San Luis Obispo City Council
March 18, 2025

City Council
AGENDA

Tuesday, March 18, 2025, 5:30 p.m.

Council Chambers, 990 Palm Street, San Luis Obispo
Council meetings may be viewed remotely on Channel 20, the City’s YouTube Channel, and on the City’s website under the Public Meeting Agendas web page. Attendees of City Council or Advisory Body meetings are eligible to receive one hour of complimentary parking; restrictions apply, visit Parking for Public Meetings for more details.

INSTRUCTIONS FOR PUBLIC COMMENT:

Public Comment prior to the meeting (must be received 3 hours in advance of the meeting):

Mail - Delivered by the U.S. Postal Service. Address letters to the City Clerk's Office at 990 Palm Street, San Luis Obispo, California, 93401.

Email - Submit Public Comments via email to [email protected]. In the body of your email, please include the date of the meeting and the item number (if applicable). Emails will not be read aloud during the meeting.

Voicemail - Call (805) 781-7164 and leave a voicemail. Please state and spell your name, the agenda item number you are calling about, and leave your comment. Verbal comments must be limited to 3 minutes. Voicemails will not be played during the meeting. *All correspondence will be archived and distributed to councilmembers, however, submissions received after the deadline may not be processed until the following day.

Public Comment during the meeting:

Meetings are held in-person. To provide public comment during the meeting, you must be present at the meeting location.

Electronic Visual Aid Presentation. To conform with the City's Network Access and Use Policy, Chapter 1.3.8 of the Council Policies & Procedures Manual, members of the public who desire to utilize electronic visual aids to supplement their oral presentation must provide display-ready material to the City Clerk by 12:00 p.m. on the day of the meeting. Contact the City Clerk's Office at [email protected] or (805) 781-7114.

Pages

1. CALL TO ORDER
Mayor Erica A. Stewart will call the Regular Meeting of the San Luis Obispo City Council to order.

2. PLEDGE OF ALLEGIANCE
Mayor Erica A. Stewart will lead the Council in the Pledge of Allegiance.

3. PRESENTATIONS

3.a HOLY MONTH OF RAMADAN PROCLAMATION
Mayor Stewart will present a proclamation declaring the month of March as the "Holy Month of Ramadan".

3.b CITY MANAGER REPORT
Receive a brief report from City Manager Whitney McDonald.

4. PUBLIC COMMENT PERIOD FOR ITEMS NOT ON THE AGENDA
Not to exceed 15 minutes. The Council welcomes your input. State law does not allow the Council to discuss or take action on issues not on the agenda, except that members of the Council or staff may briefly respond to statements made or questions posed by persons exercising their public testimony rights (Gov. Code sec. 54954.2). Staff may be asked to follow up on such items.

5. CONSENT AGENDA
Not to exceed 15 minutes. Matters appearing on the Consent Calendar are expected to be non-controversial and will be acted upon at one time. A member of the public may request the Council to pull an item for discussion. Pulled items shall be heard at the close of the Consent Agenda unless a majority of the Council chooses another time. The public may comment on any and all items on the Consent Agenda within the three-minute time limit.

Recommendation:

To approve Consent Calendar Items 5a to 5g.

5.a WAIVE READING IN FULL OF ALL RESOLUTIONS AND

ORDINANCES
Recommendation:

Waive reading of all resolutions and ordinances as appropriate.

5.b MINUTES REVIEW - FEBRUARY 25, 2025 AND MARCH 4, 2025

COUNCIL MINUTES
9 Recommendation:

Approve the following minutes of the City Council
• February 25, 2025 - Special Meeting
• March 4, 2025 - Regular Meeting

5.c AWARD CONTRACT TO ALEXANDER’S CONTRACT SERVICES INC.

FOR CONTRACT METER READING SERVICES
23 Recommendation:

Award a three-year contract to Alexander’s Contract Services Inc. for contract utilities meter reading services in an amount not to exceed $243,780 per year.

5.d ADOPTION OF SLO TRANSIT’S FY 2024-25 PUBLIC

TRANSPORTATION AGENCY SAFETY PLAN
91 Recommendation:

Adopt a Draft Resolution entitled, “A Resolution of the City Council of the City of San Luis Obispo, California, adopting San Luis Obispo (SLO) Transit’s Fiscal Year 2024-25 Public
Transportation Agency Safety Plan”; and

1. Authorize SLO Transit’s Accountable Executive, City Manager, to sign the finalized version of the FY 2024-25 Public
Transportation Agency Safety Plan; and

2. Authorize the City Manager to execute the FY 2024-25 Certifications and Assurances and any other required
documents for Federal Transit Administration Grants and Cooperative Agreements.

3. 5.e AUTHORIZATION TO ADVERTISE FOR BIDS FOR 1166 HIGUERA BUILDING DEMOLITION, SPECIFICATION NO. 2001066B
125
Recommendation:

Approve the project plans and special provisions for 1166 Higuera Street Demolition, Specification Number 2001066B; and

1. 2. Authorize staff to advertise for bids; and
Authorize the City Manager to award the construction contract pursuant to Section 3.24.190 of the Municipal Code for the bid total, if the lowest responsible bid is within the Engineer’s Estimate of $305,000; and

3. Approve a transfer of $205,000 from the Parking Structure Capital Account (2001030) to the project account (2001066); and

4. Authorize the City Engineer to approve Contract Change Orders up to available project budget and up to any amended budget subsequently approved by the City Manager up to
$200,000.

5. 5.f AUTHORIZE SUSPENSION OF ENFORCEMENT OF BUSINESS

LICENSE REQUIREMENT FOR LOCAL ARTISTS PARTICIPATING IN

THE CITY'S BOX ART PROGRAM
211
Recommendation:

Adopt a Draft Resolution entitled, “A Resolution of the City Council of the City of San Luis Obispo, California, authorizing suspension of enforcement of business license requirement for local artists participating in the City's Box Art program.”

5.g AUTHORIZATION TO PURCHASE A GRANT FUNDED ELECTRIC

POLICE MOTORCYCLE
245
Recommendation:

Authorize the Police Department, working in conjunction with Public Work’s Fleet Division, to purchase an electric police motorcycle as a fleet addition, using funds from the Office of Traffic Safety Grant.

6. PUBLIC HEARING AND BUSINESS ITEMS

6.a INTRODUCTION OF ORDINANCES TO RESTATE THE CITY’S

EXISTING SOLID WASTE, RECYCLING, AND ORGANICS

FRANCHISE AGREEMENTS WITH SAN LUIS GARBAGE COMPANY
AND AMEND SECTION 8.04.070 OF THE MUNICIPAL CODE
(Estimated Time: 30 minutes)
271
Recommendation:

Introduce an Ordinance entitled, “An Ordinance of the City Council of the City of San Luis Obispo, California, restating its existing franchise agreements with San Luis Garbage Company into one Discarded Materials Agreement”; and

1. Introduce an Ordinance entitled, “An Ordinance of the City Council of the City of San Luis Obispo, California, amending Section 8.04.070 (Use of Disposal Service Mandatory –
Collection Charges) of the Municipal Code modifying the process of collecting delinquent solid waste collection and disposal accounts.”

2. 6.b 2025 INTEGRATED SOLID WASTE RATES (Estimated Time: 30 minutes)
377
Recommendation:

Adopt a Draft Resolution entitled, “A Resolution of the City Council of the City of San Luis Obispo, California, establishing 2025 Integrated Solid Waste Rates”, provided there is not a majority protest received against such increase.

7. LIAISON REPORTS AND COMMUNICATIONS
Not to exceed 15 minutes. Council Members report on subcommittee assignments, listed below, and other City activities. At this time, any Council Member or the City Manager may ask a question for clarification, make an announcement, or report briefly on their activities. In addition, subject to Council Policies and Procedures, they may provide a reference to staff or other resources for factual information, request staff to report back to the Council at a subsequent meeting concerning any matter or take action to direct staff to place a matter of business on a future agenda. (Gov. Code Sec. 54954.2) Mayor
Stewart
Vice Mayor
Shoresman
Council Member
Boswell
Council Member
Francis
Council
Member Marx
SLO Council of
Governments
Zone 9 Advisory
Committee
Airport Land Use Nacimiento Water
Project
Air Pollution
Control District
Regional
Economic Action
Coalition
Downtown
Association
Board
SLO Climate
Coalition
Community
Action
Partnership
Integrated
Waste
Management
Authority
CA Men’s
Colony Advisory
Committee
Homeless
Services
Oversight
Committee
Local Agency
Formation
Commission
County Water
Resources
Advisory
Committee
Performing Arts
Center
Commission
CP Campus
Planning
Committee
SLO Regional
Transit Authority
Visit SLO
County Advisory
Committee
Central Coast
Clean Energy

8. ADJOURNMENT
The next City Council Meeting is scheduled for April 1, 2025 with Closed Session from 4:00 - 4:30 p.m. in the Conference Room 6, the Annual Advisory Body Recognition event from 4:30 - 5:30 p.m. in Council Chambers, then the Regular Meeting will begin at 5:30 p.m. in the Council Chambers at City Hall, 990 Palm Street, San Luis Obispo.

LISTENING ASSISTIVE DEVICES for the hearing impaired - see the Clerk.

The City of San Luis Obispo wishes to make all of its public meetings accessible to the public. Upon request, this agenda will be made available in appropriate alternative formats to persons with disabilities. Any person with a disability who requires a modification or accommodation in order to participate in a meeting should direct such request to the City Clerk’s Office at (805) 781-7114 at least 48 hours before the meeting, if possible. Telecommunications Device for the Deaf (805) 781-7410.

City Council meetings are televised live on Charter Channel 20 and the City's YouTube Channel: www.youtube.com/CityofSanLuisObispo. Agenda related writings or documents provided to the City Council are available for public inspection in the City Clerk’s Office located at 990 Palm Street, San Luis Obispo, California during normal business hours, and on the City’s website https://www.slocity.org/government/mayor-and-city-council/agendas-andminutes. Persons with questions concerning any agenda item may call the City Clerk’s Office at (805) 781-7114.

1 Council Minutes
February 25, 2025, 5:30 p.m.

Council Chambers, 990 Palm Street, San Luis Obispo
Council Members

Present:

Council Member Mike Boswell, Council Member Emily Francis, Council Member Jan Marx, Vice Mayor Michelle Shoresman, Mayor Erica A. Stewart
City Staff Present: City Manager Whitney McDonald, Christine Dietrick, City Attorney, Teresa Purrington, City Clerk
_____________________________________________________________________

1. CALL TO ORDER
A Special Meeting of the San Luis Obispo City Council was called to order on February 25, 2025 at 5:30 p.m. in the Council Chambers at 990 Palm Street, San Luis Obispo, by Mayor Stewart.

2. PLEDGE OF ALLEGIANCE
Council Member Boswell led the Council in the Pledge of Allegiance.

3. PUBLIC COMMENT FOR ITEMS ON THE AGENDA ONLY
Public Comment:

None
--End of Public Comment--

4. CONSENT AGENDA
Vice Mayor Shoresman requested Item 4a be pulled from the Consent agenda.

4.a APPROVE THE DESCRIPTIONS FOR THE 2025-27 MAJOR CITY GOALS Motion By Vice Mayor Shoresman
Second By Mayor Stewart
Approve the descriptions of the 2025-27 Major City Goals with the following changes:

2 Cultural Vitality, Economic Resilience, and Fiscal Sustainability  Improve the local business environment, support Downtown vitality, and help entrepreneurs and businesses thrive.
 Support Downtown vitality and the cultural arts, centering on including the Cultural Arts District.
 Support initiatives to assist the local workforce to develop the skills needed to secure quality jobs and local businesses and employers to attract and retain talent.
 Promote the City as an appealing community destination for people to live, work, visit, and invest.
 Balance operational needs and infrastructure investments with consideration of the long-term fiscal sustainability of the City organization.

Diversity, Equity, and Inclusion
 Support increased access and belonging for all community members.  Facilitate programs and initiatives to support diverse community engagement and representation, including climate justice initiatives.  Operationalize inclusive practices in City processes and policies.  Foster an inclusive organizational culture with equitable practices in recruiting, hiring, and retention.

Homelessness Response
 Collaborate with partners to prevent and reduce homelessness.  Leverage external funding with regional partners to expand crisis response and continuum of shelter and support programs.  Implement the Homelessness Response Strategic Plan (HRSP).  Refine approaches to reduce the impacts of homelessness to balance safety, health, and community well-being.

Housing and Neighborhood Livability – Healthy, Safe, and Affordable  Facilitate sustainable growth that aligns with climate, economic, and housing goals.
 Promote the expansion and diversification of housing opportunities for all.

3  Ensure housing is safe, healthy, and affordable, while facilitating stronger strengthening protections for renters.
 Foster diverse, connected, and safe neighborhoods that are livable for all.

Infrastructure and Sustainable Transportation
 Advance street safety improvements and support Vision Zero goals for all road users.
 Continue implementation of the Active Transportation Plan, including expansion of multimodal transportation networks to improve connectivity, advocating for regional financial support as necessary.
 Ensure public spaces, roads, and utilities are well maintained and sufficient to support planned future growth and development  Build out park infrastructure to support community recreation and accessibility.
 Support policies and programs aimed at expanding mass transportation and public transit.

Open Space, Climate Action, and Resilience
 Advance Continue implementation of the Climate Action Plan and Lead by Example Plan Work Programs
 Implement disaster mitigation efforts to reduce risks from floods and fires
 Strengthen community resilience through emergency
preparedness, community networks, and planning efforts
 Protect, sustain and enhance advance open space and natural and historic resources
 Expand trail connectivity and accessibility to support biking, hiking, and outdoor enjoyment for all community members
Ayes (5): Council Member Boswell, Council Member Francis, Council Member Marx, Vice Mayor Shoresman, and Mayor Stewart
CARRIED (5 to 0)

4 5. BUSINESS ITEM

5.a 2024 STATE LEGISLATIVE BRIEFING (Estimated Time: 45 Minutes) Deputy City Manager Greg Hermann and Policy & Programs Manager Natalie Harnett provided an in-depth staff report and responded to Council questions.

Public Comments:

None
---End of Public Comment---
Motion By Council Member Francis
Second By Council Member Boswell

1. Receive and file a report on the 2024 State Legislative Briefing which summarizes the adopted laws from the 2023-24 regular session of the California State Legislature (December 2023 through October 2024); and

2. Appoint Council Member Marx and Council Member Boswell to an ad-hoc committee to review the current legislative platform and suggest changes for the 2025-26 legislative session.

Ayes (5): Council Member Boswell, Council Member Francis, Council Member Marx, Vice Mayor Shoresman, and Mayor Stewart
CARRIED (5 to 0)

6. STUDY SESSION ITEM

6.a STUDY SESSION: REVIEW THE ADMINISTRATIVE DRAFT OF SLO

TRANSIT'S SHORT-RANGE TRANSIT PLAN
Council Member Marx declared a conflict on this item due to her house being within 500 feet of the proposed new bus route.

Council Member Francis declared a conflict on this item due to her house being within 500 feet of one of the proposed bus routes.

Council Members Marx and Francis left the meeting at 6:30 PM.

Public Works Director Matt Horn, Deputy Director-Mobility Services Jennifer Rice and Mobility Services Business Manager Alex Fuchs provided an in-depth staff report and responded to Council questions.

5 Public Comments:

Rachel Whalen
Louise Justice
Annie Secrest
Aaron Posternack
---End of Public Comment---
ACTION: By consensus, the Council provided comments and approved the Mass Transportation Committee’s recommended changes to the implementation timeline as follows:

FY 2025-26
 Reinstate services to pre-pandemic levels
 Increase Routes 4A/B service frequency
 Revise Routes 2A/B to serve San Luis Ranch and reduce headways to 45-minutes
FY 2026-27
 Modify academic service to align with Cal Poly’s transition to a semester system
 Operate B Routes on weekends, sooner if feasible
FY 2027-28
 New direct route to serve the Avila Ranch development  Microtransit pilot program to supplement evening service FY 2028-29
 Provide academic service year-round, to align with Cal Poly’s schedule for year-round semester system
Make sure to pay attention to cross street access when it comes to bus stop locations.

7. ADJOURNMENT
The meeting was adjourned at 8:15 p.m. The next Regular Meeting of the City Council will be held on March 4, 2025 at 5:30 p.m. in the Council Chambers at City Hall, 990 Palm Street, San Luis Obispo.
_________________________
APPROVED BY COUNCIL: XX/XX/2025

1 Council Minutes
March 4, 2025, 5:30 p.m.

Council Chambers, 990 Palm Street, San Luis Obispo
Council Members

Present:

Council Member Mike Boswell, Council Member Emily Francis, Council Member Jan Marx, Vice Mayor Michelle Shoresman, Mayor Erica A. Stewart
City Staff Present: City Manager Whitney McDonald, Christine Dietrick, City Attorney, Teresa Purrington, City Clerk
_____________________________________________________________________

1. CALL TO ORDER
A Regular Meeting of the San Luis Obispo City Council was called to order on March 4, 2025 at 5:30 p.m. in the Council Chambers, 990 Palm Street, San Luis Obispo, by Mayor Stewart.

2. PLEDGE OF ALLEGIANCE
Council Member Francis led the Council in the Pledge of Allegiance.

3. PRESENTATIONS

3.a WOMEN'S HISTORY MONTH PROCLAMATION
Mayor Stewart presented a proclamation declaring March as "Women's History Month" to Kim Gravell, Chair of DEI Committee, Ann Havlik CoChair and Ed Carera 1st Vice President on behalf of The League of Women Voters.

3.b MIDWEEKEND VACATION CAPITAL OF THE WORLD PROCLAMATION Mayor Stewart presented a proclamation declaring San Luis Obispo as the "MidWeekend Vacation Capital of the World" to Clint Pearce, Vice Chair, on behalf of the Tourism Business Improvement District Board.

3.c CITY MANAGER REPORT
City Manager Whitney McDonald provided a report on upcoming projects.

2 4. PUBLIC COMMENT PERIOD FOR ITEMS NOT ON THE AGENDA
Public Comment:

Cameron Shingler
--End of Public Comment--

5. CONSENT AGENDA
Public Comment:

None
--End of Public Comment--
Motion By Council Member Francis
Second By Council Member Boswell
To approve Consent Calendar Items 5a to 5f.

Ayes (5): Council Member Boswell, Council Member Francis, Council Member Marx, Vice Mayor Shoresman, and Mayor Stewart
CARRIED (5 to 0)

5.a WAIVE READING IN FULL OF ALL RESOLUTIONS AND ORDINANCES Waive reading of all resolutions and ordinances as appropriate.

5.b MINUTES REVIEW - FEBRUARY 11, 2025 AND FEBRUARY 18, 2025

COUNCIL MINUTES
Approve the following minutes of the City Council:
 February 11, 2025 - Closed Session Meeting
 February 18, 2025 - Regular Meeting

5.c AUTHORIZE AMENDMENTS TO ENCAMPMENT RESOLUTION FUND

SUBRECIPIENT AGREEMENT WITH THE COUNTY FOR

IMPLEMENTATION OF THE WELCOME HOME VILLAGE PROJECT

AND EXECUTION OF A REIMBURSEMENT AGREEMENT WITH THE

COUNTY FOR A SEWER MAIN EXTENSION

1. Authorize staff to amend the Encampment Resolution Fund Subrecipient Agreement with the County of San Luis Obispo for implementation of the Welcome Home Village Project; and

2. Authorize the City Manager to execute a Reimbursement Agreement with the County of San Luis Obispo for the City’s construction of the Bishop Street sewer main extension (Sierra Way Sewer Replacement Project, Specification No. 2000539

3 Additive Alternate A) to serve the Welcome Home Village Project, not to exceed $357,000; and

3. Authorize the Finance Director to appropriate up to $71,400 from the Capital Projects Reserve LRM Fund to the Sierra Way Sewer Replacement Project, Specification No. 2000539, in support of Contract Change Orders associated with the Sierra Way Sewer Replacement Project, Specification No. 2000539, Additive Alternate A; and

4. Authorize the City Engineer to approve Contract Change Orders associated with the Sierra Way Sewer Replacement Project, Specification No. 2000539, Additive Alternate A up to the available project budget, including subsequently approved budget approved by the Finance Director up to $428,400; and

5. Find the actions exempt from the California Environmental Quality Act (CEQA).

5.d AUTHORIZATION TO ADVERTISE THE GROUNDWATER WELL
DRILLING PROJECT, SPEC. 2091506, AND ADOPTION OF THE

MITIGATED NEGATIVE DECLARATION AND MITIGATION

MONITORING AND REPORTING PROGRAM FOR THE

GROUNDWATER CONTAMINATION CHARACTERIZATION PROJECT

1. Approve the project plans and special provisions for the Groundwater Well Drilling Project, Specification Number 2091506; and

2. Authorize staff to advertise for bids; and

3. Authorize the City Manager to award the Construction Contract pursuant to Section 3.24.190 of the Municipal Code if the lowest responsive and responsible bid is within the available budget for the Groundwater Well Drilling Project; and

4. Authorize the City Engineer to approve Contract Change Orders up to the available project budget; and

5. Adopt Resolution No. 11545 (2025 Series) entitled, “A Resolution of the City Council of the City of San Luis Obispo, California, recommending adoption of the Mitigated Negative Declaration and Mitigation Monitoring and Reporting Program for the Groundwater Contamination Characterization Project”; and

6. Authorize the City Manager to approve contract amendments for the project, not to exceed a cumulative total of $7,750,429.

4 5.e APPROVE RELEASE OF A REQUEST FOR QUALIFICATIONS FOR ONCALL COMMUNICATION SUPPORT SERVICES Approve the release of a Request for Qualifications to establish a new list of prequalified on-call consultants to support public information and communications efforts for up to five years and authorize the City Manager authority to execute on-call agreements with selected consultants.

5.f 2025 SEWER SYSTEM MANAGEMENT PLAN UPDATE, ADOPTION

AND RECERTIFICATION

1. Adopt Resolution No 11546 (2025 Series) entitled, “A Resolution of the City Council of the City of San Luis Obispo, California, adopting the 2025 Sewer System Management Plan Update,” approving the 2025 Sanitary Sewer Management Plan; and

2. Authorize the City’s Director of Utilities, or designee, to recertify the 2025 Sanitary Sewer Management Plan with the State Water Resources Control Board.

6. PUBLIC HEARING AND BUSINESS ITEMS

6.a REVIEW AN APPEAL OF A PLANNING COMMISSION DECISION TO APPROVE THE WATERMAN VILLAGE PROJECT AT 466 DANA
STREET (ARCH-0329-2022, EID-0637-2022)
Council Members Francis, Marx, Boswell, Vice Mayor Shoresman, and Mayor Stewart noted their Ex Parte Communications regarding the project.

Housing Policy and Program Manager Teresa McClish and Housing Coordinator David Amini provided an in-depth staff report and responded to Council questions.

Public Comments:

Steve Barasch, Appellant
Ty Green, Applicant's
Representative
Anne Wyatt, Applicant
Aaron Posternack
Elaine Simer
Lea Brooks
Carolyn Huddleston
Janine Rands
Sally Akin
Leslie Halls
Amy-Lynne Hilderbrand
Bill Holcomb
Saro Rizzo, Appellant’s
Representative
Kara Castro
Jill Bolster-White
John Ashbaugh
Erik Berg-Johansen
Ashley Gastineau
Stew Jenkins
---End of Public Comment---

2 Motion By Council Member Boswell
Second By Vice Mayor Shoresman
Adopt Resolution No. 11547 (2025 Series) entitled, “A Resolution of the City Council of the City of San Luis Obispo, California, denying an Appeal of the Planning Commission’s decision approving the Waterman Village Project (ARCH-0329-2022, EID-0637-2022).”
Ayes (5): Council Member Boswell, Council Member Francis, Council Member Marx, Vice Mayor Shoresman, and Mayor Stewart
CARRIED (5 to 0)

6.b INTRODUCE AN ORDINANCE AMENDING TITLE 16 (SUBDIVISION REGULATIONS) AND TITLE 17 (ZONING REGULATIONS) OF THE

MUNICIPAL CODE ADDRESSING STATE LEGISLATIVE UPDATES ON

ACCESSORY AND JUNIOR ACCESSORY DWELLING UNITS AND

URBAN LOT SPLITS
Housing Policy & Programs Manager Teresa McClish and Housing Coordinator David Amini provided an in-depth staff report and responded to Council questions.

Public Comments:

Emily Ewer
---End of Public Comment---
Motion By Council Member Boswell
Second By Vice Mayor Shoresman
As recommended by the Planning Commission, introduce Ordinance No. 1743 (2025 Series) entitled, “An Ordinance of the City Council of the City of San Luis Obispo, California, approving an update to the City’s Subdivision Regulations (Title 16) and Zoning Regulations (Title 17) to implement State Legislative Updates on Accessory and Junior Accessory Dwelling Units and Urban Lot Splits; and an Update to the City’s Zoning Regulations (Title 17) to Provide Clarifications to Regulations for Affordable Housing Projects with an Exemption from Environmental Review (CEQA).” with the following change to SECTION 5, Section

16.15.020.B.1:

1. A minor urban lot split shall not be located on any site identified in subparagraphs (B) to (K), inclusive, of paragraph (6) of subdivision (a) of California Government Code Section 65913.4,

3 unless the development satisfies the requirements specified therein. Such sites include, but are not limited to, prime farmland, wetlands, high or very high fire hazard severity zones, special flood hazard areas, regulatory floodways, and lands identified for conservation or habitat preservation as specifically defined in Government Code Section 65913.4.

Ayes (5): Council Member Boswell, Council Member Francis, Council Member Marx, Vice Mayor Shoresman, and Mayor Stewart
CARRIED (5 to 0)

6.c CITY WORKFORCE VACANCIES, RECRUITMENT, AND RETENTION TRENDS (AB 2561)
Human Resources Director Nickole Domini, and Human Resources Manager Jeff Andrews provided an in-depth staff report and responded to Council questions.

Public Comments:

None
---End of Public Comment---
Motion By Council Member Francis
Second By Council Member Marx

1. Adopt Resolution No. 11548 (2025 Series) entitled, “A Resolution of the City Council of the City of San Luis Obispo, California, adopting ‘Policies and Procedures for the Public Hearing under AB 2561’”; and

2. Receive and file the City of San Luis Obispo Workforce Vacancies, Recruitment, and Retention Trends presentation.

Ayes (5): Council Member Boswell, Council Member Francis, Council Member Marx, Vice Mayor Shoresman, and Mayor Stewart
CARRIED (5 to 0)

6.d AUTHORIZE PG&E AGREEMENT, ADOPT GOVERNMENT CODE 4217

FINDINGS, AND ISSUE WORK ORDER TO ADVANCE MUNICIPAL

FACILITY ENERGY SYSTEM RETROFITS
Deputy City Manager Greg Hermann and Sustainability and Natural Resources Analyst Lucia Pohlman provided an in-depth staff report and responded to Council questions.

4 Public Comments:

None
---End of Public Comment---
Motion By Council Member Francis
Second By Council Member Marx

1. Adopt Resolution No. 11549 (2025 Series) entitled, “A Resolution of the City Council of the City of San Luis Obispo, California, making findings on energy savings and authorizing a Services Agreement with the Pacific Gas and Electric Company pursuant to California Government Code Section 4217” and thereby approve the use of a design-build procurement method consistent with Government Code Section 4217; and

2. Authorize the City Manager to execute a Services Agreement with Pacific Gas and Electric Company (PG&E) to provide turnkey services for energy conservation assessments of City facilities and installation of energy conservation measures; and

3. Authorize the City Manager to execute a Work Order for an Investment Grade Audit for the Municipal Facility Energy System Retrofit Project.

Ayes (5): Council Member Boswell, Council Member Francis, Council Member Marx, Vice Mayor Shoresman, and Mayor Stewart
CARRIED (5 to 0)

7. LIAISON REPORTS AND COMMUNICATIONS
Mayor Stewart
 SLO Council of Governments - meeting scheduled for March 5th at 8:30 AM  CA Men’s Colony Advisory Committee - attended her first meeting at the Men's Colony
 Performing Arts Center Commission - continuing to look at their budget  SLO Regional Transit Authority (SLORTA) - meeting scheduled for March 5th at 9:00 AM
 Assisted with the San Luis Ranch affordable housing lottery

5  City Attorney Christine Dietrick and Mayor Stewart attended the League of California Cities Board Meeting in Rancho Cucamonga, which was paid for in part by the League and the city.

Vice Mayor Shoresman
 Attended the Visit SLO Partners Reception and a reception for a delegation from the City of Santa Cruz, who were touring the city.

Council Member Boswell
 Airport Land Use - met regarding the amendment to the Airport Area Specific Plan, which was approved by the Commission.

