City Council
AGENDA
Tuesday, January 13, 2026, 5:30 p.m.
Council Chambers, 990 Palm Street, San Luis Obispo
COUNCIL MEMBER SHORESMAN WILL PARTICIPATE REMOTELY FROM DOUBLETREE BY HILTON SAN DIEGO BAYSIDE: 4875 N. HARBOR DR., SAN DIEGO, CA 92106 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. CLOSED SESSION
1.a CALL TO ORDER (4:45 PM to 5:30 PM)
Mayor Erica A. Stewart will call the Closed Session of the San Luis Obispo City Council to order at 5:00 p.m. in the Council Hearing Room at City Hall, 990 Palm Street, San Luis Obispo.
1.b CONFERENCE WITH REAL PROPERTY NEGOTIATORS
Pursuant to Government Code § 54956.8
Property: APN 073-321-006
Agency Negotiators: Robert Hill, Greg Hermann,
Freddy Otte, Christine Dietrick,
Whitney McDonald
Negotiating Parties: Sharon Pollard
Under Negotiation: Price and terms of payment.
1.c ADJOURNMENT
The City Council will hold a Rescheduled Regular Meeting on January 13, 2026 in the Council Chambers at City Hall, 990 Palm Street, San Luis Obispo.
2. CALL TO ORDER
Mayor Erica A. Stewart will call the Regular Meeting of the San Luis Obispo City Council to order.
3. PLEDGE OF ALLEGIANCE
Vice Mayor Emily Francis will lead the Council in the Pledge of Allegiance.
4. PRESENTATIONS
4.a NATIONAL MENTORING MONTH - BIG BROTHERS BIG SISTERS OF
SAN LUIS OBISPO COUNTY
Mayor Stewart will present a proclamation declaring January 2026 as National Mentoring Month.
4.b NATIONAL ANTI HUMAN TRAFFICKING PREVENTION MONTH
Mayor Stewart will present a proclamation declaring January 2026 as National Anti Human Trafficking Month.
4.c CITY MANAGER REPORT
Receive a brief report from City Manager Whitney McDonald.
5. 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.
6. 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 6a to 6j.
6.a WAIVE READING IN FULL OF ALL RESOLUTIONS AND
ORDINANCES
Recommendation:
Waive reading of all resolutions and ordinances as appropriate.
6.b MINUTES REVIEW - DECEMBER 2, 2025 AND DECEMBER 15, 2025
COUNCIL MINUTES
13 Recommendation:
Approve the minutes of the City Council meeting held on December 2, 2025 and December 15, 2025.
6.c COUNCIL LIAISON SUBCOMMITTEE ASSIGNMENTS FOR 2026 25 Recommendation:
Approve the Council Liaison Subcommittee assignments for the 2026 calendar year.
6.d AUTHORIZE THE TRANSFER OF CAPITAL AND OPERATING
FUNDING FOR THE PURCHASE OF AN AUTONOMOUS FIELD
STRIPER
29 Recommendation:
Adopt a draft resolution entitled “A Resolution of the City Council of the City of San Luis Obispo, California, Authorizing the Transfer of Unused Fleet Capital Funding and Supplemental Salary Savings to the Parks Major Maintenance Capital Account for the Purchase of an Autonomous Sports Field Striper” for the Damon Garcia Sports Complex:
Approve the transfer of $38,000 in available fleet replacement funding from the Fleet Replacement Project (2000520-02.12), originally allocated for the replacement of fleet asset #0849, to the Parks Major Maintenance Capital Account (2001010); and
1. Approve the transfer of $3,640 in Parks Maintenance salary savings to the Parks Major Maintenance Capital Account
(2001010).
2. 6.e APPROVE RELEASE OF A REQUEST FOR QUALIFICATIONS FOR
AUDIO-VISUAL SERVICES
43 Recommendation:
Approve the release of a Request for Qualifications (RFQ) to establish a list of prequalified Audio-Visual (AV) Service vendors following the expiration of the 45-day notice period in compliance with AB 339 (no earlier than February 5, 2026); and
1. Authorize the Deputy City Manager to execute professional service agreements with the selected consultants; and
2. Authorize the Finance Director to execute and amend purchase orders for individual professional service agreements in an amount not-to-exceed the authorized budget.
3. 6.f AUTHORIZE THE FIRE DEPARTMENT TO ACCEPT THE PRODUCT
OF A FIRE SAFE COUNCIL GRANT, WHICH IS PREPARATION OF A
ONE-TIME PROFESSIONAL SERVICE AGREEMENT FOR
EVACUATION DATA DEVELOPMENT AND INITIAL MODELING
SERVICES FOR CITYWIDE EVACUATION PLANNING
77 Recommendation:
Authorize the Fire Department to accept the award from the San Luis Obispo County Fire Safe Council for a one-time professional service agreement for evacuation data development and initial modelling services for Citywide evacuation planning with a value of $30,000.
6.g SECOND READING AND ADOPTION OF ORDINANCE NO. 1753
(2025 SERIES) REPEALING AND REPLACING CHAPTER 14.01 OF
THE MUNICIPAL CODE (HISTORIC PRESERVATION ORDINANCE)
TO INCLUDE RECOMMENDED UPDATES AND AMENDMENTS
83 Recommendation:
Adopt Ordinance No. 1753 (2025 Series) entitled, “An Ordinance of the City Council of the City of San Luis Obispo, California, repealing Chapter 14.01 (Historic Preservation Ordinance) of the Municipal Code in its entirety and introducing and adopting a replacement Chapter 14.01 to include recommended updates and amendments as reflected in the attached Exhibit A (CODE-0758-2025)”
6.h AWARD CONSTRUCTION CONTRACT FOR SOUTH STREET AND
KING COURT CROSSING PROJECT, SPECIFICATION NO. 2001059
115
Recommendation:
Award a construction contract for the South Street and King Court Crossing Project to JJ Fisher Construction Inc. in the amount of $632,816; and,
1. Authorize the City Engineer to approve Contract Change Orders up to the available project budget, including any amendments authorized by the City Manager; and,
2. Authorize the transfer of $150,000 from the Roadway Sealing 2024 Project (Account 2000615) to the South Street and King Court Crossing Project (Account 2001059); and,
3. Approve a purchase from AM Signal, not to exceed $204,600 total, for the purchase and installation of Emergency Vehicle Preemption (EVP) equipment for San Luis Obispo Fire and Police Department vehicles.
4. 6.i APPROVAL OF A REIMBURSEMENT AGREEMENT WITH THE
COUNTY OF SAN LUIS OBIPSO FOR THE SALINAS DAM
FEASIBILITY STUDY
129
Recommendation:
Adopt a resolution entitled “A Resolution of the City Council of San Luis Obispo, California, Approving a Reimbursement
Agreement with the San Luis Obispo County Flood Control and Water Conservation District to Support the Salinas Dam
Feasibility Study;” and
1. Authorize the City Manager to execute the Reimbursement Agreement and related documents; and
2. Find the action exempt from the California Environmental Quality Act.
3. 6.j APPROVE A MEMORANDUM OF UNDERSTANDING WITH SLOCOG
AND WITH THE CITY OF SANTA MARIA FOR PILOT EXPRESS
TRANSIT SERVICES
155
Recommendation:
Authorize the Mayor to execute a Memorandum of Understanding with the San Luis Obispo Council of Governments and with the City of Santa Maria for Pilot Express Transit Services.
7. PUBLIC HEARING AND BUSINESS ITEMS
7.a ACCEPTANCE OF THE ANNUAL COMPREHENSIVE FINANCIAL
REPORT, FEDERAL SINGLE AUDIT REPORT AND
TRANSPORTATION DEVELOPMENT ACT REPORT FOR FISCAL
YEAR 2024-25 (30 MINUTES)
207
Recommendation:
Review and accept the Annual Comprehensive Financial Report, the Federal Single Audit Report and Transportation Development Act Report for Fiscal Year 2024-25.
7.b INTRODUCE AN ORDINANCE ESTABLISHING CITYWIDE SINGLE VOTE FOR COUNCIL ELECTIONS IN 2026 AND SUBSEQUENT
ELECTIONS (60 MINUTES)
527
Recommendation:
Adopt an ordinance adding chapter 2.38, entitled “Citywide Single Vote Method of Electing City Councilmembers” to the San Luis Obispo Municipal Code, implementing a new method for elections of City Councilmembers and adopting regulations providing for the administration of City Council elections by Citywide Single Vote beginning in November 2026
7.c 2026 COUNCIL COMPENSATION COMMITTEE
RECOMMENDATIONS (60 MINUTES)
545
Recommendation:
As recommended by the Council Compensation Committee:
Adopt a Resolution entitled “A Resolution of the City Council of the City of San Luis Obispo, California, setting new salaries for the Mayor and Council Members and reaffirming compensation for Planning Commission and Architectural Review Commission and amending Council’s Policies and Procedures,” increasing the monthly compensation for the Mayor from $2,923 to $4,169 per month and Council Member from $2,319 to $2,780 per
month, and provide a $160 per month stipend for any Council Member or Mayor who is appointed to a statewide board or policy committee for the duration of their appointed term, effective the first full pay period in January 2027; and renaming Professional Development funding to Reimbursable
Professional Expenses funding; and
1. Increase the Reimbursable Professional Expenses funding amount for Mayor from $3,600 to $4,400 annually and for Council Members from $2,700 to $3,300 annually. Also,
automatically roll over any remaining Reimbursable
Professional Expenses funds from the first year of a Financial
2. Plan to the second year; and
Establish an annual $1,000 reimbursement allowance for any Council Member or Mayor who is appointed to a statewide board or policy committee for travel expenses related to statewide meetings; and
3. Direct staff to explore the feasibility of an "opt-in" pilot-program to provide $25 per meeting for all City Advisory Bodies, not including the Architectural Review Commission (ARC) and Planning Commission (PC), with a cap of three meetings a month, totaling $75 per month. The ARC and PC compensation would remain at the same amount of $86 per meeting with a cap of $344 per month.
4. 8. 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
9. ADJOURNMENT
The next Regular Meeting of the City Council will be held on January 20, 2026 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
December 2, 2025, 5:30 p.m.
Council Chambers, 990 Palm Street, San Luis Obispo
Council Members
Present:
Council Member Mike Boswell, Council Member Emily Francis, Vice Mayor Michelle Shoresman, Mayor Erica A. Stewart
Council Members
Absent:
Council Member Jan Marx
City Staff Present: City Manager Whitney McDonald, Christine Dietrick, City Attorney, Teresa Purrington, City Clerk
_____________________________________________________________________ Council Member Boswell requested that he be allowed to participate remotely under the "Just Cause" provision of the Brown Act as he had a cold. The Council voted unanimously to allow him to participate remotely.
1. CALL TO ORDER
The Regular Meeting of the San Luis Obispo City Council was called to order on December 2, 2025 at 5:30 p.m. in the Council Chambers, 990 Palm Street, San Luis Obispo, by Mayor Stewart with Council Member Boswell via teleconference and Council Member Marx absent.
2. PLEDGE OF ALLEGIANCE
Vice Mayor Shoresman led the Council in the Pledge of Allegiance.
3. PRESENTATIONS
3.a CITY MANAGER REPORT
City Manager Whitney McDonald provided a report on upcoming projects.
4. PUBLIC COMMENT PERIOD FOR ITEMS NOT ON THE AGENDA
Public Comment:
Stacy Schalde
Rachel Whalen
Don Hedrick
--End of Public Comment--
2 5. CONSENT AGENDA
Vice Mayor Shoresman requested 5f be pulled from the Consent Agenda.
Public Comment:
None
--End of Public Comment--
Motion By Vice Mayor Shoresman
Second By Council Member Francis
To approve Consent Calendar Items 5a to 5e and 5g to 5m.
Ayes (4): Council Member Boswell, Council Member Francis, Vice Mayor Shoresman, and Mayor Stewart
Absent (1): Council Member Marx
CARRIED (4 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 - NOVEMBER 18, 2025 COUNCIL MINUTES
Approve the minutes of the City Council meeting held on November 18, 2025
5.c SECOND READING OF O-1751 (2025 Series) AND O-1752 (2025 SERIES) ADOPTING BY REFERENCE THE 2025 CALIFORNIA
BUILDING AND FIRE CODES WITH LOCAL AMENDMENTS
1. Adopt Ordinance No. 1751 (2025 Series) entitled, “An Ordinance of the City of San Luis Obispo, California, amending Title 15 of the Municipal Code to adopt by reference and amend the latest edition of the California Building Standards Code and adopting findings of fact to support the amendments” (Attachment A) amending Chapters 15.02 and 15.04 of the Municipal Code adopting, by reference, the 2025 editions of the California Code of Regulations Title 24, the 1997 editions of the Uniform Housing Code and the Uniform Code for the Abatement of Dangerous Buildings, and the 2024 edition of the International Property Maintenance Code, with amendments. This ordinance also includes adoption of the WUI Code.
3 2. Adopt Ordinance No. 1752 (2025 Series) entitled, “An Ordinance of the City of San Luis Obispo, California, Adopting Local Amendments to Part 6 of the Building Construction and Fire Prevention Code 2026” (Attachment B) providing local energy efficiency amendments to the California Energy Code.
5.d VICE MAYOR APPOINTMENT FOR 2026
Appoint Council Member Emily Francis to serve as Vice Mayor for a oneyear term commencing on December 3, 2025.
5.e AUTHORIZATION TO ADVERTISE BROADBAND IMPLEMENTATION PROJECT - FFA, SPECIFICATION 2001063
1. Approve the project plans and special provisions for the Broadband Implementation Project – FFA (project), Specification 2001063; 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 responsible bid is within the publicly disclosed funding amount of $2,200,000; and
4. Authorize the City Engineer to approve Contract Change Orders up to the available project budget (Account 2001063), including any amendments authorized by the City Manager; and
5. Authorize the City Manager to execute pole lease agreements with PG&E and AT&T in a form approved by the City Attorney.
5.g AUTHORIZE ADVERTISEMENT OF WATER RESOURCE RECOVERY
FACILITY BIOSOLIDS HAULING REQUEST FOR PROPOSALS
1. Authorize the advertisement of a Request for Proposals for Biosolids Hauling Services, Specification WRRF1225; and
2. Authorize the City Manager to award an agreement if the selected proposal is within the Water Resource Recovery Facility’s approved operating budget line item for biosolids hauling and management of $500,000 for fiscal year 2025-26 and $525,000 for fiscal year 2026- 27; and
3. Find the action exempt from the California Environmental Quality Act (CEQA).
4 5.h AUTHORIZATION TO AWARD BATTERY ELECTRIC BUS CHARGING INFRASTRUCTURE, SPECIFICATION NO. 2000403
1. Approve the project plans and specifications for the Battery Electric Bus Charging Infrastructure, Specification No. 2000403; and
2. Award a construction contract to Newton Construction and Management in the amount of $290,135 for the Battery Electric Bus Charging Infrastructure, Specification No. 2000403; and
3. Authorize the City Engineer to approve Contract Change Orders up to the available project budget (Account 2000403), including any amendments authorized by the City Manager; and
4. Authorize the City Engineer to execute a contract with PG&E for replacement and upgrading of the existing transformer servicing the bus chargers; and
5. Authorize staff to purchase ChargePoint chargers and power blocks from a SourceWell agreement #042221-CPI at the final price within the available project budget; and
6. Authorize the Finance Director to transfer $370,800 from the Fleet Replacement – Bus Replacement (Account No. 2000614), to the Battery Electric Bus Charging Infrastructure (Account No. 2000403).
5.i AUTHORIZATION TO REPLACE COMPUTER-AIDED DISPATCH AND
AUTOMATED VEHICLE LOCATION SYSTEM FOR SLO TRANSIT
BUSES VIA COOPERATIVE AGREEMENT
Authorize the Replacement of Computer-Aided Dispatch and Automated Vehicle Location System via Cooperative Agreement between Connexionz, Ltd. and The Interlocal Purchasing System (TIPS).
5.j AWARD CONTRACT TO RE(DESIGN) FOR HOST SERVER
EQUIPMENT
1. Authorize the City Manager to award a contract to Re(Design) for Dell replacement server infrastructure and support (Project Number 2000604-07); and,
2. Waive formal bids and authorize the use of NASPO Agreement Number 23026 Participating Addendum No. 7-23-70-55-01, as allowed under 03.24.060E of the City of San Luis Obispo Municipal Code.
5 5.k ADOPT A TEMPORARY EMPLOYEE SALARY SCHEDULE
REFLECTING 2026 MINIMUM WAGE INCREASE
Adopt Resolution No. 11613 (2025 Series) entitled, “A Resolution of the City Council of the City of San Luis Obispo, California, adopting a Revised Temporary Employee Salary Schedule” to comply with California State law, requiring a minimum wage of $16.90 per hour effective January 1, 2026.
5.l 2025 UPDATE TO CITY STANDARD SPECIFICATIONS AND
ENGINEERING STANDARDS
1. Adopt Resolution No. 11614 (2025 Series) entitled “A Resolution of the Council of the City of San Luis Obispo, California, approving 2025 Standard Specifications and Engineering Standards for Construction”; and
2. Authorize the City Engineer to allow projects currently in design or approved by Council for construction under the 2020 City Standard Specifications to continue referencing the 2020 City Standard Specifications on a case-by-case basis.
5.m FY 2025-26 CULTURAL ARTS AND COMMUNITY PROMOTIONS
GRANT AWARD MODIFICATIONS
1. Authorize the City Manager or her designee to modify allowed uses of grant funding when executing contracts for the FY 2025-26 Cultural Arts and Community Promotions (CACP) grant recipients; and
2. Authorize the City Manager or her designee to use discretion in accepting or rejecting submitted receipts from the FY 2025-26 grant recipients, up to the approved grant amount for each recipient, while ensuring overall purpose and intent remains consistent with recommendations from the Promotional Coordinating Committee and approval by City Council. Grantees must notify staff of any requested deviation in the use of funds in advance of the expenditure, and staff will bring any substantial deviations back to the PCC for consideration.
6 5.f AWARD OF CONSTRUCTION CONTRACT FOR RIGHETTI
COMMUNITY PARK
Supervising Civil Engineer Wyatt Baker-Hix and Capital Improvement Program Administrative Manager Madeline Kacsinta provided an in-depth staff report and responded to Council questions.
Public Comments:
Craig Graugnard
Jonathan
Lanny Hernandez
Mark Turner
Melanie Mills
---End of Public Comment---
Motion By Vice Mayor Shoresman
Second By Council Member Francis
1. Award a construction contract to Brough Construction, Inc. in the amount of $18,495,589 for the Righetti Community Park Project, inclusive of the Base Bid and Additive Alternate 1 (Pickleball) and Alternative 3 (Bike Pump Track); and,
2. Authorize the City Engineer to approve Contract Change Orders up to the available project budget (Account 2000054), including any amendments authorized by the City Manager; and,
3. Authorize the Finance Director to transfer funds to the Righetti Community Park Project from the following Capital Project Accounts:
a. $779,319 in Capital Outlay (LRM) from the Storm Drain Project Account (2090742); and,
b. $144,684 in Completed Projects/Undesignated Capital Account (LRM); and,
4. Appropriate $3,904,675 from the Capital Projects Reserve Fund to support the cost of the Righetti Community Park Project; and,
5. Adopt a Resolution No. 11612 (2025 Series) entitled, “A Resolution of the City Council of the City of San Luis Obispo, California, Authorizing Appropriation of $3,904,675 from the Capital Projects Reserve Fund to support the Righetti Community Park Project, Specification Number 2000054.”
7 Ayes (4): Council Member Boswell, Council Member Francis, Vice Mayor Shoresman, and Mayor Stewart
Absent (1): Council Member Marx
CARRIED (4 to 0)
6. PUBLIC HEARING AND BUSINESS ITEMS
6.a CONSIDERATION OF AN ORDINANCE AND RESOLUTION TO ADOPT
UPDATES TO THE HISTORIC PRESERVATION ORDINANCE AND
HISTORIC CONTEXT STATEMENT (CODE 0758-2025)
Principal Planner Brian Leveille and Stacey Kozakavich, Page and Turnbull provided an in-depth staff report and responded to Council questions.
Public Comments:
None
---End of Public Comment---
Motion By Mayor Stewart
Second By Council Member Francis
1. Introduce Ordinance No. 1753 (2025 Series) entitled, “An Ordinance of the City Council of the City of San Luis Obispo, California, repealing Chapter 14.01 (Historic Preservation Ordinance) of the Municipal Code in its entirety and introducing and adopting a replacement Chapter 14.01 to include recommended updates and amendments”; and finding that the project is categorically exempt from environmental review under Section 15308, Actions by Regulatory Agencies for the Protection of the Environment; and
2. Adopt Resolution No. 11615 (2025 Series) entitled, “Resolution of the City Council of the City of San Luis Obispo, California, adopting updates to the Historic Context Statement”; and finding that the project is categorically exempt from environmental review under Section 15308, Actions by Regulatory Agencies for the Protection of the Environment.
Ayes (4): Council Member Boswell, Council Member Francis, Vice Mayor Shoresman, and Mayor Stewart
8 Absent (1): Council Member Marx
CARRIED (4 to 0)
6.b GENERAL PLAN AMENDMENT FOR WASTEWATER COLLECTION
SYSTEM CAPACITY CONSTRAINED MAP AND ADOPTION OF
LATERAL REBATE PROGRAMS
Deputy Director - Wastewater Chris Lehman and Utilities Projects Manager Shawna Scott provided an in-depth staff report and responded to Council questions.
Public Comments:
Rachel Whalen
---End of Public Comment---
Motion By Vice Mayor Shoresman
Second By Mayor Stewart
1. Adopt Resolution No. 11616 (2025 Series) entitled, "A Resolution of the City Council of the City of San Luis Obispo, California Approving Amendments to the Water and Wastewater Element of the General Plan (GENP-0762-2025)"; and
2. Adopt Resolution No. 11617 (2025 Series) entitled, "A Resolution of the City Council of the City of San Luis Obispo, California, Amending the Private Sewer Lateral Replacement Rebate Program and Establishing a Private Sewer Lateral Inspection Rebate Program"; and
3. Find the actions exempt from the California Environmental Quality Act.
Ayes (4): Council Member Boswell, Council Member Francis, Vice Mayor Shoresman, and Mayor Stewart
Absent (1): Council Member Marx
CARRIED (4 to 0)
6.c ABANDONMENT OF A PORTION OF CHURCH STREET RIGHT-OFWAY AT 1804 OSOS STREET Supervising Civil Engineer Gabriel Munoz-Morris provided an in-depth staff report and responded to Council questions.
9 Public Comments:
None
---End of Public Comment---
Motion By Council Member Francis
Second By Vice Mayor Shoresman
1. Conduct a public hearing pursuant to California Streets and Highways Code (CSHC) § 8320 et seq.
2. Adopt Resolution No. 11618 (2025 Series) entitled, “A Resolution of the City Council of the City of San Luis Obispo, California, abandoning a 6-foot-wide portion of Church Street public right-ofway adjacent to 1804 Osos Street” and authorize recordation once conditions of abandonment have been met.
Ayes (4): Council Member Boswell, Council Member Francis, Vice Mayor Shoresman, and Mayor Stewart
Absent (1): Council Member Marx
CARRIED (4 to 0)
7. LIAISON REPORTS AND COMMUNICATIONS
Mayor Stewart
Attended Coast Rail Commission meeting in King City on November 21, 2025.
Attended the media preview for Cambria on November 21, 2025 Vice Mayor Shoresman
Attended the Homeless Services Oversight Committee Meeting on November 19, 2025
Flipped the Switch to Light up the Plaza on November 28, 2025 Attended Good Morning SLO on November 25, 2025
Attended meet and greet at ATSU at the former Mind Body location on November 19, 2025
Council Member Boswell
Attended SCLC meeting on November 20, 2025
10 Attended Light Up the Plaza on November 28, 2025
Council Member Francis
Attended the Investment Oversight Committee meeting on November 20, 2025
Attended Light Up the Plaza on November 28, 2025
Attended the Community Action Partnership (CAPSLO) Board of Directors meeting on November 20, 2025
8. ADJOURNMENT
The meeting was adjourned at 8:53 p.m. The Regular Meeting of the City Council on December 16, 2025 has been cancelled. Instead, the City Council will hold a Special Meeting on December 15, 2025 at 1 p.m. in the Council Hearing Room at City Hall, 990 Palm Street, San Luis Obispo.
The next rescheduled Regular Meeting of the City Council will be held on January 13, 2026 at 5:30 p.m. in the Council Chambers at City Hall, 990 Palm Street, San Luis Obispo.
APPROVED BY COUNCIL: XX/XX/202X
1 Council Minutes
December 15, 2025, 1:00 p.m.
Council Chambers, 990 Palm Street, San Luis Obispo
Council Members
Present:
Council Member Mike Boswell, Vice Mayor Emily Francis,
Council Member Jan Marx, Council Member 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 December 15, 2025 at 1:05 p.m. at Council Chambers, 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
4. BUSINESS ITEMS
4.a CONSIDERATION OF REMOVAL OF TENANT COMMISSIONER OF
THE HOUSING AUTHORITY OF THE CITY OF SAN LUIS OBISPO
(HASLO) (20 MINUTES)
Michelle Pediego, Executive Director of HASLO provided an in-depth staff report and responded to Council questions.
Public Comments:
Nancy Welsh
---End of Public Comment---
Motion By Mayor Stewart
Second By Council Member Marx
To remove Tenant Commissioner Nancy Welsh from the Housing Authority Board.
2 Ayes (5): Council Member Boswell, Vice Mayor Francis, Council Member Marx, Council Member Shoresman, and Mayor Stewart
CARRIED (5 to 0)
4.b AUTHORIZATION TO HIRE A CALPERS RETIRED ANNUITANT TO
SERVE AS FIRE CHIEF ON AN INTERIM BASIS PURSUANT TO
GOVERNMENT CODE SECTIONS 7522.56 AND 21221(H) (15
MINUTES)
City Manager Whitney McDonald provided a brief staff report and responded to Council questions.
Public Comments:
None
---End of Public Comment---
Motion By Vice Mayor Francis
Second By Council Member Marx
Adopt Resolution No. 11619 (2025 Series) entitled, “A Resolution of the City Council of the City of San Luis Obispo, California, Authorizing the City Manager to Appoint Randall Harris, who will be a CalPERS Retired Annuitant at the Time of Appointment, to Serve as Interim Fire Chief During the National Search for a Permanent Fire Chief Pursuant to Government Code Section 7522.56 and 21221(h)."
Ayes (5): Council Member Boswell, Vice Mayor Francis, Council Member Marx, Council Member Shoresman, and Mayor Stewart
CARRIED (5 to 0)
City Council moved the meeting to the Council Hearing Room.
4.c 2026 COUNCIL LIAISON AND SUBCOMMITTEE ASSIGNMENTS (90
MINUTES)
Action: Council reviewed and discussed Council’s 2026 Council Liaison and Subcommittee Assignments.
