City of San Juan Bautista
The “City of History” www.san-juan-bautista.ca.us
CITY COUNCIL
REGULAR MEETING
TUESDAY, OCTOBER 20, 2026, 6:00 P.M.
HYBRID MEETING
City Hall, Council Chambers
311 Second Street, San Juan Bautista, California
AGENDA
ZOOM WEBINAR PARTICIPATION
The meeting can also be accessed by the public in the following ways: via Zoom (https://zoom.us/join) per the instructions below, and on Facebook.
Please note: If all Council Members are present in person, public participation via Zoom or Facebook viewing is for convenience only and is not required by law. If the Zoom or Facebook feed is lost for any reason, the meeting may be paused while a fix is attempted, but the meeting may continue at the discretion of the presiding officer.
JOIN ZOOM WEBINAR TO PARTICIPATE LIVE
https://us02web.zoom.us/j/88373320235
To participate telephonically:
call 1 (669) 900-6833
Webinar ID: 883 7332 0235
1. CALL TO ORDER
A. Pledge of Allegiance
B. Roll Call
2. CLOSED SESSION 5:30 P.M. – 6:00 P.M.
Receive public communication from the audience on Closed Session items. The City Council will recess to closed session pursuant to:
a. Conference with Legal Counsel—Existing Litigation – Orozco v. City of San Juan Bautista et al. (California Government Code section 54956.9(d)(1))
3. PROCLAMATION / COMMENDATION
A. Binational Health Week, October 2026
B. National Philanthropy Day, November 19, 2026
C. Hispanic Heritage Month, September 15 – October 15, 2026 Page | 2 City Council October 20, 2026
4. PRESENTATION
A. Abbe Park Public Improvements – Project Update
Received update from Dan Paolini, Building Official
5. PUBLIC COMMENT
Public comments are generally limited to three minutes per speaker on items that are not on the agenda and are under the City’s subject matter jurisdiction. The Mayor may further limit the time for public comments depending on the agenda schedule.
6. PUBLIC HEARING
A. Introduce an Ordinance Amending Chapter 11 of the San Juan Bautista Municipal Code pertaining to the Accessory Dwelling Unit (ADU) and Junior Accessory Dwelling Unit (JADU)
Continued to the City Council meeting of November 17, 2026.
7. CONSENT
All matters listed under the San Juan Bautista City Council Consent Agenda may be enacted by one motion unless a member of the City Council or the public requests a separate vote.
A. Approve the Affidavit of Posting Agenda
B. Waive Reading of Resolutions and Ordinances on the Agenda Beyond Title C. Treasurer’s Report and Monthly Financial Statements
Recommendation: Accept the August 2026 financial report.
D. Award of Contract for State Route 156 at the Alameda Eastbound Right-Hand Lane Improvements Project
Recommendation: Approve the Plans and Specifications for the State Route 156 at The Alameda Eastbound Right-Turn Lane Improvements Project; approve the RESOLUTION awarding the construction contract to JMS Cement Contractors, Inc. in the amount of $935,578.09; approve the Professional Services Agreement with BKF Engineers in an amount not to exceed $118,758.00; approve a construction contingency of $46,779.00; and authorize the City Manager to execute all necessary agreements and related documents, subject to approval as to form by the City Attorney.
E. Street Closure for 2027 Arts and Crafts Festival
Recommendation: Approve a RESOLUTION authorizing street closure for the Arts & Crafts Festival, to be held March 20-21, 2027, as depicted in Exhibit A.
F. Amended City Sponsored Events Policy
Recommendation: Approve an amended Resolution updating the established standardized Policy for City-Sponsored Events, providing clear eligibility criteria, application requirements, City support guidelines, accountability measures to ensure alignment with community goals, and budget guidelines.
G. Request for Proposals for On-Call Building Services and Consulting Services and Approval of Professional Services Agreement (Form)
Recommendation: Approve a RESOLUTION authorizing the City Manager to issue a Request for Proposals (RFP) for On-Call Building Services and Consulting Services and approving the form of the Professional Services Agreement for use in negotiations with the selected consultant.
Page | 3 City Council October 20, 2026
H. Public Safety Update
Recommendation: Receive the September 2026 Public Safety Statistics Report.
I. Public Works, Library and Recreation Department Update Recommendation: Receive the September 2026 Public Works, Library, and Recreation update.
J. Community Development Department Update
Recommendation: Receive an update on the Community Development Department for September 2026 K. Minutes
Recommendation: Approve the Regular Meeting Minutes of September 15, 2026.
8. ACTION
A. Proclamation of a Local Emergency Related to the Developing 2026-27 El Niño Event Recommendation: Approve a RESOLUTION proclaiming a local emergency related to the developing 2026-27 El Niño event; authorizing emergency preparedness, response, and recovery activities; and providing for periodic review by the City Council in accordance with California Government Code Section 8630.
B. Authorization of Funding and Emergency Restoration of Municipal Well No. 5 Recommendation: Approve a RESOLUTION authorizing an expenditure not to exceed $111,656.88 for the rehabilitation of municipal Well No. 5 and replacement of its pump, motor, and associated equipment; authorizing the City Manager to execute necessary agreements subject to City Attorney review; and, if supported by the evidence and findings at the meeting, approving emergency procurement pursuant to Public Contract Code section 22050.
9. ADMINISTRATIVE REPORT
A. Discuss and Provide Direction on the Proposed Chapter 9-5 Mobile Food Facilities and Sidewalk Vending Ordinance
Recommendation: Review and discuss the proposed Chapter 9-5 Mobile Food Facilities and Sidewalk Vending Ordinance and provide staff direction on policy and drafting revisions identified by the City Council at its June 16, 2026, meeting.
10. INFORMATIONAL ITEMS AND REPORTS
A. Reports from City Council Representatives to Regional Organizations and Committees B. City Council Announcements
This is an opportunity for the Council to share the community calendar and announce upcoming dates of interest to the public.
11. ADJOURNMENT
________________________
Elizabeth Soto, City Clerk
AGENDA MATERIAL / ADDENDUM
Any addenda will be posted not later than 72 hours before regular meetings or 24 hours before special meetings unless otherwise allowed under the Brown Act. City Council reports may be viewed at the City of San Juan Bautista City Hall Page | 4 City Council October 20, 2026
at 311 Second Street, San Juan Bautista, and are posted on the City website www.san-juanbautistaca.gov subject to Staff’s ability to post the documents before the meeting, or City Clerk Elizabeth Soto at [email protected] or calling (831) 623-4661 during normal business hours.
In compliance with the Americans with Disabilities Act and Govt. Code 54953(a), the City will make reasonable arrangements to ensure accessibility to this meeting. If you need special assistance to participate in this meeting, please contact the City Clerk at least 48 hours prior to the meeting at (831) 623-4661 or (831) 453-8992.
If you challenge any planning or land use decision made at this meeting in court, you may be limited to raising only those issues you or someone else raised at the public hearing held at this meeting, or in written correspondence delivered to the City Council at, or prior to, the public hearing. Please take notice that the time within which to seek judicial review of any final administrative determination reached at this meeting is governed by Section 1094.6 of the California Code of Civil Procedure.
A Closed Session may be called during this meeting pursuant to Government Code §54956.9 (d)(2) if a point has been reached where, in the opinion of the legislative body of the City on the advice of its legal counsel, based on existing facts and circumstances, there is a significant exposure to litigation against the City.
PUBLIC COMMENT PROCEDURES
If you wish to make a public comment and are attending in person, please fill out a speaker card. If you are attending via Zoom, join the Zoom Webinar and use the "Raise Hand," or, if joining by telephone, press *9 on your telephone keypad.
SUBMISSION OF PUBLIC COMMENTS
Written comments may be submitted via mail to the City Clerk at City Hall (P.O. Box 1420, San Juan Bautista, CA 95045) or emailed to [email protected] no later than 3:00 p.m. on the day of the meeting. Written comments will be read into the record provided that the reading does not exceed three (3) minutes.
PUBLIC NOTIFICATION
This agenda was posted on Thursday, October 15, 2026, on the bulletin board at City Hall, 311 Second Street; the bulletin board at the City Library, 801 Second Street; the bulletin board at the entrance to the United States Post Office, 301 The Alameda; and the City’s website. Meetings are streamed live on YouTube at https://www.youtube.com/@cityofsanjuanbautista4658.
San Juan Bautista
California
~ Binational Health Week, October 2026 ~
26th Anniversary
WHEREAS, the Secretariats of Health and Foreign Affairs of Mexico; the Ministries of Foreign Affairs of Guatemala, Honduras, Colombia, and Peru; the United States–Mexico Border Health Commission; and the Health Initiative of the Americas at the University of California, Berkeley School of Public Health have collaborated to improve access to health services for underserved Latino communities in the United States; and WHEREAS, since its establishment in 2001, Binational Health Week has brought together government agencies, health professionals, community organizations, and volunteers to provide health education, preventive services, and referrals, with October 2026 marking its 26th annual observance; and
WHEREAS, the 2026 theme, “Wherever you are, your health unites us,” reflects a shared commitment to promoting health across borders and ensuring that individuals and families can access care wherever they call home; and
WHEREAS, San Benito Health Foundation has demonstrated longstanding leadership in providing comprehensive, culturally and linguistically appropriate health services to farmworkers, immigrant families, and underserved rural communities throughout San Benito County and surrounding areas; and
WHEREAS, the dedicated team at San Benito Health Foundation, together with its community partners and volunteers, supports annual Binational Health Week activities and provides preventive care, oral health, behavioral health, and chronic disease management services that reduce health disparities and strengthen the well-being of our communities.
NOW, THEREFORE, I, Mayor Jordan, on behalf of the San Juan Bautista City Council, proclaim the month of October 2026 as “The XXVI Annual Binational Health Week” and commend the San Benito Health Foundation for its continued commitment to expanding access to care and building healthier communities.
Dated 20th day of October 2026.
___________________________
Leslie Q. Jordan, Mayor
San Juan Bautista
California
~ National Philanthropy Day, November 19, 2026 ~
WHEREAS, National Philanthropy Day honors individuals and organizations who generously give their time, talents, and resources to improve the lives of others and make their communities better places to live; and
WHEREAS, the City of San Juan Bautista recognizes philanthropy as an expression of our community’s spirit of generosity, compassion, and service, bringing people together to meet local needs and strengthen our shared future; and
WHEREAS, the contributions of volunteers, donors, businesses, and nonprofit organizations provide essential support to our communities and inspire others to give, serve, and care for their neighbors; and
WHEREAS, the Community Foundation of San Benito County brings our region together to celebrate the power of giving and recognize those whose dedication and generosity make a lasting difference; and
WHEREAS, the City of San Juan Bautista is proud to join the Community Foundation of San Benito County in recognizing a member of our community whose generosity and dedication to serving others embody the spirit of philanthropy and inspire others to give back.
NOW, THEREFORE, I, Mayor Leslie Q. Jordan, on behalf of the San Juan Bautista City Council, do hereby proclaim November 19, 2026, as
NATIONAL PHILANTHROPY DAY
and encourage all residents to recognize the contributions of our philanthropic community, celebrate those who generously serve others, and support charitable efforts that strengthen our community.
Dated this 20th day of October 2026
________________________
Leslie Q. Jordan, Mayor
San Juan Bautista
California
~ Hispanic Heritage Month, 2026 ~
WHEREAS, Hispanic Heritage Month celebrates the histories, cultures, and contributions of Hispanic and Latino Americans whose heritage, achievements, and service have helped shape our nation; and
WHEREAS, the City of San Juan Bautista honors the Hispanic and Latino heritage woven into our community’s history, cultural traditions, and identity, and recognizes the generations of families who continue to enrich our city; and WHEREAS, Hispanic and Latino community members contribute to the vitality of San Juan Bautista through their work in agriculture, business, education, public service, the arts, and countless other endeavors; and
WHEREAS, the 2026 theme, “Unidos, Somos Más,” meaning “Together, We Are More,” celebrates the strength found in unity, shared values, resilience, and the collective contributions of Hispanic and Latino Americans; and
WHEREAS, this observance provides an opportunity to learn from one another, celebrate our community’s diverse heritage, and strengthen our commitment to respect, inclusion, and opportunity for all.
NOW, THEREFORE, I, Mayor Leslie Q. Jordan, on behalf of the San Juan Bautista City Council, do hereby proclaim September 15 through October 15, 2026, as
HISPANIC HERITAGE MONTH
in the City of San Juan Bautista and encourage all residents to celebrate the cultures, achievements, and contributions of Hispanic and Latino Americans and join in honoring the heritage that continues to shape and strengthen our community.
Dated 20th day of October 2026.
________________________
Leslie Q. Jordan, Mayor
Item No.:4.A
City Council Meeting
October 20, 2026
Page | 1
CITY OF SAN JUAN BAUTISTA
CITY COUNCIL STAFF REPORT
DATE: OCTOBER 20, 2026
DEPARTMENT: COMMUNITY DEVELOPMENT
FROM: ASHLEY COLLICK, CITY MANAGER
BY: DAN PAOLINI, BUILDING OFFICIAL
TITLE: ABBE PARK PUBLIC IMPROVEMENTS
RECOMMENDED MOTION:
Receive an informational presentation regarding ongoing facility repairs and roofing improvements at Abbe Park. No City Council action is requested.
EXECUTIVE SUMMARY:
The City of San Juan Bautista is undertaking necessary maintenance and repairs to several existing facilities at Abbe Park Ball Field, including the public restrooms, dugouts, announcer's booth, and snack shack.
Inspections identified deteriorated roofing materials and structural components affected by termite damage and prolonged weather exposure. These conditions require repairs to preserve the facilities, prevent additional deterioration, and maintain their continued use.
Following an evaluation of available repair options, City staff determined that the work could be performed more cost-effectively in-house through the Public Works Department, with technical assistance from the Building Department.
The purpose of this report is to provide the City Council and community with an update on the project, including work completed, anticipated improvements, and associated costs.
BACKGROUND:
In March 2026, the City obtained a proposal from Alta-Cal Roofing for replacement of roofing systems at several Abbe Park facilities. The proposal included roofing materials and installation labor but excluded certain structural repairs associated with deteriorated or damaged wood components.
Item No.:4.A
City Council Meeting
October 20, 2026
Page | 2
After reviewing the proposal and evaluating the condition of the facilities, Public Works and Building Department staff determined that completing the necessary improvements using existing City personnel would provide a more cost-effective approach.
The City subsequently initiated repairs, beginning with the public restroom building..
DISCUSSION:
The existing roofing systems and supporting structural components at several Abbe Park facilities have deteriorated due to age, termite damage, and prolonged exposure to the elements.
Addressing these conditions is important to prevent additional damage and protect the City's existing public facilities, particularly in advance of the upcoming rainy season.
Public Works staff have initiated repairs to the restroom facility, including removal of deteriorated roofing materials, roof substrate, and damaged framing components.
The project will continue in phases, with work prioritized based on facility conditions, available staffing, material needs, and weather considerations.
Performing the work in-house allows the City to utilize existing personnel, manage material purchases directly, and reduce the need for outside contractor expenditures.
Project implementation and associated purchases are being administered through existing City procedures and within the City Manager's delegated authority, subject to available appropriations and applicable purchasing requirements.
CEQA CONSIDERATION:
The Community Development Department has reviewed the proposed repairs and determined that the project is categorically exempt from the California Environmental Quality Act pursuant to CEQA Guidelines Section 15301(d), which applies to the restoration or rehabilitation of deteriorated or damaged existing facilities.
The Department has further determined that none of the exceptions identified in CEQA Guidelines Section 15300.2 applies.
STRATEGIC PLAN INITIATIVE:
Infrastructure Investment and Modernization; and
Transparent and Responsive Government
DEPARTMENTAL COORDINATION:
The Public Works Department is responsible for implementing the improvements using City personnel and procuring necessary materials in accordance with established purchasing procedures.
Item No.:4.A
City Council Meeting
October 20, 2026
Page | 3
The Building Department is providing technical assistance and coordination regarding the condition of the facilities and necessary repairs.
FISCAL AND SUSTAINABILITY IMPACT:
To date, the City has incurred $1,705.83 in material expenses associated with the restroom repairs. Additional roofing materials for this phase are estimated at approximately $1,000 to $1,200.
The use of existing Public Works personnel is expected to reduce the need for contracted labor.
Staff will continue to track material expenditures and employee labor associated with the improvements.
Funding will be provided through available and appropriately authorized City budget appropriations. Staff will confirm the applicable project funding and budget classification prior to charging additional expenditures.
The project is being administered within the City Manager's delegated purchasing and signing authority. No additional expenditure authorization is requested from the City Council as part of this informational presentation.
CONCLUSION:
The City is proceeding with necessary maintenance and roofing improvements at Abbe Park through its Public Works Department.
This approach is intended to address deteriorating facility conditions, protect existing public assets, and manage repair costs responsibly.
Staff will provide additional updates as appropriate.
Item: 7A
City Council Meeting
October 20, 2026
AFFIDAVIT OF POSTING
I, Elizabeth Soto, Do Now Declare, under the Penalties of perjury, that I am the City Clerk / Administrative Services Director in the City of San Juan Bautista and that I Posted Three (3) True Copies of the attached City Council Agenda. I Further Declare That I Posted Said Agenda on the 15th day of October 2026 and in the Following Locations in the City of San Juan Bautista, County of San Benito, California.
1. On The Bulletin Board at City Hall, 311 Second Street.
2. On The Bulletin Board at The City Library, 801 Second Street.
3. On The Bulletin Board at The Entrance to The United States Post Office, 301 The Alameda
Signed at San Juan Bautista, County of San Benito, California, on the 15th day of October 2026.
____________________________________________
Elizabeth Soto, CMC, CPMC
City Clerk / Administrative Services Director
Item: 7. B
City Council Meeting
October 20, 2026
WAIVER OF READING
OF ORDINANCES
State law requires that an ordinance be read in its entirety prior to adoption unless the City Council waives reading beyond the title. Reading an entire ordinance at the meeting is extremely time-consuming; reading of the title alone usually gives the audience sufficient understanding of what the Council is considering.
To ensure that this waiver is consistently approved by the Council, Council should make the waiver at each meeting, thus, you should do it at this point on the Consent Agenda. The Council then does not have to worry about making this motion when each ordinance comes up on the agenda.
GC36934
City of San Juan Bautista
Revenues ~ Budget Vs. Actual
For the Two Month Period Ended August 31, 2026
Item #7.C
City Council Meeting
October 20, 2026
REVENUES FY26 FY27 Annual YTD
Fund Actuals Actuals Budget Difference 17% Notes
General Fund 476,055 448,946 2,581,790 (2,132,844) 17%
Special Revenue Funds:
Capital Projects Fund 164,351 19,409 3,010,168 (2,990,759) 1% Community Development 4,281 89,732 156,150 (66,418) 57% COPS 16,666 16,666 100,000 (83,334) 17%
Parking & Restroom Fd 6,124 4,904 28,000 (23,096) 18%
Gas Tax Fund 11,464 15,205 122,750 (107,545) 12%
Valle Vista LLD 6,786 6,786 40,716 (33,930) 17%
Rancho Vista CFD 11,674 11,674 70,043 (58,369) 17%
Copperleaf CFD 5,179 5,179 31,071 (25,893) 17%
Internal Service Funds:
Blg Rehab. & Replace 6,333 6,333 38,000 (31,667) 17%
Vehicle Replacement 10,000 10,000 60,000 (50,000) 17%
Enterprise Funds:
Water
Operations 346,534 342,800 1,845,000 (1,502,200) 19%
Sewer
Operations 357,520 358,764 2,095,000 (1,736,236) 17%
TOTAL Funds 1,422,967 1,336,398 10,178,688 (8,842,290) 13% City of San Juan Bautista
Revenues ~ Budget Vs. Actual
For the Two Month Period Ended August 31, 2026
Item #7.C
City Council Meeting
October 20, 2026
EXPENDITURES FY26 FY27 Annual YTD
Fund Actuals Actuals Budget Variance 17% Note
General Fund 362,879 366,393 3,064,667 (2,698,274) 12%
Special Revenue Funds:
Capital Projects Fund 164,351 19,409 3,010,168 (2,990,759) 1% A Community Development 91,757 144,322 674,354 (530,032) 21% COPS 16,666 16,666 100,000 (83,334) 17%
Gas Tax Fund 1,669 11,876 122,750 (110,874) 10%
Valle Vista LLD 5,528 5,084 49,714 (44,630) 10%
Rancho Vista CFD 5,215 5,861 58,352 (52,491) 10%
Copperleaf CFD 3,989 4,510 37,086 (32,576) 12%
Development Impact Fee Funds
Public/Civic Facility 450 450 2,700 (2,250) 17%
Library 740 740 4,440 (3,700) 17%
Storm Drain 572 572 3,432 (2,860) 17%
Park In-Lieu 50 50 300 (250) 17%
Public Safety 142 142 852 (710) 17%
Traffic 72 72 432 (360) 17%
Enterprise Funds:
Water:
Operations 108,184 119,077 926,400 (807,323) 13%
Capital 3,315 114,756 1,968,962 (1,854,206) 6% A
Sewer
Operations 222,240 257,628 1,319,897 (1,062,269) 20%
Capital 31,604 2,561 725,298 (722,737) 0% A
TOTAL Funds 1,019,423 1,070,169 12,069,804 (10,999,635) 9% Footnotes:
A ~ Capital fund transfers/costs are budgeted to be incurred by these funds. Since the costs/transfers occur sporadically during the year, they do not always align with the to date percentages, or prior year amounts.