Council Member Francis
 Nacimiento Water Project - attended the meeting, however, they did not have quorum, so the meeting was rescheduled to Thursday, March 13th.  Also attended the Visit SLO Partners Reception and a reception for a delegation from the City of Santa Cruz, who were touring the city.

Council Member Marx
 Air Pollution Control District (APCD) - in the process of interviewing candidates for Executive Director position.
 Integrated Waste Management Authority (IWMA) - seeking to hire a new Executive Director and have fully moved into their new building on North Chorro.
 County Water Resources Advisory Committee (WRAC) - attending a meeting on March 5th and will receive an update on State Water.  Attended the Investment Oversight Committee for Council Member Francis, who had a conflict due to the Nacimiento Water Project meeting.  Announced that Central Coast Community Energy will have an open house at their new office in San Luis Obispo on March 19th.

8. ADJOURNMENT
The meeting was adjourned at 9:17 p.m. The next Regular City Council Meeting is scheduled for March 18, 2025 at 5:30 p.m. in the Council Chambers at City Hall, 990 Palm Street, San Luis Obispo.

APPROVED BY COUNCIL: XX/XX/2025

City of San Luis Obispo, Council Memorandum
City of San Luis Obispo
Council Agenda Correspondence
DATE: March 18, 2025
TO: Mayor and Council
FROM: Aaron Floyd, Utilities Director
Prepared by: Julie Ridgeway, Utilities Business Manager VIA: Whitney McDonald, City Manager
SUBJECT: ITEM 5C - AWARD CONTRACT TO ALEXANDER’S CONTRACT SERVICES INC. FOR CONTRACT METER READING SERVICES
Staff received the following questions. The questions are below with staff’s response shown in italics:
1) If we anticipate that the highest year’s cost in the 24/25 through 26/27 years is going to be $154,328, is there a reason you would like to make the contract “not to exceed amount” so much higher ($243,780)?
Staff are requesting that the “not-to-exceed” contract price for Alexander’s be set at the full budget amount ($243,780) to allow for flexibility in the installation rate as meters are transitioned to AMI. While staff have developed a forecast analysis for the installation timeline, the actual rate may fluctuate due to variations in the time required to install radios on certain meters, such as in the downtown area where installations may take longer. Setting the contract price at the total budget amount will allow staff to not be inhibited in utilizing Alexander’s services as they are needed.
2) Is this contract the only meter-reading expense we have, or are there other costs that result in the overall budgeted amount of $243,780? The total budget of $243,780 per year accounts for both the manual meter reads conducted by the City’s third-party meter reading company (Alexander’s) and the monthly cellular radio charges for meters with AMI capabilities (Badger Meter).

Since both costs are incurred on a per-meter basis, the number of manual reads performed by Alexander’s will decrease as more meters are equipped with cellular radios. Alexander’s is aware of this transition and has taken this into account in their proposed pricing. Staff project that the total amount for both services combined will remain under the $243,780 per year budget during the two upcoming years as the City transitions to AMI.

Item 5c
Department: Utilities
Cost Center: 6105 Utilities Revenue
For Agenda of: 3/18/2025
Placement: Consent
Estimated Time: N/A
FROM: Aaron Floyd, Utilities Director
Prepared By: Julie Ridgeway, Utilities Business Manager SUBJECT: AWARD CONTRACT TO ALEXANDER’S CONTRACT SERVICES INC.

FOR CONTRACT METER READING SERVICES

RECOMMENDATION
Award a three-year contract to Alexander’s Contract Services Inc. for contract utilities meter reading services in an amount not to exceed $243,780 per year.

POLICY CONTEXT
As a part of the Economic Resiliency, Cultural Vitality and Fiscal Sustainability Major City Goal, the City is focusing on fiscal responsibility and sustainability through all work efforts, programs, and the required budget appropriations. Staff are in the process of transitioning the City’s water meter reading services to Advanced Metering Infrastructure (AMI), which will increase operational efficiencies through the use of remote, cellular meter reads. To support this transition, staff released a Request for Proposal (RFP) for contract meter reading services and required contractors to provide a tiered pricing structure to account for a decreasing number of meters being read as AMI continues to be implemented.

DISCUSSION
Background
On December 23, 2024, the City released an RFP for contract meter reading services (Attachment A). Three proposals were received and evaluated. Only two proposals were determined to be responsive to all required elements of the RFP and ultimately Alexander’s Contract Services Inc. (Alexander’s) was chosen based on the quality of services provided and cost to the City (Attachment B).

Previous Council or Advisory Body Action
On March 3, 2020, City Council awarded a three-year contract with an optional two-year extension for contract utilities meter reading services with Alexander’s Contract Services, Inc. (03-03-2020 City Council Minutes).

Item 5c
Public Engagement
The RFP was published through the City’s third-party organization for bid opportunity postings, BidNet Direct. Businesses have the opportunity to register for this service and receive automatic bid notifications when the City posts a bid opportunity. Because this is an administrative item, no additional public engagement outside of the Bidnet Direct process was completed.

CONCURRENCE
The procurement team within the City’s Finance Department concurs with this recommendation.

ENVIRONMENTAL REVIEW
The California Environmental Quality Act does not apply to the recommended action in this report, because the action does not constitute a “Project” under CEQA Guidelines Sec. 15378.

FISCAL IMPACT
Budgeted: Yes Budget Year: 2024-25
Funding Identified: Yes
Fiscal Analysis:

Alexander’s has proposed to charge between $1.20 and $1.55 per meter read depending on how many meters the City requests to be manually read each month. There are currently approximately 16,600 water meters that require manual reads within the City.

Taking into consideration the rate at which the Utilities Department anticipates installing AMI radios that utilize remote reads, staff anticipate a total annual cost of $51,432 for manual contract meter reading services between April 1, 2025, and June 30, 2025. For FY 2025-26, staff anticipates a total of $153,749 for contract meter reading service needs.

For FY 2026-27, staff anticipates a total of $55,384 to meet these needs. These estimates include only the amounts for manual contract meter reads and again are based on the rate at which staff anticipates transitioning meters to utilizing remote cellular meter reads.

In addition to meter reads, Alexander’s also provides the option for providing certifiedread photographs at an additional charge of $0.25 per certified-read. Certified-read photos are triggered when the water consumption falls outside of a normal range based on pre-specified parameters. Certified read reports help City staff by minimizing the need for re-reads after high or anomalous usage, streamlining operations and improving efficiency. Additionally, these reports assist in notifying customers of potential leaks, helping community members save money while reducing overall water loss. Between July and December of 2024, the percentage of certified read reports ranged between 1-3% of the total number of manual meter reads conducted each month. Therefore, staff estimates 2% of the projected total meters read each month will continue to trigger a certified read photograph. This would be an additional cost of $205.73 between when the contract would go into effect and the end of FY 2024-25. For Fiscal Year 2025-26 certified reads are estimated to cost an additional $579.90 and for Fiscal Year 2026-27 these additional reports are estimated to cost $191.62.

Item 5c
Contract meter reading services benefit both the Water Fund and the Sewer Fund, because water and wastewater customer charges are both determined based on the monthly customer meter reads. Therefore, expenses related to water meters, including these services, are split equally (50/50) between the City’s Water and Sewer funds.

Remaining FY 25 Meter Reading Services Budget Anticipated Annual Cost for Alexander’s Contract Services, Inc.

Funding
Sources
Total
Budget
Available
(FY 25)
Current
Additional
Funding
Requested
Remaining
Balance
FY 2024-
25*
FY 2025-26
FY 2026-
27 Water
Fund $50,787.50 $0 $50,787.50 $25,818.49 $77,164.43 $27,787.76 Sewer
Fund $50,787.50 $0 $50,787.50 $25,818.49 $77,164.43 $27,787.76 Total $101,575.00 $0 $101,575.00 $51,636.98 $154,328.90 $55,575.52 *Costs for FY 25 are those that begin with the proposed new contract, starting April 1, 2025.

The cost in the current fiscal year (FY 25) can be covered by the current Water and Sewer Fund budgets for meter reading services. Budgets for FY 2025-26 and 2026-27 will be set to cover the anticipated costs as well as the cellular meter read charges that occur for each meter equipped with AMI capabilities.

The “not-to-exceed” contract price is set at $243,780 annually. This amount is the City’s total annual water meter reading budget, which includes charges for both manual contract meter reading services and remote cellular meter reading charges. Staff are requesting that the “not-to-exceed” amount be set at this total to allow for flexibility in the installation rate that meters are transitioned to AMI.

ALTERNATIVES

1. Council could decide not to approve the contract with Alexander’s Contract Services Inc. Council may decide not to award the contract to Alexander’s. The current contract is set to expire on March 31, 2025. The City is not equipped to read meters with current staffing levels to ensure on-time and accurate utility billing. If these services were not contracted out, additional internal staff would be required to conduct the City’s water meter reads which takes a significant amount of time and pulls current staff away from other critical projects. This alternative could result in an initial cost savings but would require water distribution staff to change work priorities away from current system maintenance and operations.

2. Council could decide to only approve the meter reading services with Alexander’s Contract Services Inc. and exclude the certified read reports. Not approving the certified read reports portion of the contract could result in some initial savings on this work. However, certified read reports are not a large driver of the overall cost and save City staff time by reducing the number of re-reads staff members are required to conduct following high or anomalous use. Furthermore, these reports are also utilized to notify community members of potential leaks, thus saving customer money and reducing water loss.

Item 5c

ATTACHMENTS
A - SLO Contract Meter Reading RFP 2025
B - Alexander’s Bid Proposal 2025
C - Draft Contract with Alexander’s Contract Services Inc.

The City of San Luis Obispo is committed to including disabled persons in all of our services, programs and activities.

Telecommunications Device for the Deaf (805) 781-7410.

Notice Requesting Proposals for Contract Water Meter Reading Services The City of San Luis Obispo is requesting sealed proposals for services associated with Contract Meter Reading Services.

All firms interested in receiving further correspondence regarding this Request for Proposals (RFP) will be required to complete a free registration using Bidnet https://www.bidnetdirect. All proposals must be received via Bidnet by the Department of Finance at or before 2pm on 01/24/2025 when they will be opened electronically in Bidnet.

Proposals received after said time may not be considered. The preferred method of submission is electronically via Bidnet. If you wish to send a hard copy to guard against premature opening, each proposal shall be submitted to the Department of Finance in a sealed envelope plainly marked with the proposal title, project number, proposer name, and time and date of the proposal opening. Proposals shall be submitted using the forms provided in the project package.

An optional pre-proposal conference will be held to answer any questions that the prospective proposers may have regarding the City's request for proposals.

Utilities Conference Room
879 Morro Street, San Luis Obispo
1/15/2024 - 11 am PST
Project packages and additional information may be obtained at the City’s Bidnet website at https://www.bidnetdirect.com/california. Contact Julie Ridgeway, Utilities Business Manager, at [email protected] with any questions.

TABLE OF CONTENTS
SECTION I: PROPOSAL SUBMITTAL FORM .................................................................................................. 12 EXHIBIT A : FORM OF AGREEMENT ............................................................................................................. 16 A. INTRODUCTION ......................................................................................................................................... 1 B. SCOPE OF WORK ....................................................................................................................................... 1 C. PROJECT SCHEDULE .................................................................................................................................. 4 D. GENERAL TERMS AND CONDITIONS ........................................................................................................ 4 E. SPECIAL TERMS AND CONDITIONS ........................................................................................................... 6

A. INTRODUCTION
Currently the City’s Contract Meter Reading service is responsible for reading approximately 17,200 water meters on a monthly basis. All of the meters are read over a five-day period at the beginning of each month. The City is interested in continuing these services as it migrates to AMI meter reading over the next three to five years.

B. SCOPE OF WORK
The City is seeking proposals for a three-year contract with the option to extend for two additional years.

The following sections explain the scope of work and technical requirements to provide monthly water meter reading services to the City.

1. Meter Reading Requirements
Each month Contractor must read the following types and approximate quantities of digital and analogue water meters.

Meter Size
.58”
.75”
1”

1.5”
2”
3”
4”
6”
8”
10”
Quantity
5,747
4,980
4,536
397
394
23 38
19 4
1 These quantities are current estimates and it is understood that the City will add and remove meters over the term of the contract. The Contractor is responsible for reading all meters assigned, including digital meters and meters in underground vaults.

During the contract period, the City will be equipping water meters with radio/cellular devices for remote reading. The contractor will be expected to exclude meters equipped with radios from their work. The City shall, to the best of its ability, provide meter export files that exclude meters that are equipped with radios in order to most accurately provide a list of manual-read water meters to the contractor. Should a meter that is equipped with a radio be included in the meter export file, and thus proposed for reading by the contractor, the contractor shall take a photo of the meter and record the meter as a “misread” within the meter reading software.

Contractor will read each meter once per month with at least 99.8 percent accuracy (i.e. no more than two (2) missed or incorrect meter reads per 1,000 meters). A penalty of $15.00 per error will be applied against the Contractor’s monthly invoice for each missed or incorrect read in excess of (2) errors per 1,000 meters.
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All meters will be read over a five-day period sometime between the 3rd and the 9th of each month. All reads will be provided by the end of each working day in a format compatible with the City’s operating and billing systems. Contractor shall provide to the City the meter read dates for the following month as far in advance as possible, but no less than one week prior to the first day of meter reading.

The Contractor will read each water meter that is not part of the City’s AMI network, regardless of if the meter is turned on or off. Estimations will not be accepted. It is expressly understood that Contractor will make every effort to read all meters, however, if a read is not obtained due to no fault of Contractor, the read shall be noted but shall be marked as “Unread Meter” with notes and a photo indicating why the meter was unread. The Contractor shall report all meter reading issues by the end of each working day to the City’s designated person. The proposal shall contain what problems the respondent normally reports.

2. Stair-Stepped Pricing Structure
To account for the anticipated decrease in the number of meters requiring manual reading due to the progressive implementation of Advanced Metering Infrastructure (AMI), the City requests proposals to include a stair-stepped pricing model as seen in Section I: Proposal Submittal Form.

This model should reflect incremental adjustments to the per-meter rate as the total number of meters serviced decreases over the contract period. The proposal should specify pricing tiers and the corresponding thresholds for the number of meters read monthly. This approach aims to ensure equitable compensation for services provided while aligning with the City's transition to AMI technology.

3. Meter Reading Equipment
The Contractor shall offer, at no charge, a web-based meter reading platform. The platform shall allow for reading synchronization using a wireless process from the field. The platform shall have the ability to receive re-reads from the office to the handhelds wirelessly. The Contractor shall supply their staff with handheld devices and will maintain those devices required to read meters for the City.

The Contractor will ensure that all meter reading equipment, software and files used are compatible with City operating and billing systems at the time of the contract start date.

4. Meter Read In-Field Verification
In the field, the Contractor will validate questionable reads based on the City’s specified variance parameters.

The Contractor will provide “certified water meter reads” using handheld device technology with picture taking capabilities to document and verify each meter read (please indicate whether an additional charge would apply).

5. Repair Work Order Reporting
The Contractor shall note obvious problems with the meter, i.e. broken meter, broken meter boxes and lids, meter leaks, high/low consumption, meters found and not in the City’s meter inventory, and possible customer leaks. Contractor will collect data through their own system with the capability to transmit the data to the City in order to generate work orders for needed repairs (e.g., broken/obscured register, meter box too high/low). -2-

Contractor shall notify the City the same day of any hazardous conditions requiring immediate attention (e.g.: broken water meter box lids, broken meters, potential water leaks, construction issues, etc.). The Contractor will provide a report of “certified water meter reads” for digital meters that display error codes, such as leak indicators, using handheld device technology with picturetaking capabilities to document and verify the code (please indicate whether an additional charge would apply).

A penalty of $15.00 per meter will be credited against the Contractor’s invoice for each inaccurate work order that results in City staff time during each read cycle.

6. Stopped and Stuck Water Meters
Contractor will check for "stopped/stuck" meters on all accounts that reflect no consumption by reviewing the meter status (on or off) and occupant activity (visibly occupied or unoccupied).

Contractor will report suspected malfunctioning meters to the City for repairs.

7. Water Meter Reporting Incentive
The City will credit $ 15.00 to the Contractor for each inoperative meter identified by the Contractor not previously identified as inoperative by the City or the Contractor and verified by the City to be inoperative during each meter reading cycle. Excluded from the meter reporting incentive is any meter that is inoperative due to physical abuse or damage by the Contractor.

8. Report to City any Located Meters that are not with the City Read File Contractor will inform the City’s Contract Administrator of the address, meter ID number, location and current read. The City will credit $50.00 to the Contractor for each meter that is owned by the City but not within the City’s active read file, unless the meter is equipped with a radio and part of the remote read system during each meter reading cycle.

9. Illegal Connection Incentive
The City will credit a $50.00 incentive to the Contractor per location for identification of illegal connections not previously identified as an illegal connection by the City or the Contractor and verified by the City to be an illegal connection during each meter reading cycle.

10. Normal Work Hours
Contractor’s normal hours of operation will be between the hours of 7:00 a.m. and 7:00 p.m., Monday through Friday. Deviation or exceptions from the work schedule must be approved by the City’s Contract Administrator in advance. Contractor will submit a list of Holidays observed by Contractor with this RFP. The awarded Contractor shall be able to manage their own staff, ensuring they have completed the routes that have been assigned on a daily basis.

11. Contractor’s Employees and Vehicles
Due to its visibility in the community, the Contractor directly represents the City. Therefore, the awarded Contractor’s employees shall dress in a professional uniform, drive a clearly marked vehicle in accordance with California traffic law and conduct themselves in a manner that reflects the City in a professional manner. Uniforms and vehicles shall be provided by the Contractor.

At all times, the Contractor shall employ only competent readers, experienced or well trained in the task being performed, and who are familiar with meter location. Employees must be able to effectively communicate in a courteous manner when approached by a customer but will refrain -3-

from answering questions but will provide information or materials supplied by the City directing the customers to a City contact. Contractor shall continuously oversee the activities of such readers. At the City’s written request, and based upon reasonable evidence, the Contractor shall immediately remove and replace any incompetent, careless or negligent meter readers.

At all times, contractor shall have employees be uniformed with the Contractor company logo and identification tags. All Contractor vehicles shall be clean, well-maintained, and marked appropriately to identify the service provided.

12. Ongoing Coordination/Meetings
Contract amount shall include the cost for ongoing coordination and other meetings during the contract term as agreed upon by the City and Contractor.

C. PROJECT SCHEDULE
Schedule Tasks
04/01/2025 • Contract Start Date
D. GENERAL TERMS AND CONDITIONS

PROPOSAL REQUIREMENTS

1. Requirement to Meet All Provisions. Each individual or firm submitting a proposal (bidder) shall meet all the terms, and conditions of the Request for Proposals (RFP) project package. By virtue of its proposal submittal, the bidder acknowledges agreement with and acceptance of all provisions of the RFP specifications.

2. PEarochpopsraolpSousbaml mitutastl.be submitted on the form(s) provided in the specifications and accompanied by any other required submittals or supplemental materials.

Proposal documents shall be submitted electronically via BidNet. However, if you can’t submit electronically in BidNet., please email a copy to the contacts listed in the RFP package, if you can’t email it, please send a copy in a sealed envelope to the Department of Finance, City of San Luis Obispo, 990 Palm Street, San Luis Obispo, CA, 93401. To guard against premature opening, the proposal should be clearly labeled with the proposal title, project number, name of bidder, and date and time of proposal opening. No FAX submittals will be accepted.

3. Insurance Certificate. Each proposal must include a certificate of insurance showing:
a.
b.
c.

The insurance carrier and its A.M. Best rating.

Scope of coverage and limits.

Deductibles and self-insured retention.

The purpose of this submittal is to generally assess the adequacy of the bidder’s insurance coverage during proposal evaluation; as discussed under paragraph 12 below, endorsements are -4-

not required until contract award. The City’s insurance requirements are detailed in Exhibit C to the Agreement (Exhibit A to the RFP)

4. Proposal Quotes and Unit Price Extension. The extension of prices for the meter size units indicated and the unit prices quoted by the bidder must be entered in figures in the spaces provided on the Proposal Submittal Form(s). The Proposal Submittal Form(s) must be totally completed.

5. Proposal Withdrawal and Opening. A bidder may withdraw its proposal, without prejudice prior to the time specified for the proposal opening, by submitting a written request to the Director of Finance for its withdrawal, in which event the proposal will be returned to the bidder unopened.

No proposal received after the time specified or at any place other than that stated in the “Notice Inviting Bids/Requesting Proposals” will be considered. All proposals will be opened and declared publicly. Bidders or their representatives are invited to be present at the opening of the proposals.

6. Submittal of One Proposal Only. No individual or business entity of any kind shall be allowed to make or file, or to be interested as the primary submitter in more than one proposal, except an alternative proposal when specifically requested; however, an individual or business entity that has submitted a sub-proposal to a bidder submitting a proposal, or who has quoted prices on materials to such bidder, is not thereby disqualified from submitting a sub-proposal or from quoting prices to other bidders submitting proposals.

7. Communications. All timely requests for information submitted in writing will receive a written response from the City. Telephone communications with City staff are not encouraged but will be permitted. However, any such oral communication shall not be binding on the City.

CONTRACT AWARD AND EXECUTION

8. Proposal Retention and Award. The City reserves the right to retain all proposals for a period of 60 days for examination and comparison. The City also reserves the right to waive non-substantial irregularities in any proposal, to reject any or all proposals, to reject or delete one part of a proposal and accept the other, except to the extent that proposals are qualified by specific limitations. See the “special terms and conditions” in Section C of these specifications for proposal evaluation and contract award criteria.

9. Competency and Responsibility of Bidder. The City reserves full discretion to determine the competence and responsibility, professionally and/or financially, of bidders. Bidders will provide, in a timely manner, all information that the City deems necessary to make such a decision.

10. Contract Requirement. The bidder to whom award is made (Contractor) shall execute a written contract with the City within ten (10) calendar days after notice of the award. The contract shall be made in the form adopted by the City and incorporated in these specifications.

CONTRACT PERFORMANCE

11. The City’s contract terms and conditions that Contractor will be expected to execute and be bound by are attached hereto as Exhibit A.
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E. SPECIAL TERMS AND CONDITIONS

1. Contract Award. The contract will be awarded to the most qualified bidder that, in the City’s sole discretion in accordance with the Proposal Evaluation and Selection criteria set forth herein (if applicable), provides the best proposal.

2. Sales Tax Reimbursement.

For sales occurring within the City of San Luis Obispo, the City receives sales tax revenues.

Therefore, for bids from retail firms located in the City at the time of proposal closing for which sales tax is allocated to the City, 1% of the taxable amount of the bid will be deducted from the proposal by the City in calculating and determining the most qualified lowest cost bidder.

3. Labor Actions.

In the event that the successful proposer is experiencing a labor action at the time of contract award (or if its suppliers or subcontractors are experiencing such a labor action), the City reserves the right to declare said proposer is no longer the most qualified, responsive proposer and to accept the next acceptable proposal from a proposer that is not experiencing a labor action, and to declare it to be the most qualified, responsive proposer.

4. Failure to Accept Contract.

The following will occur if the proposer to whom the award is made (Contractor) fails to enter into the contract: the award will be annulled; any bid security will be forfeited in accordance with the special terms and conditions if a proposer's bond or security is required; and an award may be made to the next lowest responsible, responsive proposer who shall fulfill every stipulation as if it were the party to whom the first award was made.

5. Contract Term.

The supplies or services identified in this specification will be used by the City for three years. The prices quoted for these items must be valid for the entire period indicated above unless otherwise conditioned by the proposer in its proposal.

6. Contract Extension.

The term of the contract may be extended by mutual consent for up to an additional two-years, for a total of five years.

7. Supplemental Purchases
Supplemental purchases may be made from the successful proposer during the contract term in addition to the items listed in the Detail Proposal Submittal Form. For these supplemental purchases, the proposer shall not offer prices to the City in excess of the amounts offered to other similar customers for the same item. If the proposer is willing to offer the City a standard discount on all supplemental purchases from its generally prevailing or published price structure during the contract term, this offer and the amount of discount on a percentage basis should be provided with the proposal submittal.

8. Contractor Invoices.

The Contractor may deliver either a monthly invoice to the City with attached copies of detail invoices as supporting detail, or in one lump-sum upon completion. -6-

9 10.

12. 11.

13. 14.

15. Non-Exclusive Contract. The City reserves the right to purchase the items listed in the Detail Proposal Submittal Form, as well as any supplemental items, from other vendors during the contract term.

Unrestrictive Brand Names. Any manufacturer's names, trade names, brand names or catalog numbers used in the specifications are for the purpose of describing and establishing general quality levels. Such references are not intended to be restrictive. Proposals will be considered for any brand that meets or exceeds the quality of the specifications given for any item. In the event an alternate brand name is proposed, supplemental documentation shall be provided demonstrating that the alternate brand name meets or exceeds the requirements specified herein. The burden of proof as to the suitability of any proposed alternatives is upon the proposer, and the City shall be the sole judge in making this determination.

Delivery. Prices quoted for all supplies or equipment to be provided under the terms and conditions of this RFP package shall include delivery charges, to be delivered F.O.B. San Luis Obispo by the successful proposer and received by the City within 90 days after authorization to proceed by the City.

Start and Completion of Work. Work on this project shall begin immediately after contract execution and shall be completed within 90 calendar days thereafter, unless otherwise negotiated with City by mutual agreement.

Change in Work. The City reserves the right to change quantities of any item after contract award.

If the total quantity of any changed item varies by 25% or less, there shall be no change in the agreed upon unit price for that item. Unit pricing for any quantity changes per item in excess of 25% shall be subject to negotiation with the Contractor.

Submittal of References. Each proposer shall submit a statement of qualifications and references on the form provided in the RFP package.

Statement of Contract Disqualifications. Each proposer shall submit a statement regarding any past governmental agency bidding or contract disqualifications on the form provided in the RFP package.
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PROPOSAL CONTENT

1. Proposal Content. Your proposal must include the following information:

Submittal Forms
a.
b.
c.

Proposal submittal summary.

Certificate of insurance.

References from at least three firms for whom you have provided similar services.

Qualifications
d.
e.
f.

Experience of your firm in performing work and projects relevant to the Scope of Services outlined and described in the request.

Resumes of the individuals who would be assigned to this project with their corollary experience highlighted and specific roles in this project clearly described.

Statement and explanation of any instances where your firm or sub-consultant has been removed from a project or disqualified from proposing on a project.

Work Program
g.
h.
i.
j.
k.
l.
m.

Detailed description of your approach to completing the work.

Detailed schedule for completing the work.

Detailed budget for completing the work.

Services or data to be provided by the City.

Services and deliverables provided by the Contractor(s).

Any other information that would assist us in making this contract award decision.

Description of assumptions critical to development of the response which may impact cost or scope.

Requested Changes to Terms and Conditions
n. The City desires to begin work soon after selecting the preferred Contractor and expects the Contractor to execute the City’s contract and all of the terms therein, as set forth in Exhibit A. To expedite the contracting process, each submittal shall include requested redlined changes to terms and conditions, if necessary. Please be advised that Contractor’s requested changes to the City’s terms and conditions will be considered by City staff when scoring and determining the competency and responsibility of the proposer.

Proposal Length
o. Proposal length should only be as long as required to be responsive to the RFP, including attachments and supplemental materials.

2. Proposal Evaluation and Selection. Proposals will be evaluated by a review committee and evaluated on the following criteria:
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a.
b.
c.
d.
e.
f.

Understanding of the work required by the City.

Quality, clarity and responsiveness of the proposal.

Demonstrated competence and professional qualifications necessary for successfully performing the work required by the City.

Recent team experience in successfully performing similar services.

Value
References.

As reflected above, contract award will not be based solely on price, but on a combination of factors as determined to be in the best interest of the City. After evaluating the proposals and discussing them further with the finalists or the tentatively selected contractor, the City reserves the right to further negotiate the proposed work and/or method and amount of compensation.

3. Proposal Review and Award Schedule. The following is an outline of the anticipated schedule for proposal review and contract award:

Preliminary Schedule Tasks
12/23/2024
01/15/2025
01/24/2025
01/31/2025
Week of 02/03/2025
02/20/2025
03/18/2025
4/1/2025
•
•
•
•
•
•
•
•
Issue RFP
Pre-proposal Conference
Receive proposals
Complete proposal evaluation
Conduct finalist interviews
Finalize staff recommendation
Award/execute contract (by City Council)
Start Work

4. Pre-Proposal Conference. An optional, one-hour pre-proposal conference will be held at the following location, date, and time to answer any questions that prospective bidders may have regarding this RFP:

Wednesday, January 15th, 2025 11:00 am –12:00 pm PST
879 Morro St. San Luis Obispo
To attend remotely, please email [email protected] before Tuesday, January 7th at 5:00 pm to be provided remote access information.

