prepared, stamped and signed by a Registered Engineer licensed to practice in the State of California shall accompany the plan to verify the structural safety and adequacy of the sheeting, shoring and bracing to be used on the project. No such plan shall allow any shoring, sloping or a protection system less effective than that required by the Construction Safety Orders of the State Division of Occupational Safety and Health.
In accordance with the provisions of Section 1860 of the Labor Code, prior to performing work on the Contract, each Contractor to whom a public works contract is awarded shall sign and file with the City the Worker's Compensation Certification included in the “Agreement and Agreement Forms” section of these specifications.
Bidder’s attention is directed to Section 2 of the General Provisions for additional information and requirements pertaining to the submission of a bid, and which is incorporated here by reference.
Bidder’s attention is directed to Section 2.13, “Required Contractor and Subcontractor Registration,” of the General Provision. All contractors shall register with the Department of Industrial Relations according to Labor Code Section 1725.5.
Any protest of the proposed contract award must be submitted in writing to the City no later than 5:00 p.m. on the fifth business day following the date of the bid opening. Bidder is directed to the “Bid Protest Procedure” Section of the General Provisions for additional information.
Bid Proposal Library Kitchen & Bathroom Upgrades Page P-5 Project No. C2418
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June 08, 2026 Packet Pg. 98
BID SCHEDULE
Bids are to be submitted for the entire work. All applicable sales taxes, state and/or federal, and any other special taxes, patent rights or royalties are included in the prices quoted in the bid.
In the case of a discrepancy between the product of the “Estimated Quantity” and the “Unit Price” with the “Item Total’, the product of the “Estimated Quantity” and the “Unit Price” shall prevail and the figure shown as the “Item Total” shall be adjusted accordingly, except as provided in cases involving (a) or (b) below:
(a) If the amount set forth as a unit price is unreadable or otherwise unclear, or is omitted, or is the same as the amount entered in the item total column, then the amount set forth in the item total column for the item shall prevail and shall be divided by the estimated quantity for the item and the price thus obtained shall be the unit price; (b) (Decimal Errors) If the product of the entered unit price and the estimated quantity is exactly off by a factor of ten, one hundred, etc., or one-tenth, or one-hundredth, etc. from the item total, the discrepancy will be resolved by using the entered unit price or item total, whichever most closely approximates percentage-wise the unit price or item total in the Engineer’s Estimate.
If both the unit price and the item total are unreadable or otherwise unclear, or are omitted, the bid may be deemed irregular. Likewise if the item total for a lump sum item is unreadable or otherwise unclear, or is omitted, the bid may be deemed irregular unless the project being bid has only a single item and a clear, readable total bid is provided.
In the case of a discrepancy between the sum of the figures in the item total column (adjusted per the previous paragraphs, if necessary) and the amount set forth as the total base bid amount, the sum of the figures in the item total column shall prevail and the amount shown as the total base bid amount shall be adjusted accordingly.
Bid Proposal Library Kitchen & Bathroom Upgrades
Page P-6 Project No. C2418
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June 08, 2026 Packet Pg. 99
BASE BID ITEMS ARE AS FOLLOWS:
Library Kitchen & Bathroom Upgrades
CITY PROJECT NO. C2418
Item Item
No. Description Quantity} Unit Unit Price Item Total
4 Up wueenen & Bathroom 4 Ls $575,000 $575,000
Bid Schedule prices shall include all labor, materials, equipment, and incidentals required to fully perform the work in accordance with the plans, specifications, and all other contract documents. The Contractor shall be responsible for completing all work indicated in the plans, specifications, and all other contract documents. FON > Total Bid Amount: $ $575,000
Notes:
The Contract will be compared and awarded on the basis of the Total Base Bid Amount.
All items on the Base Bid Schedule must be bid. Partial bids will not be accepted.
The City reserves the right to reject all bids for any reason whatsoever.
Issuance of the “Notice to Proceed” will constitute the beginning of the Contract.
Bid Proposal Library Kitchen & Bathroom Upgrades Page P-7 Project No. C2418
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June 08, 2026 Packet Pg. 100
ADDENDUM NO. 1 - REVISED PAGE P-8
DESIGNATION OF SUBCONTRACTORS
The Contractor shall perform work equaling at least 30 percent of the value of the original total bid with the Contractor's own employees and equipment, owned or rented, with or without operators.
In accordance with the Subletting and Subcontracting Fair Practices Act, Public Contract Code sections 4100 et seq. (the “Subcontracting Act”), the Bidder hereby certifies and submits, as required by law, the following concerning subcontractors:
1. The portion of the work, which will be done by each such subcontractor; and
2. The name and location of the place of business of each subcontractor who will perform work or labor, fabricate a portion of the work or improvement according to detailed drawings in the project plans, or render service to the Contractor in or about the construction of the work in an amount in excess of one-half of one percent (0.5%) of the Contractor’s total bid.
Portion of Work to be Subcontractor Registered
Performed by Name, Address with DIR?
Vv check if yes
v $69,000 eee) a Y $11,500
#2000000532
$185,000 tens |
| $49,000 00 |
Subcontractor and License
Number (License No.
Required under AB 44 Electrical and Lighting
75 Lyndhurst Dr, San Francisco, CA
Lic #1059199
12% of the total bid
5 Vste Viettia a ; HVAC and duct work Brookline Loop Apt 2310, Pleasanton. CA 2% of the total bid Lic #1 144003
Reflected Ceiling
3% of the total bid
Plumbing
32% of the total bid
5. Tile work
8.5% of the total bid
(For additional Subcontractors,
attach copies of this sheet as necessary)
NOTE: THIS DESIGNATION OF SUBCONTRACTORS FORM MUST BE COMPLETED AND RETURNED ALONG WITH THE CONTRACTOR’S BID PROPOSAL.
v¥ DEPARTMENT OF INDUSTRIAL RELATIONS REGISTRATION REQUIREMENT In accordance with Labor Code Section 1725.5, all contractors and subcontractors listed on a public works bid proposal must be registered with the DIR.
Bid Proposal Library Kitchen & Bathroom Upgrades Page P-8 Project No. C2418
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June 08, 2026 Packet Pg. 101
BIDDER’S QUALIFICATIONS
The following statements as to the financial qualifications and experience of the Bidder are submitted as a part of this Bid and the Bidder guarantees the truthfulness and accuracy of the information. Pursuant to Public Contract Code 10165, financial statements and experience questionnaires are not public records and are not open to public inspection.
Financial Data
Reference is hereby made to the following bank or banks as to the financial responsibility of the bidder.
NAME OF BANK ADDRESS
Bank of America 21 Springstowne Center, Vallejo, CA 94591 Experience Data
The Bidder has been engaged in the contracting business, under the present business name for 18 years. Experience in work of a nature similar to that covered in this Bid extends over a period of _8 years.
The Bidder as a Contractor has never failed to satisfactorily complete an awarded contract from a governmental entity, except as follows: (Name all exceptions and reasons therefore):
Bidder’s Personnel
The following is a list of key personnel including and listing of the person’s knowledge, ability or trade along with a brief description of their experience. If Bidder is awarded the Contract, it is understood that the work will be directed and actively supervised by one of these persons.
List of Personnel Knowledge/Skills Experience
Victor Arkhipov Costruction 20 years
Victor Sanchez Framing 14 years
Jose Castillo Painting, Sheetrock 8 years
Bid Proposal Library Kitchen & Bathroom Upgrades Page P-10 Project No. C2418
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June 08, 2026 Packet Pg. 102
BIDDER’S REFERENCES
List three (3) projects which the Bidder has performed comparable work within the last five (5) years. Provide a contact person and description of the project, or other such information that will demonstrate the ability to vigorously prosecute the work.
Venice Beach Parking Lot and
Restroom Rehabilitation Half Moon State Beach 2024
: PROJECT NAME LOCATION YEAR COMPLETED
State’s Representative: John Pena 916-501-5978 $607,000 AGENCY CONTACT PERSON TELEPHONE NO. FINAL CONSTRUCTION COST BRIEF DESCRIPTION OF THE WORK AND/OR MANNER OF EXECUTION: [he scope of the project includes remove and replace roofing, rafters, skylights, doors, shower, sink, and toilet accessories for existing restroom building. Remove and replace existing pavement to establish ADA parking & path of travel.
Fog Seal and stripe existing asphalt parking lot.
SF Bay Ferry North Bay Office Remodel 1050 Nimitz Ave, Vallejo, CA 2026 : PROJECT NAME LOCATION YEAR COMPLETED
Project Manager: Joseph Ramey 510-725-2163 $370,300 AGENCY CONTACT PERSON TELEPHONE NO. FINAL CONSTRUCTION COST BRIEF DESCRIPTION OF THE WORK AND/OR MANNER OF EXECUTION:
The scope of the project consists of the modifications to the existing historic building 2nd floor office space includes new enclosed offices with full-glass office fronts, new carpet, lighting, and paint to match
existing office standard finishes, hoteling station to accommodate 2 workstations.
Corporation Yard Locker Room Los Altos Hills, Ca 2025
PROJECT NAME LOCATION YEAR COMPLETED
Astha Khanal 650-947-2541 $290,800
AGENCY CONTACT PERSON TELEPHONE NO. FINAL CONSTRUCTION COST BRIEF DESCRIPTION OF THE WORK AND/OR MANNER OF EXECUTION: This project consists of an interior remodel to convert the existing 122 SF ground floor storage room into a single occupancy unisex ADA restroom and shower, with a new tanked electric water heater heat pump. Remodel 8 rooms on the Second floor including electrical, and two ductless multi-split heat pump systems to condition the entire building.
Bid Proposal Library Kitchen & Bathroom Upgrades Page P-11 Project No. C2418
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June 08, 2026 Packet Pg. 103
SIGNATURE PAGES
The terms and conditions of the final contract when executed shall control and supersede anything herein to the contrary or inconsistent with such contract.
The bidder has inspected the site of the proposed work in order to satisfy the bidder, by personal examination, or by such other means as the bidder prefers, of the location of the Proposed work and as to the actual conditions of and at the work site. The bidder hereby offers to furnish all labor, materials, equipment, transportation, and services necessary to complete the work on this project in accordance with the Contract Documents and to complete all requirements of the Contract Documents for the sums quoted in this Bid.
Addenda:
(if any) bidder has received and examined all addenda issued during the bid period and agrees that all addenda shall be made a part of the Contract Documents. The bidder acknowledges receipt and incorporation of all impacts resulting from all addenda issued by inserting the number of each addendum below OR by signing and submitting with the bid proposal the signature page from each addendum.
Addendum Nos._#1 ,#2 | ; ' ; , :
Bidder’s Guarantee:
In accordance with Public Contract Code Section 20170, accompanying this Bid is Bidder'’s Bond (insert the word “Cash”, “Cashier's Check", “Certified Check” or “Bidder’s Bond” as the case may be) made payable to the City of San Carlos in the amount of Fifty seven thousand five hundred dollars ($_57,500 ) equal to at least ten percent (10%) of the total amount of this bid. This amount is given as a guarantee that, in case the undersigned defaults in executing a contract and/or furnishing the necessary bonds after contract award, the said guarantee and the money payable thereon shall become and remain
the property of the City as liquidated damages.
Company Profile:
The names of all persons interested in the foregoing bid as principals are as follows:
(Note: If bidder or other interested person is a corporation, state the legal name of corporation, also names of the president, secretary, treasurer, and manager thereof; if partnership, state true name of firm, also names of all individual partners composing firm; if bidder or other interested person is an individual, state first and last name in full).
Firm Name: _ Universal 1 Construction Inc dba Argos Construction Business Address:
_1212H El Camino Real #501, San Bruno, Ca 94066
Names
and Titles of Company Officers:
1. Victor Arkhipov President/CEO
2. 3.
4. Bid Proposal Library Kitchen & Bathroom Upgrades Page P-12 Project No. C2418
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June 08, 2026 Packet Pg. 104
NON-COLLUSION AFFIDAVIT
Title 23 United States Code Section 112 and
Public Contract Code Section 7106
State of California)
)ss.
County of San Mateo )
Victor Arkhipov (name of person signing affidavit), being first duly sworn, deposes and says under penalty of perjury under the laws of the State of California, that he/she/they have the right, power, legal capacity, and authority to execute this Affidavit as PresidenvCEO (sole owner, partner, president, secretary, etc) of Universal 1 Construction Inc dba Argos Construction (legal name of Bidder), the Bidder, that the Bid is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation; that the Bid is genuine and not collusive or sham; that the Bidder has not directly or indirectly induced or solicited any other Bidder to put in any false or sham Bid, and has not directly or indirectly colluded, conspired, connived, or agreed with any Bidder or anyone else to put in a sham Bid, or that anyone shall refrain from Bidding; that the Bidder has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the Bid price of the Bidder or any other Bidder, or to fix any overhead, profit, or cost element of the Bid price, or of that of any other Bidder, or to secure any advantage against the public body awarding the Contract or anyone interested in the proposed Contract; that all statements contained in the Bid are true; and, further, that the Bidder has not, directly or indirectly, submitted his Bid price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto, or paid, and will not pay, any fee to any corporation, partnership, company association, organization, Bid depository, or to any member or agent thereof to effectuate a collusive or sham Bid.
IN WITNESS WHEREOF, the undersigned, as bidder, represent and warrant that they have the right, power, legal capacity, and authority to enter into and execute this document on behalf of the Bidder, and have executed this document by setting hereto their names, titles and signature.
GOPAL C. PATEL 2 Notary Public - California =
San Mateo County = * YS’ Commission #2409481 My Comm. Expires Jun 30, 2026
(Signature of Representative of Bidder)
Subscribed and sworn to before me, a Notary Public in and for the State of California, County of San mor EC this 73 dayof___ APRIL ,2026, 7”
Signature of Notary Public: _— ’ ely 2
My Commission expires__o 6/30/ 20246 (Seal)
NOTE: THIS NON-COLLUSION AFFIDAVIT MUST BE COMPLETED AND RETURNED AS PART OF THE CONTRACTOR’S BID PROPOSAL.
Bid Proposal Library Kitchen & Bathroom Upgrades Page P-9 Project No. C2418
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June 08, 2026 Packet Pg. 105
Proposal Execution:
IN WITNESS WHEREOF, the undersigned, as bidder, represent and warrant that they have the right, power, legal capacity, and authority to enter into and execute this document on behalf of the Bidder, and have executed this document by setting hereto their names, titles, and signatures. The representations made herein, including but not limited to the above contractor's license, expiration date and name of bidder, are true and correct, shall be complied with and are made under penalty of perjury.
IF SOLE OWNER, sign here:
| sign as sole owner of the business named above.
IF PARTNERSHIP,
The
Social
Employer
undersigned
Security
Identification
sign
Number:
here:
certify
Number:
that
we are
partners in the business named above and that we sign this contract proposal with full authority to do so. (one or more partners sign) State
Federal
Tax
Tax
Identification
Identification
No.:
No.
(EIN):
IF CORPORATION, execute here:
The undersigned certify that they sign this contract proposal with full and proper authorization to do so.
Corporate
name
Universal 1 Construction Inc dba Argos Construction
By Victor Arkhipov (Title) _ President/CEO
By Zo 2 (Title)
incorporated under the laws of the State of California
Federal Tax Identification No. (EIN): 84-2543447
State Tax Identification No.:
039-7217-1
Subscribed and sworn to before me, a Notary Public in and for the State of California, County of San mate , this_ 13 dayof__APRIL 2024. - Signature of Notary Public: =>
My Commission expires ©6/36/ , 2026 (Seal)
Bid Proposal GOPAL C. PATEL Library Kitchen & Bathroom Upgrades Page P-13 Project No. C2418
= BLASS) Notary Public - California a =) _ San Mateo County = CLESVS Commission #2409481 { <curox” My Comm, Expires Jun 30, 2026 i
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June 08, 2026 Packet Pg. 106
BIDDER’S BOND
To Accompany Contract Proposal
KNOW ALL PERSONS BY THESE PRESENTS:
That we, the undersigned
Universal 1 Construction dba Argos Construction as principal and Universal Surety Insurance Company. as surety, are held and firmly bound unto the City of San Carlos as OWNER in the penal sum of TEN PERCENT (10%) of the total amount of the bid of the principal, for the payment of which, well and truly to be made, we hereby jointly and severaily bind ourselves, successors and assigns.
The condition of the above obligation is such that whereas the Principal has submitted to OWNER a certain BID attached hereto and hereby made a part hereof to enter into a contract in writing, for the Library Kitchen & Bathroom Upgrades, City Project No.C2418.
NOW, THEREFORE
(a) If said BID shall be rejected, or
(b) If said BID shall be accepted and the Principal shall execute and deliver a contract in the Form of Contract attached hereto (properly completed in accordance with said BIDS including all required bonds for faithful performance and labor and material, as well as all required evidence of insurance) then this obligation shall be void, otherwise the same shall remain in force and effect.