5. ADJOURNMENT
The meeting was adjourned at 2:30 p.m. The next Regular Meeting of the City Council will be held on January 13, 2026 at 5:30 p.m. in the Council Chambers at City Hall, 990 Palm Street, San Luis Obispo.
APPROVED BY COUNCIL: XX/XX/202X
Item 6c
Department: Administration
Cost Center: 1021
For Agenda of: 1/13/2026
Placement: Consent
Estimated Time: N/A
FROM: Greg Hermann, Deputy City Manager
Prepared By: Teresa Purrington, City Clerk
SUBJECT: COUNCIL LIAISON SUBCOMMITTEE ASSIGNMENTS FOR 2026
RECOMMENDATION
Approve the Council Liaison Subcommittee assignments for the 2026 calendar year.
POLICY CONTEXT
Council Policies and Procedures and the Advisory Body Handbook prescribe the method of Council Liaison Subcommittee assignments:
The Mayor and Vice Mayor shall submit recommendations to the full Council rotating nominations for Council Member Subcommittees, thereby ensuring an opportunity for each member to serve as liaison at least once on each advisory body when possible. When terms of office do not allow each member to serve once, members with greatest seniority shall have first right of selection (CP&P 6.5.2, ABH III, C, 6).
Council Policies and Procedures defines the role, purpose, and attendance of the Council Liaison as:
Council liaisons do not serve as ex-officio members of the advisory bodies, but rather as a conduit to express the position of the Council and to gain a better understanding of the issues considered by the advisory body. (CP&P
6.1.2) The purpose of the liaison assignment is to facilitate communication between the Council and advisory body. (CP&P 6.1.3) From time to time, attend advisory body meetings for observation purposes only. Liaison members should be sensitive to the fact that they are not participating members of the advisory body but are there rather to create a linkage between the City Council and advisory body. (CP&P 6.1.6)
DISCUSSION
At the December 2, 2025 City Council meeting, the Council discussed the process to make the Council Liaison and Subcommittee assignments. At the conclusion of the meeting, it was decided that a special meeting would be held on December 15, 2025, to meet and discuss the 2026 assignments.
On December 15, 2025, the Council held a special meeting where they reviewed and
Item 6c
discussed each of the assignment requests. Attachment A, the 2026 Council Liaison and Subcommittee assignments, was the outcome of the meeting.
Public Engagement
This is an administrative item, so no outside public engagement was completed. The City Council did hold a Special Meeting on December 15, 2025, where the public could attend and provide public comment. Public comment can also be provided to the City Council through written correspondence prior to the meeting and through public testimony at the meeting.
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: FY 2025-26
Funding Identified: N/A
Fiscal Analysis:
Funding Sources
Current FY
Cost
Annualized
On-going Cost
Total Project
Cost
General Fund N/A
State
Federal
Fees
Other:
Total
There are no new fiscal impacts associated with the Council Liaison Subcommittee assignments.
ALTERNATIVES
1. Council may make changes to the proposed Council Liaison Subcommittee assignments.
2. Council could direct staff to amend Council’s Policy and Procedures and the Advisory Body Handbook to change how the Liaison and Subcommittee assignments are conducted.
ATTACHMENT
A - Council Liaison Subcommittee Assignments for 2026
Council Subcommittee and Liaison Assignments for 2026
City Advisory Bodies
Interview/Rec. Appointment/Facilitate
Comm.
Meeting Frequency / Time Chair Member Chair Member
Active Transportation Committee Every other month 3rd
Thursday at 6:00 PM Shoresman Boswell Shoresman Boswell Administrative Review Board As needed - only met once a year in 2 years Francis Stewart Francis Stewart
Architectural Review Commission 1st and 3rd Monday of month - 5:30 PM Boswell Francis Marx Shoresman
Construction Board of Appeals As needed - Hasn't met in 3 years
Marx Shoresman Francis Marx
Citizen's Revenue Enhancement
Oversight Commission Minimum of 4 times per year Stewart Shoresman Stewart Boswell Cultural Heritage Committee 4th Monday of the month -
5:30 PM Francis Marx Francis Marx
Human Relations Commission Quarterly, 1st Wednesday -
5:00 PM Stewart Shoresman Shoresman Stewart
Investment Oversight Committee Quarterly Francis Marx Francis Marx Mass Transportation Committee Every other month, 2nd
Wednesday - 2:30 PM Boswell Stewart Boswell Stewart
Parks & Recreation Commission 1st Wednesday of month -
5:30 PM Francis Marx Francis Shoresman
Personnel Board As needed Stewart Marx Stewart Shoresman Planning Commission 2nd and 4th Wednesday of
every month - 6:00 PM Francis Boswell Shoresman Boswell Promotional Coordinating Committee 2nd Wednesday of every month - 5:30 PM Shoresman Boswell Francis Boswell
Tourism Business Improvement
District Board
2nd Wednesday of every
month - 10:00 AM Shoresman Francis Francis Boswell
Tree Committee 4th Monday of every month -
5:00 PM Boswell Stewart Boswell Stewart
Member Alternate Member Alternate
Housing Authority
(Mayor by state mandate) Stewart Stewart
City Selection Committee (Mayor/V.
Mayor Alternate) Once a year Stewart Shoresman Stewart Francis Citizen's Transportation Advisory
(CTAC), a SLOCOG Regional
Committee (Mayor)
Stewart Stewart
Regional Economic Action Coalition
(REACH) Stewart Stewart Rotation
Performing Arts Center Commission
(Mayor/V. Mayor Alt.) Quarterly Stewart Shoresman Stewart Francis Visit SLO County Advisory Com.
(Mayor/V. Mayor Alt.)
3rd Wednesday every month -
8:30 AM Stewart Shoresman Stewart Francis
Whale Rock Commission
(Mayor/V. Mayor Alt.)
Once a year in April or May -
1:30 PM Stewart Shoresman Stewart Francis
Area Agency on Aging (Mayor) Stewart Stewart
2025 2026
Council Subcommittee and Liaison Assignments for 2026
Member Alternate
Air Pollution Control District (APCD) 4th Wednesday every odd numbered month - 9:00 AM Marx Boswell Marx Boswell
LAFCO (Liaison only) 3rd Thursday of every month -
9:00 AM Boswell Francis Boswell Shoresman
SLO Council of Governments
(SLOCOG) Same Council Rep. as
SLORTA
Jan, Feb, April, June, August
October, December - 8:30
AM
Stewart Francis Stewart Francis
San Luis Obispo Regional Transit
Authority (SLORTA) Same Council
Rep. as SLOCOG
1st Wednesday of every
other month - 8:30 AM Stewart Francis Stewart Francis
Airport Land Use Council
Subcommittee
3rd Wednesday of the month -
1:30 PM Boswell Francis Francis Boswell
California Mens Colony Citizens
Advisory Committee (*2 year term) Every 2 months or as needed Stewart Boswell Stewart Boswell Community Action Partnership 3rd Thursday of every month - 5:15 PM Francis Boswell
Homeless Services Oversight
Committee (HSOC)
3rd Wednesday every other
month 3:00 PM Shoresman Marx Shoresman Francis
County Water Resources Adv.
Committee (BOS ratifies)
1st Wednesday of month -
1:30 PM Marx Francis Marx Boswell
County Regional Water Management
Group (RWMG) As Needed Marx Francis Stewart Marx
Nacimiento Water Project Once every 3 months, 4th
Thursday - 4:00 PM Francis Marx Francis Marx
Downtown Association Board
(Monthly)
2nd Tuesday of every Month -
7:30 AM Shoresman Boswell Shoresman Boswell
Integrated Waste Management
Authority (IWMA)
2nd Wednesday every 2
months - 1:30 PM Marx Shoresman Shoresman Boswell
Zone 9 Advisory Committee 2nd Wednesday of even
numbered months - 1:30 PM Shoresman Francis Francis Marx Cal Poly Campus Planning Committee Quarterly Shoresman Marx Shoresman Marx Climate Coalition 3rd Thursday of every month -
6:30 PM Boswell Shoresman Boswell Francis
Central Coast Community Energy
(3CE) – Policy Board Director
Quarterly - 9:00 AM or as
scheduled Stewart Marx
Member Alternate Member Alternate
Mayor's Advisory Body Chair
Quarterly Meeting (Mayor/Rotation)
Quarterly, 2nd Thursday -
11:30 AM Stewart Rotation Stewart Rotation
Student Community Liaison
Committee (Mayor/Rotation)
3rd Thursday of every month -
3:00 PM Stewart Rotation Stewart Rotation
City / University
(Mayor/Rotation) Quarterly Stewart Rotation Stewart Rotation 2025 2026
Item 6d
Department: Public Works
Cost Center: 5002
For Agenda of: 1/13/2026
Placement: Consent
Estimated Time: N/A
FROM: Aaron Floyd, Public Works & Utilities Director
Prepared By: Greg Cruce, Deputy Director – Maintenance Operations SUBJECT: AUTHORIZE THE TRANSFER OF CAPITAL AND OPERATING FUNDING
FOR THE PURCHASE OF AN AUTONOMOUS FIELD STRIPER
RECOMMENDATION
Adopt a draft resolution entitled “A Resolution of the City Council of the City of San Luis Obispo, California, Authorizing the Transfer of Unused Fleet Capital Funding and Supplemental Salary Savings to the Parks Major Maintenance Capital Account for the Purchase of an Autonomous Sports Field Striper” for the Damon Garcia Sports Complex: (Attachment A)
1. Approve the transfer of $38,000 in available fleet replacement funding from the Fleet Replacement Project (2000520-02.12), originally allocated for the replacement of fleet asset #0849, to the Parks Major Maintenance Capital Account (2001010); and
2. Approve the transfer of $3,640 in Parks Maintenance salary savings to the Parks Major Maintenance Capital Account (2001010).
POLICY CONTEXT
This action supports the City’s 2025–2027 Major City Goal of Cultural Vitality, Economic Resilience, and Fiscal Sustainability, specifically Strategy 5: Balance operational needs and infrastructure investments with consideration of the long-term fiscal sustainability of the City organization. The proposed purchase reduces long-term operational budget needs by decreasing reliance on supplemental staffing and lowering ongoing labor and material costs, while maintaining service levels within the Parks Maintenance Program.
Although the purchase of the autonomous sports field striper is below the City Council purchase threshold of $199,999, Council authorization is required because this item involves:
1. Reallocation between capital accounts – transferring $38,000 from the Fleet Replacement – Public Works Project to the Parks Major Maintenance Capital Account; and
Item 6d
2. Transfer between operating and capital funds – transferring $3,640 in salary savings from the supplemental staffing account to the Parks Major Maintenance Capital Account.
Both types of transfers fall under section 540 City’s Financial Management Policy, which requires Council approval to ensure transparency, proper appropriation, and fiscal oversight.
The purchase itself will comply with City purchasing procedures, as outlined in section
3.24.060 (C) of the Municipal Code, which allows a sole-source purchase when the item can be obtained from only one vendor. Section 202 of the City’s Financial Management Policy identifies this as a “General Goods” Tier 2 purchase, which requires approval by the Department Head and Fiscal Officer.
DISCUSSION
Background
The Parks Maintenance Program, managed by the Public Works and Utilities Department, maintains 28 park sites and 113 landscaped areas across the City, including the Damon Garcia Sports Complex (DGSC). DGSC is a 23.5-acre facility with 11 acres of turf and up to 12 sports fields, depending on the time of year. The sports complex opens after 4:00 pm on weekdays and at 7:00 am on weekends, allowing play from August through May for soccer, rugby, flag football, and lacrosse. These events draw athletes and families from the community and beyond. The City closes the sports complex in June and July each year for a comprehensive turf renovation, which is necessary to support the level of use.
DGSC has two full-time Parks Maintenance Specialists assigned to the facility, along with one Parks Maintenance Aide who spends about 60% of their time there assisting the Specialists. Duties include turf maintenance, such as annual renovations, fertilizing, mowing, edging, irrigation maintenance and repair, and field striping. They also care for the non-turfed areas of the facility, including surrounding fields, parking lots, and buildings.
Each year, following the annual turf renovation and before the facility opens, staff use field GPS equipment to precisely mark field lines, which are then manually striped. This is a weekly task totaling approximately 633 hours annually, not including time spent on machine prep or cleaning. Weekly striping is essential for optimal play and to prevent the lines from disappearing when mowed, which would require additional GPS layout.
To improve efficiency at the facility and within the Parks Maintenance Program, staff have been exploring and testing autonomous equipment. DGSC offers an ideal location for this technology because the facility is closed to the public during business hours for maintenance. Currently, there are no suitable autonomous mowers that comply with California emissions regulations, but staff continue to monitor the market for such advancements. However, staff have identified and tested two different autonomous field
Item 6d
stripers for use at DGSC and found that a Tiny Mobile Robot model effectively meets the facility's needs. This unit has also been successfully tested by the San Luis Coastal School District, eliminating the need to manually stripe all fields and thereby increasing operational efficiency. Incorporating this equipment into DGSC operations will save nearly 450 staff hours each year, enabling staff to increase maintenance at other parks, including the recently completed North Broad Street Park and the upcoming Righetti Ranch Community Park.
Public Engagement
This item is a consent item for the January 13, 2026 City Council meeting and will follow all required postings and notifications. The public will have an opportunity to comment on this item at or before the meeting.
CONCURRENCE
The Finance and Parks and Recreation Department have been advised on the purchase and concur.
ENVIRONMENTAL REVIEW
The California Environmental Quality Act (CEQA) does not apply to this action, as it involves the purchase of equipment and the reallocation of existing funds, and will not result in physical changes to the environment.
FISCAL IMPACT
Budgeted: Yes Budget Year: 2025-26
Funding Identified: Yes
Fiscal Analysis:
Funding
Sources
Total Budget
Available
Current
Funding
Request
Remaining
Balance
Annual
Ongoing
Cost
CIP Project
Account
2000520-02.12
(Fleet Repl Fund
– LRM)
$ 38,000 -$38,000 $0 $0
Salary Savings
(101.5002.51004)
$98,682 -$3,640 $95,042
CIP Project
Account 2001010-
29 (General Fund)
$0 $3,640 $3,640
CIP Project
Account 2001010-
29 (Fleet Repl –
LRM)
$0 $38,000 $38,000
Item 6d
Total $136,682 $0 $136,682 $0
A cost-saving analysis (Attachment B) shows that implementing an autonomous field striper at DGSC is expected to save nearly 450 staff hours annually and reduce paint usage for field striping from 1,344 gallons to 672 gallons. The combined labor and material savings are estimated at $36,206 annually. The staff time saved by using the autonomous striper will be redistributed across the City’s 28 parks.
The total cost of the striper — including the unit, configuration, training, and a one-year subscription — is $41,640 (Attachment C). The annual subscription is for technical support, and staff do not expect to need this subscription beyond the first year of operation. Based on the projected savings, the City is expected to recoup the capital expense within approximately 14 months of operation.
Previously, the Parks Maintenance Program relied on a retired annuitant to conduct landscape inspections at the City’s 113 landscaped sites. Due to CalPERS regulation changes, the employee resigned in June 2025, and the responsibilities were redistributed among existing staff. The vehicle assigned to the former employee had been included in the 2025–27 Capital Improvement Plan for replacement, with $38,000 allocated in Year One (Task 02.12, Fleet Replacement – Public Works Project, 2000520-02.12). This vehicle is no longer needed.
To fund the purchase of the Tiny Mobile Robot striper, $38,000 in available fleet replacement funds and $3,640 in supplemental salary savings from the vacant position are proposed for transfer to the Parks Major Maintenance Capital Account (2001010).
The supplemental staffing account within the Parks Maintenance budget currently has a balance of $98,682, of which $27,883 (28%) is available following the annuitant’s resignation and will not be allocated to other staffing needs.
ALTERNATIVES
Council could decide not to approve the transfer of funding to purchase an autonomous sports field striper. Should Council pursue this alternative, the Parks Maintenance Program would continue to manually stripe the sports fields at Damon Garcia Sports Complex, which would not improve efficiencies.
Council could direct staff to identify a different funding source. Should Council pursue this alternative, staff will look for direction on a recommended funding source and follow all applicable policies to transfer the funding to the Parks Major Maintenance Capital Account.
Council could direct staff to delay the purchase and include it in the 2027-29 Financial Plan. Should Council pursue this alternative, staff will include the necessary funding to purchase the autonomous field striper in the City’s next Financial Plan.
Item 6d
ATTACHMENTS
A - Draft Resolution authorizing the reallocation of capital and operating funds to purchase an autonomous sports field striper for the Damon Garcia Sports Complex B - Cost Savings Calculator
C - Tiny Mobile Robot Quote
R ______
RESOLUTION NO. _____ (2026 SERIES)
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN LUIS
OBISPO, CALIFORNIA, AUTHORIZING THE TRANSFER OF UNUSED
FLEET CAPITAL FUNDING AND SUPPLEMENTAL SALARY SAVINGS
TO THE PARKS MAJOR MAINTENANCE CAPITAL ACCOUNT FOR THE
PURCHASE OF AN AUTONOMOUS SPORTS FIELD STRIPER
WHEREAS, the Public Works and Utilities Department, through the Parks Maintenance Program, is responsible for maintaining the Damon Garcia Sports Complex, which contains up to 12 athletic fields and hosts year-round community sports activities; and
WHEREAS, annual athletic field striping at Damon Garcia Sports Complex requires approximately 633 hours of staff labor per year, and represents a significant ongoing operational commitment; and
WHEREAS, City staff have evaluated autonomous field striping technology and determined that using this equipment at Damon Garcia Sports Complex would save nearly 450 hours of labor each year; and
WHEREAS, the total cost of the autonomous field striper, including configuration, training, and a one-year subscription for technical support, is $41,640; and WHEREAS, $38,000 was previously allocated in the 2025–27 Capital Improvement Plan (Task 02.12, Fleet Replacement – Public Works Project, 2000520-
02.12) for the replacement of fleet asset #0849, which is no longer needed; and WHEREAS, $3,640 in supplemental salary savings from the vacant Parks Maintenance position is available for reallocation.
NOW, THEREFORE, BE IT RESOLVED by the Council of the City of San Luis Obispo that:
SECTION 1. The City Council authorizes the reallocation of $38,000 in fleet replacement funds and $3,640 in supplemental salary savings to the Parks Major Maintenance Capital Account (2001010) for the purchase of a Tiny Mobile Robot autonomous field striper.
Upon motion of Council Member ___________, seconded by Council Member ___________, and on the following roll call vote:
AYES:
NOES:
ABSENT:
Resolution No. _____ (2026 Series) Page 2
R ______
The foregoing resolution was adopted this 13th day of January 2026. ___________________________
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
Manual
190
$11,205
$10,080
Total Annual Costs $21,285
633
$37,331
$20,160
$57,491
Cost Savings
Analysis
Total Fields:9
Hours Painting:
Labor Costs:
Paint Costs:
*Estimating $15 per Gallon
Annual Savings with TinyMobileRobots
$36,206
Click here to schedule a Demo!
TinyMobileRobots
Estimated Annual
Spending:
*Estimating $33.7 per Hour
6e Item 6e
Department: Information Technology
Cost Center: 1101
For Agenda of: 1/13/2026
Placement: Consent
Estimated Time: N/A
FROM: Greg Hermann, Deputy City Manager
Prepared By: Josh Erquiaga, IT Manager
SUBJECT: APPROVE RELEASE OF A REQUEST FOR QUALIFICATIONS FOR
AUDIO-VISUAL SERVICES
RECOMMENDATION
1. Approve the release of a Request for Qualifications (RFQ) to establish a list of prequalified Audio-Visual (AV) Service vendors following the expiration of the 45-day notice period in compliance with AB 339 (no earlier than February 5, 2026); and
2. Authorize the Deputy City Manager to execute professional service agreements with the selected consultants; and
3. Authorize the Finance Director to execute and amend purchase orders for individual professional service agreements in an amount not-to-exceed the authorized budget.
POLICY CONTEXT
The City’s Purchasing Policy outlines the City’s purchasing process and requires approval of different purchases (including Professional Services) based on tiers determined by the purchase type and value. For example, professional services under $10,000 would require that a purchase requisition be approved by the Fiscal Officer and a purchase order approved by the Purchasing program in the Finance Department (Tier 1). Likewise, professional services estimated at $150,000 or more would require City Council approval and the issuance of a Request for Proposal (RFP), which would start a formal bidding process for the work needed (Tier 5). There are other tiers in between that require staff to obtain quotes from at least 3 businesses or engage in a formal bidding process, which can take considerable time.
However, if Council approves a Request for Qualifications (RFQ) under Municipal Code
3.24.070-C, the City can create a list of pre-qualified on-call consultants to create greater operational flexibility than seeking quotes and bids for each and every project. The purchase orders for individual contracts with on-call consultants cannot exceed the authorized project budget without the appropriate additional approval given the amount and project1.
1 Projects would need additional approvals based on the amount of the project and the City’s purchasing policies should they fall outside of pre-approved project budgets (e.g. CIP budgets approved by Council as part of the financial plan).
Item 6e
With that in mind, using the attached RFQ, the City’s Information Technology Manager will create a prequalified list of on-call consultants that staff would be authorized to work with based on the on-call agreements, up to allocated budget amounts by project, for the five-year agreement period.
Effective January 1, 2026, AB 339 will require notice of the City’s intent to enter into certain contracts that implicate work that could otherwise be within the scope of work of a represented bargaining group. While AB 339 was not in effect at the time of circulation of the staff report, and it is arguable whether the relevant services are within the scope of work of SLOCEA members, staff opted to provide the requisite notice before the effective date out of an abundance of caution and to afford the potentially affected bargaining group adequate time to consider the intended contract in advance of the date of City Council consideration and to provide comments if deemed necessary. Notice was provided to SLOCEA on December 22, 2026, which means that the RFQ can not be released earlier than February 5, 2026.
DISCUSSION
Background
The City maintains a number of complex audio-visual (AV) systems that support internal meetings, public meetings, and live broadcasts. These systems are installed in conference and meeting rooms throughout City facilities, as well as in the Council Chamber, which serves as the primary venue for broadcasting public meetings. Reliable and well-functioning AV systems are essential for conducting City business efficiently and ensuring compliance with public meeting regulations like the Brown Act. Recent changes to the Brown Act require the City to provide additional hybrid meeting options for public meetings by July 1, 2026. These new requirements will likely drive additional AV needs.
Due to the complexity of these systems and the specialized skills required to support them, the City has relied on contractors with expertise in professional AV design, installation, and maintenance. These contractors assist with troubleshooting, repairs, upgrades, and integration of new technology to keep systems operating consistently and in compliance with accessibility and broadcast standards.
To maintain system reliability and support future needs, staff recommend releasing a Request for Qualifications (RFQ) to identify and prequalify experienced AV service providers. Establishing a list of qualified contractors will streamline procurement for future projects and service needs, allowing staff to respond more efficiently to equipment issues, system updates, or emerging technology requirements.
There is a limited pool of skilled AV contractors on the Central Coast. By pre-qualifying known contractors that are available in the region, staff can work with contractors to get equipment repaired and/or installed in an expedited fashion.
Item 6e
Authorizing the release of this RFQ will help ensure the City’s AV infrastructure remains dependable, current, and capable of supporting both staff operations and public engagement. Respondents to the RFQ will return proposals with pricing for labor that will then be in effect for the duration of the qualified list, and equipment is generally purchased using competitively bid contracts to ensue the City is receiving competitive pricing.
Previous Council or Advisory Body Action
Public Engagement
This item will be before Council during the public session on January 13, 2026. The public can provide comments at or before the meeting. If approved by City Council, the RFQ will be advertised to the public and posted in BidSync.
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: N/A Budget Year: 2025-26
Funding Identified: N/A
Fiscal Analysis:
Funding
Sources
Total Budget
Available
Current
Funding
Request
Remaining
Balance
Annual
Ongoing
Cost
General Fund $0 $ $ $0
State
Federal
Fees
Other:
Total $0 $ $ $0
There is no fiscal impact associated with the recommendation. By issuing an RFQ, the City will establish agreements with qualified vendors to create a list of pre-qualified AV vendors. Any fiscal impact will occur following the creation of a qualified vendor list, and any contracts with consultants on this list will be subject to approved project budgets.
ALTERNATIVES
1. Council could deny authorization to release the RFQ. Not proceeding with an RFQ would require City staff to bid all AV projects independently, adding delays in
Item 6e
procurement, which could impact the City's ability to conduct business and hold public meetings.
ATTACHMENTS
A – Draft RFQ for Audio-Visual Services
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 Qualifications for Audio-Video Services
The City of San Luis Obispo is requesting proposal for audio-video service providers.
All firms interested in receiving further correspondence regarding this Request for Proposals (RFQ) will be required to complete a free registration using BidNet Direct (www.bidnetdirect.com/).
All proposals must be received by the City in a sealed envelope or via BidNet Direct by [TBD] when they will then be opened electronically via BidNet Direct on the proposal end date and time.
The preferred method for bid submission is electronically via BidNet Direct. However, if you wish to submit a paper copy, please submit it in a sealed envelope to the Department of Finance, at 990 Palm Street, San Luis Obispo, CA, 93401, at or before 3 pm on [TBD].
Questions should be submitted electronically on BidNet, and the City will answer on BidNet.
Project packages and additional information may be obtained at the City’s BidNet Direct website at www.BidNetDirect.com.
For technical help with BidNet Direct please contact BidNet Direct tech support at 800-835-4603.
TABLE OF CONTENTS
-2-
A. INTRODUCTION
The City of San Luis Obispo (City) wishes to obtain the services of professional audio-video firms to provide audio-video equipment, installation, and maintenance at various City facilities. The selected firm(s) will be issued project-specific purchase orders and projects will be assigned by the City.
B. SCOPE OF WORK
The City is seeking proposals from audio-video firms for on-call installations, maintenance, and repair services of audio-video systems at various City facilities. Contractors will provide full-service, on-call audiovideo installation, maintenance, technical support, and repair services and administer the duties and responsibilities set forth in this Request for Qualifications (RFQ), in compliance with all applicable laws, regulations, policies, and procedures.
Services to be performed include the furnishing of all labor, materials, tools, equipment, supplies, services, tasks, and incidental and customary work necessary to competently perform on-call audio-video installation, maintenance, technical support, and repair work at various City facilities.
The work will include the provision of a total maintenance and repair program consisting of a variety of tasks, including, but not limited to, designing, installing, replacing, wiring, and testing audio-video systems and components used to provide audio-video capabilities (e.g. conference room displays, web conferencing, room sharing, microphones, speakers, etc.) in municipal buildings and facilities. Services may also include installing and repairing conduit, data cabling and other materials to support audio-video systems to ensure safe, well-maintained, reliable audio-video systems for City employees and the public. The scope and number of projects and tasks are unknown at the time of contract execution.