5. Ownership of Materials. All original drawings, plan documents and other materials prepared by or in possession of the Contractor as part of the work or services under these specifications shall become the permanent property of the City and shall be delivered to the City upon demand.

6. Release of Reports and Information. Any reports, information, data, or other material given to, prepared by or assembled by the Contractor as part of the work or services under these specifications shall be the property of the City and shall not be made available to any individual or organization by the Contractor without the prior written approval of the City.

7. Copies of Reports and Information. If the City requests additional copies of reports, drawings, specifications, or any other material in addition to what the Contractor is required to furnish in limited quantities as part of the work or services under these specifications, the Contractor shall -9-

provide such additional copies as are requested, and City shall compensate the Contractor for the costs of duplicating of such copies at the Contractor's direct expense.

8. Required Deliverable Products. The Contractor will be required to provide:
a. One electronic submission - digital-ready original .pdf of all final documents. If you wish to file a paper copy, please submit in sealed envelope to the address provided in the RFP. b. Corresponding computer files compatible with the following programs whenever possible unless otherwise directed by the project manager:

Word Processing:

Spreadsheets:

Desktop Publishing:

Virtual Models:

Digital Maps:

MS Word
MS Excel
InDesign
Sketch Up
Geodatabase shape files in State Plan Coordinate System as specified by City GIS staff
c. City staff will review any documents or materials provided by the Contractor and, where necessary, the Contractor will be required to respond to staff comments and make such changes as deemed appropriate.

ALTERNATIVE PROPOSALS

9. Alternative Proposals. The proposer may submit an alternative proposal (or proposals) that it believes will also meet the City's project objectives but in a different way. In this case, the proposer must provide an analysis of the advantages and disadvantages of each of the alternative and discuss under what circumstances the City would prefer one alternative to the other(s).

10. Attendance at Meetings and Hearings. The Contractor is not expected to attend any public meetings to present and discuss its findings or recommendations. Contractor shall attend as many "working" meetings with staff as necessary in performing work-scope tasks.

11. Accuracy of Specifications. The specifications for this project are believed by the City to be accurate and to contain no affirmative misrepresentation or any concealment of fact. Bidders are cautioned to undertake an independent analysis of any test results in the specifications, as City does not guaranty the accuracy of its interpretation of test results contained in the specifications package. In preparing its proposal, the bidder and all subcontractors named in its proposal shall bear sole responsibility for proposal preparation errors resulting from any misstatements or omissions in the plans and specifications that could easily have been ascertained by examining either the project site or accurate test data in the City's possession. Although the effect of ambiguities or defects in the plans and specifications will be as determined by law, any patent ambiguity or defect shall give rise to a duty of bidder to inquire prior to proposal submittal. Failure to so inquire shall cause any such ambiguity or defect to be construed against the bidder. An ambiguity or defect shall be considered patent if it is of such a nature that the bidder, assuming reasonable skill, ability and diligence on its part, knew or should have known of the existence of the ambiguity or defect. Furthermore, failure of the bidder or subcontractors to notify City in writing of specification or plan defects or ambiguities prior to proposal submittal shall waive any right to assert said defects or ambiguities subsequent to submittal of the proposal. -10-

To the extent that these specifications constitute performance specifications, the City shall not be liable for costs incurred by the successful bidder to achieve the project’s objective or standard beyond the amounts provided there for in the proposal.

In the event that, after awarding the contract, any dispute arises as a result of any actual or alleged ambiguity or defect in the plans and/or specifications, or any other matter whatsoever, Contractor shall immediately notify the City in writing, and the Contractor and all subcontractors shall continue to perform, irrespective of whether or not the ambiguity or defect is major, material, minor or trivial, and irrespective of whether or not a change order, time extension, or additional compensation has been granted by City. Failure to provide the hereinbefore described written notice within one (1) working day of contractor's becoming aware of the facts giving rise to the dispute shall constitute a waiver of the right to assert the causative role of the defect or ambiguity in the plans or specifications concerning the dispute.
-11-

SECTION I: PROPOSAL SUBMITTAL FORM
The undersigned declares that she or he has carefully examined Project No. 2025 Contract Meter Reading which is hereby made a part of this proposal; is thoroughly familiar with its contents; is authorized to represent the proposing firm; and agrees to perform the specified work for the following cost quoted in full:

BID ITEM: TIERED METER READING PRICING
Pricing Tier
Tier 1
Tier 2
Tier 3
Tier 4
Tier 5
Tier 6
Tier 7
Tier 8
Number of Meters
17,501 and more
15,001 to 17,500
12,501 to 15,000
10,001 to 12,500
7,501 to 10,000
5,001 to 7,500
2,501 to 5,000
0 to 2,500
Per-Meter Price
$
$
$
$
$
$
$
$
Certificate of insurance attached; insurance company’s A.M. Best rating: __________________.

Firm Name and Address
Contact Phone
Signature of Authorized Representative
Date
-12-

REFERENCES
Number of years engaged in providing the services included within the scope of the specifications under the present business name: .

Describe fully the last three contracts performed by your firm that demonstrate your ability to provide the services included with the scope of the specifications. Attach additional pages if required. The City reserves the right to contact each of the references listed for additional information regarding your firm's qualifications.

Reference No. 1:

Agency Name
Contact Name
Telephone & Email
Street Address
City, State, Zip Code
Description of services provided
including contract amount, when
provided and project outcome
Reference No. 2:

Agency Name
Contact Name
Telephone & Email
Street Address
City, State, Zip Code
Description of services provided
including contract amount, when
provided and project outcome
-13-

Reference No. 3
Agency Name
Contact Name Telephone & Email
Street Address City, State, Zip
Code Description of services
provided
including contract amount, when
provided and project outcome
-14-

STATEMENT OF PAST CONTRACT DISQUALIFICATIONS
The proposer shall state whether it or any of its officers or employees who have a proprietary interest in it, has ever been disqualified, removed, or otherwise prevented from bidding on, or completing a federal, state, or local government project because of the violation of law, a safety regulation, or for any other reason, including but not limited to financial difficulties, project delays, or disputes regarding work or product quality, and if so to explain the circumstances.
◼ Do you have any disqualification as described in the above paragraph to declare? Yes q No q
◼ If yes, explain the circumstances.

Executed on at _______________________________________ under penalty of perjury of the laws of the State of California, that the foregoing is true and correct. ______________________________________
Signature of Authorized Proposer Representative
-15-

~ Celebrati~ years
Aexander s
Contract Services, Inc. < ._ --=--_.

City of San Luis Obispo
Response to City of San Luis Obispo
Request for Proposal for
Contract Water Meter Reading Services
RFP Specification No. 2025-UTL-01
Proposal Due Date: January 24, 2025
Alexander's Contract Services Inc.
8655 Morro Rd., Ste. C
Atascadero, CA 93422
Contact: Bill Van Wagoner
Cell: 801-864-5024
Phone: 805-461-3458
Fax: 805-461-1263
[email protected]

January 24, 2025
Julie Ridgeway
Utilities Business Manager
City of San Luis Obispo
Department of Finance
990 Palm Street
A exande1 s~·
Contract Services, Inc. < ---- -=-- _j_.

San Luis Obispo, CA 93401
Re: RFP - Contract Water Meter Reading Services
Dear Ms. Ridgeway:

On behalf of Alexander's Contract Services Inc., we submit this response to the City's request for proposal for Water Meter Reading Services. The proposal outlines Alexander's understanding of the project and requested services, innovative approach and strategy, responsible personnel, and fee proposal for meter reading services at your city.

ACS will plan to continue the use of the currently implemented RM4 meter reading software and handhelds which provides additional benefits in:
• Alexander's unique and powerful handheld software that requires accuracy of the meter reader (Photo Certification, Meter ID Lock, Trouble Code issuance, Electronic Reread etc.) • Paperless web-based interface for billing staff to upload and download meter reading data with access available by laptop, tablet, smartphone, or any internet capable device. • A full suite of web-based reports and data information that can be accessed by the City users from any desktop or internet accessible wireless workstation. • Efficient and immediate notification of field meter problems through notes, trouble codes, photos and targeted reports.
• Real-time notification of milestone read events to City staff via email or text message to an internet connected PC, laptop or smart phone.

Alexander's is confident in our ability to perform the highest level of service and requirements described in the RFP.

Any contact regarding this proposal should be directed to:

Bill Van Wagoner
Vice President, Sales
Alexander's Contract Services, Inc.
8655 Morro Rd. Ste. C
Atascadero, CA 93422
Phone: 805-461-3458
[email protected]

We would like to thank you in advance for your time and consideration, and we look forward to the opportunity of continue our great working relationship with the City of San Luis Obispo.

Chris Molina
CFO
Alexander's Contract Services

A exande1 S"'Y-~
Contract Services, Inc. < ----~ ~
City of San Luis Obispo
Contract Water Meter Reading Services
January 24, 2025
Table of Contents
Submittal Forms page2
a) Proposal Submittal Summary
b) Certificate of Insurance
c) References
Qualifications page 7
d) Experience of your Firm in Performing Relevant Work
e) Resumes of the Individuals who would be Assigned to this Project f) Statement and Explanation of any Instances of Disqualification Work Program page 12
g) Detailed Description of your Approach to Completing the Work h) Detailed Schedule for Completing the Work
i) Detailed Budget for Completing the Work
j) Services or Data to be Provided by the City
k) Services and Deliverables Provided by the Contractor(s) I) Any Other Information that would Assist the City in Making this Decision
m) Description of Assumptions Critical to Development of the Response which may Impact Scope or Cost
Requested Changes to Terms and Conditions page 19
n) The City Desires to Begin Work Soon After Selecting the Preferred Vendor- (Requested changes to City's Terms and Conditions) l

SUBMITTAL FORMS
a. PROPOSAL SUBMITTAL SUMMARY
The undersigned declares that she or he has carefully examined Project No. 2025 Contract Meter Reading which is hereby made a part of this proposal; is thoroughly familiar with its contents; is authorized to represent the proposing firm; and agrees to perform the specified work for the following cost quoted in full:

BID ITEM: TIERED METER READING PRICING
Pricing Tier Number of Meters Per-Meter Price
Tier 1 17,501 and more $1.20
Tier2 15,001 to 17,500 $1.22
Tier3 12,501 to 15,000 $1.25
Tier4 10,001 to 12,500 $1.30
Tier 5 7,501 to 10,000 $1.35
Tier6 5,001 to 7,500 $1.40
Tier7 2,501 to 5,000 $1.45
Tiers 0 to 2,500 $1.55
Certificate of Insurance attached; insurance company's A.M. Best rating: see attached.

Firm Name and Address
~lexander's Contract Services, Inc.
8655 Morro Road, Suite C
Atascadero, CA 93422
Contact- Bill Van Wagoner, Vice President-Sales Phone 805-464-4638 Date
2

Alexander's Additional Pricing Notes:

Certified Reads
• Negative, Maintenance, Unread with Notes and Double Highs= No Charge • Zero, Low and High= $.25 per read
Fuel Escalation: (triggered when below cost for Regular Unleaded is at that average price per gallon over a 3-month period)
• $5.50 - $5. 74 per gallon read price increases by= $.01 per meter • $5. 75 - $6.00 per gallon read price= $.01 per meter
• $6.01 + per gallon read price= $.01 per meter
If price escalation is triggered, the read price will be dropped down to the next level after a 3-month average of decreased fuel cost not to go below contract base pricing per read. 3

b. CERTIFICATE OF INSURANCE
See attached Certificate of Insurance Documentation
4

c. REFERENCES
Number of years engaged in providing the services included within the scope of the specifications under the present business name: 57 years.

Describe fully the last three contracts performed by your firm that demonstrate your ability to provide the services included with the scope of the specifications. Attach additional pages if required. The City reserves the right to contact each of the references listed for additional information regarding your firm's qualifications.

Reference No 1:

Agency Name Atascadero Mutual Water Co.

Contact Name John Neil
Telephone & Email 805 466-2428 [email protected]
Street Address 5005 El Camino Real
City, State, Zip Code !Atascadero, CA 93422
Description of services provided IACS provides monthly contract meter reads to the Atascadero including contract amount, when Mutual Water Co.
provided and project outcome Approximate Contract Amount: - $15,000/month Service Type: Alexander's contract meter reading services Served Since: 1978 - (Contract renewed each term because of excellent value & performance. Contract was recently renewed between the City and ACS.)
Reference No. 2.

Agency Name Irvine Ranch Water District
Contact Name Ryan Matuska [email protected]
Telephone & Email 949-453-5300
Street Address 15600 Sand Canyon Ave
City, State, Zip Code Irvine, CA 92618
Description of services provided IACS provides monthly contract meter reads to the Irvine Ranch including contract amount, when IVVater District.
provided and project outcome Approximate Contract Amount: $120,000/month Service Type: Alexander's contract meter reading services Served Since: 2009 - (Contract renewed each term because of excellent value & performance. Contract was recently renewed between the District and ACS.)
5

Reference No. 3
Agency Name leity of Temple
Contact Name Heather Mikulas
Telephone & Email 1254-298-5616 [email protected] Street Address 12 N Main Street
City, State, Zip Code h"emple, TX 76501
Description of services provided IACS provides monthly contract meter reads to the City of Temple's including contract amount, when water meters.
provided and project outcome !Approximate Contract Amount: $26,000/month Service Type: Alexander's contract meter reading services Served Since: 2012-Temple has seen the rereads drop from over 350 rereads per month to less than 60 rereads per month. The field photos in conjunction with the Certified reads have been invaluable to the City. (Contract was recently renewed between the City of Temple and ACS)
6

QUALi FiCA TIONS
d. EXPERIENCE OF FIRM IN PERFORMING RELEVANT WORK
Alexander's Contract Services, Inc. (ACS), incorporated in San Luis Obispo, CA, has provided meter reading services to municipalities, water districts and other local entities since 1967. ACS started reading meters in 1967 and currently manages over 10,500,000 meters annually in cities from California to Virginia.

In 2003, ACS began an in-house software project to incorporate the many years of experience into a streamlined web and mobile solution. This solution provides the flexibility to allow the customer to implement and manage any meter reading demand from one location. Because of the years of involvement in the utility's process of gathering meter reading data from the field, ACS gained valuable knowledge regarding accurate field data acquisition and its expedition to the billing system, effective reporting and verification of misread or unread accounts, and the need to provide secure access to information by the client. While ACS grooms our service and meter reading technicians to be the most capable and experienced in the water industry, the powerful software mobile solution produced by ACS now controls the work flow of each ACS meter reader to produce the highest accuracy and reliability of data provided in the utility industry today.

RouteManager 4.0 (RM4), a cloud-based meter reading technology and product of ACS, was created in 2003 to separate the contract reading division from the software and hardware components of meter reading. Alexander's has been providing the powerful RM4 meter reading product and ultra-rugged handhelds for over 22 years and draws on the experience that ACS has given for over 57 years in the water utility industry and has never defaulted on a contract.

ACS understand the problems that occur in the field during the data acquisition process and have spent many years designing innovative products to improve upon basic meter reading gathering methods and processes to ensure business success within the utility. ACS' technical focus on innovative meter reading products such as wireless field technologies ("Certified Photo Read"), electronic reread processing, web-based mobile access, cellular network connectivity, and Android OS applications, has enhanced ACS meter reading processes. These innovative technologies have strengthened the RM4 product brand in the utility marketplace and have positioned Alexander's as a leader in Cloud Based meter reading products and services.

Alexander's focus is on water utilities and meter reading solutions to that industry, from walk-by manual read to touch read solutions. We focus on developing software that reduces redundancy and increases productivity in all aspects of the meter reading operations, from the field to billing.

We feel that we can gain long-term and solid relationships with our clients by providing superior products and services that really solve problems for the user.

ACS has over 150 employees. Our regional offices are located in California, Illinois, Utah, Texas, Virginia, and Florida. Sales and Support offices are located in Atascadero, CA and Salt Lake City, Utah. ACS is headquartered in Atascadero, on California's central coast.

ACS has documented experience with utilities throughout the US, Canada, and Central America, and is project managing many others at the present time. 7

Alexanders has implemented the RM4 software in a number of municipality and water district meter reading contracts throughout the US and is providing meter reading services to many of these utilities.

A partial list of the contract service clients and recent system implementation and support accounts include:

City of Suffolk, VA- 2016 (reading services, 23,000 water meters) City of College Station, TX - 2016 (reading services, 66,000 water/electric meters) City of Bartow, FL- 2014 (reading services, 19,000 water and electric meters) Western Municipal Water District, Riverside, CA - 2016 (reading services, 23,000 water meters) City of Temple, TX - 2012 (reading services and rerouting services, 26,000 water meters) Sacramento County Water- Elk Grove, CA- 1995 (reading services, 33,000 water meters) Irvine Ranch Water District, Irvine, CA - 2009 (meter reading services, 104,000 water meters) City of Corona, CA- 2010 (reading services and soft services, 43,000 water meters) City of Paso Robles, CA -1981 (reading services, 12,000 water meters) City of San Clemente, CA - 2006 (reading services, 18,000 water meters) City of Montecito, CA - 1991 (reading services, 10,000 water meters) Belize Water Services, Belize- 2010 (meter reading system, 68,000 water meters) East Bay Municipal Utility District, Oakland, CA- 2014 (meter reading system, 685,000 water meters)
Atascadero Mutual Water, Atascadero, CA- 1978 (reading services, 11,000 water meters) Carpinteria Valley Water District, CA- Carpinteria, CA- 2009 (reading services, 5,000 water meters) Birmingham Water Works, AL - 2021 (meter reading system, 254,000 meters) City of Orange, CA - 2023 (reading services, 38,000 meters) Serrano Water District, Villa Park, CA- 2023 (meter reading system, 7,500 meters) City of Hubbard, OH - 2024 (meter reading system, 5,000 meters) City of Harker Heights, TX - 2024 (reading services, 13,000 meters) e. RESUMES OF INDIVIDUALS WHO WOULD BE ASSIGNED TO THIS PROJECT Nicholas Griialva - Project Leader {Crew Supervisor)
Tenure with ACS: 2023 to Present
Mr. Grijalva has been a member of the Alexander's field meter reading and supervisory team for approximately 2 years. Being quickly promoted to Supervisor of crews within 5 months after his start with the company, his priorities include accuracy and timely data collection. Each meter reader supervised has been taught greater skills in teamwork, communication and productivity due to Nicholas' efforts. Each assignment that he has been given throughout the ACS customer base has resulted in a very high level of efficiency and productivity. He has an unparalled work ethic.

His success has come through his attention to details and his ability to establish and achieve goals through daily setting of priorities.

Because of his level of successful previous crew management in the oil fields, Nicholas moved quickly to a supervisor position amongst a number of the ACS contract service customers. He has spent time participating with or supervising crews in Atascadero, Paso Robles, Moffo Bay, Nipomo, Grover Beach, and Pismo Beach. He has conducted quality checks and resolved discrepancies to maintain data integrity. Clients have expressed accolades for his efforts that have resulted in improved accuracies and confidence in collected meter reading data. Safety has been a very important priority to Nicholas. He has led effective safety training sessions with his crews which have resulted in decreased workplace incidents.
8

Nicholas is one of the most dependable and hardest working Supe,visors of Alexander's field personnel. He has collaborated with billing to address customer inquiries in a very positive manner which has boosted utility customer satisfaction. This work ethic sets a positive example for the crew that he supe,vises.

His ability to communicate with his team, understand and overcome challenges in the read process, and his sense of working for the client's best interest, has helped him in becoming the strong, reliable field supe,visor that greatly contributes to Alexander's overall success in the utility marketplace.

Notable meter reading experience:

Cities of Atascadero, Paso Robles, Morro Bay, Nipomo, Grover and Pismo Beach City of San Luis Obispo - Present
Mike Lakes - Proiect Team Member (Vice President Operations} Tenure with ACS: 2009 to Present
Mr. Lakes has been a member of the Alexander's management team for over 15 years.

Throughout that time Mike has demonstrated strength in management and strong administrative skills.

Mike oversees the field management of meter reading operations, which includes approximately 9,500,000 meters read annually by the Alexander crews. He has been successfully involved with implementing and managing projects at Corona, /,vine Ranch Water District, Virginia Beach, San Clemente, Newport Beach, City of Davis, Sacramento County, Whittier and City of Orange, and has overseen the Bartow, Florida, Bellaire, TX and Western Municipal Water District transitions.

Mike started his career at Alexander's in 2009 and has worked his way through the management ranks. His depth of technical abilities and meter knowledge makes him a leader in the utility industry. He has strengths in hiring and training new personnel and the day-to-day management of their presentation and daily performance in the various functions in the field.

His ability to relate to the readers and tackle the challenges as well as the importance of quality meter reading has made him a strong and respected leader.

Notable meter reading project management experience:

Newport Beach, CA - 2011
City of Corona, CA - 2011
/,vine Ranch Water District, /,vine, CA - 2011
City of San Clemente, CA - 2012
City of Bellaire, TX - 2014
City of Bartow, FL - 2014
Eastern Municipal Water District, Perris, CA - 2015
City of San Luis Obispo, CA - 2015
City of Port Hueneme, CA - 2015
Las Virgenes Municipal Water District, Calabasas, CA - 2015 Western Municipal Water District, Riverside, CA - 2016
City of Virginia Beach, VA - 2017
City of Whittier, CA - 2017
City of Santa Monica, CA - 2019
City of Orange, CA - 2023
City of Harker Heights, TX - 2024
9

Chris Molina - Project Team Member (ACS CFO/COO)
Tenure with ACS: 2010 to Present
Education: PGA Business Schools Graduate 1995-1997
Licenses and Professional Affiliations: Past President Rotary, Property/Casual Insurance Mr. Molina has been a member of the Alexander's management team for over 14 years. Over the years he has been owner/manager of a number of successful small businesses and is currently licensed (6, 63) by the state as financial auditor. He was a 13-time winner as a PGA Association golf professional from 1990- 2002, and has demonstrated at Alexander's a strength in management and administrative accomplishment.

Chris oversees the field management of meter reading operations, which includes approximately 9,500,000 meters read annually by the Alexander crews in locations from California on the West Coast to Texas and Florida, and to Virginia on the East Coast. He has been successfully involved with implementing and managing projects at Corona, Irvine Ranch Water District, San Juan Capistrano, San Clemente, Newport Beach, City of Davis and Sacramento County. His thorough management and training of field supervisors, crew chiefs and meter readers has led to the success of Alexander's Contract Services in the utility meter reading industry.

Notable meter reading project management experience:

Newport Beach, CA- 2011
City of Corona, CA- 2011
Irvine Ranch Water District, Irvine, CA- 2011
City of San Clemente, CA- 2012
City of Bellaire, TX- 2014
City of Bartow, FL- 2014
Eastern Municipal Water District, Perris, CA- 2015
City of San Luis Obispo, CA - 2015
Lee Lake Water, CA- 2015
City of Virginia Beach, VA - 2017
City of Norfolk, VA - 2017
City of New Port News, VA - 2018
City of Whittier, CA - 2017
City of Santa Monica, CA - 2019
City of Orange, CA - 2023
City of Harker Heights, TX - 2024
10

f. STATEMENT AND EXPLANATION OF PAST CONTRACT REMOVAL OR DISQUALIFICATIONS The proposer shall state whether it or any of its officers or employees who have a proprietary interest in it, has ever been disqualified, removed, or otherwise prevented from bidding on, or completing a federal, state, or local government project because of the violation of law, a safety regulation, or for any other reason, including but not limited to financial difficulties, project delays, or disputes regarding work or product quality, and if so to explain the circumstances. ■ Do you have any disqualification as described in the above paragraph to declare? Yes
■ If yes, explain the circumstances.

Executed on
penal:z=: the laws of the State of California, that the foregoing is true and correct.

Signature of Authorized Proposer Representative
Alexander's Contract Services holds true to the commitment in providing the most responsive and highest quality of work toward the requirements of contracts agreed to between ACS and the Utility. Because of this high level of commitment, experience and integrity, Alexander's Contract Services has never been removed from a project, or, been disqualified from proposing on a contract.
11

Work Program
g. DETAILED DESCRIPTION OF YOUR APPROACH TO COMPLETING THE WORK ACS plans to continue to provide the City of San Luis Obispo superior performance in meter reading data collection through experienced and conscientious field personnel. To complement these experienced readers, ACS will continue the use of the ACS RouteManager 4.0 meter reading product. Since the RM4 product is web based, constant communication and notification can be provided to the City management via email and text message regarding the status of read and the various unread and misread conditions
coming from the field.

ACS makes use of many hardware technologies to
collect data in the field. We use the latest technology that incorporates cameras, GPS receivers, 802.11
wireless and Verizon cellular communication to
capture all pertinent information and deliver it in
seconds via a secure cellular or Wi-Fi connection.

Whatever the City's read requirements are, the ACS
crews are very capable in collecting the reads and
delivering the data in a timely manner to the utility's back-end system for billing. All field data will be made live on the client's secure database portion of the
RouteManager 4.0 server from the first read to the last. Data is provided in "real-time" since ACS crews use wireless rugged handheld 45 --
technology in the field to transfer data to the web server. This simple solution allows for the City of San Luis Obispo to respond to early reading exceptions as they occur. Mis-reads, unreads and problem meters can be quickly addressed as the information is passed from the field to the office.

The web-based reports populate from the beginning of the read cycle and become complete upon the last meter read in the cycle. RM4 comes with dozens of standard reports, yet customized reporting is available by request of each ACS client.

When a reading cycle is complete, an email or text message can be sent to an authorized customer manager or staff member at the utility. There are many automated notifications that are triggered by different reading events, and all reports can be accessed from the client's RM4 web site. This allows for the most efficient sharing of data possible between client's key personnel, supervisors and managers.

The ACS RM4 meter reading product currently provides a seamless interface with the City's utility billing system. There will be no requirement to alter any of the existing interface formats for the upload and download files as related to the billing system with this contract. 12

Since the ACS RM4 product is interactive, any approved City staff member will be able to log onto the website and see live data regarding the reading process. Among other activity, the staff member will be able to affect some of these features:
• Status of the current reading cycle.
• Reports listing all meters including readings outside the acceptable range (high/low limits) • Certified Photo Reads on exceptional reads where a photo has been taken to ensure accuracy of the read and proximity to the meter.
• The ability to review Certified Photo Reads and approve for billing or resend electronically to the field for reread.

Upon 100% completion of the meter reading, review of reports and exceptions, the supervisor can then process and transfer the file to the billing system. New cycles can be loaded to the couldbased RM4 software for upcoming read scheduling.

The City of San Luis Obispo will see benefits from the following features and services that come from the ACS meter reading team and technology:

Wireless Reread Management
ACS makes use of the RM4 meter reading product to electronically process rereads from the field via wireless connectivity. ACS Supervisors review possible rereads as they occur in the read process, before they arrive at the utility's billing site. Supervisors determine the nature of the exception, verifying the Photo taken and actual reading. They will visit the meter if necessary or assign those rereads to a meter reader electronically to review well in advance of the data transfer deadline of that day. Using the RM4 technology, Certified Photos, GPS points and wireless connectivity between the handhelds and the web server, ACS provides 99.98% or greater accuracy regarding reads and rereads to all of our clients.

Meter ID Locks
ACS's RM4 meter reading product provides superior accuracy due to its ID lock solution programmed into the handheld application. The handheld meter reading application does not allow the meter reader to view the previous read or meter ID number making it nearly impossible for a meter reader to enter an erroneous read.

When the ACS meter reader reads a meter, the read must be within the high/low limits set by the billing system. If the read is outside of this range, the reader must enter the meter's ID number that is only found on the meter in question. Once the proper ID number is entered to the unit, it will unlock and show the reader the previous read and the ID number for that single meter only. At this point the reader is prompted to reread the meter taking the previous read into consideration.

This simple function transforms to accuracy in the collection of meter reads in the field by the ACS meter reader and it guarantees that each read is authentic. The proprietary technology handheld application also requires a photo to be taken of the meter and GPS points are collected to ensure and provide irrefutable proof that the meter reader is at the correct meter taking the correct read.

Because this activity can be seen by the supervisor as the meter reader collects the data, the supervisor can immediately respond electronically to all potential rereads and correct error reads prior to being transferred to the utility's billing system. 13

Certified Read Feature
With the ACS RM4 meter reading software every questionable read is guaranteed to be authentic.

The ACS meter reader utilizes the full benefit of this product while collecting the meter reads in the field. RM4 software collects and cross references supplementary data to ensure an authentic read has occurred while at the meter in the field. By collecting this supplementary data at the time of the meter reading, all doubt regarding any questionable read not being authentic is removed.

The "Certified Read" feature guides the meter reader to capture the date, time, GPS coordinates and a photo right at the meter.

The benefits of this feature are enormous to the client end user.

