San Mateo City Council
January 3, 2022

CITY OF SAN MATEO
City Council Regular Meeting
January 3, 2022
7:00 PM

COUNCIL MEMBERS
Rick Bonilla, Mayor
Diane Papan, Deputy Mayor
Joe Goethals
Amourence Lee
Eric Rodriguez
AGENDA
DUE TO THE STATE OF CALIFORNIA’S DECLARATION OF EMERGENCY – THIS MEETING IS BEING HELD PURSUANT TO AUTHORIZATION FROM GOVERNMENT CODE 54943(b)(3) / AB361 (2021) – CITY COUNCIL AND COMMISSION MEETINGS ARE NO LONGER OPEN TO IN-PERSON ATTENDANCE.

ANYONE CAN WATCH AND PROVIDE COMMENTS REMOTELY IN THE WAYS DESCRIBED AT THE END OF THE AGENDA.

To join via Zoom – click here: Monday, January 3, 2022 Zoom Meeting To join via telephone: (408) 638-0968
Webinar ID: 885 9567 5366 Passcode: 999895

CALL TO ORDER
Pledge of Allegiance
Roll Call

CEREMONIAL

1. HIP Housing (Human Investment Project, Inc.) – Calendar Presentation

2. Police Lieutenant Art Sanchez – Commendatory Retirement Resolution

CONSENT CALENDAR
All matters listed under the Consent Calendar are considered by the Council to be routine and will be enacted by one motion without discussion. If discussion is desired, that item may be removed and considered separately.

3. City Council Meeting Minutes - Approval
Approve the minutes of the City Council Special and Regular meeting of December 6, 2021.

4. Remote Teleconferenced City Council and Commission Meetings – Reauthorization Adopt a Resolution to reauthorize remote teleconferenced City Council and Board and Commission meetings for 30 days, through February 2, 2022, as allowed by Assembly Bill 361 amending the Brown Act, based upon the Governor’s emergency proclamation and findings that meeting in person would present imminent risks to the health or safety of attendees.

5. Library Board – Appointment Subcommittee Recommendation At the recommendation of the Appointment Subcommittee appoint Shaylona Wheeler and Austin Volz to the Library Board for an initial partial term through June 2022 and June 2025. 1 of 171

6. Fiscal Year 2021-22 Comprehensive Fee Schedule – Amendment Adopt a Resolution to amend the fiscal year 2021-22 Comprehensive Fee Schedule to include changes previously made to the Art in Public Places In Lieu Fee, Childcare Development Impact Fee, and Transportation Improvement Fee, as well as the establishment of the Wastewater Capacity Charge.

7. Receipt and Use of Development Impact Fees and In-Lieu Fees – Annual Report Adopt a Resolution to make findings and accept the annual report on receipt and use of development impact fees and in-lieu fees for the year ended June 30, 2021.

8. Classification Updates - Department of Public Works
Adopt a Resolution to approve the 1) job specification and salary range for the new classification of Solid Waste Technician, 2) reallocation of the vacant Traffic Engineering Technician position to Solid Waste Technician, 3) reinstatement of the Downtown Coordinator classification, 4) job specification and salary range for the classification of Downtown Coordinator, and 5) the addition of one Full Time Equivalent Merit Downtown Coordinator position in the Department of Public Works Solid Waste Section.

9. Citywide Street Rehabilitation – Agreement
Approve an agreement with Bellecci & Associates for design services for the Citywide Street Rehabilitation Package 2A in an amount not to exceed $160,000; establish a contingency reserve of $16,000; and authorize the Public Works Director to execute the agreement in substantially the form presented and approve amendments within the contingency amount.

10. Citywide Street Reconstruction – Agreement
Approve an agreement with Nichols Consulting Engineers, Chtd. for design services for the Citywide Street Reconstruction, Phases 4 and 5, in an amount not to exceed $1,460,000; establish a contingency reserve of $146,000; and authorize the Public Works Director to execute the agreement in substantially the form presented and approve amendments within the contingency amount.

11. Wastewater System Supervisory Control and Data Acquisition System Merger Project – Contract Change Order Approve Contract Change Order No. 2 to Enterprise Automation for the design, programming, configuration, installation, testing, commissioning, and training services for the Supervisory Control and Data Acquisition System Merger Project in an amount not to exceed $90,621, for a total contract amount not to exceed $934,351; and authorize the Public Works Director to execute the contract in substantially the form presented and issue change orders within the contingency amount.

PUBLIC COMMENT
Members of the public wishing to comment on any item not appearing on the agenda may address the City Council at this time. State law prevents Council from taking action on any matter not on the agenda; your comments may be referred to staff for follow up.