In the event the City brings suit upon this Bond, surety shall pay reasonable attorney’s fees and costs incurred by the City in such suit.
The Surety, for value received, stipulates and agrees that the obligations of said Surety and its BOND shall be in no way impaired or affected by any extension of the time within which the City of San Carlos may accept such BID; and said Surety does hereby waive notice of any such extension.
IN WITNESS WHEREOF, the Principal and the Surety have hereunto set their hands and seals, and such of them as are corporations have caused their corporate seals to be hereto affixed and these presents to be signed by their proper officers, this day and year first set forth.
Universal 1 Construction dba Argos Constn ction United Surety ifstrance Company By: __._-—=— Sat (L.S.) By: rte (Principal) (Seal) (Seal)-. me UO
Subscribed and sworn to before me, a Notary P in and for the State of California, County of , this day of , 20
Signature of Notary Public: (Seal)
My Commission expires , 20.
IMPORTANT: Surety companies executing BONDS must be authorized to transact Surety insurance in the State of Califomia. If Contractor is Partnership, all partners should execute BOND.
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June 08, 2026 Packet Pg. 107
SURETY ACKNOWLEDGMENT
CALIFORNIA
ALL-PURPOSE ACKNOWLEDGMENT CIVIL CODE § 1189
A notary public or other officer completing this certificate verifies only the identity of the individual who signed the
document to which this certificate is attached, and not the truthfulness, accuracy, or validity of that document.
State of Galifernia Florida )
County of St Johns )
On April 13 2026 before me, Alane Skaff .
Date Here Insert Name and Title of the Officer
personally appeared
_Jason S. Centrella, personally known to me,
Name(s) of Signer(s)
who proved to me on the basis of satisfactory evidence to be the person(s) whose name(s) is/are subscribed to the within instrument and acknowledged to me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by his/her/their signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) acted, executed the instrument. | certify under PENALTY OF PERJURY under the laws
of the State of Califomia that the foregoing paragraph
is true and correct.
WITNESS my hand and official seal.
EXPIRES: October 20, 2028
Signature CL bn
a
Signature of Notary Pyblic
ALANE SKAFF
MY COMMISSION # HH 601774
Place Notary Seal Above
OPTIONAL
Though this section is optional, completing this information can deter alteration of the document or fraudulent reattachment of this form to an unintended document.
Description of Attached
Document
Title or Type of Document:
Document Date: Number of Pages:
Signer(s) Other Than Named Above:
Capacity(ies) Claimed by Signer(s)
Signer’s Name: _ Signer’s Name:
(1 Corporate Officer — Title(s): Oi Corporate Officer — Title(s):
O Partner — Li Limited Oi General Partner OC — CiLimited [1 General 0 Individual O Attomey in Fact O] Individual O Attomey in Fact O Trustee (1 Guardian or Conservator O Trustee 0 Guardian or Conservator O Other: O Other:
Signer
Is Representing: Signer Is Representing:
©2016 National Notary Association - www.NationalNotary.org - 1-800-US NOTARY (1-800-876-6827) Item #5907
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June 08, 2026 Packet Pg. 108
Wucs
POWER OF ATTORNEY 172158
KNOW ALL MEN BY THESE PRESENTS: That United Casuafty and Surety Insurance Company, a corporation of the State of Nebraska, and US Casualty and Surety Insurance Company and United Surety Insurance Company, assumed names of United Casualty and Surety Insurance Company (collectively, the Companies), do by these presents make, constitute and appoint:
Jeffery L. Booth, Jason S. Centrella, James E. Feldner, Scott E. Stoltzner, Arthur S. Johnson, Stefan E. Tauger Melanie J. Stokes, Alicia Anne Suarez, Alane Skaff
its true and lawful Attorney(s)-in-Fact, each in their separate capacity if more than one is named above, with full power and authority hereby conferred in its name, Place and stead, to execute, acknowledge and deliver any and all bonds, recognizances, undertakings or other instruments or contracts of suretyship to include riders, amendments, and consents of surety, providing the bond penalty does not exceed Three Millon Seven Hundred Fifty Thousand & 00/100 Dollars { $3,750,000.00 ). This Power of Attorney shall expire without further action on December 31°, 2026.
This Power of Attorney is granted under and by authority of the following resolutions adopted by the Board of Directors of the Companies at a meeting duly called and held on the 1* day of July, 1993:
Resolved that the President, Treasurer, os Secretary be and they are hereby authorized and empowered to appoint Attorneys-in-Fact of the Company, in its name and as. its acts to execute and acknowledge for and on its behalf as Surety any and alf bonds, recognizances, contracts of indemnity, waivers of citation and all other writings obligatory in the nature thereof, with power to attach thereto the seal of the Company. Any such writings so executed by such Attomeys-in-Fact shall be binding upon the Company as if they had been duly executed and acknowledged by the reguiarly elected Officers of the Company in thes own proper persons. ‘That the signature of any officer authorized by Resolutions of this Board and the Company seal may be affixed by facsimile to any power of attomey or special power of attorney ar certification of either given for the execution of any bond, undertaking, recognizance or other written obligation in the nature thereof; such signature and seal, when so used being hereby adopted by the Company as the original signature of such officer and the original seat of the Company, to be vatid and binding upon the Company with the same force and effect as though manually affixed.
IN WITNESS WHEREOF, the Companies have caused this instrument to be signed and their corporate seals to be hereunto affixed, this 13th day of January, 2025
UNITED CASUALTY AND SURETY INSURANCE COMPANY
US Casualty and Surety Insurance Company O@ae® United Surety Insurance Company L. Kye Fowler Corporate Seals R. Kyle jer, Treasurer
Commonwealth of Massachusetts
County of Suffolk ss:
On this 13th day of January, 2025 before me, Coffeen A. Cochrane, a notary public, personally appeared, R. Kyle Fowler, Treasurer of United Casualty and Surety insurance Company, US Casualty and Surety insurance Company and United Surety Insurance Company, who proved to me on the basis of satisfactory evidence to be the person whose name is subscribed to the within instrument and acknowledged to me that he executed the same in his authorized capacity, and that by his signature on the instrument the person(s), or the entity on behalf of which the person(s) acted, executed the instrument.
I certify under PENALTY OF PERJURY under the laws of the Commonwealth of Massachusetts that the foregoing paragraph is true and correct. WITNESS my hand and seal. fot a Leshan a {Seal}
‘ary Public Commission Expires: 10/27/2028
!, Robert F. Thomas, President of United Casualty and Surety insurance Company, US Casualty and. Surety Insurance Company and United Surety Insurance Company do hereby certify that the above and foregoing is a true and correct copy of a Power of Attorney, executed by said Companies, which is still in full force and effect; furthermore, the resolutions of the Board of Directors, set out in the Power of Attorney are in full force and effect.
In Witness Whereof, | have hereunto set my hand and affixed the seals of said Companies at Boston, Massachusetts this | 1 day of Apnl Zo Mist tmee Corporate Seals Robert F. Thomas, President wis
TO CONFIRM AUTHENTICITY OF THIS BOND GR DOCUMENT EMAIL: [email protected]
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June 08, 2026 Packet Pg. 109
600 ELM STREET
SAN CARLOS, CA 94070
(650) 802-4200
CITYOFSANCARLOS.ORG
CITY OF SAN CARLOS
PUBLIC WORKS DEPARTMENT
LIBRARY KITCHEN AND BATHROOM REMODEL PROJECT (C2418)
ADDENDUM NO. 1
April 2, 2026
TO: ALL PLANHOLDERS
This Addendum amends the Contract Documents for the above referenced project. The unaltered portions of the Contract Documents shall remain in effect. Please acknowledge receipt of this Addendum and return a signed copy with your bid proposal. The updates and changes are as follows:
e The Table in the “Designation of Subcontractors” section on Page P-8 is revised to add a column at the far right of the table that adds the estimated amount (in $) of each listed subcontractor’s work. The revised Page P-8 attached to this Addendum
No. 1 shall be used in lieu of the original Page P-8 when submitting your bid.
ADDENDUM ACKNOWLEDGMENT
Bidder acknowledges receipt of this addendum, which shall be attached to the Proposal.
Argos Construction
NAME OF COMPANY
Sa 04/13/2026
SIGNATURE : DATE
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June 08, 2026 Packet Pg. 110
600 ELM STREET
SAN CARLOS, CA 94070
(650) 802-4200
CITYGFSANCARLOS.ORG
CITY OF SAN CARLOS
PUBLIC WORKS DEPARTMENT
LIBRARY KITCHEN AND BATHROOM REMODEL PROJECT (C2418)
ADDENDUM NO. 2
April 9, 2026
TO: ALL PLANHOLDERS
This Addendum amends the Contract Documents for the above referenced project. The unaltered portions of the Contract Documents shall remain in effect. Please acknowledge receipt of this Addendum and return a signed copy with your bid proposal. The updates and changes are as follows:
e See attached Addendum No. 2. This addendum is being issued to respond to bidder
questions.
ADDENDUM ACKNOWLEDGMENT
Bidder acknowledges receipt of this addendum, which shall be attached to the Proposal.
Argos Construction
NAME OF COMPANY =
04/13/2026
DATE
SIGNATURE
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June 08, 2026 Packet Pg. 111
CITY COUNCIL
STAFF REPORT
MEETING DATE: June 8, 2026
ITEM TITLE: Adopt a Resolution Awarding the 2026 Sewer Lateral Replacement Project (C1737); Authorizing the Execution of an Agreement with Devaney Engineering Inc. in the Amount of $248,584; and Authorizing the Expenditure of a Contingency in the Amount of $33,926 for a Total Not-to-Exceed Contract Amount of $282,510.
RECOMMENDATION:
Staff recommend that the City Council adopt a Resolution awarding the 2026 Sewer Lateral Replacement Project (C1737) (“Project”); authorizing the execution of an agreement with Devaney Engineering Inc. in the amount of $248,584; and authorizing the expenditure of contingency in the amount of $33,926 for a total not-to-exceed contract amount of $282,510.
FISCAL IMPLICATIONS:
There are no fiscal implications, and no additional funding is needed.
Funding for the Project comes from C1737, which has an available budget of approximately $282,510 in fiscal year (FY) 2025-26. There is sufficient budget to award and complete the Project with contingency.
BACKGROUND:
The typical sanitary sewer lateral is divided into two parts: the upper lateral, which extends from the structure on private property to the City’s right-of-way line, and the lower lateral, which extends from the City’s right-of-way line to the sewer main in the street. The private property owner is responsible for the upper lateral. When a clean-out exists or is installed at the time the lower lateral is replaced, the City accepts future maintenance responsibility for the lower lateral.
The project includes as-needed cleaning to resolve blockages, such as root intrusion, as well as repair or replacement when the integrity of the pipe is compromised and there have been repeated service calls. When issues with a lateral are reported, staff investigate by scoping the existing lateral to further evaluate the condition. Minor repairs may be completed immediately; however, if more significant defects are identified, the lower lateral is scheduled for replacement.
Aging laterals are prone to root intrusion, structural deficiencies, and grease build-up, and can contribute to sewer backups, blockages, and rainwater infiltration into the sanitary sewer system.
In August 2013, the Sewer Lateral Replacement Program (“Program”) was established to reduce sanitary sewer overflows (SSOs) caused by defective laterals and to reduce recurring maintenance costs. To date, the Program has replaced over 426 lower laterals, helping to reduce the number of SSOs. Sewer lateral replacement projects are conducted annually.
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June 08, 2026 Packet Pg. 112
SSOs can occur for various reasons, with the two primary causes being pipe offsets and flow blockages. Pipe offsets occur when pipes are no longer properly aligned and sealed. Flow blockages most often occur when foreign materials, such as grease, tree roots, or debris, enter the lateral.
When residents or property owners report issues with their sanitary sewer lower lateral, staff typically attempt to hydro-flush and clean the lateral. If successful, staff will continue routine maintenance until the lateral can be addressed through a future citywide rehabilitation project.
However, if the lateral cannot be effectively maintained, it will be replaced as part of the next annual sewer lateral replacement project.
ANALYSIS:
The final bid set construction documents were signed by the City Engineer on March 27, 2026, and the City Council approved the construction documents at the April 13, 2026, City Council meeting.
On April 15, 2026, the City advertised bids for construction of the Project and bids were opened on May 7, 2026. Seven (7) bids were received with the following results:
Contractor Bid Amount
Engineer’s Estimate $ 282,500
Devaney Engineering, Inc. $ 248,584
C2R Engineering, Inc. $ 268,090
Bay Pacific Pipeline Incorporated $ 284,466
A3 Pipeline $ 287,886
Casey Construction, Inc. $ 309,707
Basset Engineering $ 333,122
Golden Bay Construction, Inc. $ 453,839
The lowest responsible and responsive bid for the Project was submitted by Devaney Engineering, Inc. in the amount of $248,584.
After bid evaluations, staff recommend awarding the contract to the lowest responsible and responsive bidder identified above and authorizing the expenditure of a construction contingency up to the project budget in the amount of $33,926, for a total not-to-exceed contract amount of $282,510.
ALTERNATIVES:
Options available to the City Council include:
1. Adopt a Resolution awarding the 2026 Sewer Lateral Replacement Project (C1737); authorizing the execution of an agreement with Devaney Engineering Inc. in the amount of $248,584; and authorizing the expenditure of a contingency in the amount of $33,926, for a total not-to-exceed contract amount of $282,510; or
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June 08, 2026 Packet Pg. 113
2. Do not adopt the Resolution; or
3. Provide staff with alternative direction.
Respectfully submitted by:
Michael Runchey, Associate Engineer; and
Steven Machida, Public Works Director
Approved for submission by:
____________________________
Kathy Kleinbaum, City Manager
ATTACHMENT(S):
1. Resolution
2. Devaney Engineering, Inc. Bid
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June 08, 2026 Packet Pg. 114
RESOLUTION NO. 2026 – ____
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN CARLOS AWARDING THE 2026 SEWER LATERAL REPLACEMENT PROJECT (C1737);
AUTHORIZING THE EXECUTION OF AN AGREEMENT WITH DEVANEY ENGINEERING INC. IN THE AMOUNT OF $248,584; AND AUTHORIZING THE EXPENDITURE OF A CONTINGENCY IN THE AMOUNT OF $33,926, FOR A TOTAL NOT-TO-EXCEED CONTRACT AMOUNT OF $282,510.
WHEREAS, sanitary sewer laterals throughout the City are subject to deterioration, including root intrusion, structural deficiencies, and blockages, which can result in sanitary sewer overflows and increased maintenance needs; and
WHEREAS, the 2026 Sewer Lateral Replacement Project (C1737) (“Project”) will replace lower sanitary sewer laterals that cannot be effectively maintained to improve system reliability and reduce the occurrence of sanitary sewer overflows; and WHEREAS, the Project is part of the City’s ongoing Sewer Lateral Replacement Program established to proactively address failing infrastructure and reduce long-term maintenance costs; and
WHEREAS, the final bid set construction documents were signed by the City Engineer on March 27, 2026, and the City Council approved the construction documents at its April 13, 2026 meeting; and
WHEREAS, on April 15, 2026, the City advertised the Project for construction bids and bids were opened on May 7, 2026; and
WHEREAS, seven bids were received, and the lowest responsible and responsive bid was submitted by Devaney Engineering Inc. in the amount of $248,584; and WHEREAS, staff recommend awarding the contract to Devaney Engineering Inc. and authorizing the expenditure of a construction contingency up to the project budget in the amount of $33,926, for a total not-to-exceed contract amount of $282,510.
NOW, THEREFORE BE IT RESOLVED, that the City Council of the City of San Carlos hereby awards the 2026 Sewer Lateral Replacement Project (C1737); authorizes the execution of an agreement with Devaney Engineering Inc. in the amount of $248,584; and authorizes the expenditure of a contingency in the amount of $33,926, for a total not-to-exceed contract amount of $282,510.
* * * * *
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 8th day of June 2026, by the following vote:
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June 08, 2026 Packet Pg. 115
________________________________
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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June 08, 2026 Packet Pg. 116
CITY OF SAN CARLOS
PUBLIC WORKS DEPARTMENT
600 Elm Street
San Carlos, CA 94070
BID PROPOSAL
FOR:
2026 Sewer Lateral Replacement Project
City Project No. C1737
IN
CITY OF SAN CARLOS, COUNTY OF SAN MATEO
STATE OF CALIFORNIA
NOTE: All portions of all pages included within this section, and acknowledgement of receipt of any issued addenda must be properly completed, signed, and submitted with the bid. Failure to do so may result in the bid being deemed non-responsive by the City.
Bid Proposal
Page P-1
2026 Sewer Lateral Replacement Project
Project No. C1737
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June 08, 2026 Packet Pg. 117
BID PROPOSAL
TABLE OF CONTENTS
Bid Proposal Cover Page...........c.ccccccccccccsescsscsssescsseeseseeesacceeesssseseeseseteusseeentaeerse
Bid Proposal Table of Contents ..