Certified Reads help to:
• Gain customer confidence
• Eliminate estimated reads
• Reduce customer inquiries
• Reduce billing mistakes
• Produce Certified Reports
• Substantiate billing data
• Certify meter tampering, neglect or abuse
• Validate meter reader comments
Operational Structure and Benefits of the RM4 Product
Certified Read
= ---
The RM4 can be accessed by any internet accessible device by the client through very strict and secure login processes. Devices such as a desktop PC, Laptop, iPad or Smartphone can be given access to the web server. This allows each utility manager to monitor activity regarding rereads, exceptions, trouble meters, and performance of the ACS crews as the reads take place each day.

Each user of the system is given unique credentials that are designed with access to functions within the system for which they are authorized.

Read and Meter Site Survey services (RMSS) - AMI and AMR Environments Added to the powerful tool that RM4 meter reading collection brings to field data is the management of AMI and AMR meters. As that transition occurs in the field as the utility progresses, the Alexander's meter technicians can provide a valuable service in monitoring and auditing the accuracy of meter readings and the conditions of the meter site. This includes accepting a route-based file from the RM4 web software and providing verified read check on assigned accounts, as well as inspection of the meter location for conditions which can create safety and operational issues. The target is to mitigate these issues which result in an extreme liability to the utility. In a real-time, wireless environment, the ACS technician, via a wireless connected mobile handheld, uses the Read and Meter Site Survey product (RMSS) to collect valuable information, including multiple photos, trouble descriptions and codes, to ensure that detailed action can be taken at the meter. (additional fees for this service apply) The benefits of the RMSS ongoing services provides for:
• The Utility's awareness of potentially serious and safety compromised meter locations within the field operations. (i.e. missing meter lid, water damage, inaccurate read comparison verification, theft or tampering etc.)
14

• Services to inspect and report information in real-time from the field that allows for immediate correction of field meter issues.
• Visual inspection by trained personnel to ensure the integrity of meter operations in the field even in AMI/AMR infrastructures.
• Electronic transfer of data information at the inspected meter location (including photo and GPS location) in real-time response to the Utility's required survey questions. • The Utility's more accurate comparison between the AMI gathered reading data, and the visual read and meter condition provided by the ACS Field Technician as collected at the meter.
• Configuration control by the Utility to determine type and content of collected site data. • Valuable system reporting of collected survey and field read data to assist in the Utility's ability to manage field meter asset decisions.
• More confident utility customers with the utility's overall management of field monitoring of meter equipment and sites. Customers are assured that experienced technical personnel are still inspecting and visiting the meter location on a regular basis. (Additional fees apply to these ongoing services)
h. DETAILED SCHEDULE FOR COMPLETING WORK
Alexander's Contract Services has created this initial Plan for the City of San Luis Obispo, however, since A CS currently reads the meters for the City a continuation of the services is in order under the direction of the City and the terms and conditions of this RFP and mutual contract agreement.

Water Meter Reading

TASK DESCRIPTION
1 2
3 CONTRACT ACCEPTANCE
The City of San Luis Obispo and
Alexander's acknowledge contract
agreement.

POST SALE MEETING
Discuss general utility requirements based
upon contract. Confirm assignments,
ensure transparent transition to services
under new contract. Introduction of
Alexander's staff and discuss any City
training as required.

CITY OF SAN LUIS OBISPO
CONVERSION - STAGE 1
This Task is already Completed - Set up
City on the RM4 software platform. Detail
specifications for file interface to billing
15 INVOLVED
City of San Luis Obispo
Alexander's
Management
Alexander's
Management
Alexander's Field Lead
Alexander's PM
City of San Luis Obispo
Alexander's Field Lead
Alexander's PM
DATE
After Contract
Agreement
Contract Date
Week 1
Week 1

system, reports, notification requirements,
possible routing or resequencing
requirements. Obtain standard billing test
file interface data element layout and
softcopy for Alexander's project and
programmer managers.

Discuss cycle/routing read timing and
schedules, billing schedule expectations,
known issues and potential reading
problems. Alexander's Field supervisor and
crew to become familiarized with Special
Meters and Security Codes etc. Train the
City of San Luis Obispo Office and Billing
Staff.
4 PERSONNEL HIRE AND ESTABLISH Alexander's Field Lead Week 1 BASE Alexander's Field Crew
This Task is already Completed-ACS Alexander's PM
management to interview and hire local
readers to assist senior readers, ensuring
proper back-up. In depth, and continued
training of meter readers on policies,
procedures, meter reading concepts, SST
handheld and application usage, read
processes, scheduling, safety and reporting
requirements is employed.

Establishment of base for meter reader
equipment, scooters or other materials as
determined by management.
5 CUSTOMER CONVERSION- STAGE 2 City of San Luis Obispo Week 1 This Task is in Process and Many Tasks Contact
are Completed- Read meters per reading Alexander's Field Lead schedule, work with City employees on Un- Alexander's Field Crew located meters. Work with the City of San Alexander's PM Luis Obispo office staff on Customized
Reporting and File Importing and Exporting.

The ACS meter readers will read per
approved City of San Luis Obispo Reading
Schedule
6 CUSTOMER CONVERSION- STAGE 3 City of San Luis Obispo Week 1 This Task is in Process - Read meters per Contact
schedule. Fine tune reporting and any field, Alexander's Field Lead routing or administrative process issues Alexander's Field Crew encountered during the read process. Alexander's PM
16

7 8
9 TRANSITION STATUS REVIEW
Review all elements of Contract Renewal
Plan and Requirements with City of San Luis
Obispo. Make adjustments as necessary.

Review t Server configuration, test file
performance, personnel performance and
representation and administrative activity.

Additional discussion or review of routing,
field requirements, and City staff questions
as necessary.

POST TRANSITION CONTACT
Schedule resolution of any configuration
modifications or minor non-production
deficiencies. Review and support.

CONTINUING SUPPORT AND REVIEW
Alexander's Inc. continuing contact and
monitoring. Alexander's field Lead monitors
and manages daily activity with Alexander
reading personnel. Adjust performance as
required through training or personnel
development. Advise City staff regularly of
issues or concerns. Minimum monthly
meeting regarding production and
performance with City staff or contact.

Alexander's support and maintenance of
operations and regular communication to
customer through newsletter, phone, email,
and meetings as needed onsite and by
phone.

Discussion with City management of
potential need for ongoing AMI/AMR read
and meter site survey via the ACS RMSS
software services.
i. DETAILED BUDGET FOR COMPLETING THE WORK
City of San Luis Obispo
Contact
Alexander's PM
Alexander's
Management
City of San Luis Obispo
Contact
Alexander's PM
City of San Luis Obispo
Contact
Alexander's Field Lead
Alexander's PM
Please see the "Proposal Submittal Summary" Page 2, under 1. Submittal Forms 17 WeekB
TBD
TBD

j. SERVICES OR DATA PROVIDED BY THE CITY
Responsibilities of the City of San Luis Obispo
• Provide transition support and initial orientation of routes and route organization to ACS personnel.
• Provide a point of contact for our Field Manager.
• Provide a standard billing test file and interface data element layout and softcopy for Alexander's project and program managers. (completed) • Provide electronic cycle files for each cycle to be included in the City of San Luis Obispo's secured RM4 software database. (completed) • Provide a list (or update that list) of all City staff that will have authoritative access to the reports, billing file interface process, and route/cycle management assignment within the RouteManager 4.0 (RM4) product. (completed)
• Provide regular direction regarding read schedule requirements based upon billing targets.
• Provide ACS Field Manager regular and timely feedback of issues or changes in field meter reading operations.
• Provide regular opportunity for the ACS Field Manager to meet with the City point of contact to discuss status of reads and inputs to change for increased efficiency and productivity in the meter reading operation. • Provide for the importing of new monthly cycle files to the ACS Smart Server System from the City of San Luis Obispo Billing System. • Post completed read cycle files to the City of San Luis Obispo Billing System from the ACS RM4 product.
• Provide payment of services to Alexander's Inc. each month based upon Net 30 Day invoice that will be issued to the City on a regular basis each month. k. SERVICES AND DELIVERABLES PROVIDED BY THE CONTRACTOR Responsibilities of Alexander's Contract Services
• Provide experienced, conscientious and responsible meter readers. That includes a seasoned meter reader supervisor from our California operations.

Provide for back-up personnel as required.
• Provide service per requirements of the City of San Luis Obispo RFP # 2025- UTL-01 for a period of three years, as well as, contract extension years as part of the contract to read the City's water meters.
• Provide all handheld equipment, meter reading software, materials, transportation, cell phones and equipment needed to read the City of San Luis Obispo's water meters
• Provide professional labor and adhere to standard safety practices. • Provide care and responsible respect for City and resident properties and equipment.
• Provide own transportation, including to and from the work place to read City's designated meters.
• Work under the direction of the City's meter reading supervisor for route assignments and direction.
18

• Provide own Insurance and Uniform (as required) for reading City's meters • Communicate to City's meter reading supervisor information on field/meter service issues and customer concerns
• Enter readings via the Alexander hardware and software and submit Billing System compatible files per agreed upon target billing schedule and read schedule with the City of San Luis Obispo.
• Provide insurance on the employee and proof of insurance to the City of San Luis Obispo, with the City listed as insured.
• Provide the City with an invoice for meter reader services on regular monthly basis with Net 30 payment terms.
• Provide for future discussion and option for verified read and meter site survey services of AMI/AMR installed meters. (RMSS)
I. ANY OTHER INFORMATION THAT WOULD ASSIST THE CITY IN MAKING DECISION Alexander's Contract Services, Inc. provides no additional information at this time. m. DESCRIPTION OF ASSUMPTIONS CRITICAL TO DEVELOPMENT OF THE RESPONSE

WHICH MAY IMPACT COST OR SCOPE
Alexander's Contract Services currently provides the contract meter reading services to the City of San Luis Obispo. The following are assumptions that were made in developing our response to the City's RFP. Changes to these parameters may impact the scope or cost of this project:
1) The file interface to the City of San Luis Obispo's Billing system is currently designed and in place. Drastic changes to the interface (which ACS does not at present anticipate), may result in a change in the scope or cost of this project.
2) ACS anticipates, as described in the RFP, that we will continue to make use of our own provided meter reading system (RM4) and the handhelds to collect the readings for the City. Changes to this platform would affect the scope or cost.
3) Areas of dramatic change in quantity of meters read, optional service incidents required by the City could affect cost of this project. (This is reflected in the "Proposal Submittal Summary" on page 2.
4) Please see "Additional Pricing Notes" regarding Certified Reads and Fuel Escalation below Proposal Submittal summary, Page 3 of this response.
5) ACS is unable to provide a report of and input data regarding the display error codes listed on the face of the digital meter as defined in Section 5. Repair Work Order Reporting (paragraph 2 page 3 of RFP).
19

Requested Changes to Terms and Conditions
n. CITY DESIRES TO BEGIN WORK SOON AND EXPECTS THE CONTRACTOR TO EXECUTE THE CITY'S

CONTACT AND ALL THE TERMS THEREIN
After having reviewed very carefully the Scope of Work and Terms and Conditions of the contract for Meter Reading Services for the City of San Luis Obispo, Alexander's has the following comments and requested changes:
1) Under the section "B. Scope of Work 5. Repair Work Order Reporting" of the RFP, ACS will provide a report of ucertified Water Reads" for all water meter reads that have occurred where an exception or trouble code is required to be entered into the handheld. All hazardous conditions requiring immediate attention will be reported, and any visual problems with the meter or meter box and surrounding area will be provided, however, we are unable to provide a report of and input data regarding the display error codes listed on the face of the digital meter. 2) Under "Exhibit B. General Terms and Conditions" as related to Section "19. Termination for Convenience." and Section "20. Termination" as it relates to cancellation of Agreement via written notice to the Contractor, ACS requests the following additional term and condition verbiage be added for the benefit of the Contractor:
"Notwithstanding any other provision of this Agreement, Contractor shall have the right to terminate this Agreement upon ninety (90) days written notice to City. In the event of termination of the Agreement under this paragraph, Contractor shall within ten (10) days after the date of termination, provide the City with a final statement. Upon receipt by the City of this final statement, the City shall pay Contractor in the amounts and in the manner required by this Agreement." 20

'· ~ AALEXC0-02 BOTCERTS
ACORD CERTIFICATE OF LIABILITY INSURANCE I ~

DATE (MM/DD/YYYY)
1/17/2025
THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS

CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER($), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER.

IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed.

If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s).

PRODUCER ~f tU~CT Jessica Perozzi
Morris & Garritano Insurance Agency, Inc. i~,NJo, Ext): (805) 543-6887 312 I fQc, Nol:(805) 543-3064 1122 Laurel Lane San Luis Obispo, CA 93401 ~~~ ..... [email protected] INSURER/SI AFFORDING COVERAGE NAIC#
INSURER A: Travelers Property Casualtv Company of America 25674 INSURED INSURERB :

Alexander's Contract Services, Inc. INSURERC:
8655 Morro Rd. Ste C INSURERD:

Atascadero, CA 93422 INSURER E:

INSURER F:

COVERAGES CERTIFICATE NUMBER· REVISION NUMBER·

THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS

CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. l,Njf TYPE OF INSURANCE
A X COMMERCIAL GENERAL LIABILITY =~ CLAIMS-MADE 00 OCCUR

I------------
1-------------
GEN'L AGGREGATE LIMIT APPLIES PER: rx7 POLICY □ ~r& □ LOC n OTHER:

A AUTOMOBILE LIABILITY

X ANYAUTO
t-- OWNED - SCHEDULED ,.._ AUTOS ONLY _ AUTOS
,.._ ~WlWs ONLY - ~r~ii1.~
A ..!.. UMBRELLA LIAB L!..I OCCUR
EXCESS LIAB ii CLAIMS-MADE
OED I x I RETENTION$ o

A WORKERSCOMPENSATION
AND EMPLOYERS' LIABILITY Y/N ANY PROPRIETOR/PARTNER/EXECUTIVE □ QfFICER/MiMBER EXCLUDED? (Mandatory n NH)
g~i~~r~'1~ O~~PERATIONS below

POLICYEFF
X 6302W699479 1/17/2025
~10-2W670474 1/17/2025
CU P-2W714426 1/17/2025
UB2W702347 1/17/2025 N/A

POLICY EXP LIMITS
EACH OCCURRENCE $ 1,000,000
1/17/2026 300,000
MED EXP rAnv one oerson 1 S 10,000
PERSONAL & ADV INJURY S 1,000,000
GENERAL AGGREGATE S 2,000,000
PRODUCTS • COMP/OP AGG S 2,000,000
s
$ 1,000,000
1/17/2026 i-BO~ D=IL~Y~INJ= UR~Y~· /~Pe='~ cerso= 1n l,-t-~$ - ------1 BODILY INJURY IPer accident\ $
PROPERTY DAMAGE $ /Per accidenll
Comp/Coll Oedt s 1,000
EACH OCCURRENCE s 10,000,000
1/17/2026 AGGREGATE 10,000,000
s
4/1/2025 E.L. EACH ACCIDENT $ 1,000,000
E.L. DISEASE· EA EMPLOYEE $ 1,000,000
E.L. DISEASE· POLICY LIMIT S 1,000,000
DESCRIPTION OF OPERATIONS/ LOCATIONS/ VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached If more space Is required) See forms attached as triggered by written contract:

GL: Al -CG D417 0219

CERTIFICATE HOLDER CANCELLATION

SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE City of San Luis Obispo THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS.
1055 Monterey St
San Luis Obispo, CA 93408 AUTHORIZED REPRESENTATIVE
I If-~//.~
ACORD 25 (2016/03) © 1988-2015 ACORD CORPORATION. All rights reserved.

The ACORD name and logo are registered marks of ACORD

COMMERCIAL GENERAL LIABILITY
THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY.

XTENDENDORSEMENTFORTECHNOLOGY
This endorsement modifies insurance provided under the following:

COMMERCIAL GENERAL LIABILITY COVERAGE PART
GENERAL DESCRIPTION OF COVERAGE -This endorsement broadens coverage. However, coverage for any injury, damage or medical expenses described in any of the provisions of this endorsement may be excluded or limited by another endorsement to this Coverage Part, and these coverage broadening provisions do not apply to the extent that coverage is excluded or limited by such an endorsement. The following listing is a general coverage description only. Read all the provisions of this endorsement and the rest of your policy carefully to determine rights, duties, and what is and is not covered.

A. Non-Owned Watercraft - 75 Feet Long Or Less
B. Who Is An Insured - Unnamed Subsidiaries
C. Who Is An Insured - Employees - Supervisory
Positions
D. Who Is An Insured - Newly Acquired Or Formed
Limited Liability Companies
E. Who Is An Insured - Liability For Conduct Of
Unnamed Partnerships Or Joint Ventures
F. Blanket Additional Insured - Persons Or
Organizations For Your Ongoing Operations As
Required By Written Contract Or Agreement
G. Blanket Additional Insured - Broad Form Vendors
H. Blanket Additional Insured - Controlling Interest

PROVISIONS
A. NON-OWNED WATERCRAFT- 75 FEET LONG

OR LESS

1. The following replaces Paragraph (2) of
Exclusion g., Aircraft, Auto Or Watercraft,
in Paragraph 2. of SECTION I

COVERAGES - COVERAGE A - BODILY

INJURY AND PROPERTY DAMAGE
LIABILITY:
(2) A watercraft you do not own that is:
(a) 75 feet long or less; and
(b) Not being used to carry any person or
property for a charge;

2. The following replaces Paragraph 2.e. of
SECTION II - WHO IS AN INSURED:
e. Any person or organization that, with your
express or implied consent, either uses or
I. Blanket Additional Insured - Mortgagees,
Assignees, Successors Or Receivers
J. Blanket Additional Insured - Governmental
Entities - Permits Or Authorizations Relating To
Premises
K. Blanket Additional Insured - Governmental
Entities - Permits Or Authorizations Relating To
Operations
L. Medical Payments - Increased Limit
M. Blanket Waiver Of Subrogation
N. Contractual Liability - Railroads
O. Damage To Premises Rented To You
is responsible for the use of a watercraft
that you do not own that is:
(1) 75 feet long or less; and
(2) Not being used to carry any person or
property for a charge.

B. WHO IS AN INSURED UNNAMED

SUBSIDIARIES
The following is added to SECTION II - WHO IS
AN INSURED:

Any of your subsidiaries, other than a partnership
or joint venture, that is not shown as a Named
Insured in the Declarations is a Named Insured if:
a. You are the sole owner of, or maintain an
ownership interest of more than 50% in, such
subsidiary on the first day of the policy period;
and
b. Such subsidiary is not an insured under
similar other insurance.

CG D417 0219 © 2017 The Travelers Indemnity Company. All rights reserved. Page 1 of 5 Includes copyrighted material of Insurance Services Office. Inc. with its permission.

..

COMMERCIAL GENERAL LIABILITY
No such subsidiary is an insured for "bodily injury''
or "property damage" that occurred, or "personal
and advertising injury" caused by an offense
committed:
a. Before you maintained an ownership interest
of more than 50% in such subsidiary; or
b. After the date, if any, during the policy period
that you no longer maintain an ownership
interest of more than 50% in such subsidiary.

For purposes of Paragraph 1. of Section II -Who
Is An Insured, each such subsidiary will be
deemed to be designated in the Declarations as:
a. A limited liability company;
b. An organization other than a partnership, joint
venture or limited liability company; or
c. A trust;
as indicated in its name or the documents that
govern its structure.

C. WHO IS AN INSURED - EMPLOYEES -

SUPERVISORY POSITIONS
The following is added to Paragraph 2.a.(1) of
SECTION II - WHO IS AN INSURED:

Paragraphs (1)(a), (b) and (c) above do not apply
to "bodily injury" to a co-"employee" while in the
course of the co-"employee's" employment by you
arising out of work by any of your "employees"
who hold a supervisory position.

D. WHO IS AN INSURED - NEWLY ACQUIRED

OR FORMED LIMITED LIABILITY COMPANIES
The following replaces Paragraph 3. of SECTION
II - WHO IS AN INSURED:

3. Any organization you newly acquire or form,
other than a partnership or joint venture, and
of which you are the sole owner or in which
you maintain an ownership interest of more
than 50%, will qualify as a Named Insured if
there is no other similar insurance available to
that organization. However:
a. Coverage under this provision is afforded
only:
(1) Until the 180th day after you acquire
or form the organization or the end of
the policy period, whichever is earlier,
if you do not report such organization
in writing to us within 180 days after
you acquire or form it; or
(2) Until the end of the policy period,
when that date is later than 180 days
after you acquire or form such
organization, if you report such
organization in writing to us within
180 days after you acquire or form it;
b. Coverage A does not apply to "bodily
injury" or "property damage" that occurred
before you acquired or formed the
organization; and
c. Coverage B does not apply to "personal
and advertising injury" arising out of an
offense committed before you acquired or
formed the organization.

For the purposes of Paragraph 1. of Section II
- Who Is An Insured, each such organization
will be deemed to be designated in the
Declarations as:
a. A limited liability company;
b. An organization, other than a partnership,
joint venture or limited liability company;
or
c. A trust;
as indicated in its name or the documents
that govern its structure.

E. WHO IS AN INSURED - LIABILITY FOR

CONDUCT OF UNNAMED PARTNERSHIPS OR

JOINT VENTURES
The following replaces the last paragraph of
SECTION II - WHO IS AN INSURED:

No person or organization is an insured with
respect to the conduct of any current or past
partnership or joint venture that is not shown as a
Named Insured in the Declarations. This
paragraph does not apply to any such partnership
or joint venture that otherwise qualifies as an
insured under Section II -Who Is An Insured.

F. BLANKET ADDITIONAL INSURED - PERSONS

OR ORGANIZATIONS FOR YOUR ONGOING

OPERATIONS AS REQUIRED BY WRITTEN

CONTRACT OR AGREEMENT
The following is added to SECTION II - WHO IS
AN INSURED:

Any person or organization that is not otherwise
an insured under this Coverage Part and that you
have agreed in a written contract or agreement to
include as an additional insured on this Coverage
Part is an insured, but only with respect to liability
for "bodily injury" or "property damage" that:
a. Occurs subsequent to the signing of that
contract or agreement: and
b. Is caused, in whole or in part, by your acts or
omissions in the performance of your ongoing
operations to which that contract or

Includes copyrighted material of Insurance Services Office, Inc. with its permission.

agreement applies or the acts or omissions of
any person or organization performing such
operations on your behalf.

The limits of insurance provided to such insured
will be the minimum limits that you agreed to
provide in the written contract or agreement, or
the limits shown in the Declarations, whichever
are less.

G. BLANKET ADDITIONAL INSURED - BROAD

FORM VENDORS
The following is added to SECTION II - WHO IS
AN INSURED:

Any person or organization that is a vendor and
that you have agreed in a written contract or
agreement to include as an additional insured on
this Coverage Part is an insured, but only with
respect to liability for "bodily injury" or "property
damage" that
a. Occurs subsequent to the signing of that
contract or agreement; and
b. Arises out of "your products" that are
distributed or sold in the regular course of
such vendor's business.

The insurance provided to such vendor is subject
to the following provisions:
a. The limits of insurance provided to such
vendor will be the minimum limits that you
agreed to provide in the written contract or
agreement, or the limits shown in the
Declarations, whichever are less.
b. The insurance provided to such vendor does
not apply to:
(1) Any express warranty not authorized by
you or any distribution or sale for a
purpose not authorized by you;
(2) Any change in "your products" made by
such vendor;
(3) Repackaging, unless unpacked solely for
the purpose of inspection, demonstration,
testing, or the substitution of parts under
instructions from the manufacturer, and
then repackaged in the original container;
(4) Any failure to make such inspections,
adjustments, tests or servicing as
vendors agree to perform or normally
undertake to perform in the regular
course of business, in connection with the
distribution or sale of "your products";
(5) Demonstration, installation, servicing or
repair operations, except such operations

COMMERCIAL GENERAL LIABILITY
performed at such vendor's premises in
connection with the sale of "your
products"; or
(6) "Your products" that, after distribution or
sale by you, have been labeled or
relabeled or used as a container, part or
ingredient of any other thing or substance
by or on behalf of such vendor.

Coverage under this provision does not apply to:
a. Any person or organization from whom you
have acquired "your products", or any
ingredient, part or container entering into,
accompanying or containing such products;
or
b. Any vendor for which coverage as an
additional insured specifically is scheduled by
endorsement.

H. BLANKET ADDITIONAL INSURED

CONTROLLING INTEREST

1. The following is added to SECTION II -WHO
IS AN INSURED:

Any person or organization that has financial
control of you is an insured with respect to
liability for "bodily injury", "property damage"
or "personal and advertising injury" that arises
out of:
a. Such financial control; or
b. Such person's or organization's
ownership, maintenance or use of
premises leased to or occupied by you.

The insurance provided to such person or
organization does not apply to structural
alterations, new construction or demolition
operations performed by or on behalf of such
person or organization .

2. The following is added to Paragraph 4. of
SECTION II - WHO IS AN INSURED:

This paragraph does not apply to any
premises owner, manager or lessor that has
financial control of you.

I. BLANKET ADDITIONAL INSURED

MORTGAGEES, ASSIGNEES, SUCCESSORS

OR RECEIVERS
The following is added to SECTION II - WHO IS
AN INSURED:

Any person or organization that is a mortgagee,
assignee, successor or receiver and that you
have agreed in a written contract or agreement to
include as an additional insured on this Coverage
Part is an insured, but only with respect to its
CG D417 0219 © 2017 The Travelers Indemnity Company. All rights reserved. Page 3 of 5 Includes copyrighted material of Insurance Services Office, Inc. with its permission.

COMMERCIAL GENERAL LIABILITY
liability as mortgagee, assignee, successor or
receiver for "bodily injury'', "property damage" or
"personal and advertising injury" that:
a. Is "bodily injury'' or "property damage" that
occurs, or is "personal and advertising injury''
caused by an offense that is committed,
subsequent to the signing of that contract or
agreement; and
b. Arises out of the ownership, maintenance or
use of the premises for which that mortgagee,
assignee, successor or receiver is required
under that contract or agreement to be
included as an additional insured on this
Coverage Part.

The insurance provided to such mortgagee,
assignee, successor or receiver is subject to the
following provisions:
a. The limits of insurance provided to such
mortgagee, assignee, successor or receiver
will be the minimum limits that you agreed to
provide in the written contract or agreement,
or the limits shown in the Declarations,
whichever are less.
b. The insurance provided to such person or
organization does not apply to:
(1) Any "bodily injury" or "property damage"
that occurs, or any "personal and
advertising injury" caused by an offense
that is committed, after such contract or
agreement is no longer in effect; or
(2) Any "bodily injury'', "property damage" or
"personal and advertising injury" arising
out of any structural alterations, new
construction or demolition operations
performed by or on behalf of such
mortgagee, assignee, successor or
receiver.

J. BLANKET ADDITIONAL INSURED

GOVERNMENT AL ENTITIES - PERMITS OR

AUTHORIZATIONS RELATING TO PREMISES
The following is added to SECTION II - WHO IS
AN INSURED:

Any governmental entity that has issued a permit
or authorization with respect to premises owned
or occupied by, or rented or loaned to. you and
that you are required by any ordinance, law,
building code or written contract or agreement to
include as an additional insured on this Coverage
Part is an insured, but only with respect to liability
for "bodily injury", "property damage" or "personal
and advertising injury'' arising out of the
existence, ownership, use, maintenance, repair.
construction, erection or removal of any of the
following for which that governmental entity has
issued such permit or authorization: advertising
signs, awnings, canopies, cellar entrances, coal
holes, driveways, manholes, marquees, hoist
away openings, sidewalk vaults, elevators, street
banners or decorations.

K. BLANKET ADDITIONAL INSURED

GOVERNMENTAL ENTITIES - PERMITS OR
AUTHORIZATIONS RELATING TO OPERATIONS
The following is added to SECTION II - WHO IS
AN INSURED:

Any governmental entity that has issued a permit
or authorization with respect to operations
performed by you or on your behalf and that you
are required by any ordinance, law, building code
or written contract or agreement to include as an
additional insured on this Coverage Part is an
insured, but only with respect to liability for "bodily injury", "property damage" or "personal and
advertising injury" arising out of such operations.

The insurance provided to such governmental
entity does not apply to:
a. Any "bodily injury'', "property damage" or
"personal and advertising injury" arising out of
operations performed for the governmental
entity; or
b. Any "bodily injury" or "property damage"
included in the "products-completed
operations hazard".

L. MEDICAL PAYMENTS- INCREASED LIMIT
The following replaces Paragraph 7. of SECTION
Ill - LIMITS OF INSURANCE:

7. Subject to Paragraph 5. above, the Medical
Expense Limit is the most we will pay under
Coverage C for all medical expenses
because of "bodily injury" sustained by any
one person, and will be the higher of:
a. $10,000; or
b. The amount shown in the Declarations of
this Coverage Part for Medical Expense
Limit.