Public comment is limited to a total of 15 minutes; however, an opportunity for additional public comment may be provided later in the agenda.
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PUBLIC HEARING
City Council action on the following public hearing(s) represents a final decision concluding all administrative proceedings. Judicial review may be had only if a petition is filed with the Court not later than the 90th day following the date the decision is made. Judicial review of environmental determinations may be subject to a time period for litigation as short as 30 days following the date the decision is made.

12. Mechanical and Automated Parking Facilities – Updated Standards and Specifications Adopt a Resolution to update the City’s “Standard Drawings and Specifications” for off-street parking to include standards and specifications for mechanical and automated off-street parking facilities.

OLD BUSINESS

13. Pedestrian Mall – Streetscape Design Agreement and Appropriation Award an agreement for design services to Community Design + Architecture for the pedestrian mall streetscape design in the amount of $145,485 and authorize the City Manager to execute the contract in substantially the form presented; adopt a resolution to appropriate $160,485 from the General Fund available fund balance; and provide feedback on the proposed placement of a racial equity art project within the pedestrian mall.

14. COVID-19 Update
Receive an update on operational impacts and other City efforts related to COVID-19, confirm rules and regulations issued by the City Manager acting as the Director of Emergency Services in response to declared emergency, and confirm the need for a continued local declaration of emergency.

NEW BUSINESS

15. City Council Appointments to External Agencies and Liaison Roles Review and provide direction on the 2021 appointments to external agencies, organizations and liaison roles; and approve the final appointments and liaisons list.

REPORTS AND ANNOUNCEMENTS
City Manager, City Attorney and Council Members report on their various assignments and liaison roles and Council requests for scheduling future items.

ADJOURNMENT
------------------------------------------------------------------------------------------------------------------------------------------ AGENDAS : Agendas and material are posted on the City’s website on the Friday preceding each Council Meeting and can be viewed on the City's website at www.cityofsanmateo.org . Any supplemental material distributed to the Council after the posting of the agenda will be made part of the official record.

WATCHING A MEETING ON TV: City Council meetings are broadcast live on Comcast/channel 27, Wave/channel 26, or AT&T/channel 99.

For transmission problems during the broadcast, please call (650) 522-7099.

For all other broadcast comments, call (650) 522-7040, Monday-Friday, 8 a.m. - 5 p.m.

WATCHING A MEETING ON A COMPUTER: There are three ways to stream. 1) Public Meeting Portal www.cityofsanmateo.org/publicmeetings 2) City YouTube channel and stream it on YouTube: http://youtube.com/CityofSanMateo 3) Watch TV live stream: https://www.cityofsanmateo.org/193/Channel-San-Mateo-Live-Stream (continue on next page)
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PUBLIC COMMENTS – Can be received in the following ways (Time limits will apply) :

Prior to the meeting in writing: Send comments to: [email protected] until 4 p.m. the day of the meeting.

During the meeting by computer: Click the link at the top of the agenda and you’ll be added to the meeting. All attendees are muted by default.

When the item of interest is open for consideration, select the “Raise Your Hand” icon and you will be called on at the appropriate time.

During the meeting by telephone: Call (408) 638-0968 and enter the conference ID found at the top of the meeting agenda. When the item of interest is open for consideration, select *9 to raise your hand. When called upon, press *6 to unmute, state your name and provide your comments.

ACCESSIBILITY: In compliance with the Americans with Disabilities Act, those with disabilities requiring special accommodations to participate in this meeting may contact the City Clerk’s Office at (650) 522-7040 or [email protected]. Notification 48 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to this meeting. 4 of 171

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CITY OF SAN MATEO
Agenda Report
City Hall
330 W. 20th Avenue
San Mateo CA 94403
www.cityofsanmateo.org
Agenda Number: 3 Section Name: CONSENT CALENDAR File ID: 21-5409-03 TO: City Council
FROM: Drew Corbett, City Manager
PREPARED BY: City Clerk's Office
MEETING DATE: January 3, 2022
SUBJECT:

City Council Meeting Minutes - Approval
RECOMMENDATION:

Approve the minutes of the City Council Special and Regular meetings of December 6, 2021.

NOTICE PROVIDED
All meeting noticing requirements were met.