BID PROPOSAL PAGES TO BE SUBMITTED WITH BID:
Bid Proposal ..........cceeccccescseseceseeeeeseseeceececeseseececeeeseessessaesaeeaessaeaesaeesessaseaeessentease Bidding Requirement ...............scesseseeesesssseseresenseeeseteeesseeesessesaeersaeseeseeeseeeeseeee Bid Schedule
Designation of Subcontractors
Department of Industrial Relations Registration Requirement.............0:.c00ece P-8 Certifications and Affidavits
Non-Collusion Affidavit ......0...0.ccccccccccecescssesecsecsseseecseessesseeaeessessessseaeeersaneasees Bidder’s Qualifications ....
Bid Proposal 2026 Sewer Lateral Replacement Project
Page P-2 Project No. C1737
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June 08, 2026 Packet Pg. 118
BID PROPOSAL
2026 Sewer Lateral Replacement Project
CITY PROJECT NO. C1737
Bid To: | Honorable Mayor and City Council
City of San Carlos, City Hall
San Carlos, CA 94070
Bid From: Bidder’s Company Name: DEVANEY ENGINEERING, INC.
Contact Person: DEREK DEVANEY
Business Street Address: 2655 VAN NESS AVENUE, STE. 3
City, State, Zip Code: SAN FRANCISCO, CA 94109
Phone No.: 415 559-0429
E-mail: DEEREX@DEVANEYENGINEERING .COM
Contractor License No.: 1001380
Contractor License Expiration Date: _02/28/2027
Dear Mayor and Members of the City Council:
|, as bidder, declare that | have satisfied myself as to the actual conditions and requirements of the work by careful examination of the location of the proposed work, by examination of the plans and specifications including the Instructions to Bidders, and by .other measures, and that after submission of the bid, | will not dispute, complain or assert that there was any misunderstanding in regards to the nature or amount of work to be done. | hereby certify that only those parties interested in this proposal as principals are named in this proposal and that this bid is genuine, and not sham, collusion, or made in the interest or in behalf of any person not named. | have not directly or indirectly induced or solicited any other bidder, person, firm or corporation to put in a sham bid, or refrain from bidding, and have not in any manner sought by collusion to secure for myself an advantage over any other bidder. | agree that if this proposal is accepted, | will contract with the City of San Carlos in the form of agreement proposed, will provide all bonds and insurance certificates as required by the agreement and will furnish all equipment and materials and perform all the labor required to complete the work in accordance with the plans, specifications and other contract documents,
for the unit or lump sum prices set forth in the Bid Schedule.
Bid Proposal 2026 Sewer Lateral Replacement Project
Page P-3 Project No. C1737
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June 08, 2026 Packet Pg. 119
| have carefully checked all of the figures in the Bid Schedule and understand that the City shall not be responsible for any errors or omissions on my part in making up this bid. | agree that this bid may not be withdrawn for a period of ninety (90) calendar days from the date of the bid opening and that the City reserves the right to reject any or all bids, waive any informality in bids received, and may at its option make the award that in the judgment of the City is to the best interest of the City.
BIDDING REQUIREMENTS
The work to be done and referred to here is in the City of San Carlos, County of San Mateo, State of California, and shall be constructed in accordance with all provisions of the project specifications and project plans including: any addenda; the Instructions to Bidders, the Agreement; the Standard Specifications and Standard Plans of the California Department of Transportation, current edition; the Labor Surcharge and Equipment Rental Rates; and payment of not less than the higher of the prevailing rate of per diem wages as determined by the Director of the California Department of Industrial Relations or Federal minimum wage rate as predetermined by the United States Secretary of Labor in effect on the date the work is performed. In order to qualify as the lowest responsible and responsive bidder for the project, the bidder shall not have had been found in violation of the prevailing wage laws by the California Department of Industrial Relations within the past three years.
For each of the various contract items of work designated on the Bid Schedule, the bidder shall set forth a unit or lump sum price which the bidder shall then use to calculate and designate a total cost for each item of work based upon the designated estimate of the quantities of work to be done, all in clearly legible figures in the respective spaces of the Bid Schedule provided for this purpose.
The bidder shall include in the unit or lump sum prices paid for the various contract items of work full compensation for conforming to the requirements of the Contract Documents and for completing all of the work required. No additional compensation shall be granted for any additional items unless categorized and approved as extra work under the terms of the agreement.
The estimate of construction quantities set forth in the Bid Schedule is approximate only, being given only as a basis for the comparison of bids, and the City does not expressly or by implication agree that the actual amount of work will correspond with those estimated quantities.
The City reserves the right to increase the amount of any class or portion of the work or to omit portions of the work as may be deemed necessary or expedient by the Engineer. There shall be no claim for damage or loss of anticipated profit for any bid item omitted in its entirety, and payment will only be made on the basis of actual quantities of work performed.
If the City accepts this proposal and the bidder fails to enter into the contract and/or fails to furnish bonds as required by the specifications with sureties satisfactory to the City within ten (10) calendar days after the bidder has received notice from the City that the contract has been awarded, the City may, at its option, determine that the bidder has breached and abandoned the contract, and thereupon, the bid security accompanying this proposal shall be forfeited and become the property of the City.
The Notice to Proceed will not be issued until after the contract has been fully executed. The contractor shall commence the work under the contract within ten (10) days following the date of
the Notice to Proceed, or as otherwise specified in the project specifications or negotiated with Bid Proposal 2026 Sewer Lateral Replacement Project
Page P-4 Project No. C1737
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June 08, 2026 Packet Pg. 120
the City, and shall diligently prosecute the project to completion within the time specified. The contract completion period is inclusive of the time needed for material delivery.
Bidder shall comply with the requirements of the California Labor Code, including sections 1770 et seq., and pay not less than the prevailing rate of per diem wages as determined by the Director of the California Department of Industrial Relations. Copies of such prevailing rate of per diem wages are on file at the office of the City Engineer, which copies shall be made available to any interested party upon request. The Contractor shall post a copy of such determination at the job site.
As required by Section 6705 of the California Labor Code and in addition thereto, for any excavation of any trench or trenches five feet (5') or more in depth, the Contractor shall submit to the Engineer for acceptance, a detailed plan showing the design of shoring, bracing, sloping, or other provisions to be made for worker protection from the hazard of caving ground during the excavation of such trench or trenches. Structural calculations prepared, stamped and signed by a Registered Engineer licensed to practice in the State of California shall accompany the plan to verify the structural safety and adequacy of the sheeting, shoring and bracing to be used on the project. No such plan shall allow any shoring, sloping or a protection system less effective than that required by the Construction Safety Orders of the State Division of Occupational Safety and Health.
In accordance with the provisions of Section 1860 of the Labor Code, prior to performing work on the Contract, each Contractor to whom a public works contract is awarded shall sign and file with the City the Workers Compensation Certification included in the “Agreement and Agreement Forms” section of these specifications.
Bidder’s attention is directed to Section 2 of the General Provisions for additional information and requirements pertaining to the submission of a bid, and which is incorporated here by reference.
Bidder’s attention is directed to Section 2.13, “Required Contractor and Subcontractor Registration,” of the General Provision. All contractors shall register with the Department of Industrial Relations according to Labor Code Section 1725.5.
Any protest of the proposed contract award must be submitted in writing to the City no later than 5:00 p.m. on the fifth business day following the date of the bid opening. Bidder is directed to the “Bid Protest Procedure” Section of the General Provisions for additional information.
Bid Proposal 2026 Sewer Lateral Replacement Project
Page P-5 Project No. C1737
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June 08, 2026 Packet Pg. 121
BID SCHEDULE
Bids are to be submitted for the entire work. All applicable sales taxes, state and/or federal, and any other special taxes, patent rights or royalties are included in the prices quoted in the bid.
In the case of a discrepancy between the product of the “Estimated Quantity” and the “Unit Price” with the “Item Total’, the product of the “Estimated Quantity” and the “Unit Price” shall prevail and the figure shown as the “Item Total’ shall be adjusted accordingly, except as provided in cases involving (a) or (b) below:
(a) If the amount set forth as a unit price is unreadable or otherwise unclear, or is omitted, or is the same as the amount entered in the item total column, then the amount set forth in the item total column for the item shall prevail and shall be divided by the estimated quantity for the item and the price thus obtained shall be the unit price; (b) (Decimal Errors) If the product of the entered unit price and the estimated quantity is exactly off by a factor of ten, one hundred, etc., or one-tenth, or one-hundredth, etc. from the item total, the discrepancy will be resolved by using the entered unit price or item total, whichever most closely approximates percentage-wise the unit price or item total in the Engineer's Estimate.
If both the unit price and the item total are unreadable or otherwise unclear, or are omitted, the bid may be deemed irregular. Likewise if the item total for a lump sum item is unreadable or otherwise unclear, or is omitted, the bid may be deemed irregular unless the project being bid has only a single item and a clear, readable total bid is provided.
In the case of a discrepancy between the sum of the figures in the item total column (adjusted per the previous paragraphs, if necessary) and the amount set forth as the total base bid amount, the sum of the figures in the item total column shall prevail and the amount shown as the total base bid amount shall be adjusted accordingly.
Bid Proposal 2026 Sewer Lateral Replacement Project
Page P-6 Project No. C1737
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June 08, 2026 Packet Pg. 122
BASE BID ITEMS ARE AS FOLLOWS:
2026 Sewer Lateral Replacement
CITY PROJECT NO. C1737
Item Item Estimated Unit Item
No. Description | Quantity Unit Price Total
1 | Mobilization & Demobilization 33 EA |$ 1,500 |$ 49,500 2 | Traffic Control 33 EA |$ 350 | $ 11,550
3 | Shoring 4 EA |$ 1,500 |* 6,000
4 Open Trench Replacement (up to 15 feet in length) 4 EA |$ 4,000 $ 16,000 5 Replacement or Installation of $ $
Sewer Cleanout 33 EA 2,000 66,000
6 Static Pipe Bursting Replacement up to 40 feet in 29 EA $ 3,000 | § 87,000 length g | Additional Static Pipe
7 Bursting (beyond 40 feet in 93 LF $ 6 g 558
| length)
8 Pre-Construction Lateral
Cleaning and CCTV Lateral 938 LF $ 2 $ 1,876
| Inspection (Main to Cleanout)
9 | Bedrock (revocable) 100 ce |$ 7+ g 100
10 $ 5 g$ 10,000 Type Il slurry seal 2000 SF
Total Base Bid Amount: $ 248,584
Notes: =
The Contract will be compared and awarded on the basis of the Total Base Bid Amount.
All items on the Base Bid Schedule must be bid. Partial bids will not be accepted.
The City reserves the right to reject all bids for any reason whatsoever. eon Issuance of the “Notice to Proceed” will constitute the beginning of the Contract.
Bid Proposal 2026 Sewer Lateral Replacement Project
Page P-7 Project No. C1737
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June 08, 2026 Packet Pg. 123
DESIGNATION OF SUBCONTRACTORS
The Contractor shall perform work equaling at least 30 percent of the value of the original total bid with the Contractor's own employees and equipment, owned or rented, with or without operators.
In accordance with the Subletting and Subcontracting Fair Practices Act, Public Contract Code sections 4100 ef seq. (the “Subcontracting Act’), the Bidder hereby certifies and submits, as required by law, the following concerning subcontractors:
1. The portion of the work, which will be done by each such subcontractor; and
2. The name and location of the place of business of each subcontractor who will perform work or labor, fabricate a portion of the work or improvement according to detailed drawings in the project plans, or render service to the Contractor in or about the construction of the work in an amount in excess of one-half of one percent (0.5%) of the Contractor's total bid.
Portion of Work to be Subcontractor Name, Registered
Performed by Subcontractor Address and License Number with DIR?
(License No. Required under AB 44) ¥ check if yes
(For additional Subcontractors,
attach copies of this sheet as necessary)
NOTE: THIS CERTIFICATE MUST BE COMPLETED AND RETURNED ALONG WITH THE CONTRACTOR’S BID PROPOSAL. v DEPARTMENT OF INDUSTRIAL RELATIONS REGISTRATION REQUIREMENT In accordance with Labor Code Section 1725.5, all contractors and subcontractors listed on a public works bid proposal must be registered with the DIR.
Bid Proposal 2026 Sewer Lateral Replacement Project
Page P-8 Project No. C1737
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June 08, 2026 Packet Pg. 124
NON-COLLUSION AFFIDAVIT
Title 23 United States Code Section 112 and
Public Contract Code Section 7106
State of California )
) ss. County of SAN FRANCISCO)
DEREK DEVANEY (name of person signing affidavit), being first duly sworn, deposes and says under penalty of perjury under the laws of the State of California, that he/she/they have the right, power, legal capacity, and authority to execute this Affidavit as.
PRESIDENT (sole owner, partner, president, secretary, etc) of DEVANEY ENGINEERING, INC. (legal name of Bidder), the Bidder, that the Bid is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation; that the Bid is genuine and not collusive or sham; that the Bidder has not directly or indirectly induced or solicited any other Bidder to put in any false or sham Bid, and has not directly or indirectly colluded, conspired, connived, or agreed with any Bidder or anyone else to put in a sham Bid, or that anyone shall refrain from Bidding; that the Bidder has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the Bid price of the Bidder or any other Bidder, or to fix any overhead, profit, or cost element of the Bid price, or of that of any other Bidder, or to secure any advantage against the public body awarding the Contract or anyone interested in the proposed Contract; that all statements contained in the Bid are true; and, further, that the Bidder has not, directly or indirectly, submitted his Bid price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto, or paid, and will not pay, any fee to any corporation, partnership, company association, organization, Bid depository, or to any member or agent thereof to effectuate a collusive or sham Bid.
IN WITNESS WHEREOF, the undersigned, as bidder, represent and warrant that they have the right, power, legal capacity, and authority to enter into and execute this document on behalf of the Bidder, and have executed this document by setting hereto their names, titles and signature.
Dent Nee (Signature of Representative of Bidder)
Subscribed and sworn to before me, a Notary Public in and for the State of California, County of , this day of , 20.
Signature of Notary Public:
My Commission expires 20 (Seal)
“See (licde &wofary fever
NOTE: THIS AFFIDAVIT MUST BE COMPLETED AND RETURNED AS PART OF THE CONTRACTOR'S BID PROPOSAL.
Bid Proposal 2026 Sewer Lateral Replacement Project
Page P-9 Project No. C1737
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June 08, 2026 Packet Pg. 125
CALIFORNIA ACKNOWLEDGMENT CIVIL CODE § 1189
sou GORE
Anotary public or other officer completing this certificate verifies only the identity of the individual who signed the document to which this certificate is attached, and not the truthfulness, accuracy, or validity of that document.
State of California }
County of San OA Fre Gur tad c@
On A ob , W26 before me feoe\ Aa Kann ae La (ews Dako Po (ee Date He, ert Name and Title of the Officer
personally appeared Dore Vevained
Name(s) of Signer(s)
who proved to me on the basis of satisfactory evidence to be the person(s) whose name(s) is/are subscribed to the within instrument and acknowledged to me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by his/her/their signature(s) on the instrument the person(s), or the entity
upon behalf of which the person(s) acted, executed the instrument. | certify under PENALTY OF PERJURY under the
Tope, oomatarnraon laws of the State of California that the foregoing 32> Notary Public - California 5 paragraph is true and correct.
San Francisco County
WITNESS my hand and official seal.
| \\ we (ZS
Commission # 2534251
Signa
2029
Place Notary Seal and/or Stamp Above : ‘Signature of Notary Public
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Title
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Date:
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Signer(s)
Name:
Other
Claimed
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by Signer(s)
Above:
Signer’s Name:
O Corporate Officer — Title(s): 0 Corporate Officer — Title(s):
D Partner — © Limited 0 General O Partner — 0 Limited 0 General O Individual O Attorney in Fact 0 Individuat O Attorney in Fact O Trustee O Guardian or Conservator Trustee O Guardian or Conservator O Other 0 sO Other:
Signer is Representing: Signer is Representing:
©2019 National Notary Association
9.i
June 08, 2026 Packet Pg. 126
BIDDER’S QUALIFICATIONS
The following statements as to the financial qualifications and experience of the Bidder are submitted as a part of this Bid and the Bidder guarantees the truthfulness and accuracy of the information. Pursuant to Public Contract Code 10165, financial statements and experience questionnaires are not public records and are not open to public inspection.
Financial Data
Reference is hereby made to the following bank or banks as to the financial responsibility of the bidder.
NAME OF BANK ADDRESS
BANK OF AMERICA 1995 UNION STREET, SAN FRANCISCO, CA 94123
CALIFORNIA BANK OF COMMERCE 1300 CLAY STREET, OAKLAND, CA 94612 Experience Data
The Bidder has been engaged in the contracting business, under the present business name for 11 years. Experience in work of a nature similar to that covered in this Bid extends over a period of 15 years.