M. BLANKET WAIVER OF SUBROGATION
The following is added to Paragraph 8., Transfer
Of Rights Of Recovery Against Others To Us,
of SECTION IV - COMMERCIAL GENERAL
LIABILITY CONDITIONS:

If the insured has agreed in a contract or
agreement to waive that insured's right of
recovery against any person or organization, we

Includes copyrighted material of Insurance Services Office, Inc. with its permission.

waive our right of recovery against such person or
organization, but only for payments we make
because of:
a. "Bodily injury'' or "property damage" that
occurs; or
b. "Personal and advertising injury" caused by
an offense that is committed;
subsequent to the execution of the contract or
agreement.

N. CONTRACTUAL LIABILITY - RAILROADS

1. The following replaces Paragraph c. of the
definition of "insured contract" in the
DEFINITIONS Section:
c. Any easement or license agreement;

COMMERCIAL GENERAL LIABILITY

2. Paragraph f.(1) of the definition of "insured
contract" in the DEFINITIONS Section is
deleted.

0. DAMAGE TO PREMISES RENTED TO YOU
The following replaces the definition of "premises
damage" in the DEFINITIONS Section:
"Premises damage" means "property damage" to:
a. Any premises while rented to you or
temporarily occupied by you with permission
of the owner; or
b. The contents of any premises while such
premises is rented to you, if you rent such
premises for a period of seven or fewer
consecutive days.

CG D417 0219 © 2017 The Travelers Indemnity Company. All rights reserved. Page 5 of 5 Includes copyrighted material of Insurance Services Office, Inc. with its permission.

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CITY OF SAN LUIS OBISPO

AGREEMENT FOR PURCHASES OF SERVICES
This Agreement is made and entered into in the City of San Luis Obispo on __________________________________, by and between the City of San Luis Obispo, a municipal corporation, hereinafter referred to as City, and Alexander’s Contract Services, Inc., hereinafter referred to as Contractor.

W I T N E S S E T H:

WHEREAS, on December 23, 2024, City requested proposals for Contract Water Meter Reading Services; and
WHEREAS, Alexander’s Contract Services, Inc. is qualified to perform this type of service and has submitted a proposal to do so which has been accepted by City.

NOW THEREFORE, in consideration of their mutual promises, obligations and covenants hereinafter contained, the parties hereto agree as follows:

1. TERM. The term of this Agreement shall be from the date this Agreement is made and entered into, as first written above, for three years (3) with an option to extend the Agreement for up to an additional two years.

2. INCORPORATION BY REFERENCE. City Request for Proposals / Qualifications for Contract Meter Reading Services and Consultant's proposal are hereby incorporated in and made a part of this Agreement and are attached as Exhibit A.

The City’s terms and conditions are hereby incorporated in and made a part of this Agreement and are attached as Exhibit B. The City’s insurance requirements are hereby incorporated in and made part of this Agreement, and are attached as Exhibit C. To the extent that there are any conflicts between the Consultant’s fees and scope of work and the City’s terms and conditions as provided in Exhibit B, the City’s terms and conditions shall prevail unless specifically agreed otherwise in writing signed by both Parties.

3. CITY'S OBLIGATIONS. For providing services as specified in this Agreement, and upon receipt of an invoice, City will pay and Contractor shall receive compensation as set forth in Contractor’s proposal and pursuant to the payment terms set forth in Exhibit A.

4. CONSULTANT’S/CONTRACTOR’S OBLIGATIONS. For and in consideration of the payments and agreements hereinbefore mentioned to be made and performed by City, Contractor agrees with City to do everything required by Contractor proposal set forth in Exhibit A.

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5. AMENDMENTS. Any amendment, modification or variation from the terms of this Agreement shall be in writing and shall be effective only upon approval by the City Manager.

6. COMPLETE AGREEMENT. This written Agreement, including all writings specifically incorporated herein by reference, shall constitute the complete agreement between the parties hereto. No oral agreement, understanding or representation not reduced to writing and specifically incorporated herein shall be of any force or effect, nor shall any such oral agreement, understanding or representation be binding upon the parties hereto.

7. GOVERNING LAW. Any action arising out of this Agreement shall be brought in the Superior Court of San Luis Obispo County, California, regardless of where else venue may lie. The validity, interpretation, construction and performance of this Agreement, and all acts and transactions pursuant hereto and the rights and obligations of the Parties hereto shall be governed, construed and interpreted in accordance with the laws of the State of California, without giving effect to principles of conflicts of law.

8. NOTICE. All written notices to the parties hereto shall be sent by United States mail, postage prepaid by registered or certified mail addressed as follows:

City City of San Luis Obispo
879 Morro Street
San Luis Obispo, CA 93401
Attn: Utilities Department ([email protected])
Consultant Alexander’s Contract Services, Inc.
8655 Morro Road, Ste. C
Atascadero, CA 93422
Attn: Chris Molina ([email protected])

9. AUTHORITY TO EXECUTE AGREEMENT. City and Contractor each covenant that each person executing this Agreement on their behalf is a person duly authorized and empowered to execute Agreements on their behalf.

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IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executed the day and year first above written.

CITY OF SAN LUIS OBISPO: CONTRACTOR: ALEXANDER’S
CONTRACT SERVICES, INC.

By:_____________________________ By: ____________________________ Whitney McDonald, City Manager Chris Molina, CFO/COO
[email protected]
APPROVED AS TO FORM:
________________________________
J Christine Dietrick, City Attorney

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EXHIBIT A
[CONTRACTOR’S PROPOSAL & CITY RFP]

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EXHIBIT B

GENERAL TERMS AND CONDITIONS

1. Business License & Tax. The Contractor must have a valid City of San Luis Obispo business license & tax certificate before execution of the contract.

Additional information regarding the City’s business tax program may be obtained by calling (805) 781-7134.

2. Ability to Perform. The Contractor warrants that it possesses, or has arranged through subcontracts, all capital and other equipment, labor, materials, and licenses necessary to carry out and complete the work hereunder in compliance with all federal, state, county, city, and special district laws, ordinances, and regulations.

3. Laws to be Observed. The Contractor shall keep itself fully informed of and shall observe and comply with all applicable state and federal laws and county and City of San Luis Obispo ordinances, regulations and adopted codes during its performance of the work.

4. Payment of Taxes. The contract prices shall include full compensation for all taxes that the Contractor is required to pay.

5. Permits and Licenses. The Contractor shall procure all permits and licenses, pay all charges and fees, and give all notices necessary.

6. Safety Provisions. The Contractor shall conform to the rules and regulations pertaining to safety established by OSHA and the California Division of Industrial Safety.

7. Public and Employee Safety. Whenever the Contractor’s operations create a condition hazardous to the public or City employees, it shall, at its expense and without cost to the City, furnish, erect and maintain such fences, temporary railings, barricades, lights, signs and other devices and take such other protective measures as are necessary to prevent accidents or damage or injury to the public and employees.

8. Preservation of City Property. The Contractor shall provide and install suitable safeguards, approved by the City, to protect City property from injury or damage. If City property is injured or damaged resulting from the Contractor’s operations, it shall be replaced or restored at the Contractor’s expense. The facilities shall be replaced or restored to a condition as good as when the Contractor began work.

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9. Immigration Act of 1986. The Contractor warrants on behalf of itself and all subcontractors engaged for the performance of this work that only persons authorized to work in the United State pursuant to the Immigration Reform and Control Act of 1986 and other applicable laws shall be employed in the performance of the work hereunder.

10. Non-Discrimination. In the performance of this work, the Contractor agrees that it will not engage in, nor permit such subcontractors as it may employ, to engage in discrimination in employment of persons because of age, race, color, sex, national origin or ancestry, sexual orientation, or religion of such persons.

11. Work Delays. Should the Contractor be obstructed or delayed in the work required to be done hereunder by changes in the work or by any default, act, or omission of the City, or by strikes, fire, earthquake, or any other Act of God, or by the inability to obtain materials, equipment, or labor due to federal government restrictions arising out of defense or war programs, then the time of completion may, at the City’s sole option, be extended for such periods as may be agreed upon by the City and the Contractor. In the event that there is insufficient time to grant such extensions prior to the completion date of the contract, the City may, at the time of acceptance of the work, waive liquidated damages that may have accrued for failure to complete on time, due to any of the above, after hearing evidence as to the reasons for such delay, and making a finding as to the causes of same.

12. Payment Terms. The City’s payment terms are 30 days from the receipt of an original invoice and acceptance by the City of the materials, supplies, equipment, or services provided by the Consultant (Net 30). Consultant will submit invoices monthly for actual services performed. Invoices shall be submitted on or about the first business day of each month, or as soon thereafter as practical, for services provided in the previous month. Final June invoices shall be received no later than the 5th business day of July to meet City fiscal year-end deadlines. Payment shall be made within thirty (30) days of receipt of each invoice as to all non-disputed fees. If the City disputes any of Consultant's fees it shall give written notice to Consultant within thirty (30) days of receipt of an invoice of any disputed fees set forth on the invoice. Any final payment under this Agreement shall be made within forty-five (45) days of receipt of an invoice, therefore.

13. Inspection. The Contractor shall furnish City with every reasonable opportunity for City to ascertain that the services of the Contractor are being performed in accordance with the requirements and intentions of this contract. All work done, and all materials furnished, if any, shall be subject to the City’s inspection and approval.

The inspection of such work shall not relieve Contractor of any of its obligations to fulfill its contract requirements.

14. Audit. The City shall have the option of inspecting and/or auditing all records and other written materials used by Contractor in preparing its invoices to City as a condition precedent to any payment to Contractor.

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15. Interests of Contractor. The Contractor covenants that it presently has no interest, and shall not acquire any interest—direct, indirect or otherwise—that would conflict in any manner or degree with the performance of the work hereunder. The Contractor further covenants that, in the performance of this work, no subcontractor or person having such an interest shall be employed. The Contractor certifies that no one who has or will have any financial interest in performing this work is an officer or employee of the City. It is hereby expressly agreed that, in the performance of the work hereunder, the Contractor shall at all times be deemed an independent contractor and not an agent or employee of the City.

16. Hold Harmless and Indemnification.
(a) Non-design, non-construction Professional Services: To the fullest extent permitted by law (including, but not limited to California Civil Code Sections 2782 and 2782.8), Consultant shall indemnify, defend, and hold harmless the City, and its elected officials, officers, employees, volunteers, and agents (“City Indemnitees”), from and against any and all causes of action, claims, liabilities, obligations, judgments, or damages, including reasonable legal counsels’ fees and costs of litigation (“claims”), arising out of the Consultant’s performance or Consultant’s failure to perform its obligations under this Agreement or out of the operations conducted by Consultant, including the City’s active or passive negligence, except for such loss or damage arising from the sole negligence or willful misconduct of the City. In the event the City Indemnitees are made a party to any action, lawsuit, or other adversarial proceeding arising from Consultant’s performance of this Agreement, the Consultant shall provide a defense to the City Indemnitees or at the City’s option, reimburse the City Indemnitees their costs of defense, including reasonable legal fees, incurred in defense of such claims.
(b) Non-design, construction Professional Services: To the extent the Scope of Services involve a “construction contract” as that phrase is used in Civil Code Section 2783, this paragraph shall apply in place of paragraph A. To the fullest extent permitted by law (including, but not limited to California Civil Code Sections 2782 and 2782.8), Consultant shall indemnify, defend, and hold harmless the City, and its elected officials, officers, employees, volunteers, and agents (“City Indemnitees”), from and against any and all causes of action, claims, liabilities, obligations, judgments, or damages, including reasonable legal counsels’ fees and costs of litigation (“claims”), arising out of the Consultant’s performance or Consultant’s failure to perform its obligations under this Agreement or out of the operations conducted by Consultant, except for such loss or damage arising from the active negligence, sole negligence or willful misconduct of the City. In the event the City Indemnitees are made a party to any action, lawsuit, or other adversarial proceeding arising from Consultant’s performance of this Agreement, the Consultant shall provide a defense to the City Indemnitees or at the City’s option, reimburse the City Indemnitees their costs of defense, including reasonable legal fees, incurred in defense of such claims.

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(c) Design Professional Services: In the event Consultant is a “design professional”, and the Scope of Services require Consultant to provide “design professional services” as those phrases are used in Civil Code Section 2782.8, this paragraph shall apply in place of paragraphs A or B. To the fullest extent permitted by law (including, but not limited to California Civil Code Sections 2782 and 2782.8) Consultant shall indemnify, defend and hold harmless the City and its elected officials, officers, employees, volunteers and agents (“City Indemnitees”), from and against all claims, damages, injuries, losses, and expenses including costs, attorney fees, expert consultant and expert witness fees arising out of, pertaining to or relating to, the negligence, recklessness or willful misconduct of Consultant, except to the extent caused by the sole negligence, active negligence or willful misconduct of the City.

Negligence, recklessness or willful misconduct of any subcontractor employed by Consultant shall be conclusively deemed to be the negligence, recklessness or willful misconduct of Consultant unless adequately corrected by Consultant. In the event the City Indemnitees are made a party to any action, lawsuit, or other adversarial proceeding arising from Consultant’s performance of this Agreement, the Consultant shall provide a defense to the City Indemnitees or at the City’s option, reimburse the City Indemnitees their costs of defense, including reasonable legal fees, incurred in defense of such claims. In no event shall the cost to defend charged to Consultant under this paragraph exceed Consultant’s proportionate percentage of fault. However, notwithstanding the previous sentence, in the event one or more defendants is unable to pay its share of defense costs due to bankruptcy or dissolution of the business, Consultant shall meet and confer with other parties regarding unpaid defense costs. (d) The review, acceptance or approval of the Consultant’s work or work product by any indemnified party shall not affect, relieve or reduce the Consultant’s indemnification or defense obligations. This Section survives completion of the services or the termination of this contract. The provisions of this Section are not limited by and do not affect the provisions of this contract relating to insurance. Contractor’s indemnification obligations under this section extend to any claims arising out of or related to the negligence, recklessness, or willful misconduct of any sub-consultants/ subcontractors.

17. Contract Assignment. The Contractor shall not assign, transfer, convey or otherwise dispose of the contract, or its right, title or interest, or its power to execute such a contract to any individual or business entity of any kind without the previous written consent of the City.

18. Safe Harbor. Contractor/Consultant’s duties and services under this agreement shall not include preparing or assisting the public entity with any portion of the public entity’s preparation of a request for proposals, request for qualifications, or any other solicitation regarding a subsequent or additional contract with the public entity. The public entity entering this agreement shall at all times retain responsibility for public contracting, including with respect to any subsequent phase of this project.

Contractor/consultant’s participation in the planning, discussions, or drawing of project plans or specifications shall be limited to conceptual, preliminary, or initial

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plans or specifications. Contractor/consultant shall cooperate with the public entity to ensure that all bidders for a subsequent contract on any subsequent phase of this project have access to the same information, including all conceptual, preliminary, or initial plans or specifications prepared by contractor pursuant to this agreement.”

19. Termination for Convenience. The City may terminate all or part of this Agreement for any or no reason at any time by giving 30 days written notice to Contractor. Should the City terminate this Agreement for convenience, the City shall be liable as follows: (a) for standard or off-the-shelf products, a reasonable restocking charge not to exceed ten (10) percent of the total purchase price; (b) for custom products, the less of a reasonable price for the raw materials, components work in progress and any finished units on hand or the price per unit reflected on this Agreement. For termination of any services pursuant to this Agreement, the City’s liability will be the lesser of a reasonable price for the services rendered prior to termination, or the price for the services reflected on this Agreement. Upon termination notice from the City, Contractor must, unless otherwise directed, cease work and follow the City’s directions as to work in progress and finished goods.

20. Termination. If, during the term of the contract, the City determines that the Contractor is not faithfully abiding by any term or condition contained herein, the City may notify the Contractor in writing of such defect or failure to perform. This notice must give the Contractor a 10 (ten) calendar day notice of time thereafter in which to perform said work or cure the deficiency.

If the Contractor has not performed the work or cured the deficiency within the ten days specified in the notice, such shall constitute a breach of the contract and the City may terminate the contract immediately by written notice to the Contractor to said effect.

Thereafter, neither party shall have any further duties, obligations, responsibilities, or rights under the contract except, however, any and all obligations of the Contractor’s surety shall remain in full force and effect, and shall not be extinguished, reduced, or in any manner waived by the terminations thereof.

In said event, the Contractor shall be entitled to the reasonable value of its services performed from the beginning date in which the breach occurs up to the day it received the City’s Notice of Termination, minus any offset from such payment representing the City’s damages from such breach. “Reasonable value” includes fees or charges for goods or services as of the last milestone or task satisfactorily delivered or completed by the Contractor as may be outlined in the Agreement payment schedule; compensation for any other work, services or goods performed or provided by the Contractor shall be based solely on the City’s assessment of the value of the work-inprogress in completing the overall work scope.

The City reserves the right to delay any such payment until completion or confirmed abandonment of the project, as may be determined in the City’s sole discretion, so as to permit a full and complete accounting of costs. In no event, however, shall the Contractor be entitled to receive in excess of the compensation quoted in its proposal.

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21. Termination by Contractor. Notwithstanding any other provision of this Agreement, Contractor shall have the right to terminate this Agreement upon six (6) month written notice to the City. In the event of termination of the Agreement under this paragraph, Contractor shall, within ten (10) days after the date of termination, provide the City with a final statement and access to lease the proprietary RM 4 software, or any other software utilized by the Contractor used to complete contract meter reading services, for use within the City. Upon receipt by the City of this final statement, the City shall pay Contractor in the amounts and in the manner required by this Agreement

22. Fuel Escalation. Regular unleaded fuel must be purchased within a 30-mile radius of the City of San Luis Obispo for the fuel escalation charges as outlined in Exhibit A to be triggered. Should fuel escalation prices be triggered, Contractor agrees to provide monthly invoices that include receipts showing fuel costs (price per gallon) and the location where the fuel was purchased during the entire time that the fuel escalation charges are in place.

23. File Interface. For the purposes of this agreement, 'drastic changes' to the file interface shall be defined as modifications that require substantial redevelopment, reconfiguration, or reprogramming beyond routine updates or maintenance. Routine updates, minor format adjustments, and standard maintenance shall not constitute 'drastic changes' and will not result in a change in scope or cost. Any determination of a 'drastic change' must be mutually agreed upon by both parties.

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Exhibit C

INSURANCE REQUIREMENTS
Contractors
Without limiting Contractor’s indemnification of City, and prior to commencement of work, Contractor shall obtain, provide, and maintain at its own expense during the term of this Agreement, policies of insurance of the types and amounts described below and in a form that is satisfactory to City.

General liability insurance. Contractor shall maintain commercial general liability insurance with coverage at least as broad as Insurance Services Office form CG 00 01, in an amount not less than $1,000,000 per occurrence, $2,000,000 general aggregate, for bodily injury, personal injury, and property damage. The policy must include contractual liability that has not been amended. Any endorsement restricting standard ISO “insured contract” language will not be accepted.

Automobile liability insurance. Contractor shall maintain automobile insurance at least as broad as Insurance Services Office form CA 00 01 covering bodily injury and property damage for all activities of the Contractor arising out of or in connection with Work to be performed under this Agreement, including coverage for any owned, hired, non-owned, or rented vehicles, in an amount not less than $1,000,000 combined single limit for each accident.

Umbrella or excess liability insurance. [If required to meet higher limits]. Contractor may obtain and maintain an umbrella liability insurance policy with limits that will provide bodily injury, personal injury, and property damage liability coverage, including commercial general liability, automobile liability, and employer’s liability. Such policy or policies shall include the following terms and conditions: • A drop-down feature requiring the policy to respond if any primary insurance that would otherwise have applied proves to be uncollectible in whole or in part for any reason, other than bankruptcy or insolvency of said primary insurer; “Pay on behalf of” wording as opposed to “reimbursement”; Concurrency of effective dates with primary policies.

Excess insurance. Should Contractor obtain and maintain an excess liability policy, such policy shall be excess over commercial general liability, automobile liability, and employer’s liability policies. Such policy or policies shall include wording that the excess liability policy follows the terms and conditions of the underlying policies.

Workers’ compensation insurance. Contractor shall maintain Workers’ Compensation Insurance (Statutory Limits) and Employer’s Liability Insurance (with limits of at least $1,000,000). Contractor shall submit to City, along with the certificate of insurance, a Waiver of Subrogation endorsement in favor of City, its officers, agents, employees, and volunteers

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Notice of cancellation. Contractor agrees to oblige its insurance agent or broker and insurers to provide the City with a thirty (30) day notice of cancellation (except for nonpayment for which a ten (10) day notice is required) or nonrenewal of coverage for each required coverage. If any of the Contractor’s insurers are unwilling to provide such notice, then Contractor shall have the responsibility of notifying the City immediately in the event of Contractor’s failure to renew any of the required insurance coverages or insurer’s cancellation or non-renewal.

Additional insured status. General liability, automobile liability, and umbrella/excess liability insurance policies shall provide or be endorsed to provide that City and its officers, officials, employees, agents, and volunteers shall be additional insureds under such policies. Prohibition of undisclosed coverage limitations. None of the coverages required herein shall comply with these requirements if they include any limiting endorsement of any kind that has not been first submitted to City and approved of in writing.

Separation of insureds. A severability of interests provision must apply for all additional insureds ensuring that Contractor’s insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the insurer’s limits of liability. The policy(ies) shall not contain any cross-liability exclusions.

Pass through clause. Contractor agrees to ensure that its subconsultants, subcontractors, and any other party who is brought onto or involved in the project/service by Contractor (hereinafter collectively “subcontractor”), provide the same minimum insurance coverage and endorsements required of Contractor. Contractor agrees to monitor and review all such coverage and assumes all responsibility for ensuring that such coverage is provided in conformity with the requirements of this section. However, in the event Contractor’s subcontractor cannot comply with this requirement, which proof must be submitted to the City, Contractor shall be required to ensure that its subcontractor provide and maintain insurance coverage and endorsements sufficient to the specific risk of exposure involved with subcontractor’s scope of work and services, with limits less than required of the Contractor, but in all other terms consistent with the Contractor’s requirements under this agreement. This provision does not relieve the Contractor of its contractual obligations under the agreement and/or limit its liability to the amount of insurance coverage provided by its subcontractors. This provision is intended solely to provide Contractor with the ability to utilize a subcontractor who may be otherwise qualified to perform the work or services but may not carry the same insurance limits as required of the Contractor under this agreement given the limited scope of work or services provided by the subcontractor. Contractor agrees that upon request, all agreements with subcontractors, and others engaged in the project, will be submitted to City for review.

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City’s right to revise specifications. The City reserves the right at any time during the term of the contract to change the amounts and types of insurance required by giving the Contractor ninety (90) days advance written notice of such change. If such change results in substantial additional cost to the Contractor, the City and Contractor may renegotiate Contractor’s compensation.

Self-insured retentions. Any self-insured retentions must be declared to and approved by
City. City reserves the right to require that self-insured retentions be eliminated, lowered, or replaced by a deductible, or require proof of ability to pay losses and related investigations, claim administration, and defense expenses within the retention through confirmation from the underwriter.

Timely notice of claims. Contractor shall give City prompt and timely notice of claims made or suits instituted that arise out of or result from Contractor’s performance under this Agreement, and that involve or may involve coverage under any of the required liability policies.

Additional insurance. Contractor shall also procure and maintain, at its own cost and expense, any additional kinds of insurance, which in its own judgment may be necessary for its proper protection and prosecution of the Work.

Verification of Coverage. Contractor shall furnish the City with a certificate of insurance showing maintenance of the required insurance coverage, as well as endorsements effecting general liability coverage. All endorsements are to be received and approved by the City before work commences.

Item 5e
Department: Public Works
Cost Center: 5201
For Agenda of: 3/18/2025
Placement: Consent
Estimated Time: N/A
FROM: Matt Horn, Public Works Director
Prepared By: Alex Fuchs, Mobility Services Business Manager SUBJECT: ADOPTION OF SLO TRANSIT’S FY 2024-25 PUBLIC

TRANSPORTATION AGENCY SAFETY PLAN

RECOMMENDATION

1. Adopt a Draft Resolution entitled, “A Resolution of the City Council of the City of San Luis Obispo, California, adopting San Luis Obispo (SLO) Transit’s Fiscal Year 2024- 25 Public Transportation Agency Safety Plan”; and

2. Authorize SLO Transit’s Accountable Executive, City Manager, to sign the finalized version of the FY 2024-25 Public Transportation Agency Safety Plan; and

3. Authorize the City Manager to execute the FY 2024-25 Certifications and Assurances and any other required documents for Federal Transit Administration Grants and Cooperative Agreements.

POLICY CONTEXT
The City Council of the City of San Luis Obispo is the governing body for San Luis Obispo (SLO) Transit and has the authority to adopt Ordinances and Resolutions, approve programs, establish fees, and appropriate funds for the operation of transit services.

The Federal Transit Administration (FTA) requires transit agencies to update and have adopted by their governing board a Public Transportation Agency Safety Plan (PTASP) each year to be eligible to apply for and receive funds through FTA’s Urbanized Area Formula Grants program (Section 5307). SLO Transit receives funds through FTA’s Section 5307 program and, therefore, must comply with these requirements.

DISCUSSION
A PTASP includes the processes and procedures to implement a comprehensive, collaborative, and systematic approach to managing safety. The plan includes Safety Performance Targets, which are based on the Safety Performance Measures established in the FTA’s National Public Transportation Safety Plan. The Safety Performance Measures include fatalities, injuries, safety events, and system reliability (average distance in miles between major mechanical failures). The plan must be reviewed and updated annually to ensure the Safety Performance Targets accurately reflect prior years’

Item 5e
operational performance data. The plan does not report on whether the Safety Performance Targets for the prior year were met but rather sets new targets for the current fiscal year.

The California Department of Transportation (Caltrans) provided a template that SLO Transit used to draft the initial PTASP in 2020. Caltrans then certified that the plan is compliant with federal requirements. The PTASP, including the results from monitoring and investigation activities, does not need to be submitted to FTA or to Caltrans, however a record must be made available to them upon request. The City does, however, selfcertify with the FTA that an updated plan was approved through FTA’s annual Certifications and Assurances process. Staff anticipates the FY 2024-25 certifications and assurances form to be substantially similar to the FY 2023-24 form1.

Staff has updated the Safety Performance Targets and incorporated them into the FY 2024-25 PTASP (Attachment B). The updated Safety Performance Targets have been reviewed by San Luis Obispo Council of Governments (SLOCOG) staff as required by FTA regulations. An updated PTASP must be approved by SLO Transit’s governing board, City Council, annually via the adoption of a draft Resolution (Attachment A) otherwise the City is ineligible to apply for and receive funds through FTA’s Section 5307 program.

Section 5307 program funds can be used by transit agencies for operating assistance or capital projects or both. Currently, the City has active grants totaling $5.5 million in 5307 program funds active grants for the purchase of battery electric vehicles and charging equipment. The City’s transition to zero-emission technologies would be delayed without these funds. Staff is also working on executing a new grant using 5307 program funds to improve bus stops, replace outdated on-bus data communication systems, and maintain the City’s bus yard.

Previous Council Action
On March 19, 2024, City Council adopted Resolution No. 11479 (2024 Series) approving SLO Transit’s FY 2023-24 Public Transportation Agency Safety Plan.

On March 21, 2023, City Council adopted Resolution No. 11401 (2023 Series) approving SLO Transit’s FY 2022-23 Public Transportation Agency Safety Plan and SLO Transit’s Title VI program update.

Public Engagement
Outreach to the public is not required by the FTA since the PTASP update process is considered an administrative activity. Members of the Public will have an opportunity to provide public comment prior to or during this City Council meeting.

1 https://www.transit.dot.gov/sites/fta.dot.gov/files/2024-03/FY24-certifications.pdf

Item 5e

CONCURRENCE
The FTA requires the designated Metropolitan Planning Organization (MPO) to review the updated PTASP prior to adoption. The designated MPO for SLO Transit is SLOCOG whose staff has reviewed and concurs with the updated Safety Performance Targets of the PTASP. The FTA also requires that the plan is developed in cooperation with frontline transit worker representatives. Staff from the City’s transit operations and maintenance contractor, Transdev, also reviewed the PTASP update and concurs with the Safety Performance Targets.

ENVIRONMENTAL REVIEW
The California Environmental Quality Act (CEQA) does not apply to the recommended action because the action does not constitute a “Project” under CEQA Guidelines Sec. 15378.