ATTACHMENTS
Att 1 – Minutes 2021-12-06 Special
Att 2 – Minutes 2021-12-06 Regular

STAFF CONTACT
Patrice Olds, City Clerk
[email protected]
(650) 522-7042
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COUNCIL MEMBERS
Eric Rodriguez, Mayor
Rick Bonilla, Deputy Mayor
Diane Papan
Amourence Lee
Joe Goethals

CITY OF SAN MATEO
Special Meeting Minutes
City Council
City Hall
330 W. 20th Avenue
San Mateo CA 94403
www.cityofsanmateo.org

Tuesday, December 6, 2021
Remote 6:30 PM
Special Meeting
CALL TO ORDER - This meeting was held pursuant to authorization from Government Code 54943(b)(3) / AB361 (2021) in which Brown Act regulations are relaxed to allow members to participate virtually due to the Covid-19 health emergency.

Roll Call
Remote: Mayor Rodriguez, Deputy Mayor Bonilla, Council Members: Papan, Lee, and Goethals

CLOSED SESSION
Following the opportunity for public comment, there were no speakers, the City Council convened into Closed Session to consider:

1. Conference with Legal Counsel – Existing Litigation
(Paragraph (1) of subdivision (d) of Section 54956.9)
Name of case: In re: EHT US1, INC., et al., Debtors, United States Bankruptcy Court (Delaware) Case No. 21-10036 (CSS).

ADJOURNMENT – The meeting adjourned at 6:50 p.m.

APPROVED BY: SUBMITTED BY:

Eric Rodriguez Mayor Patrice M. Olds, City Clerk 6 of 171
City Council Regular Meeting Minutes – 12/06/2021 Page 1

COUNCIL MEMBERS
Eric Rodriguez, Mayor
Rick Bonilla, Deputy Mayor
Diane Papan
Amourence Lee
Joe Goethals

CITY OF SAN MATEO
Regular Meeting Minutes
City Council
City Hall
330 W. 20th Avenue
San Mateo CA 94403
www.cityofsanmateo.org

Monday, December 6, 2021
Remote 7:00 PM
Regular Meeting
CALL TO ORDER - This meeting was held pursuant to authorization from Government Code 54943(b)(3) / AB361 (2021) in which Brown Act regulations are relaxed to allow members to participate virtually due to the Covid-19 health emergency.

Pledge of Allegiance
Roll Call
Remote: Mayor Rodriguez, Deputy Mayor Bonilla, Council Members: Papan, Lee and Goethals

CONSENT CALENDAR
The following items, 1 through 18, were considered to be routine by the City Council. Council Member Rick Bonilla recused himself from Item 8 stating “Because my personal residence, which I own, is within 500 feet of a street that is subject to a speed reduction, I will be recusing myself from Item No 8 – School Zones Speed Reduction. Please let the minutes reflect that I abstained from voting on that item.” After the titles of the items were read by the City Clerk, the public was invited to comment and there were no speakers. Motion passed 5-0.

Moved: Bonilla, Seconded: Goethals
Ayes: Rodriguez, Bonilla (abstain on item 8), Papan, Lee and Goethals Noes: None

1. City Council Meeting Minutes - Approval
Approve the minutes of the City Council Special and Regular meeting of November 15, 2021.

2. Ordinance Adoption – Municipal Code Cleanup Amendments Adopt an Ordinance to amend San Mateo Municipal Code Chapter 17.24 “Streets and Sidewalks,” Chapter 23.40 “Site Development,” Chapter 27.71 “Landscape for Planning Applications,” and Chapter 27.78 “Variances,” to clarify tree provisions; Chapter 27.04 “Definitions,” to remove curb level and clarify floor area for structures and basement; Chapter 27.64 “Off-Street Parking and Loading,” to clarify on-street loading and Site Plan and Architectural Review provisions; update all references from “Uniform Building Code” to “California Building Code”; and update all references from “City Engineer” to “Public Works Director.”

Enactment: Ordinance No. 2021-26

3. Ordinance Adoption – Mandatory Organic Waste Disposal Reduction Adopt an Ordinance to add Chapter 7.35 “Mandatory Organic Waste Disposal Reduction” to the San Mateo Municipal Code in compliance with Senate Bill (SB) 1383, California's Short-Lived Climate Pollutants Reduction Act (2016) and receive an update on SB 1383 implementation.

Enactment: Ordinance No. 2021-27
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City Council Regular Meeting Minutes – 12/06/2021 Page 2

4. Remote Teleconferenced City Council and Commission Meetings – Reauthorization Adopt a Resolution to reauthorize remote teleconferenced City Council and Board and Commission meetings for 30 days, through January 5, 2022, as allowed by Assembly Bill 361 amending the Brown Act, based upon the Governor’s emergency proclamation and findings that meeting in person would present imminent risks to the health or safety of attendees.