The Bidder as a Contractor has never failed to satisfactorily complete an awarded contract from a governmental entity, except as follows: (Name all exceptions and reasons therefore):
NONE
Bidder’s Personnel
The following is a list of key personnel including an listing of the person’s knowledge, ability or trade along with a brief description of their experience. If Bidder is awarded the Contract, it is understood that the work will be directed and actively supervised by one of these persons.
List_of Personnel Knowledae/Skills Experience
ALEJANDRO HERNANDEZ SEWER PIPE 25 YEARS
Bid Proposal 2026 Sewer Lateral Replacement Project
Page P-10 Project No. C1737
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June 08, 2026 Packet Pg. 127
BIDDER’S REFERENCE
List three (3) major projects which the Bidder has performed comparable work within the last three (3) years. Provide a contact person and description of the project, or other such information
that will demonstrate the ability to vigorously prosecute the work.
1. DANVILLE SEWER RENOVATION PH 4 DANVILLE, CA 2023
PROJECT NAME LOCATION YEAR COMPLETED
KEITH GELLERMAN 925-229-7268 4,117,070.00
AGENCY CONTACT PERSON TELEPHONE NO. FINAL CONSTRUCTION COST
BRIEF DESCRIPTION OF THE WORK AND/OR MANNER OF EXECUTION
SEWER - 4,600 LF SEWER OPEN CUT AND 2,550 PIPEBURSTING
MARTINEZ SEWER RENOVATION PH 7 MARTINEZ, CA 2023
PROJECT NAME LOCATION YEAR COMPLETED
JASON FITCH 925-229-7114 3,118,431.00
AGENCY CONTACT PERSON TELEPHONE NO. FINAL CONSTRUCTION COST
BRIEF DESCRIPTION OF THE WORK AND/OR MANNER OF EXECUTION
SEWER - 5,200 OPEN CUT, 1,000 LF PIPE BURST 16"
PLEASANT HILL SEWER RENOVATION PH 4 PLESANT HILL, CA 2024
PROJECT NAME LOCATION YEAR COMPLETED
JASON FITCH 925-229-7114 6,570,385.00
AGENCY CONTACT PERSON TELEPHONE NO. FINAL CONSTRUCTION COST
BRIEF DESCRIPTION OF THE WORK AND/OR MANNER OF EXECUTION
SEWER - 5,945 OPEN CUT - 1,150 HDD
Bid Proposal 2026 Sewer Lateral Replacement Project
Page P-11 Project No. C1737
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June 08, 2026 Packet Pg. 128
SIGNATURE PAGES
The terms and conditions of the final contract when executed shall control and supersede anything herein to the contrary or inconsistent with such contract.
The bidder has inspected the site of the propose work in order to satisfy the bidder, by personal examination, or by such other means as the bidder prefers, of the location of the proposed work and as to the actual conditions of and at the work site. The bidder hereby offers to furnish all labor, materials, equipment, transportation, and services necessary to complete the work on this project in accordance with the Contract Documents and to complete all requirements of the Contract Documents for the sums quoted in this Bid.
Addenda:
(if any) bidder has received and examined all addenda issued during the bid period and agrees that all addenda shall be made a part of the Contract Documents. The bidder acknowledges receipt and incorporation of all impacts resulting from all addenda issued by inserting the number of each addendum below OR by signing and submitting with the bid proposal the signature page from each addendum.
Addendum Nos. 1, es a ss ss
Bidder’s Guarantee:
In accordance with Public Contract Code Section 20170, accompanying this Bid is BiDoeRs Bow (insert the word “Cash”, “Cashier's Check”, “Certified Check” or “Bidder’s Bond” as the case may be) made payable to the City of San Carlos in the amount of ($. ) equal to
at least ten percent (10%) of the total amount of this bid. This amount is given as a guarantee that, in case the undersigned defaults in executing a contract and/or furnishing the necessary bonds after contract award, the said guarantee and the money payable thereon shall become and remain the property of the City as liquidated damages.
Company Profile:
The names of all persons interested in the foregoing bid as principals are as follows:
(Note: If bidder or other interested person is a corporation, state the legal name of corporation, also names of the president, secretary, treasurer and manager thereof; if partnership, state true name of firm, also names of all individual partners composing firm; if bidder or other interested person is an individual, state first and last name in full).
Firm Name:
DEVANEY ENGINEERING, INC.
Business Address: _2655 VAN NESS AVE., STE.3, SF, CA 94109 Names
and Titles of Company Officers:
1. DEREK DEVANEY PRESIDENT
2. MICHELLE DEVANEY SECRETARY
3. 4.
Bid Proposal 2026 Sewer Lateral Replacement Project
Page P-12 Project No. C1737
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June 08, 2026 Packet Pg. 129
Proposal Execution:
IN WITNESS WHEREOF, the undersigned, as bidder, represent and warrant that they have the tight, power, legal capacity and authority to enter into and execute this document on behalf of the Bidder, and have executed this document by setting hereto their names, titles, and signatures. The representations made herein, including but not limited to the above contractor's license, expiration date and name of bidder, are true and correct, shall be complied with and are made under penalty of perjury.
IF SOLE OWNER, sign here:
I sign as sole owner of the business named above.
IF PARTNERSHIP,
Social
Employer
Security
Identification
sign
Number:
here:
Number:
The undersigned certify that we are partners in the business named above and that we sign this
contract proposal with full authority to do so. (one or more partners sign)
State
Federal
Tax
Tax
Identification
Identification
No.:
No.
(EIN):
IF CORPORATION, execute here:
The undersigned certify that they sign this contract proposal with full and proper authorization to do so.
Corporate name _DEVANEY ENGINEERING, INC.
Bi > Ce A_ —» eDEREK DEVANEY — By (Title)
(Title) PRESIDENT
Incorporated under the laws of the State of _ CALIFORNIA Federal Tax Identification No. (EIN):
State Tax Identification No.:___
Subscribed and sworn to before me, a Notary Public in and for the State of California, County of _54N FRANCISCO , this day of , 20
Signature of Notary Public:
My Commission expires , 20 (Seal)
Bid Proposal 6 Sewer hateral Replacement Project
Page P-13 VA See xt focde | Wolo SV OA Project No. C1737
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June 08, 2026 Packet Pg. 130
BIDDER’S BOND
To Accompany Contract Proposal
KNOW ALL PERSONS BY THESE PRESENTS:
Devaney Engineering, Inc. | as principal and That we, the undersigned The Ohio Casualty Insurance Company __ ag surety, are held and firmly bound unto the City of San Carlos as OWNER in the penal sum of TEN PERCENT (10%) of the total amount of the bid of the principal, for the payment of which, well and truly to be:made, we hereby jointly and severally bind ourselves, successors and assigns.
The condition of the above obligation is such that whereas the Principal has submitted to OWNER a certain BID attached hereto and hereby made a part hereof to enter into a contract in writing, for the 2026 Sewer Lateral Replacement, City Project No. C1737.
NOW, THEREFORE
(a) If said BID shall be rejected, or
(b) If said BID shall be accepted and the Principal shall execute and deliver a contract in the Form of Contract attached hereto (properly completed in accordance with said BIDS including all required bonds for faithful performance and labor and material, as well as all required evidence of insurance) then this obligation shall be void, otherwise the same shall remain in force and effect.
In the event the City brings suit upon this Bond, surety shall pay reasonable attorney’s fees and costs incurred by the City in such suit.
The Surety, for value received, stipulates and agrees that the obligations of said Surety and its BOND shall be in no way impaired or affected by any extension of the time within which the City of San Carlos may accept such BID; and said Surety does hereby waive notice of any such extension.
IN WITNESS WHEREOF, the Principal and the Surety have hereunto ‘set their hands and seals, and such of them as are corporations have caused their corporate seals to be hereto affixed and these presents to be signed by their proper officers, this day and year first set forth.
Devaney Engineering, Inc. The Ohio Casualty Insurance Company py Det —Dde~ “.s.) By & Brad Bahl, Attorney-in-Fact
(Principal) (Seal) (Surety) (Seal)
Subscribed and sworn to before me, a Notary Public in and for the State of California, County of , this day of , 20 :
Signature of Notary Public: (Seal)
My Commission expires , 20 .
CSae- 2a Der for
IMPORTANT: Surety companies executing BONDS must be authorized to transac) Surety insura! in the State of California. If
Contractor is Partnership, all partners should execute BOND.
Bid Proposal 2026 Sewer Lateral Replacement Project
Page P-14 Project No. C1737
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June 08, 2026 Packet Pg. 131
CALIFORNIA ACKNOWLEDGMENT CIVIL CODE § 1189
Anotary public or other officer completing this certificate verifies only the identity of the individual who signed the document to which this certificate is attached, and not the truthfulness, accuracy, or validity of that document.
State of 8. \
County of Gon - Gx Cd
oan before me, Hur lao. Wofury bie
Phy 2 e Team Name and Title of the Officer
personally appeared MaDe =
ek _ of Signer(s)
who proved to me on the basis of satisfactory evidence to be the person(s) whose name(s) is/are subscribed to the within instrument and acknowledged to me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by his/her/their signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) acted, executed the instrument. | certify under PENALTY OF PERJURY under the
PEPPINA RAYNA HARLOW laws of the State of California that the foregoing Notary Public - California i San Francisco County Paragraph is true and correct.
PY) Cammission # 2534251
WITNESS my hand and official seal.
Signat
Place Notary Seal and/or Stamp Above <—_ Signature of Notary Public
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Title
Document
or Type
Date:
of Document:
Number of Pages:
Capacity(ies)
Signer(s)
Signer’s Name:
Other
Claimed
Than Named
by Signer(s)
Above:
Signer’s Name:
C Corporate Officer — Title(s); ~=====——S—s _. a Corporate Officer — Title(s):
C Partner — © Limited 0 General O Partner — © Limited O General Q Individual O Attorney in Fact Q Individual O Attorney in Fact O Trustee O Guardian or Conservator © Trustee O Guardian or Conservator O Other: O Other:
Signer is Representing: . = === == CSCS is Representing:
©2019 National Notary Association
9.i
June 08, 2026 Packet Pg. 132
CALIFORNIA ACKNOWLEDGMENT CIVIL CODE § 1189
Anotary public or other officer completing this certificate verifies only the identity of the individual who signed the document to which this certificate is attached, and not the truthfulness, accuracy, or validity of that document.
State of Cali ia \
County nye of WO) 0 Ju 7
0. 5 (.
On WV & (Mole before me, E e? inal hey Va Hes Jove) fey de Date Tex io ere Teva and Title of the Officer
personally appeared B\K GEN 4
Name(s) of Signer(s)
who proved to me on the basis of satisfactory evidence to be the person(s) whose name(s) is/are subscribed to the within instrument and acknowledged to me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by his/her/their signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) acted, executed the instrument. 7 PEPPINA RAYNA HARLOW }
Notary Public - California ‘
| certify under PENALTY OF PERJURY under the
laws of the State of California that the foregoing
2 San Francisco County paragraph is true and correct.
) #2534254 eee ai 2029 ‘ny Comm, Expires Oct 30,
WITNESS my hand and official seal.
Signature
Place Notary Seal and/or Stamp Above
ture of Notary Public
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Title
Document
or Type
Date:
of Document:
Number of Pages:
Signer(s)
Capacity(ies)
Signer’s Name:
Other
Claimed
Than Named
by Signer(s)
Above:
Signer’s Name:
O Corporate Officer — Title(s): O Corporate Officer — Title(s):
O Partner — O Limited O General O Partner — O Limited 0 General O Individual O Attorney in Fact O Individual 0 Attorney in Fact O Trustee O Guardian or Conservator 0 Trustee 0 Guardian or Conservator O Othe: 0 sO Other:
Signer is Representing: === CSCS is Representing:
©2019 National Notary Association
9.i
June 08, 2026 Packet Pg. 133
Liberty POWER OF ATTORNEY
y ;
Mutual. Liberty Mutual Insurance Company Certificate No:_8215867-971892 SURETY The Ohio Casualty Insurance Company
West American Insurance Company
KNOWN ALL PERSONS BY THESE PRESENTS: That The Ohio Casualty Insurance Company is a corporation duly organized under the laws of the State of New Hampshire, that Liberty Mutual Insurance Company is a corporation duly organized under the laws of the State of Massachusetts, and West American Insurance Company is a corporation duly organized under the laws of the State of Indiana (herein collectively called the “Companies”), pursuant to and by authority herein set forth, does hereby name, constitute and appoint, Brad
Bahl; Dennis A. Sewell; Ray Badock; Sam Totah
all of the city of Walnut Creek state of CA each individually if there be more than one named, its true and lawful attorney-in-fact to make, execute, seal, acknowledge and deliver, for and on its behalf as surety and as its act and deed, any and all undertakings, bonds, recognizances and other surety obligations, in pursuance of these presents and shall be as binding upon the Companies as if they have been duly signed by the president and attested by the secretary of the Companies in their own proper persons.
IN WITNESS WHEREOF, this Power of Attorney has been subscribed by an authorized officer or official of the Companies and the corporate seals of the Companies have been affixed thereto this - 1st day of April ,
2025.
Not valid for mortgage, note, loan, letter of credit,
Liberty Mutual Insurance Company
The Ohio Casualty Insurance Company
West American Insurance Company . Ti L__
Nathan J. Zangerle, Assistant Secretary
State of PENNSYLVANIA 7
County of MONTGOMERY
Onthis Ist_dayof_ April , 2025 before me personally appeared Nathan J. Zangerle, who acknowledged himself to be the Assistant Secretary of Liberty Mutual Insurance Company, The Ohio Casualty Company, and West American Insurance Company, and that he, as such, being authorized so to do, execute the foregoing instrument for the purposes |* therein contained by signing on behalf of the corporations by himself as a duly authorized officer. |IN WITNESS WHEREOF, | have hereunto subscribed my name and affixed my notarial seal at Plymouth Meeting, Pennsylvania, on the day and year first above written. guarantees.
Commonwealth of Pennsylvania - Notary Seal
Teresa
Montgomery
Pastella, Notary
County
Public
gs Z, My commission expires March 28, 2029 By; Li12¢4)
Commission number 1125044
Member, Pennsylvania Association of Notaries: Teresa Pastella, Notary Public
This Power of Attorney is made and executed pursuant to and by authority of the following By-laws and Authorizations of The Ohio Casualty Insurance Company, Liberty Mutual Insurance Company, and West American Insurance Company which resolutions are now in full force and effect reading as follows:
ARTICLE IV - OFFICERS: Section 12. Power of Attorney.
Any officer or other official of the Corporation authorized for that purpose in writing by the Chairman or the President, and subject to such limitation as the Chairman or the President may prescribe, shall appoint such attorneys-in-fact, as may be necessary to act in behalf of the Corporation to make, execute, seal, acknowledge and deliver as surety any and all undertakings, bonds, recognizances and other surety obligations. Such attomeys-in-fact, subject to the limitations set forth in their respective powers of attomey, shall have full power to bind the Corporation by their signature and execution of any such instruments and to attach thereto the seal of the Corporation. When so executed, such instruments shall be as binding as if signed by the President and attested to by the Secretary. Any power or authority granted to any representative or attomey-in-fact under the provisions of this article may be revoked at any time by the Board, the Chairman, the President or by the officer or officers granting such power or authority.
ARTICLE XiIll - Execution of Contracts: Section 5. Surety Bonds and Undertakings.
Any officer of the Company authorized for that purpose in writing by the chairman or the president, and subject to such limitations as the chairman or the president may prescribe, currency rate, interest rate or residual value
) verification inquiries, y Wacn i 832-8240 or email [email protected]. For bond and/or Power of Attorne' please call 610- shall
bonds,
Company
appoint
recognizances
by their
such
signature
attorneys-in-fact,
and other
and
surety
execution
as
obligations.
may
of
be
any
necessary
such
Such
instruments
attomeys-in-fact
to act in behalf
and to
subject
of
attach
the Company
to
thereto
the limitations
the
to
seal
make,
set
of the
execute,
forth
Company.
in their
seal,
respective
When
acknowledge
so executed
powers
and
of
deliver
such
attomey,
instruments
as surety
shall have
any
shall
and
full
be
power
all
as
undertakings,
binding
to bind
as
the
if
signed by the president and attested by the secretary.
Certificate of Designation - The President of the Company, acting pursuant to the Bylaws of the Company, authorizes Nathan J. Zangerle, Assistant Secretary to appoint such attorneys-in-fact as may be necessary to act on behalf of the Company to make, execute, seal, acknowledge and deliver as surety any and all undertakings, bonds, recognizances and other surety obligations.