Additionally, some projects have been moved to the next fiscal year.
City of San Juan Bautista
Check/Voucher Register - Check Register Current Month
From 8/1/2026 Through 8/31/2026
1110 - Operating
Acct. 1948
Effective Date Check Number Vendor Name Check Amount
8/14/2026 219435 ACWA Health Benefits Authority 16,519.38 8/14/2026 219436 AFLAC 978.67
8/14/2026 219437 Alain Contreras 809.30
8/14/2026 219438 Alameda Enterprises 41,688.20
8/14/2026 219439 All Clear Water Services 4,100.00
8/14/2026 219440 att.com 67.39
8/14/2026 219441 Brigantino Irrigation, Inc. 45.12
8/14/2026 219442 Canon Financial Services, Inc 661.28
8/14/2026 219443 CIRA - California Intergovernmental Risk 203,466.65 8/14/2026 219444 City of Hollister 93,952.88
8/14/2026 219445 Clark Pest Control 229.00
8/14/2026 Clark Pest Control 499.00
8/14/2026 219446 Cypress Water Services 11,225.00
8/14/2026 219447 Design Line & Granger 819.38
8/14/2026 219448 Elizabeth Soto 1,000.00
8/14/2026 219449 EMC Planning Group Inc. 3,087.31
8/14/2026 219450 FedEx 105.09
8/14/2026 219451 Filomeno Garza. 150.00
8/14/2026 219452 General Code 1,195.00
8/14/2026 219453 Graniterock 137.06
8/14/2026 219454 Hollister Auto Parts, Inc. 434.97
8/14/2026 219455 ICMA Membership Renewals 960.00
8/14/2026 219457 Kennedy, Archer & Giffen 124.00
8/14/2026 Kennedy, Archer & Giffen 248.00
8/14/2026 Kennedy, Archer & Giffen 310.00
8/14/2026 Kennedy, Archer & Giffen 713.00
8/14/2026 Kennedy, Archer & Giffen 465.00
8/14/2026 Kennedy, Archer & Giffen 744.00
8/14/2026 Kennedy, Archer & Giffen 124.00
8/14/2026 Kennedy, Archer & Giffen 310.00
8/14/2026 Kennedy, Archer & Giffen 775.00
8/14/2026 Kennedy, Archer & Giffen 62.00
8/14/2026 Kennedy, Archer & Giffen 155.00
8/14/2026 Kennedy, Archer & Giffen 248.00
City of San Juan Bautista
Check/Voucher Register - Check Register Current Month
From 8/1/2026 Through 8/31/2026
1110 - Operating
Acct. 1948
Effective Date Check Number Vendor Name Check Amount
8/14/2026 Kennedy, Archer & Giffen 961.00
8/14/2026 Kennedy, Archer & Giffen 186.00
8/14/2026 219458 Kiley & Associates, LLC 1,500.00
8/14/2026 219459 Lucas Holding LLC 719.05
8/14/2026 219460 Midwest Tape 89.38
8/14/2026 219461 Miguel Angel Garfias Perez 862.50
8/14/2026
219462 Mission Farm RV Park, Inc. 174.25
8/14/2026 219463 MNS Engineers, Inc. 935.00
8/14/2026 MNS Engineers, Inc. 892.50
8/14/2026 MNS Engineers, Inc. 720.00
8/14/2026 MNS Engineers, Inc. 4,135.00
8/14/2026 MNS Engineers, Inc. 465.00
8/14/2026 MNS Engineers, Inc. 6,288.75
8/14/2026 MNS Engineers, Inc. 27,807.50
8/14/2026 MNS Engineers, Inc. 1,315.00
8/14/2026 219464 Monterey Bay Air Resources Dist. 1,352.65 8/14/2026 219465 Monterey Bay Analytical Services 1,285.00 8/14/2026 219466 P G & E 9,617.83
8/14/2026 219467 Pure Water Bottling Company 109.50
8/14/2026 219468 Reyes Coca-Cola Bottling, LLC 110.00
8/14/2026 219469 Rincon Consultants 8,254.00
8/14/2026 219470 Rivas Quality Painting 735.00
8/14/2026 219471 Rojas Communications Group 1,500.00
8/14/2026 219472 Rx-Tek 1,806.25
8/14/2026 Rx-Tek 125.00
8/14/2026 Rx-Tek 150.00
8/14/2026 Rx-Tek 62.50
8/14/2026 219473 San Benito County Integrated Waste Managm 21,477.98 8/14/2026 219474 Stantec Consulting Services Inc. 26,362.11 8/14/2026 219475 State Compensation Insurance Fund 1,638.33 8/14/2026 219476 Hollister True Value 40.38
8/14/2026 Hollister True Value 161.61
8/14/2026 219477 Wendy L. Cumming, CPA 5,606.25
Report Total 513,854.00
Item No.: 7.D
City Council Meeting
October 20, 2026
Page | 1
CITY OF SAN JUAN BAUTISTA
CITY COUNCIL STAFF REPORT
DATE: OCTOBER 20, 2026
DEPARTMENT: ENGINEERING
FROM: JERRY SANGUINETTI, PUBLIC WORKS
BY: DOUG PIKE, CITY ENGINEER
TITLE: AWARD OF CONTRACT FOR STATE ROUTE 156 AT THE
ALAMEDA EASTBOUND RIGHT-HAND TURN LANE
IMPROVEMENTS PROJECT
RECOMMENDED MOTION:
Approve the Plans and Specifications for the State Route 156 at The Alameda Eastbound RightTurn Lane Improvements Project; approve the resolution awarding the construction contract to JMS Cement Contractors, Inc. in the amount of $935,578.09; approve the Professional Services Agreement with BKF Engineers in an amount not to exceed $118,758.00; approve a construction contingency of $46,779.00; and authorize the City Manager to execute all necessary agreements and related documents, subject to approval as to form by the City Attorney.
RECOMMENDATION:
That the City Council:
1. Approve the State Route 156 at The Alameda Eastbound Right-Hand Turn Lane Improvement Project Plans and Specifications.
2. Adopt the attached resolution awarding the contract for the State Route 156 at The Alameda Eastbound Right-Hand Turn Lane Improvements Project to JMS Cement Contractors, Inc., the lowest responsible bidder, in the amount of $935,578.09;
3. Approve a Professional Services Agreement with BKF for construction management, inspection services, and construction support services in an amount not to exceed $118,758.00;
4. Approve construction contingency in the amount of $46,779.00 and authorize the City Manager to approve contract change orders and other construction-related contingencies within the approved contingency amount; and
5. Authorize the City Manager to execute the agreements and any necessary documents consistent with the approved scope of services and project budget.
Item No.: 7.D
City Council Meeting
October 20, 2026
Page | 2
BACKGROUND INFORMATION:
Project Description
The eastbound right-hand turn lane at State Route 156 and The Alameda is a public roadway improvement required as part of the approved Alameda Gas Station development. Because the improvement is located within State highway right-of-way, the project was designed in coordination with Caltrans District 5 and will be constructed under a Caltrans Encroachment Permit. The City will administer the construction contract, with Caltrans providing oversight for work performed within the State highway system.
Also, as part of this project, the retaining wall has already been completed and was accepted by the City Council on September 15, 2026, with a construction cost for $41,041. BKF's associated construction management and inspection cost is $8,234.00.
The project is anticipated to require 60 working days following issuance of the City’s Full Notice to Proceed. Because of the long lead time for the traffic signal pole and required soil testing, the City anticipates issuing a Limited Notice to Proceed shortly after project award to allow the contractor to begin procurement and other preparatory activities.
The Full Notice to Proceed is anticipated to be issued by the end of March 2027. Based on a 60- working-day construction duration, completion is anticipated by June 2027, subject to weather, unforeseen conditions, material availability, and other factors affecting the construction schedule. The City Council is expected to accept the work in July 2027.
DISCUSSION:
Advertising-Bid Process and Results
The project was advertised for competitive bids, and the City issued an Invitation to Bid on August 11, 2026. Bid documents were prepared by TL Engineering and BKF, and the engineer’s estimate was prepared by TL Engineering.
Staff distributed the Notice to Bidders through BidNet, Central Coast Builders Association, Dodge Construction Network, which serve the Monterey County, Santa Clara County, Contra Costa County, the Peninsula area, and the San Francisco Bay Area. The project was also posted on the City’s website.
The City received eight bids by the bid deadline of 11:00 a.m. on Tuesday, September 15, 2026.
The bids received were as follows:
Bidder Bid Comments
1 JMS Cement Contractors, Inc. $942,778.08 Apparent Low Bidder 2 Precision Grade $978,036.00
3 Don Chapin $990,000.00
4 Granite Rock $1,042,680.00
5 Granite Construction $1,045,546.00
Item No.: 7.D
City Council Meeting
October 20, 2026
Page | 3
6 Anderson Pacific Engineering Construction $1,096,690.00 7 Monterey Peninsula Engineering $1,098,749.00
8 Galeb Paving $1,255,170.00
Staff reviewed each of the bids for conformity with the requirements of the bid documents. JMS Cement Contractors, Inc. was determined to be the lowest responsible bidder and has demonstrated relevant experience performing similar work in neighboring jurisdictions.
During staff’s review of the bid, a mathematical error was identified in the bid schedule.
Following correction of the mathematical error, the evaluated bid amount is $935,578.09. JMS Cement Contractors, Inc. has confirmed the corrected bid amount. Staff recommends awarding the construction contract to JMS Cement Contractors, Inc. in the amount of $935,578.09.
Construction Management, Inspection, and Construction Support Staff recommends entering into a Professional Services Agreement with BKF to provide professional construction management, inspection, and construction support services for the project.
Under the proposed agreement, BKF will provide overall construction management and inspection services and will coordinate the required construction support services. TL Engineering will serve as a subconsultant to BKF and will provide specialized construction support services, including responding to Requests for Information (RFIs), reviewing equipment submittal packages, assisting with preparation of as-built record drawings, and providing other construction-related technical assistance as needed.
The City’s agreement will be directly with BKF. BKF will be responsible for the performance and coordination of its subconsultant, TL Engineering, and the total proposed agreement amount of $118,758.00 includes the services to be provided by both BKF and its subconsultant.
FISCAL IMPACT:
The proposed project is a developer-required mitigation associated with the Alameda Gas Station development. Under the Development Agreement and related reimbursement agreements, the developer completed the engineering design, while the City is responsible for administering the public improvement, including advertising for bids, awarding the construction contract, construction management, and coordination with Caltrans.
The estimated project construction-phase costs are as follows (within Caltrans right-of-way):
Construction Contract $ 935,578.09
Construction Contingency $ 46,779.00
Construction Management, Inspection, and
Construction Support Services
$ 118,758.00
Total Project Construction-Phase Cost $1,101,115.09
Item No.: 7.D
City Council Meeting
October 20, 2026
Page | 4
The proposed construction contingency represents approximately 5 percent of the construction contract amount and is intended to address unforeseen field conditions, necessary contract changes, and other construction-related costs that may arise during project delivery.
Funding for the project is provided through a reimbursement agreement consistent with the Development Agreement and related reimbursement agreement.
SCHEDULE:
The following is the tentative schedule for this project. The actual construction schedule will be developed and confirmed with the contractor following execution of the contract, completion of required contract documents, approval of pre-submittals, and confirmation of material availability.
Milestone Anticipated Date
City Council Award of Construction Contract October 2026 Limited Notice to Proceed October 2026
Full Notice to Proceed March 2027
Begin Construction April 2027
Construction Completion June 2027
City Council Project Acceptance July 2027
ATTACHMENTS
1. Resolution and Construction Contract
2. Bid Tabulation
3. Project Plans and Specifications
4. Professional Services Agreement with BKF
Page | 1
RESOLUTION NO. 2026-xx
A RESOLUTION OF THE CITY OF SAN JUAN BAUTISTA AWARDING A
CONSTRUCTION CONTRACT, APPROVING A PROFESSIONAL SERVICES
AGREEMENT, AND AUTHORIZING PROJECT CONTINGENCIES FOR THE STATE ROUTE 156 AT THE ALAMEDA EASTBOUND RIGHT-HAND TURN LANE
IMPROVEMENT PROJECT
WHEREAS, under the Development Agreement and related reimbursement agreements, the developer completed the engineering design, while the City is responsible for administering the public improvement, including advertising for bids, awarding the construction contract, construction management, and coordination with Caltrans; and WHEREAS, when bids were formally solicited on August 11, 2026, the estimated cost of the project was $1,096,992, with a contingency of $54,850 for a total cost of $1,151,842; and WHEREAS, bidding closed on September 15, 2026, and eight (8) bids were received, publicly opened, and reviewed, as summarized in the attached bid tabulation; and WHEREAS, the Acting City Engineer for the City of San Juan Bautista has analyzed the bid results and recommends that the construction contract be awarded to the lowest responsible bidder, JMS Cement Contractors Inc., in the amount of $935,578.09; and WHEREAS, the City requires professional construction management, inspection, and support services, and proposes to enter into a Professional Services Agreement with BKF in an amount not to exceed $118,758.00; and
WHEREAS, a construction contingency in the amount of $46,779.00 is recommended to cover unforeseen field conditions; and
WHEREAS, the Acting City Engineer recommends that a total project budget of $1,101,115.09 be made available for construction and associated services; and
NOW, THEREFORE, BE IT RESOLVED THAT THE CITY COUNCIL OF THE CITY OF SAN JUAN BAUTISTA NOW HEREBY FINDS:
1. That City Manager is hereby authorized to execute a construction contract with JMS Cement Contractors Inc., substantially in the form attached hereto, as the lowest responsible bidder, in an amount not to exceed $935,578.09.
2. The City Manager is hereby authorized to execute a Professional Services Agreement with BKF for construction management and inspection services in the amount not to exceed $118,758.00.
3. The City Manager is hereby authorized to approve necessary contract change orders for construction contingencies in an amount not to exceed $46,779.00.
4. Total expenditure for this phase of the project shall not exceed the combined available funds of $1,101,115.09 without further City Council action.