The Contractor shall leave work areas free of all dirt, litter, or other materials utilized to perform audiovideo installation and maintenance.
The Contractor shall erect barricades, warning signs, and any other devices to prevent unauthorized access by the public or unauthorized City staff to work areas.
The Contractor shall respond to all requests for repairs or unscheduled emergency repairs as required, 24 hours per day, 365 days per year, including holidays. All costs for labor and materials for these calls shall be included in the proposal. Response time by the Contractor shall be within four (4) hours of all requests, and two (2) hours for emergency requests. Contractor shall respond on-site as needed within four (4) hours of emergency requests.
The successful proposer will be responsible for providing labor, supervision, materials, equipment, transportation, service and the shop facilities necessary to perform high quality work. Contractor will also be responsible for discarding all used materials.
It is the intent of the City of San Luis Obispo to identify and establish long-term partnerships with highly qualified contractors. To achieve the best level of service, the City believes that the relationship must be based on mutual trust and respect. Teamwork, flexibility, and cooperation will be essential characteristics of the successful Contractor.
It shall be the Contractor’s responsibility to effectively repair and maintain, to the satisfaction of the City representative, all aspects of audio-video systems in City defined facilities with minimal downtime. All maintenance and repairs shall be provided in accordance with the highest standards of the industry, skill,
-3-
workmanship, applicable trade practices, shall meet warranties and be in conformance to all applicable laws, codes and regulations. The successful Contractor’s audio-video maintenance and repairs shall, at a minimum, include but not be limited to the specifications outlined herein.
SCOPE OF SERVICE: The Contractor shall provide full-service on-call design, installation, maintenance, and repair services of audio-video systems within City Facilities as outlined in this document. Contractor shall utilize professional personnel who have successfully and competently provided municipal facility audiovideo design, installation, maintenance, and repair services on projects of similar scope and complexity. It shall be the Contractor’s responsibility to effectively repair and maintain, to the satisfaction of the City representative, all aspects of audio-video systems in City defined facilities with minimal downtime. All maintenance and repairs shall be provided in accordance with the highest standards of the industry, skill, workmanship, and applicable trade practices, shall meet warranties, and be in conformance with all applicable laws, codes, and regulations.
SERVICES TO BE PROVIDED
The successful Contractor’s audio-video installation, maintenance, and repairs shall, at a minimum, include but not be limited to the services and specifications outlined herein.
It is the Proposer’s responsibility to provide an appropriate level of staffing and provide appropriate tools and vehicles necessary to support all facility audio-video installation, maintenance, and repair functions during hours of operation and for response after normal working hours. Proposer shall maintain the appropriate license and will comply with all other license, insurance and permit requirements of the City, State and Federal governments, as well as all other requirements of the law.
SUPPORT FOR CURRENT EQUIPMENT
Proposers shall demonstrate the ability to successfully support existing hardware and software in use by the City, including but not limited to Extron, Crestron, One Beyond, and Renkus-Heinz.
DATA CABLING SCOPE
In addition to audio-video systems, proposer shall demonstrate the ability to provide data cabling services to the City, including low-voltage Ethernet indoor and outdoor plant installation, maintenance, and repair.
All work must be done in compliance with the specifications laid out in Exhibit X, Communications Cabling Standards.
SERVICE AVAILABILITY The contractor shall have service available on a twenty-four-hour-a-day, seven-daya-week basis with a response time not to exceed the following:
EMERGENCIES………….. two-hour response time (remote), four-hour (on-site) NON-EMERGENCIES…. four-hour response time (remote), next business day (on-site) Time to respond shall commence when the City reports the problem to the Contractor’s designated emergency phone number. Additionally, the contractor shall provide the ability to react immediately to situations involving the health and safety of employees and/or the public and the comfort and operational capability of any public meeting space. Routine repairs, service requests, or other non-urgent tasks shall be completed by contractor staff within one (1) working day from the date of request by a City Representative,
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or as otherwise agreed to by a City Representative and contractor staff.
FACILITY HOURS
Scheduled maintenance and repairs shall typically occur during regular business hours.
FACILITIES TO BE MAINTAINED
Facility Address
Aquatics Center: 8 am – 5 pm 900 Southwood Drive
City Hall: 8 am – 5 pm 990 Palm Street
Water Treatment Plant: 8 am – 5 pm 1900 Stenner Creek Road Water Resource Recovery Facility: 8 am – 5 pm 35 Prado Road Water Distribution Pump Stations #1 12 Highland Drive, #2 141 Bressi Place, #3 1551 Bishop Street, #4 1555 Laurel Lane, #5 3 Highland
Drive, #6 1 Miossi Road, #7 500 Prado Road
Water Distribution Reservoirs 2255 Stenner Creek Road, 1 Miossi Drive Utilities Main Office: 8 am – 5 pm 879 Morro Street
Whale Rock Reservoir: 8 am – 5 pm 108 E 13th Street (Cayucos) Wastewater Collection Lift Stations #1 35 Prado Road, #2 264 Tank Farm Road, #3 206 Margarita Ave, #4 3860 South Higuera,
#5 51 Foothill Blvd, #6 1625 Calle Joaquin,
#7 850 Fiero Lane, #8 1055 Isabella Way,
#9 175 Ventura Drive
CDD and Public Works Main Office: 8 am – 5 pm 919 Palm Street Public Works Corporation Yard: 8 am – 5 pm 25 Prado Road Parks and Recreation Office: 8 am – 5 pm 1341 Nipomo Street Parking Office: 8 am – 5 pm 871 Marsh Street
Parking Garages Citywide: 8 am – 5 pm 842 Palm Street
919 Palm Street
871 Marsh Street
Ludwick Community Center: 8 am – 5 pm 864 Santa Rosa Street Police Department 1042 Walnut St.
Police Department Annex 1106 Walnut
Fire Station 1 2160 Santa Barbara St.
Fire Station 2 136 North Chorro St.
Fire Station 3 1280 Laurel Lane
Fire Station 4 1395 Madonna Road
*The City owns and operates other facilities not listed above that may have periodic needs for electrical services.
EMERGENCY ON-CALL SERVICE Should the City request the contractor to make unscheduled, emergency audio-video system repairs, the City shall be responsible for labor and travel costs associated therewith.
These costs, as listed in the proposal, will be a critical part of the bid evaluation. Rates shall be firm for the term of the contract. The City reserves the right to contract with others for trouble calls and repairs.
BILLABLE WORK The Contractor shall not bill for unnecessary repairs, for repairs that were not completed satisfactorily, for repairs that did not fix an identified problem, or for facility visits that are made by staff
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unqualified to complete needed repairs.
STAFFING, WORKMANSHIP, AND QUALITY LEVEL The Contractor shall provide a staffing level to perform on-call audio-video maintenance and repair services at designated City facilities in a thorough and professional manner, so that the City is provided with reliable and high-quality electrical maintenance at all times. All personnel performing work under this Contract shall be directly employed and supervised by the Contractor. The Contractor shall provide management and technical supervision through competent supervisors as required. The Contractor shall be responsible for the skills, methods, and actions of all employees, subcontractors, and for all work done.
TOOLS AND EQUIPMENT The Contractor shall furnish and maintain all equipment necessary for properly servicing and maintaining audio-video systems in City buildings. The City of San Luis Obispo reserves the right to inspect equipment to be used to perform services under this contract. Any equipment determined to be in poor condition must be replaced immediately, at the contractor’s expense. Failure to provide suitable equipment for carrying out all requirements of this contract may be grounds for termination.
PARTS AND MATERIALS The Contractor shall furnish all parts and materials necessary for properly maintaining and repairing audio-video systems in City buildings. Mark-up on parts and materials may not exceed 10% of the Contractor’s cost. Invoices must identify the work performed, the cost of labor, the parts/materials used, the parts/materials cost, and the parts/materials markup cost.
INSPECTIONS AND REMEDIES To ensure consistent quality of the work being performed, the City Representative will conduct periodic inspections of audio-video systems to ensure compliance with the contract specifications. The City may inspect at any time to confirm that the work performed meets the specifications. If corrective work is required, the City will provide a written list of items, and the Contractor shall correct deficiencies as directed. If deficiencies are not corrected promptly, the City may perform the work using others and deduct the cost from the Contractor's payment.
DAMAGES The Contractor will be responsible for all damages to the facility or contents caused by the Contractor, their staff, or subcontractors during the performance of their duties.
SAFETY & SECURITY The Contractor and staff shall follow all established safety procedures and take special care not to endanger themselves or the public. The Contractor is responsible for the security of all doors at the conclusion of work in each room. All exterior doors should remain locked at all times. Interior doors that are found open or unlocked shall be left in the same position/condition in which they were found.
EMERGENCY SITUATIONS For medical or public safety emergencies occurring at the Facilities, call 9-1-1. For all building maintenance emergencies (water leaks, etc.) c
REPORTS / INVOICING
All invoices should include a detailed summary of all work and repairs performed. If a repair exceeds $1,000, a quote must be provided to the City before any work can be authorized.
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D. SCHEDULE
E. 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. Proposal Submittal. Each proposal must 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 BidSync. However, if you can’t submit electronic please send your bid 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. The insurance carrier and its A.M. Best rating.
b. Scope of coverage and limits.
c. 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 not required until contract award. The City’s insurance requirements are detailed in Section E.
4. Proposal Quotes and Unit Price Extension. The extension of unit prices for the quantities indicated and the lump sum prices quoted by the bidder must be entered in figures in the spaces provided on the Proposal Submittal Form(s). Any lump sum bid shall be stated in figures. The Proposal Submittal Form(s) must be totally completed. If the unit price and the total amount stated by any bidder for any item are not in agreement, the unit price alone will be considered as representing the bidder’s intention and the proposal total will be corrected to conform to the specified unit price.
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.
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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 has been sent by mail to it at the address given in its proposal. 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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SPECIAL TERMS AND CONDITIONS
1. Contract Award. Subject to the reservations set forth in Paragraph 9 of Section B (General Terms and Conditions) of these specifications, the contract will be awarded to the lowest responsible, responsive proposer.
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 lowest responsible, responsive proposer.
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 lowest responsible, responsive proposer and to accept the next acceptable low proposal from a proposer that is not experiencing a labor action, and to declare it to be the lowest responsible, 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. 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.
6. 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.
7. 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.
8. 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.
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9. 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.
10. Submittal of References. Each proposer shall submit a statement of qualifications and references on the form provided in the RFP package.
11. 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
FORM A: Cost Proposal
FORM B: Response to Technical Questions Form
FORM C: Wage Theft Prevention Bid Certification
FORM D: Certification of Acceptance of Terms of Agreements FORM E: Non-Collusion Declaration
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FORM A: Cost Proposal to Furnish Audio-Video On-Call Services ______________________________________________________ (“Bidder”) hereby submits this Bid Proposal to the City of San Luis Obispo (“The City”) for the above-referenced project (“Project”) in response to the Notice Inviting Proposals and in accordance with the Contract Documents referenced therein.
1. Base Bid. Bidder proposes to perform and fully provide Audio-Video On-Call Services as specified in the Contract Documents, for five years (5) for the prices in the attached Cost Proposal Schedule for AudioVideo On-Call Maintenance Services and Repairs at City Facilities (“Base Bid”). Contractor may increase rates by the CPI-Los Angeles region in [_______] beginning at the 1st day of the following year’s term.
2. Bidder’s Warranties. By signing and submitting this Bid Proposal, Bidder warrants the following:
Bidder has thoroughly examined the Contract Documents, and represents that, to the best of Bidder’s knowledge there are no errors, omissions, or discrepancies in the Contract Documents. Bidder has had the opportunity to examine the Worksite and local conditions at the Project location. Bidder is fully qualified to perform the Work.
Bid has carefully reviewed this Bid Proposal and is solely responsible for any errors or omissions contained in its completed Bid.
3. Award of Contract. By signing and submitting this Bid Proposal, Bidder agrees that if Bidder is awarded the Contract for the Project, within ten (10) days following issuance of the notice of award to Bidder, Bidder shall:
Enter into a Contract with The City in accordance with the terms of this Bid Proposal, by signing and submitting to The City the Contract form included with the Contract Documents; and Submit to The City the insurance certificate(s) and endorsement(s) as required by the Contract Documents.
This bid proposal is hereby submitted on _______________________________ /s/___________________________ _______________________________ Name and Title
_____________________________ _______________________________ Company Name CSLB License # and Expiration Date
___________________________________________
CA Dept of Industrial Relations (DIR#) and Expiration Date Address: ___________________ Email:_______________________ ___________________ Phone:______________________
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FORM A
COST SCHEDULE
Contractor Name: _______________________________
Base Bid
Item #
Item Hourly Rate Comments
1 Standard Rate for Audio-Video Services –
Apprentice
2 Standard Rate for Audio-Video Services –
Journeyman
3 Rate for Other Audio-Video Services
(Describe in comments)
4 OT Rate for Audio-Video Services –
Apprentice
5 OT Rate for Audio-Video Services –
Journeyman
6 OT Rate for Other Audio-Video Services
(Describe in comments)
7 Saturday/Sunday/Holiday Rate – Apprentice
8 Saturday/Sunday/Holiday Rate -
Journeyman
9 Attach a separate equipment rate schedule
(Describe equipment hourly rate or flat rate)
10 Emergency Rate for Audio-Video Services –
Apprentice
11 Emergency Rate for Audio-Video Services –
Journeyman
12 Emergency Rate for Other Audio-Video
Services
(Describe in comments)
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FORM B
Response to Technical Questions
On-Call Audio-Video Services RFP
Please answer the following:
Experience and Qualifications (20pts)
1. How many years has your company been in business under its present business name?
2. Describe your previous experience providing electrical on-call services at like-sized public agencies and/or private companies.
3. Describe management personnel's experience with accounts of similar size and scope, company structure, and staff assigned to the resulting agreement.
4. State any instances of being disqualified, removed, or otherwise prevented from completing the terms of any previous contracts over the past five (5) years. Give names, street addresses, and phone numbers, and explain the circumstances.
Assessment of work quality, performance, and working relationships with current clients (15pts)
1. List three (3) like-sized customers that you have provided on-call electrical services to within the last three (3) years. Provide the following information for each contact:
a. Customer Name
b. Customer Contact Name
c. Phone Number
d. Number of years your firm has provided electrical on-call services to Customer. e. Names of facilities/locations where services have been provided.
Qualifications of Staff to be assigned (10pts)
1. Attach an organizational chart for your company, or the local office that would service this contract.
2. For the local office to serve this contract, list the following:
a. Total number of staff assigned to City of San Luis Obispo b. Names and qualifications of key staff, including years in the industry and with your firm. c. Number of new hires in the last six months.
3. Briefly describe your employee training program and requirements.
Well-organized communication systems and reporting capabilities that demonstrate an ability to complete tasks efficiently and effectively, and do not require constant supervision by the City. (15pts)
1. Describe the systems your company uses to communicate between supervisors, office staff, and field staff. Also, describe the systems you use to assign, track, and evaluate work performed by your employees.
2. Describe your existing customer service program, how you would monitor customer satisfaction, how complaints will be resolved, and your plan for quality control.
3. Describe your communication plan to ensure proper communication between your representative and the City’s representative.
4. Describe in detail your Safety Program.
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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 in the scope of the specifications. Attach additional pages if required. The City reserves the right to contact each of the references listed for further 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
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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
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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 disqualifications as described in the above paragraph to declare? Yes No
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
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EXHIBIT A:
ON-CALL AGREEMENT FOR AUDIO-VIDEO SERVICES FOR PUBLIC PROJECTS 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 [CONTRACTOR’S NAME IN CAPITAL LETTERS], hereinafter referred to as Contractor.
W I T N E S S E T H
WHEREAS, on [DATE], requested proposals for On-Call Audio-Video Services WHEREAS, pursuant to said request, Contractor submitted a proposal that was accepted by City for said services.
NOW THEREFORE, in consideration of their mutual promises, obligations and covenants hereinafter contained, the parties hereto agree as follows:
1. Contract Term for On-Call Service Contracts. The term of this agreement shall be from the date this Agreement is made and entered, as first written above. The City will contract services identified in this specification for four years. Actual work may extend beyond the final date.
2. Cost Increases for On-Call Service Contracts and Contract Extension. Labor rates during the contract term may be increased on an annual basis to reflect projected increases in labor costs and overhead provided those increases are incorporated into the Contractor’s Proposal, which is incorporated into this agreement by reference.
The term of the contract may be extended by mutual consent for an additional year. During this extended period, labor rates may be increased to reflect increased labor rates and overhead provided the City is notified and those increases are incorporated into the extension.
3. 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.
4. Termination for Cause. 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 termination thereof.
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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 set forth 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-in-progress in completing the overall workscope.
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.
5. Termination for Convenience. The City also reserves the right to terminate the contract for convenience, providing a 30 (thirty) calendar day notice, at any time upon a determination by the Director that termination of the contract is in the best interest of the City. 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. 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.
6. 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 any and all applicable federal, state, county, city, and special district laws, ordinances, and regulations.
7. Sub-contract Provisions. No portion of the work pertinent to this contract shall be subcontracted without written authorization by the City, except that which is expressly identified in the Contractor’s proposal. Any substitution of sub-Contractors must be approved in writing by the City. For any sub-contract for services in excess of $25,000, the subcontract shall contain all provisions of this agreement.
8. 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.
9. 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.
10. Record Retention and Audit. For the purpose of determining compliance with various laws and regulations as well as performance of the contract, the Contractor and sub-Contractors shall maintain all books, documents, papers, accounting records and other evidence pertaining to the performance of the contract, including but not limited to the cost of administering the contract. Materials shall be made available at their respective offices at all reasonable times during the contract period and for three years from the date of final payment under the contract. Authorized representatives of the City shall have the option of inspecting and/or auditing all records.
For Federally funded projects, access to records shall also include authorized representatives of the State and Federal government. Copies shall be furnished if requested.
11. Conflict of Interest. The Contractor shall disclose any financial, business, or other relationship with the City that may have an impact upon the outcome of this contract, or any ensuing City construction project. The Contractor shall also list current clients who may have a financial interest in the outcome of this contract, or any ensuing City construction project which will follow. The Contractor staff shall provide a Conflict of Interest Statement where determined necessary by the City.
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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 sub-Contractor 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.
12. Rebates, Kickbacks or Other Unlawful Consideration. The Contractor warrants that this contract was not obtained or secured through rebates, kickbacks or other unlawful consideration, either promised or paid to any City employee. For breach or violation of the warranty, the City shall have the right in its discretion; to terminate the contract without liability; to pay only for the value of the work actually performed; to deduct from the contract price; or otherwise recover the full amount of such rebate, kickback or other unlawful consideration.
13. Covenant Against Contingent Fees. The Contractor warrants by execution of this contract that no person or selling agency has been employed, or retained, to solicit or secure this contract upon an agreement or understanding, for a commission, percentage, brokerage, or contingent fee, excepting bona fide employees or bona fide established commercial or selling agencies maintained by the Contractor for the purpose of securing business. For breach or violation of this warranty, the City has the right to annul this contract without liability; pay only for the value of the work actually performed, or in its discretion, to deduct from the contract price or consideration, or otherwise recover the full amount of such commission, percentage, brokerage, or contingent fee.
14. Compliance with Laws and Wage Rates. 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. This includes compliance with prevailing wage rates and their payment in accordance with California Labor Code. For purposed of this paragraph, “construction” includes work performed during the design and preconstruction phases of construction, including but not limited to, inspection and land surveying work.
15. Payment of Taxes. The contract prices shall include full compensation for all taxes that the Contractor is required to pay within the scope of Contractor’s performance of the contracted services.
16. Permits, Licenses and Filing Fees. The Contractor shall procure all permits and licenses, pay all charges and fees, and file all notices as they pertain to the completion of the Contractor’s work. The City will pay all application fees for permits required for the completion of the project including building and regulatory permit application fees. Contractor will provide a 10 day notice for the City to issue a check.
17. Safety Provisions. The Contractor shall conform to the rules and regulations pertaining to safety established by OSHA and the California Division of Industrial Safety.
18. 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.
19. 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.
20. Immigration Act of 1986. The Contractor warrants on behalf of itself and all sub-Contractors engaged for the performance of this work that only persons authorized to work in the United States pursuant to the Immigration
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Reform and Control Act of 1986 and other applicable laws shall be employed in the performance of the work hereunder.
21. Contractor Non-Discrimination. In the award of subcontracts or in performance of this work, the Contractor agrees that it will not engage in, nor permit such sub-Contractors as it may employ, to engage in discrimination in employment of persons on any basis prohibited by State or Federal law.
22. 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. Contractors 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 Contractor and all sub-Contractors named in its proposal shall bear sole responsibility for proposal preparation errors resulting from any misstatements or omissions in the 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 specifications will be as determined by law, any patent ambiguity or defect shall give rise to a duty of Contractor to inquire prior to proposal submittal. Failure to so inquire shall cause any such ambiguity or defect to be construed against the Contractor. An ambiguity or defect shall be considered patent if it is of such a nature that the Contractor, 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 Contractor or subContractors to notify City in writing of specification defects or ambiguities prior to proposal submittal shall waive any right to assert said defects or ambiguities subsequent to submittal of the proposal.
To the extent that these specifications constitute performance specifications, the City shall not be liable for costs incurred by the successful Contractor to achieve the project’s objective or standard beyond the amounts provided therefor 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 specifications, or any other matter whatsoever, Contractor shall immediately notify the City in writing, and the Contractor and all sub-Contractors 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.
23. Hold Harmless and Indemnification. To the fullest extent permitted by law (including, but not limited to California Civil Code Sections 2782 and 2782.8), Contractor 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 Contractor’s performance or Contractor’s failure to perform its obligations under this Agreement or out of the operations conducted by Contractor, 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 Contractor’s performance of this Agreement, the Contractor 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.
24. Non-Exclusive Contract. The City reserves the right to contract for the services listed in this proposal from other Contractors during the contract term.
25. Standards. Documents shall conform to City Standards and City furnished templates shall be used.
26. Contractor Endorsement. Technical reports, plans and specifications shall be stamped and signed by the Contractor where required.
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27. Required Deliverable Products and Revisions. The Contractor will be required to provide documents addressing all elements of the workscope. Plans shall be prepared using City’s standardized title blocks and coversheets. Draft plans may be submitted for review using either the full 24x36, 22x34, or a reduced 11x17 format. Contractor shall ensure that drawings and notes are clearly legible if using the reduced format. Specifications and bid documents shall conform to standard City formats unless authorized. The City’s current Standard Specifications and Engineering Standards must be incorporated where applicable.
City staff will review any documents or materials provided by the Contractor and, where necessary, the Contractor will respond to staff comments and make such changes as deemed appropriate. Submittals shall include the previous marked up submittal (returned to the Contractor) to assist in the second review. Changes shall be made as requested or a notation made as to why the change is not appropriate. 2 copies of the draft preliminary reports, technical studies and 50% plans and estimate 1 copy of the final preliminary reports, technical studies plus markups 3 copies of the 90% plans, specifications and estimate plus 50% markups 1 copy of the 100% plans, specifications and estimate plus 90% markups 1 copy of the final plans, specifications and estimates plus 100% markups 1 copy of the final record drawings after construction
Draft reports and plan submittals shall be submitted as paper copies.
Final documents shall be submitted as camera-ready original, unbound, each page printed on only one side, including any original graphics in place and scaled to size, ready for reproduction AND one electronic copy submitted in Adobe Acrobat format including all original stamps and signatures.
In the event the City will be compiling the final specifications, incorporating the Contractor’s work, the final specifications will also be required to be submitted in Microsoft Word format.
In the event the City will be completing the Record Drawings, the final plans will also be required to be submitted in AutoCAD.
Electronic files shall be submitted on CD and all files must be compatible with the Microsoft operating system.
Each CD must be clearly labeled and have a printed copy of the directory. Files may be emailed to the City in lieu of putting them on CD.
28. Ownership of Materials. Upon completion of all work under this contract, ownership and title to all reports, documents, plans (including PDFs and AutoCAD files), specifications, and estimates produced as part of this contract will automatically be vested in the city and no further agreement will be necessary to transfer ownership to the City. The Contractor shall furnish the City all necessary copies of data needed to complete the review and approval process.
It is understood and agreed that all calculations, drawings and specifications, whether in hard copy or machine readable form, are intended for one-time use in the construction of the project for which this contract has been entered into.
The Contractor is not liable for claims, liabilities, or losses arising out of, or connected with the modification, or misuse by the City of the machine-readable information and data provided by the Contractor under this agreement. Further, the Contractor is not liable for claims, liabilities, or losses arising out of, or connected with any use by City of the project documentation on other projects, except such use as may be authorized in writing by the Contractor.
29. 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 City
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and shall not be made available to any individual or organization by the Contractor without the prior written approval of the City.
The Contractor shall not issue any news release or public relations item of any nature, whatsoever, regarding work performed or to be performed under this contract without prior review of the contents thereof by the City and receipt of the City’s written permission.
30. 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 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.
31. Attendance at Meetings and Hearings. As part of the workscope and included in the contract price is attendance by the Contractor at up to 1 public meeting to present and discuss its findings and recommendations.
Contractor shall attend as many "working" meetings with staff as necessary in performing workscope tasks.
32. Requests for Review. The Contractor shall respond to all requests for submittal review or contractor RFI’s within two weeks of receipt of the information from the City.
33. Project Proposal Submittal. Upon completion of the project scoping meeting, the Contractor shall submit a proposed workscope, compensation and schedule within 10 working days. The cost proposal shall include all costs including miscellaneous direct cost items.
34. Contractor Invoices. The Contractor shall deliver a monthly invoice to the City, itemized by project work phase or, in the case of on-call contracts, by project title. Invoice must include a breakdown of hours billed and miscellaneous charges and any sub-Contractor invoices, similarly broken down, as supporting detail. For purposes of City fiscal year auditing, invoices for work through June 30th of any year must be delivered to the City by the second full week of July. If the June invoice is not received, the consult must combine work completed in June and July into one July invoice for payment.
35. Payment. For providing services as specified in this Agreement, City will pay and Contractor shall receive therefore compensation in a total sum not to exceed the individual agreed upon project fee. Should the Contractor’s designs, drawings or specifications contain errors or deficiencies, the Contractor shall be required to correct them at no increase in cost to the City.
For on-call services, the City will pay and the Contractor shall receive compensation as agreed to on a project by project basis.
The Contractor shall be reimbursed for hours worked at the hourly rates set forth in Contractor’s proposal attached to this agreement. Hourly rates include direct salary costs, employee benefits, overhead and fee. In addition, the Contractor shall be reimbursed for direct costs other than salary and vehicle cost that have been identified and are attached to this agreement. The Contractor’s personnel shall be reimbursed for per diem expenses at a rate not to exceed that currently authorized for State employees under State Department of Personnel Administration rules.