FISCAL IMPACT
Budgeted: N/A Budget Year: 2024-25
Funding Identified: N/A
Fiscal Analysis:

Funding
Sources
Total Budget
Available
Current
Funding
Request
Remaining
Balance
Annual
Ongoing
Cost
General Fund $ 0 $ 0 $ 0 $ 0
State
Federal
Fees
Transit Fund
Total $ 0 $ 0 $ 0 $ 0
There are no fiscal impacts associated with the recommended actions of this report. If the City does not update and adopt a PTASP annually then the City would be ineligible from receiving millions of dollars each year in Section 5307 formula funds.

ALTERNATIVES
Council could decide not to adopt the Draft Resolution. An updated safety program is required by the FTA to be eligible to receive federal transit funds. Under this alternative, the City would not be eligible to receive federal transit funds in the future.

ATTACHMENTS
A - Draft Resolution adopting SLO Transit’s FY 2024-25 PTASP B - FY 2024-25 Public Transportation Agency Safety Plan

R ______
RESOLUTION NO. _____ (2025 SERIES)

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN LUIS

OBISPO, CALIFORNIA, ADOPTING SAN LUIS OBISPO (SLO)
TRANSIT’S FISCAL YEAR 2024-25 PUBLIC TRANSPORTATION

AGENCY SAFETY PLAN (PTASP)
WHEREAS, the City of San Luis Obispo receives funds from the Federal Transit Administration (FTA) under the Urbanized Area Formula Grants program (Section 5307); and
WHEREAS, the FTA requires transit operators to update, annually, their Public Transportation Agency Safety Plan (PTASP) to be eligible to receive Section 5307 funds; and
WHEREAS, the City has prepared a PTASP update in accordance with Title 49 Code of Federal Regulations (CFR) Part 673; and
WHEREAS, San Luis Obispo Council of Governments (SLOCOG) has reviewed and concurs with the Safety Performance Targets set forth in the PTASP update.

NOW, THEREFORE, BE IT RESOLVED by the Council of the City of San Luis Obispo as follows:

1. Adopt the FY 2024-25 Public Transportation Agency Safety Plan for San Luis Obispo (SLO) Transit; and

2. Authorize the San Luis Obispo (SLO) Transit’s Accountable Executive, the City Manager for the City of San Luis Obispo, to sign the final version of the Public Transportation Agency Safety Plan; and

3. Authorize the City Manager to execute FY 2024-25 Certifications and Assurances and any other required documents for FTA Grants and Cooperative Agreements.

Resolution No. _____ (2025 Series) Page 2
R ______
SECTION 1. Environmental Review. The California Environmental Quality Act (CEQA) does not apply to the recommended action because the action does not constitute a “Project” under CEQA Guidelines Sec. 15378.

Upon motion of Council Member ___________, seconded by Council Member ___________, and on the following roll call vote:

AYES:

NOES:

ABSENT:

The foregoing resolution was adopted this _____ day of _________ 2025. ___________________________
Mayor Erica A. Stewart
ATTEST:
______________________
Teresa Purrington
City Clerk
APPROVED AS TO FORM:
______________________
J. Christine Dietrick
City Attorney
IN WITNESS WHEREOF, I have hereunto set my hand and affixed the official seal of the City of San Luis Obispo, California, on ______________________. ___________________________
Teresa Purrington
City Clerk

City of San Luis Obispo
San Luis Obispo (SLO) Transit
990 Palm Street
San Luis Obispo, CA 93401
Public Transportation Agency Safety Plan (PTASP)
[Adopted – ______________]
_____________________________________ ______________
Signature of Accountable Executive Date
Whitney McDonald, City Manager

Public Transportation Agency Safety Plan Regulation (49 CFR Part 673)

Contents
Definitions.................................................................................................................................. 3 Section 1 Transit Agency Information......................................................................................... 5 Subsection 1.1 Accountable Executive ...................................................................................... 5 Subsection 1.2 Chief Safety Officer............................................................................................ 5 Section 2 Plan Development, Approval, and Updates ................................................................ 5 Subsection 2.1 Drafting the Plan................................................................................................ 6 Subsection 2.2 Signature by the Accountable Executive and Approval by the Board ................. 6 Subsection 2.3 Certification of Compliance................................................................................ 6 Subsection 2.4 Plan Review and Updates.................................................................................. 6 Section 3 Safety Performance Targets (SPTs)........................................................................... 7 Subsection 3.1 Target Development .......................................................................................... 7 Section 4 Overview of the Agency’s Safety Management Systems (SMS)................................. 8 Section 5 Safety Management Policy......................................................................................... 9 Subsection 5.1 Safety Management Policy Statement ............................................................... 9 Subsection 5.2 Safety Management Policy Communication......................................................10 Subsection 5.3 Employee Safety Reporting Program................................................................10 Subsection 5.4 SMS Authorities, Accountabilities, and Responsibilities ....................................11 Subsection 5.4.1 Accountable Executive...................................................................................11 Subsection 5.4.2 Chief Safety Officer........................................................................................12 Subsection 5.4.3 Agency Leadership and Executive Management ...........................................12 Subsection 5.4.4 Key Staff........................................................................................................13 Section 6 Safety Risk Management (SRM) ...............................................................................14 Subsection 6.1 Safety Hazard Identification ..............................................................................14 Subsection 6.2 Safety Risk Assessment ...................................................................................15 Subsection 6.3 Safety Risk Mitigation .......................................................................................17 Section 7 Safety Assurance ......................................................................................................17 Subsection 7.1 Safety Performance Monitoring and Measurement ...........................................18 Section 8 Safety Promotion.......................................................................................................19 Subsection 8.1 Safety Communication......................................................................................19 Section 9 Strategies to Minimize Exposure to Infectious Diseases............................................21 Section 10 Documentation ........................................................................................................22

Public Transportation Agency Safety Plan Regulation (49 CFR Part 673)

Definitions
Accident means an Event that involves any of the following: a loss of life; a report of a serious injury to a person; a collision of public transportation vehicles; an evacuation for life safety reasons.

Accountable Executive means the single, identifiable person who has ultimate responsibility for carrying out the Public Transportation Agency Safety Plan of the Agency; responsibility for carrying out the Agency’s Transit Asset Management Plan; and control or direction over the human and capital resources needed to develop and maintain both the Agency’s Public Transportation Agency Safety Plan, in accordance with 49 U.S.C. § 5329(d), and the Agency’s Transit Asset Management Plan in accordance with 49 U.S.C. § 5326.

Agency or Transit Agency means the City of San Luis Obispo Transit (SLO Transit).

San Luis Obispo City Council means governing body of SLO Transit.

Caltrans means the California Department of Transportation Chief Safety Officer means the adequately trained individual who has responsibility for safety and reports directly to the Transit Agency’s chief executive officer.

CFR means Code of Federal Regulations.

Event means any Accident, Incident, or Occurrence.

FTA means the Federal Transit Administration, an operating administration within the United States Department of Transportation.

Hazard means any real or potential condition that can cause injury, illness, or death, damage to or loss of the facilities, equipment, rolling stock, or infrastructure of the system, or damage to the environment.

Incident means an Event that involves any of the following: a personal injury that is not a serious injury, one or more injuries requiring medical transport, or damage to facilities, equipment, rolling stock, or infrastructure that disrupts the operations of the Transit Agency.

Investigation means the process of determining the causal and contributing factors of an accident, incident, or hazard, for the purpose of preventing recurrence and mitigating risk.

National Public Transportation Safety Plan means the plan to improve the safety of all public transportation systems that receive federal financial assistance under 49 U.S.C. Chapter 53.

Occurrence means an Event without any personal injury in which any damage to facilities, equipment, rolling stock, or infrastructure does not disrupt the operations of the Transit Agency.

Part 673 means 49 CFR (Code of Federal Regulations) Part 673.

Public Transportation Agency Safety Plan Regulation (49 CFR Part 673)

Performance Measure means an expression based on a quantifiable indicator of performance or condition that is used to establish targets and to assess progress toward meeting the established targets.

Performance target means a quantifiable level of performance or condition, expressed as a value for the measure, to be achieved within a time period required by the Federal Transit Administration (FTA).

Risk means the composite of predicted severity and likelihood of the potential effect of a hazard.

Risk mitigation means a method or methods to eliminate or reduce the effects of hazards.

Safety Assurance means processes within the Transit Agency’s Safety Management Systems that function to ensure the implementation and effectiveness of safety risk mitigation, and to ensure that the Transit Agency meets or exceeds its safety objectives through the collection, analysis, and assessment of information.

Safety Management Policy means the Transit Agency’s documented commitment to safety, which defines the Transit Agency’s safety objectives and the accountabilities and responsibilities of its employees in regard to safety.

Safety Management Systems (SMS) means the formal, top-down, organization-wide approach to managing safety risk and assuring the effectiveness of a Transit Agency’s safety risk mitigation.

SMS includes systematic procedures, practices, and policies for managing risks and hazards.

Safety Performance Target (SPT) means a Performance Target related to safety management activities.

Safety Promotion means a combination of training and communication of safety information to support SMS as applied to the Transit Agency’s public transportation system.

Safety Risk Assessment (SRA) means the formal activity whereby the Transit Agency determines Safety Risk Management priorities by establishing the significance or value of its safety risks.

Safety Risk Management (SRM) means a process within the Transit Agency’s Public Transportation Agency Safety Plan for identifying hazards and analyzing, assessing, and mitigating safety risk.

Serious injury means any injury which: (1) requires hospitalization for more than 48 hours, commencing within seven days from the date the injury was received, (2) results in a fracture of any bone (except simple fractures of fingers, toes, or noses), (3) causes severe hemorrhages, nerve, muscle, or tendon damage; (4) involves any internal organ, or (5) involves second or thirddegree burns, or any burns affecting more than five percent of the body surface.

State of Good Repair (SGR) means the condition in which a capital asset is able to operate at a full level of performance.

Transit Asset Management Plan means the strategic and systematic practice of procuring, operating, inspecting, maintaining, rehabilitating, and replacing transit capital assets to manage their performance, risks, and costs over their life cycles, for the purpose of providing safe, costeffective, and reliable public transportation, as required by 49 U.S.C. 5326 and 49 CFR part 625.

Public Transportation Agency Safety Plan Regulation (49 CFR Part 673)

U.S.C. means United States Code.

Section 1 Transit Agency Information
The City of San Luis Obispo Transit (SLO Transit), a program of the City’s Public Works Department, is the local fixed-route public transit operation within the city limits of San Luis Obispo and California Polytechnic State University (Cal Poly). Service operations and vehicle maintenance are provided by a third-party contractor (Transdev U.S., Inc.).

SLO Transit is a recipient of Federal Transit Administration (FTA) Section 5307 funds and does not provide transportation services on behalf of another entity.

Subsection 1.1 Accountable Executive
SLO Transit’s Accountable Executive is the City Manager for the City of San Luis Obispo.

The City Manager is the single, identifiable person who has ultimate responsibility for carrying out this Agency Safety Plan and the Transit Asset Management (TAM) Plan, and control or direction over the human and capital resources needed to develop and maintain both this Plan and the TAM Plan.

The City Manager is accountable for ensuring that the Agency’s Safety Management Systems (SMS) is effectively implemented throughout the Agency’s public transportation system. The City Manager is accountable for ensuring action is taken, as necessary, to address substandard performance in the Agency’s SMS. The City Manager may delegate specific responsibilities, but the ultimate accountability for the Transit Agency’s safety performance cannot be delegated and always rests with the City Manager.

Subsection 1.2 Chief Safety Officer
As a small public transportation provider, SLO Transit’s designated Chief Safety Officer is the contracting General Manager who has the authority and responsibility for day-today implementation and operation of the Agency’s SMS. The Chief Safety Officer has a strong working relationship with the operations and asset management functions at SLO Transit.

Section 2 Plan Development, Approval, and Updates
Caltrans developed the contents of this SLO Transit plan to meet requirements specified in 49 CFR Part 673 and comply with Part 673.11(d) regarding Caltrans’ responsibility to develop an ASP for any small public transportation provider that is located in California. This Plan is based on the four (4) principles or pillars of the Safety Management Systems (SMS). SMS is defined as the formal, top-down, organization-wide, data-driven approach to managing safety risk and assuring the effectiveness of safety mitigations. It includes systematic policies, procedures, and practices for the management of safety risk. The four principles or pillars of

Public Transportation Agency Safety Plan Regulation (49 CFR Part 673)

SMS are: (1) Safety Management Policy; (2) Safety Risk Management; (3) Safety Assurance; and (4) Safety Promotion.

Subsection 2.1 Drafting the Plan
Caltrans drafted this Plan, thus meeting the requirements of 49 CFR Part 673.11(d). FTA will oversee compliance with the requirements of Part 673 through the existing Triennial Review processes.

Should SLO Transit no longer meet the definition of a small public transportation provider or choose to opt-out of the Caltrans Agency Safety Plan, within one year from the date of notifying the State of either development SLO Transit will draft and certify its own Agency Safety Plan. If SLO Transit operates more than 100 vehicles SLO Transit must fulfill requirements of systems operating more than 100 vehicles.

Subsection 2.2 Signature by the Accountable Executive and Approval by the Board Pursuant to 49 CFR Part 673.11 (a)(1), this Agency Safety Plan and subsequent updates must be signed by the Accountable Executive and approved by SLO Transit’s Board.

Documentation of Board approval is found in Appendix A.

Subsection 2.3 Certification of Compliance
Pursuant to 49 CFR Parts 673.13(a) and 673.13(b), Caltrans certifies that it has established this Agency Safety Plan, meeting the requirements of 49 CFR Part 673 by July 20, 2020 and will certify its compliance with 49 CFR Part 673.

FTA published a Notice of Enforcement Discretion on April 22, 2020 effectively extending the PTASP compliance deadline from July 20, 2020 to December 31, 2020. Transit operators must certify they have a safety plan in place meeting the requirements of the rule by December 31, 2020. The plan must be updated and certified by the transit agency annually.

After Caltrans initial certification, and on an annual basis, SLO Transit must update this Agency Safety Plan. All Agency Safety Plan updates shall be signed by the Accountable Executive and approved by SLO Transit’s Board.

FTA does not require this plan to be submitted to FTA. Instead, Caltrans will certify that it has established this Safety Plan, which fulfills the requirements under Part 673. FTA annually amends and issues the list of Certifications and Assurances. Caltrans will review such guidance for incorporation into the safety program as necessary.

Subsection 2.4 Plan Review and Updates
SLO Transit updates this Safety Plan when information, processes or activities change within the Agency and/or when Part 673 undergoes significant changes, or annually, whichever comes sooner. As SLO Transit collects data through its Safety Risk Management and Safety Assurance processes, shared with Caltrans and the local Metropolitan Planning Organization (MPO) as described in subsection 3.1 below, the

Public Transportation Agency Safety Plan Regulation (49 CFR Part 673)

MPO and Caltrans will evaluate SLO Transit’s safety performance targets (SPTs) to determine whether they need to be changed, as well.

This Plan will be jointly reviewed and updated by the City Transit Coordinator, with the assistance of subject matter experts, annually. The Accountable Executive will approve any changes, then forward on to the Board for approval.

This Plan may need to be reviewed and updated more frequently based on the following:
 We determine our approach to mitigating safety deficiencies is ineffective;  We make significant changes to service delivery;
 We introduce new processes or procedures that may impact safety;  We change or re-prioritize resources available to support SMS; or  We significantly change our organizational structure.

Version Number and Updates
Record the complete history of successive versions of this plan.

Version
Number
Section/Pages
Affected Reason for Change Date Issued

1.0 All Original Plan 11/17/2020

2.0 Various Plan Update 3/2023

3.0 Various Plan Update 3/2024

4.0 Various Plan Update 3/2025
Section 3 Safety Performance Targets (SPTs)
Subsection 3.1 Target Development
SLO Transit includes SPTs in this Safety Plan. These targets are specific numerical targets set by SLO Transit and based on the safety Performance Measures established by FTA in the National Public Transportation Safety Plan. In the most recent version, the 2017 NSP3, FTA adopted four initial safety Performance Measures: (1) Fatalities, (2) Injuries, (3) Safety Events, and (4) System Reliability.

SLO Transit developed safety performance targets that it will review and update annually.

The specific safety performance targets are based on the safety performance measures established under the National Public Transportation Safety Plan and the safety performance goals set by Caltrans based on the past three (3) fiscal years of data. The

Public Transportation Agency Safety Plan Regulation (49 CFR Part 673)

Safety Performance Targets for SLO Transit for the Fiscal Year 2024-25 is expected to stay within 1% +/- of previous three years data pertaining to fatalities, injuries, safety events, and system reliability.

SLO Transit established safety performance targets for the period of July 1, 2024, through June 30, 2025, based on safety performance measures established under the National Public Transportation Safety Plan.

Safety Performance Targets
Based on the safety performance measures established under the National Public Transportation Safety Plan.

Mode of Transit Service Fatalities
(total)
Injuries
(total)
Safety
Events
(total)
System
Reliability
(VRM / failures)
Fixed Route Integer Target 0 0 0 4,500
Fixed Route Target per Vehicle Revenue Mile 0 0 0 0.01
Safety Performance Target Coordination
Targets Transmitted to the
Metropolitan Planning
Organization
Metropolitan Planning Organization Name Date Targets Transmitted San Luis Obispo Council of Governments
(SLOCOG) December 2024
Section 4 Overview of the Agency’s Safety Management Systems (SMS) SMS is a comprehensive, collaborative approach that brings management and labor together to build on the transit industry’s existing safety foundation to control risk better, detect and correct safety problems earlier, share and analyze safety data more effectively, and measure safety performance more carefully. SLO Transit’s SMS focuses on applying resources to risk and is based on ensuring that SLO Transit has the organizational infrastructure to support decision-making at all levels regarding the assignment of resources. Some key parts of SLO Transit’s SMS include:
 Defined roles and responsibilities;
 Strong executive safety leadership;
 Formal safety accountabilities and communication;
 Effective policies and procedures; and
 Active employee involvement
Furthermore, SLO Transit’s SMS have four distinct components, which are discussed in subsequent sections to this Safety Plan:
 Safety Policy
 Safety Risk Management
 Safety Assurance
 Safety Promotion

Public Transportation Agency Safety Plan Regulation (49 CFR Part 673)

Section 5 Safety Management Policy
The first component of SLO Transit’s SMS is the Safety Management Policy, which is the foundation of SLO Transit’s safety management system. It clearly states the organization’s safety objectives and sets forth the policies, procedures, and organizational structures necessary to accomplish the safety objectives. The Safety Management Policy clearly defines management and employee responsibilities for safety throughout the organization. It also ensures that management is actively engaged in the oversight of the system’s safety performance by requiring regular review of the Safety Management Policy, budget and program by the designated Accountable Executive.

Subsection 5.1 Safety Management Policy Statement
Safety is a core value at SLO Transit, and managing safety is a core business function.

SLO Transit will develop, implement, maintain, and continuously improve processes to ensure the safety of our customers, employees, and the public. SLO Transit’s overall safety objective is to proactively manage safety hazards and their associated safety risk, with the intent to eliminate unacceptable safety risk in our transit operations.

SLO Transit will:
 Clearly, and continuously explain to all staff that everyone working within SLO Transit must take part and be responsible and accountable for the development and operation of the Safety Management System (SMS).
 Work continuously to minimize safety risks. Work to comply with and, wherever possible, exceed legislative and regulatory requirements and standards for passengers and employees.
 Work to ensure that all employees are provided appropriate safety information and training, are competent in safety matters, and assigned tasks commensurate with duties and skills.
 Reaffirm that responsibility for making our operations safer for everyone lies with all employees – from executive management to frontline employees. Each manager is responsible for implementing the SMS in their area of responsibility and will be held accountable to ensure that all reasonable steps are taken to perform activities established through the SMS.

Caltrans established safety performance targets to help measure the overall effectiveness of our processes and ensure we meet our safety objectives. SLO Transit will keep employees informed about safety performance goals and objectives to ensure continuous safety improvement.

Public Transportation Agency Safety Plan Regulation (49 CFR Part 673)

Subsection 5.2 Safety Management Policy Communication
The Safety Management Policy is communicated throughout the Agency, to all employees, managers, and executives, as well as contractors, and to the Board.

This is accomplished through various processes such as:
 Review Sessions – Conducted by City Management and Transit staff. Once this Plan or any update to this Plan has been signed by the Accountable Executive and approved by the Board it will become standard practice in perpetuity for the Chief Safety Officer to conduct safety meetings to review safety program with all staff.  New Hire Safety Orientation – The Chief Safety Officer will oversee that all new employees regardless of their classifications will be trained about their roles and responsibilities pertaining to PTASP and the principles of SMS.  Safety bulletins, email safety newsletter blasts to staff, and monthly safety meetings
Subsection 5.3 Employee Safety Reporting Program
SLO Transit implemented a process that allows employees and contracted employees to report safety conditions to senior management, protections for employees who report safety conditions to senior management. The purpose, description and protections for employees to report unsafe conditions and hazards are described in the Employee Safety Reporting Program as below:

Purpose:
a) To establish a system for SLO Transit employees to identify unsafe conditions or hazards at work and report them to their department management without fear of reprisal.

However, disciplinary action could result if the condition reported reveals the employee willfully participated in or conducted an illegal act, gross negligence or deliberate or willful disregard of regulations or procedures, including reporting to work under the influence of controlled substances, physical assault of a coworker or passenger, theft of agency property, unreported safety events, unreported collisions, and unreported passenger injuries or fatalities.
b) To provide guidelines for facilitating the timely correction of unsafe conditions or hazards by SLO Transit management.

Description:
a) This program provides a method for SLO Transit management to identify, evaluate, and correct or avoid unsafe conditions or hazards, procedural deficiencies, design inadequacies, equipment failures, or near misses that adversely affect the safety of employees.

Public Transportation Agency Safety Plan Regulation (49 CFR Part 673)

Examples of voluntary safety reports include:
 Safety hazards in the operating environment (for example, county or city road conditions),
 Policies and procedures that are not working as intended (for example, insufficient time to complete pre-trip inspection),
 Events that senior managers might not otherwise know about (for example, near misses), and
 Information about why a safety event occurred (for example, radio communication challenges).
b) The program also involves recommending corrective actions and resolutions of identified unsafe conditions or hazards and/or near miss. c) All employees have the obligation to report immediately any unsafe conditions or hazards and near miss to their immediate supervisor /department manager and may do so without fear of reprisal.
d) Unsafe conditions or hazards may also be identified as a result of occupational injury or illness investigations and/or by accident investigation. e) Other means by which hazards may be identified are inspections/audits or observations made by the supervisors/management staff as referenced in agency’s Safety Inspection Program.
f) Findings will be published immediately following mitigation actions. If employee identification is available, direct feedback regarding mitigation will be provided.

Subsection 5.4 SMS Authorities, Accountabilities, and Responsibilities This Plan has assigned specific SMS authorities, accountabilities, and responsibilities to the designated Accountable Executive; Chief Safety Officer; Agency’s Leadership/Executive Management; and Key Staff/Employees as described below and displayed in Appendix B:

Subsection 5.4.1 Accountable Executive
SLO Transit’s Accountable Executive is the City Manager for the City of San Luis Obispo.

The City Manager is accountable for ensuring that the Agency’s SMS is effectively implemented throughout the Agency’s public transportation system. The City Manager is accountable for ensuring action is taken, as necessary, to address substandard performance in the Agency’s SMS. The City Manager may delegate specific responsibilities, but the ultimate accountability for SLO Transit’s safety performance

Public Transportation Agency Safety Plan Regulation (49 CFR Part 673)

cannot be delegated and always rests with the City Manager. The City Manager is accountable for ensuring that the Agency’s SMS is effectively implemented, and that action is taken, as necessary, to address substandard performance in the Agency’s SMS.

The Accountable Executive may delegate specific responsibilities, but not accountability for SLO Transit’s safety performance.

The City Manager’s roles include, but are not limited to:
 Decision-making about resources (e.g. people and funds) to support asset management, SMS activities, and capital investments;
 Signing SMS implementation planning documents;
 Endorsing SMS implementation team membership; and
 Ensuring safety concerns are considered and addressed in the agency’s ongoing budget planning process.
 Ensuring transparency in safety priorities: for the Board and for the employees.  Establishing guidance on the level of safety risk acceptable to the agency.  Assuring safety policy is appropriately communicated throughout the agency.  Other duties as assigned/necessary.

Subsection 5.4.2 Chief Safety Officer
The Chief Safety Officer is the City’s Contracting General Manager and has the authority and responsibility for day-to-day implementation and operation of SLO Transit’s SMS.

Chief Safety Officer’s Roles include:
 Decision-making about resources (e.g., people and funds) to support asset management, SMS activities, and capital investments;
 Overseeing the safety risk management program by facilitating hazard identification, safety risk assessment, and the development and implementation of safety risk mitigations.
 Monitoring safety risk mitigation activities;
 Providing periodic reports on safety performance;
 Briefing the Accountable Executive on SMS implementation progress;  Planning safety management training; and
 Developing and organizing annual audits/reviews of SMS processes and the Agency Safety Plan to ensure compliance with 49 CFR Part 673 requirements.  Maintaining safety documentation.
 Other duties as assigned/necessary.

Subsection 5.4.3 Agency Leadership and Executive Management The contracting General Manager, Operations Manager, Safety Manager, and Maintenance Manager comprise Agency Leadership. Some of their responsibilities include:

Public Transportation Agency Safety Plan Regulation (49 CFR Part 673)

 Day-to-day implementation of the Agency’s SMS throughout their department and the organization.
 Communicating safety accountability and responsibility from the frontline employees to the top of the organization.
 Ensuring employees are following their working rules and procedures, safety rules and regulations in performing their jobs, and their specific roles and responsibilities in the implementation of this Agency Safety Plan and the Agency’s SMS.  Ensuring that employees comply with the safety reporting program and are reporting unsafe conditions and hazards to their department management; and making sure reported unsafe conditions and hazards are addressed in a timely manner.
 Ensuring that resources are sufficient to carry out employee training/certification and re-training as required by their job classifications.

Subsection 5.4.4 Key Staff
The agency Key Staff/Employees may include managers, supervisors, specialists, analysts, database administrators, and other key employees who are performing highly technical work and overseeing employees performing critical tasks and providing support in the implementation of this Agency Safety Plan and SMS principles in various departments throughout the agency.

SLO Transit’s Key Staff/Employees responsibilities include:
 Ensuring that employees are complying with the safety reporting program.  Ensuring supervisors are conducting their toolbox safety meetings  Promoting safety in employee’s respective area of responsibilities – That means:
zero accidents; absence of any safety concerns; perfect employee performance; and compliance with agency rules and procedures and regulatory requirements.  Ensuring safety of passengers, employees, and the public.  Responding to customer complaints and expectations for frequency, reliability, and convenience of service.
 Replacing and maintaining aging facilities, equipment, and infrastructure.  Meeting increasing demands for fixed route, commuter service and paratransit service.
 Developing and maintaining programs to gather pertinent data elements to develop safety performance reports and conduct useful statistical analyses to identify trends and system performance targets.
 Establishing clear lines of safety communication and holding accountability for safety performance.
 Assisting as subject matter experts in safety risk assessment and safety risk mitigation processes.

Public Transportation Agency Safety Plan Regulation (49 CFR Part 673)

Section 6 Safety Risk Management (SRM)
The second component of SLO Transit’s SMS is Safety Risk Management, which includes processes and procedures to provide an understanding of the Agency’s operations and vehicle maintenance to allow individuals to identify hazards associated with those activities.

SLO Transit has implemented a Safety Risk Management process for all elements of its transportation system. The Safety Risk Management process includes the following activities: safety hazard identification, safety risk assessment, and safety risk mitigation.

Subsection 6.1 Safety Hazard Identification
Hazard identification is the first step in the Safety Risk Management process and a key component. It involves these fundamental safety-related activities: Identifying safety hazards and their consequences; assessing the risks associated with the consequences of the hazards; and developing mitigations to reduce the potential consequences of the identified hazards.

The following is SLO Transit’s methods and processes to identify hazards. The Agency considers, as a source for hazard identification, data and information provided by an oversight authority and the FTA. Hazards are identified through a variety of sources, including:
 Employee safety reporting,
 Review of vehicle camera footage,
 Review of monthly performance data and safety performance targets,  Observations from supervisors,
 Maintenance reports,
 Comments from customers, passengers, and third parties,  Safety committee, driver and all-staff meetings,
 Results of audits and inspections of vehicles and facilities,  Results of training assessments
 Investigations into safety events, incidents and occurrences, and  Information from FTA and oversight authorities.

When a hazard has been identified, whatever the source, it is reported to the SLO Transit Chief Safety Officer, who enters it into the Hazard Log. The Chief Safety Officer also may enter hazards into this log based on reviews of operations and maintenance activities and procedures.