Enactment: Resolution No. 117 (2021)

5. County of San Mateo Edible Food Recovery Program – Senate Bill 1383 Memorandum of Understanding Adopt a Resolution to approve the implementation of the Senate Bill 1383 Memorandum of Understanding with the County of San Mateo for the establishment of an Edible Food Recovery Program consistent with California Code of Regulations, Title 14, Division 7, Chapter 12 Short-lived Climate Pollutants

Enactment: Resolution No. 118 (2021)

6. South Bayside Waste Management Authority Program Management – Senate Bill 1383 Memorandum of Understanding
Adopt a Resolution to approve a Memorandum of Understanding with the South Bayside Waste Management Authority for the program implementation and management requirements of Senate Bill 1383.

Enactment: Resolution No. 119 (2021)

7. Private Development and Right-of-Way Support Services – Amendment Approve Amendment No. 3 to the agreement with CSG Consultants, Inc. for professional consultant services for private development and right-of-way support services in the amount of $150,000, for a new agreement total of $500,000; extend the term of the agreement to June 30, 2022; and authorize the Public Works Director to execute the amendment in substantially the form presented.

8. School Zones – Speed Reduction
Adopt a Resolution to reduce the posted speed limit to be consistent with State law in school zones.

Enactment: Resolution No. 120 (2021)

9. Public Works Bulk Mailing and Printing – Amendment
Approve Amendment No.2 to the contract with CMG Language Services DBA ColorPrint for the Public Works Department’s bulk mailing and printing services in the amount of $210,000 for a new contract total of $300,000, and allow the Public Works Director to execute Amendment No. 2 in substantially the form presented.

10. Main Street Garage Repairs – Agreement
Adopt a Resolution to find that bidding would be impracticable and approve an agreement with Alta Group, Inc. for construction services to repair a damaged wall section at the Main Street Garage in the amount of $123,983; establish a contingency reserve of $25,000; and authorize the Public Works Director to execute the agreement in substantially the form presented and issue change orders per the contract documents and within the contingency amount.

Enactment: Resolution No. 121 (2021)

11. General Plan Subcommittee – Composition and Vacancy Process Adopt a Resolution to outline the composition of the General Plan Subcommittee and approve a process for vacancy appointments, as amended.
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Enactment: Resolution No. 122 (2021)

12. Year-end Financial Reports for the Fiscal Year Ended June 30, 2021 – Acceptance Formally accept and approve the year-end financial reports for the fiscal year ended June 30, 2021.

13. San Mateo Local Hazard Mitigation Plan – Approval
Adopt a Resolution to approve Volume 1 and 2 - City of San Mateo specific annex, of the San Mateo County “2021 Multijurisdictional Local Hazard Mitigation Plan”.

Enactment: Resolution No. 123 (2021)

14. Per Diem Employee Medical Coverage – Amendment
Approve Amendment No. 9 to the agreement with the San Mateo Health Commission for per diem employee medical coverage for the extension of two years effective January 1, 2022.

15. Excess Workers’ Compensation Insurance 2022 – Purchase Approve the purchase of excess workers' compensation insurance from Safety National in an amount projected to be $215,817 for the one-year period commencing January 1, 2022 and ending December 31, 2022.

16. Crystal Springs Cross Country Course – Letter of Support Authorize a letter of support for the continued operation of the Crystal Springs Cross Country Course to be submitted to the San Francisco Public Utilities Commission.

17. Property Tax In-Lieu of Vehicle License Fee Shortfall – Letter of Support Authorize the Mayor to sign a letter of support written to Governor Newsom, Senator Skinner, and Assemblymember Ting regarding the County of San Mateo's proposed solution to the Property Tax in-lieu of Vehicle License Fee shortfall.

18. National Opioid Litigation and Settlement Agreements – Participation Authorization Authorize the City Attorney to take all necessary steps and execute appropriate documents to participate in Opioid Settlement Agreements with Distributors and Janssen and agree to implementing State Subdivision Agreements.

PUBLIC COMMENT
Public comment – Raayan Montashemi thanked the Council for efforts throughout the year.

The Mayor held a moment of silence and recognized Senior Citizens Commissioner Irene Bluth who passed away last week and noted her volunteering in the community and dedication to the Senior Center, and stated how deeply she will be missed.

CEREMONIAL

19. Recognition of Mayor Eric Rodriguez
Commendatory Resolution No. C-5 commending Eric Rodriguez for his term as Mayor in 2021 was read and received.

Council expressed appreciation to Mayor Rodriguez and commented on his leadership and how he shared himself with all members of the community. It was noted he is skilled in drawing strength out of each of councilmember. 9 of 171
City Council Regular Meeting Minutes – 12/06/2021 Page 4 He set the bar high for running meetings – always fair, comprehensive, and making it the best that it could have been. He connected with each of the neighborhoods; worked on major infrastructure projects with great accomplishments using a steady hand throughout this difficult year.