36. Payment Terms. The City's payment terms are 30 days from the receipt and approval by the City of an original invoice and acceptance by the City of the materials, supplies, equipment or services provided by the Contractor (Net 30).
37. Resolution of Disputes. Any dispute, other than audit, concerning a question of fact arising under this contract that is not disposed of by agreement shall be decided by a committee consisting of the City’s Project Manager and the City Director of Public Works, who may consider written or verbal information submitted by the Contractor. Not later than thirty days after completion of all deliverables necessary to complete the plans,
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specifications and estimate, the Contractor may request review by the City Council of unresolved claims or disputes, other than audit, in accordance with Chapter 1.20 Appeals Procedure of the Municipal Code.
Any dispute concerning a question of fact arising under an audit of this contract that is not disposed of by agreement, shall be reviewed by the City’s Finance Director. Not later than 30 days after issuance of the final audit report, the Contractor may request a review by the City’s Chief Fiscal Officer of unresolved audit issues. The request for review must be submitted in writing.
Neither the pendency of a dispute, nor its consideration by the City will excuse the Contractor from full and timely performance in accordance with the terms of this contract.
38. Disadvantaged Business Enterprise (DBE) Use for Federally Funded Projects. This agreement is subject to Title 49, Part 26 Code of Federal Regulations entitled “Participation by Disadvantaged Business Enterprises in Department of Transportation Financial Assistance Programs” when project work is for a federally funded project. In order to ensure the State Department of Transportation achieves its federally mandated statewide overall DBE goal, the City encourages the participation of DBEs as defined in 49 CFR 26 in the performance of this agreement. The City will make a determination on a project by project basis for reasonably expected DBE participation to compete for the sub-consulting opportunities in this agreement. The Contractor is responsible to be fully informed regarding the requirements of 49 CFR, Part 26.
The Contractor shall notify the City of any changes to its anticipated DBE participation on federally funded projects, maintain records of DBE usage and complete and submit to the City the final report of DBE utilization prior to receiving final payment. Records shall show the name and business address of each DBE and the total dollar amount actually paid to each.
The Contractor shall pay all sub-Contractors within 10 calendar days from receipt of each payment made to the Contractor by the City.
The Contractor shall carry out applicable requirements of Title 49 CFR 26 in the award and administration of US DOT assisted agreements. Failure by the Contractor to carry out these requirements is a material breach of this agreement, which may result in the termination of this agreement or such other remedy as the City deems appropriate.
39. Agreement Parties.
City: [Project Manager]
City of San Luis Obispo
919 Palm Street
San Luis Obispo, CA 93401
Contractor:
All written notices to the parties hereto shall be sent by United States mail, postage prepaid by registered or certified mail addressed as shown above.
40. Incorporation by Reference. City Request for Qualifications and Contractor's proposal dated [DATE], is attached to and made a part of this Agreement. Should there be any conflict between terms set forth in the City Request for Qualifications for Audio-video Services [_____] and Contractor’s proposal dated [DATE], the terms in this agreement and City Request for Qualifications Specification No. [___]will govern.
41. 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 Engineer.
42. Working Out of Scope. If, at any time during the project, the Contractor is directed to do work by persons other than the City Project Manager and the Contractor believes that the work is outside of the scope of the original contract, the Contractor shall inform the Project Manager immediately. If the Project Manager and Contractor
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both agree that the work is outside of the project scope and is necessary to the successful completion of the project, then a fee will be established for such work based on Contractor's hourly billing rates or a lump sum price agreed upon between the City and the Contractor. Any extra work performed by Contractor without prior written approval from the City Project Manager shall be at Contractor's own expense.
43. 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. 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 this Agreement, the said specification and incorporated documents.
44. 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.
45. Authority to Execute Agreement. Both City and Contractor do covenant that each individual executing this agreement on behalf of each party is a person duly authorized and empowered to execute Agreements for such party.
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:
___________________________________
Name of Company
___________________________________
APPROVED AS TO FORM:
___________________________________
City Attorney
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EXHIBIT A - CONTRACTOR BID PROPOSAL
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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 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.
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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 subcontractors, 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.
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 period 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 involves 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.
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Verification of Coverage. Contractor shall furnish the City with a certificate of insurance showing maintenance of the required insurance coverage, as well as endorsements affecting general liability coverage.. All endorsements are to be received and approved by the City before work commences.
City of San Luis Obispo, Council Memorandum
City of San Luis Obispo
Council Agenda Correspondence
DATE: January 13, 2026
TO: Mayor and Council
FROM: Randy Harris, Interim Fire Chief
Prepared By: Joe Little, Emergency Manager
VIA: Whitney McDonald, City Manager
SUBJECT: ITEM 6F - AUTHORIZATION FOR FIRE DEPARTMENT TO ACCEPT FIRE
SAFE COUNCIL GRANT
Staff received the following questions regarding the Fire Safe Council Evacuation Study.
The questions are below with staff’s response shown in italics:
1) Who will be conducting the evacuation analysis? Does the Fire Safe Council have a consultant?
The San Luis Obispo Fire Safe Council is using Safety Zone LLC to compete the countywide evacuation program, including the City of San Luis Obispo portion that includes detailed evacuation planning for each of the City’s 33 zones. Safety Zone specializes in web services, geographical data development, and AI driven evacuation simulations.
2) What is the anticipated timeline for completing the evacuation study? Completion of the City’s evacuation zone project is anticipated in early summer.
All 33 evacuation zones have been populated with baseline evacuation data as part of the broader citywide evacuation study, using current traffic conditions and population estimates. As the project advances, the data will be refined to incorporate traffic calming measures consistent with the City’s Vision Zero recommendations, including improvements implemented along the South Higuera corridor. The remaining work will focus primarily on integrating zone-level data into the evacuation modeling platform, with particular emphasis on modeling simultaneous evacuations involving multiple zones
Item 6f
Department: Fire
Cost Center: 8599
For Agenda of: 1/13/2026
Placement: Consent
Estimated Time: N/A
FROM: Todd Tuggle, Fire Chief
Prepared By: Nicole Vert, Business Analyst
SUBJECT: AUTHORIZE THE FIRE DEPARTMENT TO ACCEPT THE PRODUCT OF A FIRE SAFE COUNCIL GRANT, WHICH IS PREPARATION OF A ONETIME PROFESSIONAL SERVICE AGREEMENT FOR EVACUATION
DATA DEVELOPMENT AND INITIAL MODELING SERVICES FOR
CITYWIDE EVACUATION PLANNING
RECOMMENDATION
Authorize the Fire Department to accept the award from the San Luis Obispo County Fire Safe Council for a one-time professional service agreement for evacuation data development and initial modelling services for Citywide evacuation planning with a value of $30,000.
POLICY CONTEXT
The City of San Luis Obispo’s Financial Management Manual, Section 740 - Grant Management Policy states that Council shall consider approval of all grant applications in excess of $5,000 and delegate receipt and contract execution to the City Manager.
DISCUSSION
State, federal, and non-profit grants are occasionally offered to assist local governments with the financial impacts associated with daily operations and/or mandated programs.
The Fire Department actively seeks out these opportunities to enhance the effectiveness of the Department while increasing fiscal sustainability for the City. The San Luis Obispo County Fire Safe Council received a grant that which is in line with these goals and addresses a current need for the City: the California Climate Investment grant program.
Fire Safe Council is a statewide organization with approximately 300 local chapters in California. The organization provides support for training, technical assistance plus helps communities navigate federal and state wildfire grants. The local San Luis Obispo County Fire Safe Council is a collaborative group dedicated to creating a Fire Safe environment through education, partnerships, and action by working with local municipalities in San Luis Obispo County, including the City of San Luis Obispo. The San Luis Obispo County Fire Safe Council has received the grant award to develop and enhance resiliency in local
Item 6f
communities. This grant was awarded from the California Climate Investment, a state program that uses revenue from the state’s Cap-and-Invest greenhouse gas reduction system to fund climate related projects.
As part of the effort to create resiliency in San Luis Obispo County, the Fire Safe Council has partnered with the City to create an Evacuation Analysis in alignment with AB-747 legislation. The 2019 legislation updates the requirement for the “Safety Element” of local general plans to strengthen local hazard planning, including wildfire and other emergency scenarios. The update must identify evacuation routes and analyze their capacity, safety and viability under a range of emergency scenarios. This law is intended to ensure that local hazard planning is current, thorough, and integrated into general planning processes, helping communities better prepare for and respond to emergencies.
The resulting work product will be from a collaborative effort between the City and the Fire Safe Council on developing enhanced evacuation modeling to improve planning and decision-making for a range of emergency scenarios. This modeling incorporates updated population estimates, urban density conditions, and roadway capacity, including the effects of existing and planned traffic-calming measures. The system can be tailored to evaluate different hazard types such as wildfire, flooding, or a Citywide evacuation associated with an incident at Diablo Canyon Power Plant.
The fully scalable analysis of evacuations for a single neighborhood zone, groups of adjacent zones, simultaneous multi-zone operations, or a full Citywide evacuation will be consolidated into a single Evacuation Analysis document to meet the requirements of AB747. The evacuation analysis will also provide staff with an enhanced understanding of evacuation timelines, identify potential bottlenecks, and develop more effective public safety strategies, ultimately improving the City’s overall readiness and community resilience. Additionally, tools will be incorporated into the operations of the Fire Department to enhance the effectiveness of incident management. Tools such as detailed evacuation zone assessments, trigger points for evacuations due to wildfire threats, and incorporation of target hazards into Computer Aided Dispatching response interfaces will provide incident commanders with important intelligence during emergencies.
The evacuation data development and modeling study supports the City’s Vision Zero goals by providing analytical insight into how the transportation network performs under high stress, high volume emergency conditions, which represent some of the highest-risk scenarios for traffic related fatalities and serious injuries. By identifying evacuation routes, congestion points, and roadway constraints in advance, the analysis enables the City of San Luis Obispo to anticipate and reduce conditions that increase crash risk during evacuations, including conflicting traffic movements, excessive speeds, and driver error.
This planning-level analysis supports Vision Zero principles by informing safer evacuation strategies and future transportation and emergency planning decisions that prioritize safety, predictability, and accommodation of human behavior during emergencies.
Item 6f
Previous Council or Advisory Body Action
On October 21, 2025, the City Council authorized the fire department to accept a Federal Emergency Management Agency (FEMA) Fire Prevention and Safety (FP&S) grant to begin a program of public outreach and education regarding home hardening for wildfire preparedness. This authorized the City Manager, or designee, to execute the grant documents and approve the budget changes necessary.
Public Engagement
This item is on the agenda for the January 13, 2026, City Council meeting and will follow all required postings and notifications. The public will have an opportunity to comment on this item at or before the meeting.
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. If the work associated with the grant funding requires environmental review, staff will not proceed with the project until a review has been completed.
FISCAL IMPACT
Budgeted: No Budget Year: 2025-26
Funding Identified: Yes
Fiscal Analysis:
Funding
Sources
Total Budget
Available
Current
Funding
Request
Remaining
Balance
Annual
Ongoing
Cost
General Fund $ N/A $ $ $
State
Federal
Fees
Other:
Total $ N/a $ $
There are no financial impacts directly associated with the acceptance of the grant product. The funds will be paid directly to the San Luis Obispo County Fire Safe Council for the work and the City will receive the results. There is not a required match and there will not be a financial impact to the City by accepting this grant.
ALTERNATIVES
Council could decide not to accept the grant product. Not approving acceptance of the grant product will prevent the City from receiving the full analysis.
Item 6g
Department: Community Development
Cost Center: 4006
For Agenda of: 1/13/2026
Placement: Consent
Estimated Time: N/A
FROM: Timmi Tway, Community Development Director
Prepared By: Brian Leveille, Principal Planner
SUBJECT: SECOND READING AND ADOPTION OF ORDINANCE NO. 1753 (2025 SERIES) REPEALING AND REPLACING CHAPTER 14.01 OF THE
MUNICIPAL CODE (HISTORIC PRESERVATION ORDINANCE) TO
INCLUDE RECOMMENDED UPDATES AND AMENDMENTS
RECOMMENDATION
Adopt Ordinance No. 1753 (2025 Series) entitled, “An Ordinance of the City Council of the City of San Luis Obispo, California, repealing Chapter 14.01 (Historic Preservation Ordinance) of the Municipal Code in its entirety and introducing and adopting a replacement Chapter 14.01 to include recommended updates and amendments as reflected in the attached Exhibit A (CODE-0758-2025)”
POLICY CONTEXT
General Plan
Various policies and programs in the Cultural Heritage (Chapter 3) section of the Conservation and Open Space Element support the City’s Historic Preservation Program, including the identification and preservation of historic resources. Land Use Element (LUE) Policy 12.4 also describes the intended use of the Historic Preservation Ordinance and Historic Preservation Program Guidelines by the City Council, Cultural Heritage Committee, and other advisory bodies in the review of projects within a historic district or on property with a listed historic resource to ensure protection of historic resources.
Additionally, the Historic Context Statement provides information to support the review and identification of resources. The most relevant policies to the Historic Resources Inventory update effort are listed below:
Conservation and Open Space Element (COSE) Goal 3.2: The City will expand community understanding, appreciation and support for historic and architectural resource preservation to ensure long-term protection of cultural resources.
Item 6g
Land Use Element (LUE) Implementation Policy 12.4: Historic Preservation Ordinance and Guidelines are used by the staff, City Council, Planning Commission, Cultural Heritage Committee, and other advisory bodies in the review of projects within a historic district or on property with a listed historic resource to ensure protection of historic resources. The City’s Historic Context Statement provides information to support the review and identification of resources.
Major City Goals
An update of the Historic Resources Inventory, beginning with updates of the Historic Preservation Ordinance and Historic Context Statement was included as an implementation task of the City’s Major City Goal for Cultural Vitality, Economic Resilience, and Fiscal Sustainability in the 2023-25 Financial Plan. Continued work to complete the Project was included in the 2025-27 Financial plan.
Municipal Code Chapter 14.01
The Historic Preservation Ordinance (Chapter 14.01 of the Municipal Code) implements General Plan policies for preservation and includes various provisions for the identification and protection of historic resources including significance criteria, historic classifications, review processes, and requirements that apply to proposed alterations to historic resources including the Secretary of Interior Standards and Historic Preservation Program Guidelines. For this project, various updates are focused on classifications, significance criteria, and review processes for historic significance determinations to set the framework for the upcoming update of the Historic Resources Inventory.
DISCUSSION
This item represents Phase 1 of the project to update the City’s Historic Resources Inventory, and the recommended amendments provide an updated framework and guidance for the City’s review of the current Historic Resources Inventory, future surveys, and for continued effective implementation of the City’s Historic Preservation Program into the future. Once the Historic Resources Inventory update is completed (Phase 2), the City will have achieved an updated inventory providing certainty that listed properties meet currently adopted criteria, along with more clarity and information to guide decisions when reviewing proposed alterations on historically listed properties. This will result in reduced timeframes for review, more certainty for property owners on how to approach alterations, reduced costs, and streamlined project review timeframes.
Previous Council or Advisory Body Action
Cultural Heritage Committee Review
On September 29, 2025, the Cultural Heritage Committee held a special meeting to review the draft updates to the Historic Preservation Ordinance and Historic Context Statement as part of Phase 1 of the Project. The Cultural Heritage Committee voted (5-0) to recommend the updates to the Planning Commission with minor modifications that were incorporated into the draft update documents.
Item 6g
Planning Commission Review
On October 22, 2025, the Planning Commission, on a 4-0 vote, recommended the City Council adopt the recommended updates. No changes were made to the Cultural Heritage Committee recommended updates (Attachment G, Planning Commission Resolution No. PC 1111-2025).
City Council Review
On December 2, 2025, the City Council unanimously voted (4:0) to introduce the ordinance to repeal and replace the Historic Preservation Ordinance (Attachment A) and adopting a resolution approving updates to the Historic Context Statement.
Next Steps
The updated Historic Context Statement took effect immediately upon the City Council’s vote to approve the update. Provided the Council adopts the ordinance for the Historic Preservation Ordinance update, it will become effective on February 13, 2026. Staff will initiate Phase 2 of the project to review the current Historic Resources Inventory and survey for new potential resources in the mid 2026 timeframe.
CONCURRENCE
The recommended updates were reviewed by the City Attorney’s Office and staff collaborated with the Office of Diversity, Equity, and Inclusion (DEI) for outreach on the Historic Context Statement.
ENVIRONMENTAL REVIEW
The recommended updates to the Historic Preservation Ordinance and Historic Context Statement consists of actions by a regulatory agency authorized by the state or local ordinance, to assure the maintenance, restoration, or protection of the environment, and therefore, are categorically exempt from environmental review (Section 15308, Actions by Regulatory Agencies for Protection of the Environment).
FISCAL IMPACT
Budgeted: Yes Budget Year: 2023-26
Funding Identified: Yes
Fiscal Analysis:
Funding
Sources
Total Budget
Available
Current
Funding
Request
Remaining
Balance
Annual
Ongoing
Cost
General Fund $250,000
Phase 1 and 2
$0 $182,289.78 $0
State
Federal
Fees
Other:
Total $ 250,000 $0 $ 182,289.78 $0
Item 6g
There is no fiscal impact associated with the recommended actions of this report. The cost of the consultant services that were necessary for the update to the Historic Preservation Ordinance and Historic Context Statement were allocated through the budget process, as this was a Major City Goal workplan item for the Community Development Department. The allocated amount was for both phases of the project including Phase 1, which is the current update of the Historic Preservation Ordinance and Historic Context Statement ($100,000) and Phase 2 which includes the update of the Historic Resources Inventory ($150,000) which will be initiated in the 2026 timeframe.
ALTERNATIVES
1. Council could continue review of the recommended updates. Council can continue the item for any additional information needed. An action to continue the item should include a description or list of additional information or analysis required to make a decision so that staff and the consultant can be prepared with additional information.
2. Council could modify the recommended updates. The Council could decide to make minor, non-substantive modifications to Chapter 14.01 (Historic Preservation Ordinance) for staff to incorporate into final documents. Any material changes to the Final Ordinance would require reintroduction and adoption at subsequent meetings.
3. Council could decide not to adopt the recommended updates. Completion of Phase 1 of the Historic Resources Inventory update would not be accomplished with this Council action.
ATTACHMENTS
A - Ordinance No. 1753 (2026 Series)
B - Exhibit A: Chapter 14.01 (Historic Preservation Ordinance)
O-1753
ORDINANCE NO. 1753 (2025 SERIES)
AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF SAN LUIS OBISPO, CALIFORNIA, REPEALING CHAPTER 14.01 (HISTORIC
PRESERVATION ORDINANCE) OF THE MUNICIPAL CODE IN ITS
ENTIRETY AND INTRODUCING AND ADOPTING A REPLACEMENT
CHAPTER 14.01 TO INCLUDE RECOMMENDED UPDATES AND
AMENDMENTS AS REFLECTED IN THE ATTACHED EXHIBIT A (CODE0758-2025) WHEREAS, the Cultural Heritage Committee of the City of San Luis Obispo held a public hearing on September 29, 2025, to review proposed amendments to the City’s Historic Preservation Ordinance and Historic Context Statement and recommended the Planning Commission recommend adoption and approval of the updates to the City Council; and
WHEREAS, the Planning Commission of the City of San Luis Obispo conducted a public hearing in the Council Chambers of City Hall, 990 Palm Street, San Luis Obispo, California on October 22, 2025, to review amendments to the Historic Preservation Ordinance and recommended City Council introduction and adoption of the recommended updates; and
WHEREAS, the City Council of the City of San Luis Obispo conducted a public hearing in the Council Chamber of City Hall, 990 Palm Street, San Luis Obispo, California on December 2, 2025, for the purpose of considering the recommended updates to the Historic Preservation Ordinance and voted to introduce an ordinance for its repeal and replacement; and
WHEREAS, the City Council of the City of San Luis Obispo conducted a hearing in the Council Chamber of City Hall, 990 Palm Street, San Luis Obispo, California on January 13, 2025, for the purpose of considering adoption of an ordinance to repeal and replace the Historic Preservation Ordinance; and
WHEREAS, notices of said public hearings were made at the time and in the manner required by law; and
WHEREAS, the recommended amendments to the Historic Preservation Ordinance are Phase 1 of the Council authorized Historic Resources Inventory project (Project) and provides updated significance criteria and historic classifications for Phase 2 of the Project, which will include review and update of the existing Historic Resources Inventory and surveys for new potential historic resources; and WHEREAS, notices of said public hearing were made at the time and in the manner as required by law; and
Ordinance No. 1753 (2025 Series) Page 2
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WHEREAS, the City Council has duly considered public input and the evaluation and recommendations by staff, the Cultural Heritage Committee, and Planning Commission.
NOW, THEREFORE, BE IT ORDAINED by the Council of the City of San Luis Obispo as follows:
SECTION 1. Incorporation of Recitals. The City Council find that the foregoing recitals and agenda report presented with this ordinance are true and correct and are incorporated in the ordinance by this reference and adopted as the findings of the City Council.
SECTION 2. Findings. Based upon all the evidence, the City Council makes the following findings:
1. The proposed updates to the Historic Preservation Ordinance are consistent with and implement Land Use Element Policy 12.4 since the updates support the review and identification of historic resources.
2. The proposed updates are consistent with and implement General Plan Conservation and Open Space Element Goal 3.2 since the proposed amendments update the Historic Preservation Ordinance which provides the significance criteria and historic classifications for the determination of properties that are historically significant.
3. The proposed amendments are consistent with and implement General Plan Conservation and Open Space Element Policy 3.3.1 by updating documents that are used to identify significant historic resources.
4. The proposed amendments are consistent with and implement General Plan Conservation and Open Space Element Program 3.6.1 by assisting the Cultural Heritage Committee with the identification and development of information on historical resources.
5. The proposed amendments are consistent with Certified Local Government requirements from the Office of Historic Preservation (OHP) to keep and maintain an updated historic resources inventory based on the criteria of a local ordinance.
SECTION 3. Environmental Determination. The recommended updates to the Historic Preservation Ordinance and Historic Context Statement consist of actions by a regulatory agency authorized by the state or local ordinance, to assure the maintenance, restoration, or protection of the environment, and are therefore categorically exempt from environmental review (Section 15308, Actions by Regulatory Agencies for Protection of the Environment).
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SECTION 4. Action. New Chapter 14.01 (Historic Preservation Ordinance), as set forth in Exhibit A, is hereby introduced to replace existing Chapter 14.01 in its entirety upon adoption. In accordance with the changes made to Chapter 14.01, as fully set forth in Exhibit A, all existing properties in the City’s Historic Resources Inventory with the designation of “Master List” shall be redesignated as “Landmark” historic resources and all existing properties in the City’s Historic Resources Inventory with the designation of “Contributing List” shall be redesignated as “Local Register” historic resources upon the effective date of this ordinance.
SECTION 5. Severability. If any subdivision, paragraph, sentence, clause, or phrase of this Ordinance is, for any reason, held to be invalid or unenforceable by a court of competent jurisdiction, such invalidity or unenforceability shall not affect the validity or enforcement of the remaining portions of this Ordinance, or any other provisions of the city's rules and regulations. It is the city's express intent that each remaining portion would have been adopted irrespective of the fact that any one or more subdivisions, paragraphs, sentences, clauses, or phrases be declared invalid or unenforceable.
Ordinance No. 1753 (2025 Series) Page 4
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SECTION 6. Implementation. A summary of this ordinance, together with the names of Council members voting for and against, shall be published at least five (5) days prior to its final passage in The New Times, a newspaper published and circulated in this City. This ordinance shall go into effect at the expiration of thirty (30) days after its final passage.
INTRODUCED on the 2
nd day of December, 2025, AND FINALLY ADOPTED by
the Council of the City of San Luis Obispo on the 13th day of January, 2026, on the following vote:
AYES:
NOES:
ABSENT:
__________________________
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
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Chapter 14.01
HISTORIC PRESERVATION ORDINANCE
14.01.010 Findings and purpose.
A. Findings.
1. The city of San Luis Obispo has a distinctive physical character and rich history that are reflected in its many cultural and historic resources. These irreplaceable resources are important to the community’s economic vitality, quality of life, and sense of place, and need protection from deterioration, damage, and inappropriate alteration or demolition.
2. The city of San Luis Obispo has been fortunate to have owners who care about the history of their community and have undertaken the costly and time-consuming task of restoring, maintaining, and enhancing their historic homes and commercial buildings. Their efforts have enhanced the distinctive character and sense of place of the community.
3. The California Environmental Quality Act (“CEQA”) considers historic resources to be part of the environment that may be adversely affected by projects subject to public agency review. The establishment of clear local guidance for the identification and preservation of such resources lends clarity and certainty to the review of those development applications involving historic resources that are subject to review under CEQA.
B. Purpose. The broad purpose of this chapter is to promote public health, safety, and welfare through the identification, protection, enhancement, and preservation of those properties, structures, sites, artifacts, and other cultural and historic resources that represent distinctive elements of San Luis Obispo’s cultural, educational, social, economic, political, and architectural history. Specifically, this chapter sets forth regulations and procedures to:
1. Identify, protect, preserve, and promote the continuing use and upkeep of San Luis Obispo’s historic buildings, structures, objects, sites, and landscape features through establishment and maintenance of the Inventory of Historic Resources.
2. Foster the retention and restoration of historic buildings and other historic resources that promote tourism, economic vitality, sense of place, and diversity.
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3. Encourage private stewardship of historic buildings and other historic resources through incentives where possible.
4. Implement the historic preservation goals and policies of the conservation and open space element of the general plan.
5. Promote the conservation of valuable material and embodied energy in historic structures through the continued use, restoration and repair, and on-going maintenance of historic resources.
6. Promote the knowledge, understanding, and appreciation of the City’s distinctive character, historic resources, and history.
7. Establish the procedures and significance criteria to be applied when evaluating development project effects on historic resources.
8. Fulfill the City’s responsibilities as a Certified Local Government under state and federal regulations and for federal Section 106 reviews.
9. Establish the policy of the City to pursue all reasonable alternatives to achieve compliance with this chapter for the protection of historic resources prior to initiating penalty proceedings as set forth in Section 14.01.140.
14.01.020 Definitions.
For the purposes of this chapter, certain terms, words, and their derivatives are used as follows:
1. “Adjacent” means located on property that abuts the subject property on at least one point of the property line, on the same property, or located on property directly across right-of-way from the subject property and able to be viewed concurrently.
2. “Adverse effects” means effects, impacts or actions that are detrimental or potentially detrimental to a historic resource’s historical integrity and its ability to convey its significance.
3. “Alteration” means change, repair, replacement, remodel, modification, or new construction to: (1) the exterior of a historic resource or adjacent building on the same
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parcel, (2) the structural elements that support the exterior walls, roof, or exterior elements of a historic resource or adjacent building on the same parcel or within the project site, (3) other construction on a parcel shared with a historic resource or within the project site, or (4) character defining features of the interior of a historic resource if the structure’s significance is wholly or partially based on interior features and the resource is publicly accessible. “Alteration” does not include ordinary landscape maintenance, unless landscape features are identified as character-defining at the time a property is listed or found eligible. “Alteration” also does not include ordinary property maintenance or repair that is exempt from a building permit.