Page | 2
PASSED AND APPROVED by the City Council of the City of San Juan Bautista on this 20th day of October 2026, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
APPROVED:
_____________________
Leslie Q. Jordan, Mayor
ATTEST:
_______________________
Elizabeth Soto, City Clerk
Bid Analysis 9-15-2026
State Route 156 at The Alameda Eastbound Right-Hand Turn Lane Improvement Project Item Description Units Quantity Unit Cost (Figures) Total Cost (Figures) Unit Cost (Figures) Total Cost (Figures) Unit Cost (Figures) Total Cost (Figures) Unit Cost (Figures) Total Cost (Figures) Unit Cost (Figures) Total Cost (Figures) Unit Cost (Figures) Total Cost (Figures) Unit Cost (Figures) Total Cost (Figures) Unit Cost (Figures) Total Cost (Figures) 1 999990 MOBILIZATION LS 1 $22,994.59 $22,994.59 $79,275.00 $79,275.00 $15,119.00 $15,119.00 $74,580.00 $74,580.00 $100,000.00 $100,000.00 $45,087.00 $45,087.00 $62,000.00 $62,000.00 $74,603.40 $74,603.402 130201 WATER POLLUTION CONTROL PROGRAM LS 1 $12,000.00 $12,000.00 $16,000.00 $16,000.00 $5,000.00 $5,000.00 $11,342.00 $11,342.00 $600.00 $600.00 $3,000.00 $3,000.00 $24,300.00 $24,300.00 $1,320.00 $1,320.00 3 070031 LEAD COMPLIANCE PLAN LS 1 $1,800.00 $1,800.00 $1,800.00 $1,800.00 $2,400.00 $2,400.00 $7,000.00 $7,000.00 $3,300.00 $3,300.00 $2,000.00 $2,000.00 $11,200.00 $11,200.00 $2,420.00 $2,420.00 4 130100 JOB SITE MANAGEMENT LS 1 $5,000.00 $5,000.00 $10,200.00 $10,200.00 $9,000.00 $9,000.00 $3,650.00 $3,650.00 $45,000.00 $45,000.00 $16,500.00 $16,500.00 $5,000.00 $5,000.00 $46,344.00 $46,344.005 090105 TIME RELATED OVERHEAD LS 1 $15,000.00 $15,000.00 $107,100.00 $107,100.00 $25,000.00 $25,000.00 $86,150.00 $86,150.00 $130,000.00 $130,000.00 $80,000.00 $80,000.00 $500.00 $500.00 $80,575.00 $80,575.006 120100 TRAFFIC CONTROL SYSTEM LS 1 $90,000.00 $90,000.00 $43,754.00 $43,754.00 $140,000.00 $140,000.00 $72,560.00 $72,560.00 $72,500.00 $72,500.00 $61,000.00 $61,000.00 $55,700.00 $55,700.00 $79,152.00 $79,152.00 7 120320 TEMPORARY BARRIER SYSTEM LF 920 $86.00 $79,120.00 $80.00 $73,600.00 $39.00 $35,880.00 $51.50 $47,380.00 $40.00 $36,800.00 $110.00 $101,200.00 $134.00 $123,280.00 $111.50 $102,580.00 8 170103 CLEARING AND GRUBBING LS 1 $30,000.00 $30,000.00 $25,800.00 $25,800.00 $40,000.00 $40,000.00 $157,450.00 $157,450.00 $45,000.00 $45,000.00 $15,000.00 $15,000.00 $35,500.00 $35,500.00 $81,367.00 $81,367.009 198010 IMPORTED BORROW CY 860 $62.80 $54,008.00 $116.00 $99,760.00 $70.00 $60,200.00 $57.50 $49,450.00 $90.00 $77,400.00 $135.00 $116,100.00 $132.00 $113,520.00 $136.60 $117,476.00 10 190101 ROADWAY EXCAVATION CY 260 $142.00 $36,920.00 $127.00 $33,020.00 $146.00 $37,960.00 $139.00 $36,140.00 $85.00 $22,100.00 $280.00 $72,800.00 $78.00 $20,280.00 $263.40 $68,484.00 11 398100 REMOVE ASPHALT CONCRETE DIKE LF 540 $11.00 $5,940.00 $3.50 $1,890.00 $19.00 $10,260.00 $5.00 $2,700.00 $10.00 $5,400.00 $3.00 $1,620.00 $4.00 $2,160.00 $9.50 $5,130.00 12 731840 REMOVE CONCRETE (CURB AND GUTTER) LF 70 $42.00 $2,940.00 $24.00 $1,680.00 $23.00 $1,610.00 $22.50 $1,575.00 $22.00 $1,540.00 $20.00 $1,400.00 $28.00 $1,960.00 $64.80 $4,536.00 13 710136 REMOVE 24” REINFORCED CONCRETE PIPE LF 35 $228.50 $7,997.50 $58.00 $2,030.00 $8.00 $280.00 $52.50 $1,837.50 $75.00 $2,625.00 $50.00 $1,750.00 $150.00 $5,250.00 $129.00 $4,515.0014 153123 REMOVE CONCRETE (CURB RAMP AND SIDEWALK) SQFT 386 $7.00 $2,702.00 $5.00 $1,930.00 $4.00 $1,544.00 $4.50 $1,737.00 $9.00 $3,474.00 $8.00 $3,088.00 $10.00 $3,860.00 $12.00 $4,632.00 15 211111 PERMANENT EROSION CONTROL ESTABLISHMENT WORK SQFT 6100 $2.50 $15,250.00 $2.00 $12,200.00 $0.50 $3,050.00 $0.90 $5,490.00 $0.90 $5,490.00 $1.50 $9,150.00 $0.50 $3,050.00 $1.00 $6,100.00 16 723095 ROCK SLOPE PROTECTION EA 1 $4,900.00 $4,900.00 $2,708.00 $2,708.00 $4,000.00 $4,000.00 $3,565.00 $3,565.00 $3,200.00 $3,200.00 $4,500.00 $4,500.00 $5,200.00 $5,200.00 $4,559.00 $4,559.0017 206300 IRRIGATION LS 1 $27,000.00 $27,000.00 $15,000.00 $15,000.00 $18,000.00 $18,000.00 $15,000.00 $15,000.00 $15,000.00 $15,000.00 $17,000.00 $17,000.00 $15,000.00 $15,000.00 $16,500.00 $16,500.00 18 204003 PLANTING LS 1 $28,500.00 $28,500.00 $19,500.00 $19,500.00 $30,000.00 $30,000.00 $19,500.00 $19,500.00 $19,500.00 $19,500.00 $28,000.00 $28,000.00 $25,000.00 $25,000.00 $21,450.00 $21,450.00 19 710150 REMOVE INLET EA 1 $3,650.00 $3,650.00 $5,800.00 $5,800.00 $1,900.00 $1,900.00 $2,500.00 $2,500.00 $4,500.00 $4,500.00 $2,000.00 $2,000.00 $3,000.00 $3,000.00 $2,500.00 $2,500.00 20 510095A DRAINAGE INLET EA 1 $5,700.00 $5,700.00 $10,700.00 $10,700.00 $6,500.00 $6,500.00 $9,650.00 $9,650.00 $9,500.00 $9,500.00 $10,000.00 $10,000.00 $13,000.00 $13,000.00 $10,000.00 $10,000.0021 650018 24" REINFORCED CONCRETE PIPE LF 32 $312.00 $9,984.00 $380.00 $12,160.00 $320.00 $10,240.00 $315.25 $10,088.00 $400.00 $12,800.00 $300.00 $9,600.00 $240.00 $7,680.00 $481.50 $15,408.00 22 705206 24” CONCRETE FLARED END SECTION EA 1 $5,200.00 $5,200.00 $2,900.00 $2,900.00 $2,000.00 $2,000.00 $2,250.00 $2,250.00 $1,700.00 $1,700.00 $600.00 $600.00 $6,300.00 $6,300.00 $4,065.00 $4,065.0023 731504 MINOR CONCRETE (CURB AND GUTTER) LF 52 $110.00 $5,720.00 $99.00 $5,148.00 $140.00 $7,280.00 $75.00 $3,900.00 $135.00 $7,020.00 $60.00 $3,120.00 $190.00 $9,880.00 $220.00 $11,440.00 24 731521 MINOR CONCRETE (SIDEWALK) SQFT 96 $18.00 $1,728.00 $34.00 $3,264.00 $40.00 $3,840.00 $22.00 $2,112.00 $26.00 $2,496.00 $15.00 $1,440.00 $55.00 $5,280.00 $60.00 $5,760.00 25 731623 MINOR CONCRETE (CURB RAMP) EA 1 $13,000.00 $13,000.00 $11,400.00 $11,400.00 $6,500.00 $6,500.00 $8,250.00 $8,250.00 $9,000.00 $9,000.00 $6,000.00 $6,000.00 $14,000.00 $14,000.00 $10,000.00 $10,000.0026 390132 HOT MIX ASPHALT (TYPE A) TON 333 $260.50 $86,746.50 $217.00 $72,261.00 $264.00 $87,912.00 $225.00 $74,925.00 $265.00 $88,245.00 $298.00 $99,234.00 $220.00 $73,260.00 $190.00 $63,270.0027 260202 CLASS 2 AGGREGATE BASE TON 800 $75.00 $60,000.00 $61.00 $48,800.00 $81.00 $64,800.00 $46.00 $36,800.00 $84.00 $67,200.00 $130.00 $104,000.00 $110.00 $88,000.00 $58.00 $46,400.00 28 394076 PLACE HOT MIX ASPHALT DIKE (TYPE E) CY 545 $36.70 $20,001.50 $14.00 $7,630.00 $41.00 $22,345.00 $14.50 $7,902.50 $14.00 $7,630.00 $13.00 $7,085.00 $40.00 $21,800.00 $26.00 $14,170.00 29 846030 REMOVE THERMOPLASTIC TRAFFIC STRIPE LF 40 $20.00 $800.00 $20.00 $800.00 $25.00 $1,000.00 $20.00 $800.00 $20.00 $800.00 $20.00 $800.00 $2.00 $80.00 $22.00 $880.00 30 141103 REMOVE YELLOW THERMOPLASTIC TRAFFIC STRIPE (HAZARDOUS LF 70 $25.00 $1,750.00 $25.00 $1,750.00 $32.00 $2,240.00 $25.00 $1,750.00 $25.00 $1,750.00 $20.00 $1,400.00 $2.00 $140.00 $27.50 $1,925.00 31 846035 REMOVE THERMOPLASTIC PAVEMENT MARKING SQFT 45 $20.00 $900.00 $20.00 $900.00 $25.00 $1,125.00 $20.00 $900.00 $20.00 $900.00 $20.00 $900.00 $4.00 $180.00 $22.00 $990.0032 141104 REMOVE YELLOW THERMOPLASTIC PAVEMENT MARKING (HAZAR SQFT 165 $25.00 $4,125.00 $25.00 $4,125.00 $32.00 $5,280.00 $25.00 $4,125.00 $25.00 $4,125.00 $20.00 $3,300.00 $4.00 $660.00 $27.50 $4,537.50 33 840505 6” THERMOPLASTIC TRAFFIC STRIPE LF 1204 $4.00 $4,816.00 $4.00 $4,816.00 $5.00 $6,020.00 $4.00 $4,816.00 $4.00 $4,816.00 $4.00 $4,816.00 $6.00 $7,224.00 $4.40 $5,297.60 34 840506 8” THERMOPLASTIC TRAFFIC STRIPE LF 450 $4.00 $1,800.00 $4.00 $1,800.00 $5.00 $2,250.00 $4.00 $1,800.00 $4.00 $1,800.00 $4.00 $1,800.00 $8.00 $3,600.00 $4.40 $1,980.00 35 846012 THERMOPLASTIC CROSSWALK AND PAVEMENT MARKING (ENHAN SQFT 445 $13.00 $5,785.00 $13.00 $5,785.00 $17.00 $7,565.00 $13.00 $5,785.00 $13.00 $5,785.00 $20.00 $8,900.00 $13.00 $5,785.00 $14.30 $6,363.50 36 820630 RELOCATE ROADSIDE SIGN (WOOD POST) EA 2 $400.00 $800.00 $400.00 $800.00 $450.00 $900.00 $450.00 $900.00 $450.00 $900.00 $500.00 $1,000.00 $560.00 $1,120.00 $750.00 $1,500.0037 872133 MODIFY SIGNAL AND LIGHTING LS 1 $227,000.00 $227,000.00 $217,000.00 $217,000.00 $275,000.00 $275,000.00 $217,000.00 $217,000.00 $207,150.00 $207,150.00 $233,000.00 $233,000.00 $240,000.00 $240,000.00 $281,900.00 $281,900.0038 RELOCATE UTILITY POLE (BY AT&T) EA 1 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $500.00 $500.00 $0.00 $0.00 $0.00 $0.0039 THIRD-PARTY FIELD COMPACTION TESTING LS 1 $22,000.00 $22,000.00 $58,500.00 $5,850.00 $30,000.00 $30,000.00 $16,675.00 $16,675.00 $10,000.00 $10,000.00 $10,000.00 $10,000.00 $50,000.00 $50,000.00 $30,000.00 $30,000.00 40 MISCELLANEOUS WORK LS 1 $12,000.00 $12,000.00 $7,100.00 $7,100.00 $6,000.00 $6,000.00 $32,645.00 $32,645.00 $8,500.00 $8,500.00 $8,000.00 $8,000.00 $35,000.00 $35,000.00 $15,040.00 $15,040.00 $935,578.09 $978,036.00 $990,000.00 $1,042,680.00 $1,045,546.00 $1,096,690.00 $1,098,749.00 $1,255,170.00 $942,778.08 $ 978,036.00 $ 990,000.00 $ 1,042,680.00 $1,045,546.00 $1,096,690.00 $ 1,098,749.00 $1,225,170.00
TOTAL BID IN
WORDS:
AS-READ BID AMOUNT
CORRECTED/EVALUATED
TOTAL BID AMOUNT (IN NUMBERS):
JMS CEMENT DON CHAPIN GRANITE ROCK GRANITE CONSTRUCTION ANDERSON PACIFIC PRECISION GRADE MONTEREY PENINSULA ENGINEERING GALEB PAVING Bid awarded on __________ by City Council on ___________________ for the sum of $ ________________Dated: ___________________________City Clerk_________________________ Item No.: 7.E_
City Council Meeting
October 20, 2026
Page | 1
CITY OF SAN JUAN BAUTISTA
CITY COUNCIL STAFF REPORT
DATE: OCTOBER 20, 2026
DEPARTMENT: CITY MANAGER
FROM: ASHLEY COLLICK, CITY MANAGER
BY: VICTOR M. TAFOYA, ASSOCIATE PLANNER
TITLE: STREET CLOSURE FOR 2027 ARTS & CRAFTS FESTIVAL
RECOMMENDED MOTION:
Approve a resolution authorizing temporary street closures for the Arts & Crafts Festival, to be held March 20-21, 2027, as depicted in Exhibit A.
RECOMMENDATION:
Staff recommends that the City Council approve and authorize the street closures necessary to support safe event setup, operations, and demobilization for the Arts & Crafts Festival and to facilitate required coordination and inspections by applicable agencies before and during the event.
EXECUTIVE SUMMARY:
The 2027 Arts & Craft Festival is a recurring downtown community event that activates the Third Street corridor. Temporary street closures are necessary to protect public safety, maintain emergency access, and allow for orderly vendor set-up, inspections, and cleanup. City Council authorization is required before issuing the related permits and implementing the closures. Staff recommends approving the attached Resolution to authorize the temporary closures, confirm the City’s established street-closure footprint, and ensure public safety conditions and cost-recovery requirements are in place.
BACKGROUND:
The Arts & Craft Festival is a downtown community event featuring arts and craft vendors, food offerings, and related activities within the historic core. Jason Williams of Williams LTD proposes the 2027 event for March 20–21, 2027, from 10:00 a.m. to 5:00 p.m. each day.
The festival is planned to occur within the Third Street corridor and adjacent cross streets. To ensure adequate space for vendor layout, pedestrian circulation, and emergency access, staff is requesting Council authorization for temporary closure of Third Street from Franklin Street to Page | 2
Muckelemi Street, as well as Washington Street, Mariposa Street, and Polk Street between Second Street and Fourth Street, consistent with the street-closure map attached as Exhibit A.
Cleanup will begin after the festival closes at 5:00 p.m. on March 21, with streets expected to reopen by approximately 10:00 p.m., after vendors have cleared. Portable restroom and dumpster pickup and a final site sweep are scheduled for March 22, 2027.
ENVIRONMENTAL REVIEW (CEQA)
This action is not a project under the California Environmental Quality Act (CEQA) pursuant to CEQA Guidelines Section 15378(b)(2).
FISCAL IMPACT:
No fiscal impact to the City is anticipated. Pursuant to the attached Resolution, the event sponsor will reimburse the City for costs associated with the temporary street closures.
ATTACHMENTS:
1. Resolution
2. Special Event Application
Item No. 7.E
City Council Meeting
October 20, 2026
Page | 1
RESOLUTION NO. 2026-XX
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN JUAN BAUTISTA AUTHORIZING CLOSURE OF STREETS FOR THE 2027 ARTS & CRAFT FESTIVAL WHEREAS, the City has received an application for the 2027 Arts & Crafts Festival; and
WHEREAS, the City must authorize temporary street closures to facilitate the event and issue the necessary permits; and
Arts & Craft Festival 2027
March 20-21, 2027 (Saturday and Sunday), from 10:00 a.m. to 5:00 p.m. each day, with street closures commencing at 5:00 p.m. on Friday, March 19, 2027, and remaining in effect until approximately 10:00 p.m. on Sunday, March 21, 2027, following vendor removal and event breakdown.
The proposed street closures include Third Street from Franklin Street to Muckelemi Street; Washington Street; Mariposa Street; and Polk Street between Second Street and Fourth Street, as shown in Exhibit A.
NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of San Juan Bautista hereby authorizes City staff to temporarily close the streets identified herein, subject to the following conditions:
1. All applicable conditions and requirements imposed by reviewing agencies, including the Fire Marshal, San Benito County Sheriff's Office, Building Official, Public Works Director, San Benito County Health Department, San Benito County Integrated Waste Management, and Planning Manager, shall be satisfied before, during, and after the event, as determined necessary by the City Manager.
2. Prior to the event, the sponsor shall execute a reimbursement agreement and reimburse the City for all costs associated with the street closures, including administrative services, materials, equipment, and staff time, as determined by the City Manager and invoiced by the City.
PASSED AND APPROVED by the San Juan Bautista City Council on this 20th day of October 2026 by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
Item No. 7.E
City Council Meeting
October 20, 2026
Page | 2
APPROVED:
___________________
Leslie Q. Jordan, Mayor
ATTEST:
______________________
Elizabeth Soto, City Clerk
Item No. 7.E
City Council Meeting
October 20, 2026
Page | 3
Exhibit A
2027 Arts & Craft Festival Street Closures
Item No.7.F:
City Council Meeting
October 20, 2026
Page | 1
CITY OF SAN JUAN BAUTISTA
CITY COUNCIL STAFF REPORT
DATE: OCTOBER 12, 2026
DEPARTMENT: ADMINISTRATION
FROM: ASHLEY COLLICK, CITY MANAGER
BY: ARIELLE GOODSPEED, PLANNING MANAGER
TITLE: POLICY FOR CITY SPONSORED EVENTS
RECOMMENDED MOTION:
Approve an amended Resolution updating the established standardized Policy for City-Sponsored Events, providing clear eligibility criteria, application requirements, City support guidelines, accountability measures to ensure alignment with community goals, and budget guidelines.
RECOMMENDATION
Staff recommends that the City Council approve a Resolution amending standardized policy for City-sponsored events conducted by or in partnership with nonprofit organizations.
BACKGROUND:
The City of San Juan Bautista has long partnered with nonprofit organizations to host community events that enhance cultural heritage, promote economic vitality, and strengthen community engagement. Until now, however, there has been no standardized framework guiding eligibility, application procedures, City support, and post-event accountability.
This policy provides clarity, transparency, and consistency in the City’s role as a co-sponsor. It ensures that collaborations:
Serve a public purpose
Deliver measurable benefits to residents and visitors Align with the City’s goals for cultural, educational, environmental, and economic vitality
The policy also clarifies the scope of eligibility by explicitly excluding events such as private fundraisers or those held outside City limits, and by defining how religious or politically affiliated nonprofits may qualify under neutrality standards.
Page | 2
Policy Summary
The resolution establishes the following framework:
1. Definitions – Clarifies “City-co-sponsored event,” “Nonprofit organization,” and “Inkind support.”
2. Eligibility – To be eligible, nonprofit organizations must demonstrate alignment with at least two measurable City goals (e.g., cultural preservation, economic vitality, environmental stewardship, wellness, arts and culture, equitable access), and may not be primarily religious, political, or private fundraising entities.
3. City Support – May include permit fee waivers, facility use, in-kind services, and promotion, based on staff capacity and budget.
4. Application Process – Applications due at least 150 days in advance. Required: request form, proof of nonprofit status, insurance, and budget. Applications will be reviewed through a fair and transparent process, which include staff evaluation on a first come first serve basis or using a rubric broken up by mid-year of the fiscal year, depending on the level of support requested, including maximum sponsorship amounts.
5. Post-Event Reporting – Due within 30 days, including attendance, finances, impact summary, and photos. Failure to comply will result in progressive penalties designed to ensure accountability: a first offense will result in a warning, a second offense will result in a one-year suspension of eligibility, and repeated offenses will result in permanent ineligibility.
6. Limitations – Sponsorship does not imply endorsement, is subject to staff/budget, and requires County approval when applicable. Council-approved allocations for sponsorship shall expire at the close of each fiscal year and will not roll over unless specifically authorized by Council.
7. Standard Conditions – Includes compliance with permits, ADA accessibility, waste management, security, traffic control, public notification, indemnification, and revocation rights. All City-sponsored events must also demonstrate inclusivity and accessibility beyond ADA compliance, including equitable pricing and bilingual outreach where appropriate.
CEQA CONSIDERATION:
This is not a project under the California Environmental Quality Act (CEQA) pursuant to CEQA Guidelines §15378(b)(5).
FISCAL IMPACT:
Fiscal impacts will vary depending on the level of City support requested. City Council review and approval of all applications are required to ensure budget availability. Based on historical Item No.7.F:
City Council Meeting
October 20, 2026
Page | 3
practice, the city anticipates that typical annual support may include waived permit fees, in-kind staff contributions, and promotion, which together represent a modest but variable cost that will be managed within existing budget allocations unless otherwise authorized by Council.
ATTACHMENTS
1. Resolution
2. Draft Policy
Page | 1
RESOLUTION NO. 2026-XX
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN JUAN BAUTISTA
ADOPTING AN AMENDED POLICY FOR CITY-SPONSORED EVENTS
WHEREAS, the City of San Juan Bautista has historically partnered with nonprofit organizations to host community events that enhance cultural heritage, promote economic vitality, and strengthen community engagement; and
WHEREAS, the City Council desires to establish a standardized policy to provide clarity, transparency, and consistency in the City’s role as a co-sponsor of community events; and
WHEREAS, the Policy for City-Sponsored Events defines eligibility criteria, application procedures, City support guidelines, accountability measures, and standard conditions to ensure that collaborations:
Serve a clear public purpose
Deliver measurable benefits to residents and visitors Align with the City’s goals for cultural, educational, economic, environmental, and social vitality, while ensuring inclusivity, equity, accessibility, and sustainability WHEREAS, the Policy ensures nonprofit events are reviewed through a transparent application process, require measurable outcomes, and establish progressive accountability measures for noncompliance; and
WHEREAS, the Policy requires inclusivity beyond ADA compliance, bilingual outreach where appropriate, and sustainable practices such as recycling and waste diversion; and NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of San Juan Bautista as follows:
1. The City Council hereby adopts the Policy for City-Sponsored Events, attached hereto as Exhibit A and incorporated herein by reference.
2. The Policy shall apply to all nonprofit organizations seeking City co-sponsorship of community events, whether conducted independently or in partnership with the City.
3. The City Manager, or designee, is authorized to administer the Policy, evaluate applications using established criteria, and enforce accountability measures, subject to Council oversight.
4. Any prior practices or understandings regarding City sponsorship of events inconsistent with this Policy are hereby rescinded.
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PASSED AND APPROVED by the City Council of the City of San Juan Bautista on this 20th day of October 2026, by the City Council of the City of San Juan Bautista.