Mayor Rodriguez provided personal remarks on his year as Mayor.

Public Comment – Charles Stone expressed appreciation for the great job Eric Rodriguez performed as Mayor leading with consideration, collegiality, and collaboration. Belmont is grateful for its incredible relationship with San Mateo. State Senator Becker conveyed that Mayor Rodriguez is a valued friend and trusted advisor on every issue, that he always thought through the issues, handled matters smoothly and wanted to extend his congratulations, noting both the City and region are lucky to have him. Adam Loraine also expressed gratitude and appreciation to Mayor Rodriguez. Lisa Diaz Nash thanked the entire council for working through a difficult year and gave a special thank you to Mayor Rodriguez for championing the neighborhoods.

20. City Council Reorganization
Nominations for Mayor and Deputy Mayor for the 2022 term.

Motion to nominate Rick Bonilla as Mayor for 2021-22 term. Motion passed 5-0.

Moved: Rodriguez, Seconded: Papan
Ayes: Goethals, Rodriguez, Bonilla, Papan and Lee
Noes: None
Motion to nominate Diane Papan as Deputy Mayor for 2021-22 term. Motion passed 5-0.

Moved: Goethals, Seconded: Lee
Ayes: Goethals, Rodriguez, Bonilla, Papan and Lee
Noes: None
Mayor Bonilla provided his comments on the goals and challenges of the upcoming year and shared his vision for his year as Mayor.

Public Comment – Noelia Corzo congratulated Rick Bonilla for his tireless dedication to the city; his leadership has supported all residents.

REPORTS AND ANNOUNCEMENTS
City Manager, City Attorney and Council Members reported on their various assignments and liaison roles. Rick Bonilla offered a toast to the San Mateo City Council for many more great years in the future.

ADJOURNMENT –The meeting adjourned at 8:07 p.m.

APPROVED BY: SUBMITTED BY:

Eric Rodriguez Mayor Patrice M. Olds, City Clerk 10 of 171

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CITY OF SAN MATEO
Agenda Report
City Hall
330 W. 20th Avenue
San Mateo CA 94403
www.cityofsanmateo.org
Agenda Number: 4 Section Name: CONSENT CALENDAR File ID: 21-5410-03 TO: City Council
FROM: Drew Corbett, City Manager
PREPARED BY: City Clerk's Office
MEETING DATE: January 3, 2022
SUBJECT:

Remote Teleconferenced City Council and Commission Meetings – Reauthorization RECOMMENDATION:

Adopt a Resolution to reauthorize remote teleconferenced City Council and Board and Commission meetings for 30 days, through February 2, 2022, as allowed by Assembly Bill 361 amending the Brown Act, based upon the Governor’s emergency proclamation and findings that meeting in person would present imminent risks to the health or safety of attendees.

BACKGROUND:

At its October 18, 2021, City Council meeting, the Council adopted Resolution No. 100 (2021) authorizing continued remote meetings of the Council and its subordinate legislative bodies due to the imminent risk to the health and safety of attendees due to possible transmission of COVID-19 and the recent spread of variants. The resolution became effective October 18, 2021 through November 17, 2021, or until the City Council adopts a subsequent resolution. AB 361 requires confirming the emergency circumstances 30 days after the first teleconference meeting and every 30 days thereafter. At the October 18 meeting, the Council accepted staff’s recommendation to pass a resolution at every meeting to ensure there is no gap in the effectiveness of authorizing resolutions. The action being requested at this January 3rd meeting is to adopt a resolution reauthorizing remote teleconferenced Council and Commission meetings per the requirements of Assembly Bill 361.

It was noted in the original resolution that current health orders require masking in all indoor facilities due to health and safety concerns. In addition, San Mateo County Health Order No. c19-12 provides that the Delta variant is highly transmissible in indoor settings and requires multi-component prevention strategies to reduce its spread. The California Department of Public Health is currently investigating the length of vaccine protection. The Center for Disease Control and Prevention recommends avoiding indoor spaces that do not offer fresh air from the outdoors as much as possible.

Returning to meeting in the Council Chambers or smaller conference rooms means being in an enclosed space for meetings that commonly last for one to five hours and would seem to create additional exposure for participants to a possible transmission of the virus. These health directives and advice are still in place.

BUDGET IMPACT:

There is no budget impact for taking this action as all software and hardware needs to meet remotely have already been purchased and are in use.