4. “ARC” means the Architectural Review Commission as appointed by the City Council.
5. “Archaeological site” means those areas where archaeological resources are present and may include precontact or historic-period archaeological materials and deposits.
Archaeological sites may extend horizontally across multiple parcels or property lines.
6. “California Register” means the California Register of Historical Resources defined in California PRC 5024.1 and in CCR Title 14, Chapter 11.5, Section 4850, et seq., as it may be amended.
7. “Character-defining features” refer to those elements of the architectural character and general composition of a resource, including, but not limited to, type and texture of building material; type, design, and character of windows, doors, stairs, porches, railings, molding and other appurtenant elements; and fenestration, ornamental detailing, elements of craftsmanship, and finishes, etc.
8. “CHC” means the Cultural Heritage Committee as appointed by the City Council.
9. “City” means the City of San Luis Obispo.
10. “Contributing resource” means a property that is within the boundaries of and contributes to the significance of a Historic District.
11. “Council” means the Council of the City of San Luis Obispo.
12. “Demolition,” for the purpose of this chapter, refers to any act or failure to act that destroys, removes, or relocates, in whole or part, a historical resource such that its historic or architectural character and ability to convey its significance are materially impaired.
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13. “Department” means the Community Development Department, or the staff thereof.
14. “Deterioration” means the worsening of a structure’s condition and/or historic integrity, due to lack of maintenance, organisms, neglect, weathering and other natural forces.
15. “Director” means the director of the Community Development Department, or another person authorized by the director to act on his or her behalf.
16. “Eligible resource” means any building, structure, object, site, historic district, or historic district contributor that has been found eligible for designation through a historic resource evaluation prepared by a qualified professional and accepted by the Director and/or City Council, but that has not been formally designated in the Inventory of Historic Resources, California Register of Historical Resources, or National Register of Historic Places.
17. “Feasible” means capable of being accomplished in a successful manner within a reasonable period of time, taking into account cultural, economic, environmental, historic, legal, social, and technological factors. “Structural feasibility” means that a building or other structure can be repaired or rehabilitated so as to be safe and usable without significant loss of historic fabric. Factors to be considered when making this determination include the existence of technology that will allow the design of the work and the ability to repair, supplement or replace load-bearing members and the thermal and moisture protection systems required for continued use of the structure; and the physical capacity of the structure to withstand the repair and/or rehabilitation process without the danger of further damage.
18. “Historic context” are those patterns, themes, or trends in history by which a specific occurrence, property, or site is understood, and its meaning and significance is made clear.
19. “Historic district” means an area adopted as a Historical Preservation “H” Overlay Zone by the City under Chapter 17.56, and that has a concentration of buildings, structures, objects, sites, or landscape features that help define the area or neighborhood’s significant architectural, cultural, and historic character or sense of place.
20. “Historic Preservation Program Guidelines” means the most recent version of the Historic Preservation Program Guidelines, as adopted by the City Council and amended from time to time.
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21. “Historic resource” means any building, structure, object, site, property, landscape feature, or district that is designated locally as a Landmark, Local Register Resource, or contributor to a locally designated Historic District, or that has been designated or found eligible for designation in the California Register of Historical Resources or National Register of Historic Places as an individual resource or district contributor. This definition includes, but is not limited to, historic gardens, site features and improvements, accessory structures, signs, Traditional Cultural Properties, cultural landscapes and areas or objects of archaeological, architectural, cultural, or historic significance. Elsewhere in City publications, the terms “historic property” or “cultural resource” may be used to refer to the same definition.
22. “Historic resource evaluation” means a report prepared by a qualified professional that evaluates the significance of a resource within its historic context. It explains how the resource meets the eligibility criteria and integrity thresholds as established by local, state or federal government.
23. “Historic status” means historic designation of a listed resource as authorized by the Director or approved by the City Council.
24. “Improvement” means any building, structure, fence, gate, landscape feature (including gardens), permanent site feature, work of art, or other object constituting a physical feature of real property or any part of such feature.
25. “Inappropriate alteration” means an alteration to a historic resource that is inconsistent with the Secretary of the Interior’s Standards for the Treatment of Historic Properties and/or the Historic Preservation Program Guidelines.
26. “Integrity, architectural or historical” means the ability of a historic resource to convey its significance, typically evidenced by the retention of attributes that existed during a resource’s period of significance and including location, design, setting, materials, workmanship, feeling, and association.
27. “Inventory of Historic Resources” means the City’s list of historically designated resources and properties, consisting of Landmarks, Local Register Resources, and Historic Districts, inclusive of their contributing resources, and any historic resources subsequently added to the inventory, having been determined to meet criteria outlined and approved by the Director or City Council as described herein.
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28. “Landmark” is the highest level of individual local designation and may be applied to a historic resource that has been found significant at the local, state, or national level under one or more of the criteria described in Section 14.01.060, and that retains sufficient integrity to convey its significance.
29. “Listed resource” means properties and resources included in the Inventory of Historic Resources. The term “designated” as used herein refers to the same definition.
30. “Local Register Resource” is an individual local designation that may be applied to a historic resource that has been found significant at the local level under one or more of the criteria described in Section 14.01.060, and that retains sufficient integrity to convey its significance.
31. “Mills Act Program” refers to a program established under State law in which owners of historic buildings may, under a contract with the City, agree to preserve, maintain, and improve their property in compliance with the Secretary of the Interior’s Standards and local regulations in exchange for property tax savings.
32. “National Register” means the National Register of Historic Places, the official inventory of places significant in American history, architecture, engineering, archaeology, and culture that is maintained by the Secretary of the Interior under the authority of the Historic Sites Act of 1935 and the National Historic Preservation Act of 1966, as amended.
33. “Neglect” means the lack of maintenance, repair, or protection of a listed resource, site, structure, or property which may result in deterioration.
34. “Non-contributor” means a property that is located within the boundaries of a Historic District but does not contribute to the significance of that district.
35. “Property owner” means the person or entity (public or private) holding fee title interest or legal custody and control of a property.
36. “Qualified professional” means an individual determined by the Director to meet the Secretary of the Interior’s Professional Qualifications Standards (36 CFR Part 61, Appendix A) in history, architectural history, historic architecture, or archaeology.
37. “Relocation” means removal of a resource from its original site and its reestablishment in essentially the same form, appearance, and architectural detailing at another location.
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Relocation may refer to movement of a resource outside of the parcel within which it was originally built or established, or movement within its original parcel in a manner that alters its spatial relationships and/or orientation.
38. “Responsible party” means any person, business, corporation or entity, and the parent or legal guardian of any person under the age of eighteen years, who has committed, permitted, directed or controlled any act constituting a violation of this chapter.
39. “Secretary of the Interior’s Standards” means the Secretary of the Interior’s Standards for the Treatment of Historic Properties as published by the U.S. Department of the Interior and as amended from time to time.
40. “Setting” means the character of the site, physical area, environment, or neighborhood in which a resource is located.
41. “Site,” as used in this chapter, means the location of an event, a prehistoric or historic occupation or activity, or of a building, structure, or object whether intact, ruined, or nonextant, where the location itself possesses known or potential historic, cultural, or archaeological significance.
42. “Stabilization” means the act or process of applying measures designed to reestablish a weather-resistant enclosure and/or the structural stability of an unsafe or deteriorated property while maintaining the essential form as it exists at present.
43. “Structure,” as used in this chapter, includes anything assembled or constructed on the ground, or attached to anything with a foundation on the ground, including walls, fences, buildings, signs, bridges, monuments, and similar features.
44. “Traditional Cultural Property” refers to a site or natural landscape associated with human activities and events, including tribal cultural resources, sacred places, and cultural landscapes. Traditional cultural properties that meet one or more of the criteria described in Section 14.01.060 may be designated as historic resources.
45. “Zoning code” means Title 17 of the City’s Municipal Code, as amended from time to time.
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14.01.030 Cultural Heritage Committee (CHC).
A. Committee membership and terms. The City shall have a Cultural Heritage Committee (the “CHC” or “committee”), consisting of seven members who shall be appointed by the City Council (“council”) for terms of up to four years, which shall commence immediately upon appointment by the council consistent with Resolutions 6157 (1987 Series) and 6593 (1989 Series), and CHC bylaws or as subsequently amended. The CHC shall function within the guidelines and policies of the “Advisory Body Handbook” and perform other duties as assigned by council. The CHC is assisted by the Director and staff of the Community Development Department.
B. Duties. The CHC shall make recommendations to decision-making bodies on the following:
1. Amendments to the Historic Preservation Program Guidelines.
2. Applications for designation of Landmarks, Local Register Resources, and Historic Districts.
3. Requests for removal from designation as Landmarks, Local Register Resources, and Historic Districts (including status of contributing resource within Historic Districts).
4. Adoption of historic context statements, historic resource surveys, and design standards or guidelines.
5. Actions referred by the Director that may affect historic resources, including but not limited to new construction, additions or alterations, demolition, or relocation of or to individually designated properties, contributing resources to Historic Districts, or archaeological sites.
6. Consolidation of information about cultural and historic resources and promotion, participation in, or sponsorship of educational and interpretive programs that foster public awareness and appreciation of cultural and historic resources.
7. Development and implementation of, including review of applications for incentive programs approved by the council that are directed at preserving and maintaining historic resources (e.g., Mills Act Contracts).
8. Providing information to property owners preparing local, state, and federal historic nominations to utilize preservation incentives, including the Mills Act and federal or state tax incentives, such as rehabilitation tax credits.
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14.01.040 Community Development Director role.
The CHC is assisted by staff of the Community Development Department. The Community Development Director (“Director”) is responsible for interpreting and implementing this chapter and helping the CHC carry out its duties. The Director may refer applications to the CHC for review consistent with 14.01.030(B)(5)., The Director may determine that CHC review is not required for actions or projects that: (1) will not adversely affect historic resources, or (2) are consistent with this chapter, the Secretary of the Interior’s Standards, and the Historic Preservation Program Guidelines, and no public purpose would be served by requiring CHC review. (Ord. 1557 § 3 (part), 2010)
14.01.050 Historic resource designation.
A. The following classifications shall be used to designate historic resources. The primary categories of historic significance are Landmarks, Local Register Resources, and Historic Districts. The Department shall make the current list of designated historic resources available to the public.
1. Landmarks, defined above in 14.01.020.28, are historic resources that are of the greatest importance at the local, regional, state, or national level. in terms of age, architectural or historical significance, rarity, or association with important persons or events in the City’s past, that meet one or more of the criteria outlined in Section 14.01.060 and that retain a high degree of integrity. Landmarks are eligible for participation in the Mills Act program.
Individual properties that have been listed on the National Register of Historic Places and/or California Register of Historical Resources, and that have been assigned a California Historical Status Code of 1, are automatically included in the Inventory of Historical Resources as Landmarks.
2. Local Register Resources, defined above in 14.01.020.30, are historic resources that are important locally for their architectural or historical significance or association with important persons or events in the City’s past, according to the criteria outlined in Section
14.01.060, and that retain sufficient integrity to convey their significance.
3. Historic Districts, as defined above in 14.01.020.19, are discrete areas or neighborhoods with concentrations of buildings, structures, objects, sites, or landscape features that help
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define an area or neighborhood’s significant architectural, cultural, and historic character or sense of place, that meet one or more of the criteria outlined in Section 14.01.060, and that retain integrity. Historic districts consist of identified contributors and noncontributors within a defined boundary. Landmarks and Local Register Resources within the boundary of a historic district may be contributors or non-contributors to the district’s significance.
14.01.060 Evaluation criteria for historic resource designation.
A. In order to be eligible for designation, a Landmark, Local Register Resource, or Historic District shall be at least fifty years old (if less than fifty it must be demonstrated that sufficient time has passed to understand its historical importance), demonstrate significance under at least one of the following criteria, and retain integrity. Consult “National Register Bulletin No. 15: How to Apply the National Register Criteria for Evaluation” for guidance on determining significance.
1. Events. Associated with events that have made a significant contribution to the broad patterns of local or regional history or the cultural heritage of California or the United States.
2. Persons. Associated with the lives of persons important to local, California, or national history.
3. Architecture. Embodies the distinctive characteristics of a type, period, region, or method of construction, or represents the work of an architect or design professional of merit or possesses high artistic values.
4. Information Potential: It has yielded, or has the potential to yield, information important to the prehistory or history of the local area, California, or the nation.
B. In addition to eligibility under one or more of these significance criteria, Historic Districts must also demonstrate a sufficient concentration of contributing resources (unless discontiguous) and continuity of design or thematic associations to convey their character and significance.
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14.01.070 Designation procedures for Landmarks and Local Register Resources
A. Application for historic designation. The property owner may request that a property be designated as a Landmark or Local Register Resource by submitting a completed application to the Community Development Department (“Department”), accompanied by a historic resource evaluation report that describes the property’s significance with reference to the criteria defined in Section 14.01.060 and integrity, identifies the property’s period of significance, and lists character-defining features. The CHC or Director may recommend, or City Council may request that the City initiate preparation of an application for designation of a property as a Landmark or Local Register Resource.
B. Review process, Landmark. The CHC shall review all applications for Landmark designation, whether initiated by the City or the property owner, to determine if a property proposed for designation meets eligibility criteria for historic designation. The Director shall provide notification to the property owner and public, as required by City standards. The CHC will review the eligibility criteria for a proposed designation at a noticed public hearing. At the public hearing, the CHC shall forward a recommendation on the application to the City Council.
The City Council will take an action on the application to designate or not designate the property as a Landmark in adherence with the City’s requirements for noticing and appeal. The decision of the City Council is final.
C. Owner objection, Landmark. The City Council shall not take an action to designate a property as a Landmark against the written objection of the property owner.
D. Review process, Local Register Resource. The CHC shall review all applications for designation as a Local Register Resource, whether initiated by the City or the property owner, to determine if a property proposed for designation meets eligibility criteria for historic designation. The Director shall provide notification to the property owner and public, as required by City standards. The CHC will review the eligibility criteria for a proposed designation at a noticed public hearing. At the public hearing, the CHC shall forward a recommendation to the Director to designate or not designate the property as a Local Register Resource. The Director shall undertake the action to designate the resource in adherence with the City’s requirements for noticing and appeal.
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E. Removal from historic designation. It is the general intention of the City not to remove a property from historic designation. However, a property’s designation may be removed if new or additional information supports the finding that the property is not eligible.
1. City Council may remove a property’s Landmark status following the process for designation set forth herein.
2. At the recommendation of the CHC, the Director may remove a property’s Local Register Resource status following the process for designation set forth herein.
14.01.080 Historic district designation—Purpose and application.
A. Historic district designation. All properties within Historic Districts shall be designated by an “H” zoning. Properties zoned “H” shall be subject to the provisions and standards as provided in Chapter 17.56 (zoning) of the Municipal Code.
B. Purposes of Historic Districts. The purposes of Historic Districts and H overlay zone designation are to:
1. Implement cultural and historic resource preservation policies of the general plan, the preservation provisions of adopted area and neighborhood improvement plans, the historic preservation and archaeological resource preservation program guidelines;
2. Identify and preserve definable, unified geographical entities that possess a significant concentration, linkage, or continuity of buildings, structures, objects, sites, or landscape features united historically or aesthetically by plan or physical development;
3. Enhance and preserve the setting of historic resources so that surrounding land uses and structures do not detract from the historic or architectural integrity of designated historic resources and districts; and
4. Promote the public understanding and appreciation of historic resources.
C. Where Applied. The (H) designation may be applied to areas or neighborhoods that are historically significant according to one or more of the criteria defined in Section 14.01.060, and that include a collection or concentration of contributing historic or archaeological properties
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that define the district’s architectural and historic character or sense of place, and that possess sufficient integrity to convey their significance.
D. “H” District Combined. A historic preservation overlay district (H) may be combined with any zoning district and shall be shown by adding an “H” to the base zone designation. H district boundaries shall be drawn to follow property lines or right-of-way lines, and as set forth in the zoning regulations.
14.01.090 Process for establishing or amending Historic Districts.
A. Initiating or Amending Historic Districts. Any person may initiate the process to establish or alter the boundaries of a historic district. The process can also be initiated by the CHC, Director, or City Council.
B. Application. An application to establish or alter the boundaries of a historic district shall be submitted to the Department. The application shall meet the requirements for rezoning as described in the zoning regulations. The application shall be accompanied by a report that:
1. Describes the district’s significance with reference to the criteria defined in Section
14.01.060,
2. Describes and provides justification for the district boundary,
3. Identifies the district’s period of significance,
4. Lists contributing and non-contributing resources; all parcels within the boundaries of the district must be included in the list of contributors and non-contributors. Features within public spaces and rights-of-way, such as street furnishings and landscape features, may be listed as contributors or non-contributors to a historic district.
5. Lists designated Landmarks and Local Register Resources within the boundary of the district.
6. Includes a district map with the area to be established or changed shaded or outlined in a heavy, black boundary line. For Historic Districts with proposed boundary alterations, the original and proposed boundary to be changed must be clearly labeled.
Chapter 14.01 San Luis Obispo Municipal Code, Historic Preservation Ordinance Page 14 of 23 Historic Preservation Ordinance – January 2026
C. Review. The CHC shall review the application to determine if a district proposed for designation and zoning amendment meets eligibility criteria for historic designation and make a recommendation to the Planning Commission. The Director shall provide notification to all property owners within the proposed district boundary and public, as required by city standards. The Planning Commission shall review the CHC recommendation and rezoning application and make a recommendation to the City Council. The City Council shall review the application and the recommendations of the CHC and Planning Commission and approve or disapprove the application. The CHC, Planning Commission, and the City Council shall each conduct a noticed public hearing on the application.
14.01.100 Demolition of listed or eligible historic resources.
A. Intent. Listed and eligible historic resources (as defined in Section 14.01.020), including Landmarks, Local Register Resources, and Historic Districts and their contributing resources are irreplaceable community resources that merit special protection to preserve them for future generations. For the purposes of review under CEQA, per title CCR 14 § 15064.5, the demolition of such resources may be found to cause a significant impact to the environment. Buildings, structures, objects, sites, or landscape features that are listed or eligible historic resources shall not be demolished unless the City Council makes the findings specified in subsection E of this section. These findings are additional to the City’s review requirements under CEQA, as applicable, including but not limited to preparation of an Environmental Impact Report (EIR).
B. Demolition review. The CHC shall review and make a recommendation to the City Council concerning demolition applications for buildings, structures, objects, sites, or landscape features listed or eligible for listing in the Inventory of Historic Resources.
C. Demolition thresholds. Demolition permits for buildings, structures, objects, sites, or landscape features that are included on or that have been found eligible for inclusion on the Inventory of Historic Resources shall be required for:
1. Alterations to or removal of greater than twenty-five percent of the original building framework, roof structure, and exterior walls; and
2. Relocation of such resources to a site outside the City limits.
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D. Evaluation required. The Director may require that a historic resource evaluation be submitted with a demolition application for a building or structure that is fifty years old or older and that has not been previously evaluated or listed on the Inventory of Historic Resources. The historic resource evaluation shall be prepared by a qualified professional and shall evaluate the property’s eligibility for listing in the Inventory of Historic Resources and California Register.
Evaluations shall be reviewed by the Director and CHC for adequacy. Third-party review by a qualified professional may be required by the Director, at the expense of the applicant.
E. Required Findings for Demolition of a Historic Resource. The decision-making body shall approve an application for demolition of a building or structure listed in or eligible for listing in the Inventory of Historic Resources only if it determines that the proposed demolition is consistent with the general plan and:
1. The historic resource is a hazard to public health or safety, and repair or stabilization is not structurally feasible. Deterioration resulting from the property owner’s neglect or failure to maintain the property should not be a justification for demolition. The applicant may be required to provide structural reports, to the approval of the Director or City Council, to document that repairs or stabilization are not feasible; or
2. Denial of the application will constitute an economic hardship as described under subsections (K)(1) through (3) of this section.
These findings are additional to the City’s review requirements under CEQA, including but not limited to preparation of an Environmental Impact Report (EIR).
F. Demolition Timing. City regulations provide for a ninety-day waiting period before demolition of a listed or eligible historic resource to allow consideration of alternatives to preserve the building through relocation and/or property trades. The chief building official shall not issue a permit for demolishing a listed or eligible historic resource, except where the chief building official determines that resource may pose an imminent demonstrable threat to human life and safety, until:
1. Public notice requirements in the City’s demolition and building relocation code have been met; and
2. A construction permit is issued for a replacement building if one is proposed; and
Chapter 14.01 San Luis Obispo Municipal Code, Historic Preservation Ordinance Page 16 of 23 Historic Preservation Ordinance – January 2026
3. All permit fees for the new development are paid. Where no new development is proposed, the property owner shall provide to the Director’s satisfaction financial guarantees to ensure demolition plans and conditions of approval are implemented.
G. Historic and Architectural Documentation. Before the issuance of a demolition permit for a building, structure, object, site, or landscape feature listed in the Inventory of Historic Resources, the resource and its site shall be documented as specified in City standards, to the satisfaction of the CHC and the Director. The documentation shall be retained in a secure, but publicly accessible, location. Documentation prepared for implementation of mitigation measures required as part of the CEQA review process may be sufficient to fulfill this requirement.
H. Historic Acknowledgement. An acknowledgment of demolished resources shall be provided through historic signage and/or the reuse or display of historic materials and artifacts on site, at the owner’s expense, to the Director’s approval.
I. Code Requirements. Demolitions shall follow standards and procedures in the demolition and building relocation code and California Building Code as locally amended.
J. Expiration of Demolition Approval. Demolition approval of a listed historic resource shall expire two years after its date of approval, unless a building permit has been issued and construction has begun. A one-year extension may be granted by the Director. Additional time extensions shall require reapplication to and approval by the CHC.
K. Economic Hardship. An economic hardship provision is established to ensure that denial of a demolition permit does not impose undue hardship on the owner of a historic resource. If the applicant presents evidence clearly demonstrating to the satisfaction of the CHC or the City Council that the action will cause extreme hardship, the CHC may recommend approval, and the council may approve or conditionally approve a demolition or other application to modify a listed historic resource even though it does not meet one or more standards set forth herein.
The applicant shall be responsible for providing substantiation of the claim to the Director, who shall review the information with the Director of Finance and make a joint recommendation to the CHC on the hardship request. The CHC shall consider and make a recommendation to the council regarding the financial impacts of denial of the demolition permit. Private financial
Chapter 14.01 San Luis Obispo Municipal Code, Historic Preservation Ordinance Page 17 of 23 Historic Preservation Ordinance – January 2026
information shall be maintained in confidence by the City. The CHC is authorized to request that the applicant furnish information, documentation and/or expert testimony, the cost of that shall be paid by the applicant, to be considered by the CHC in its related findings. All additional required information shall be provided by a qualified individual or firm approved by the Director. In determining whether extreme hardship exists, the CHC and City Council shall consider evidence that demonstrates:
1. Denial of the application will diminish the value of the subject property so as to leave substantially no economic value, after considering other means of offsetting the costs of retaining the historic resource, including, but not limited to, tax abatements, financial assistance, building code modifications, changes in allowed uses, grants; or
2. Sale or rental of the property is impractical, when compared to the cost of holding such property for uses permitted in the zoning district; or
3. Utilization of the property for lawful purposes is prohibited or impractical.
14.01.110 Relocation of listed or eligible historic resources.
A. Intent. Relocation of a property within or outside of its original site or parcel (as defined in Section 14.01.020.37) has the potential to adversely affect the significance of a historic resource and is discouraged. The City Council will not grant approval for the relocation of a listed historic resource unless the criteria for relocation under subsection D of this section can be met.
Relocation applications shall be evaluated as follows:
B. Review. The CHC shall review and make a recommendation to the City Council concerning relocation applications for buildings, structures, objects, sites, or landscape features listed or eligible for listing in the Inventory of Historic Resources that would result in removal of the building from its original site or parcel. Minor relocation within a structure’s original parcel may, at the recommendation of the CHC, be reviewed by the Director. Applications for relocation of buildings or structures listed or eligible for listing on the Inventory of Historic Resources outside of the City limits are subject to the requirements of Section 14.01.100.
C. Evaluation required. The Director may require that a historic resource evaluation be submitted with an application for relocation of a building, structure, object, site, or landscape feature that
Chapter 14.01 San Luis Obispo Municipal Code, Historic Preservation Ordinance Page 18 of 23 Historic Preservation Ordinance – January 2026
is fifty years old or older and that has not been previously evaluated or listed on the Inventory of Historic Resources. The historic resource evaluation shall be prepared by a qualified professional and shall evaluate the property’s eligibility for listing in the Inventory of Historic Resources and California Register. Evaluations shall be reviewed by the Director for adequacy.
Third-party review by a qualified professional may be required by the Director, at the expense of the applicant.
D. Criteria for relocation. Relocation of structures included on or that have been found eligible for listing on the Inventory of Historic Resources is the least preferred preservation method and shall be permitted only when relocation is consistent with the goals and policies of the general plan, any applicable area or specific plans, and the Historic Preservation Program Guidelines.
Prior to recommendation of approval for a permit to relocate a listed or eligible resource, CHC must find the following:
1. The relocation will not significantly change, destroy, or adversely affect the historic, architectural or aesthetic value of the resource, as demonstrated to the satisfaction of the CHC and Director by a project analysis report prepared by a qualified professional; and
2. Relocation will not have a significant adverse effect on the character of the Historic District or neighborhood, or surrounding properties at the resource’s original and proposed receiving site; and
3. The original site and the proposed receiving site are controlled through ownership, longterm lease or similar assurance by the person(s) proposing relocation, to the Director’s approval; and
4. The proposed receiving site is compatible with the original character and use of the resource or eligible resource’s historic significance; and
5. The relocation is necessary to correct an unsafe or dangerous condition on the site and no other measures for correcting the condition are feasible; or
6. The proposed relocation meets the findings for economic hardship required under Section 14.01.100(K).
These findings are additional to the City’s review requirements under CEQA, including but not limited to preparation of an Environmental Impact Report (EIR).
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E. Relocation Timing. The historic resource shall not be relocated unless the chief building official issues a permit for relocation and all permit or impact fees for new development are paid; or, where no new development is proposed, an appropriate security is posted to guarantee that relocation plans are implemented to the Director’s approval.
F. Historical and Architectural Documentation. Prior to issuance of a construction permit for relocation, the resource and its site shall be historically documented as specified herein, to the satisfaction of the CHC and the Director. An acknowledgment of the resource, such as a permanent, weatherproof historic plaque, shall be incorporated on the resource’s original site as provided by the applicant or property owner, subject to the approval of the CHC and Director.