The Chief Safety Officer will investigate hazards to collect information and determine if hazards need to be entered into the safety risk assessment process. In following up on identified hazards, the Chief Safety Officer may:
 Reach out to the reporting party, if available, to gather all known information about the reported hazard,

Public Transportation Agency Safety Plan Regulation (49 CFR Part 673)

 Conduct a walkthrough of the affected area, assessing the possible hazardous condition, generating visual documentation (photographs and/or video), and taking any measurements deemed necessary,
 Conduct interviews with employees in the area to gather potentially relevant information on the reported hazard,
 Review any documentation associated with the hazard (records, reports, procedures, inspections, technical documents, etc.),
 Contact other departments that may have association with or technical knowledge relevant to the reported hazard,
 Review any past reported hazards of a similar nature, and  Evaluate tasks and/or processes associated with the reported hazard.

Any identified hazard that poses an immediate risk to transit operations, the health and safety of employees or the public, or equipment must immediately be brought to the attention of the Accountable Executive and placed through the Safety Risk Management process for safety risk assessment and mitigation. Otherwise, hazards will be prioritized for further Safety Risk Management activity.

Subsection 6.2 Safety Risk Assessment
Safety risk assessment defines the level or degree of the safety risk by assessing the likelihood and severity of the consequences of hazards and prioritizes hazards based on the safety risk. The Chief Safety Officer, with assistance from key staff subject matter experts, is responsible for assessing identified hazards and ratings using the safety risk matrix below. Prioritizing safety risk provides the Accountable Executive with the information needed to make decisions about resource application.

The following matrix, adopted from the TSI Participation Guide – SMS Principles for Transit, facilitates the ranking of hazards based on their probability of occurrence and severity of their outcome.

Probability Levels
Description Level Specific Individual Item Fleet Inventory Frequent A
Likely to occur often in the life of an
item. Continuously experienced.

Probable B
Will occur several times in the life of
an item. Will occur frequently.

Occasional C
Likely to occur sometime in the life of
an item. Will occur several times.

Remote D
Unlikely, but possible to occur in the
life of an item.

Unlikely, but can reasonably be
expected to occur.

Public Transportation Agency Safety Plan Regulation (49 CFR Part 673)

Improbable E
So unlikely, it can be assumed
occurrence man not be experienced in
the life of an item.

Unlikely to occur, but possible.

Eliminated F
Incapable of occurrence. This level is
used when potential hazards are
identified and later eliminated.

Incapable of occurrence. This level is
used when potential hazards are
identified and later eliminated.

The measuring goes from A to F with A being frequent or likely to occur frequently and E being improbable or expected that this event will most likely never occur. The designation F is used when potential hazards are identified and later eliminated.

Severity Levels
Description Level Mishap Result Criteria
Catastrophic 1
Could Result in one or more of the following: death, permanent total disability, irreversible significant environmental impact, or monetary loss equal to or exceeding $10M
Critical 2
Could result in one or more of the following: permanent partial disability, injuries or occupational illness that may result in hospitalization of at least three personnel, reversible significant environmental impact, or monetary loss equal to or exceeding $1M but less than $10M
Marginal 3
Could result in one or more of the following: injuries or occupational illness resulting in one or more lost work day(s), reversible moderate environmental impact, or monetary loss equal to or exceeding $100k but less than $1M Negligible 4
Could result in one or more of the following: injuries or occupational illness not resulting in lost work day, minimum environmental impact. Or monetary loss less than $100k.

The Safety Risk Severity Table presents a typical safety risk. It includes four categories to denote the level of severity of the occurrence of a consequence, the meaning of each category, and the assignment of a value to each category using numbers. In this table, 1 is considered catastrophic meaning possible deaths and equipment destroyed and 4 is considered negligible or of little consequence with two levels in between.

Safety Risk Probability and Safety Risk Severity are combined into the Safety Risk Index Ranking to help prioritize safety risks according to the table below.

Safety Risk Assessment Matrix
Severity 
Probability 
Catastrophic
1 Critical
2 Marginal
3 Negligible
4 A-Frequent 1A 2A 3A 4A
B- Probable 1B 2B 3B 4B
C-Occasional 1C 2C 3C 4C
D- Remote 1D 2D 3D 4D
E- Improbable 1E 2E 3E 4E
F- Eliminated
Safety Risk Index Ranking

Public Transportation Agency Safety Plan Regulation (49 CFR Part 673)

1A, 1B, 1C, 2A, 2B High Unacceptable
1D, 2C, 3A, 3B Serious Undesirable - With management decision required 1E, 2D, 2E, 3C, 3D, 3E, 4A, 4B, Medium Acceptable - with review by management 4C, 4D, 4E Low Acceptable - without review
The Chief Safety Officer documents recommendations regarding hazard rating and mitigation options and reports this information to the Accountable Executive.

Subsection 6.3 Safety Risk Mitigation
The Chief Safety Officer, assisted by Key Staff subject matter experts, reviews current safety risk mitigations and establish procedures to 1) eliminate; 2) mitigate; 3) accept specific risks. Prioritization of safety remediation measures is based on risk analysis and a course of action acceptable to SLO Transit management.

The safety risk must be mitigated if ranked as Unacceptable (High- Red). Those safety risks that have been mitigated, even those mitigated risks shown as Acceptable status (Low -Green) undergo regular and consistent monitoring to ensure the mitigation strategy is effective.

Key strategies to minimize the types of risks that potentially exist include:
 Development and deployment of policies and procedures that address known hazards and risks,
 Discussion of other actions, strategies and procedures that might help safeguard against unknown/unforeseen risks,
 Training of drivers and other agency staff on all safety policies and procedures,  Training of drivers and other agency staff on methodologies for handling emergencies, and
 Training of drivers and staff on proper and effective use of emergency equipment and communication technologies and protocol.

Safety risk mitigations are tracked and updated in the Hazard Log by the Chief Safety Officer.

Section 7 Safety Assurance
The third component of the Agency’s SMS is Safety Assurance, which ensures the performance and effectiveness of safety risk controls established under safety risk management. Safety assurance also helps ensure that the organization meets or exceeds its safety objectives through the collection, analysis, and assessment of data regarding the organization's performance. Safety assurance includes inspection activities to support oversight and performance monitoring.

Public Transportation Agency Safety Plan Regulation (49 CFR Part 673)

SLO Transit monitors its operations and maintenance protocols and procedures, and any safety risk mitigations to ensure that it is implementing them as planned. Furthermore, the Agency investigates safety events (as defined in Appendix C) and any reports of noncompliance with applicable regulations, standards, and legal authority. Finally, the Agency continually monitors information reported to it through any internal safety reporting programs, including the employee safety reporting program.

Some of the key elements of SLO Transit’s Safety Performance Monitoring and Measurement are shown below in subsection 7.1:

Subsection 7.1 Safety Performance Monitoring and Measurement As part of the Safety Assurance Process, SLO Transit:
 Monitors the system for compliance with, and sufficiency of, the Agency’s procedures for operations and maintenance through:
o Safety audits,
o Informal inspections,
o Regular review of on-board camera footage to assess drivers and specific incidents,
o Safety surveys,
o Employee safety reporting program,
o Investigation of safety occurrences,
o Safety review prior to the launch or modification of any facet of service, o Daily data gathering and monitoring of data relating to the delivery of service,
o Regular vehicle inspections and preventative maintenance, and o Continuous feedback loop between leadership and all levels of the agency.  Monitors its operations to identify any safety risk mitigations that may be ineffective, inappropriate, or were not implemented as intended through:
o Reviewing results from accident, incident, and occurrence investigations, o Monitoring employee safety reporting,
o Reviewing results of internal safety audits and inspections, and o Analyzing operational and safety data to identify emerging safety concerns.  Conducts investigations of safety events to identify causal factors; and  Monitors information reported through any internal safety reporting programs. o The Chief Safety Officer routinely reviews safety data captured in employee safety reports, safety meeting minutes, customer complaints, and other safety communication channels. When necessary, the Chief Safety Officer ensures that the issues and concerns are investigated or analyzed through the safety risk assessment process.
o The Chief Safety Officer also reviews the results of internal and external reviews, including audits and assessments, with findings affecting safety performance, compliance with operations and maintenance procedures, or

Public Transportation Agency Safety Plan Regulation (49 CFR Part 673)

the effectiveness of safety risk mitigations. The Chief Safety Officer discusses relevant safety issues and concerns with the Accountable Executive and executive management and documents the results of these reviews in the Hazard Log.

In the event of a fatality, SLO Transit complies with all FTA drug and alcohol requirements.

In California, every driver involved in an accident that results in death, injury, or property damage over $1000, effective January 1, 2017, must report the accident on a Report of Traffic Accident Occurring in California (SR 1) form to DMV. The report forms are available at www.dmv.ca.gov, by calling 1-800-777-0133, and at CHP and DMV offices.

Also, under California Vehicle Code §16002(b) the driver of a vehicle that is owned or operated by a publicly owned or operated transit system, or that is operated under contract with a publicly owned or operated transit system, and that is used to provide regularly scheduled transportation to the general public or for other official business of the system shall, within 10 days of the occurrence of the accident, report to the transit system any accident of a type otherwise required to be reported pursuant to subdivision (a) of Section 16000 . SLO Transit requires driver notification to SLO Transit immediately and maintains records of any report filed pursuant to this paragraph.

Section 8 Safety Promotion
The fourth component of the Agency’s SMS is Safety Promotion, which includes a combination of training and communication of safety information to employees to enhance the Agency’s safety performance. Safety Promotion sets the tone for the SMS and helps SLO Transit to establish and maintain a robust safety culture. Safety Promotion has twocomponents: (1) Safety Communication; and (2) Competencies and Training.

Subsection 8.1 Safety Communication
SLO Transit communicates safety and safety performance information throughout the organization that, at a minimum, conveys information on hazards and safety risks relevant to employees’ roles and responsibilities and informs employees of safety actions taken in response to reports submitted through an employee safety reporting program.

Ongoing safety communication is critical and SLO Transit ensures communication occurs up, down, and across all levels of the organization. Any lessons learned are communicated to all concerned. Management commitment to address safety concerns and hazards is communicated on a regular basis. Management encourages and motivates employees to communicate openly, authentically, and without concern for reprisal; ensures employees are aware of SMS principles and understand their safetyrelated roles and responsibilities; conveys safety critical information such as accident

Public Transportation Agency Safety Plan Regulation (49 CFR Part 673)

data, injuries, and reported safety concerns and hazards and their resolutions to employees. SLO Transit’s tools to support safety communication include:
 Safety bulletins
 Safety notices
 Posters
 CDs or Thumb drives or online safety video access
 Newsletters
 Briefings or Toolbox talks
 Seminars and workshops
 New employee training and refresher training
 Intranet or social media
 Monthly Safety Meetings
Competencies and Training: Executive Management ensures that all employees attend the training provided to understand their specific roles and responsibilities for the implementation of SMS. SLO Transit provides SMS training in the following areas:

All Employees:
 Understanding of Safety Performance Targets
 Understanding of fundamental principles of SMS
 Understanding of Safety Reporting Program – Reporting unsafe conditions and hazards/near misses
 Understanding of their individual roles and responsibilities under SMS Managers and Supervisors
 Understanding of Safety Risk Management
 Understanding of Safety Assurance
 Understanding of Safety Promotion
 Understanding of their individual roles and responsibilities for SMS Executive Management:
 Understanding of management commitment to and support of all SMS activities.

All employees are required to acquire the competencies and knowledge for the consistent application of their skills as they relate to safety performance objectives. SLO Transit dedicates resources to conduct effective safety-related skill training. The scope of the safety training is appropriate to each employee’s individual safety-related job responsibilities and their role in SMS. Components of SLO Transit’s skill-related training include:
 Conducting training needs analyses to ensure that the right information is being taught to the right employees using the most efficient training methods.  Communicating purpose, objectives, and outcome.

Public Transportation Agency Safety Plan Regulation (49 CFR Part 673)

 Ensuring relevant content by directly linking training to the trainee’s job experiences so trainees are more motivated to learn.
 Using active hands-on demonstrations and practice to demonstrate skills that are being taught and provide opportunities for trainees to practice skills.  Providing regular feedback during hands-on practice and exercises.  Reinforcing training concepts in the post-training work environment by giving employees opportunities to perform what they’ve learned.

Section 9 Strategies to Minimize Exposure to Infectious Diseases Pursuant to the Bipartisan Infrastructure Law, SLO Transit takes precautions to reduce risks of infectious diseases consistent with Centers for Disease Control and Prevention.

SLO Transit monitors transit service levels and adjusts as necessary to continue providing basic lifeline services for the public and allow for services that help promote social distancing and other individual risk minimization recommendations.

Precautionary Steps:
 SLO Transit has enhanced its cleaning efforts to include disinfecting vehicles every 24 hours along with individual spot cleaning during daily routes. The cleaning agents used in this effort are deemed effective for these purposes and contain antiviral components such as bleach/water mixes and disinfectant sprays. As an extra level of precaution, SLO Transit has implemented an enhanced cleaning process, focusing more attention on areas and surfaces which are touched most frequently, including: bus doors, door handles, handrails, Token Transit Validator, farebox, handles, interior windows and window frames, pull cords, seats and interior walls.
 SLO Transit encourages the use of onboard hand sanitizer stations when entering the vehicle.
 SLO Transit encourages riders to refrain from using cash for fare and instead purchase a physical or digital bus pass.
 Although face coverings are no longer required on public buses and at transportation hubs, SLO Transit is encouraging riders to wear a face covering over their nose and mouth while riding the bus, especially if they are feeling sick, have been recently exposed to someone who had COVID-19, or are unvaccinated.

Wearing a mask is a courtesy to other riders.
 When possible, SLO Transit riders are asked to maintain a minimum of six feet distance from fellow riders.

SLO Transit follows the Centers for Disease Control’s (CDC) best practices to prevent the spread of COVID-19 and advises employees and riders to do the same.

Public Transportation Agency Safety Plan Regulation (49 CFR Part 673)

Best Practices and Recommendations for Employees and Riders:
 Avoid touching your eyes, nose and mouth.
 Avoid close contact with people who are sick.
 Wash hands often with soap and water for at least 20 seconds, especially after using the bathroom; before eating; and after blowing your nose, coughing or sneezing.
 Clean and disinfect frequently touched objects and surfaces such as cell phones, keyboards, door handles, etc.
 Cover your cough or sneeze with a tissue, then dispose of tissue in trash.  Please stay home when you are feeling sick.

SLO Transit encourages riders to be socially conscious and maintain responsible hygiene. If
someone is feeling sick and showing signs of illness or has been near someone with symptoms and signs of illness, SLO Transit asks that they keep their fellow passengers mind and kindly refrain from using the transit system.

Section 10 Documentation
Pursuant to 49 CFR Part 673.31, SLO Transit maintains records related to this Safety Plan and SMS implementation for a minimum of three years. These documents include but are not limited to the results from SMS processes and activities. SLO Transit will make these documents available to FTA Region 9, Caltrans, and other Federal and state agencies upon request.

Appendices
A – Council Resolution – SLO Transit Public Transportation Agency Safety Plan (PTASP) B – Organizational Chart (FY 2024-25)
C – Examples of Safety Event Investigation

Public Transportation Agency Safety Plan Regulation (49 CFR Part 673)

Appendix A – Board Approval – Signed Council Resolution Signed Council resolution to be included following Board approval.

Public Transportation Agency Safety Plan Regulation (49 CFR Part 673)

Appendix B - Organizational Chart FY 2024-25
Approving Board
San Luis Obispo City
Council
Accountable Executive
City Manager
Chief Safety Officer
Contracting General
Manager
Key Staff
Contracting Safety
Manager
Key Staff
Contracting Operations
Manager
Key Staff
Contracting
Maintenance Manager
Supporting Review
Team
Mobility Services
Business Manager &
Transit Coordinator

Public Transportation Agency Safety Plan Regulation (49 CFR Part 673)

Appendix C – Examples of Safety Event Investigation
Report of Unusual Incident

Public Transportation Agency Safety Plan Regulation (49 CFR Part 673)

Near Miss and Hazard Report

Public Transportation Agency Safety Plan Regulation (49 CFR Part 673)

Root Cause Analysis

Public Transportation Agency Safety Plan Regulation (49 CFR Part 673)

Item 5f
Department: Public Works
Cost Center: 9501
For Agenda of: 3/18/2025
Placement: Consent
Estimated Time: N/A
FROM: Matt Horn, Public Works Director
Prepared By: Morgan Edmunson, Engineer I
SUBJECT: AUTHORIZATION TO ADVERTISE FOR BIDS FOR 1166 HIGUERA BUILDING DEMOLITION, SPECIFICATION NO. 2001066B

RECOMMENDATION

1. Approve the project plans and special provisions for 1166 Higuera Street Demolition, Specification Number 2001066B; and

2. Authorize staff to advertise for bids; and

3. Authorize the City Manager to award the construction contract pursuant to Section

3.24.190 of the Municipal Code for the bid total, if the lowest responsible bid is within the Engineer’s Estimate of $305,000; and

4. Approve a transfer of $205,000 from the Parking Structure Capital Account (2001030) to the project account (2001066); and

5. Authorize the City Engineer to approve Contract Change Orders up to available project budget and up to any amended budget subsequently approved by the City Manager up to $200,000.

POLICY CONTEXT
On May 17, 2022, Council approved a Purchasing Policy Update to the Financial Management Manual that required Council approval for Public Projects that cost over $200,000.

Implementation of the project aligns directly with several City plans, policies and goals, including the application of various elements identified in the City’s Active Transportation Plan aimed at promoting walking and cycling infrastructure. Additionally, the project contributes to the City's major goals of Climate Action, Open Space, and Sustainable Transportation. The project also supports the ongoing creative uses of both vehicle parking and bike parking as outlined in the Access and Parking Management Plan, ensuring safe and efficient mobility for residents while reducing the environmental impact of transportation systems.

DISCUSSION

Item 5f
Background
The 1166 Higuera property was purchased by the City to increase parking supply in the upper Monterey Street area in conformance with the City’s General Plan Land Use Element. Development of the upper Monterey Street area of the City supports the evolving needs of the community. The lack of public parking has been a hurdle to realizing this long-term vision, which includes more residential and commercial development. The strategic purchase of 1166 Higuera and improvements supports this vision by creating better access and multi-modal parking to the upper Monterey Street area.

On December 21, 2023, the City closed escrow on the acquisition of 1166 Higuera Street for immediate use as a public parking lot. The property is a 21,607 SF parcel located on the corner of Toro Street and Higuera Street addressed as 1166 Higuera Street. The acquisition of this property increased public parking supply with approximately 44 new paid parking spaces and two additional ADA spaces, facilitating greater access and economic development in the upper Monterey Street area in conformance with the Downtown Concept Plan and City’s General Plan Land Use Element.

As a part of the November 14, 2023, Council Meeting, $125,000 was appropriated (in addition to the property purchase cost) for improvements to the property, including the demolition of one (1) of two
(2) existing structures
pictured below in Figure 1.

The structure to be
demolished was
determined to be
uninhabitable. According to
the City’s Building Official,
the structure is considered
a dangerous building and
qualifies for Exception 1 of
“Exemptions for Structures
Not Designated Historical”
in Section E103.3 of the
City’s Municipal Code
(codified in Section

15.04.100) meaning the
City is not required to offer
the structure for sale and
relocation to another lot.
1 Figure 1: Aerial Map of 1166 Higuera

1 The Surplus Land Act is likewise not implicated by the proposed action, because demolition of a dangerous building is not considered “disposal” of agency property. (See Govt. Code §54221.)

Item 5f
To address the immediate parking needs in the area, staff divided the parking lot improvements into two phases. The first phase was completed in June 2024 and included only the improvements necessary to allow the parking lot to be operational.

The first phase of work was completed by the Mobility Services Staff, and the scope included:
 Striping required disabled parking (ADA) spaces
 Installation of one (1) solar pay station
 Creation of one (1) defined driveway
 Installing wheel stops at each parking space
The project plans (Attachment A) and specifications (Attachment B) incorporate phase two of the parking lot improvements, which include:
 Demolishing the front commercial building (previously known as the Tattoo Shop)  Removing brick perimeter of property
 Installation of asphalt in place of the demolished building  Installation of planter boxes in place of brick perimeter  Installation of solar lights around the parking lot
 Installation of six BikeLink bike lockers, furnished and installed by the City The BikeLink bike lockers will be installed on the asphalt in place of the demolished building.

Previous Council or Advisory Body Action
City Staff met with the City Council in closed session on July 18 and October 17, 2023, to discuss the negotiations and project purchase terms and funding strategy. Council provided direction at October 17, 2023 closed session to proceed with negotiations on price and terms of payment for the 1166 Higuera property.

On November 14, 2023, City Council approved the purchase of 1166 Higuera Street and authorized the execution of the Purchase and Sale Agreement for immediate use as a public parking lot. At this meeting, the City Council also authorized funding for improvements to the property, including the potential demolition of the existing structure.

On December 13, 2023, the acquisition of the property was brought before the Planning Commission for a unanimous determination of General Plan Conformance per California Government Code Section 65402.

Public Engagement
A public notice to demolish the existing building was advertised in the New Times on April 4 and 25 and May 16, 2024.

Per Resolution No. 11464, a notification to the Downtown Association will be provided 30 days prior to the start of construction.

Item 5f
As a notice to the public of the parking lot closure, a social media post will go out two weeks prior to construction and signage indicating the closure will be posted two weeks prior to construction and during construction.

CONCURRENCE
The Community Development and Utilities departments concur with the recommendations of this report.

ENVIRONMENTAL REVIEW
This project falls under the California Environmental Quality Act (CEQA) Guidelines Sec. 15301(c) and 15061(b)(3) exemptions and has been reviewed and approved by the City’s Environmental Coordinator.

FISCAL IMPACT
Budgeted: Yes Budget Year: 2023
Funding Identified: Yes
Fiscal Analysis:

This project is funded by the Parking Enterprise Fund, which supports efforts that improve parking infrastructure and services. Funding for this project was approved at the November 14, 2023, City Council meeting via Resolution 11459. Account 2001066 (task 2) has a current balance of $198,604.24, which is insufficient to cover the total estimated project costs of $403,600. At the time of property acquisition, the scope of this demolition project was not fully defined and thus could not be accurately estimated. Now that plans and specifications have been completed, cost estimates have demonstrated the need for additional funding to support the work, with the primary drivers of cost being unforeseen asbestos removal, placing the planter boxes in place of the existing brick planters, and lighting throughout the parking lot.

Staff recommends transferring $205,000 from the General Parking Structure Capital Account into the 1166 Higuera Street project account to support construction of this project. As of January 28, 2025, the General Parking Structure Capital Account (2001030) has a remaining balance of $1,337,516.59. At this time, there is no other projects planning to pull from the Parking Structure Capital Account.The Parking Fund remains the sole funding source for this project.

Funding
Sources
Total Budget
Available
Current
Funding
Request
(Transfer)
Remaining
Balance
Annual
Ongoing
Cost
General Fund $0 $0 $0 N/A
State $0 $0 $0 N/A
Federal $0 $0 $0 N/A
Fees $0 $0 $0 N/A

Item 5f
Other: Parking
(1166 Higuera
Account
2001066)
$198,604.24 $0 $0 N/A
Other: General
Parking
Structure Capital
Account
(2001030)
$1,337,516.59 $205,000 $1,132,516.59 N/A
Other: Parking
Operating
Account
$0 $0 $0 $720
Total $1,536,120.83 $205,000 $1,132,516.59 $720
There is an ongoing annual operating cost of $120 per BikeLink Locker, totaling $720 annually. There is a small user fee that is insignificant and will not offset these annual operating costs. The first year of funding is planned to be funded from this Capital Improvement Plan project and future funding is planned to be included in the 2025-27 Financial Plan.

Item 5f
If authorized by Council to transfer $205,000 into the 1166 Higuera Street Project Account, $1,132,516.59 will remain in the General Parking Structure Capital account (2001030).

ALTERNATIVES
Deny the approval to advertise the project. City Council could choose to deny the authorization to advertise this project. This action would reduce Parking Fund Capital expenditures but could also reduce future parking revenue as this project will add amenities and improve parking lot safety with lights, planter box barriers, and provide secure bike parking.

ATTACHMENTS
A – 1166 Higuera Project Plans
B – 1166 Higuera Special Provisions

SPECIAL PROVISIONS
FOR

CITY OF SAN LUIS OBISPO
1166 Higuera Building Demolition
Specification No. 2001066B
MARCH 2025

PUBLIC WORKS DEPARTMENT

ENGINEERING DIVISION
919 Palm Street
San Luis Obispo, CA 93401
(805) 781-7200

1166 Higuera Building Demolition
Specification No. 2001066B
Approval Date: XXXX
<<Signature Date>>

TABLE OF CONTENTS
NOTICE TO BIDDERS ..................................................................................................... I BID SUBMISSION ...................................................................................................................................... I BID DOCUMENTS .................................................................................................................................... II PROJECT INFORMATION ....................................................................................................................... III QUALIFICATIONS .................................................................................................................................... III AWARD ..................................................................................................................................................... V ACCOMMODATION .................................................................................................................................. V BID FORMS .................................................................................................................... A BID ITEM LIST FOR 1166 HIGUERA BUILDING DEMOLITION, SPECIFICATION NO. 2001066B ....... A LIST OF SUBCONTRACTORS ................................................................................................................ C PUBLIC CONTRACT CODE SECTION 10285.1 STATEMENT .............................................................. D PUBLIC CONTRACT CODE SECTION 10162 QUESTIONNAIRE ......................................................... D PUBLIC CONTRACT CODE SECTION 10232 STATEMENT ................................................................. D LABOR CODE SECTION 1725.5 STATEMENTS ................................................................................... D NON-COLLUSION DECLARATION .......................................................................................................... F BIDDER ACKNOWLEDGEMENTS .......................................................................................................... G QUALIFICATIONS .................................................................................................................................... H ATTACH BIDDER'S BOND TO ACCOMPANY BID ................................................................................... I SPECIAL PROVISIONS .................................................................................................. 1 DIVISION I GENERAL PROVISIONS ....................................................................................................... 1 1 GENERAL ........................................................................................................................................... 1 3 CONTRACT AWARD AND EXECUTION ........................................................................................... 1 4 SCOPE OF WORK ............................................................................................................................. 2 7 LEGAL RELATIONS AND RESPONSIBILITY TO THE PUBLIC ....................................................... 2 14 ENVIRONMENTAL STEWARDSHIP ............................................................................................... 3 DIVISION VIII MISCELLANEOUS CONSTRUCTION .............................................................................. 6 77 LOCAL INFRASTRUCTURE ............................................................................................................ 6 84 MARKINGS ....................................................................................................................................... 6 ADD DIVISION XIII APPENDICES ........................................................................................................... 7 APPENDIX A - FORM OF AGREEMENT ....................................................................... 0

NOTICE TO BIDDERS
i

NOTICE TO BIDDERS

BID SUBMISSION
Sealed bids will be received by the City of San Luis Obispo at the Public Works Administration Office located at 919 Palm Street, San Luis Obispo, California 93401, until

11:00 a.m. on April 17th, 2025

at which time they will be publicly opened and read aloud. Public bid opening may also be viewed via Microsoft Teams video conference and conference call. Use the following link:

XXXXXXXXXX
or join by phone with this number: (209)645-4165 with Conference ID:XXXXXX Submit bid in a sealed envelope plainly marked:
1166 Higuera Building Demolition, Specification No. 2001066B Any bid received after the time and date specified will not be considered and will be returned to the bidder unopened. Bids received by Fax or Email will not be considered.

By submission of bid you agree to comply with all instruction and requirements in this notice and the contract documents.

All bids must be submitted on the Bid Item List form(s) provided and submitted with all other Bid Forms included in these Special Provisions.

Each bid must be accompanied by either a:

1. certified check

2. cashier's check

3. bidder's bond
made payable to the City of San Luis Obispo for an amount equal to ten percent of the bid amount as a guaranty. Guaranty will be forfeited to the City San Luis Obispo if the bidder, to whom the contract is awarded, fails to enter into the contract.

The City of San Luis Obispo reserves the right to accept or reject any or all bids or waive any informality in a bid.

All bids are to be compared based on the City Engineer's estimate of the quantities of work to be done, as shown on the Bid Item List.

NOTICE TO BIDDERS

NOTICE TO BIDDERS
ii
Bids will only be accepted from bidders that are licensed in compliance with the provisions of Chapter 9, Division III of Business and Professions Code.

The award of the contract, if awarded, will be to the lowest responsive bid submitted by a responsible contractor whose bid complies with the requirements prescribed. If the contract is awarded, the contract will be awarded within 60 calendar days after the opening of the bids.

Failure to raise defects in the notice to bidders or bid forms prior to bid opening constitute a waiver of those defects.