AYES:
NOES:
ABSENT:
ABSTAIN:
APPROVED:
____________________
Leslie Q. Jordan, Mayor
ATTEST:
______________________
Elizabeth Soto, City Clerk
Page | 1 Policy for City Sponsored Events
POLICY FOR CITY-SPONSORED EVENTS
SECTION 1. PURPOSE AND INTENT
The purpose of this policy is to establish a clear and consistent policy that enables nonprofit organizations to partner with the City of San Juan Bautista in producing or participating in Citysponsored events. This policy ensures such collaborations serve a public purpose, promote community engagement, and contribute to the cultural, educational, economic, and environmental vitality of the City. This policy also seeks to ensure that City-sponsored events are inclusive, equitable, and accessible to all residents and visitors.
SECTION 2. DEFINITIONS
City-Sponsored Event: Any event that is organized, co-organized, or officially supported by the City of San Juan Bautista, including through funding, in-kind services, or use of City facilities.
Nonprofit Organization: Any 501(c)(3), 501(c)(6), or other IRS-recognized tax-exempt organization that operates within or provides services to the residents of San Juan Bautista and is in good standing under California state law.
In-Kind Support: City services provided without charge, including but not limited to public works labor, traffic safety control, and city facility use.
Fee Exemption: If the parade/public gathering/special event is to be conducted by or on behalf of any institution, corporation, organization or association which currently has an exemption from the payment of federal income taxes under Section 501 of the Federal Internal Revenue Code as amended from time to time and/or exemption from the payment of state income taxes under Section 23701 et seq. of the California Revenue and Taxation Code as amended from time to time, such group may petition City Council for an exemption of the application fee.
SECTION 3. ELIGIBILITY FOR CITY-SPONSORED EVENTS
Nonprofit organizations may request City sponsorship of events provided they meet two or more of the following City Goals and Measurable Indicators for Public Benefit. Private fundraisers, events held outside City limits, or events primarily religious or political in nature are not eligible for City sponsorship.
Applicants must also identify in advance the methods they will use to track attendance, economic impact, and community benefits. The City may establish a cap on the number of sponsored events per nonprofit per year.
Cultural Heritage Preservation: Emphasis on local history, missions, or traditions. Economic Vitality: Attendance ≥ 100; 5+ local vendor partnerships; Draws tourism to the town.
Environmental Stewardship: Zero-waste plan; Composting; Environmental education Page | 2 Policy for City Sponsored Events
booths.
Community Wellness and Safety: Public health and safety activities. Public Education & Engagement: Free workshops, civic resources, volunteer-run elements, collaboration.
Arts and Culture: Local performances, exhibits by local artists and schools. Inclusive & Equitable Access: ADA access; Multilingual materials; Free admission.
SECTION 4. CITY SUPPORT FOR NONPROFIT-SPONSORED EVENTS
City support may include, but is not limited to permit fee waivers, use of City-provided safety equipment, access to City-owned facilities, in-kind services such as traffic control or sanitation, promotion through City communication platforms, assistance with interagency coordination, inclusion in City calendars, and temporary signage approvals. Support is discretionary, subject to staff capacity, budget, and annual Council appropriations. All City in-kind contributions must be documented and reported annually to Council.
SECTION 5. APPLICATION PROCESS
Applications must include: City-Sponsored Event Request Form, which includes requests for any fee waiver, in-kind support request, or City facility rental or use. Special Event Permit Application, proof of nonprofit status, certificate of insurance, and a budget overview shall be submitted at minimum 150 days in advance of event date. The City-Sponsored Event Request form shall be processed and obtain a decision of the City Council before processing the permit. Incomplete applications may delay review. The City Manager or designee will review applications and notify applicants in writing of approval, denial, or required modifications application completeness within 30 days of submission. If application is deemed complete, City-Sponsor Request will be scheduled for next available City Council meeting. Should the City Council approve the waiver of fees, staff shall process the application for permit; should the City Council deny the waiver of fees, staff will notify the applicant and wait for the application fee to be received before processing the permit.
Applications will be evaluated using a transparent process, which may include first-come, firstserved review or a staff rubric broken up mid-year of the fiscal year., depending on the level of support requested. Multiple nonprofits may co-apply for the same event. Available budget shall be identified within General Community Development, or any other Fund balances. A maximum of $10,000 per mid-year for a total maximum not to exceed $20,000 per fiscal year. These amounts are not guaranteed if available budget cannot be identified.
Fully sponsored City events that are organized solely with the City are exempt from this policy and application process. If any separate City processes such as but not limited to road closures or vendor applications are required will still be done in accordance with City policies. However, City Manager must review and approve City costs associated with event and must have available budget and staffing.
Requests exceeding $5,000 in City support shall be submitted at least 120 days in advance and require City Council review and approval.
Page | 3 Policy for City Sponsored Events
SECTION 6. POST-EVENT REPORTING
Within 30 days of the last day of the event, nonprofits must submit a report including attendance, finances, event summary, identified goals met, documentation of public impact, and photos.
Failure to comply will result in progressive penalties: first offense—warning; second offense— one-year suspension; repeated offenses—permanent ineligibility. Reports must use the same format as the application for comparability.
SECTION 7. LIMITATIONS
City sponsorship does not constitute endorsement of any viewpoint or guarantee of future support.
Approvals are subject to budget, staff capacity, and compliance with this policy. Events spanning both City and County jurisdictions require prior County authorization. Proof of County approval must be provided.
SECTION 8. SEVERIBILITY
If any part of this policy is found invalid, the remainder shall remain in effect.
SECTION 9. EFFECTIVE DATE
This policy shall take effect immediately upon adoption by the City Council.
SECTION 10. STANDARD CONDITIONS OF APPROVAL
Events must comply with all City permits and regulations, including alcohol control, sound, parking, and safety. Applicants must provide approved traffic control plans if closures are required, and emergency access must be maintained.
Events shall be fully ADA accessible, including pathways, restrooms, and signage.
Applicants may be required to hire security or coordinate with law enforcement, at their expense, based on attendance. A safety and evacuation plan must be included with the application.
Applicants must notify all residents and businesses within 300 feet (or larger radius as determined by the city for larger events) at least 10 days in advance. Applicants are responsible for associated costs.
Events must not interfere with City functions, emergency services, or school activities.
Applicants are responsible for cleanup and site restoration immediately after the event.
Temporary signage, structures, and debris must be removed. Applicants shall incorporate sustainability practices such as recycling and composting where feasible.
Page | 4 Policy for City Sponsored Events
Applicants shall indemnify and hold harmless the City, its officers, and employees. Significant City-supported events may be subject to audit of financial records related to City contributions.
The City reserves the right to revoke sponsorship if conditions are violated or if the event poses risks to public safety.
Item No.: 7.G
City Council Meeting
October 20, 2026
Page | 1
CITY OF SAN JUAN BAUTISTA
CITY COUNCIL STAFF REPORT
DATE: OCTOBER 20, 2026
DEPARTMENT: CITY MANAGER
FROM: ASHLEY COLLICK, CITY MANAGER
BY: ARIELLE GOODSPEED, PLANNING MANAGER
TITLE: REQUEST FOR QUALIFICATIONS FOR ON-CALL BUILDING
SERVICES AND CONSULTING SERVICES AND APPROVAL OF
PROFESSIONAL SERVICES AGREEMENT (FORM)
RECOMMENDED MOTION:
Approve a resolution authorizing the City Manager to issue a Request for Qualifications (RFQ) for On-Call Building Services and Consulting Services and approving the form of the Professional Services Agreement.
RECOMMENDATION:
Staff recommends that the City Council authorize issuance of the RFQ to competitively a qualified list of firms to provide on-call building department services for an initial three-year term and approve the proposed form of Professional Services Agreement. The City Council will return the selection of consultants, contract award, and expenditure authorization for separate consideration.
EXECUTIVE SUMMARY:
The Community Development Department requires access to specialized building plan review, inspections, permit processing, Building Official, plans examiner, engineering, and code enforcement support as workloads and staffing needs fluctuate. The proposed RFQ seeks qualified consultants capable of furnishing these services on an as-needed basis, including remote, City Hall, and field support. The arrangement is intended to maintain timely permit processing, inspection coverage, technical expertise, and responsive customer service without guaranteeing a minimum volume of work.
The RFQ proposes three-year on-call agreements, with up to three additional one-year extensions subject to City Council approval. Staff anticipates issuing the RFQ November 2, 2026, receiving statements of qualifications December 4, 2026, and returning for a potential approval of consultant list and agreements January 19, 2027.
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BACKGROUND:
Building department responsibilities require technical code review, field inspections, permit processing, and periodic specialized or interim staffing. Workload fluctuations, staff availability, and complex applications can require supplemental consultant resources. A competitive RFQ for a qualified on-call consultant pool would allow the City to establish agreed service expectations, staffing qualifications, response times, and a fee schedule before assignments arise.
DISCUSSION:
The proposed RFQ solicits multiple qualified firms for three-year on-call Professional Services Agreements. Services include residential, multifamily, commercial, and industrial plan review; building inspections; permit technician and counter support; interim Building Official and plans examiner services; engineering review where required; code enforcement support; and temporary or supplemental department staffing. The City retains responsibility for formal permit issuance and fee collection unless expressly authorized otherwise.
The RFQ establishes a desired initial plan review turnaround time of up to ten business days, subject to project complexity, and asks firms to document their ability to meet response times and supply appropriately licensed or certified personnel. Statements of Qualifications will be evaluated based on municipal building services experience (30%), personnel qualifications and availability (25%), understanding and approach (20%), fees (15%), and references and past performance (10%).
The tentative schedule provides for questions by November 16, 2026; responses by November 27, 2026; statements of qualifications by December 4, 2026 at 4:00 p.m.; optional interviews the week of January 4–8, 2027; potential Council approval of consultant list January 19, 2027; and anticipated start February 1, 2027. The city may modify the schedule.
Council action at this meeting would authorize solicitation and approve the agreement form only.
Staff will evaluate statements of qualifications and return to Council with a recommendation to establish a list of qualified firms, authorize agreement execution, and establish any necessary contract spending authority. Work would occur only after appropriate City authorization.
CEQA REQUIREMENT:
Not a project under CEQA Guidelines section 15378(b)(2), (b)(4), and (b)(5). Any subsequent activities requiring discretionary environmental review will be considered separately, as applicable.
FISCAL IMPACT:
Fiscal impact is limited to staff time associated with administering the solicitation. No consultant expenditures are authorized by this action. Any future agreement, compensation limit, and budget appropriation will be returned to the City Council for approval.
Item No.: 7.G
City Council Meeting
October 20, 2026
Page | 3
ATTACHMENTS:
1. Resolution
2. Request for Qualifications
Page | 1
RESOLUTION NO. 2026-XX
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN JUAN BAUTISTA
AUTHORIZING ISSUANCE OF A REQUEST FOR QUALIFICATIONS FOR ON-CALL
BUILDING SERVICES AND CONSULTING SERVICES AND APPROVING THE
FORM OF A PROFESSIONAL SERVICES AGREEMENT
WHEREAS, the City of San Juan Bautista Community Development Department administers building permit processing, plan review, inspections, and related building services; and
WHEREAS, the City periodically requires supplemental professional expertise and personnel, including building inspectors, plans examiners, Building Official services, permit technicians, engineering review, and code enforcement support, to meet fluctuating workloads and maintain timely public service; and
WHEREAS, the City has prepared a Request for Qualifications (RFQ) to competitively solicit qualified firms to provide on-call building services and consulting services for an initial three (3) year term, with possible extensions subject to City Council approval; and WHEREAS, the RFQ describes required qualifications, scope of services, staffing and turnaround expectations, proposal requirements, and weighted evaluation criteria; and WHEREAS, the City has included a draft Professional Services Agreement to establish contractual terms for negotiation with the selected consultant; and WHEREAS, authorization to issue the RFQ does not select a consultant, approve contract compensation, guarantee work, or authorize expenditures; and WHEREAS, issuing the RFQ and approving the agreement form are administrative and organizational activities that are not a project under CEQA Guidelines section 15378(b)(2), (b)(4), and (b)(5).
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SAN JUAN BAUTISTA AS FOLLOWS:
1. Authorization to Issue RFQ.
The City Council authorizes the City Manager to issue the Request for Proposals for On-Call Building Services and Consulting Services and to make non-material administrative revisions, including adjustments to the solicitation schedule.
2. Approval of Agreement Form.
The City Council approves the form of the Professional Services Agreement included with the RFP as the basis for negotiations, subject to final review by the City Manager and City Attorney. Approval of the form does not authorize execution of an agreement with any proposer.
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3. Future Council Action.
Following evaluation of proposals, staff shall return to the City Council for consideration of selection of one consultant, contract award, authorization to execute the agreement, and any required compensation limit or budget appropriation.
4. No Expenditure Authorization.
This Resolution does not approve a consultant selection, authorize services or expenditures, or guarantee a minimum amount of work.
5. CEQA Determination.
The City Council finds that this administrative procurement action is not a project within the meaning of CEQA Guidelines section 15378(b)(2), (b)(4), and (b)(5).
6. Effective Date.
This Resolution shall take effect immediately upon adoption.
PASSED AND APPROVED by the San Juan Bautista City Council on this 20th day of October 2026, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
APPROVED:
____________________
Leslie Q. Jordan, Mayor
ATTEST:
______________________
Elizabeth Soto, City Clerk
Page | 1
CITY OF SAN JUAN BAUTISTA
Request for Qualifications (RFQ)
On-Call Building Services and Consulting Services
Proposals Due: December 4, 2026
City of San Juan Bautista
311 2nd Street / P.O. Box 1420
San Juan Bautista, CA 95045
October 20, 2026
Page | 2
1. INTRODUCTION AND BACKGROUND
The City of San Juan Bautista (“City”) requests proposals from qualified firms to provide on-call building services for the City’s Community Development Department on an as-needed basis.
Services may include building plan review, building inspection, permit technician services, plans examination, Building Official services, code enforcement support, and other related building department services as described in this RFQ.
The City intends to select one qualified firm through this RFQ process and enter into an On-Call Professional Services Agreement for a term of three (3) years. The selected Consultant will provide services on an as-needed basis to supplement City staff, accommodate fluctuations in workload, provide specialized technical expertise, and support timely and efficient building permit processing and inspection services.
The selected Consultant will work closely with the City’s Community Development Department, City Manager, Finance Department, other City departments, applicants, design professionals, contractors, and other City consultants, as applicable. Depending on the nature of the requested services, work may be performed at City Hall, in the field, remotely, or through a combination of these methods.
The purpose of this RFQ is to select a qualified firm with the demonstrated experience, professional qualifications, staffing capacity, responsiveness, and resources necessary to provide the services identified in Section 2, Scope of Services. Proposals should demonstrate the firm's ability to provide qualified personnel and timely services across the requested service areas and shall include the proposed approach, staffing, availability, and fee schedule required by this RFQ.
The City reserves the right, at its sole discretion, to reject any or all proposals; waive minor irregularities; request additional information or clarification; negotiate the scope, terms, and compensation with the highest-ranked proposer; discontinue negotiations and proceed with another qualified proposer; perform any portion of the services with City staff; or cancel or reissue the RFQ when determined to be in the City’s best interest.
Selection and execution of the on-call agreement do not guarantee a minimum amount of work or compensation. The City will request services from the selected Consultant as needed during the agreement term, and individual assignments shall be performed only upon authorization by the City.
1. SCOPE OF SERVICES
The City of San Juan Bautista (“City”) is seeking to provide on-call building services to support the City’s Community Development Department on an as-needed basis. The purpose of the RFQ is to establish access to qualified professional building services that may be utilized to supplement City staff, respond to fluctuations in workload, provide specialized technical expertise, and maintain timely permit processing and inspection services.
A. Building Plan Review Services
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The Consultant shall provide professional building plan review services for residential, multifamily, commercial, industrial, accessory dwelling unit, tenant improvement, and other development projects submitted to the City for building permits.
Plan review services may include:
• Review of construction plans, calculations, specifications, reports, and supporting documents for compliance with applicable State and local building codes, including the California Building Standards Code and applicable City ordinances and regulations. • Review of architectural, structural, accessibility, energy, green building, mechanical, electrical, plumbing, and other applicable components of building permit applications within the Consultant's demonstrated areas of expertise. • Preparation of clear and comprehensive written plan review comments identifying required corrections and applicable code provisions.
• Review of applicant resubmittals and responses to correction comments. • Coordination with applicants, architects, engineers, contractors, City staff, and other reviewing agencies as necessary to resolve plan review comments. • Identification of plans and supporting documents that have satisfactorily addressed applicable building code requirements and are acceptable for building permit issuance. • Electronic plan review and processing, where available. • Expedited or priority plan review when specifically requested by the City and accepted by the Consultant.
• Technical consultation to City staff regarding building code interpretation and application.
Unless otherwise authorized by the City, the City will retain responsibility for the formal issuance of building permits and collection of applicable City fees.
B. Plan Review Turnaround Times
The city places a high priority on timely and predictable permit processing. Consultants shall identify their standard and expedited turnaround times in their proposal.
The City's desired initial plan review turnaround time is generally ten (10) business days or less, depending upon the complexity and scope of the project, for the following:
• Residential – up to 10 business days
• Multifamily – up to 10 business days
• Commercial – up to 10 business days
• Industrial – up to 10 business days
Consultants should identify any project types for which different turnaround times would typically apply and describe their ability to accommodate expedited reviews when requested.
Subsequent reviews should be completed as expeditiously as practicable, with priority given to resolving previously identified corrections.
C. Building Inspection Services
The Consultant may be requested to provide qualified building inspectors to supplement or temporarily provide City inspection services.
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Services may include:
• Residential, commercial, multifamily, and industrial building inspections. • Building, accessibility, electrical, mechanical, plumbing, energy, and California Green Building Standards Code inspections within the inspector's qualifications and certifications.
• Foundation, framing, structural, insulation, drywall, final, and other required inspections. • Inspection documentation and maintenance of accurate inspection records. • Identification and documentation of code deficiencies and required corrections. • Coordination with contractors, property owners, design professionals, and City staff. • Reinspection of corrected work.
• Investigation of work performed without required permits. • Emergency or special inspections when requested by the City. • Other building inspection services within the Consultant's demonstrated qualifications.
Consultant personnel assigned to inspection services shall possess all licenses, certifications, experience, and qualifications required for the services being performed.
D. Permit Technician and Counter Services
The Consultant may be requested to provide permit technicians or other qualified personnel to support building permit intake, processing, and customer service functions.
Services may include:
• Receiving and processing building permit applications. • Reviewing applications for required submittal materials. • Routing applications to appropriate City departments and outside agencies. • Coordinating plan review comments and resubmittals.
• Maintaining permit records and electronic files.
• Assisting applicants with permit processes and requirements. • Calculating or assisting with applicable permit and plan review fees. • Scheduling inspections.
• Issuing permits following completion of required reviews and approvals, when authorized by the City.
• Providing customer service by telephone, email, electronically, and at City Hall. • Assisting with records management and permit tracking. • Other administrative building department functions as assigned. •
E. Building Official / Plans Examiner
The Consultant may be requested to provide qualified Building Official, plans examiner, structural engineering, or other technical building services on an interim, supplemental, or project-specific basis.
Services may include:
• Building Official services.
• Building code interpretation and technical determinations. • Complex plan review.
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• Structural plan review and engineering review.
• Accessibility review.
• Coordination with the State Fire Marshal, County Fire Department, utility providers, and other regulatory agencies.
• Assistance with code adoption and implementation.
• Preparation of technical memoranda or determinations. • Participation in meetings with applicants, design professionals, City staff, or other agencies.
• Assistance with appeals or other technical building code matters. • Other specialized building department services requested by the City.
F. Code Enforcement Support
When requested by the City, the Consultant may provide qualified code enforcement personnel to supplement City operations.
Services may include property inspections, documentation of observed violations, preparation of notices and correspondence, follow-up inspections, permit research, coordination with property owners and City staff, and other code compliance activities authorized by the City.
Any enforcement activities shall be conducted in accordance with applicable law, City policies, and the San Juan Bautista Municipal Code. The City will retain responsibility for enforcement decisions or actions reserved to City officials unless otherwise expressly authorized.
G. On-Call Community Development Department Staffing
The Consultant may be requested to provide temporary, interim, part-time, full-time, or projectspecific personnel to supplement Community Development Department operations.