ENVIRONMENTAL DETERMINATION:

Adoption of this resolution authorizing remote teleconferenced meetings of the City Council and City Boards and Commission is not a project subject to CEQA, because it is an organizational or administrative activity that will not result in direct or indirect physical changes in the environment. (CEQA Guidelines Section 15378(b)(5).) 11 of 171

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NOTICE PROVIDED
All meeting noticing requirements were met.

ATTACHMENTS
Att 1 – Proposed Resolution

STAFF CONTACT
Patrice Olds, City Clerk
[email protected]
(650) 522-7042
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CITY OF SAN MATEO
RESOLUTION NO. ___ (2022)

REAUTHORIZING REMOTE TELECONFERENCE MEETINGS OF THE LEGISLATIVE BODIES OF CITY OF SAN MATEO EFFECTIVE JANUARY 3, 2022 UNTIL THE EARLIER OF FEBRUARY 2, 2022 OR SUCH TIME THE CITY COUNCIL ADOPTS

A SUBSEQUENT RESOLUTION, PURSUANT TO THE BROWN ACT
WHEREAS, the City of San Mateo is committed to preserving and nurturing public access and participation in meetings of the City Council and its Boards and Commissions; and

WHEREAS, all meetings of City of San Mateo’s legislative bodies are open and public, as required by the Ralph M. Brown Act (Cal. Gov. Code 54950 – 54963), so that any member of the public may attend, participate, and watch the District’s legislative bodies conduct their business; and

WHEREAS, the Brown Act, Government Code section 54953(e), makes provisions for remote teleconferencing participation in meetings by members of a legislative body, without compliance with the requirements of Government Code section 54953(b)(3), subject to the existence of certain conditions; and

WHEREAS, a required condition is that a state of emergency is declared by the Governor pursuant to Government Code section 8625, proclaiming the existence of conditions of disaster or of extreme peril to the safety of persons and property within the state caused by conditions as described in Government Code section 8558; and

WHEREAS, a proclamation is made when there is an actual incident, threat of disaster, or extreme peril to the safety of persons and property within the jurisdictions that are within the City’s boundaries, caused by natural, technological, or human-caused disasters; and

WHEREAS, it is further required that state or local officials have imposed or recommended measures to promote social distancing, or, the legislative body meeting in person would present imminent risks to the health and safety of attendees; and

WHEREAS, such conditions now exist in the City, specifically, the Governor has proclaimed a state of emergency exists for the state of California due to the conditions caused by the COVID-19 pandemic and the impact on the health and safety of its residents; and

WHEREAS, the Delta and Omicron variants are highly transmissible in indoor spaces, the California Department of Public Health is currently investigating how long vaccine protection lasts, and the Center for Disease Control and Prevention recommends avoiding indoor spaces that do not offer fresh air from the outdoors; and WHEREAS, in accordance with Assembly Bill 361, the City Council does hereby find that as a result of the emergency, meeting in person would present imminent risks to the health or safety of attendees and the Council desires to authorize continued remote teleconferenced meetings of its legislative bodies; and WHEREAS, as a consequence of the local emergency, the City Council does hereby find that the legislative bodies of City of San Mateo shall conduct their meetings without compliance with paragraph (3) of subdivision (b) of Government Code section 54953, as authorized by subdivision (e) of section 54953, and that such legislative bodies 13 of 171
Resolution No. ___ (2022) Page 2 of 2
Reauthorizing Remote Teleconference Meetings
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shall comply with the requirements to provide the public with access to the meetings as prescribed in paragraph (2) of subdivision (e) of section 54953; and
WHEREAS, the City of San Mateo has taken measures to conduct public meetings via virtual tools that allow for members of its legislative bodies and members of the public to join and participate in meetings remotely and provide public testimony in the virtual environment and via teleconference; and WHEREAS, on October 18, 2021, the City Council adopted a resolution authoring remote teleconference meetings of San Mateo legislative bodies, effective until the earlier of November 17, 2021 or when the City Council adopts a subsequent resolution; and
WHEREAS, this resolution represents a reauthorization of such remote teleconference meetings, pursuant to the Brown Act.

NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SAN MATEO DOES HEREBY FIND AND RESOLVE AS FOLLOWS:

1. Recitals. The Recitals set forth above are true and correct and are incorporated into this Resolution by this reference.

2. AB 361 Findings.
a. On March 4, 2020, the Governor of the State of California issued a Proclamation of State of Emergency, which remains in effect.
b. Meeting in person would present imminent risk to the health or safety of attendees, because:
(1) The Delta and Omicron variants of the coronavirus are highly transmissible in indoor settings. (2) The California Department of Public Health is currently investigating how long vaccine protection lasts.
(3) The Center for Disease Control and Prevention recommends avoiding indoor spaces that do not offer fresh air from the outdoors as much as possible.