BID DOCUMENTS
A copy of the plans and special provisions may be downloaded, free of charge, from the City’s website at:
www.slocity.org/government/department-directory/public-works/public-works-bids-proposals No printed copies are available for purchase at the City office.

Standard Specifications and Engineering Standards referenced in the Special Provisions may be downloaded, free of charge, from the City’s website at:
www.slocity.org/government/department-directory/public-works/documents-online/constructiondocuments You are responsible to obtain all issued addenda prior to bid opening. Addenda will be available to download at the City’s website listed above or at the office of the City Engineer.

Contact the project manager, Morgan Edmunson at (805)783-7745 or the Public Works Department at (805) 781-7200 prior to bid opening to verify the number of addenda issued.

You are responsible to verify your contact information is correct on the plan holders list located on the City’s website at:
www.slocity.org/government/department-directory/public-works/public-works-bids-proposals

NOTICE TO BIDDERS

NOTICE TO BIDDERS
iii

PROJECT INFORMATION
In general, the project entails the demolition of a two-story commercial building at 1166 Higuera Street, paving the demolished area, restriping an on-street parking spot, installing solar lights, existing brick removal and placement/planting of City furnished planter boxes.

The project estimated construction cost is $305,000.00.

Contract time is established as 15 working days.

The fixed liquidated damages amount is established at $500 per day for failure to complete the work within the contract time.

In compliance with section 1773 of the Labor Code, the State of California Department of Industrial Relations has established prevailing hourly wage rates for each type of workman.

Current wage rates may be obtained from the Division of Labor at:
https://www.dir.ca.gov/oprl/DPreWageDetermination.htm
This project is subject to compliance monitoring and enforcement by the Department of Industrial Relations.

QUALIFICATIONS
You must possess a valid Class A or B Contractor’s License at the time of the bid opening.

You and any subcontractors required to pay prevailing wage must be registered with the Department of Industrial Relations pursuant to Section 1725.5 of the Labor Code.

You must have experience with projects similar to the work specified for this project. Provide three similar reference projects completed as either the prime or subcontractor, All referenced projects must have been completed within the last five years from this project’s bid opening date.

One of the three referenced projects must have been completed under contract with a city, county, state or federal government agency as the prime contractor.

Two of the three referenced projects must be for building demolition or related work. One of the three referenced projects must be for landscaping work.

Failure to provide reference projects as specified in this section and as required on the qualification form is cause to reject the bid as being non-responsive.

The City reserves the right to reject a responsive bid based on the non-responsibility of the bidder if the Director of Public Works or Designee finds, after providing notice and a hearing to the bidder, that the bidder lacks the

1. knowledge

2. experience

NOTICE TO BIDDERS

NOTICE TO BIDDERS
iv

3. or is otherwise not responsible
as defined in section 3.24 of the San Luis Obispo Municipal Code to complete the project in the best interest of the City.

Rejected bidders may appeal this determination. Appeal must comply with the requirements in this Notice to Bidders.

It is the City of San Luis Obispo’s intent to award the contract to the lowest responsive bid submitted by a responsible bidder. If in the bidder’s opinion the contract has been or may be improperly awarded, the bidder may protest the contract award.

Protests must be filed no later than five working days after either:

1. bid opening date

2. notification of rejected bid.

Protest must be in writing and received by the project manager located at:
919 Palm Street
San Luis Obispo, CA 93401.

Valid protests must contain the following information:

1. the reasons for the protest

2. any supporting documentation

3. the ruling expected by the City to remedy the protest.

Any protest not containing all required information will be deemed invalid and rejected.

The City will consider additional documentation or other supporting information regarding the protest if submitted in compliance to the specified time limits. Anything submitted after the specified time limit will be rejected and not be considered.

The Director of Public Works or Designee may request additional information to be submitted within three days of the request, unless otherwise specified, and will notify the protester of ruling within ten days of determination.

If the protester is not satisfied with ruling, the protester may appeal the ruling to the City Council in compliance with Chapter 1.20 of the City of San Luis Obispo Municipal Code Pursuant to the Public Records Act (Government Code, § 6250, et seq.), the City will make public records available upon request.

NOTICE TO BIDDERS

NOTICE TO BIDDERS
v
AWARD
The lowest bidder will be determined using the bid total.

As a condition to executing a contract with the City, two bonds each equal to one hundred percent of the total contract price are required in compliance with Section 3-1.05 of the Standard Specifications.

You may substitute securities for moneys withheld under the contract in compliance with the provisions of the Public Contract Code, Section 10263.

THE CONTRACTOR, agrees that they have carefully examined:

1. the location of the proposed work

2. the plans and specifications
and propose to furnish all:

3. materials

4. labor
to complete all the required work satisfactorily in compliance with

5. plans

6. specifications

7. special provisions
for the prices set forth in the agreement.

ACCOMMODATION
If any accommodations are needed to participate in the bid process, please contact Allie Genard at (805)781-7200 or by Telecommunications Device for the Deaf at (805)781-7107. Requests should be made as early as possible in the bidding process to allow time for accommodation

BID FORMS
A

BID FORMS
All bid forms must be completed and submitted with your bid. Failure to submit these forms and required bid bond is cause to reject the bid as nonresponsive. Staple all bid forms together.

THE UNDERSIGNED, agrees that they have carefully examined:

8. the location of the proposed work

9. the plans and specifications

10. read the accompanying instructions to bidders
and propose to furnish all:

1. materials

2. labor
to complete all the required work satisfactorily in compliance with

3. plans

4. specifications

5. special provisions
for the prices set forth in the bid item list:

BID ITEM LIST FOR 1166 HIGUERA BUILDING DEMOLITION, SPECIFICATION NO. 2001066B
Item Item Unit of Estimated Item Price Total
No. SS(1) Description Measure Quantity (in figures) (in figures) 1 39 6” HMA SECTION TON 80
2 77,99 BUILDING DEMOLITION SQFT 2,100
3 77,20 PLACE (N) PLANTER
BOXES, SOIL AND PLANT LS 1 ----------
4 77 REMOVE (E) BRICK
PLANTERS LS 1 ----------
5 84 REMOVE (E) STRIPING
PER PLAN LS 1 ----------
6 84

NEW STRIPING

CONFIGURATION PER
PLAN
LS 1 ----------
7 90,77
,73

REMOVE AND REPLACE
SIDEWALK ALLOWANCE SF 100
8 90,77
,73

REMOVE (E) DRIVEWAY

AND REPLACE WITH

MISSION STYLE

SIDEWALK
SF 225
9 90,77
,73

REMOVE AND REPLACE

CURB AND GUTTER

ALLOWANCE
LF 100
10 77 ABANDON (E) WATER
LINE PER CITY LS 1 ----------

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BID FORMS
B
Item Item Unit of Estimated Item Price Total
No. SS(1) Description Measure Quantity (in figures) (in figures) STANDARD 6050 AND

CAP AT CORP STOP
11 77 POTHOLE AND LOCATE
(E) SEWER LATERAL LS 1 ------
12 77 ABANDON (E) SEWER
LATERAL LS 1 ------
13 1 OSHA COMPLIANCE LS 1 ------
14 14

ASBESTOS REMOVAL BY

CALIFORNIA CERTIFIED

ASBESTOS ABATER
LS 1 ------
15 14 HEALTH AND SAFETY
PLAN (HSP) LS 1 ------
16 86

PROVIDE AND INSTALL

SOLAR LIGHTS PER

SPECIFICATIONS
UNIT 4
17 14

COMPLIANCE WITH

OCCUPATIONAL HEALTH

AND SAFETY GUIDE
LS 1 ------
Bid Total $
Company Name:
(1) refers to section in the Standard Specifications, with modifications in the Special Provisions, that describe required work.

BID FORMS

BID FORMS
C

LIST OF SUBCONTRACTORS
Pursuant to Section 4100 of the Public Contracts Code and section 2-1.33C of the standard specifications, the Bidder is required to furnish the following information for each Subcontractor performing more than 1/2 percent (0.5%) of the total base bid. Do not list alternative subcontractors for the same work. Subcontracting must not total more than fifty percent (50%) of the submitted bid except as allowed in section 5-1.13 of the standard specifications.

For Streets & Highways projects, subcontractors performing less than ten thousand dollars ($10,000) worth of work need not be mentioned. Subcontractors required to pay prevailing wage, must be registered with the Department of Industrial Relations pursuant to Labor Code section 1725.5 to be listed.

NOTE: If there are no subcontractors, write “NONE” and submit with bid.

Name Under Which
Subcontractor is Licensed License Number
DIR Public Works
Registration
Number
Address and Phone
Number of Office, Mill or
Shop
Specific Description
of Subcontract
% of
Total
Base
Bid

Attach additional sheets as needed.

BID FORMS

BID FORMS
D
PUBLIC CONTRACT CODE SECTION 10285.1 STATEMENT
In compliance with Public Contract Code Section 10285.1 (Chapter 376, Stats. 1985), the bidder hereby declares under penalty of perjury under the laws of the State of California that the bidder, or any subcontractor to be engaged by the bidder, has ____, has not ____ been convicted within the preceding three years of any offenses referred to in that section, including any charge of fraud, bribery, collusion, conspiracy, or any other act in violation of any state or federal antitrust law in connection with the bidding upon, award of, or performance of, any public works contract, as defined in Public Contract Code Section 1101, with any public entity, as defined in Public Contract Code Section 1100, including the Regents of the University of California or the Trustees of the California State University. The term "bidder" is understood to include any partner, member, officer, director, responsible managing officer, or responsible managing employee thereof, as referred to in Section 10285.1.

NOTE: The bidder must place a check mark after "has" or "has not" in one of the blank spaces provided. The above Statement is part of the Bid. Signing this Bid on the signature portion constitute signature of this Statement. Bidders are cautioned that making a false certification may subject the certifier to criminal prosecution.

PUBLIC CONTRACT CODE SECTION 10162 QUESTIONNAIRE
In compliance with Public Contract Code Section 10162, the Bidder must complete, under penalty of perjury, the following questionnaire:

Has the bidder, any officer of the bidder, or any employee of the bidder who has a proprietary interest in the bidder, ever been disqualified, removed, or otherwise prevented from bidding on, or completing a federal, state, or local government project because of a violation of law or a safety regulation?
Yes No
If the answer is yes, attach a letter explaining the circumstances PUBLIC CONTRACT CODE SECTION 10232 STATEMENT
In compliance with Public Contract Code Section 10232, you hereby state under penalty of perjury, that no more than one final unappealable finding of contempt of court by a federal court has been issued against you within the immediately preceding two-year period because of your failure to comply with an order of a federal court which orders you to comply with an order of the National Labor Relations Board.

LABOR CODE SECTION 1725.5 STATEMENTS
The bidder has delinquent liability to an employee or the state for any assessment of back wages or related damages, interest, fines, or penalties pursuant to any final judgment, order, or determination by a court or any federal, state, or local administrative agency, including a confirmed arbitration award. Any judgment, order, or determination that is under appeal is

BID FORMS

BID FORMS
E
excluded, provided that the contractor has secured the payment of any amount eventually found due through a bond or other appropriate means.

Yes No
The bidder is currently debarred under Section 1777.1 or under any other federal or state law providing for the debarment of contractors from public works.

Yes No
NOTE: The above Statements and Questionnaire are part of the Bid. Signing this Bid on the signature portion constitute signature of this Statement and Questionnaire. Bidders are cautioned that making a false certification may subject the certifier to criminal prosecution.

BID FORMS

BID FORMS
F

NON-COLLUSION DECLARATION
I, , declare that
I am of ,
the party making the foregoing bid that the bid is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation; that the bid is genuine and not collusive or sham; that the bidder has not directly or indirectly induced or solicited any other bidder to put in a false or sham bid, and has not directly or indirectly colluded, conspired, connived, or agreed with any bidder or anyone else to put in a sham bid, or that anyone refrained from bidding; that the bidder has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the bid price of the bidder or any other bidder, or to fix any overhead, profit, or cost element of the bid price, or of that of any other bidder, or to secure any advantage against the public body awarding the contract of anyone interested in the proposed contract; that all statements contained in the bid are true; and, further, that the bidder has not, directly or indirectly, submitted his or her bid price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto, or paid, and will not pay, any fee to any corporation, partnership, company association, organization, bid depository, or to any member or agent thereof to effectuate a collusive or sham bid.

Executed on , 20 , in __
I declare under penalty of perjury under the laws of the State of California that the foregoing is true and correct.

(Signature and Title of Declarant)
(SEAL)
Subscribed and sworn to before me
this _______day of _________, 20_____

Notary Public
Company Name:____________________

BID FORMS

BID FORMS
G

BIDDER ACKNOWLEDGEMENTS
By signing below, the bidder acknowledges and confirms that this bid is based on the information contained in all contract documents, including the notice to bidders, plans, specifications, special provisions, and addendum number(s) . (Note: You are responsible to verify the number of addenda prior to the bid opening.) The undersigned further agrees that in case of default in executing the required contract, with necessary bonds, within eight days, (not including Saturdays, Sundays, and legal holidays), after having received a mailed notice that the contract is ready for signature, the proceeds of the check or bond accompanying his bid will become the property of the City of San Luis Obispo.

Licensed in accordance with an act providing for the registration of contractors, License No. , Expiration Date .

The above statement is made under penalty of perjury, and any bid not containing this information "will be considered non-responsive and will be rejected” by the City.

Signature of Bidder
(Print Name and Title of Bidder)
DIR– Public Works
Registration No:

Business Name (DBA):

Owner/Legal Name:

Indicate One: ¨Sole-proprietor ¨ Partnership ¨Corporation List Partners/Corporate Officers:

Name Title
Name Title
Name Title
Business Address
Street Address
Mailing Address
City, State, Zip Code
Phone Number
Fax Number
Email Address
Date

BID FORMS

BID FORMS
H

QUALIFICATIONS
Failure to furnish complete reference information ON THIS FORM, as specified in this project’s Notice to Bidders and indicated below, is cause to reject the bid. Additional information may be attached but is not a substitute for this form.

Reference Number 1
Customer Name & Contact Individual
Telephone & Email
Project Name (Site Address):

Is this similar to the project being bid or
did this project include building
demolition activity? Yes □ No □
Describe the services provided and how this project is similar to that which is being bid:

Date project completed:

Was this contract for a public agency?
Yes □ No □
Reference Number 2
Customer Name & Contact Individual
Telephone & Email
Project Name (Site Address):

Is this similar to the project being bid or
did this project include building
demolition activity? Yes □ No □
Describe the services provided and how this project is similar to that which is being bid:

Date project completed:

Was this contract for a public agency?
Yes □ No □
Reference Number 3
Customer Name & Contact Individual
Telephone & Email
Project Name (Site Address):

Is this similar to the project being bid or
did this project include building
demolition activity? Yes □ No □
Describe the services provided and how this project is similar to that which is being bid:

Date project completed:

Was this contract for a public agency?
Yes □ No □

BID FORMS

BID FORMS
I

ATTACH BIDDER'S BOND TO ACCOMPANY BID
Know all men by these presents:

That we ____________________________________________, AS PRINCIPAL, and _______________________________________________________, AS SURETY, are held and firmly bound unto the City of San Luis Obispo in the sum of:
____________________________________________________ Dollars (_____________) to be paid to said City or its certain attorney, its successors and assigns; for which payment, well and truly to be made, we bind ourselves, our heirs, executors and administrators, successors or assigns, jointly and severally, firmly by these presents:

THE CONDITION OF THIS OBLIGATION IS SUCH, that if the certain bid of the above bounden ______________________________________________________________________ to construct ___________________________________________________________________ (insert name of street and limits to be improved or project) dated _____________________ is accepted by the City of San Luis Obispo, and if the above bounden _______________________________________________________, his heirs, executors, administrators, successors, and assigns shall duly enter into and execute a contract for such construction and shall execute and deliver the two bonds described within ten (10) days (not including Saturdays, Sundays, or legal holidays) after the above bounden,
______________________________________________________, has received notice by and from the said City of San Luis Obispo that said contract is ready for execution, then this obligation shall become null and void; otherwise, it shall be and remain in full force and virtue.

IN WITNESS WHEREOF, we hereunto set our hands and seals this ___ day of ______, 20____.

Bidder Principal:

Signature Date
Title:

Surety:

Bidder's signature is not required to be notarized. Surety's signature must be notarized.

Equivalent form may be substituted
(Rev. 6-30-14)

SPECIAL PROVISIONS
1 SPECIAL PROVISIONS

ORGANIZATION
Special provisions are under headings that correspond with the main section heading of the Standard Specifications. Each special provision begins with a revision clause that describes or introduces a revision to the Standard Specifications. Any paragraph added or deleted by a revision clause does not change the paragraph number of the Standard Specifications for any other reference to a paragraph of the Standard Specifications.

DIVISION I GENERAL PROVISIONS
1 GENERAL
Add to Section 1-1.01 GENERAL:

The work must be done in compliance with the City of San Luis Obispo, Department of Public Works:

1. 1166 Higuera Building Demolition, Spec. No 2001066B Special Provisions

2. City of San Luis Obispo Standard Specifications and Engineering Standards – 2020 edition

3. State of California, Department of Transportation Standard Specifications and Standard Plans – 2015 edition
In case of conflict between documents, governing ranking must comply with section 5-1.02 of the City of San Luis Obispo’s Standard Specifications.

Failure to comply with the provisions of these sections is a material breach of contract:

1. Sections 5 through 8 of the Standard Specifications

2. Section 12 through 15 of the Standard Specifications

3. Section 77-1 of the Standard Specifications

4. Section 81 of the Standard Specifications

5. Authorized working hours

6. OSHA compliance
3 CONTRACT AWARD AND EXECUTION
Add Section 3-1.18B CONTRACT EXECUTION, Building Permit:
3-1.18B Building Permit
The contractor must obtain a no-fee building permit from the Community Development Department. All requirements of the building permit shall be applied to the project.

Add Section 3-1.18C CONTRACT EXECUTION, Demo Permit:
3-1.18C Demo Permit
The contractor must obtain a no-fee demo permit from the Community Development Department. All requirements of the demo permit shall be applied to the project.

Contractor will be responsible for submitting the following to the Community Development Department for the demo permit:

SPECIAL PROVISIONS

SPECIAL PROVISIONS
2 1. Water Pollution Control Plan (WCPC)/Storm Water Pollution Protection Plan (SWPPP);

2. Copy of liability insurance with the City of San Luis Obispo listed as additionally insured;

3. Copy of approved Asbestos NESHAP Notification Form from APCD.

Contractor is responsible for any other information not specified that is necessary to acquire a demo permit.
4 SCOPE OF WORK
Add to Section 4-1.03 WORK DESCRIPTION:

Comply with the provisions of Section(s) 4, 7, 8, 14, 20, 39, 73, 77, 84 and 90 or general, material, construction, and payment specifics.
7 LEGAL RELATIONS AND RESPONSIBILITY TO THE PUBLIC
Add Section 7-1.03A(4) Downtown
Contractor is responsible for notification, signage, and necessary procedures to minimize impacts on affected businesses to the extent feasible. Notification to Downtown SLO is required at least 30 days prior to the start of construction.

Add to Section 7-1.03B PUBLIC CONVENIENCE, Traffic Control Plan Work hours are restricted to 7:00 a.m. to 4:00 p.m. on all public streets.

Provide traffic control plan and traffic control application at or before the preconstruction meeting. Traffic control plan must be drawn to scale. Traffic control application may be obtained on the City’s website:
www.slocity.org/government/department-directory/public-works/documents-online/constructiondocuments Upon approval of the traffic control plan, the City will issue a no-fee Encroachment Permit.

Permittee is responsible to comply with all conditions of the traffic control plan. Complete work using due diligence to restore free flowing of traffic.

Add to Section 7-1.06C Minimum Limits of Insurance:

The City/Contractor shall utilize a licensed asbestos abatement contractor and that contract should include the following endorsements:

Contractor’s pollution liability insurance. Coverage shall provide for liability arising out of sudden, accidental, and gradual pollution, and remediation. The policy limit shall be no less than $1,000,000 per claim and in the aggregate. All activities contemplated in this agreement shall be specifically scheduled on the policy as “covered operations.” The policy shall provide coverage for remediation of the site in the event of an environmental contamination event arising out of the materials, supplies, products, work, operations, or workmanship.

SPECIAL PROVISIONS

SPECIAL PROVISIONS
3 Transportation pollution liability insurance. Coverage shall be in an amount not less than $5,000,000 combined single limit per accident and shall include Pollution Liability (CA9948) and MCS-90 Endorsements. The policy shall provide coverage for transportation of pollutants/contaminants to and from the job site and the hauling of waste from the project site to the final disposal location, including non-owned disposal sites. 14 ENVIRONMENTAL STEWARDSHIP
Add to Section 14-9.02 AIR POLLUTION CONTROL, General:

The City has obtained an annual permit for construction from the Air Pollution Control District (APCD). The annual APCD permit and construction log files are located on the City’s website:
http://www.slocity.org/government/department-directory/public-works/documentsonline/construction-documents A copy of the permit can also be found in Appendix H of the City Standards. Contractor is required to comply with the APCD permit including all notification and construction logs using the appropriate equipment. Provide training to all workers in the construction area.

Contractor must also pay, submit and comply with Asbestos NESHAP notification of demolition and renovation APCD form (Appendix E).

You must comply with section 77-1 of the standard specifications.

Contractor must comply with the Occupational, Health and Safety guide for this project, attached as Appendix F of these Special Provisions.

Add Section 14-9.02A AIR POLLUTION CONTROL, Construction:

Where contamination is encountered, you are responsible to:

1. monitor

2. record

3. report
H2S and Hydrocarbon FID readings taken every hour during work in the contamination zone or as directed by the Engineer.

Appropriate Personal Protective Equipment (PPE) must be used.

Asbestos has been identified at various locations of the project site. All existing building materials denoted as containing 2% or higher of asbestos in the attached Asbestos Report (Appendix C) must be removed by an asbestos abatement contractor licensed by the State of California prior to demolition. Lead report has been completed and can be found in Appendix D.

There is some lead throughout the building, and it shall be treated as hazardous materials. Any additional suspect paint or surface coating materials that are revealed by demolition activities should be assumed to be lead-based paint and managed as such, until properly sampled and analyzed.

SPECIAL PROVISIONS

SPECIAL PROVISIONS
4 Contractor must comply with Appendix F for Occupational Health and Safety requirements.

Contractor must provide proof of a certified hazardous waste hauler/transporter and identification of hazardous waste disposal site at a licensed hazardous waste facility prior to the start of remediation. Contractor shall submit a complete uniform hazardous waste manifest prior to the start of remediation work. Contractor will not be allowed to haul hazardous waste without City approval of a uniform hazardous waste manifest. Provide a minimum of 5 days for the Engineer to review the manifest before anticipated hauling of hazardous waste.

Contractor must adhere to existing asbestos and lead remediation processes according to Title 8 §1529 and 5208 and all other known State and Federal regulations.

All work that disturbs painted components should be conducted in compliance with the CAL OSHA Title 8, Section 1532.1, and all applicable EPA regulations.

All asbestos abatement must be completed separate from and prior to building demolition.

Hazardous materials must be stored separately from any non-hazardous materials. If hazardous materials must be stored on site, Contractor must submit a storage plan to reduce the risk to the public prior to the start of work in compliance with Appendix F.

Any hazardous materials stored on site must be secured from public access via a fence and lock.

Hazardous materials must not be stored on site for longer than 60 days. If hazardous materials remain on site for longer than 60 days, additional damages in the amount of $1000 per day will be enforced until materials are removed from the site. If contractor fails to properly dispose of hazardous waste after 90 days this constitutes lack of faithful performance of the Contractor.

Work will not be deemed complete until hazardous materials have been removed from the site and properly disposed of.

Prior to demolition of remainder of building deemed non-hazardous, contractor must supply documentation confirming remaining materials have been tested and verified as non-hazardous.

Add Section 14-9.02C AIR POLLUTION CONTROL, Payment:

Full compensation for APCD compliance and applicable engineering standards is included in the payment for other bid items unless a bid item of work is shown on the bid list item.

Compensation for APCD Permit Compliance includes, but is not limited to the following:

1. Minimum two (2) week notification to APCD before planned excavation.

2. A project description submitted to City and APCD for approval, including:
a. Specific work zone boundary where public access is restricted, b. Estimated volume to be excavated,
c. Location of nearest residence, business, and schools, d. A project specific Site Health and Safety Plan,

SPECIAL PROVISIONS

SPECIAL PROVISIONS
5 e. Starting date, project finish date, and operating hours (for hazardous materials excavations)
f. Preparation of a Monitoring, Recordkeeping and Reporting Plan (MRRP), complying with provisions listed in Appendix H of the City Standards, g. Completion of a screening health risk assessment for toxic air pollutants associated with the excavation, and project related APCD fee payments.

3. All On-site contaminated soils monitoring needed during hazardous materials excavation.

4. Asbestos NESHAP notification form from APCD.
15 EXISTING FACILITIES
Add to Section 15-1.03E Existing Awning and Fence
Contractor is responsible for removal of existing awning, fences and any other materials connecting the two buildings in between the garage and the building to be demolished as depicted below. Payment for this work is included in Bid Item number 2.

SPECIAL PROVISIONS

SPECIAL PROVISIONS
6 DIVISION VIII MISCELLANEOUS CONSTRUCTION
77 LOCAL INFRASTRUCTURE
Add to Section 77-3.03F (2) Abandonment of Sewerlines
Existing sewer lateral must be potholed and located prior to construction. All costs associated with locating the existing sewer lateral must be covered by bid item 11-Pothole and Locate (E) Sewer Lateral.

City Staff will provide guidance on wye abandonment as detailed below:

1. VCP Wye : Cut off the sewer lateral at the wye connection, plug the wye connection with a dollar plug, and use Class 2 concrete over the wye connection.

2. SDR – 35 Wye: Cut the sewer lateral leaving a 12” pup and cap is using approved SDR35 cap and glue.

3. HDPE Wye: Cut the sewer lateral leaving 12” pup and use an electro-fusion coupler with a DR17 cap.

Upon Utilities Department inspection, the City may remove the existing wye on any pipe type and install new section of plastic pipe with approved couplers.

Add to Section 77 LOCAL INFRASTRUCTURE
Section 77-5 New Planter Boxes
Planter boxes must be placed per plan and the locations must be verified by the Engineer during construction. All plants must follow the specified plant palette shown in the plans and in Appendix B. Fertilizer and soil materials must comply City Specifications section 20.

Section 77-6 Solar Lighting
Solar lighting must follow Section 86-60.2B and be placed in the locations specified on the plans. Light poles shall be per City Standard 7910, and Contractor shall install pull box and conduit from pull box to the light.

Solar panel and battery shall be separate device that retrofits to City Standard poles and shall comply with Appendix G.

Section 77-7 Existing Infrastructure
All existing infrastructure must be protected throughout construction including existing concrete pad, pay station and bollards. Removal of existing pay station and bollards by the City’s Parking Operations team before construction is necessary. Coordinate temporary removal of pay station and bollards with Project Manager.
84 MARKINGS
Add to Section 84-2.03C Application of Stripes and Markings:

Preformed thermoplastic is only allowed with the approval of the Engineer.

Replace Section 84-9.04

SPECIAL PROVISIONS

SPECIAL PROVISIONS
7 Full compensation for work specified in Section 84 and applicable Engineering Standards is included in the payment for other bid items unless a bid item of work is shown on the Bid Item List.

Add to Section 84-9.03B REMOVE TRAFFIC STRIPES AND PAVEMENT MARKERS Contractor’s existing striping removal on Higuera Street must include grinding and fog sealing.

Contractor must wait three days after fog sealing before applying new striping.

Add to Section 86-6.02B LED LUMINAIRES, Material:

Submit Solar LED Fixtures and Luminaires for review and approval by the Engineer prior to ordering. Solar LED fixtures must be:

1. All-in-one design

2. Photoelectric sensor, Auto-ON/OFF Dusk to Dawn

3. 4000 Lumen Minimum

4. Dimmable

5. 4000k-6000k

6. Capable of 12-hour lighting after dusk

7. IP65 waterproof, All Weather

8. 5-year warranty
Solar LED Fixtures and Luminaires must comply with Appendix G.

ADD DIVISION XIII APPENDICES
Add Section 100 APPENDICES:

Add Section 100-1 GENERAL:

Refer to the following Appendices for more information:

APPENDIX A – FORM OF AGREEMENT
APPENDIX B – PLANT PALETTE
APPENDIX C – ASBESTOS REPORT
APPENDIX D – LEAD PAINT SURVEY REPORT
APPENDIX E – NESHAP NOTFIACATION OF DEMOLITION AND RENOVATION

APCD FORM
APPENDIX F – OCCUPATIONAL, HEALTH AND SAFETY GUIDELINES APPENDIX G – SOLAR LIGHTING PRODUCT SPECIFICATIONS