Positions may include:
• Building Officials
• Building Inspectors
• Permit Technicians
• Plans Examiners
• Code Enforcement Personnel
• Building Department administrative support
• Other qualified technical or professional personnel requested by the City Consultants shall describe their ability to provide qualified personnel on short notice and identify typical response times for temporary and longer-term staffing requests.
The City may request personnel for work performed on-site at City Hall, in the field, remotely, or through a hybrid arrangement, depending upon the assignment.
H. Assignment of On-Call Services
The City's establishment of an on-call consultant list does not guarantee any minimum amount of work or compensation to a selected Consultant.
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As services are needed, the City may request a proposed scope, staffing plan, schedule, and notto-exceed budget from the consultant.
A request may include:
• Description and understanding of the requested assignment; • Proposed approach;
• Personnel assigned to the work;
• Scope of services and deliverables;
• Schedule and anticipated turnaround time;
• Hourly rates and estimated hours by classification;
• Subconsultant costs, if applicable;
• Reimbursable expenses;
• Assumptions and exclusions; and
• Total not-to-exceed cost.
No work shall commence until authorized by the City in accordance with the applicable Professional Services Agreement and the City issues authorization to proceed.
I. Consultant Personnel and Qualifications
Consultants shall provide appropriately qualified personnel for each assignment. Personnel performing professional services requiring a license, registration, or certification shall maintain all required credentials throughout the duration of the assignment.
The Consultant shall be responsible for supervision, management, quality control, and performance of its personnel and subconsultants.
The City reserves the right to review and approve personnel proposed for individual assignments and to request replacement of assigned personnel when necessary.
J. Performance Standards
Services shall be performed professionally, accurately, and in accordance with all applicable federal, State, and local laws, regulations, codes, policies, and industry standards.
The Consultant shall coordinate closely with the Community Development Department and shall endeavor to provide consistent, timely, and customer-service-oriented building services.
Consultants shall maintain adequate staffing and resources to meet agreed-upon schedules and promptly communicate any circumstances that may affect service delivery or turnaround times.
K. Compensation and Invoicing
Consultants shall provide a current fee schedule identifying hourly billing rates by personnel classification and any applicable reimbursable expenses.
For project-specific or discrete assignments, the City may require a not-to-exceed budget based on the rates established under the on-call agreement. Invoices shall provide sufficient detail to identify personnel, hours worked, services performed, applicable assignment or permit, and reimbursable expenses.
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Selection for the City's on-call list does not constitute authorization for expenditures or guarantee any minimum amount of compensation.
3. TERM OF AGREEMENT
The City anticipates entering into a professional services agreement for an initial term of three (3) years, with the option to extend for up to three (3) additional one-year terms, subject to City Council approval and satisfactory performance.
4. MINIMUM QUALIFICATIONS
Proposers must demonstrate the qualifications, experience, staffing capacity, and technical resources necessary to provide the services identified in this RFQ. At a minimum, proposals shall demonstrate the following:
1. Experience Providing Municipal Building Services
• Demonstrated experience providing building department services to California cities, counties, or other public agencies.
• Experience providing services comparable to those requested by the City, including building plan review, building inspections, permit processing, Building Official services, and supplemental building department staffing.
• Demonstrated knowledge of municipal building department operations, permit processing procedures, inspection practices, and customer service requirements. • Provide examples of similar contracts or assignments completed within the past five (5) years, including client references.
• Identify any proposed subconsultants and describe their relevant experience and responsibilities.
2. Qualifications of Proposed Personnel
The Consultant shall have qualified personnel available to perform the services for which they are proposed. Personnel shall possess applicable licenses, registrations, certifications, education, training, and experience appropriate to their assigned duties.
At a minimum, the Proposer shall identify the qualifications and availability of personnel proposed for the following positions, as applicable:
• Building Official: Demonstrated experience administering municipal building code and permit functions and appropriate ICC certification(s) or other applicable professional credentials.
• Building Inspector: Appropriate ICC certification(s) and demonstrated experience conducting residential and commercial inspections under the California Building Standards Code.
• Plans Examiner: Appropriate ICC certification(s) and demonstrated experience reviewing residential and commercial construction documents for compliance with applicable California codes.
• Permit Technician: Experience with municipal building permit intake, processing, fee calculation, records, inspection scheduling, permit tracking systems, and customer service.
ICC Permit Technician certification is preferred.
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• Code Enforcement Personnel: Relevant training, certification, and/or demonstrated municipal code enforcement experience appropriate to the assigned duties. • Other Technical Personnel: Appropriate licenses, certifications, training, and experience for any specialized services proposed.
The Consultant shall ensure that all licenses, registrations, and certifications required to perform assigned services remain current throughout the contract term.
3. Knowledge of Applicable Codes and Regulations
Proposers shall demonstrate current working knowledge of applicable State and local requirements governing building permitting, plan review, and inspection services, including, as applicable:
• California Building Standards Code (Title 24)
• California Building Code
• California Residential Code
• California Electrical Code
• California Mechanical Code
• California Plumbing Code
• California Energy Code
• California Green Building Standards Code (CALGreen)
• California Existing Building Code
• State accessibility requirements
• Applicable State housing and building laws
• City of San Juan Bautista ordinances, policies, procedures, and locally adopted amendments.
Personnel shall be capable of applying the codes in effect at the time an application or project is reviewed.
4. Plan Review and Inspection Capabilities
• Demonstrated ability to provide accurate and timely residential, multifamily, commercial, and industrial plan review.
• Demonstrated ability to provide clear, comprehensive, and code-supported correction comments.
• Ability to perform electronic plan review and coordinate efficiently with City staff, applicants, architects, engineers, and contractors.
• Demonstrated ability to provide qualified inspection personnel capable of conducting required field inspections and maintaining appropriate inspection records. • Ability to meet the City's requested turnaround times and accommodate expedited or priority reviews when requested.
• Ability to provide technical consultation and code interpretation when requested by the City.
5. Staffing Capacity and Responsiveness
• Demonstrated ability to provide qualified personnel on an as-needed basis throughout the contract term.
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• Sufficient depth of staffing to provide continuity of service during employee absences, vacancies, workload increases, emergencies, or other circumstances requiring supplemental assistance.
• Ability to provide personnel for on-site, field, remote, or hybrid assignments, as requested by the City.
• Identification of anticipated response times for providing temporary, interim, part-time, and full-time personnel.
• Demonstrated ability to accommodate fluctuations in workload without adversely affecting agreed-upon service levels or turnaround times.
• Identification of a primary contract manager responsible for coordinating assignments and serving as the City's primary point of contact.
6. Technical and Organizational Capability
• Demonstrated professional, organizational, administrative, and technical capabilities necessary to perform the requested services.
• Adequate staffing, technology, equipment, and other resources to perform the work. • Established quality assurance and quality control procedures for plan review, inspections, and other technical services.
• Ability to maintain accurate permit, plan review, inspection, and other records and provide such records to the City in the format requested.
• Ability to coordinate effectively with City staff and other agencies and consultants.
7. Customer Service and Public Agency Experience
• Demonstrated ability to provide professional and responsive customer service to applicants, property owners, contractors, design professionals, and members of the public. • Experience working in a municipal environment and representing a public agency in interactions with customers and the community.
• Ability to clearly explain code requirements, correction comments, permit procedures, and inspection requirements.
• Personnel assigned to City-facing positions shall demonstrate professionalism, effective communication skills, and the ability to work collaboratively with City staff.
8. Financial and Administrative Capacity
• Demonstrated financial and organizational capacity to perform the services throughout the term of the agreement.
• Ability to maintain appropriate accounting and invoicing systems that clearly identify personnel, classifications, hours, assignments, and reimbursable expenses. • Ability to maintain all insurance coverage, business licenses, and other contractual requirements established by the City.
• Ability to provide services using the rates and fee structure established through the resulting agreement.
9. Professional Licenses and Certifications
The Proposer shall provide a list of applicable professional licenses, registrations, and certifications held by personnel proposed for City assignments. Where a particular service requires Page | 10
a professional license, registration, or certification under California law, the individual performing or responsible for that service shall possess the required credential.
The City reserves the right to verify licenses and certifications and to approve proposed personnel before assignment.
10. References and Record of Performance
• Demonstrated successful performance under comparable municipal on-call building services contracts.
• Provide references from public agencies for which the Proposer has performed similar services.
• Demonstrated ability to meet schedules, maintain service levels, control costs, communicate effectively, and respond promptly to agency needs. • Disclose any termination for cause, material contract dispute, or similar performance issue involving comparable public agency services within the period specified by the RFQ.
5. PROPOSAL REQUIREMENTS
Proposals shall be clear, concise, and provide sufficient information for the City to evaluate the Proposer's qualifications, experience, staffing capacity, approach, responsiveness, and cost. At a minimum, proposals shall include the following:
A. Firm and Contact Information
• Legal name and address of the firm.
• Primary contact person, title, telephone number, and email address. • Number of years the firm has been in business.
• Size, organizational structure, and location(s) of the firm. • Location of the office that will primarily serve the City of San Juan Bautista. • Identification of any subconsultants proposed to perform services under the contract and the services they would provide.
B. Relevant Municipal Building Services Experience
Describe the firm's experience providing building department and related Community Development Department services to California cities, counties, or other public agencies, particularly agencies of similar size and organizational structure to the City of San Juan Bautista.
The proposal should specifically describe the firm's experience providing, as applicable:
• Building plan review;
• Building inspection services;
• Building Official services;
• Plans examiner and engineering services;
• Permit technician and permit processing services;
• Code enforcement support;
• Interim or supplemental municipal staffing; and
• Other related building department services.
Page | 11
Provide a detailed description of a minimum of three (3) comparable contracts or assignments completed or performed within the past five (5) years. For each, provide:
• Public agency/client name;
• Agency project or contract manager and contact information; • Contract term;
• Approximate contract value;
• Description and scope of services provided;
• Types and number of personnel provided, as applicable; • Description of the firm's performance and ability to meet requested service levels and turnaround times; and
• Identification of proposed key personnel who also worked on the referenced contract, if applicable.
C. Proposed Project Team and Personnel
Identify the Contract Manager/Project Manager who will serve as the City's primary point of contact and describe their qualifications, experience, responsibilities, and availability.
Identify personnel proposed to be available to the City during the contract term, as applicable, including:
• Building Official;
• Building Inspectors;
• Plans Examiners;
• California-licensed professional engineers;
• Permit Technicians;
• Code Enforcement Personnel; and
• Other technical or administrative personnel proposed to support the City.
Provide a brief résumé for each key individual, including relevant education, municipal experience, professional licenses, ICC certifications, other applicable certifications, and years of experience.
Clearly identify which personnel are employees of the Proposer and which, if any, are employees of proposed subconsultants.
D. Approach and Understanding
Describe the Proposer's understanding of the City's need for flexible, responsive, and cost-effective on-call building services.
The proposal shall describe the firm's approach to:
• Providing services to a small municipality with fluctuating workloads and staffing needs; • Coordinating with City staff, applicants, contractors, design professionals, and other agencies;
• Providing timely plan review and inspection services; • Meeting the City's desired plan review turnaround times; • Providing qualified personnel for short-term, interim, part-time, or full-time assignments; • Maintaining continuity of service when assigned personnel are unavailable; • Performing work on-site, in the field, remotely, or through a hybrid arrangement; Page | 12
• Quality assurance and quality control;
• Electronic plan review and permit processing;
• Maintaining accurate records and transferring records to the City; and • Providing responsive customer service to applicants and the public. •
E. Availability, Staffing Capacity, and Response Times
Describe the firm's current capacity to provide the requested services throughout the proposed three-year contract term.
The proposal shall identify:
• Typical response time for providing a Building Inspector; • Typical response time for providing a Permit Technician; • Typical response time for providing a Building Official or Plans Examiner; • Standard turnaround times for initial and subsequent plan reviews; • Ability to provide expedited plan review when requested; • Ability to provide same-day or short-notice inspection or staffing coverage, when available; and
• Procedures for providing substitute personnel when regularly assigned staff are unavailable.
Proposers should identify any limitations on their ability to provide the requested services or staffing.
F. Professional Licenses and Certifications
Provide a list of relevant professional licenses, registrations, and certifications held by proposed personnel, including, as applicable:
• ICC certifications;
• California Professional Engineer registrations;
• Building Official certifications;
• Building Inspector certifications;
• Plans Examiner certifications;
• Permit Technician certifications; and
• Other certifications relevant to the proposed services.
The Proposer shall be responsible for ensuring that personnel assigned to the City maintain all licenses, registrations, and certifications required for the work performed.
G. References
Provide at least three (3) professional references from California cities, counties, or other public agencies for which the firm has provided services comparable to those requested by the City.
For each reference, provide the agency name, contact person, title, telephone number, email address, services provided, and approximate dates of service.
H. Fee Proposal
Page | 13
Provide a complete fee schedule for all personnel classifications and services proposed under this RFQ.
At a minimum, the fee proposal shall identify:
• Hourly billing rate for each personnel classification; • Plan review fee structure, including whether services are proposed at an hourly rate, fixed fee, percentage of City plan review fees, or another methodology; • Rates for regular building inspection services;
• Rates for Building Official, Plans Examiner, Permit Technician, engineering, code enforcement, and other staffing services;
• Minimum charges, if any;
• Overtime, weekend, holiday, emergency, or after-hours rates, if applicable; • Travel time and mileage charges, if applicable;
• Reimbursable expenses;
• Rates or methodology for expedited plan review, if different from standard services; • Subconsultant markups or administrative charges, if applicable; and • Any other fees or charges that could be incurred by the City.
The Proposer shall clearly identify all potential charges. Fees not identified in the proposal may not be permitted under the resulting agreement without prior written authorization by the City.
The City anticipates a cost-effective and transparent fee structure appropriate for a small municipality and encourages Proposers to identify efficiencies or alternative pricing approaches that may reduce costs while maintaining service quality and responsiveness.
I. Exceptions and Additional Information
Identify any exceptions, qualifications, or requested modifications to the RFQ requirements or the City's proposed Professional Services Agreement. If no exceptions are requested, the proposal should affirmatively state that the Proposer takes no exceptions.
Proposers may also provide additional information they believe demonstrates their ability to successfully provide the requested on-call building services.
6. EVALUATION CRITERIA
Proposals will be evaluated based on the following weighted criteria:
• Relevant Municipal Building Services Experience – 30% Demonstrated experience providing building plan review, inspection, Building Official, permit technician, plans examiner, code enforcement, and related building department services to California cities, counties, or other public agencies. • Qualifications and Availability of Assigned Personnel – 25% Experience, licenses, certifications, technical qualifications, and availability of the proposed Contract Manager and key personnel, including inspectors, plans examiners, permit technicians, Building Officials, engineers, and other proposed staff. • Understanding of Services, Staffing Capacity, and Proposed Approach – 20% Demonstrated understanding of the City's needs; approach to providing responsive oncall services; ability to meet plan review and inspection turnaround times; staffing Page | 14
capacity; quality control; continuity of services; and ability to provide on-site, field, remote, or hybrid support as requested.
• Cost and Fee Structure – 15%
Competitiveness, reasonableness, transparency, and completeness of proposed hourly rates, plan review fees, staffing rates, reimbursable expenses, and other charges.
Consideration will also be given to the overall cost-effectiveness of the proposed fee structure for a small municipality.
• References and Past Performance – 10%
Quality of references and demonstrated past performance on comparable public agency contracts, including responsiveness, customer service, ability to meet schedules and turnaround times, quality of work, and contract performance.
Total – 100%
The City may invite one or more proposers for interviews prior to final selection.
7. RFQ SCHEDULE (TENTATIVE)
RFQ Issued: November 2, 2026
Questions Due: November 16, 2026
Responses Issued: November 27, 2026
Proposals Due: December 4, 2026 at 4:00 p.m.
Interviews (if conducted): Week of January 4-8, 2027
City Council Award: January 19, 2027
Anticipated Contract Start Date: February 1, 2027
The City reserves the right to modify this schedule at its discretion.
8. SUBMISSION INSTRUCTIONS
Proposals must be submitted electronically in PDF format to: Attn: Arielle Goodspeed, Planning Manager Email: [email protected]
Proposals must include “On-call Building Services and Consulting Services RFQ” in the subject line.
Late submissions may not be accepted.
9. GENERAL CONDITIONS
The selected proposer will be required to enter into the City’s Professional Services Agreement (General Consulting Services), substantially in the form included as Exhibit A to this RFQ.
Proposers shall identify any requested exceptions to the Professional Services Agreement at the time of proposal submission. Material exceptions may be grounds for disqualification.
Proposals are subject to the California Public Records Act. The selected firm must be independent and may not serve as the City’s auditor during the contract term.
Page | 15
The City reserves the right to reject any or all proposals, waive informalities, negotiate scope and fees, or cancel or reissue the RFQ.
All work products shall be the property of the City.
Protest Procedure
Any protest must be submitted in writing to the City Manager within five (5) business days of the notice of intent to award. The City Manager’s determination shall be final.
10. QUESTIONS
All questions regarding this RFQ must be submitted in writing to the Planning Manager by the deadline listed above. Responses will be provided to all known proposers.
Page | 16
EXHIBIT A – PROFESSIONAL SERVICES AGREEMENT (DRAFT)
PROFESSIONAL SERVICES AGREEMENT (ON-CALL BUILDING SERVICES AND
CONSULTING SERVICES)
THIS PROFESSIONAL SERVICES AGREEMENT (“Agreement”) is made and entered into as of _____________ (“Effective Date”), by and between the City of San Juan Bautista, a California general law city (“City”), and __________________________ (“Consultant”). City and Consultant may be referred to individually as a “Party” and collectively as the “Parties.”
RECITALS
A. The city desires to retain a qualified professional consultant to provide general consulting and advisory services, including but not limited to building plan review, inspection, Building Official, permit technician, code enforcement, and related building consulting services.
B. Consultant represents that it is duly qualified, licensed where required, and experienced in providing such professional consulting services to California public agencies.
NOW, THEREFORE, in consideration of the mutual covenants and conditions herein contained, the Parties agree as follows:
1. SCOPE OF SERVICES
1.1 Services. Consultant shall provide professional consulting services as described in Exhibit A (Scope of Services), incorporated herein by reference.
1.2 Standard of Care. Consultant shall perform all services in a manner consistent with the professional standard of care ordinarily exercised by members of the same profession currently practicing under similar conditions in the State of California.
1.3 Independent Judgment. Consultant shall make an independent evaluation of all relevant conditions affecting the performance of the services.
2. TERM
2.1 Term. The term of this Agreement shall commence on the Effective Date and shall continue through _____________, unless earlier terminated as provided herein.
2.2 Extensions. The City may extend this Agreement for up to three (3) additional one-year terms by written amendment, subject to City Council approval.
3. COMPENSATION
Page | 17
3.1 Not-to-Exceed Amount. Total compensation under this Agreement shall not exceed $____________ without prior written authorization by the City.
3.2 Payment. Consultant shall submit invoices in a form acceptable to the City. Payment of undisputed amounts shall be made within approximately thirty (30) days of receipt.
3.3 Additional Services. Services outside the Scope of Services shall require prior written approval by the City and may be compensated pursuant to Exhibit B.
3.4 Records Retention and Audit. Consultant shall maintain complete and accurate records related to services performed under this Agreement for a minimum of four (4) years and shall make such records available to the City upon reasonable notice.
4. TERMINATION
4.1 For Convenience. The City may terminate this Agreement at any time for its convenience upon thirty (30) days’ written notice.
4.2 For Cause. Either Party may terminate this Agreement for material breach upon ten (10) days’ written notice and opportunity to cure.
5. CITY REPRESENTATIVE AND CONSULTANT CONTACT
5.1 City Representative. The City Manager or designee shall administer this Agreement.
5.2 Consultant Representative. Consultant shall designate a primary contact responsible for coordination of services.
5.3 Key Personnel. Consultant represents that the individuals identified as key personnel shall perform the services under this Agreement. Substitution of key personnel shall require prior written approval by the City.
6. SUBCONSULTANTS
Consultant shall not use subconsultants without prior written approval of the City. Consultant shall remain fully responsible for the performance of all approved subconsultants.