Authorization — By unanimous consent of the Company's Board of Directors, the Company consents that facsimile or mechanically reproduced signature of any assistant secretary of the Company, wherever appearing upon a certified copy of any power of attorney issued by the Company in connection with surety bonds, shall be valid and binding upon the Company with the same force and effect as though manually affixed.
|, Renee C. Llewellyn, the undersigned, Assistant Secretary, The Ohio Casualty Insurance Company, Liberty Mutual Insurance Company, and West American Insurance Company do hereby certify that the original power of attomey of which the foregoing is a full, true and correct copy of the Power of Attorney executed by said Companies, is in full force and effect and has not been revoked.
IN TESTIMONY WHEREOF, | have hereunto set my hand and affixed the seals of said Companies this 4th __day of May » 2026.
LMS-12873 LMIC OCIC WAIC Multi Co 02/24
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June 08, 2026 Packet Pg. 134
CALIFORNIA ACKNOWLEDGMENT CIVIL CODE 8 1189
Anotary public or other officer completing this certificate verifies only the identity of the individual who signed the document to which this certificate is attached, and not the truthfulness, accuracy, or validity of that document.
State of California
County of ___ Contra Costa
On
May 4, 2026 before me,__
Susan K. Sewell, Notary Public ,
Date Here Insert Name and Title of the Officer
personally appeared Brad Bahl
Name(s) of Signer(s)
who proved to me on the basis of satisfactory evidence to be the person(s) whose name(s) is/are subscribed to the within instrument and acknowledged to me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by his/her/their signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) acted, executed the instrument. | certify under PENALTY OF PERJURY under the
? ec K. SEWELL a | laws of the State of California that the foregoing Notary,Euolic - Californie paragraph is true and correct. Contra Costa Caunty g Commission # 2551230 . { My Com, Expires Mar 27, 2030 5 WITNESS my hand and official seal.
Signature Lap WW / dowel
Place Notary Seal and/or Stamp Above Signature of Notary Public
OPTIONAL
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Description of Attached Document
Title
Document
or Type
Date:
of Document:
Number of Pages:
Signer(s)
Capacity(ies)
Signer’s Name:
Other
Claimed
Than Named
by Signer(s)
Above:
Signer’s Name:
O Corporate Officer — Title(s): O Corporate Officer — Title(s):
O Partner — O Limited 0 General O Partner — O Limited O General O Individual O Attorney in Fact O Individual O Attorney in Fact O Trustee O Guardian or Conservator Trustee O Guardian or Conservator O Other: O Other:
Signer
is Representing: Signer is Representing:
©2019 National Notary Association
9.i
June 08, 2026 Packet Pg. 135
600 ELM STREET
SAN CARLOS, CA 94070
(650) 802-4200
CITYOFSANCARLOS.ORG
CITY OF SAN CARLOS
PUBLIC WORKS DEPARTMENT
2026 SEWER LATERAL REPLACEMENT PROJECT (C1737
ADDENDUM NO. 1
May 1, 2026
TO: ALL PLANHOLDERS
This Addendum amends the Contract Documents for the above referenced project. The unaltered portions of the Contract Documents shall remain in effect. Please acknowledge receipt of this Addendum and return a signed copy with your bid proposal. The updates and changes are as follows:
e See attached Addendum No. 1. This addendum is being issued to revise the Specifications
and respond to bidder questions.
ADDENDUM ACKNOWLEDGMENT
Bidder acknowledges receipt of this addendum, which shall be attached to the Proposal.
DE4LE97 Erbin EERIKG
NAME OF COMPANY
“Dew Dd oe, s/é/2 6
SIGNATURE DATI
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June 08, 2026 Packet Pg. 136
CITY COUNCIL
STAFF REPORT
MEETING DATE: June 8, 2026
ITEM TITLE: Adopt a Resolution Ratifying the Proposed Budget for Fiscal Years 2026-28 for the Belmont-San Carlos Fire Department (BSCFD) and the Supplemental Payment for Fiscal Year 2025-26 in the Amount of $158,700.
RECOMMENDATION:
Staff recommend that the City Council adopt a Resolution ratifying the proposed fiscal year (FY) 2026-28 budget for the Belmont-San Carlos Fire Department (BSCFD) and the supplemental payment for FY 2025-26 in the amount of $158,700.
FISCAL IMPLICATIONS:
This action will require an additional appropriation in FY 2025-26 in the amount of $158,700.
There are sufficient funds available in the General Fund Unassigned Fund Balance to cover this request.
The costs associated with the ratification of the FY 2026-28 budget total $2,553,806 in FY 2026- 27 and $2,638,953 in FY 2027-28. These costs will be incorporated into the Proposed FY 2026- 27 Mid-Cycle Budget adjustments.
BACKGROUND:
On October 1, 2010, the City terminated service with the BSCFD. As a result of the termination, on September 30, 2011, the BSCFD dissolved. Although the department dissolved, the entity will continue to exist until the last remaining obligation has been paid. The cost allocation formula set forth in the joint powers agreement (JPA) stipulates that the Belmont Fire Protection District pay
47.1%, and the City of San Carlos pay 52.9%, of the total costs.
The BSCFD prepares a two-year budget that is developed by staff and presented to the fourmember BSCFD JPA Board of Directors consisting of San Carlos City Council Members Neil Layton and John Dugan, and Belmont City Council Members Julia Mates and Tom McCune. Once the Board of Directors reviews and approves the proposed budget, the proposed budget and any budget amendments are forwarded to the governing bodies of the two parent agencies (Belmont Fire Protection District and City of San Carlos) as they constitute a “Major Decision” under the JPA terms for review and ratification.
The BSCFD Board of Directors approved the Proposed FY 2026-28 Budget at its meeting held on May 19, 2026.
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June 08, 2026 Packet Pg. 137
ANALYSIS:
Additional Contribution in FY 2025-26 Required:
The current FY 2025-26 PERS legacy cost came in higher than budget by about 6%, or about $274,000. This is mainly due to CalPERS' investment returns performing lower than the 6.8% target for valuation year ending June 30, 2023 at 5.8%, added to a -6.1% returns for valuation year ending June 30, 2022. The current year budget is year two of the two-year FY 2024-25 and FY 2025-26 budgets, adopted after the FY 2025-26 actual cost for PERS became available. To address this, a supplemental budget appropriation of $300,000 for the current FY 2025-26 is recommended to be split as follows: Belmont Fire Protection District with 47.1% contribution at $141,300, and the City of San Carlos with 52.9% contribution at $158,700.
Adopted BSCFD FY 2026-28 Budget:
The attached FY 2026-28 Budget reflects the BSCFD obligations in a post-operations era since the September 30, 2011 dissolution. As such, the budget generally includes non-discretionary expenditures. Important highlights include the following:
1. Below is a summary of the outstanding pension obligations based on CalPERS’s June 30, 2024 actuarial valuation:
Plan Unfunded Accrued Liability
Safety $33,492,133
Miscellaneous $1,105,736
In furtherance of retiring these obligations, the two-year budgets include payments to CalPERS of $4,594,447 in FY 2026-27 and $4,664,720 in FY 2027-28. These amounts factor in the prepayment of the contribution in one annual payment at the beginning of each fiscal year. The FY 2026-27 payment of unfunded accrued liability to CalPERS comes from CalPERS’ June 30, 2024 actuarial valuation report published in August 2025, and the FY 2027-28 payment is estimated using CalPERS’ pension outlook tool.
2. The outstanding postretirement health benefit obligation, net of plan assets in the California Employers' Retiree Benefit Trust (CERBT) fund, is $738,114 as of June 30, 2025. The two-year budgets include Other Post-Employment Benefits (OPEB) benefit payments made on a pay-go basis for retirees and surviving spouse who have earned lifetime medical coverage, estimated at $193,176 in FY 2026-27 and $196,467 in FY 2027-
28. Based on the June 30, 2025 actuarial valuation on the Fire Department’s retiree healthcare plan, the actuarially determined contributions (ADC) into CERBT are lower in each fiscal year than the pay-go benefit payments that are paid outside of the trust, which means that the Department can request a reimbursement from CERBT on the difference between the ADC and the pay-go payments. To that end, the two-year budgets include reimbursements from CERBT, $95,659 in FY 2026-27 and $98,953 in FY 2027-28. The reimbursements help to counter increases in member agencies contributions, while still keeping the CERBT plan on track for funding.
3. The two-year budgets estimate a fiscal reserve of $207,450 in FY 2026-27, and then build to an estimated $300,000 in FY 2027-28 to help account for increases beyond original estimates.
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June 08, 2026 Packet Pg. 138
The contributions to be paid by the member agencies are as follows:
Agency FY 2025-26 FY 2026-27 FY 2027-28
Belmont Fire Protection District $141,300 $2,277,057 $2,352,972 City of San Carlos $158,700 $2,553,806 $2,638,953
Total Contribution $300,000 $4,830,863 $4,991,925
ALTERNATIVES:
The alternatives available to the City Council include:
1. Adopt a Resolution ratifying the proposed FY 2026-28 Budget for BSCFD and the supplemental payment for FY 2025-26 in the amount of $158,700; or
2. Do not adopt the Resolution; or
3. Provide staff with alternative direction.
Respectfully submitted by:
Rebecca Mendenhall, Administrative Services Director
Approved for submission by:
________________________________
Kathy Kleinbaum, City Manager
ATTACHMENT(S):
1. Resolution
2. FY 2026-28 Belmont-San Carlos Fire Department Budget
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RESOLUTION NO. 2026 – ____
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN CARLOS RATIFYING THE PROPOSED BUDGET FOR FISCAL YEARS 2026-28 FOR THE
BELMONT-SAN CARLOS FIRE DEPARTMENT (BSCFD) AND THE SUPPLEMENTAL PAYMENT FOR FISCAL YEAR 2025-26 IN THE AMOUNT OF $158,700.
WHEREAS, the Board of the Belmont-San Carlos Fire Department (BSCFD) approved the fiscal years (FY) 2026-28 Proposed Budget at its meeting on May 19, 2026; and WHEREAS, the cost allocation formula stipulates that the City of San Carlos pay 52.9% and the Belmont Fire Protection District pay 47.1%; and WHEREAS, approval of the budget qualifies as a major decision and requires the approval of the member agencies before it can be implemented; and WHEREAS, the costs will be incorporated into the City’s Proposed FY 2026-27 Mid-Cycle Budget Adjustments to cover the City’s share of the obligation; and WHEREAS, the current FY 2025-26 pension legacy costs came in higher than budget requiring an additional payment for FY 2025-26 in the amount of $158,700.
NOW, THEREFORE BE IT RESOLVED, that the San Carlos City Council hereby ratifies the FY 2026-28 Proposed Budget for the BSCFD and the supplemental payment for FY 2025-26 in the amount of $158,700.
* * * * *
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 8th day of June 2026, 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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Belmont-San Carlos Fire Department
FY 2026-27 & FY 2027-28 Budgets
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Belmont-San Carlos Fire Department
Budget Fiscal Years 2026-27 and 2027-28
Budget Summary
Budget Summary ................................................................................................ 1 Summaries and Operating Budget
Fund Recap – Fiscal Years 2025-26 through 2027-28 .............................................. 3 Revenues and Other Sources & Expenditures and Other Uses by Fund and Function . 4 Department Summary by Division and Expenditure Classification ............................ 5 Appendix ............................................................................................................. 6
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Belmont-San Carlos Fire Department
Budget Fiscal Years 2026-27 and 2027-28
Budget Summary
The proposed Fiscal Years (FY) 2026-27 and 2027-28 Budgets reflects the Belmont-San Carlos Fire Department’s (Fire Department) obligations in a post-operations era since the September 30, 2011 dissolution. The budget funds the following wind-down activities of the Department:
Below is a summary of the outstanding pension obligations based on CalPERS’s June 30, 2024 actuarial valuation:
Plan Unfunded Accrued Liability
Safety $33,492,133
Miscellaneous $1,105,736
In furtherance of retiring these obligations, the two-year FY 2026-27 and FY 2027-28 budgets include payments to CalPERS of $4,594,447 in FY 2026-27 and $4,664,720 in FY 2027-28. These amounts factor in a prepayment of the contribution in one annual payment at the beginning of each fiscal year. The FY 2026-27 payment of unfunded accrued liability to CalPERS comes from CalPERS’s June 30, 2024 actuarial valuation report published in August 2025, and the FY 2027-28 payment is estimated using CalPERS’s pension outlook tool.
Based on the June 30, 2025 actuarial valuation performed by the Fire Department’s actuary, Foster & Foster, the outstanding postretirement health benefit obligation, net of plan assets in the California Employers' Retiree Benefit Trust (CERBT) fund, is $738,114. The twoyear budgets include Other Post-Employment Benefits (OPEB) benefit payments made on a pay-go basis for retirees and surviving spouse who have earned lifetime medical coverage, estimated at $193,176 in FY 2026-27 and $196,467 in FY 2027-28. Based on the June 30, 2025 actuarial valuation on the Fire Department’s retiree healthcare plan, the actuarially determined contributions (ADC) into CERBT are lower in each fiscal year than the pay-go benefit payments that are paid outside of the trust, which means that the Department can request a reimbursement from CERBT on the difference between the ADC and the pay-go payments. To that end, the two-year budgets include reimbursements from CERBT, $95,659 in FY 2026-27 and $98,953 in FY 2027-28. The reimbursements help to counter increases in Member Agencies contributions, while still keeping the CERBT plan on track for funding.
The estimated liability for unpaid loss and allocated loss adjustment expenses ranges from $72,000 (70% confidence level) to $139,000 (90% confidence level) estimated as of June 30, 2027 for outstanding workers’ compensation claims from past employees. The Fire Department estimates claims payments of $43,794 in FY 2026-27 and $45,188 in FY 2027-
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As a result of the above activity and to maintain sufficient reserves to help account for increases beyond original estimates, Member Agencies contributions for FY 2026-27 and FY 2027-28 are as follows: Belmont Fire Protection District with 47.1% contribution share at $2,277,057 for FY 2026-27 and $2,352,972 for FY 2027-28, and the City of San Carlos with 52.9% contribution share at $2,553,806 for FY 2026-27 and $2,638,953 for FY 2027-28.
The two-year budgets estimate a fiscal reserve of $207,450 in FY 2026-27 and an estimated $300,000 in FY 2027-28.
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Number Description 7/1/2025 Revenues Expenditures 6/30/2026 Revenues Expenditures 6/30/2027 Revenues Expenditures 6/30/2028
GENERAL FUND
105 General Fund 538,799 $ 4,707,835 $ 5,051,735 $ 194,899 $ 4,931,022 $ 4,918,472 $ 207,450 $ 5,095,37 $ 5,002,82 7 $ 300,000 7 $ Audited Fund FY 2025-26 FY 2026-27
Balance
Estimated
Fund Balance
Belmont-San Carlos Fire Department
FY 2026-27 & FY 2027-28 Budgets
Fund Recap
Fiscal Years 2025-26 through 2027-28
Estimated
Fund
Balance
Estimated
Fund
Balance
FY 2027-28
Fund Estimated Proposed Proposed
June 08, 2026 Packet Pg. 145
Account/Division FY 2024-25 FY 2025-26 FY 2026-27 FY 2027-28 Fund Number Description Actual Estimated Proposed Proposed Revenues & Other Sources
105 6628 BELMONT FIRE DISTRICT SERVICES 1,869,949 2,215,097 2,277,057 2,352,972 105 6629 CITY OF SAN CARLOS SERVICES 2,096,897 2,484,434 2,553,806 2,638,953 Service Charges 3,966,846 4,699,531 4,830,863 4,991,924 105 7111 Interest Earnings-Investments 39,478 8,758 4,500 4,500 105 7112 Other Interest Earnings 11,350 (454) - -
Use of Money/Property 50,828 8,304 4,500 4,500
105 7252 Refunds and Rebates - - 95,659 98,953
Miscellaneous - - 95,659 98,953
General Fund 4,017,674 4,707,835 4,931,022 5,095,377
TOTAL REVENUES AND OTHER SOURCES 4,017,674 4,707,835 4,931,022 5,095,377 Expenditures & Other Uses
105 Dissolution Costs 4,657,727 5,051,735 4,918,472 5,002,827 Public Safety 4,657,727 5,051,735 4,918,472 5,002,827
General Fund 4,657,727 5,051,735 4,918,472 5,002,827
TOTAL EXPENDITURES AND OTHER USES 4,657,727 5,051,735 4,918,472 5,002,827 5/27/2026 16:03
Belmont-San Carlos Fire Department
FY 2026-27 & FY 2027-28 Budgets
Revenues and Other Sources & Expenditures and Other Uses
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Division: 4222 Dissolution Costs Dissolution Costs
Fund: 105 General Fund Fire Department
Actual Estimated Proposed Proposed
Account Account Description FY 2024-25 FY 2025-26 FY 2026-27 FY 2027-28 Personnel
8120 PERS Legacy Costs 4,401,407 $ 4,706,594 $ 4,594,447 $ 4,664,720 $ Personnel Total 4,401,407 $ 4,706,594 $ 4,594,447 $ 4,664,720 $ Supplies & Services
8351 Other Professional/Technical 24,230 $ 29,113 $ 23,559 $ 30,935 $ 8363 Bank Service Fees 3,447 4,035 4,163 4,296
8519 OPEB ADC/PayGo Contribution 183,572 188,746 193,176 196,467 8598 Claims-Workers' Compensation (8,882) 67,443 43,794 45,188 Supplies & Services Total 202,367 $ 289,337 $ 264,692 $ 276,886 $ Administrative & Other
8310 Administrative Support Service 53,953 $ 55,804 $ 59,332 $ 61,221 $ Administrative & Other Total 53,953 $ 55,804 $ 59,332 $ 61,221 $ Total Expenditures 4,657,727 $ 5,051,735 $ 4,918,472 $ 5,002,827 $ Account Account Description Amount
8120 PERS Legacy Costs $ 4,594,447
$ 4,664,720
8351 Other Professional/Technical $ 23,559
$ 30,935
8363 Bank Service Fees 4,163 $
$ 4,296
8519 OPEB ARC Contribution
$ 193,176
$ 196,467
8598 Claims-Workers' Compensation $ 43,794
$ 45,188
8310 Administrative Support Services 59,332 $
$ 61,221
Notes
FY 2026-27: Amounts provided by CalPERS. Miscellaneous - $146,809, Safety - $4,434,381 and IRC Section 415(b) Replacement Benefit Plan - $13,257. 47.1%-Belmont/52.9%-San Carlos split.