G. Relocation Plan and Procedures. Relocations shall follow a plan approved by the CHC, that adheres to standards of the California Building Code, and the following:
1. Application for relocation shall be made on forms provided by the Department and shall include information to respond to the criteria in subsection D of this section.
2. The CHC shall hold a noticed public hearing and recommend action to City Council on the application for relocation of a historic resource, and the City Council shall consider the CHC’s recommendation in making the final determination to approve or deny the permit.
14.01.120 Unpermitted demolition or destruction of listed or eligible historic resources.
A. Preservation of listed historic resources. The purpose of this section is to prevent unpermitted active demolition or demolition by neglect by ensuring that listed historic resources are maintained in good repair, and free from structural defects and safety hazards, consistent with the International Property Maintenance Code, Property Maintenance Standards (Chapter
17.76), and standards as specified herein. Demolition in whole or part, of a listed or eligible historic resource requires city authorization, pursuant to Section 14.01.100.
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B. Enhanced Penalties for Unpermitted Demolition. In addition to penalties otherwise provided for violations of the San Luis Obispo Municipal Code and this chapter, the City Council, following notice and a public hearing, may impose the following enhanced penalties for unpermitted demolition of a listed or eligible resource, as defined herein, where the property owner has willfully demolished, or directed, or allowed the demolition of a listed resource, or where the property owner has failed to comply with notices to correct violations of this code, such that the continuance of such violations may result in the unpermitted demolition of the listed historic resource (either active or by neglect):
1. Restoration. The owner may be required to restore the property or structure to its appearance prior to the violation to the satisfaction of the Director.
2. Building Permit Restriction. The City may prohibit the owner(s), successors, or assigns from obtaining a building permit for development of the subject property for a period of up to five years from the date of violation, unless such permit(s) is for the purpose of complying with provisions of this chapter. In cases where this penalty is imposed, the City shall:
a. Initiate proceedings to place a deed restriction on the property to ensure enforcement of this restriction.
b. Require the property owner to maintain the property during the period of development restriction in conformance with standards set forth in this chapter. c. Initiate action to remove any such deed restriction within ten days of correction or compliance. Subsequent development applications shall be subject to CEQA review as appropriate and conditions of development shall address the demolition of the historic resource.
3. Loss of Preservation Benefits. Any historic preservation benefits previously granted to the affected property, such as a Mills Act contract, may be subject to revocation.
4. Other Remedies. These enhanced penalties are nonexclusive, in addition to and not in lieu of penalties otherwise provided for violations of the San Luis Obispo Municipal Code and this chapter, including, but not limited to, administrative citations, criminal prosecution, civil fines, and public nuisance proceedings.
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14.01.130 Historic and cultural resource preservation fund established.
The historic and cultural resource preservation fund (“fund”) is hereby established to provide for the conservation, preservation, restoration and rehabilitation of historic and cultural resources in the city of San Luis Obispo. The council shall provide the policy direction for funding and expenditures from the fund.
A. Program Administration. The director shall administer the fund, following specific procedures and funding priorities adopted by the council.
B. Purpose. The purpose of the fund is to provide funds for historic preservation projects within the city. All funds deposited in the fund shall be used for the conservation, preservation, restoration and rehabilitation of historic or cultural resources, as provided in this section and as directed by the council.
1. Financial Administration. Financial administration of the fund shall be by the city Finance Director or designee, in accordance with state and local law. Any interest earned on the fund shall accrue to the funds, unless council specifically designates such funds for another purpose.
2. Grants, Gifts and Donations. The finance director shall deposit into the fund any grants, gifts, donations, rents, royalties, or other financial support earmarked by council for historic or cultural resource preservation.
C. Cultural Heritage Committee Role. The CHC shall advise the council on the fund regarding:
1. Criteria for use and award of funds;
2. Entering into any contract, lease, agreement, etc., for use of funds;
3. Any other action or activity necessary or appropriate to achieve the fund purposes and the intent of this chapter.
D. Uses of Fund. The fund may be used for: (1) the identification and protection of cultural resources, including preparation of historic surveys and design guidelines, (2) for the repair, restoration, rehabilitation, preservation and maintenance of historical buildings, features, or archaeological sites, (3) for public education on cultural resources, (4) for real property
Chapter 14.01 San Luis Obispo Municipal Code, Historic Preservation Ordinance Page 22 of 23 Historic Preservation Ordinance – January 2026
acquisition if there is a willing property owner, including lease, purchase, sale, exchange or other forms of real property transfer or acquisition to protect significant historic resources, or (5) any other historic preservation related purpose approved by the council. Council decisions on the use of funds are final.
E. Loans and Grants. The fund may be used, upon council approval and recommendation by the CHC, for loans and grants to public agencies, nonprofit organizations and private entities to carry out the purposes of this chapter.
F. Preservation Agreements. Loans, grants or other financial assistance shall require execution of an agreement between the City and the recipient to ensure that such award or assistance carries out the purposes of this chapter and is consistent with applicable state and local standards.
G. Funding Eligibility. The fund shall be used to benefit listed historic resources, or for other properties or uses deemed eligible by the council upon recommendation by the CHC. (Ord. 1557 § 3 (part), 2010)
14.01.140 Enforcement.
A. The Director, chief building official and city attorney and their designees are hereby authorized to enforce the provisions of this chapter.
B. Time to Correct. Prior to assessment of any penalty or initiation of any prosecution for any violation of this chapter, the Director shall provide written notice of noncompliance to property owner(s). Notice shall be by certified and regular mail. Following mailing of notice, property owner shall have sixty days to correct the violation or to inform the City why an extension is warranted. Additional time to correct the violation may be allowed where the property owner is exercising due diligence in acting to correct noticed violations. The Director shall have the authority to place reasonable conditions on such an extension. Notwithstanding these provisions, if the Director or the chief building official determines there is an imminent threat to a listed or historic resource, the Director shall notify the property owner of the imminent threat and property owner shall be required to provide urgent measures deemed reasonable and necessary to protect the public health and safety and for the protection of the resource within seventy-two hours of notification.
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C. Work Stoppage. In addition to any other fines, penalties or enforcement provisions set forth in this chapter, failure to comply with an approved application shall constitute grounds for immediate stoppage of the work involved in the noncompliance until the matter is resolved.
D. Violation—Penalty. Every property owner and/or responsible party, as defined in this chapter, who violates provisions of this chapter is subject to penalty as set forth in Chapter 1.12 or administrative enforcement as set forth under Chapter 1.24 of the Municipal Code.
14.01.150 Appeals.
Decisions of any City official or body under the provisions of this chapter are appealable in accordance with the provisions of Chapter 1.20, except that fees for appeals under this chapter by the property owner concerning the Landmark or Local Register Resource in which said owner is residing at the time of appeal shall be waived.
14.01.160 Severability.
Should any section or other portion of this chapter be determined unlawful, unenforceable, or otherwise invalid by a court of competent jurisdiction, the remaining section(s) and portion(s) of this chapter shall be considered severable and shall remain in full force and effect.
Item 6h
Department: Public Works
Cost Center: 9501
For Agenda of: 1/13/2026
Placement: Consent
Estimated Time: N/A
FROM: Aaron Floyd, Public Works & Utilities Director
Prepared By: Luke Schwartz, Transportation Manager
SUBJECT: AWARD CONSTRUCTION CONTRACT FOR SOUTH STREET AND KING COURT CROSSING PROJECT, SPECIFICATION NO. 2001059
RECOMMENDATION
1. Award a construction contract for the South Street and King Court Crossing Project to JJ Fisher Construction Inc. in the amount of $632,816; and,
2. Authorize the City Engineer to approve Contract Change Orders up to the available project budget, including any amendments authorized by the City Manager; and,
3. Authorize the transfer of $150,000 from the Roadway Sealing 2024 Project (Account 2000615) to the South Street and King Court Crossing Project (Account 2001059); and,
4. Approve a purchase from AM Signal, not to exceed $204,600 total, for the purchase and installation of Emergency Vehicle Preemption (EVP) equipment for San Luis Obispo Fire and Police Department vehicles.
POLICY CONTEXT
The City’s 2021 Active Transportation Plan (ATP) recommends installation of pedestrian crossing improvements, such as a Pedestrian Hybrid Beacon (PHB), at the intersection of South Street and King Court as a Tier 1 (highest-priority) project. Installation of this crossing also supports the City’s overarching Vision Zero objective to improve traffic safety and eliminate traffic fatalities, as well as the specific recommendation to upgrade and modernize emergency vehicle pre-emption (EVP) equipment for the San Luis Obispo Fire (SLO Fire) and Police (SLO PD) Departments, as identified in City’s 2025 Draft Vision Zero Action Plan (See Post-Crash Care Recommended Action #1).
Pursuant to San Luis Obispo Municipal Code, Section 3.24.060(E), standard City bidding procedures for procurement of equipment and services may be dispensed with, at the discretion of the purchasing authority, when the purchase will be made cooperatively with one, or more, other units of government, or from a local dealer within the city limits that can provide the same brand, model and configuration of item(s) identified in cooperative purchase agreement(s) at or below the cooperative purchasing net cost within the same terms and conditions. The recommendation to approve the purchase of EVP equipment
Item 6h
and installation service from AM Signal, not to exceed $204,600, would comply with this policy, as follows:
AM Signal is the designated regional dealer for Miovision, who owns and sells Opticom EVP products, the standardized EVP equipment used by the City of San Luis Obispo; and
Miovision is an approved vendor for Opticom EVP equipment under the Sourcewell Cooperative Agreement, a competitively solicited purchasing contract that allows member public agencies to buy goods and services without the need to conduct their own formal bid processes; and
The City of San Luis Obispo is a Sourcewell member, allowing for purchases of Opticom EVP equipment and installation services under the same pricing and terms agreed to under the cooperative agreement.
DISCUSSION
On October 7, 2025, the City Council authorized staff to advertise the South Street & King Court Crossing (Project) for construction bids and authorized the City Manager to award the contract if the lowest responsible bid was within the Engineer’s Estimate of $525,000.
The Project includes installation of a Pedestrian Hybrid Beacon Crossing, related Americans with Disabilities Act (ADA) curb ramp and sign/striping improvements.
On November 13, 2025, three bids were received and opened (Attachment A). JJ Fisher Construction Inc. (JJ Fisher) provided the lowest responsive bid in the total amount of $632,816. Since the lowest bid amount exceeds the delegated authority provided to the City Manager by $107,816, staff is returning to Council to request the award of the construction contract. Generally, the increase in costs above the Engineer’s estimate may be attributed to recent economic trends leading to overall cost increases in construction related to high demand for work with a limited pool of qualified contractors and increases in traffic signal equipment costs (particularly steel poles and electrical systems).
Bid Summary Total Bid
Engineer’s Estimate $525,000
1 JJ Fisher Construction $632,816
2 Souza Construction $744,850
3 R. Burke Corporation $928,037
The Contractor’s references, license, and registration with the Department of Industrial Relations have been verified. Staff is recommending that the project be awarded to JJ Fisher (Attachment B).
Item 6h
Previous Council or Advisory Body Action
On October 7, 2025, the City Council authorized staff to advertise for construction bids for the South Street and King Court Crossing Project. Council further appropriated an additional $320,000 from Capital Projects Reserve Fund to support construction of the crossing and the purchase of EVP equipment for SLO Fire and SLO PD vehicles, which will help minimize any increases in emergency response times with the addition of this Project, and improve response capabilities citywide.
For a detailed summary on previous City Council and Advisory Body actions related to the Project, see the October 7, 2025 Council Agenda Report.
Public Engagement
A detailed summary of public outreach and engagement activities conducted to date on the Project is provided in the October 7, 2025 Council Agenda Report. Both this current agenda item and the previous October 7, 2025 Council Agenda item followed all required postings and notifications, and the public has had an opportunity to comment on this topic at or before these meetings.
CONCURRENCE
The Project and staff report have been reviewed and have concurrence from the City Public Works Department, Fire Department, Police Department, City Attorney’s Office, and City Administration.
ENVIRONMENTAL REVIEW
The Project qualifies for an Exemption to the California Environmental Quality Act (CEQA) pursuant to State CEQA Guidelines Section 15301 Class 1 (Existing Facilities) and 15302 Class 2 (Replacement or Reconstruction). A Notice of Exemption has been filed through the Community Development Department with the County Clerk-Recorder.
FISCAL IMPACT
Budgeted: Yes Budget Year: 2025-26
Funding Identified: Yes
Fiscal Analysis:
Funding Sources
Total
Budget
Available
Current
Funding
Request
Remaining
Balance
South & King Crossing Account (2001059)
SLOCOG Grant (State REAP Funds)* $500,000 $500,000 $0
South & King Crossing Account (2001059)
Capital Projects Reserve Fund (Capital Outlay
LRM)*
$319,918 $319,918 $0
Item 6h
Roadway Sealing 2024 Account (2000615)
(Capital Outlay LRM)** $222,634 $150,000 $72,634
Total $1,042,552 $969,918 $72,634
*This line reflects funding appropriations to the Project account already approved by Council.
Note that $320,000 in CIP Reserve Funds were previously appropriated; however, $82 has since been expended to file CEQA Notice of Exemption.
**This line represents new funding transfer request to Project account.
The Project account has a current balance of $819,918, comprised of $500,000 in State REAP grant funding (administered via SLOCOG) and $319,918 in Local Revenue Measure (LRM) funding appropriated from the Capital Projects Reserve Fund with the Council’s previous action on October 7, 2025.
The total construction cost is $765,380, including the construction contract for the lowest responsive bid ($632,816), construction contingencies, and materials testing.
On October 7, 2025, the City Council also approved use of funds from the Project account to fund the purchase and installation of EVP equipment for SLO Fire and SLO PD vehicles. An updated quote for this equipment was obtained in late 2025, which confirmed these costs at approximately $204,600, reflecting approximately $167,200 for equipment and $37,400 for installation fees. This will fund the installation of EVP equipment with infrared and GPS detection capabilities for 10 SLO Fire vehicles and up to 20 SLO PD patrol vehicles. SLO PD currently has no EVP equipment on their vehicles, while SLO Fire has infrared vehicle equipment only. Infrared detection allows approaching emergency vehicles to communicate with downstream traffic signals to provide a green light and flush traffic along the response route; however, infrared detection relies on clear line-of-sight and can be limited along routes with large tree canopies or roadway curves.
GPS EVP equipment allows for better upstream detection and improved ability to clear traffic ahead of an approaching emergency vehicle.
These vehicle equipment upgrades will immediately provide significant improvements to emergency response for SLO PD, and will incrementally improve emergency response capabilities for SLO Fire as more city traffic signals are equipped with GPS capabilities.
The South/King PHB will be the first city traffic signal with GPS equipment; however, additional upgrades as planned with the Higuera Complete Street Project and will continue at other priority intersections in coming years, as funding allows.
Because the City uses standardized EVP equipment by Opticom, and the Opticom manufacturer (Miovision) uses a designated regional dealer (AM Signal), staff is requesting Council authorization to purchase EVP equipment and installation support directly from AM Signal, not to exceed $204,600 total, via the Sourcewell Cooperative Agreement pursuant to San Luis Obispo Municipal Code, Section 3.24.060(E). As a Sourcewell member, the City is able to make Opticom EVP equipment purchases via Miovision (or their authorized dealer, AM Signal) under the same pricing and terms agreed to under this competitively solicited cooperative purchasing agreement.
Item 6h
To provide sufficient funding for Project construction and related EVP purchases, staff recommends appropriating an additional $150,000 in Capital Outlay LRM funding from the completed Roadway Sealing 2024 Project Account (Spec. No. 2000615). The Roadway Sealing 2024 Project Account has a current remaining balance of $222,634, leaving $72,634 in remaining funding following this transfer.
South Street and King Court Crossing, Specification No. 2001059 South & King Crossing
(2001059)
Roadway
Sealing 2024
(2000615) Total
Costs SLOCOG
Grant
Capital Outlay
LRM
Capital Outlay
LRM
(State REAP
Funds) (CIP Reserve)
Construction Contract $500,000 $132,816 $632,816
Contingencies (20%) $126,564 $126,564
Materials Testing $5,000 $5,000
Printing $1,000 $1,000
Total Construction Cost $500,000 $265,380 $0 $765,380
EVP Equipment Purchase $54,538 $112,600 $167,138
EVP Equipment Installation $37,400 $37,400
Cost for EVP Upgrades $0 $54,538 $150,000 $204,538
Current Balance
(Account 2001059) $500,000 $319,918 $819,918
New Funding Request $150,000 $150,000
TOTAL PROJECT
BUDGET $500,000 $319,918 $150,000 $969,918
ALTERNATIVES
1. Deny the approval to award the Project construction contract. City Council could deny the request to award the project construction contract, directing staff to re-advertise the project or defer the project to a later date. This alternative would further delay the project, which could lead to a rise in construction cost, risk forfeiture of SLOCOG grant funds, and delay recommended pedestrian crossing upgrades.
Item 6h
If this alternative is preferred by Council, staff would ask that Council also provide direction on whether to advance EVP equipment purchases using existing Project funds, or to delay these purchases.
2. Deny the request to transfer additional funds to the Project Account, directing staff to defer EVP equipment purchases to a later date. City Council could reject the request to transfer additional funding from the Roadway Sealing 2024 Account to the Project account, directing staff to award the construction contract to JJ Fisher ($632,816) and proceed with Project construction and a reduced amount of EVP equipment that could be advanced within existing Project funds.
With existing Project funds, this would allow for construction of the project and purchase and installation of EVP equipment for approximately 40% of the desired number emergency vehicles at this time. While not guaranteed, additional equipment could be funded following completion of construction using any unspent construction contingency funds. The trade-off with this alternative is that installation of EVP equipment for some emergency vehicles may be delayed until further funding can be identified in the future.
ATTACHMENTS
A - Bid Results
B - Draft Construction Agreement with JJ Fisher Construction Inc.
SOUTH STREET AND KING COURT CROSSING, SPECIFICATION NO. 2001059 Bid Opening: 11/13/2025 UNIT TOTAL UNIT TOTAL UNIT TOTAL UNIT TOTAL No. ITEM UNIT QUAN PRICE PRICE PRICE PRICE PRICE PRICE PRICE PRICE 1 TEMPORARY TRAFFIC CONTROL & MOBILIZATION LS 1 $0.00 $25,000.00 $25,000.00 $43,430.00 $43,430.00 $140,000.00 $140,000.00 2 COMPLY WITH NIGHT WORK PERMIT LS 1 $0.00 $12,670.00 $12,670.00 $12,250.00 $12,250.00 $15,000.00 $15,000.003 NORTHWEST CURB RAMP: SOUTH ST & KING STREET LS 1 $0.00 $29,600.00 $29,600.00 $48,160.00 $48,160.00 $51,000.00 $51,000.004 SOUTHWEST CURB RAMP: SOUTH ST & KING COURT LS 1 $0.00 $33,300.00 $33,300.00 $49,900.00 $49,900.00 $59,000.00 $59,000.005 SOUTHEAST CURB RAMP: SOUTH ST & KING COURT LS 1 $0.00 $34,500.00 $34,500.00 $54,475.00 $54,475.00 $60,000.00 $60,000.006 NORTHEAST CURB RAMP: SOUTH ST & KING STREET LS 1 $0.00 $32,100.00 $32,100.00 $53,220.00 $53,220.00 $64,800.00 $64,800.007 SOUTH ST & KING STREET WEST MEDIAN LS 1 $0.00 $5,900.00 $5,900.00 $15,470.00 $15,470.00 $18,000.00 $18,000.008 RELOCATE CITY BENCHMARK EA 1 $0.00 $2,750.00 $2,750.00 $5,500.00 $5,500.00 $1,400.00 $1,400.009 REMOVE (E) PAVEMENT MARKINGS LS 1 $0.00 $4,400.00 $4,400.00 $4,400.00 $4,400.00 $7,200.00 $7,200.00 10 FOG SEAL SQFT 5,700 $0.00 $0.60 $3,420.00 $0.75 $4,275.00 $1.00 $5,700.0011 WHITE THERMOPLASTIC PAVEMENT MARKINGS SQFT 132 $0.00 $16.50 $2,178.00 $16.50 $2,178.00 $17.00 $2,244.0012 CURB PAINT LF 215 $0.00 $2.20 $473.00 $2.20 $473.00 $3.00 $645.0013 THERMOPLASTIC – 12” WHITE/YELLOW STRIPE LF 330 $0.00 $5.50 $1,815.00 $5.50 $1,815.00 $7.00 $2,310.0014 THERMOPLASTIC – 24”’ WHITE/YELLOW STRIPE LF 448 $0.00 $8.25 $3,696.00 $8.25 $3,696.00 $7.00 $3,136.0015 THERMOPLASTIC – DETAIL 22 LF 100 $0.00 $3.30 $330.00 $3.30 $330.00 $2.30 $230.0016 THERMOPLASTIC – DETAIL 25 LF 25 $0.00 $5.60 $140.00 $6.00 $150.00 $2.30 $57.5017 THERMOPLASTIC – DETAIL 38 LF 20 $0.00 $5.50 $110.00 $5.50 $110.00 $2.30 $46.0018 THERMOPLASTIC – DETAIL 39A LF 130 $0.00 $3.30 $429.00 $3.30 $429.00 $2.30 $299.0019 THERMOPLASTIC ‐ BIKE BUFFER STRIPE LF 50 $0.00 $8.80 $440.00 $8.80 $440.00 $7.00 $350.0020 GREEN BIKE LANE SQFT 250 $0.00 $19.80 $4,950.00 $19.80 $4,950.00 $22.00 $5,500.0021 FLEX POST EA 4 $0.00 $385.00 $1,540.00 $280.00 $1,120.00 $300.00 $1,200.0022 REMOVE SIGN AND POST EA 7 $0.00 $165.00 $1,155.00 $182.00 $1,274.00 $200.00 $1,400.0023 R10‐3i(L/R) SIGN EA 4 $0.00 $220.00 $880.00 $825.00 $3,300.00 $250.00 $1,000.0024 R10‐3 SIGN EA 2 $0.00 $110.00 $220.00 $825.00 $1,650.00 $250.00 $500.0025 R4‐7 SIGN EA 2 $0.00 $125.00 $250.00 $138.00 $276.00 $150.00 $300.0026 OM1‐1 OBJECT MARKER EA 2 $0.00 $110.00 $220.00 $50.00 $100.00 $50.00 $100.0027 R10‐23A SIGN EA 2 $0.00 $165.00 $330.00 $165.00 $330.00 $180.00 $360.0028 R118 SIGN EA 2 $0.00 $165.00 $330.00 $165.00 $330.00 $180.00 $360.0029 R10‐6 SIGN EA 2 $0.00 $165.00 $330.00 $165.00 $330.00 $180.00 $360.0030 R9‐5 SIGN EA 2 $0.00 $165.00 $330.00 $825.00 $1,650.00 $540.00 $1,080.0031 STREET NAME SIGN ON SIGNAL POLE EA 4 $0.00 $1,320.00 $5,280.00 $1,320.00 $5,280.00 $1,400.00 $5,600.0032 REINSTALL SALVAGED SIGN EA 3 $0.00 $83.00 $249.00 $138.00 $414.00 $150.00 $450.0033 REINSTALL SALVAGED POST EA 5 $0.00 $305.00 $1,525.00 $193.00 $965.00 $280.00 $1,400.0034 INSTALL CITY‐FURNISHED ELECTRICAL SERVICE PEDESTAL & FOUNDATION LS 1 $0.00 $6,336.00 $6,336.00 $6,336.00 $6,336.00 $6,800.00 $6,800.00 35 FURNISH (N) ELECTRICAL SERVICE PEDESTAL, DELIVER TO CITY SIGNAL SHOP LS 1 $0.00 $10,450.00 $10,450.00 $10,450.00 $10,450.00 $13,000.00 $13,000.0036 FURNISH & INSTALL BATTERY BACKUP SYSTEM EA 1 $0.00 $3,850.00 $3,850.00 $3,850.00 $3,850.00 $4,100.00 $4,100.0037 REMOVE AND SALVAGE (E) RRFB SYSTEM LS 1 $0.00 $2,120.00 $2,120.00 $2,120.00 $2,120.00 $2,250.00 $2,250.0038 ADDITIONAL PAVEOUT ALLOWANCE (6” THICKNESS) SQFT 40 $0.00 $50.00 $2,000.00 $45.10 $1,804.00 $45.00 $1,800.0039 ADDITIONAL PAVEOUT ALLOWANCE (10” THICKNESS) SQFT 40 $0.00 $100.00 $4,000.00 $52.40 $2,096.00 $75.00 $3,000.0040 SIDEWALK REPLACEMENT ALLOWANCE SQFT 250 $0.00 $25.00 $6,250.00 $29.00 $7,250.00 $50.00 $12,500.0041 CURB AND GUTTER REPLACEMENT ALLOWANCE LF 48 $0.00 $120.00 $5,760.00 $146.00 $7,008.00 $120.00 $5,760.0042 FURNISH AND INSTALL CONTROLLER CABINET AND FOUNDATION EA 1 $0.00 $20,350.00 $20,350.00 $20,350.00 $20,350.00 $28,000.00 $28,000.0043 FURNISH AND INSTALL TYPE 26‐4‐100 SIGNAL POLE, FOUNDATION, 40' MAST ARM, AND 15' LUMINAIRE ARM EA 1 $0.00 $28,050.00 $28,050.00 $28,050.00 $28,050.00 $35,000.00 $35,000.0044 FURNISH AND INSTALL TYPE 19‐4‐100 SIGNAL POLE, FOUNDATION, 25' MAST ARM, AND 10' LUMINAIRE ARM EA 2 $0.00 $22,550.00 $45,100.00 $22,550.00 $45,100.00 $27,000.00 $54,000.00 45 FURNISH AND INSTALL TYPE 19A‐4‐100 SIGNAL POLE, FOUNDATION, 30' MAST ARM, AND 10' LUMINAIRE ARM EA 1 $0.00 $22,000.00 $22,000.00 $22,000.00 $22,000.00 $23,500.00 $23,500.0046 FURNISH AND INSTALL TYPE 15TS POLE, FOUNDATION AND 10' LUMINAIRE ARM EA 2 $0.00 $13,200.00 $26,400.00 $13,200.00 $26,400.00 $17,000.00 $34,000.0047 FURNISH AND INSTALL TYPE 1‐A SIGNAL POLE AND FOUNDATION EA 2 $0.00 $9,350.00 $18,700.00 $9,350.00 $18,700.00 $10,000.00 $20,000.0048 FURNISH AND INSTALL TYPE 2 POST AND FOUNDATION EA 3 $0.00 $2,750.00 $8,250.00 $2,750.00 $8,250.00 $2,900.00 $8,700.0049 FURNISH AND INSTALL OPTICOM EVP SYSTEM LS 1 $0.00 $18,150.00 $18,150.00 $18,150.00 $18,150.00 $19,000.00 $19,000.0050 FURNISH AND INSTALL 3‐SECTION PEDESTRIAN HYBRID BEACON INDICATOR AND MOUNTING EA 8 $0.00 $2,222.00 $17,776.00 $2,222.00 $17,776.00 $2,300.00 $18,400.00 51 FURNISH AND INSTALL CUSTOM BLANKOUT SIGN & ASSEMBLY ON SIGNAL MAST ARM EA 2 $0.00 $4,125.00 $8,250.00 $4,125.00 $8,250.00 $4,400.00 $8,800.00 52 FURNISH AND INSTALL PEDESTRIAN SIGNAL HEAD EA 4 $0.00 $1,221.00 $4,884.00 $1,221.00 $4,884.00 $1,300.00 $5,200.0053 FURNISH AND INSTALL APS PPB EA 4 $0.00 $2,215.00 $8,860.00 $2,215.00 $8,860.00 $2,350.00 $9,400.0054 FURNISH AND INSTALL NON‐APS BIKE PPB EA 2 $0.00 $495.00 $990.00 $495.00 $990.00 $500.00 $1,000.0055 FURNISH AND INSTALL LED LUMINAIRE EA 6 $0.00 $715.00 $4,290.00 $715.00 $4,290.00 $760.00 $4,560.0056 FURNISH AND INSTALL NO. 6E PULL BOX EA 2 $0.00 $3,152.00 $6,304.00 $3,160.00 $6,320.00 $3,350.00 $6,700.00 Souza Construction R. Burke Construction
BASE BID
Engineer's Estimate JJ Fisher Construction
57 FURNISH AND INSTALL NO. 5 PULL BOX EA 7 $0.00 $1,738.00 $12,166.00 $1,738.00 $12,166.00 $1,900.00 $13,300.00 58 FURNISH AND INSTALL 4" CONDUIT LF 295 $0.00 $50.00 $14,750.00 $50.00 $14,750.00 $52.00 $15,340.0059 FURNISH AND INSTALL 3" CONDUIT LF 80 $0.00 $38.50 $3,080.00 $39.00 $3,120.00 $40.00 $3,200.0060 FURNISH AND INSTALL NEW CONDUCTORS AND CABLES LS 1 $0.00 $49,720.00 $49,720.00 $49,720.00 $49,720.00 $52,700.00 $52,700.0061 FURNISH AND INSTALL VIDEO DETECTION SYSTEM LS 1 $0.00 $38,720.00 $38,720.00 $38,720.00 $38,720.00 $41,000.00 $41,000.0062 FURNISH AND INSTALL CCTV CAMERA LS 1 $0.00 $6,160.00 $6,160.00 $6,160.00 $6,160.00 $6,500.00 $6,500.0063 FURNISH AND INSTALL TRAFFIC SIGNAL CONTROLLER AND SOFTWARE EA 1 $0.00 $9,790.00 $9,790.00 $9,790.00 $9,790.00 $10,500.00 $10,500.0064 FURNISH, INSTALL, AND CONFIGURE WIRELESS RADIO EA 1 $0.00 $5,720.00 $5,720.00 $5,120.00 $5,720.00 $6,000.00 $6,000.0065 FURNISH AND INSTALL #2 PG&E JUNCTION BOX EA 1 $0.00 $2,750.00 $2,750.00 $2,750.00 $2,750.00 $3,000.00 $3,000.00 TOTAL PROJECT BID $0.00 $632,816.00 $744,850.00 $928,037.50
AGREEMENT
THIS AGREEMENT, made on _______________________, by and between the City of San Luis Obispo, a municipal corporation and charter city, San Luis Obispo County, California (hereinafter called the Owner) and JJ FISHER CONSTRUCTION, INC. (hereinafter called the Contractor).