7. CONFIDENTIALITY
Consultant shall maintain the confidentiality of all City information not generally available to the public and shall not disclose such information without the City’s prior written consent, except as required by law.
7A. PUBLIC RECORDS
Consultant acknowledges that this Agreement and all records related to its performance are subject to disclosure under the California Public Records Act (Government Code Section 6250 et seq.), except as provided by law.
8. OWNERSHIP OF WORK PRODUCT
Page | 18
All work product prepared under this Agreement, including reports, memoranda, financial models, analyses, and training materials, shall be the property of the City. Consultant may retain copies for recordkeeping purposes.
9. CONFLICT OF INTEREST
Consultant shall comply with all applicable conflict-of-interest laws, including the Political Reform Act, and shall avoid any actual or perceived conflicts of interest. 9A. INDEPENDENT AUDITOR RESTRICTION
Consultant shall not serve as the City’s independent auditor during the term of this Agreement or for any fiscal year in which Consultant provides services under this Agreement.
10. INDEMNIFICATION
Consultant shall indemnify and hold harmless the City, its officers, officials, employees, and agents, to the fullest extent permitted by law, from claims arising out of Consultant’s negligent acts, errors, or omissions.
11. INSURANCE
Consultant shall maintain insurance in accordance with Exhibit C (Insurance Requirements) for the duration of this Agreement.
12. INDEPENDENT CONTRACTOR
Consultant is and shall remain an independent contractor and not an employee of the City.
13. COMPLIANCE WITH LAWS
Consultant shall comply with all applicable federal, state, and local laws and regulations.
14. NOTICES
Notices shall be given in writing to the following addresses:
City:
City Manager
City of San Juan Bautista
311 Second Street
San Juan Bautista, CA 95045
Consultant:
[Insert Address]
15. MISCELLANEOUS
15.1 Governing Law and Venue. This Agreement shall be governed by the laws of the State of California. Venue for any action shall lie in San Benito City, California.
15.2 Assignment. Consultant shall not assign or transfer this Agreement without the prior written consent of the City.
Page | 19
15.3 Non-Exclusivity. Nothing in this Agreement shall be construed as exclusive. The city may obtain similar services from other consultants.
15.4 Electronic Signatures. Signatures transmitted electronically or by PDF shall be deemed original.
15.5 Entire Agreement. This Agreement constitutes the entire agreement between the Parties and may be amended only in writing signed by both Parties.
SIGNATURES
CITY OF SAN JUAN BAUTISTA CONSULTANT
By: ___________________________ By: ___________________________ Ashley Collick, City Manager Name: _______________________ Date: _________________________ Date: _________________________ Page | 20
EXHIBIT A – SCOPE OF SERVICES
(On-call Environmental and Planning Consulting Services – as previously drafted) Page | 21
EXHIBIT B – COMPENSATION
(To be negotiated)
Page | 22
EXHIBIT C – INSURANCE REQUIREMENTS
(Professional Services Insurance)
Item No.: 7.H
City Council Meeting
October 20, 2026
Page | 1
CITY OF SAN JUAN BAUTISTA
CITY COUNCIL STAFF REPORT
DATE: OCTOBER 20, 2026
DEPARTMENT: CITY MANAGER
FROM: ROY MORALES, ASSISTANT TO THE CITY MANAGER
TITLE: PUBLIC SAFETY UPDATE
RECOMMENDED MOTION:
Receive the September 2026 Monthly Public Safety Statistics Report.
RECOMMENDATION:
Staff recommends that the City Council review and receive the Public Safety Department status report.
BACKGROUND:
Law enforcement services are provided by the San Benito County Sheriff’s Office as part of their countywide coverage. Fire protection services are provided through a contract with the Hollister Fire Department. As part of ongoing oversight and transparency, staff provide the City Council with regular statistical summaries outlining service levels, staffing, and activity trends for these public safety functions.
This report summarizes monthly law enforcement and fire department activity for the reporting period and provides an overview of current services.
DISCUSSION:
The Sheriff’s Office continues to provide law enforcement services to the City (11-beat) and respond to both emergency and non-emergency calls for service as required. During the reporting period, Sheriff’s Office activity included:
• 46 Emergency 911 calls
• 38 non-emergency calls for service
• 11 self-initiated contacts
• 7 reports taken
Page | 2
o 1 civil matter
o 1 city code violations
o 1 domestic violence
o 4 vehicle citations
Fire protection services are provided by the Hollister Fire Department through Station 4, Engine 14, which is staffed full-time with three firefighters and delivers continuous 24-hour fire suppression, emergency medical, and rescue services within the City. Station 4 also provides emergency response services within San Benito County jurisdiction areas outside the City limits, including the following activities during the reporting period:
• 1 Fire (structure fire in Aromas)
• 9 Vehicle accidents / 1 within city limits
• 15 Medical calls
• 4 Inspections
ATTACHMENTS:
1. San Benito County Sheriff’s Office September 2026 calls for service report
2. City of Hollister Fire Department September 2026 calls for service report Item No.: 7.H
City Council Meeting
October 20, 2026
Page | 1
CITY OF SAN JUAN BAUTISTA
CITY COUNCIL STAFF REPORT
DATE: OCTOBER 20, 2026
DEPARTMENT: CITY MANAGER
FROM: ROY MORALES, ASSISTANT TO THE CITY MANAGER
TITLE: PUBLIC SAFETY UPDATE
RECOMMENDED MOTION:
Receive the September 2026 Monthly Public Safety Statistics Report.
RECOMMENDATION:
Staff recommends that the City Council review and receive the Public Safety Department status report.
BACKGROUND:
Law enforcement services are provided by the San Benito County Sheriff’s Office as part of their countywide coverage. Fire protection services are provided through a contract with the Hollister Fire Department. As part of ongoing oversight and transparency, staff provide the City Council with regular statistical summaries outlining service levels, staffing, and activity trends for these public safety functions.
This report summarizes monthly law enforcement and fire department activity for the reporting period and provides an overview of current services.
DISCUSSION:
The Sheriff’s Office continues to provide law enforcement services to the City (11-beat) and respond to both emergency and non-emergency calls for service as required. During the reporting period, Sheriff’s Office activity included:
• 46 Emergency 911 calls
• 38 non-emergency calls for service
• 11 self-initiated contacts
• 7 reports taken
Page | 2
o 1 civil matter
o 1 city code violations
o 1 domestic violence
o 4 vehicle citations
Fire protection services are provided by the Hollister Fire Department through Station 4, Engine 14, which is staffed full-time with three firefighters and delivers continuous 24-hour fire suppression, emergency medical, and rescue services within the City. Station 4 also provides emergency response services within San Benito County jurisdiction areas outside the City limits, including the following activities during the reporting period:
• 1 Fire (structure fire in Aromas)
• 9 Vehicle accidents / 1 within city limits
• 15 Medical calls
• 4 Inspections
ATTACHMENTS:
1. San Benito County Sheriff’s Office September 2026 calls for service report
2. City of Hollister Fire Department September 2026 calls for service report Item No.: 7.I
City Council Meeting
October 20, 2026
Page | 1
CITY OF SAN JUAN BAUTISTA
CITY COUNCIL STAFF REPORT
DATE: OCTOBER 20, 2026
DEPARTMENT: CITY MANAGER
FROM: ROY MORALES, ASSISTANT TO THE CITY MANAGER
TITLE: PUBLIC WORKS, LIBRARY, RECREATION DEPARTMENT
UPDATE
RECOMMENDED MOTION:
Receive the September 2026 statistics report for Public Works, Library, and Recreation.
RECOMMENDATION:
Staff recommends that the City Council review and receive the status report for the following departments; Public Works, Library, and Recreation.
BACKGROUND:
The City’s Public Works, Library, and Recreation departments collectively support core municipal services that directly affect residents’ quality of life. These departments are responsible for maintaining essential city functions, facilities, and community services.
The Public Works Department currently operates with four full-time employees and one parttime employee who provides weekend coverage. Public Works staff are responsible for maintaining the city’s infrastructure, public facilities, parks, and utilities, while also supporting other departments with their operational logistical needs.
The Library Department is staffed by three part-time Assistant Librarians, with one staff member serving as the lead Assistant Librarian. Library staff manage the daily operations of the City Library, provide community programming, maintain library resources, and assist patrons.
The Recreation Department currently operates with one interim employee who supports recreational programming and coordination of community activities.
These departments continue to deliver essential services and assist other City departments with operational support and facility management.
Page | 2
DISCUSSION:
The Public Works, Library, and Recreation teams collectively play a vital role in supporting the City’s daily operations, infrastructure, community facilities, and public services. Their responsibilities range from maintaining parks and public facilities, supporting city events, maintaining utilities infrastructure, and ensuring city assets remain safe and operational for residents and visitors. These teams frequently collaborate with other City departments and external vendors to address operational needs, respond to facility issues, and support community initiatives.
Recent accomplishments and ongoing efforts include:
Public Works
• Well 5- Emergency Repair: September 15, 2026: responded to the shutdown of Well #5 following a ground-short fault. Staff coordinated with Salinas Pump to remove and inspect the pump, motor, wiring, and drop pipe.
• Water Supply Management: Increased Well #1 production to maintain system demand while Well #5 was offline. Reserved where closely monitored. • Water Conservation: Implemented a community water-conservation effort, including door to door distribution of water conservation notices. • Main Sewer Pump Station Water Leak: Staff identified and repaired a water leak at the City’s main sewer pump station.
• Storm / Flood Preparedness: Developed a drainage and flood-area map identifying priority locations.
• Street Maintenance: Completed red-curb painting, replaced stop signs, and performed vegetation pruning.
• Abbe Ball Park: Began working on building roofs for repair.
Library
• Increase visits from unruly unhoused customers.
• 433 patrons visited the library.
Recreation
• Movies in the Park summer series at Abbe Park. Great attendance by local residents. • Finished on September 12th, 2026.
• Special thanks to Councilman Aranda for loaning his equipment to Recreation. • Recreation is planning the City’s annual Dia de los Muertos ever for Sunday, November 1, 2026, at State Parks lawn from 4:30 p.m. to 9:00 p.m. The even honors a meaningful cultural tradition and brings residents and visitors together. It will feature local vendors and ofrendas, music, performances, and activities.
Item No.: 7.J:
City Council Meeting
October 20, 2026
Page | 1
CITY OF SAN JUAN BAUTISTA
CITY COUNCIL STAFF REPORT
DATE: OCTOBER 20, 2026
DEPARTMENT: CITY MANAGER
FROM: ASHLEY COLLICK, CITY MANAGER
BY: ARIELLE GOODSPEED, PLANNING MANAGER
TITLE: COMMUNITY DEVELOPMENT STATUS REPORT
RECOMMENDED MOTION:
Receive an update on the Community Development Department for September 2026.
RECOMMENDATION:
Staff recommends that the City Council review and receive the Community Development Department status report.
EXECUTIVE SUMMARY:
This report updates activities within the Community Development Department, including Planning, Building, and Code Enforcement functions, for September 2026.
During the reporting period, the Department continued to support development review, permitting, building inspections, business licensing, regulatory compliance, and community assistance.
Planning activities included processing current planning applications and continuing long-range planning initiatives. Code Enforcement continued its focus on case management, parking compliance, and implementation of the City's vehicle abatement efforts.
BACKGROUND
The Community Development Department provides planning, building, and code enforcement services that support orderly development, regulatory compliance, and implementation of the City's General Plan and Municipal Code. The Department coordinates with residents, property owners, contractors, business owners, and regional agencies to facilitate development review, permitting, inspections, business licensing, and code compliance activities while advancing the City's long-range planning priorities.
The following summarizes Community Development Department activities during September 2026.
Page | 2
Current Planning
During September 2026, the Planning Division received four (4) planning applications, including:
• Two (2) Special Event Permit applications.
• Two (2) Minor Historic Resource Design Review applications.
Planning staff continued processing land use applications, coordinating special event reviews, and providing assistance to property owners, applicants, and residents regarding planning and development requirements.
Building
During September 2026, the Building Division received five (5) building permit applications, with the following status:
• Two (2) applications accepted, pending payment of required deposits. • One (1) application pending Planning Historic Design Review. • One (1) application deemed incomplete.
• One (1) application currently under review.
Additional Building Division activities included:
• Issued one (1) building permit for 830 Mission Vineyard Road. • Conducted thirteen (13) building inspections, with most re-inspections completed the same day.
• Completed one (1) address assignment.
• Finalized three (3) building permits.
• Approved two (2) additional permits pending payment of applicable fees.
The Building Division continues to provide permitting, plan review, and inspection services to support development activity and regulatory compliance throughout the city. Continued coordination between Planning and Building staff supports timely application processing, inspection scheduling, and permit issuance.
Code Enforcement
During September 2026, the Code Enforcement Division continued managing active code enforcement cases through ongoing communication, monitoring, documentation, inspections, and preparation of correspondence as necessary. Enforcement activities continued to emphasize voluntary compliance, public safety, property maintenance, and resolution of outstanding municipal code violations.
T
he Division also initiated implementation of the City's Vacant Property Monitoring and Registration Program pursuant to Ordinance No. 2024-02, establishing vacancy registration requirements and associated fees. Implementation efforts support improved monitoring of vacant properties and compliance with applicable municipal regulations.
Item No.: 7.J:
City Council Meeting
October 20, 2026
Page | 3
Additionally, staff continued case management and coordination of the City's Abandoned and Non-Operational Vehicle Program, including ongoing investigations, monitoring, and enforcement activities to address abandoned and inoperable vehicles throughout the community.
September 2026 Code Enforcement activities included:
• Three (3) new code enforcement cases opened.
• Three (3) code enforcement cases closed.
• Eight (8) vehicle green tags issued.
• Five (5) parking citations issued.
The Code Enforcement Division continues to prioritize proactive enforcement, voluntary compliance, and community outreach while implementing programs intended to improve neighborhood conditions, address public safety concerns, and maintain compliance with the City's Municipal Code.
CEQA REQUIREMENT:
The proposed action is not a project under the California Environmental Quality Act (CEQA) pursuant to CEQA Guidelines Section 15378(b)(2), as it is an administrative activity of government that will not result in direct or indirect physical changes to the environment.
FISCAL IMPACT:
None.
ATTACHMENTS:
None.
Page | 1 City Council Meeting Minutes (September 15, 2026)
CITY OF SAN JUAN BAUTISTA
CITY COUNCIL
UNOFFICIAL MEETING MINUTES
SEPTEMBER 15, 2026
1. CALL TO ORDER
Mayor Jordan called the regular meeting to order at 5:17 p.m. in the Council Chambers at 311 Second Street, San Juan Bautista, California.
PLEDGE OF ALLEGIANCE
Councilmember Morris-Lopez led the Pledge of Allegiance.
ROLL CALL Present:
Councilmember Jose Aranda
Councilmember Jackie Morris-Lopez
Mayor Pro Tem EJ Sabathia - arrived at 5:49 p.m.
Mayor Leslie Q. Jordan
Absent :
Councilmember Scott Freels
Staff Present:
Ashley Collick, City Manager
Jon R. Giffen, City Attorney
Elizabeth Soto, City Clerk
Also present:
Roy Morales, Assistant to the City Manager
Victor M. Tafoya, Associate Planner
2. CLOSED SESSION – 5:00 P.M. – 6:00 P.M.
a. Conference with Legal Counsel—Existing Litigation – Orozco v. City of San Juan Bautista et al. (California Government Code section 54956.9(d)(1)). b. Conference with Legal Counsel—Anticipated Litigation – Significant exposure to litigation pursuant to paragraph (2) or (3) of subdivision (d) of Section 54956.9(e)(2): (2 case).
c. Public Employee Performance Evaluation – (California Government Code section 54957(b)(1)) – City Attorney.
No public comments were received.
Mayor Jordan recessed the meeting to Closed Session at 5:19 p.m. and reconvened the regular Page | 2 City Council Meeting Minutes (September 15, 2026) meeting at 6:02 p.m.
City Attorney Giffen announced that direction was provided and that there was no reportable action.
3. PROCLAMATION / COMMENDATION
The City of San Juan Bautista proclaimed:
A. Childhood Cancer Awareness Month, September 2026
4. PUBLIC COMMENT
Received comments from the following members of the public:
Michael Ponce expressed concerns regarding code compliance, ethics, and matters involving the use of private property. He also commented on local leadership and upcoming elections.
Anonymous written comment concerning community involvement in addressing City issues, including downtown conditions, municipal finances, and local governance.
5. PUBLIC HEARING
A. Introduce an Ordinance Amending Chapter 11 of the San Juan Bautista Municipal Code pertaining to the Accessory Dwelling Unit (ADU) and Junior Accessory Dwelling Unit (JADU)
Recommendation: Hold a Public Hearing to consider adoption of an ordinance amending Section 11-02-050 (Zoning Districts), Chapter 11-04.5 (Accessory Dwelling Units), and Chapter 11-29 (Definitions) of Title 11 of the San Juan Bautista Municipal Code pertaining to accessory dwelling unit (ADU) and junior accessory dwelling unit (JADU).
The item is being tabled to the City Council meeting of October 20, 2026.
Mayor Jordan opened the public hearing.
No public comments were received.
Mayor Jordan closed the public hearing.
6. CONSENT
A. Approve the Affidavit of Posting Agenda
B. Waive Reading of Resolutions and Ordinances on the Agenda Beyond Title C. Treasurer’s Report and Monthly Financial Statements
Recommendation: Accept the financial report for July 2026.
D. Conflict of Interest Code - Biennial Review
Recommendation: Approve a RESOLUTION approving amendment to Appendix B Page | 3 City Council Meeting Minutes (September 15, 2026) (Designated Positions) of the City's Conflict of Interest Code following the required biennial review.
E. Approval of Amendment No. 1 to the Professional Services Agreement with Robert D.
Niehaus, Inc. for Water Rate Study.
Recommendation: Approve A RESOLUTION authorizing Amendment No. 1 to the Professional Services Agreement with Robert D. Niehaus, Inc. (RDN) to add a concurrent Water Rate Study for a firm-fixed amount of $29,860, increasing the total agreement amount from $28,320 to $58,180, and authorize the City Manager to execute the amendment subject to approval as to form by the City Attorney and incorporation of RDN's written scope clarification.
F. Approval of Updated Agreement with Ridgeline Municipal Strategies, LLC for Municipal Advisory and Consulting Services Related to Water and Wastewater System Compliance Projects.
Recommendation: Approve a RESOLUTION approving the updated Agreement for Municipal Advisory and Consulting Services with Ridgeline Municipal Strategies, LLC through June 30, 2028, and authorize the City Manager to execute the agreement, subject to completion of the Task 1 not-to-exceed budget in Exhibit B and availability of budgeted funds.
G. Authorize Reimbursement to the San Benito County Water District for Water Supply Plan Cost
Recommendation: Approve a RESOLUTION authorizing reimbursement to the San Benito County Water District in the amount of $234,914.70 for costs incurred in support of the San Juan Bautista Water Supply Plan and authorizing the City Manager or designee to process payment following final verification of funding eligibility and accounting requirements
H. Día de los Muertos Procession Rolling Street Closures Recommendation: Approve a RESOLUTION authorizing temporary rolling street closures on November 2, 2026, for the Día de los Muertos Procession.
I. Consideration of City Co-Sponsorship and Fee Waiver for the 2026 Día de los Muertos Procession
Recommendation: Approve a RESOLUTION designating the 2026 Día De Los Muertos Procession as a city co-sponsored event and approving a waiver of permit fees and City costs associated with the event in the amount of $2,413.19.
J. Temporary Street Closure for a California State Parks Event (Vertigo Movie Showing) Recommendation: Approve a RESOLUTION to authorize the temporary closure of Second Street between Mariposa Street and Washington Street on September 26, 2026, from 5:00 p.m. to 10:00 p.m., in connection with Encroachment Permit Application ENC314, subject to the conditions set forth in the Resolution.