FY 2027-28: Amounts estimated through CalPERS Pension Outlook Tool. Miscellaneous - $149,000, Safety - $4,501,800 and IRC Section 415(b) Replacement Benefit Plan - $13,920. 47.1%-Belmont/52.9%-San Carlos split.
Multi-year agreement with City of Belmont, including financial, treasury, debt, and risk management, subject to CPI increase. 50/50 split amongst agencies.
Multi-year agreement with City of Belmont, including financial, treasury, debt, and risk management, subject to CPI increase. 50/50 split amongst agencies.
Legal, accounting, actuary and workers compensation claim administration services, per service agreement terms or CPI increase.
47.1%/52.9% split.
Legal, accounting, actuary and workers compensation claim administration services, per service agreement terms or CPI increase.
47.1%/52.9% split.
Amounts estimated through OPEB actuarial report, June 30, 2025 valuation, using greater of ADC or PayGo (Expected Retiree Benefit Payments). 47.1%/52.9% split.
Amounts estimated through OPEB actuarial report, June 30, 2025 valuation, using greater of ADC or PayGo (Expected Retiree Benefit Payments). 47.1%/52.9% split.
Legacy claims cost based on experience and actuarial Worker's Compensation Program. 47.1%/52.9% split.
Legacy claims cost based on experience and actuarial Worker's Compensation Program. 47.1%/52.9% split.
Service fees for banking services. CPI increase. 47.1%/52.9% split.
Service fees for banking services. CPI increase. 47.1%/52.9% split.
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APPENDIX
What is the Basis for the Belmont-San Carlos Fire Department Budget? The Belmont-San Carlos Fire Department prepares its budget using the modified accrual basis of accounting whereby revenues are recognized when they become measurable and available.
Likewise, expenditures are recognized when an event or transaction is expected to draw upon current spendable resources.
What are the Budgetary Policies of the Belmont-San Carlos Fire Department? The Belmont-San Carlos Fire Department operates under a set of budget policies which guide the development of the budget. These policies are presented below. • Where possible, General Fund revenues, operating expenditures and transfers should balance on a "current" basis.
• Supplemental appropriations during the fiscal year require an appropriations adjustment resolution to be passed by the Fire Board.
• In cases where there is an increase in the size of the budget due to an appropriation increase, the resolution requires an offsetting change in fund balance, unless the added cost is accompanied by an unanticipated increase in revenue to the General Fund. If such an offset occurs then there is no change to the fund balance, but the increase in revenue and the source of that revenue is to be shown in the appropriations adjustment resolution.
• Where the increased appropriation is to be funded from a restricted source and no offsetting revenue is identified, the resolution must show a decrease in fund balance from the balance that was expected when the budget was adopted.
What are Funds?
Perhaps the biggest perplexities encountered by someone examining the budget or financial statements of a government agency for the first time is the existence of numerous "funds." Whereas even the largest commercial enterprise generally will report only a single amount for each item in its financial statements (e.g., "cash," "sales"), governments, both large and small, will typically report a number of separate columns or "funds." Each of these funds is considered to function as a separate fiscal and accounting entity. Funds are normally used by governments to segregate resources related to specific activities (e.g., general operations, capital projects). For most governments, the principal operating fund is known as the "General Fund."
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What Different Kinds of Funds do Governments Use?
Governments may use any number of individual funds in their budgeting and financial reporting (although they are encouraged to use the least number of funds practical in their specific circumstances). Regardless of the number of individual funds used, generally accepted accounting principles (GAAP) require all of these individual funds to be aggregated into no more than seven specified "fund types" on the combined balance sheet.
Four of these fund types are known as the "governmental funds." They are the General Fund, the special revenue funds, the debt service funds, and the capital project funds. These funds are typically used to account for most of a government's operations and capital expenditures.
Two other funds types are known as the "proprietary funds" because they function in a manner similar to private enterprise. These funds are the enterprise (or service) funds and the internal service funds. The last of the seven fund types that may be found on a government’s combined balance sheet or in a budget document is the trust and agency fund. The Belmont-San Carlos Fire Department only uses a General Fund.
General Fund
The General Fund is used to account for the financial resources and expenditures associated with most Department operations where revenue is not required to be recorded in a separate fund. As the name implies, revenues collected in this fund are not restricted as to which division or purpose they may be expended.
The sources of revenue for the General Fund are primarily from service charges and the use of money and property held by the Department.
Is "Unassigned Fund Balance" a Good Measure of Economic Health? "Unassigned” or “available” fund balance is not designated to reflect economic health but simply to provide a measure of the financial resources available for future spending or appropriation. While an absence of spendable resources may well be an indication of actual or potential economic problems, the presence of such resources is no guarantee of sound economic health. For example, just as an individual can increase his or her checkbook balance by taking out a loan, so too can a governmental fund increase its spendable resources (i.e., " unassigned fund balance") by issuing long-term debt.
In neither case would the economic position of the individual or government be improved because the debt must be repaid. Accordingly, a significant level of "unassigned fund balance" should not be taken alone as evidence of sound economic health. Rather, users of government financial statements should also take care to evaluate future claims on governmental fund assets when assessing the economic health of a governmental fund. In particular, users should be careful to consider a governmental fund's obligation to finance long-term debt (reported separately in the general long-term debt account group), as well as the potential future drain on governmental fund resources posed by deficits in other funds (e.g., enterprise funds).
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How High a Level of "Unassigned” or “Available” Fund Balance Should be Maintained in the General Fund?
There is little argument that a deficit "unassigned” or “available” fund balance is normally to be avoided. Indeed, such deficits are illegal in a number of jurisdictions. The "right amount" of unassigned fund balance, however, is a question open to debate, particularly in the General Fund. Bond raters and others often use "rules of thumb" to measure the adequacy of unreserved fund balance in the General Fund. For example, 5 percent of annual operating expenditures is a commonly used amount. Others argue that unassigned fund balance should equal no less than one month's operating expenditures (i.e., 8.3%). Care must be taken, however, to avoid applying such rules of thumb mechanically. A variety of factors must be taken into account when evaluating the adequacy of fund balance in the General Fund.
One important consideration is the reliability of a governmental agency's revenue sources.
Whereas some governmental revenues are traditionally quite stable, others often can vary significantly depending on conditions in the economy (e.g., interest income). Governments depending upon less reliable revenue sources may need to maintain significantly higher levels of unreserved fund balance than those relying upon more stable sources of revenue.
Another important factor is the timing of cash inflows and outflows. Governments whose cash flows are less predictable or uneven because of the timing of revenue collections may need relatively higher levels of unreserved fund balance to maintain liquidity than those with highly predictable continuous cash inflows and outflows.
A third important consideration involves resources available in other funds. Some governments, for example, establish separate "budget stabilization funds" to meet unexpected contingencies. When such additional resources are available in other funds, a lessor amount of unreserved fund balance may be appropriate in the General Fund.
In short, the specific financial history, prospects and circumstances of each individual government must be carefully weighed when evaluating the adequacy of "unassigned fund balance."
In Belmont-San Carlos Fire Department's case, the revenue stream is stable, predictable and known. Accordingly, the Board has not set an established policy on the balance of unassigned fund balance of the General Fund.
Why Does the Department Prepare a Budget?
Any government entity prepares a budget for more than one reason. The first is that it has a legal obligation to do so. But of equal importance, for Belmont-San Carlos Fire Department, is that the budget sets forth the basic spending policy of the Fire Board.
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Every other year the Board adopts a bi-annual budget for the upcoming two fiscal years. The Department's fiscal year begins on July 1st. The budget, therefore, will remain in effect through June 30th. There are two major sections of the budget. The revenue side describes the sources and amounts of revenue the Department expects to receive over the fiscal year period. The expenditure or appropriations side describes how much money will be spent from either current revenues or from existing fund.
A final important purpose to remember about the budget document is that it is a plan. The projected revenues and the expenditures are estimates. Many incidents can happen throughout a year to change either revenue expectations or expenditure needs. The Department tries to budget as accurately as possible. Should things change, however, there is a process in place to amend the budget document. Supplemental appropriations resolutions are presented to the Board during the budget cycle to add appropriations. Sometimes these changes will be accompanied by an offsetting additional source of revenue, neutralizing the possible impact on the expected ending fund balance of the relevant fund. Other times these changes will require fund balances be used, reducing the amount of the fund balance from what was projected at the beginning of the year.
How Does the Department Prepare its Budget?
The Belmont-San Carlos Fire Department prepares a budget through a traditional budget process. The Controller prepares a rough draft of the budget with input from the City Managers of Belmont and San Carlos. Once this phase has been completed, a final draft budget document is prepared, reviewed, considered and adopted by the Fire Board at a public hearing. Finally, the Belmont Fire Protection District and City of San Carlos will ratify the budget adopted by the Board.
Major Revenue Sources
Belmont Fire Protection District/City of San Carlos Service Charges - This revenue source is derived from charging each agency for the obligations of the Department.
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Glossary of Terms
Administrative & other - A budget category that accounts for all administrative support charges, principal and interest payments, and transfers between funds required to support the fund.
Appropriation - Money budgeted for a given division. Appropriations are the means by which legal authority is given to expend public monies. The appropriation is the maximum level of expenditure authorized.
Budget - A plan of financial and division operation which lists appropriations and the means of financing them for a given time period. Belmont-San Carlos Fire Department adopts a one-year plan.
Encumbrance - Financial commitments related to unperformed services or contracts for goods for which part of an appropriation has been reserved.
Expenditure - Appropriated funds which have been spent.
Fiscal year - A twelve-month period used for budgeting, accounting or revenue reporting purposes. California agencies operate on a July 1 to June 30 fiscal basis.
Fund - An independent fiscal and accounting term used to record all financial transactions related to the specific purpose for which the fund was created.
Revenue - Amounts received for intergovernmental sources, service charges, interest and use of property and other income.
Supplies & services - A budget category that accounts for all supplies, goods and services required to support the division.
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CITY COUNCIL
STAFF REPORT
MEETING DATE: June 8, 2026
ITEM TITLE: Adopt a Resolution Awarding the 2026 Sewer System Closed-Circuit Television (CCTV) Inspection Project (C1736); Authorizing the Execution of an Agreement with APS Environmental Inc. in the Amount of $599,505.80; and Authorizing the Expenditure of a 20% Contingency in the Amount of $120,494.20 for a Total Not-to-Exceed Contract Amount of $720,000.
RECOMMENDATION:
Staff recommend that the City Council adopt a Resolution awarding the 2026 Sewer System Closed-Circuit Television (CCTV) Inspection Project (C1736) (“Project”); authorizing the execution of an agreement with APS Environmental Inc. in the amount of $599,505.80; and authorizing the expenditure of a 20% contingency in the amount of $120,494.20, for a total notto-exceed contract amount of $720,000.
FISCAL IMPLICATIONS:
There are no fiscal implications, and no additional funding is needed.
Funding for the Project comes from C1736, which has an available project budget of approximately $847,290 in fiscal year (FY) 2025-26. There is sufficient budget to award and complete the Project with contingency.
BACKGROUND:
The existing sewer system consists of approximately 105 miles of pipeline divided into 17 basins.
Over time, the condition of sanitary sewer mains degrades due to deterioration, tree root intrusion, grease, and other causes. CCTV footage of the sewers and defect data assembled through regular condition assessments are used to help maintenance staff monitor and prevent sanitary sewer overflows or backups and prioritize sanitary sewer mains for rehabilitation or replacement as part of the Annual Sewer System Rehabilitation Program.
Additionally, in response to a settlement between California River Watch and the City of San Carlos, a full evaluation of the entire sewer system must be completed over the next three years.
Staff intend to conduct annual sewer cleaning and inspection projects consisting of four to seven sewer basins each year to meet the 2028 deadline.
ANALYSIS:
The final bid set construction documents were signed by the City Engineer on March 27, 2026, and the City Council approved the construction documents at the April 13, 2026 City Council
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meeting.
On April 15, 2026, the City advertised for bids for sewer system CCTV inspection and bids were opened on May 12, 2026. Four bids for the Project were received with the following results:
Contractor Bid Amount
Engineer’s Estimate $750,000 to $825,000
APS Environmental Inc. $599,505.80
Coastline Water Resources, Inc. $654,260.50
AIMS/PVIC CA, LLC dba AIMS Companies $680,052.95
Pipe and Plant Solutions, Inc. $747,487.00
The lowest responsible and responsive bid for the Project was submitted by APS Environmental Inc. in the amount of $599,505.80.
After bid evaluations, staff recommend awarding the contract to the lowest responsible and responsive bidder identified above and authorizing the expenditure of a 20% contingency in the amount of $120,494.20, for a total not-to-exceed contract amount of $720,000.
ALTERNATIVES:
The alternatives available to the City Council include:
1. Adopt a Resolution awarding the 2026 Sewer System CCTV Inspection Project (C1736); authorizing the execution of an agreement with APS Environmental Inc. in the amount of $599,505.80; and authorizing the expenditure of a 20% contingency in the amount of $120.494.20, for a total not-to-exceed contract amount of $720,000; or
2. Do not adopt the Resolution; or
3. Provide staff with alternative direction.
Respectfully submitted by:
Ken Der, Civil Engineering Assistant; and
Steven Machida, Public Works Director
Approved for submission by:
______________________________
Kathy Kleinbaum, City Manager
ATTACHMENT(S):
1. Resolution
2. APS Environmental Inc. Bid
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RESOLUTION NO. 2026 – ____
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN CARLOS AWARDING THE 2026 SEWER SYSTEM CLOSED-CIRCUIT TELEVISION (CCTV) INSPECTION PROJECT (C1736); AUTHORIZING THE EXECUTION OF AN AGREEMENT WITH APS ENVIRONMENTAL INC. IN THE AMOUNT OF $599,505.80; AND AUTHORIZING THE EXPENDITURE OF A 20% CONTINGENCY IN THE AMOUNT OF $120,494.20, FOR A TOTAL NOT-TO-EXCEED CONTRACT AMOUNT OF $720,000.
WHEREAS, over time, the condition of sanitary sewer mains degrades due to deterioration, tree root intrusion, grease, and other causes; and WHEREAS, closed-circuit television (CCTV) footage of the sewers and defect data assembled through regular condition assessments are used to help maintenance staff monitor and prevent sanitary sewer overflows (SSOs) or backups and prioritize sanitary sewer mains for rehabilitation or replacement as part of upcoming sewer rehabilitation projects; and WHEREAS, it is crucial to regularly monitor and record the condition of the sewer pipes to identify potential issues before SSOs or backups occur in the system; and WHEREAS, in response to a settlement between California River Watch and the City of San Carlos, a full evaluation of the entire sewer system must be completed over the next three years; and WHEREAS, on April 15, 2026, the City advertised for bids for sewer system CCTV inspection and bids were opened on May 12, 2026; and
WHEREAS, four bids were received, and the lowest responsible and responsive bid for the Project was submitted by APS Environmental Inc. in the amount of $599,505.80.
NOW, THEREFORE BE IT RESOLVED, that the San Carlos City Council hereby awards the 2026 Sewer System CCTV Inspection Project (C1736); authorizes the execution of an agreement with APS Environmental Inc. in the amount of $599,505.80; and authorizes the expenditure of a 20% contingency in the amount of $120,494.20, for a total not-to-exceed contract amount of $720,000.