WITNESSETH:
That the Owner and the Contractor for the consideration stated herein agree as follows:
ARTICLE 1, SCOPE OF WORK: The Contractor shall perform everything required to be performed, shall provide and furnish all of the labor, materials, necessary tools, expendable equipment, and all utility and transportation services required to complete all the work of construction of
SOUTH STREET AND KING COURT CROSSING,
SPECIFICATION NO. 2001059
in strict compliance with the plans and specifications therefor, including any and all Addenda, adopted by the Owner, in strict compliance with the Contract Documents hereinafter enumerated.
It is agreed that said labor, materials, tools, equipment, and services shall be furnished and said work performed and completed under the direction and supervision and subject to the approval of the Owner or its authorized representatives.
ARTICLE II, CONTRACT PRICE: The Owner shall pay the Contractor as full consideration for the faithful performance of this Contract, subject to any additions or deductions as provided in the Contract Documents, the contract prices as follows:
Item Item Unit of Estimated Item Price Total
No. Description Measure Quantity (in figures) (in figures) 1 TEMPORARY TRAFFIC CONTROL &
MOBILIZATION LS 1 $25,000.00 $25,000.00
2 COMPLY WITH NIGHT WORK
PERMIT LS 1 $12,670.00 $12,670.00
3 NORTHWEST CURB RAMP: SOUTH
ST & KING STREET LS 1 $29,600.00 $29,600.00
4 SOUTHWEST CURB RAMP: SOUTH
ST & KING COURT LS 1 $33,300.00 $33,300.00
5 SOUTHEAST CURB RAMP: SOUTH
ST & KING COURT LS 1 $34,500.00 $34,500.00
6 NORTHEAST CURB RAMP: SOUTH
ST & KING STREET LS 1 $32,100.00 $32,100.00
Docusign Envelope ID: 94C0B361-6ECF-442F-AD42-0B380BF39FD1
7 SOUTH ST & KING STREET WEST
MEDIAN LS 1 $5,900.00 $5,900.00
8 RELOCATE CITY BENCHMARK EA 1 $2,750.00 $2,750.00
9 REMOVE (E) PAVEMENT
MARKINGS LS 1 $4,400.00 $4,400.00
10 FOG SEAL SQFT 5,700 $0.60 $3,420.00
11 WHITE THERMOPLASTIC
PAVEMENT MARKINGS SQFT 132 $16.50 $2,178.00
12 CURB PAINT LF 215 $2.20 $473.00
13 THERMOPLASTIC – 12”
WHITE/YELLOW STRIPE LF 330 $5.50 $1,815.00
14 THERMOPLASTIC – 24”’
WHITE/YELLOW STRIPE LF 448 $8.25 $3,696.00
15 THERMOPLASTIC – DETAIL 22 LF 100 $3.30 $330.00
16 THERMOPLASTIC – DETAIL 25 LF 25 $5.60 $140.00
17 THERMOPLASTIC – DETAIL 38 LF 20 $5.50 $110.00
18 THERMOPLASTIC – DETAIL 39A LF 130 $3.30 $429.00
19 THERMOPLASTIC ‐ BIKE BUFFER
STRIPE LF 50 $8.80 $440.00
20 GREEN BIKE LANE SQFT 250 $19.80 $4,950.00
21 FLEX POST EA 4 $385.00 $1,540.00
22 REMOVE SIGN AND POST EA 7 $165.00 $1,155.00
23 R10‐3i(L/R) SIGN EA 4 $220.00 $880.00
24 R10‐3 SIGN EA 2 $110.00 $220.00
25 R4‐7 SIGN EA 2 $125.00 $250.00
26 OM1‐1 OBJECT MARKER EA 2 $110.00 $220.00
27 R10‐23A SIGN EA 2 $165.00 $330.00
28 R118 SIGN EA 2 $165.00 $330.00
29 R10‐6 SIGN EA 2 $165.00 $330.00
30 R9‐5 SIGN EA 2 $165.00 $330.00
31 STREET NAME SIGN ON SIGNAL
POLE EA 4 $1,320.00 $5,280.00
32 REINSTALL SALVAGED SIGN EA 3 $83.00 $249.00
33 REINSTALL SALVAGED POST EA 5 $305.00 $1,525.00
34 INSTALL CITY‐FURNISHED
ELECTRICAL SERVICE PEDESTAL &
FOUNDATION
LS 1 $6,336.00 $6,336.00
35 FURNISH (N) ELECTRICAL SERVICE
PEDESTAL, DELIVER TO CITY
SIGNAL SHOP
LS 1 $10,450.00 $10,450.00
Docusign Envelope ID: 94C0B361-6ECF-442F-AD42-0B380BF39FD1
36 FURNISH & INSTALL BATTERY
BACKUP SYSTEM EA 1 $3,850.00 $3,850.00
37 REMOVE AND SALVAGE (E) RRFB
SYSTEM LS 1 $2,120.00 $2,120.00
38 ADDITIONAL PAVEOUT
ALLOWANCE (6” THICKNESS) SQFT 40 $50.00 $2,000.00
39 ADDITIONAL PAVEOUT
ALLOWANCE (10” THICKNESS) SQFT 40 $100.00 $4,000.00 40 SIDEWALK REPLACEMENT
ALLOWANCE SQFT 250 $25.00 $6,250.00
41 CURB AND GUTTER
REPLACEMENT ALLOWANCE LF 48 $120.00 $5,760.00
42 FURNISH AND INSTALL
CONTROLLER CABINET AND
FOUNDATION
EA 1 $20,350.00 $20,350.00
43 FURNISH AND INSTALL TYPE 26‐4‐
100 SIGNAL POLE, FOUNDATION,
40' MAST ARM, AND 15'
LUMINAIRE ARM
EA 1 $28,050.00 $28,050.00
44 FURNISH AND INSTALL TYPE 19‐4‐
100 SIGNAL POLE, FOUNDATION,
25' MAST ARM, AND 10'
LUMINAIRE ARM
EA 2 $22,550.00 $45,100.00
45 FURNISH AND INSTALL TYPE 19A‐
4‐100 SIGNAL POLE,
FOUNDATION, 30' MAST ARM,
AND 10' LUMINAIRE ARM
EA 1 $22,000.00 $22,000.00
46 FURNISH AND INSTALL TYPE 15TS
POLE, FOUNDATION AND 10'
LUMINAIRE ARM
EA 2 $13,200.00 $26,400.00
47 FURNISH AND INSTALL TYPE 1‐A
SIGNAL POLE AND FOUNDATION EA 2 $9,350.00 $18,700.00 48 FURNISH AND INSTALL TYPE 2
POST AND FOUNDATION EA 3 $2,750.00 $8,250.00
49 FURNISH AND INSTALL OPTICOM
EVP SYSTEM LS 1 $18,150.00 $18,150.00
50 FURNISH AND INSTALL 3‐SECTION
PEDESTRIAN HYBRID BEACON
INDICATOR AND MOUNTING
EA 8 $2,222.00 $17,776.00
51 FURNISH AND INSTALL CUSTOM
BLANKOUT SIGN & ASSEMBLY ON
SIGNAL MAST ARM
EA 2 $4,125.00 $8,250.00
52 FURNISH AND INSTALL
PEDESTRIAN SIGNAL HEAD EA 4 $1,221.00 $4,884.00
53 FURNISH AND INSTALL APS PPB EA 4 $2,215.00 $8,860.00 54 FURNISH AND INSTALL NON‐APS
BIKE PPB EA 2 $495.00 $990.00
Docusign Envelope ID: 94C0B361-6ECF-442F-AD42-0B380BF39FD1
55 FURNISH AND INSTALL LED
LUMINAIRE EA 6 $715.00 $4,290.00
56 FURNISH AND INSTALL NO. 6E
PULL BOX EA 2 $3,152.00 $6,304.00
57 FURNISH AND INSTALL NO. 5 PULL
BOX EA 7 $1,738.00 $12,166.00
58 FURNISH AND INSTALL 4"
CONDUIT LF 295 $50.00 $14,750.00
59 FURNISH AND INSTALL 3"
CONDUIT LF 80 $38.50 $3,080.00
60 FURNISH AND INSTALL NEW
CONDUCTORS AND CABLES LS 1 $49,720.00 $49,720.00
61 FURNISH AND INSTALL VIDEO
DETECTION SYSTEM LS 1 $38,720.00 $38,720.00
62 FURNISH AND INSTALL CCTV
CAMERA LS 1 $6,160.00 $6,160.00
63 FURNISH AND INSTALL TRAFFIC
SIGNAL CONTROLLER AND
SOFTWARE
EA 1 $9,790.00 $9,790.00
64 FURNISH, INSTALL, AND
CONFIGURE WIRELESS RADIO EA 1 $5,720.00 $5,720.00
65 FURNISH AND INSTALL #2 PG&E
JUNCTION BOX EA 1 $2,750.00 $2,750.00
Bid Total $632,816.00
Payments are to be made to the Contractor in compliance with and subject to the provisions embodied in the documents made a part of this Contract.
Should any dispute arise respecting the true value of any work omitted, or of any extra work which the Contractor may be required to do, or respecting the size of any payment to the Contractor, during the performance of this Contract, said dispute shall be decided by the Owner and its decision shall be final, and conclusive.
ARTICLE III, COMPONENT PARTS OF THIS CONTRACT: The Contract consists of the following documents, all of which are as fully a part thereof as if herein set out in full, and if not attached, as if hereto attached:
1. Notice to Bidders and Information for Bidders
2. Standard Specifications and Engineering Standards
3. Special Provisions, any Addenda, Plans and Contract Change Orders
4. Caltrans Standard Specifications and Standard Plans 2015
5. Accepted Bid and Bid Bond
6. List of Subcontractors
7. Public Contract Code Sections 10285.1 Statement
8. Public Contract Code Section 10162 Questionnaire
Docusign Envelope ID: 94C0B361-6ECF-442F-AD42-0B380BF39FD1
9. Public Contract Code Section 10232 Statement
10. Labor Code Section 1725.5 Statements
11. Bidder Acknowledgements
12. Qualifications
13. Non-collusion Declaration
14. Agreement and Bonds
15. Insurance Requirements and Forms
ARTICLE IV INDEMNIFICATION: The Contractor shall indemnify, defend with legal counsel approved by City, and hold harmless City, its officers, officials, employees and volunteers from and against all liability, loss, damage, expense, cost (including without limitation reasonable legal counsel fees, expert fees and all other costs and fees of litigation) of every nature arising out of or in connection with the Contractor’s negligence, recklessness or willful misconduct in the performance of work hereunder or its failure to comply with any of its obligations contained in this Agreement, except such loss or damage which is caused by the sole or active negligence or willful misconduct of the City. Should conflict of interest principles preclude a single legal counsel from representing both the City and the Contractor, or should the City otherwise find the Contractor’s legal counsel unacceptable, then the Contractor shall reimburse the City its costs of defense, including without limitation reasonable legal counsel fees, expert fees and all other costs and fees of litigation. The Contractor shall promptly pay any final judgment rendered against the City (and its officers, officials, employees and volunteers) with respect to claims determined by a trier of fact to have been the result of the Contractor’s negligent, reckless or wrongful performance. It is expressly understood and agreed that the foregoing provisions are intended to be as broad and inclusive as is permitted by the law of the State of California and will survive termination of this Agreement.
The Contractor obligations under this section apply regardless of whether such claim, charge, damage, demand, action, proceeding, loss, stop notice, cost, expense, judgment, civil fine or penalty, or liability was caused in part or contributed to by an Indemnitee.
However, without affecting the rights of the City under any provision of this agreement, the Contractor shall not be required to indemnify and hold harmless the City for liability attributable to the active negligence of City, provided such active negligence is determined by agreement between the parties or by the findings of a court of competent jurisdiction. In instances where the City is shown to have been actively negligent and where the City’s active negligence accounts for only a percentage of the liability involved, the obligation of the Contractor will be for that entire portion or percentage of liability not attributable to the active negligence of the City.
ARTICLE V. It is further expressly agreed by and between the parties hereto that should there be any conflict between the terms of this instrument and the bid of said Contractor, then this instrument shall control and nothing herein shall be considered as an acceptance of the said terms of said bid conflicting herewith.
IN WITNESS WHEREOF, the parties to these presents have hereunto set their hands this year and date first above written.
Docusign Envelope ID: 94C0B361-6ECF-442F-AD42-0B380BF39FD1
ATTEST:
___________________________________
Teresa Purrington, City Clerk
CITY OF SAN LUIS OBISPO
A Municipal Corporation
________________________________
Erica A. Stewart, Mayor
APPROVED AS TO FORM
___________________________________
J. Christine Dietrick
City Attorney
CONTRACTOR:
JJ Fisher Construction, Inc.
________________________________
Jayson J Fisher
Chief Executive Officer
________________________________
Mark Sczbecki
Secretary, Chief Financial Officer
Docusign Envelope ID: 94C0B361-6ECF-442F-AD42-0B380BF39FD1
City of San Luis Obispo, Council Memorandum
City of San Luis Obispo
Council Agenda Correspondence
DATE: January 13, 2026
TO: Mayor and Council
FROM: Aaron Floyd – Public Works and Utilities Director Prepared By: Mychal Boerman – Utilities Deputy Director – Water VIA: Whitney McDonald, City Manager
SUBJECT: ITEM 6i – APPROVAL OF A REIMBURSEMENT AGREEMENT WITH THE
COUNTY OF SAN LUIS OBISPO FOR THE SALINAS DAM FEASIBILITY STUDY
Staff received the following question regarding item 6i – Approval of a Reimbursement Agreement with the County of San Luis Obispo for the Salinas Dam Feasibility Study. The question is below with staff’s response shown in italics:
1) It is anticipated that the City’s portion of the study will be $396,736 with a not-to-exceed amount of $600,000 and a total City budget of $700,000.
Available project budget is almost double what is needed, and $100,000 more than the City’s maximum required commitment. Can you please clarify the need to leave this full amount designated?
The County, who is the lead agency for the project, anticipates that as the study commences and the consultant and stakeholders dig in into the details of dam disposition, the complexity of the project could potentially grow beyond what is currently identified by the consultant. For this reason, staff have identified the need to leave the full budget of $700,000 designated for the project, and why staff are requesting authorization for up to $600,000. Based on City staff coordination with the County, potential expansion of scope and associated costs would not be altogether unexpected on a project of this nature since disposition of a federal dam is complicated and an area in which staff do not have prior experience. If authorized by Council, any funds beyond the $396,736 would be specifically requested via a documented change order, with associated scope and budget.
Upon completion of the project, the remaining balance of $100,000, or more depending on project costs, will be transferred to a “Completed Projects” account and subsequently transferred into the Water Fund’s fund balance at the closing of the fiscal year. This is the standard accounting process that is used when water projects have more project budget available than is needed after a project has been completed.
Item 6i
Department: Utilities
Cost Center: 601-6001
For Agenda of: 1/13/2026
Placement: Consent
Estimated Time: NA
FROM: Aaron Floyd, Public Works and Utilities Director
Prepared By: Mychal Boerman, Utilities Deputy Director - Water SUBJECT: APPROVAL OF A REIMBURSEMENT AGREEMENT WITH THE COUNTY
OF SAN LUIS OBIPSO FOR THE SALINAS DAM FEASIBILITY STUDY
RECOMMENDATION
1. Adopt a resolution entitled “A Resolution of the City Council of San Luis Obispo, California, Approving a Reimbursement Agreement with the San Luis Obispo County Flood Control and Water Conservation District to Support the Salinas Dam Feasibility Study;” and
2. Authorize the City Manager to execute the Reimbursement Agreement and related documents; and
3. Find the action exempt from the California Environmental Quality Act.
POLICY CONTEXT
The Salinas Reservoir (Santa Margarita Lake) is a significant component of the City’s surface water supply portfolio. The Salinas Reservoir and Dam were built in 1941 under a military directive to supply water to Camp San Luis Obispo to support training needs for the U.S. Army during World War II. Soon after it was built, Camp San Luis Obispo no longer had the need for housing large numbers of personnel, and the military transferred the reservoir and dam ownership to the Army Corps of Engineers (USACE) in 1955.
USACE subsequently leased the facility to the San Luis Obispo County Flood Control and Water Conservation District (District) to operate the dam to provide water supply for the City of San Luis Obispo.
The Salinas Dam is currently owned by USACE and leased to the District for operation and maintenance. The Federal government has determined that the Dam no longer serves a federal purpose and USACE has initiated steps under a Disposition Study1to evaluate transfer of ownership to a local agency. This step by the Federal government is consistent with the City Council’s adopted 2025 Legislative Platform which states that the City is supportive of “Federal and state funding that would allow for transfer of Salinas Reservoir from the Army Corps of Engineers to the County or City of San Luis Obispo.”
1 Authorized under Section 216 of the Flood Control Act of 1970, a disposition study gives USACE the authority to evaluate a project which is no longer serving its authorized purpose.
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In 2024, Congress included language in the Water Resources Development Act (WRDA) of 2024 to authorize conveyance of the Salinas Dam and directed USACE to consult with federal and non-federal partners to ensure that the property meets both federal and state dam safety requirements. The State also allocated $500,000 through Assembly Bill 102 (AB 102) to support a feasibility analysis regarding potential transfer, retrofit, or expansion of the facility.
The City’s General Plan Water and Wastewater Element (WWE) identifies the Reservoir as a water supply source for the City and includes a policy that the City utilize multiple water resources to meet its water supply needs (Policy A.2.2.1 Multi-Source Water Supply). WWE Programs A.2.3.1 and A.2.3.5 state that the City will work cooperatively on regional water issues and water resource planning, and continue to work with the County on the operation and maintenance of the Salinas Reservoir. The proposed Reimbursement Agreement aligns with the City’s long-term water supply strategy and General Plan policies and programs, ensuring the City remains an active partner in the technical, legal, regulatory, and financial analysis required for assessing potential local ownership of a critical regional water asset.
DISCUSSION
Background
The Salinas Dam was constructed by the
Federal government in 1941 and the
Reservoir currently stores raw water that is
conveyed to the City’s Water Treatment
Plant for treatment and distribution to City
customers for domestic uses. The Dam is
operated and maintained by the District
under a lease agreement with USACE, and
the County separately leases surrounding
administrative and recreational lands.
USACE initiated a Disposition Study in 2018
to evaluate options for disposal of federal
property, including potential transfer of
Salinas Dam ownership to a local entity. On September 22, 2020, the San Luis Obispo County Board of Supervisors authorized submittal of a Letter of Interest to USACE expressing interest in ownership transfer. Subsequent County presentations identified the significant technical, regulatory, seismic, environmental, cultural, and governance questions that must be evaluated before an ownership transfer can be responsibly considered. These issues will need to be evaluated in a feasibility study regarding the potential transfer of ownership, and associated retrofits that may be necessary to meet State Division of Safety of Dam (DSOD) standards (which exceed federal regulations governing the Dam).
To support this work, State Assembly Bill (AB) 102 allocated $500,000 to the County to aid in the completion of a Salinas Dam Feasibility Study. The County conducted a
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competitive procurement process and selected Tetra Tech BAS, Inc. (Consultant) to conduct the study, with a contract value of $1,175,884, plus a 10% contingency of $117,588, for a total of $1,293,472.
Feasibility Study Scope of Work
The Scope of Work for this project/study includes:
Project Management & Progress Reporting over a 24-month period. Stakeholder Engagement, including DSOD, USACE, the State Historic Preservation Office (SHPO), landowners, recreation stakeholders, Native American tribal representatives, non-governmental organizations, and the County Water Resources Advisory Committee (WRAC).
Conditions Assessment & Data Gap Identification, covering civil, structural, mechanical, electrical, hydrology/hydraulics, geology, seismic, environmental, and regulatory baselines.
Conceptual Alternatives Analysis, including retrofit concepts, regulatory pathways, water rights implications, rough order of magnitude capital and operations and maintenance costs, and a risk-benefit evaluation. Vetting, Ranking & Recommendation, using a multi-criteria evaluation matrix with partner workshops that include City staff.
Feasibility Study & 10% Design Package for the preferred alternative. Planning for Future Phases, including regulatory roadmaps, milestones, and cost estimates.
At the December 16, 2025 Board of Supervisors Meeting, the District approved the execution of a contract to have Tetra Tech perform the proposed work and approved the proposed reimbursement agreement with the City. If approved by City Council, County staff will finalize the funding agreement and provide Tetra Tech with a Notice to Proceed (NTP) for the study.
Funding Structure
The County has proposed a Reimbursement Agreement between the District and the City to cover the costs of completing the Feasibility Study (Attachment B). This Reimbursement Agreement outlines the following:
The $500,000 AB 102 State allocation will be fully applied toward project costs before City and District funds are spent.
The remaining cost will be shared equally between the District and the City. The City will reimburse the County 50% of costs after the State funds are exhausted, up to a maximum City contribution of $600,000, which accounts for the City’s share of currently identified study costs and potential additional costs beyond the currently identified 10% contingency.
Based on the County’s staff report from the December 16, 2025 Board of Supervisors Meeting, project costs will be shared as follows:
Total project cost (including contingency): $1,293,472 Less AB 102 grant: $500,000
Remaining: $793,472
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50% City share (expected): $396,736
City’s contractual maximum: $600,000
Previous Council or Advisory Body Action
The City Council approved $150,000 for this study as part of the 2023-25 Financial Plan (CIP #52 - Page 422). As part of the 2024-25 Supplemental Budget (Page 62) the City Council approved an additional $550,000 in funding for a cumulative total of $700,000.
Public Engagement
Public engagement will be led by the County as part of the Feasibility Study’s stakeholder process and includes public meetings, workshops with WRAC, coordination with agency partners, and preparation of public-facing materials.
CONCURRENCE
The City Attorney’s Office has reviewed the Reimbursement Agreement and has approved to legal form.
ENVIRONMENTAL REVIEW
The City Council’s approval of the Reimbursement Agreement is statutorily exempt from the California Environmental Quality Act (CEQA) pursuant to State CEQA Guidelines Section 15262 (Planning and Feasibility Studies) as it involves a cost-sharing agreement for a feasibility and planning study with no direct physical impact. Approval of the Agreement and the County’s implementation of the feasibility study does not commit the City to any future action or project. Any future actions regarding Dam ownership, design, or construction would require compliance with CEQA. Environmental factors likely to be considered and evaluated for any action that would result in a physical impact or change to the environment include, but are not limited to: aesthetics, agriculture, air quality, biological resources, cultural resources, energy, geology/soils, greenhouse gas emissions, hazards and hazardous materials, hydrology/water quality, land use, mineral resources, noise, recreation, transportation, and tribal cultural resources.
FISCAL IMPACT
The total project cost for the feasibility study, including a 10% contingency, is $1,293,472.
The project would be funded by the AB 102 grant ($500,000), the District ($396,736), and the City ($396,736 if the Reimbursement Agreement is approved by the City Council).
The Agreement includes a not-to-exceed City contribution of $600,000 to allow for potential amendments or scope adjustments. With $700,000 budgeted for this Project 2001047 (Salinas Reservoir Transfer of Ownership Plan), and $600,000 requested for potential use by the County, $100,000 will remain unused at this time. Should additional need arise for studies related to the transfer of ownership of the Salinas Dam, the City Council could authorize this funding to be utilized for these purposes at a future date.