K. Consideration of City Co-Sponsorship and Fee Waiver for the California State Parks Vertigo Movie (ENC314)
Recommendation: Approve a RESOLUTION designating the California State Parks Vertigo Screening event as a city co-sponsored event and approving a waiver of permit fees and City costs associated with Encroachment Permit Application ENC314 in Page | 4 City Council Meeting Minutes (September 15, 2026) the amount of $770.39
L. Digital Communication and Social Media Policy
Recommendation: Approve a RESOLUTION repealing Resolution No. 2017-23 and adopting the City of San Juan Bautista’s updated Digital Communications and Social Media Policy
M. Authorization to Issue a Request for Proposals for City Attorney and Municipal Legal Services
Recommendation: Approve a RESOLUTION authorizing issuance of a Request for Proposals (RFP) for City Attorney and Municipal Legal Services; directing staff to conduct a qualifications-based, best-value evaluation of proposals and present the results and ranking to the City Council; and providing for finalist interviews by the full City Council prior to final selection, appointment, and contract approval.
N. Accept The Alameda Hwy 156 Right Turn Lane Retaining Wall CIP Project 20.03 Completed by L. Loduca Co.
Recommendation: Approve a RESOLUTION accepting the Alameda/Highway 156 RightHand Turn Lane Retaining Wall Improvements Project as complete; and release the retention and applicable construction bonds in accordance with legal requirements.
O. Authorize the City Manager and/or Designee to Conduct AB 52 and SB 18 Tribal Consultation
Recommendation: Approve a RESOLUTION authorizing the City Manager, and/or designee, to initiate, conduct, coordinate, and conclude consultation with California Native American tribes on behalf of the City of San Juan Bautista pursuant to Assembly Bill 52 (AB 52) and Senate Bill 18 (SB 18), as applicable to City projects and land use actions.
P. Public Safety Update
Recommendation: Receive an Update on the Monthly Public Safety statistics for June and August 2026 Q. Public Works, Library and Recreation Department Update Recommendation: Receive an Update for August 2026.
R. Community Development Department Update
Recommendation: Receive an Update for August 2026.
S. Minutes
Recommendation: Approve the Regular Meeting Minutes of May 19, 2026; Special Meeting Minutes of May 26, 2026; Special Meeting Minutes of June 16, 2026; Special Meeting Minutes of August 11, 2026; and Regular Meeting Minutes of August 18, 2026.
MOTION:
Upon motion by Councilmember Aranda, seconded by Mayor Pro Tem Sabathia, consent agenda Items A through S were approved.
Page | 5 City Council Meeting Minutes (September 15, 2026) AYES: Councilmembers: Aranda, Morris-Lopez, Sabathia, and Mayor Jordan; NOES: None; ABSTAIN: None; ABSENT: Councilmember Freels
7. ACTION
A. League of California Cities (LCC) Voting Delegate
City Clerk Elizabeth Soto explained that the annual conference would be held in Long Beach and requested designation of a Council representative for the General Assembly and an alternate, if desired. Mayor Jordan stated that she would already be attending. No alternate was designated.
No public comments were received.
MOTION:
Upon motion by Mayor Pro Term Sabathia, seconded by Councilmember Aranda, Mayor Jordan was designated as the City’s voting delegate for the League of California Cities Annual Conference and Expo.
AYES: Councilmembers: Aranda, Morris-Lopez, Sabathia, and Mayor Jordan; NOES: None; ABSTAIN: None; ABSENT: Councilmember Freels
B. Approval of Amendment No. 1 to Engagement Agreement with Kennedy, Archer & Giffen, P.C, for City Attorney and Municipal Legal Services City Manager Collick explained that the existing agreement expired August 15, 2026, and that an extension would maintain uninterrupted legal services during the competitive selection process. The amendment provides a month-to-month continuation effective August 16, 2026, permits either party to terminate with 60 days’ notice, continues services during the notice period, provides transition support to successor counsel if needed, and makes no change to the compensation structure. The current firm may participate in the RFP process.
No public comments were received.
MOTION:
Upon motion by Councilmember Aranda, seconded by Mayor Pro Tem Sabathia, the resolution approving Amendment No. 1 to the Engagement Agreement with Kennedy, Archer & Giffen, P.C. for City Attorney and municipal legal services and authorizing the City Manager to execute the amendment was approved.
AYES: Councilmembers: Aranda, Morris-Lopez, Sabathia, and Mayor Jordan; NOES: None; ABSTAIN: None; ABSENT: Councilmember Freels
Page | 6 City Council Meeting Minutes (September 15, 2026) C. Discuss and Provide Direction on the Proposed Chapter 9-5 Mobile Food Facilities and Sidewalk Vending Ordinance
The item is being continued to the City Council meeting of October 20, 2026.
No public comments were received.
8. INFORMATIONAL ITEMS AND REPORTS
A. City Manager’s Report
City Manager Collick provided an overview of major initiatives, infrastructure projects, operational priorities, community programs, and organizational improvements. She explained that matters requiring Council policy direction or action would be presented separately through the public meeting process.
The report addressed the water transmission pipeline project, coordination with engineering and financial partners, pursuit of U.S. Bureau of Reclamation and other funding, Sewer System Management Plan updates, and completion of corrective work on USDA loan discrepancies. The Council expected the water and sewer rate-study results back, hopefully by year-end. Other efforts included regional waste planning, franchise-agreement discussions, and downtown wastemanagement improvements.
City Manager Collick reported on participation in the Monterey Bay Economic Partnership; feedback from the August business listening session; business retention and attraction; permitting and application improvements; special-event coordination; fee-schedule updates; and the proposed mobile food facilities and sidewalk vending ordinance. She announced the next Coffee with the City Manager event on September 19, 2026.
She reported receiving a $10,000 scholarship to attend a Harvard Kennedy School leadership decision-making program from September 27 through October 2, 2026, and noted additional professional development opportunities. She also addressed implementing the Parks and Facilities Use Policy, reviewing the Sheriff’s Office contract, business-license compliance, abandoned-vehicle abatement, and the Highway 156/The Alameda right-turn-lane project.
City Manager Collick explained the City’s service and enforcement responsibilities, distinguished municipal issues from private disputes, and emphasized that the Council establishes policy while staff implements adopted policies and manages daily operations. No Council action was taken.
B. Reports from City Council Representatives to Regional Organizations and Committees
Councilmember Aranda reported on Association of Monterey Bay Area Governments meetings covering executive leadership, the overall work program and budget, and the approval of a draft Metropolitan Transportation Improvement Program for regional transportation projects. He also reported on an integrated waste meeting covering solid-waste management, diversion, composting, and local programs.
Page | 7 City Council Meeting Minutes (September 15, 2026) Councilmember Morris-Lopez reported on the Council of Governments and ongoing Highway 25 expansion discussions. She raised safety concerns regarding the right turn from State Route 156 onto Mission Vineyard Road, including highway speeds, the lack of a separate right-turn lane, the nearby fork and gravel, and anticipated wet-weather and nighttime conditions. She stated that she would continue seeking coordination among the City, County, and Caltrans. She also reported on the reactivated Monterey Bay Latino elected officials’ group, her appointment to represent San Benito County, and an upcoming Council of Governments meeting, and encouraged public participation.
Mayor Pro Tem Sabathia reported that she had not attended any meetings since the last Council meeting and that the preceding meeting was the Water Resources Board.
Mayor Jordan reported on a Board of Supervisors tourism ad hoc committee considering wayfinding and monument features related to Pinnacles National Park and the “Home of the Pinnacles” branding. The Board discussed possible artwork similar to the Washington Street overpass, but no firm proposal had been selected. She stated that her other meetings had been canceled.
C. City Council Announcements
Councilmember Aranda announced the Frolic and Revel Festival on September 19, 2026, at 6:00 p.m. on Third Street; a composting workshop, the Vertigo movie screening and behind-thescenes tours, and the Anza Trail Moonlight Walk on September 26, 2026; and continuing Monday morning markets from 10:00 a.m. to 2:00 p.m. on Third Street.
Mayor Jordan requested that the City Clerk accept nominations for National Philanthropy Day and said the Council would announce its selection at the October 20, 2026, meeting.
Councilmember Morris-Lopez and Mayor Pro Tem Sabathia had no further announcements.
9. ADJOURNMENT
Motion to adjourn by Councilmember Aranda, seconded by Mayor Pro Tem Sabathia.
There being no other business, the Mayor adjourned the meeting at 6:44 p.m.
APPROVED:
______________________
Leslie Q. Jordan, Mayor
Page | 8 City Council Meeting Minutes (September 15, 2026) ATTEST:
______________________
Elizabeth Soto, City Clerk
Item No.: 8. A
City Council Meeting
October 20, 2026
Page | 1
CITY OF SAN JUAN BAUTISTA
CITY COUNCIL STAFF REPORT
DATE: OCTOBER 20, 2026
DEPARTMENT: CITY MANAGER
FROM: ASHLEY COLLICK, CITY MANAGER
BY: ROY MORALES, ASSISTANT TO THE CITY MANAGER
TITLE: PROCLAMATION OF A LOCAL EMERGENCY RELATED TO
THE DEVELOPING 2026-2027 EL NIÑO EVENT
RECOMMENDED MOTION:
Approve a resolution proclaiming a local emergency related to the developing 2026-2027 El Niño event; authorizing emergency preparedness, response, and recovery activities; and providing for periodic review by the City Council in accordance with California Government Code Section 8630.
RECOMMENDATION:
Staff recommends that the City Council approve the attached resolution proclaiming a local emergency related to the developing 2026-2027 El Niño event. The declaration will strengthen the City's emergency preparedness efforts, support coordination with regional and state agencies, and help protect public safety, critical infrastructure, and essential municipal services in advance of anticipated winter storms.
BACKGROUND:
On September 21, 2026, the Governor of California proclaimed a statewide State of Emergency in response to the developing 2026–2027 El Niño event. The proclamation recognized the potential for significant winter storms, flooding, and related impacts throughout California and directed state agencies to undertake coordinated preparedness activities, including staging emergency resources, protecting critical infrastructure, and supporting local governments.
On September 22, 2026, the San Benito County Board of Supervisors adopted Resolution No. 2026-127, declaring a local emergency throughout San Benito County. The County's action recognized the potential for severe weather-related impacts and the need to take proactive measures to protect residents, property, and essential infrastructure.
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The City of San Juan Bautista is participating in regional preparedness efforts in coordination with the San Benito County Office of Emergency Services (OES), neighboring jurisdictions, emergency response agencies, and other regional partners.
As a small municipality with limited staffing, equipment, and emergency response resources, the City relies on regional partnerships and mutual assistance to address emergencies that may exceed its independent operational capacity.
Potential impacts from severe winter storms include localized flooding, damage to public facilities and historic resources, roadway closures, electrical outages, impaired drainage systems, and interruptions to essential water and wastewater services.
Although widespread storm damage has not occurred within the City, the developing weather conditions and associated risks warrant advance preparation and coordinated planning to reduce potential impacts to the community.
DISCUSSION:
The County's local emergency proclamation establishes a regional framework for preparedness and response throughout San Benito County. Adoption of a separate City resolution would establish findings specific to San Juan Bautista, affirm the City's commitment to regional emergency coordination, and provide direction for preparedness and response activities within the City's jurisdiction.
California Government Code Sections 8558(c) and 8630 establish the statutory framework for proclaiming a local emergency when conditions of disaster or extreme peril threaten the safety of persons and property and may exceed the resources available to a local jurisdiction.
The proposed resolution recognizes the City's limited emergency response capacity and the potential need for assistance from San Benito County, neighboring jurisdictions, state agencies, and other emergency response partners.
Regional Emergency Preparedness and Coordination
The City will continue coordinating with San Benito County OES, Hollister Fire, the San Benito County Sheriff's Office, Caltrans, utility providers, and other appropriate agencies to support a coordinated regional approach to emergency preparedness.
These efforts include identifying available emergency resources, coordinating operational responsibilities, establishing communication procedures, and evaluating opportunities for mutual assistance during significant storm events.
The City will also coordinate with the American Red Cross and other service providers regarding potential emergency shelter operations and community assistance needs.
Item No.: 8. A
City Council Meeting
October 20, 2026
Page | 3
City Preparedness Priorities
In anticipation of the winter storm season, staff will prioritize the following activities:
1. Stormwater Drainage and Flood Prevention: Inspect and maintain storm drains, drainage inlets, culverts, and other drainage facilities; address known drainage concerns; and stage available flood response materials and equipment. Staff will also coordinate with Caltrans and San Benito County regarding drainage and potential flooding affecting regional roadways, including Highway 156.
2. Protection of Public Facilities and Historic Resources: Evaluate vulnerable City-owned facilities and implement appropriate protective measures where feasible. Particular attention will be given to ongoing drainage improvements at Luck Park intended to protect the historic Luck Museum and its collections from stormwater intrusion.
3. Water and Wastewater Infrastructure: Coordinate with City Public Works personnel, engineering consultants, utility providers, and regional partners to prepare for potential power outages, flooding, and disruptions affecting essential water and wastewater infrastructure. This includes consideration of water production and storage facilities, wastewater pump stations, and the wastewater conveyance system connecting San Juan Bautista to Hollister.
4. Emergency Operations and Shelter Planning: Coordinate with regional emergency response partners to evaluate the potential use of Community Hall for emergency shelter operations and Casa Maria as an alternate incident coordination location, subject to facility suitability, operational needs, and appropriate agreements.
5. Public Safety and Emergency Communications: Coordinate with Hollister Fire, the Sheriff's Office, County OES, and other emergency response agencies to support emergency notification, incident coordination, and continuity of public safety services.
Public communications will emphasize timely, accurate, and accessible information concerning storm preparedness, potential road closures, emergency resources, and protective actions.
6. Resource Coordination and Documentation: Identify available personnel, equipment, supplies, and contractor resources that may be needed during an emergency. Staff will maintain appropriate records of preparedness and response activities, personnel time, equipment use, contracts, expenditures, and damage assessments to support accountability and potential disaster assistance requests.
Emergency Authority and Administrative Oversight
The proposed resolution provides direction to the City Manager to coordinate necessary preparedness, response, and recovery activities in accordance with applicable state law, City ordinances, adopted emergency plans, and existing administrative authority.
Page | 4
The resolution also authorizes requests for mutual aid and available state and federal assistance, subject to applicable requirements.
Adoption of the resolution does not independently waive procurement, permitting, environmental, or budgetary requirements. Expenditures and contracts will remain subject to applicable legal requirements and established City purchasing and approval authority. Matters requiring additional authorization will be brought before the City Council.
Continued Council Oversight
Pursuant to Government Code Section 8630, the City Council is required to review the continued need for a local emergency at least once every 60 days and terminate the proclamation at the earliest possible date that conditions warrant.
Staff will schedule the required reviews and provide updates regarding emergency conditions, regional coordination, preparedness activities, resource needs, and associated expenditures.
FISCAL IMPACT
Adoption of the proposed resolution does not independently authorize additional appropriations or establish a new funding commitment.
Emergency preparedness activities may involve staff time, drainage maintenance, emergency supplies, equipment rentals, facility arrangements, and contracted services. To the extent possible, these activities will be performed using existing personnel, equipment, and approved budget appropriations.
Should additional funding or expenditures beyond existing administrative authority become necessary, staff will return to the City Council for appropriate authorization.
The City may seek available state or federal assistance for eligible emergency response and recovery costs. However, adoption of a local emergency proclamation does not guarantee reimbursement. Eligibility for state or federal disaster assistance depends on applicable declarations, program requirements, eligible activities, available funding, and required documentation.
Routine preparedness and maintenance expenditures should not be presumed eligible for reimbursement. Staff will coordinate with County OES and Cal OES regarding applicable assistance programs and documentation requirements.
ATTACHMENTS:
1. Resolution
2. San Benito County Resolution No. 2026-127, adopted September 22, 2026.
Page | 1
RESOLUTION NO. 2026-XX
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN JUAN BAUTISTA
PROCLAIMING THE EXISTENCE OF A LOCAL EMERGENCY DUE TO THE DEVELOPING 2026–2027 EL NIÑO EVENT AND DIRECTING COORDINATED
EMERGENCY PREPAREDNESS AND RESPONSE ACTIVITIES
WHEREAS, the California Emergency Services Act, California Government Code Sections 8550 et seq., including Sections 8558(c) and 8630, authorizes the City Council to proclaim the existence of a local emergency when conditions of disaster or extreme peril to the safety of persons and property exist within the City's territorial limits and are or are likely to be beyond the control of the services, personnel, equipment, and facilities of the City; and WHEREAS, on September 21, 2026, the Governor of California proclaimed a statewide State of Emergency due to the developing 2026–2027 El Niño event, recognizing the potential for severe winter storms, flooding, and related impacts and directing state agencies to undertake coordinated emergency preparedness activities; and
WHEREAS, on September 22, 2026, the San Benito County Board of Supervisors adopted Resolution No. 2026-127 proclaiming the existence of a local emergency throughout San Benito County due to the developing El Niño event and the potential for significant stormrelated impacts; and WHEREAS, the City of San Juan Bautista recognizes the potential for severe winter storms and flooding to threaten the safety of residents, businesses, visitors, public facilities, historic resources, roadways, drainage systems, and other critical infrastructure within the City; and
WHEREAS, the City operates and maintains essential municipal infrastructure, including water production and distribution facilities, wastewater collection and conveyance facilities, stormwater drainage systems, public roadways, and public buildings, which may be vulnerable to flooding, electrical outages, and other storm-related disruptions; and WHEREAS, the City has identified the need to undertake advance protective measures, including inspection and maintenance of drainage facilities, preparation of emergency response supplies and equipment, protection of vulnerable public facilities and historic resources, and planning for continuity of essential municipal services; and WHEREAS, the City has limited personnel, equipment, facilities, and emergency response resources, and significant storm-related impacts may exceed the City's independent capacity to respond effectively without assistance from San Benito County, neighboring jurisdictions, state agencies, utility providers, and other regional partners; and WHEREAS, the City recognizes the importance of coordinating emergency preparedness and response activities with the San Benito County Office of Emergency Services, Page | 2
Hollister Fire, the San Benito County Sheriff's Office, Caltrans, utility providers, emergency service organizations, and other appropriate agencies; and WHEREAS, proactive regional coordination, resource planning, public communication, and protective measures are necessary to reduce potential threats to life, property, historic resources, and essential municipal services; and
WHEREAS, the City Council finds that the developing 2026–2027 El Niño event presents conditions of extreme peril to the safety of persons and property within the City, and that the potential magnitude of storm-related impacts may exceed the City's available resources and require the combined efforts of regional emergency response partners; and WHEREAS, the City Council desires to establish a framework for coordinated emergency preparedness and response while preserving applicable legal, procurement, fiscal, and administrative requirements.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of San Juan Bautista as follows:
SECTION 1. Proclamation of Local Emergency
The City Council hereby proclaims the existence of a local emergency throughout the territorial limits of the City of San Juan Bautista due to the developing 2026–2027 El Niño event and associated threats of severe winter storms, flooding, damage to public and private property, and disruption of essential municipal services.
The City Council finds that these conditions constitute an existing or threatened local emergency within the meaning of California Government Code Sections 8558(c) and 8630.
SECTION 2. Emergency Authority and Administration
During the existence of the local emergency, the powers, functions, and duties of the City's emergency organization and officials shall be those prescribed by applicable state law, City ordinances, resolutions, and adopted emergency plans.
The City Manager is directed to coordinate and implement necessary emergency preparedness, response, and recovery activities within the scope of applicable legal authority and established administrative responsibilities.
Nothing in this resolution shall be construed to independently expand the City Manager's contracting or expenditure authority beyond that otherwise provided by applicable law, City ordinances, resolutions, or duly approved appropriations.
SECTION 3. Regional Emergency Preparedness and Coordination Page | 3
The City Manager is directed to coordinate emergency preparedness, response, and recovery activities with the San Benito County Office of Emergency Services and other appropriate regional partners, including neighboring jurisdictions, Hollister Fire, the San Benito County Sheriff's Office, Cal OES, Caltrans, public utilities, emergency medical providers, the American Red Cross, and other organizations as necessary.
Such coordination may include:
1. Identification and coordination of available emergency personnel, equipment, supplies, and other resources.
2. Development of communication and operational coordination procedures among participating agencies.
3. Planning for emergency shelter operations, incident coordination facilities, and assistance to vulnerable populations.