* * * * *
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 8th day of June 2026, 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
PUBLIC WORKS DEPARTMENT
600 Elm Street
San Carlos, CA 94070
BID PROPOSAL
FOR:
2026 Sewer System CCTV Inspection Project
City Project No. C1736
IN
CITY OF SAN CARLOS, COUNTY OF SAN MATEO
STATE OF CALIFORNIA
NOTE: All portions of all pages included within this section, and acknowledgement of receipt of any issued addenda must be properly completed, signed, and submitted with the bid. Failure to do so may result in the bid being deemed non-responsive by the City.
Bid Proposal 2026 Sewer System CCTV Inspection Project
Page P-1 Project No. C1736
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BID PROPOSAL
TABLE OF CONTENTS
Bid Proposal Cover Page... sesesssescsessseceseseseseseseseneeesseasnseesasceusnecaneceeeseess P-1 Bid Proposal Table of Contents... ecececeeeeseseeeseceecseseetentaestecsseseecsesesteveee Po BID PROPOSAL PAGES TO BE SUBMITTED WITH BID:
Bid PropOSal 0... esc ee sesesssesseescecceeesesversesssesscssnsaneseeseeseneaeesesnsenseeecesecnesseeess Bidding Requirements
Bid SCHEUIC 00. cere eeeseeeeccneeeeeeeeeeeeees
Designation of Subcontractors
Department of industrial Relations Registration Requirement...............0c000.. P-8 Certifications and Affidavits
Non-Collusion Affidavit 0.0.0... eeceescsesseesessesesnsseseecensaseesseeceseesesessesesesaeeaes P-9
Bidder’s Qualifications
Bidder’s References... eeeecesesessecssvesesssesesseseseseaeeceuesestatarensscenecenececeeetse Signature Pages
Bid Proposal
Page P-2 2026 Sewer System CCTV inspection Project
Project No. C1736
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BID PROPOSAL
2026 Sewer System CCTV Inspection Project
CITY PROJECT NO, C1736
Bid To: — Honorable Mayor and City Council
City of San Carlos, City Hall
San Carlos, CA 94070
Bid From: . Bidder's Company Name: APS Environmental Inc Contact Person: Steven Hunt
6643 32nd Street Suite 101 Business Street Address: North Highlands Ca 95660 City, State, Zip Code:
Phone No.: 916-800-9417
E-mail: __
[email protected]
Contractor License No.: __ 985953 A C42
Contractor License Expiration Date: __ 7/31/2027
Dear Mayor and Members of the City Council:
|, as bidder, declare that | have satisfied myself as to the actual conditions and requirements of the work by careful examination of the location of the proposed work, by examination of the plans and specifications including the Instructions to Bidders, and by other measures, and that after submission of the bid, I will not dispute, complain or assert that there was any misunderstanding in regards to the nature or amount of work to be done. | hereby certify that only those parties interested in this proposal as principals are named in this proposal and that this bid is genuine, and not sham, collusion, or made in the interest or in behalf of any person not named. | have not directly or indirectly induced or solicited any other bidder, person, firm or corporation to put in a sham bid, or refrain from bidding, and have not in any manner sought by coliusion to secure for myself an advantage over any other bidder. | agree that if this proposal is accepted, | will contract with the City of San Carlos in the form of agreement proposed, will provide all bonds and insurance certificates as required by the agreement and will furnish all equipment and materials and perform all the labor required to complete the work in accordance with the plans, specifications and other contract documents, for
the unit or lump sum prices set forth in the Bid Schedule.
Bid Proposal 2026 Sewer System CCTV Inspection Project
Page P-3 Project No. C1736
9.k
June 08, 2026 Packet Pg. 159
| have carefully checked alll of the figures in the Bid Schedule and understand that the City shall not be responsible for any errors or omissions on my part in making up this bid. | agree that this bid may not be withdrawn for a period of ninety (90) calendar days from the date of the bid opening and that the City reserves the right to reject any or all bids, waive any informality in bids received, and may at its option make the award that in the judgment of the City is to the best interest of the City.
BIDDING REQUIREMENTS
The work to be done and referred to here is in the City of San Carlos, County of San Mateo, State of California, and shall be constructed in accordance with all provisions of the project specifications and project plans including: any addenda; the Instructions to Bidders, the Agreement; the Standard Specifications and Standard Plans of the California Department of Transportation, current edition; the Labor Surcharge and Equipment Rental Rates; and payment of not less than the higher of the prevailing rate of per diem wages as determined by the Director of the California Department of industrial Relations or Federal minimum wage rate as predetermined by the United States Secretary of Labor in effect on the date the work is performed.
For each of the various contract items of work designated on the Bid Schedule, the bidder shall set forth a unit or lump sum price which the bidder shail then use to calculate and designate a total cost for each item of work based upon the designated estimate of the quantities of work to be done, alf in clearly legible figures in the respective spaces of the Bid Schedule provided for this purpose.
The bidder shall include in the unit or lump sum prices paid for the various contract items of work full compensation for conforming to the requirements of the Contract Documents and for completing all of the work required. No additional compensation shall be granted for any additional items unless categorized and approved as extra work under the terms of the agreement.
The estimate of construction quantities set forth in the Bid Schedute is approximate only, being given only as a basis for the comparison of bids, and the City does not expressly or by implication agree that the actual amount of work will correspond with those estimated quantities. The City reserves the right to increase the amount of any class or portion of the work or to omit portions of the work as may be deemed necessary or expedient by the Engineer. There shall be no claim for damage or loss of anticipated profit for any bid item omitted in its entirety, and payment will only be made on the basis of actual quantities of work performed.
If the City accepts this proposal and the bidder fails to enter into the contract and/or fails to furnish bonds as required by the specifications with sureties satisfactory to the City within ten (10) calendar days after the bidder has received notice from the City that the contract has been awarded, the City may, at its option, determine that the bidder has breached and abandoned the contract, and thereupon, the bid security accompanying this proposal shall be forfeited and become the property of the City.
The Notice to Proceed will not be issued until after the contract has been fully executed. The contractor shall commence the work under the contract within ten (10) days following the date of the Notice to Proceed, or as otherwise specified in the project specifications or negotiated with the City, and shall diligently prosecute the project to completion within the time specified. The
contract completion period is inclusive of the time needed for material delivery.
Bid Proposat 2026 Sewer System CCTV Inspection Project Page P-4 Project No, C1736
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June 08, 2026 Packet Pg. 160
Bidder shall comply with the requirements of the California Labor Code, including sections 1770 ef seq., and pay not less than the prevailing rate of per diem wages as determined by the Director of the California Department of Industrial Relations. Copies of such prevailing rate of per diem wages are on file at the office of the City Engineer, which copies shall be made available to any interested party upon request. The Contractor shall post a copy of such determination at the job site.
As required by Section 6705 of the California Labor Code and in addition thereto, for any excavation of any trench or trenches five feet (5°) or more in depth, the Contractor shall submit to the Engineer for acceptance, a detailed plan showing the design of shoring, bracing, sloping, or other provisions to be made for worker protection from the hazard of caving ground during the excavation of such trench or trenches. Structural calculations prepared, stamped and signed by a Registered Engineer licensed to practice in the State of California shall accompany the plan to verify the structural safety and adequacy of the sheeting, shoring and bracing to be used on the project. No such plan shail allow any shoring, sloping or a protection system less effective than that required by the Construction Safety Orders of the State Division of Occupational Safety and Heatth.
In accordance with the provisions of Section 1860 of the Labor Code, prior to performing work on the Contract, each Contractor to whom a public works contract is awarded shall sign and file with the City the Worker's Compensation Certification included in the “Agreement and Agreement Forms” section of these specifications.
Bidder’s attention is directed to Section 2 of the General Provisions for additional information and requirements pertaining to the submission of a bid, and which is incorporated here by reference.
Bidders attention is directed to Section 2.13, “Required Contractor and Subcontractor Registration,” of the General Provision. All contractors shall register with the Department of Industrial Relations according to Labor Code Section 1725.5.
Any protest of the proposed contract award must be submitted in writing to the City no later than 5:00 p.m. on the fifth business day following the date of the bid opening. Bidder is directed to the “Bid Protest Procedure” Section of the General Provisions for additional information.
Bid Proposal 2026 Sewer System CCTV Inspection Project
Page P-5 Project No. C4736
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June 08, 2026 Packet Pg. 161
BID SCHEDULE
Bids are to be submitted for the entire work. All applicable sales taxes, state and/or federal, and any other special taxes, patent rights or royalties are included in the prices quoted in the bid.
In the case of a discrepancy between the product of the “Estimated Quantity” and the “Unit Price” with the “Item Total’, the product of the “Estimated Quantity” and the “Unit Price” shall prevail and the figure shown as the “Item Total” shall be adjusted accordingly, except as provided in cases involving (a) or (b) below:
{a) If the amount set forth as a unit price is unreadable or otherwise unclear, or is omitted, or is the same as the amount entered in the item total column, then the amount set forth in the item total column for the item shall prevail and shall be divided by the estimated quantity for the item and the price thus obtained shall be the unit price; (b) (Decimal Errors) If the product of the entered unit price and the estimated quantity is exacily off by a factor of ten, one hundred, etc., or one-tenth, or one-hundredth, etc. from the item total, the discrepancy will be resolved by using the entered unit price or item total, whichever most closely approximates percentage-wise the unit price or item total in the Engineer's Estimate.
If both the unit price and the item total are unreadable or otherwise unclear, or are omitted, the bid may be deemed irregular. Likewise if the item total for a lump sum item is unreadable or otherwise unclear, or is omitted, the bid may be deemed irregular unless the project being bid has only a single item and a clear, readable total bid is provided.
In the case of a discrepancy between the sum of the figures in the item total column (adjusted per the previous paragraphs, if necessary) and the amount set forth as the total base bid amount, the sum of the figures in the item total column shall prevail and the amount shown as the total base bid amount shall be adjusted accordingly.
Bid Proposal 2026 Sewer System CCTV Inspection Project
Page P-6 Project No. C1736
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June 08, 2026 Packet Pg. 162
BASE BID ITEMS ARE AS FOLLOWS:
2026 Sewer System CCTV Inspection Project
PROJECT NO. C1736
BASE BID — BASINS #4, #10, #12, and #13
Item Item Estimated Unit Item
No. Description Quantity Unit Price Total
L 1 Mobilization & Demobilization 1 Ls g 7,500.00 | g 7,500.00 2 Traffic Control 1 Ls g $54,000.00] ¢ 54,000.00
3 Sewer Cleaning and Inspection, 4° 129 LF g 3.16 407.64 4 Sewer Cleaning and Inspection, 5” 297 LF $ 3.16 | g 938.52 5 Sewer Cleaning and Inspection, 6” 112,717 LF $ 3.16 g 356,185.72 6 Sewer Cleaning and Inspection, 8” 34,953 LF $ 3.16 $ 110,451.48 7 | Sewer Cleaning and Inspection, 10” 8,561 LF | g 3.16 $ 27,052.76 8 Sewer Cleaning and Inspection, 12" 2,691 LF § 3.16 $ 8,503.56 9 Sewer Cleaning and Inspection, 15” 5,843 LF § 3.16 g 18,463.88 L 10 Sewer Cleaning and Inspection, 18" 3,306 LF $ 3.16 $ 10,446.96 11 Sewer Cleaning and Inspection, 24” 1,758 LF $ 3.16 $ 5,555.28 Total Base Bid Amount: $. $599,505.80
Notes:
4. The Contract will be compared and awarded on the basis of the Total Base Bid Amount.
2. Allitems on the Base Bid Schedule must be bid. Partial bids will not be accepted.
3. The City reserves the right to reject all bids for any reason whatsoever.
4. Issuance of the “Notice to Proceed” will constitute the beginning of the Contract.
Bid Proposal 2026 Sewer System CCTV Inspection Project
Page P-7 Project No. C1736
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June 08, 2026 Packet Pg. 163
DESIGNATION OF SUBCONTRACTORS
The Contractor shall perform work equaling at least 30 percent of the value of the original total bid with the Contractor’s own employees and equipment, owned or rented, with or without operators.
In accordance with the Subletting and Subcontracting Fair Practices Act, Public Contract Code sections 4100 et seq. (the “Subcontracting Act”), the Bidder hereby certifies and submits, as Tequired by law, the following concerning subcontractors:
1. The portion of the work, which will be done by each such subcontractor; and
2. The name and location of the place of business of each subcontractor who will perform work or labor, fabricate a portion of the work or improvement according to detailed drawings in the project plans, or render service to the Contractor in or about the construction of the work in an amount in excess of one-half of one percent (0.5%) of the Contractor's total bid.
Portion of Work to be Subcontractor Name, Registered Performed by Subcontractor Address and License Number with DIR?
(License No. Required under AB 44)
(For additional Subcontractors,
attach copies of this sheet as necessary)
Note: THIS CERTIFICATE MUST BE COMPLETED AND RETURNED ALONG WITH THE CONTRACTOR'S BID PROPOSAL. ¥ DEPARTMENT OF INDUSTRIAL RELATIONS REGISTRATION REQUIREMENT In accordance with Labor Code Section 1725.5, all contractors and subcontractors listed on a
public works bid proposal must be registered with the DIR.
Bid Proposal 2026 Sewer System CCTV Inspection Project
Page P-8 Project No. C1736
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June 08, 2026 Packet Pg. 164
NON-COLLUSION AFFIDAVIT
Title 23 United States Code Section 112 and
Public Contract Code Section 7106
State of California )
) ss. County of Sacramento ___)
Steven Hunt (name of person signing affidavit), being first duly sworn, deposes and says under penalty of perjury under the laws of the State of California, that he/she/they have the right, power, legal capacity, and authority to execute this Affidavit as Business Development Manager (sole owner, partner, president, secretary, etc) of APS Environmental inc (legal name of Bidder), the Bidder, that the Bid is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation; that the Bid is genuine and not collusive or sham; that the Bidder has not directly or indirectly induced or solicited any other Bidder to put in any false or sham Bid, and has not directly or indirectly colluded, conspired, connived, or agreed with any Bidder or anyone else to put in a sham Bid, or that anyone shall refrain from Bidding; that the Bidder has notin any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the Bid price of the Bidder or any other Bidder, or to fix any overhead, profit, or cost element of the Bid price, or of that of any other Bidder, or to secure any advantage against the public body awarding the Contract or anyone interested in the proposed Contract; that all statements contained in the Bid are true; and, further, that the Bidder has not, directly or indirectly, submitted his Bid price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto, or paid, and will not pay, any fee to any corporation, partnership, company association, organization, Bid depository, or to any member or agent thereof to effectuate a collusive or sham Bid.
IN WITNESS WHEREOF, the undersigned, as bidder, represent and warrant that they have the tight, power, legal capacity, and authority to enter into and execute this document on behalf of the Bidder, and have executed this document by setting hereto their names, titles and signature. (Signature Of Representative of Bidder)
Subscribed and sworn to before me, a Notary Public in and for the State of California,
County of Sacramento , this 29th day of _ April 20.26.
Signature of Notary Public: Ay
NICOLE IVEZICH
# 2420436
weak 2 = CALIFORNIA i)
SACRAMENTO COUNTY
3 Si My Comm, Exe. Oct. 10, 2026 ;
Note: THIS AFFIDAVIT MUST BE COMPLETED AND RETURNED AS PART OF THE CONTRACTOR'S BID PROPOSAL.
My Commission expires Ihc , 2020
Bid Proposal 2026 Sewer System CCTV Inspection Project
Page P-S Project No. C4736
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June 08, 2026 Packet Pg. 165
BIDDER’S QUALIFICATIONS
The following statements as to the financial qualifications and experience of the Bidder are submitted as a part of this Bid and the Bidder guarantees the truthfulness and accuracy of the information. Pursuant to Public Contract Code 10165, financial statements and experience questionnaires are not public records and are not open to public inspection.
Financial Data
Reference is hereby made to the following bank or banks as to the financial responsibility of the bidder.
NAME OF BANK ADDRESS
Columbia Bank 2988 Douglas Blvd Suite 100, Roseville CA 95661 916-783-8999 Experience
Data
The Bidder has been engaged in the contracting business, under the present business name for 20 years. Experience in work of a nature similar to that covered in this Bid extends over aperiodof_ 8 years.
The Bidder as a Contractor has never failed to satisfactorily complete an awarded contract from a governmental entity, except as follows: (Name all exceptions and reasons therefore):
N/A
Bidder’s Personnel
The following is a list of key personnel including an listing of the person’s knowledge, ability or trade along with a brief description of their experience. If Bidder is awarded the Contract, it is understood that the work will be directed and actively supervised by one of these persons.