Budgeted: Yes Budget Year: 2025-26
Funding Identified: Yes
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Fiscal Analysis:
Funding Sources
Total Budget
Available
Current
Funding
Request
Remaining
Balance
Annual
Ongoing
Cost
City Water Fund
(Project #2001047)
$700,000 $600,000 $100,000 NA
The City Council previously appropriated $700,000 for this work—$150,000 in the 2023– 25 Financial Plan and an additional $550,000 in the 2024–25 Supplemental Budget— providing sufficient funding for the maximum City obligation. No additional funding is being requested at this time.
Participating in the study is financially prudent because it leverages available State funds, shares remaining costs equally with the County, and provides essential information about long-term capital, regulatory, and liability obligations before any ownership or construction decisions are made, helping protect ratepayers and supporting Council-approved water supply policies.
ALTERNATIVES
1. Council could request a modified Reimbursement Agreement with a different proportion of cost sharing for each involved entity. Should Council pursue this option, the project could be delayed or hindered due to insufficient funds in the event of potential and necessary scope amendments. Amendments to the Reimbursement Agreement would also trigger the need for the County Board of Supervisors to reapprove the new agreement.
2. Council could deny authorization of the Reimbursement Agreement. Should Council deny authorization of the Agreement, the County would not move forward with the Feasibility Study, and the City and County would not obtain the analysis and information necessary to fully consider transfer of ownership of the Dam to the County and evaluate the physical improvements, costs and other factors related to transfer of ownership. If the County is not able to effectively plan for a potential transfer of ownership, the County and City could potentially risk losing the long-term ownership of the Dam to another agency or risk the am being removed. While the City would retain its water rights, a potential future scenario (where the County is not able to secure ownership of the Dam) may necessitate new agreements with another agency related to operation of the Dam and diversion of water to the City.
ATTACHMENTS
A - Draft Resolution approving the Reimbursement Agreement for the proposed feasibility study
B - Salinas Dam Feasibility Study Reimbursement Agreement C - Salinas Dam Feasibility Study Scope of Work
R ______
RESOLUTION NO. _____ (2026 SERIES)
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN LUIS
OBISPO, CALIFORNIA, APPROVING A REIMBURSEMENT
AGREEMENT WITH THE SAN LUIS OBISPO COUNTY FLOOD
CONTROL AND WATER CONSERVATION DISTRICT TO SUPPORT
THE SALINAS DAM FEASIBILITY STUDY
WHEREAS, the Salinas Dam is owned by the United States Army Corps of Engineers (USACE); and
WHEREAS, the USACE leases the Dam to the San Luis Obispo County Flood Control and Water Conservation District (District) for its operation, maintenance, and delivery of water to the City; and
WHEREAS, the USACE is undertaking a federal disposition process evaluating options for divestiture of the Salinas Dam, including potential transfer of ownership to a local public agency; and
WHEREAS, the State of California has allocated $500,000 through Assembly Bill 102 to partially fund a Salinas Dam Feasibility Study to assess engineering, regulatory, seismic, environmental, and governance considerations needed to inform any future ownership decision; and
WHEREAS, following a competitive procurement process, the District has selected Tetra Tech BAS, Inc. to conduct the Feasibility Study; and the District will enter into a Professional Services Agreement not to exceed $1,293,472, inclusive of contingency; and WHEREAS, the Feasibility Study is expected to benefit both the District and the City by evaluating Dam condition, retrofit options, reservoir capacity, seismic and geologic requirements, regulatory pathways, water rights implications, and long-term operational responsibilities, thereby informing regional water supply reliability planning; and WHEREAS, the District and City desire to jointly fund the remaining cost of the Feasibility Study after the State allocation is fully expended; and WHEREAS, under the proposed Funding Agreement, the City will reimburse the District for 50% of the remaining consultant costs after the State’s $500,000 contribution is exhausted, not to exceed a maximum City contribution of $600,000; and WHEREAS, approval of the Funding Agreement is necessary for the City to participate as a partner in the Feasibility Study and secure access to all consultant work products, technical analyses, stakeholder engagement activities, and recommendations regarding the Dam’s future.
Resolution No. _____ (202X Series) Page 2
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NOW, THEREFORE, BE IT RESOLVED by the Council of the City of San Luis Obispo as follows:
SECTION 1. The City Council hereby approves the Funding Agreement between the City of San Luis Obispo and the San Luis Obispo County Flood Control and Water Conservation District for the Salinas Dam Feasibility Study, attached hereto as Exhibit 1 and incorporated herein by reference.
SECTION 2. The City Council authorizes the City Manager, or designee, to execute the Funding Agreement (Exhibit 1) and to take any administrative actions necessary to implement the Agreement consistent with its terms.
SECTION 3. The City Council authorizes the City Manager, or designee, to prepare and submit payments to the District in accordance with the Funding Agreement, including reimbursement of 50% of eligible consultant costs after the State’s allocation has been expended, not to exceed a total City contribution of $600,000.
SECTION 3. Environmental Review. The action is statutorily exempt from the California Environmental Quality Act (CEQA) pursuant to State CEQA Guidelines Section 15262 (Planning and Feasibility Studies) as it involves a cost-sharing agreement for a feasibility and planning study with no direct physical impact. Approval of the Agreement and the County’s implementation of the feasibility study does not commit the City to any future action or project. Any future actions regarding Dam ownership, design, or construction would require compliance with CEQA.
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 _______________ 2026. ___________________________
Mayor Erica A. Stewart
ATTEST:
______________________
Teresa Purrington
City Clerk
APPROVED AS TO FORM:
Resolution No. _____ (202X Series) Page 3
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______________________
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
Resolution No. _____ (202X Series) Page 4
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EXHIBIT 1
Reimbursement Agreement
Salinas Dam Feasibility Study
This Reimbursement Agreement (“Agreement”) is made on this ____ day of _______, 2025 by and between the San Luis Obispo County Flood Control and Water Conservation District (“District”) and the City of San Luis Obispo (“City”), collectively referred to herein as the “Parties”.
RECITALS
WHEREAS, the U.S. Army Corps of Engineers (“USACE”) owns the Salinas Dam (“Dam”) and jointly holds water rights permits with the City; and WHEREAS, the USACE leases the Dam to the District for its operation and maintenance, which includes water delivery to the City; and WHEREAS, the USACE has been evaluating options for disposal of the Dam, including transferring ownership to a local agency such as the District; and WHEREAS, said transfer is an opportunity to secure existing and/or additional water supplies to address needs in the County of San Luis Obispo; and
WHEREAS, to evaluate the transfer, a feasibility analysis of dam ownership, condition, and retrofit/improvement (“Feasibility Study”) would be required; and WHEREAS, the State of California has provided a grant to the District in the amount of $500,000 (“State Grant”) to partially fund the Feasibility Study; WHEREAS, after a competitive procurement process, the District has tentatively selected Tetra Tech BAS, Inc. (“Consultant”) to perform the Feasibility Study and enter into an Agreement for Professional Services (“Consultant Contract”) with the Consultant, attached hereto as Exhibit “A” and incorporated by this reference; and WHEREAS, the District and the City have a common interest in the performance of the Feasibility Study and desire to jointly contribute the additional funding necessary for the completion of the work.
NOW, THEREFORE, it is hereby mutually agreed by the Agencies and District as follows:
1. The above recitals are true and correct and are incorporated herein by this reference.
Resolution No. _____ (202X Series) Page 5
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2. Prior to the payment of any funds by the City, the District shall expend the State Grant, in a manner consistent with the terms of the grant, to pay invoices received from the Consultant.
3. Once the State Grant is fully expended, the City shall pay the District a sum equal to fifty (50%) of the costs of each remaining invoice from the Consultant. The City shall make said payment within thirty (30) days of the receipt of each invoice from the District.
4. Notwithstanding Paragraph 3 above, the City’s payment obligation pursuant to this Agreement shall not exceed six hundred thousand dollars ($600,000) unless otherwise agreed by the Parties in writing.
5. Nothing herein shall be interpreted to create a contractual relationship between the Consultant and the City, nor to obligate or subject the City to any of the terms of the Consultant Agreement.
6. The District’s contract with the Contractor require the Contractor to maintain accounting records for contract billings, a monthly detailed statement of all services performed to be billed at rates set forth in the Consultant’s Cost Proposal, and a requirement to repay any disallowed costs in Articles 3 and 4 of Exhibit A.
The District and City have a common interest in ensuring that all billings for services provided are accurate and in accordance with approved work and services.
7. This Agreement has been executed and delivered in, and shall be interpreted, construed, and enforced pursuant to and in accordance with the laws of the State of California. All duties and obligations of the parties created hereunder are performable in the County of San Luis Obispo; and such County shall be that venue for any action or proceeding that may be brought or arise out of, in connection with, or by reason of, this Agreement.
8. If any term, covenant, condition, or provision of this Agreement is held by a court of competent jurisdiction to be invalid, void, or unenforceable, the remainder of the provisions hereof shall remain in full force and effect and shall in no way be affected, impaired, or invalidated thereby. 5.
9. Unless otherwise provided, all notices herein required shall be in writing, and delivered in person or sent by United States first class mail, postage prepaid.
Notices required to be given to County shall be addressed as follows:
Department of Public Works
Attn: Public Works Director
976 Osos Street STE 207 San Luis Obispo, CA 93408
Notices required to be given to City shall be addressed as follows:
City of San Luis Obispo
Resolution No. _____ (202X Series) Page 6
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Attn: Utilities Director
879 Morro Street
San Luis Obispo, CA 93401
10. This Agreement is intended by the parties as a final expression of their understanding with respect to the matters contained herein and is a complete and exclusive statement of the terms and conditions thereof
11. The parties acknowledge that each party and its attorneys have reviewed, negotiated and revised this Agreement; and that the normal rule of construction to the effect that any ambiguities are to be resolved against the drafting party shall not be employed in the interpretation of this Agreement or any document executed and delivered by any party in connection with the transactions contemplated by this Agreement
12. This Agreement shall not be changed or modified except upon written consent of all of the Parties.
13. This Agreement may be executed in counterparts, each of which shall be deemed an original and all of which shall constitute a single instrument. Signature pages may be detached from individual counterparts and attached to a single or multiple original(s) in order to form a single or multiple originals of this Agreement.
Resolution No. _____ (202X Series) Page 7
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IN WITNESS WHEREOF, the City has executed this Agreement with the approval of its governing body, and District has executed this Agreement in accordance with the authorization of the Board of Supervisors.
City of San Luis Obispo
By:
Date: , 20____
APPROVED AS TO FORM AND LEGAL EFFECT:
J. CHRISTINE DIETRICK
City Attorney
By:
Date: , 20____
SAN LUIS OBISPO COUNTY FLOOD CONTROL AND
WATER CONSERVATION DISTRICT
By:
Date: , 20____
APPROVED AS TO FORM AND LEGAL EFFECT:
JON ANSOLABEHERE
County Counsel
By:
Deputy County Counsel
Date: , 20____
Reimbursement Agreement
Salinas Dam Feasibility Study
This Reimbursement Agreement (“Agreement”) is made on this ____ day of _______, 2025 by and between the San Luis Obispo County Flood Control and Water Conservation District (“District”) and the City of San Luis Obispo (“City”), collectively referred to herein as the “Parties”.
RECITALS
WHEREAS, the U.S. Army Corps of Engineers (“USACE”) owns the Salinas Dam (“Dam”) and jointly holds water rights permits with the City; and
WHEREAS, the USACE leases the Dam to the District for its operation and maintenance, which includes water delivery to the City; and
WHEREAS, the USACE has been evaluating options for disposal of the Dam, including transferring ownership to a local agency such as the District; and WHEREAS, said transfer is an opportunity to secure existing and/or additional water supplies to address needs in the County of San Luis Obispo; and
WHEREAS, to evaluate the transfer, a feasibility analysis of dam ownership, condition, and retrofit/improvement (“Feasibility Study”) would be required; and WHEREAS, the State of California has provided a grant to the District in the amount of $500,000 (“State Grant”) to partially fund the Feasibility Study; WHEREAS, after a competitive procurement process, the District has tentatively selected Tetra Tech BAS, Inc. (“Consultant”) to perform the Feasibility Study and enter into an Agreement for Professional Services (“Consultant Contract”) with the Consultant, attached hereto as Exhibit “A” and incorporated by this reference; and
WHEREAS, the District and the City have a common interest in the performance of the Feasibility Study and desire to jointly contribute the additional funding necessary for the completion of the work.
NOW, THEREFORE, it is hereby mutually agreed by the Agencies and District as follows:
1. The above recitals are true and correct and are incorporated herein by this reference.
2. Prior to the payment of any funds by the City, the District shall expend the State Grant, in a manner consistent with the terms of the grant, to pay invoices received from the Consultant.
3. Once the State Grant is fully expended, the City shall pay the District a sum equal to fifty (50%) of the costs of each remaining invoice from the Consultant. The City shall
make said payment within thirty (30) days of the receipt of each invoice from the District.
4. Notwithstanding Paragraph 3 above, the City’s payment obligation pursuant to this Agreement shall not exceed six hundred thousand dollars ($600,000) unless otherwise agreed by the Parties in writing.
5. Nothing herein shall be interpreted to create a contractual relationship between the Consultant and the City, nor to obligate or subject the City to any of the terms of the Consultant Agreement.
6. The District’s contract with the Contractor require the Contractor to maintain accounting records for contract billings, a monthly detailed statement of all services performed to be billed at rates set forth in the Consultant’s Cost Proposal, and a requirement to repay any disallowed costs in Articles 3 and 4 of Exhibit A. The District and City have a common interest in ensuring that all billings for services provided are accurate and in accordance with approved work and services.
7. This Agreement has been executed and delivered in, and shall be interpreted, construed, and enforced pursuant to and in accordance with the laws of the State of California. All duties and obligations of the parties created hereunder are performable in the County of San Luis Obispo; and such County shall be that venue for any action or proceeding that may be brought or arise out of, in connection with, or by reason of, this Agreement.
8. If any term, covenant, condition, or provision of this Agreement is held by a court of competent jurisdiction to be invalid, void, or unenforceable, the remainder of the provisions hereof shall remain in full force and effect and shall in no way be affected, impaired, or invalidated thereby. 5.
9. Unless otherwise provided, all notices herein required shall be in writing, and delivered in person or sent by United States first class mail, postage prepaid. Notices required to be given to County shall be addressed as follows:
Department of Public Works
Attn: Public Works Director
976 Osos Street STE 207 San Luis Obispo, CA 93408
Notices required to be given to City shall be addressed as follows:
City of San Luis Obispo
Attn: Utilities Director
879 Morro Street
San Luis Obispo, CA 93401
10. This Agreement is intended by the parties as a final expression of their understanding with respect to the matters contained herein and is a complete and exclusive statement of the terms and conditions thereof
11. The parties acknowledge that each party and its attorneys have reviewed, negotiated and revised this Agreement; and that the normal rule of construction to the effect that any ambiguities are to be resolved against the drafting party shall not be employed in the interpretation of this Agreement or any document executed and delivered by any party in connection with the transactions contemplated by this Agreement
12. This Agreement shall not be changed or modified except upon written consent of all of the Parties.
13. This Agreement may be executed in counterparts, each of which shall be deemed an original and all of which shall constitute a single instrument. Signature pages may be detached from individual counterparts and attached to a single or multiple original(s) in order to form a single or multiple originals of this Agreement.
IN WITNESS WHEREOF, the City has executed this Agreement with the approval of its governing body, and District has executed this Agreement in accordance with the authorization of the Board of Supervisors.
City of San Luis Obispo
By:
Date: , 20____
APPROVED AS TO FORM AND LEGAL EFFECT:
J. CHRISTINE DIETRICK
City Attorney
By:
Date: , 20____
SAN LUIS OBISPO COUNTY FLOOD CONTROL AND
WATER CONSERVATION DISTRICT
By:
Date: , 20____
APPROVED AS TO FORM AND LEGAL EFFECT:
JON ANSOLABEHERE
County Counsel
By:
Deputy County Counsel
Date: , 20____
Exhibit A - Scope of Work
Task 1: Project Management
• General project management (scheduling, coordination, staff management, invoicing) over the course of the project.
• Submittal of monthly progress reports to the County.
• Bi-monthly virtual progress meetings. Meetings to be attended by Tetra Tech Project Manager and specific discipline Task Leaders as appropriate.
Task 1 Deliverables:
1) Monthly progress reports.
2) Meeting agendas and materials (e.g., presentations, minutes) Task 1 Assumptions:
1) The effort assumes a 24-month project schedule.
2) 12 Bi-monthly progress meetings are assumed to be virtual and 1 hour each.
Task 2: Stakeholder Engagement
• Develop and implement Stakeholder Engagement Plan: Identify key stakeholders, including landowners and community groups, environmental and historical preservation groups, riparian landowners, WRAC, NGOs, and recreation partners, as well other governmental entities, including the State of California DSOD, USACE, City of San Luis Obispo. The Tetra Tech Team will develop an engagement plan outlining communication strategy, meeting schedules, and feedback mechanisms. • Regulatory Coordination: Establish early and ongoing dialogue regulatory agencies, including DSOD, to align seismic safety and retrofit expectations, and the State Historic Preservation Officer, given the dam’s historical significance.
• Public and Agency Meetings: Present key milestones at WRAC, the Board of Supervisors, and other public meetings to share progress and solicit feedback. • Documentation and Feedback Integration: Maintain a stakeholder log to track feedback. Integrate stakeholder input into the development and evaluation of conceptual alternatives.
Task 2 Deliverables:
1) Admin draft, partner draft and final Stakeholder Engagement Plan 2) Other deliverables as defined in the Stakeholder Engagement Plan (e.g., exhibits, website content, presentations, message points)
3) Stakeholder log and engagement meeting minutes/outcomes Task 3 Assumptions:
1) Meetings are assumed to be virtual and 1-hour, unless otherwise specified. 2) Anticipate up to 6 meetings with regulatory and partner agencies, 4 meetings with other key stakeholders as identified.
3) Deliverables development will include one round of review and comment incorporation. 4) Submittals shall be provided in electronic copy in native file format (e.g., .docx, .pdf, .ppt) Task 3: Conditions Assessment & Data Gaps Identification • Document Compilation & Review: Index and synthesize historic and recent reports, O&M manuals, logs and studies (e.g., environmental review documents, inspection logs, seismic TMs, tunnel/pipeline assessments, emergency response plans, O&M manuals, USACE studies) as they relate to the civil, H&H, structural, geotechnical, electrical, mechanical, and environmental components of the project. Page 149 of 561
• Desktop Evaluation: Establish system parameters including reservoir capacity, drainage, outlet/spillway configuration, booster/tunnel details, and operational release practices. • Site Visit: Conduct a limited, targeted inspection of critical features (e.g., dam, spillway, and appurtenant works) to validate desktop findings and supplement record data. • Technical Evaluation: Perform technical evaluation of project elements based on available information.
o Civil: evaluate system layout, dam footprint, conveyance infrastructure. o Structural: review condition of dam and original design, spillway, and abutments and general concrete condition.
o Mechanical: assess pumps, valves, outlet works.
o Electrical: review control and power systems.
o H&H: review inflow/outflow records, reservoir capacity, gage data. o Water supply: evaluation of existing and future water supply. • Regulatory Baseline: Review DSOD dam safety criteria, previous studies and agency records related to environmental and historical resources, CEQA/NEPA triggers, Section 106 (SHPO), Clean Water Act, and ESA compliance pathways.
• Gap Identification: Document deficiencies in geotechnical/seismic inputs, outlet/spillway structural information, pipeline/tunnel condition, mechanical & electrical system performance, and environmental/cultural baseline data.
• Workplan Development: Prepare technical workplans to close gaps, specifying scope of investigations, permitting needs, access coordination, and sequencing. • Geologic Assessment: As part of the field assessment of the site Tetra Tech will perform a geologic reconnaissance. This work will include geologic mapping of surface geology including joint patterns, bedding structure and evidence of shears or faulting. The information will be used to verify and supplement existing data.
• Geotechnical and Seismology Review: Tetra Tech’s geotechnical and engineering geology personnel will review all available information including subsurface investigations, geotechnical analyses, and seismologic characterization of the site. This will include reviews performed by DSOD of previous studies. Tetra Tech will review as-built plans, previous inspection reports and any geological field mapping performed for the dam to obtain a thorough understanding of the geology, seismic response, and expected performance of the site. With this information the Tetra Tech Team will develop the geotechnical components to all conceptual project alternatives.
Task 3 Deliverables:
1) Conditions Assessment Memo
2) Data gap analysis and Technical Workplan for filling data gaps 3) Policy memo re: existing and future water supply, regulatory requirements, as appropriate.
Task 3 Assumptions:
1) One consolidated 4-hour site visit with all disciplines attending. 2) No formal investigations or inspections will occur with this site visit. The site visit will be used to confirm documented information from desktop review. Site visit will be limited to observations of surface features only.
3) County will provide all available records and projections regarding water supply and water demand. 4) No biological or aquatic resource studies will be conducted.
Task 4: Conceptual Alternatives Analysis
• Define Needs to Be Met and Infrastructure Modifications: Identify District’s needs and objectives and required Civil, Structural, H&H, Mechanical, and Electrical changes for each concept, including dam and outlet/spillway retrofits, pumping/electrical controls, and potential Page 150 of 561 storage increases.
• Regulatory & Permitting Review: Map the approvals required for each concept (including DSOD, CEQA/NEPA, Clean Water Act, Endangered Species Act, Section 106 consultation with SHPO and other state and federal environmental and historical resource permits/approvals applicable to the project). In addition, a preliminary assessment of listed or at-risk species that might be affected by operations/enlargement of the Dam will need to be completed to determine how the District would comply with state and federal species-protection statutes. For any federally listed species, it may be prudent to evaluate the potential of obtaining incidental take authorization through section 7 of the Endangered Species Act, rather than section 10, and the potential of obtaining a consistency determination, rather than an incidental take permit, under the California Endangered Species Act for species listed under the state act. • Institutional and Operational Considerations: Document implications of ownership transfer, O&M responsibilities, and water-rights changes. Define roles and responsibilities of operators, regulators, internal stakeholders, and external beneficiaries. To properly consider viable governance alternatives, the analysis will need to consider, or anticipate, the preference of the District, limitations that might be imposed through the District’s governing act, as well as the ability to manage the implementation of a specifically proposed governance structure. • Financial & Economic Analysis: Develop rough order-of-magnitude (ROM) capital and O&M costs for each concept, paired with potential funding sources. Estimate ROM economic benefits for each alternative as it relates to water supply, recreation, and other readily monetizable benefits of the facility. Prepare conceptual benefit-cost ratios and/or overall net benefits of the alternatives for comparison purposes.
• Water Supply and Policy Issues: Evaluate water supply benefits, reliability under drought/climate scenarios, and related policy considerations. Identify potential beneficiaries, water rights implications, and operational scenarios for each concept. Performing an initial integrated water resources analysis would assist the with determining how additional water supplies could be managed. As a part of that analysis, each conceptual alternative would be considered. It could also lead to additional analyses to investigate other storage and use options that could be more effective in meeting the District’s water demand needs. • Stakeholder Interests and Liabilities: Identify stakeholder groups (e.g., finance, environmental, real property, parks, riparian landowners, North County agencies, environmental groups, regulators) and assess potential impacts, liabilities, and partnership structures for each alternative.
• Risk/Opportunity Assessment: Identify key risks (e.g., seismic retrofit magnitude, regulatory delays, stakeholder opposition) and opportunities (e.g., expanded storage, improved reliability, multi-benefit recreation/environmental enhancements).
Task 4 Deliverables:
1) One-page concept, decision-grade summary sheet for each of the five (5) alternatives 2) Alternatives comparison matrix highlighting costs, risks, and regulatory pathways 3) Ownership Transfer Memo/Recommendations
4) Water Supply/Water Rights Impacts Memo
5) O&M Strategies Memo/Recommendations
Task 4 Assumptions:
1) Alternatives will be conceptual (<10% design), with one sketch/section per alternative. Each alternative summary sheet will be one page.
2) All cost estimating will be Rough-Order-of-Magnitude. 3) Environmental permitting review is limited to pathway identification and does not include CEQA/NEPA analysis.
4) Tetra Tech's permitting evaluation will rely on project information available at the conceptual Page 151 of 561 alternative stage. If the project description changes substantively, the evaluation may require additional budget for revision.
Task 5: Vetting, Ranking, and Recommendation
• Based on District’s priorities, develop a weighted evaluation matrix incorporating technical, regulatory, financial, and stakeholder dimensions.
• Incorporate the weighted evaluation matrix into a multi-criteria decision-making analysis to compare alternatives and briefly analyze sensitivities from changes to the weights developed. After weights are set, run a cost effectiveness analysis on alternatives to provide additional economic insight into the comparison and selection process.
• Conduct workshops with District, City, USACE, DSOD, SHPO, and stakeholders to vet alternatives. • Prepare a Recommendation Memo summarizing preferred alternatives and prerequisites (e.g., USACE transfer terms, DSOD approvals).
Task 5 Deliverables:
1) Draft and Final Feasibility Recommendation Memo
Task 5 Assumptions:
1) One virtual workshop will be held
Task 6: Feasibility Study
• Refine the selected alternative into a 10% design package (plan view, section, cost estimate). • Prepare an updated life-cycle cost analysis for the preferred alternative. • Prepare and refine Feasibility Report consolidating findings from Tasks 1–5 and documenting alternatives, evaluations, and recommended alternative. • Incorporate agency and stakeholder
• Incorporate up to 2 rounds of District/agency comments into the Final Feasibility Report.
Task 6 Deliverables:
1) Draft and Final Feasibility Report with 10% Design Package Task 6 Assumptions:
1) The feasibility study, which will position the District to decide whether to pursue ownership transfer, under what conditions, and with what commitments, will only evaluate one alternative as the selected alternative for further refinement.
2) The feasibility study will not require any field investigations, modeling, or other detailed engineering of project features. Some concept-level assessment or calculation may be included. 3) Quantities and costs developed in this task will be refined but will still be concept level. 4) Feasibility Report will incorporate up to two (2) rounds of District/agency comments.
Task 7: Detailed Planning for Project Development Phases • Prepare draft scope, schedule, and budget for implementation of the selected alternative. • Develop a regulatory roadmap covering DSOD submissions, CEQA/NEPA milestones, ESA and CWA permitting and coordination, and Section 106 consultation with SHPO. • Prepare a Project Development Planning Memo with decision gates, funding strategies, and phasing recommendations.
Task 7 Deliverables:
1) Draft Scope, Schedule, and Budget for Implementation 2) Regulatory Roadmap, Project Development Planning Memo Page 152 of 561 Task 7 Assumptions:
1) Regulatory roadmap limited to sequencing/milestone planning, not permit applications or CEQA/NEPA development.
Task 8 - 10: Optional Tasks
• Subject to future negotiation