3. Remote Teleconference Meetings. The City Manager and legislative bodies of the City of San Mateo are hereby authorized and directed to take all actions necessary to carry out the intent and purpose of this Resolution including, conducting remote teleconferenced meetings in accordance with Government Code section 54953(e) and other applicable provisions of the Brown Act.

4. Effective Date and Term. This Resolution shall take effect immediately upon its adoption and shall be effective until the earlier of (i) February 2, 2022, or (ii) such time the City Council adopts a subsequent resolution in accordance with Government Code section 54953(e)(3) to extend the time during which the legislative bodies of the City of San Mateo may continue to teleconference without compliance with paragraph (3) of subdivision (b) of section 54953.
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CITY OF SAN MATEO
Agenda Report
City Hall
330 W. 20th Avenue
San Mateo CA 94403
www.cityofsanmateo.org
Agenda Number: 5 Section Name: CONSENT CALENDAR File ID: 21-4799-01 TO: City Council
FROM: Drew Corbett, City Manager
PREPARED BY: City Clerk's Office
MEETING DATE: January 3, 2022
SUBJECT:

Library Board – Appointment Subcommittee Recommendation RECOMMENDATION:

At the recommendation of the Appointment Subcommittee appoint Shaylona Wheeler and Austin Volz to the Library Board for an initial partial term through June 2022 and June 2025.

BACKGROUND:

On August 8, 2021 Library Board Member Lester Chen resigned from the Board effective by the September 27, 2021 board meeting due to relocation out of the area. On September 17, 2021 Donald Hill resigned from the Library Board due to relocation also. This left two unscheduled vacancies for a partial term through June 2022 and June 2025. Successful candidates will then be eligible for a full four-year appointment after serving this partial term.

The city opened a recruitment on October 8, 2021 and closed the recruitment on October 29th and received five qualified applications. Interviews were held on Thursday December 2, 2021 by the Appointment Subcommittee comprised of then Mayor Rodriguez and Council Member Diane Papan with advice from City Librarian James Moore. The following individuals were interviewed:

Ruthmary Cradler
Michelle Mendoza
Austin Volz
Shaylona Wheeler
Diane Whitaker
The Appointment Subcommittee recommends Austin Volz to the partial term ending June 2022 and Shaylona Wheeler to the partial term ending June 2025.

BUDGET IMPACT:

There is no budget impact from this administrative appointment.

ENVIRONMENTAL DETERMINATION:

This administrative appointment is not a project subject to CEQA, because it is an organizational or administrative activity that will not result in direct or indirect physical changes in the environment. (CEQA Guidelines Section 15378(b)(5).) 15 of 171

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NOTICE PROVIDED
All meeting noticing requirements were met.

ATTACHMENTS
Att 1 - Boards, Commissions and Committees List

STAFF CONTACT
Patrice Olds, City Clerk
[email protected]
(650) 522-7042
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Updated 12/15/2021
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Boards, Commissions & Committees List
Term
Date
Appt’d
Term
Expires Term
Date
Appt’d
Term
Expires
COMMUNITY RELATIONS COMMISSION(650) 522-7220
Meeting: 3rd Wednesday, 7:00 p.m. City Hall (Room C)
0 Sheri Boles 07-19-21 06-10-22
1 Meghan Crowell 06-10-21 06-10-25
2 Nicole Fernandez 12-02-13 06-10-22
1 Jerold Nugent, Chair 06-10-20 06-10-24
1 Sharrie Overall, Vice Chair 06-10-20 06-10-24
PLANNING COMMISSION (650) 522-7212
Meeting: 2nd & 4th Tuesdays, 7:00 p.m. Council
Chambers
2 John Ebneter 06-01-15 06-10-25
1 Ramiro Maldonado, Chair 06-18-18 06-10-24
1 Adam Nugent 07-19-21 06-10-25
0 Seema Patel 06-10-21 06-10-22
1 Margaret Williams, Vice Chair 07-15-19 06-10-23
LIBRARY BOARD (650) 522-7802
Meeting: 4th Monday, 5:30 p.m. Main Library Cedar Rm.
2 Elizabeth De Winter, President 07-20-15 06-10-23
1 Lisa Diaz Nash 09-17-18 06-10-25
0 Rod Linhares 02-16-21 06-10-24
0 Vacant 01-03-22 06-10-22
0 Vacant 01-03-22 06-10-25
SENIOR CITIZENS COMMISSION (650) 522-7400
Meeting: 2nd Monday, every other month beginning in
January
4:00 p.m. San Mateo Senior Center
2 Vacant 02-17-15 06-10-25
0 Liz Foreman 09-20-21 06-10-23
2 Monika Lee, Vice Chair 07-18-16 06-10-24
1 Ellen Wang, Chair 07-20-20 06-10-24
1 Mary Webb 02-17-15 06-10-22
PARK AND RECREATION COMMISSION(650) 522-7400
Meeting: 1st Wednesday, 7:00 p.m. City Hall (Room C)
1 Sarah Fields 06-10-21 06-10-25
0 Lindsey Held, Vice Chair 07-20-20 06-10-23
2 Eric Holm, Chair 10-06-14 06-10-23
1 J. Christopher Massey, Chair 09-21-15 06-10-22
2 Heather Wolnick 07-17-17 06-10-25
SUSTAINABILITY & INFRASTRUCTURE(650) 522-7153