List of Personnel Knowledge/Skills Experience
Bryan Hage Owner-NASSCO CCTV Inspection 8 years/ Vacuum Trucks & pipe cleaning 15 years
Dan Whitman-Operations Manager-NASSCO CCTV Inspection 8 years/ Vacuum Trucks & pipe cleaning 10 years Mark George Field Supervisor-NASSCO CCTV Inspections and Vaccum Trucks & pipe cleaning 6 years
Kyle Neal Quality Control Manager-CCTV Deliverables & Work Flow Management 5 years Bid Proposal 2026 Sewer System CCTV Inspection Project Page P-10 Project No. C1736
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June 08, 2026 Packet Pg. 166
BIDDER’S REFERENCE
The Bidder shail list below at least five (5) projects completed in the last five (5) years of similar size and complexity that indicate the Bidder's experience as a Contractor capable of performing a large scale sewer cleaning and inspection project. Each project shall have included cleaning and inspection of a minimum of 150,000 linear feet of sewer cleaning and inspection using the National Association of Sewer Service Companies’ (NASSCO) guidelines and standards. Failure to provide this information with the Bid shall render the Bid non-responsive and shall be the basis for rejection of the Bid.
List five (5) major projects which the Bidder has performed comparable work within the last five (5) years. Provide a contact person and description of the project, or other such information that will
demonstrate the ability to vigorously prosecute the work.
Wastewater Collection System | Phase 1 2024 1. Phase 1&2 City of Shasta Lake Ca Phase 2 2025 PROJECT NAME LOCATION YEAR COMPLETED Will Bond Engineer 530-515-9658 $796,593.00 AGENCY CONTACT PERSON TELEPHONE NO. FINAL CONSTRUCTION COST NASSCO Inspections and cleaning-Sewer
BRIEF DESCRIPTION OF THE WORK AND/OR MANNER OF EXECUTION 270,000’ mainline cleaning and NASSCO Inspection
710 Level 1 manhole inspections
Self Performed Traffic Control
2. City of Fortuna Sanatary Sewer CCTV Project City of Fortuna Ca 2025
PROJECT NAME LOCATION YEAR COMPLETED
Jason Johnson Utilities Superintendent 707-725-1478 $710,212.00 AGENCY CONTACT PERSON TELEPHONE NO. FINAL CONSTRUCTION COST NASSCO Inspections and cleaning-Sewer
BRIEF DESCRIPTION OF THE WORK AND/OR MANNER OF EXECUTION 198,000’ mainline cleaning and NASSCO Inspections
856 Level 1 manhole inspections
Self Performed Traffic Control
3. Sanitary Sewer Inspection Project 2023 City of Eureka Ca 2024
PROJECT NAME LOCATION YEAR COMPLETED
Maggie Martinez -Jensen Public Works Dept 707-441-4180 $1,212,000.00 AGENCY CONTACT PERSON TELEPHONE NO. FINAL CONSTRUCTION COST NASSCO Inspections and cleaning-Sewer
BRIEF DESCRIPTION OF THE WORK AND/OR MANNER OF EXECUTION
230,000' mainline cleaning and NASSCO Inspections
2500 lateral inspections, Smoke Testing, Self Performed Traffic Control Bid Proposal 2026 Sewer System CCTV Inspection Project Page P-11
Project No. C1736
9.k
June 08, 2026 Packet Pg. 167
4. PG&E Crossbore CCTV Projects Northern CA-Bay Area 2018-Current PROJECT NAME LOCATION YEAR COMPLETED Adones Era 925-494-4193 Dayna Heberlein 925-719-4296 _ Varies-$2,000,000.00 Plus Annualy AGENCY CONTACT PERSON TELEPHONE NO. FINAL CONSTRUCTION COST Vendor
BRIEF
for
DESCRIPTION
CCTV work
OF THE WORK AND/OR MANNER OF EXECUTION
75-100 Annual Projects/Tasks 400,000’ +/- Annually
CCTV Inspections of mainline, laterals, stormlines. Pre and Post construction inspections for asset locating and cross bore inspections.
On-Call cleaning. Self Preformed Traffic Control. GIS
Mapping
5. San Rafael Sanatation
District CCTV Project San Rafael CA 2026
PROJECT NAME LOCATION YEAR COMPLETED
Philip Buckley Engineer 415-458-5369 $459.976.00
AGENCY CONTACT PERSON TELEPHONE NO. FINAL CONSTRUCTION COST NASSCO Inspections and cleaning-Sewer
BRIEF DESCRIPTION OF THE WORK AND/OR MANNER OF EXECUTION 83,500! mainline cleaning and NASSCO inspections
Heavy Cleaning
Self Performed Traffic Control
Bid Proposal 2026 Sewer System CCTV Inspectian Project
Page P-12 Project No. C1736
9.k
June 08, 2026 Packet Pg. 168
SIGNATURE PAGES
The terms and conditions of the final contract when executed shall control and supersede anything herein to the contrary or inconsistent with such contract.
The bidder has inspected the site of the proposed work in order to satisfy the bidder, by personal examination, or by such other means as the bidder prefers, of the location of the proposed work and as to the actual conditions of and at the work site. The bidder hereby offers to furnish all labor, materials, equipment, transportation, and services necessary to complete the work on this project in accordance with the Contract Documents and to complete all requirements of the Contract Documents for the sums quoted in this Bid.
Addenda:
(if any) bidder has received and examined all addenda issued during the bid period and agrees that all addenda shall be made a part of the Contract Documents. The bidder acknowledges receipt and incorporation of all impacts resulting from all addenda issued by inserting the number of each addendum below OR by signing and submitting with the bid proposal the signature page from each addendum.
Addendum Nos. \ ’ : , , 1 , '
Bidder’s Guarantee: In accordance with Public Contract Code Section 20170, accompanying this Bid is Bid Bond {insert the word “Cash”, “Cashier's Check’, “Certified Check” or “Bidder’s Bond” as the case may be) made payable to the City of San Carlos in the amount of Sixty thousand dollars ($_ $60,000.00 ) equal to at least ten percent (10%) of the total amount of this bid. This amount is given as a guarantee that, in case the undersigned defaults in executing a contract and/or fumishing the necessary bonds after contract award, the said guarantee and the money payable thereon shall become and remain the property of the City as liquidated damages.
Company Profile:
The names of all persons interested in the foregoing bid as principals are as follows: (Note: If bidder or other interested person is a corporation, state the legal name of corporation, also names of the president, secretary, treasurer and manager thereof, if partnership, state true name of firm, also names of all individual partners composing firm; if bidder or other interested person is an individual, state first and last name in full).
Firm Name:
APS Environmental Inc
Business Address:
6643 32nd Street Suite 101 North Highlands Ca 95660
Names and Titles of Company Officers:
4,
APS Environmental Inc Bryan Hage Owner
2. Eleshia Hall General Manager
3. 4.
Bid Proposal 2026 Sewer System CCTV Inspection Project
Page P-13 Project No. C1736
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June 08, 2026 Packet Pg. 169
Proposal Execution:
IN WITNESS WHEREOF, the undersigned, as bidder, represent and warrant that they have the right, power, legal capacity and authority to enter into and execute this document on behalf of the Bidder, and have executed this document by setting hereto their names, titles, and signatures. The representations made herein, including but not limited to the above contractor's license, expiration date and name of bidder, are true and correct, shall be complied with and are made under penalty of perjury.
IF SOLE OWNER, sign here:
I sign as sole owner of the business named above.
IF PARTNERSHIP,
Social
Employer
Security
Identification
sign
Number:
here:
Number:
The undersigned certify that we are partners in the business named above and that we sign this
contract proposal with full authority to do so. (one or more partners sign) State
Federal
Tax
Tax
Identification
Identification
No.:
No.
(EIN):
IF CORPORATION, execute here:
The undersigned certify that they sign this contract proposal with full and proper authorization to do so.
APS Environmental Inc
Corporatg name
(Title) Business Development Manager
fen Hunt By (Title)
Incorporated under the laws of the State of California
State
Federal
Tax
Tax
identification
Identification
No.:
No. (EIN):
Subscribed and sworn to before me, a Notary Public in and for the State of California, County of DS Aer arrecto wthis 24 dayor_ Aer | 2026
Signature of Notary Public: —\— Wee
NICOLE IVEZICH
I J
issit i a 6 My Commission expires {Ph 202 ad Negi at t
Bid Proposal 2 RAND Ger, 10, 2028
Oa 2028 Sa SR eepeCTONT PTC
Page P-14 "Project No. C1736
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BIDDER'S BOND Bond: BB2027299
To Accompany Contract Proposal
KNOW ALL PERSONS BY THESE PRESENTS:
That we, the undersigned APS Environmental, Inc. _ as principal and American Contractors Indemnity Company _as surety, are held and firmly bound unto the City of San Carlos as OWNER in the penal sum of TEN PERCENT (10%) of the total amount of the bid of the principal, for the payment of which, well and truly to be made, we hereby jointly and severally bind ourselves, successors and assigns.
Penal sum not to exceed Sixty Thousand & 00/100 ($60,000.00) Dollars.
The condition of the above obligation is such that whereas the Principal has submitted to OWNER a certain BID attached hereto and hereby made a part hereof to enter into a contract in writing, for the 2026 Sewer System CCTV Inspection Project, No. C1736.
NOW, THEREFORE
(a) If said BID shall be rejected, or
(b) If said BID shall be accepted and the Principal shall execute and deliver a contract in the Form of Contract attached hereto (properly completed in accordance with said BIDS including all required bonds for faithful performance and. labor and material, as well as all required evidence of insurance) then this obligation shall be void, otherwise the same shall temain in force and effect.
In the event the City brings suit upon this Bond, surety shall pay reasonable attorney's fees and costs incurred by the City in such suit.
The Surety, for value received, stipulates and agrees that the obligations of said Surety and its BOND shall be in no way impaired or affected by any extension of the time within which the City of San Carlos may accept such BID; and said Surety does hereby waive notice of any such extension.
IN WITNESS WHEREOF, the Principal and the Surety have hereunto set their hands and seals, and such of them as are corporations have caused their corporate seals to be hereto affixed and these presents to be signed by their proper officers, this day and year first set forth. by Went Aas Laws) ae. fo
(Principal) (Seal) (Surety) (Seal)
Eric J. Fedors, Attorney-in-Fact
Subscribed and sworn to before me, a Notary Public in and for the State of California, County of < actvawmertd | this lo dayof_ (Vg) 202.
My Commission expires_\O | {0 , 202 WY
IMPORTANT: Surety companies executing BONDS must be authorized to transact Surety insurance in the State of California Sf Contractor is Partnership, all partners should execute BOND.
NICOLE IVEZICH
Comm. # 2420436
NOTARY PUBLIC - CALIFORNIA SACRAMENTO COUNTY
Bid Proposat 2026 Sewer System CCTV inspection Project
Page P-15 Project Ne. C1736
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June 08, 2026 Packet Pg. 171
CALIFORNIA ALL-PURPOSE ACKNOWLEDGMENT
A notary public or other officer completing this certificate verifies only the identity of the individual who signed the document to which this certificate is attached, and not the truthfulness, accuracy, or validity of that document.
STATE OF CALIFORNIA
COUNTY OF _ SACRAMENTO }
on 4 [Sof before me , NHUNG H. SAEPHAN Notary Public,
Date (here insert name )
personally appeared Eric J. Fedors ,
RIK HIRI ER RIKI I RII RII III IIA IIS ISIS AAI,
y
who proved to me on the basis of satisfactory evidence to be the person(s) whose name(s) is/are subscribed to the within instrument and acknowledged to me that he/she/they executed the same in his/herAheir authorized capacity(ies), and that by his/her/their signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) acted, executed the instrument. | certify under PENALTY OF PERJURY under the laws of the State of California that the foregoing paragraph is true and correct.
WITNESS my hand and official seal. NHUNG H. SAEPHAN2 COMM. # 2480676 je) NOTARY PUBLIC ~ CALIFORNIA ® "8 SACRAMENTO COUNTY ()
J Soa COMM. EXPIRES JAN. 30, 20287
Signature (Seal)
OPTIONAL INFORMATION
Description of Attached Document
Title or Type of Document: Number of Pages:
Document Date: Other:
|
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June 08, 2026 Packet Pg. 172
& “w) TOKIOMARINE
POWER OF ATTORNEY
KNOW ALL MEN BY THESE PRESENTS:
That American Contractors Indemnity Company of the State of California, a California corporation, does hereby appoint,
ERIC J FEDORS
its true and lawful Attorney-in-Fact, with full power and authority hereby conferred in its name, place and stead, to execute, acknowledge and deliver any and all bonds, recognizances, undertakings or other instruments or contracts of suretyship to include riders, amendments, and consents of surety regarding bond number BB2027299 , providing the bond penalty does not exceed Three million and 00/100 Dollars (__$3,000,000.00 __).
This Power of Attorney is granted and is signed and sealed by facsimile under and by the authority of the following resolutions adopted by the Board of Directors of AMERICAN CONTRACTORS INDEMNITY COMPANY at a meeting duly called and held on the 1* day of September, 2011.
“Be it Resolved, that the President, any Vice-President, any Assistant Vice-President, any Secretary or any Assistant Secretary shall be and is hereby vested with full power and authority to appoint any one or more suitable persons as Attorney(s)-in-Fact to represent and act for and on behalf of the Company subject to the following provisions:
Attorney-in-Fact may be given full power and authority for and in the name of and on behalf of the Company, to execute, acknowledge and deliver, any and all bonds, recognizances, contracts, agreements or indemnity and other conditional or obligatory undertakings, including any and all consents for the release of retained percentages and/or final estimates on engineering and construction contracts, and any and all notices and documents canceling or terminating the Company's liability thereunder, and any such instruments so executed by any such Attorney-in-Fact shall be binding upon the Company as if signed by the President and sealed and effected by the Corporate Secretary.
Be it Resolved, that the signature of any authorized officer and seal of the Company heretofore or hereafter affixed to any power of attorney or any certificate relating thereto by facsimile, and any power of attorney or certificate bearing facsimile signature or facsimile seal shall be valid and binding upon the Company with respect to any bond or undertaking to which it is attached.” The Attorney-in-Fact named above may be an agent or a broker of the Company. The granting of this Power of Attorney is specific to this bond and does not indicate whether the Attorney-in-Fact is or is not an appointed agent of the Company.
IN WITNESS WHEREOF, American Contractors ae Gampany has caused its seal to be affixed hereto and executed by its President on this 20 day of November, 2024.
~ A Notary Public or other officer completing this certificate Peilfies Ny the identity of the individual who signed the document to which this certificate is attached, and not the truthfulness, accuracy, or validity of that document.
State of California
County of Los Angeles
On this 20" day of November, 2024, before me, D. Littlefield, a notary public, personally appeared Adam S. Pessin, President of American Contractors Indemnity Company, who proved to me on the basis of satisfactory evidence, to be the person whose name is subscribed to the within instrument and acknowledged to me that he executed the same in his authorized capacity, and that by his signature on the instrument the person, or the entity upon behalf of which the person acted, executed the instrument. | certify under PENALTY OF PERJURY under the laws of the State of CALIFORNIA that the foregoing paragraph is true and correct.
WITNESS my hand and official seal. 3 2 eee f
Los angeles Cony conmiaion #274870 (seal)
I, Kio Lo, Assistant Secretary of Anterican Contractors Indemnity Company, do hereby certify that the Power of Attorney and the resolution adopted by the Board of Directors of said Company as set forth above, are true and correct transcripts thereof and that neither the said Power of Attorney nor the resolution have been revoked and they are now in full force and effect.
Signature
IN WITNESS WHEREOF, | have hereunto set my hand and affixed the seals of saj
aMpanies at Los Angeles, California this
S,
30th day of. April , 2026 .
Bond No. BB2027299
Agency No. 14434
ecretary
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June 08, 2026 Packet Pg. 173
600 ELM STREET
SAN CARLOS, CA 94070
(650) 802-4200
CITY OFSANCARLOS.ORG
CITY OF SAN CARLOS
PUBLIC WORKS DEPARTMENT
2026 SEWER SYSTEM CCTV INSPECTION PROJECT (C1736)
ADDENDUM NO. 1
May 5, 2026
TO: ALL PLANHOLDERS
This Addendum amends the Contract Documents for the above referenced project. The unaltered portions of the Contract Documents shall remain in effect. Please acknowledge receipt of this Addendum and return a signed copy with your bid proposal. The updates and changes are as follows:
1. The bid opening scheduled for Thursday, May 7, at 10:30 a.m. has been rescheduled to Tuesday, May 12, at 9:30 a.m. due to changes in the project specifications. Sealed bid proposals shall be received in hand by the City Clerk on or before the new bid opening time.
2. See attached Addendum No. 1. This addendum is being issued to revise the
Specifications and respond to bidder questions.
ADDENDUM ACKNOWLEDGMENT
Bidder acknowledges receipt of this addendum, which shall be attached to the Proposal.
NPS EysntoImornar. NAME OF COMPANY
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