4. Coordination of public information, emergency notifications, and protective action messaging.
5. Requests for mutual aid and other available emergency assistance when warranted.
SECTION 4. Protection of Critical Infrastructure and Public Facilities The City Manager is directed to coordinate appropriate preparedness and protective measures intended to reduce potential storm-related impacts within the City.
Such activities may include, but are not limited to:
1. Inspection, cleaning, and maintenance of storm drains, drainage inlets, culverts, and other stormwater facilities.
2. Identification and mitigation of known drainage and flooding concerns.
3. Protection of vulnerable City-owned facilities and historic resources, including the historic Luck Museum and associated drainage improvements at Luck Park.
4. Coordination of preparedness measures for essential water production, distribution, wastewater collection, and conveyance infrastructure.
5. Coordination with Caltrans, San Benito County, and other agencies concerning potential roadway flooding, closures, and access restrictions.
6. Staging of available emergency supplies, equipment, and other resources necessary for storm response.
7. Evaluation of potential emergency shelter and incident coordination locations, subject to facility suitability, operational requirements, and appropriate agreements.
SECTION 5. Resources, Expenditures, and Mutual Aid
The City Manager is authorized to request mutual aid and available state and federal emergency assistance in accordance with applicable laws, established procedures, and the City's emergency management framework.
The City Manager may procure necessary emergency supplies, equipment, and services within existing legal authority, adopted purchasing requirements, and approved budget appropriations.
Page | 4
This resolution does not independently waive applicable procurement, contracting, permitting, environmental, or fiscal requirements.
Any expenditures, contracts, or appropriations requiring additional City Council approval shall be presented to the City Council for consideration in accordance with applicable requirements.
SECTION 6. Emergency Documentation and Disaster Assistance City staff shall maintain appropriate documentation of emergency preparedness, response, and recovery activities, including personnel time, equipment use, contracts, expenditures, resource requests, and damage assessments.
The City Manager is authorized to coordinate with San Benito County OES, Cal OES, and other appropriate agencies to identify and pursue available emergency assistance and reimbursement programs.
The City Council acknowledges that adoption of this resolution does not guarantee eligibility for state or federal disaster assistance or reimbursement. Any such assistance shall remain subject to applicable declarations, program requirements, eligible activities, funding availability, documentation, and agency approval.
SECTION 7. Public Information and Community Preparedness The City Manager is directed to coordinate the dissemination of timely and accessible public information regarding emergency preparedness, potential storm impacts, protective actions, available resources, and emergency response activities.
Public communications shall be coordinated, as appropriate, with San Benito County OES, the National Weather Service, emergency response agencies, and other regional partners to promote consistent and accurate information.
SECTION 8. City Council Review and Termination
Pursuant to California Government Code Section 8630, the City Council shall review the continued need for the local emergency at least once every 60 days.
The City Manager shall provide periodic updates regarding emergency conditions, preparedness and response activities, regional coordination, resource needs, and associated expenditures.
The City Council shall proclaim the termination of the local emergency at the earliest possible date that conditions warrant.
SECTION 9. Transmission and Effective Date
The City Clerk is directed to transmit a certified copy of this resolution to the San Benito County Office of Emergency Services for coordination with Cal OES and other appropriate agencies.
Page | 5
This resolution shall take effect immediately upon adoption.
PASSED AND APPROVED by the City Council of the City of San Juan Bautista on this 20th day of October 2026, by the following vote:
AYES:
NOES:
ABSTAIN:
ABSENT:
APPROVED:
_____________________
Leslie Q. Jordan, Mayor
ATTEST:
Elizabeth Soto, City Clerk
Item No.: 8.B
City Council Meeting
October 20, 2026
Page | 1
CITY OF SAN JUAN BAUTISTA
CITY COUNCIL STAFF REPORT
DATE: OCTOBER 20, 2026
DEPARTMENT: PUBLIC WORKS
FROM: ASHLEY COLLICK, CITY MANAGER
BY: JERRY SANGUINETTI, CITY ENGINEER / DIRECTOR OF
PUBLIC WORKS
TITLE: AUTHORIZATION OF FUNDING AND EMERGENCY
RESTORATION OF MUNICIPAL WELL NO. 5
RECOMMENDED MOTION:
Approve a Resolution declaring an emergency condition associated with the failure of municipal Well No. 5 and the resulting vulnerability of the City's water supply system; making the findings required by Public Contract Code Section 22050; authorizing emergency procurement and immediate restoration of Well No. 5 without competitive bidding to the extent permitted by law; approving a total expenditure not to exceed $136,656.88, including a $25,000 contingency; and authorizing the City Manager to execute necessary agreements and approve related expenditures within the authorized project budget, subject to applicable legal and purchasing requirements.
RECOMMENDATION:
Staff recommends that the City Council adopt a Resolution declaring an emergency condition resulting from the failure of municipal Well No. 5 and authorizing immediate action to restore the City's primary water production capacity.
Since September 16, 2026, the City has been operating without Well No. 5 and relying on Well No. 1 as its sole operating municipal production well. Recent monitoring indicates declining water levels in Well No. 1, further reducing the City's operational flexibility and increasing the potential consequences of an additional equipment failure or interruption in water production.
Given these circumstances, staff recommends that the City Council make the emergency findings required under Public Contract Code Section 22050 and authorize the City Manager to proceed with necessary rehabilitation and restoration work without the delays associated with standard competitive procurement procedures, to the extent permitted by law.
Staff further recommends approval of a total expenditure not to exceed $136,656.88, consisting of $111,656.88 for proposed rehabilitation and equipment replacement and a $25,000 contingency under the City Manager's authority to address unforeseen conditions or additional work necessary to restore Well No. 5.
Page | 2
Funding is available within the City's Water Enterprise Fund.
Immediate action is necessary to reduce the City's dependence on a single operating well, restore water production redundancy, and protect the reliability of the municipal water system.
EXECUTIVE SUMMARY:
Well No. 5 ceased operating on September 16, 2026, and remains unavailable. Following removal of the pump, motor, and drop pipe, the motor failed bench testing, and the removed pipe exhibited external pitting. A downhole video inspection dated October 1, 2026, documented deposits plugging portions of the upper two screened intervals and soft fill near the well bottom.
These conditions support cleaning and rehabilitating the well before installing new pumping equipment.
With Well No. 5 out of service, the City is relying on Well No. 1, an older and relatively shallow source. Its sounded water level changed from 93 feet on October 9 to 96.8 feet on October 12, while its pump setting is approximately 128 feet. These measurements do not establish imminent pump failure, but underscore reduced operational flexibility and the importance of restoring Well No. 5 promptly.
Given the City's reliance on a single operating production well, staff is requesting that the City Council declare an emergency pursuant to Public Contract Code Section 22050 and authorize immediate rehabilitation and restoration of Well No. 5. The total requested expenditure authorization is $136,656.88, including a $25,000 contingency to address unforeseen conditions.
Funding is available within the City's Water Enterprise Fund.
BACKGROUND INFORMATION:
The pump, motor, and drop pipe were removed on September 21, 2026. Salinas Pump Company submitted replacement proposal No. 2287-B dated September 23, 2026. Well Rehabilitation Services, Inc., under contract to Salinas Pump Company, completed a downhole video survey on October 1, 2026. Salinas Pump Company submitted cleaning proposal No. 2293 dated October 7, 2026.
The October 1 survey identified buildup at 155 and 232 feet within the first screened interval (150.8–250.4 feet), and continued screen plugging near 305 feet within the second screened interval (261.1–320.4 feet). The third screened interval was described as mostly open with light buildup near 369 feet. Soft bottom fill was reported at approximately 416.8 feet, compared with the 450-foot completed well depth shown in the 2017 Well Completion Report. The survey did not report obvious structural failure of the casing or screens. The observations support rehabilitation, but do not independently quantify production recovery or prove that all proposed chemical treatment is essential.
The proposed rehabilitation includes mechanical brushing, Mudnox cleaning solution, airlifting accumulated fill, an interim video survey, acid/biocide treatment with swabbing and further airlifting, and a final video survey. Replacement work includes an 8-inch four-stage pump, 75- horsepower motor, electrical cable, column pipe, fittings, and installation. Staff proposes Item No.: 8.B
City Council Meeting
October 20, 2026
Page | 3
sequencing and field verification so that chemical treatment, discharge management, and any additional work are controlled and documented.
EMERGENCY JUSTIFICATION AND PROCUREMENT AUTHORITY
The City of San Juan Bautista is currently operating under significantly reduced water production redundancy following the failure of municipal Well No. 5 on September 16, 2026.
Well No. 5 is a primary production source for the City's municipal water system. Its continued unavailability has left Well No. 1 as the City's sole operating municipal production well. While water service remains operational, the City has no additional operating production well available to provide backup capacity should Well No. 1 experience a mechanical failure, electrical interruption, or further reduction in production capability.
Recent monitoring of Well No. 1 indicates that its sounded water level changed from approximately 93 feet on October 9, 2026, to 96.8 feet on October 12, 2026. With the pump installed at approximately 128 feet, these observations underscore the importance of closely monitoring the well and restoring the City's additional production capacity. Although these measurements do not establish imminent failure, they demonstrate the limited operational flexibility currently available to the City.
Need for Immediate Action
The continued operation of the municipal water system with only one functioning production well presents an elevated risk to the reliability of water service. An unexpected interruption involving Well No. 1 could significantly affect the City's ability to maintain water production, replenish system storage, and support essential municipal water demands, including fire protection.
The City has already implemented precautionary measures, including requesting voluntary water conservation, while Public Works staff continue to monitor production, demand, and system conditions.
Justification for Emergency Procurement
Under normal circumstances, the City would follow applicable competitive procurement procedures for public works improvements. However, the time required to prepare bid documents, advertise, receive and evaluate proposals, award a contract, and mobilize a contractor would delay restoration of Well No. 5 while the City remains dependent on a single operating production well.
Given the loss of water production redundancy and the potential consequences of an additional system failure, staff has determined that such delays would expose the City to an unacceptable level of operational risk.
Salinas Pump Company has already conducted diagnostic and removal work and submitted proposals for replacement pumping equipment and well rehabilitation. Proceeding with the Page | 4
proposed restoration work would allow the City to advance necessary repairs without initiating a separate competitive procurement process.
Statutory Authority and Council Findings
Pursuant to Public Contract Code Sections 20168 and 22050, the City Council may authorize emergency work without competitive bidding when the required statutory findings are established.
Staff recommends that the City Council determine, by the required four-fifths vote and based on substantial evidence entered into the meeting minutes, that:
An emergency exists due to the failure of Well No. 5 and the resulting vulnerability of the City's municipal water supply system.
The emergency will not permit the delay associated with competitive solicitation for bids.
Immediate action is necessary to rehabilitate and restore Well No. 5 and reduce the risk of disruption to municipal water service.
Upon adoption of the Resolution, the City Manager would be authorized to execute necessary agreements and administer emergency restoration work within the approved project authorization of $136,656.88, including the $25,000 contingency.
Staff will comply with applicable emergency procurement requirements, including documentation of expenditures, reporting to the City Council, and subsequent review of the continued necessity for emergency action as required by Public Contract Code Section 22050.
PROJECT CONTINGENCY
Given the age and condition of Well No. 5 and the uncertainty associated with rehabilitation of an existing groundwater well, staff recommends establishing a $25,000 project contingency.
Although the downhole video inspection has identified areas of screen plugging and accumulated sediment, additional conditions may become apparent during mechanical cleaning, chemical treatment, final inspection, or installation of the replacement pumping equipment.
The contingency would provide the City Manager with flexibility to authorize necessary additional work, materials, equipment, or related services without delaying restoration of the City's primary water production well.
Expenditures against the contingency would be limited to work directly associated with the rehabilitation and restoration of Well No. 5, documented by staff, and subject to applicable procurement and financial controls.
Any expenditures exceeding the total authorized project amount of $136,656.88 would require additional authorization.
Item No.: 8.B
City Council Meeting
October 20, 2026
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CEQA REQUIREMENT:
The proposed repair and rehabilitation of existing municipal water facilities may qualify for the Class 1 exemption for repair, maintenance, or minor alteration of existing facilities (CEQA Guidelines section 15301), provided the work remains within the existing facility and no exception to the exemption applies. The City should confirm the exemption determination, any applicable notice requirements, and discharge or treatment approvals before proceeding.
FISCAL IMPACT:
Salinas Pump Company has submitted two proposals for the rehabilitation and restoration of municipal Well No. 5:
Description Amount
Proposal No. 2287-B – Replacement pump, motor, column pipe, associated materials, taxes, and installation $47,794.18
Proposal No. 2293 – Well cleaning and rehabilitation $63,862.70 Subtotal $111,656.88
Project contingency $25,000.00
Total Not-to-Exceed Authorization $136,656.88
The $25,000 contingency is intended to address unforeseen conditions, additional repairs, or necessary modifications identified during rehabilitation and equipment installation.
Funding is available within the City's Water Enterprise Fund to cover the proposed expenditures, including the contingency. No additional funding allocation is requested from the City Council.
The City Manager will be authorized to execute necessary agreements and approve expenditures within the total project authorization of $136,656.88, subject to applicable purchasing requirements and City Attorney review, as appropriate.
Any unused contingency funds will remain unexpended. Expenditures exceeding the total authorized amount will require additional authorization.
ATTACHMENTS:
1. Resolution
2. Salinas Pump Company Proposal No. 2287-B (September 23, 2026)
3. Salinas Pump Company Proposal No. 2293 (October 7, 2026)
4. Well Rehabilitation Services, Inc., Downhole Video Survey (October 1, 2026) Page | 1
RESOLUTION NO. 2026-xx
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN JUAN BAUTISTA
AUTHORIZING FUNDING AND CONTRACTING FOR THE REHABILITATION AND RESTORATION OF MUNICIPAL WELL NO. 5
WHEREAS, Municipal Well No. 5 ceased operation on September 16, 2026, and remains out of service; and
WHEREAS, following removal of the pump, motor, and drop pipe, the motor failed bench testing, and the removed drop pipe exhibited significant external pitting; and WHEREAS, an October 1, 2026, downhole video inspection documented substantial deposits and plugging in portions of the upper screened intervals, together with accumulated soft fill near the well bottom, indicating the need for rehabilitation prior to installing replacement pumping equipment; and
WHEREAS, the City is currently relying on Well No. 1 as its sole operating municipal water production well, leaving the municipal water system without an additional operating production well to provide backup capacity; and
WHEREAS, recent monitoring of Well No. 1 indicates that its sounded water level changed from approximately 93 feet on October 9, 2026, to 96.8 feet on October 12, 2026, reducing the City's operational flexibility and underscoring the importance of restoring Well No. 5; and
WHEREAS, although municipal water service remains operational, the continued reliance on a single operating production well creates a significant vulnerability to the City's ability to maintain reliable water service, replenish system storage, and support essential public health and safety needs, including fire protection; and WHEREAS, the City has implemented precautionary water conservation measures and continues to monitor water production, demand, and system conditions while Well No. 5 remains unavailable; and
WHEREAS, the City Council recognizes that the time required for conventional competitive bidding, including preparation of bid documents, solicitation, evaluation, contract award, and contractor mobilization, would prolong the City's reliance on a single operating production well and increase the potential consequences of an additional interruption in water production; and
WHEREAS, Salinas Pump Company has performed diagnostic and removal work and submitted Proposal No. 2287-B in the amount of $47,794.18 for replacement pumping equipment and installation, and Proposal No. 2293 in the amount of $63,862.70 for well cleaning and rehabilitation, for a combined estimated cost of $111,656.88; and Page | 2
WHEREAS, due to the age and condition of Well No. 5 and the potential for unforeseen conditions during rehabilitation, the City Council finds it appropriate to establish a $25,000 project contingency, resulting in a total expenditure authorization not to exceed $136,656.88; and WHEREAS, sufficient funding is available within the City's Water Enterprise Fund to support the proposed rehabilitation and restoration work, including the project contingency; and WHEREAS, pursuant to California Public Contract Code Sections 20168 and 22050, the City Council finds, based upon substantial evidence presented at the meeting and entered into the minutes, that the failure of Well No. 5 and resulting loss of water production redundancy constitute an emergency, that the emergency will not permit the delay resulting from competitive solicitation for bids, and that immediate action is necessary to respond to the emergency and safeguard public health, safety, and property.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SAN JUAN BAUTISTA DOES HEREBY RESOLVE AS FOLLOWS:
Section 1. Emergency Declaration and Findings
The City Council hereby declares that an emergency condition exists resulting from the failure of municipal Well No. 5 and the resulting vulnerability of the City's municipal water supply system.
Based upon substantial evidence presented at the meeting and entered into the minutes, the City Council finds that:
1. Well No. 5 has been out of service since September 16, 2026, leaving Well No. 1 as the City's sole operating municipal production well.
2. The continued reliance on a single operating well presents a significant vulnerability to the City's ability to maintain reliable municipal water service, replenish system storage, and support essential public health and safety needs.
3. The emergency will not permit the delay resulting from competitive solicitation for bids because the City would remain without operating water production redundancy during the procurement process.
4. Immediate rehabilitation and restoration of Well No. 5 are necessary to respond to the emergency and reduce the risk of interruption to municipal water service.
Section 2. Emergency Procurement Authorization
Pursuant to California Public Contract Code Sections 20168 and 22050, and upon adoption of this Resolution by the required four-fifths vote, the City Council authorizes the immediate procurement and implementation of emergency rehabilitation and restoration work for Well No. 5 without competitive bidding, to the extent permitted by law.
The City Manager is authorized to negotiate, execute, and administer necessary agreements and related documents, in forms approved by the City Attorney, and to take necessary administrative Page | 3
actions to facilitate the prompt restoration of Well No. 5, subject to the total expenditure authorization established by this Resolution.
Section 3. Project Funding and Expenditure Authorization The City Council hereby authorizes a total expenditure not to exceed $136,656.88 for the rehabilitation and restoration of municipal Well No. 5, consisting of:
• $47,794.18 for replacement pumping equipment and installation under Salinas Pump Company Proposal No. 2287-B;
• $63,862.70 for well cleaning and rehabilitation under Salinas Pump Company Proposal No. 2293; and
• $25,000 for a project contingency to address unforeseen conditions or additional work necessary to complete the restoration.
The City Council acknowledges that sufficient funding is available within the City's Water Enterprise Fund to support the authorized expenditures.
Section 4. City Manager Authority and Project Contingency The City Manager is authorized to approve necessary expenditures, including the use of the $25,000 project contingency, for unforeseen conditions, additional repairs, materials, equipment, or related services reasonably necessary to complete the rehabilitation and restoration of Well No. 5.
All contingency expenditures shall be documented and shall remain within the total authorized project amount of $136,656.88.
Any expenditures exceeding the authorized amount or material changes outside the approved emergency restoration scope shall require additional authorization consistent with applicable City requirements.
Section 5. Technical and Regulatory Compliance
Prior to commencing chemical treatment, City staff shall confirm the proposed treatment sequence, appropriate handling and disposal of discharged water and spent treatment chemicals, and compliance with applicable regulatory requirements.
Staff shall document post-cleaning and final inspection findings and evaluate the condition of the well before reinstalling replacement pumping equipment.
Section 6. Emergency Reporting and Continuing Review
The City Manager shall maintain appropriate documentation of emergency procurement activities, project expenditures, and restoration progress.
Staff shall report to the City Council regarding the status of the emergency work and the continued necessity for emergency procurement in accordance with Public Contract Code Section 22050.
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The City Council shall review the continued necessity for emergency action at the intervals required by law until the emergency procurement authorization is terminated.
Section 7. California Environmental Quality Act
Staff shall confirm the applicable California Environmental Quality Act determination and any required permits or regulatory approvals before the work proceeds.
Section 8. Effective Date
This Resolution shall take effect immediately upon adoption.
PASSED AND APPROVED by the San Juan Bautista City Council on this 20th day of October 2026, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
APPROVED:
____________________
Leslie Q. Jordan, Mayor
ATTEST:
______________________
Elizabeth Soto, City Clerk