COMMISSION
Meeting: 2nd Wednesday, 7:00 p.m. Council Chambers
1 Adam Loraine, Chair 07-20-20 06-10-24
0 Kimi Narita, Vice Chair 04-05-21 06-10-23
1 Rafael Reyes 08-06-18 06-10-22
1 Clifford S. Robbins 08-06-18 06-10-22
1 Susan Rowinski 08-06-18 06-10-25
PERSONNEL BOARD (650) 522-7260
Meeting: 3rd Tuesday, 7:00 p.m. City Hall (Room C)
1 Caiti Busch 06-10-21 06-10-25
1 Debra Kaiser 06-10-21 06-10-25
1 Gayle Murphy, Chair 07-20-15 06-10-22
1 Robert Newsom, Vice Chair 08-19-19 06-10-23
1 Tony Villanueva 01-19-21 06-10-24
YOUTH ACTIVITIES COUNCIL (YAC) (650) 522-7432
Meets twice a month, Coordinator: Brandon Parra
Youth from the following schools represent the voice of San Mateo teens: Aragon – Hillsdale – Serra – San
Mateo

MOSQUITO & VECTOR CONTROL DISTRICT
(650) 573-8358
1 Ed Degliantoni 09-21-15 12-31-21
0 = appointed to unscheduled opening, eligible to serve a first full term
1 = in first term currently
2 = in second (final) term currently
Board and Commission Members are appointed by the City Council. To apply for future vacancies, or for further information, please contact the City Clerk. Members serve a four-year term of office. Qualifications: Registered Voter of the City of San Mateo.
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Updated 12/15/2021
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Term
Date
Appt’d
Term
Expires
MEASURE S OVERSIGHT COMMITTEE(650) 522-7040
Meeting: 3rd Tuesday of the 2nd month of the quarter (February, May, August, November) at 6:00 p.m. City Hall (Room C) 2 Naomi Chin-Fuen Hsu 02-05-18 06-10-24
1 Richard W. Hedges, Vice Chair 02-05-18 06-10-22
2 Thomas Morgan 02-05-18 06-10-25
1 Lisa Diaz Nash, Chair 02-05-18 06-10-22
1 Vince Siminitus 11-01-18 06-10-23
CIVIC ARTS COMMITTEE (650) 522-7164
Meeting: 2nd Monday, every other month beginning in January, 4:00 p.m. City Hall (Room C) Robert Gooyer
Ramiro Maldonado
Ginger Slonaker
Stephen Tabler, Chair
Dianne Whitaker, Vice Chair
INVESTMENT ADVISORY COMMITTEE(650) 522-7100
Meeting: 3rd Thursday of Jan/Apr/Jul/Oct at 3:30 p.m., City Hall (Room C) Jeff Adams
Michael Carney
Chris deLong
Mark Moroni
Margaret Taylor, Chair

GENERAL PLAN SUBCOMMITTEE
Meeting: Varies
Eric Rodriguez (City Council Member)
Rick Bonilla (City Council Member)
Ramiro Maldonado (Planning Commissioner)
Vacant (Planning Commissioner)
Heather Wolnick (Park and Recreation Commissioner)
Ken Chin (San Mateo Foster City School Board Member)
Board and Commission Members are appointed by the City Council. To apply for future vacancies, or for further information, please contact the City Clerk. Members serve a four-year term of office. Qualifications: Registered Voter of the City of San Mateo.
/s/ PATRICE M. OLDS, CITY CLERK
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CITY OF SAN MATEO
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CITY OF SAN MATEO
Agenda Report
City Hall
330 W. 20th Avenue
San Mateo CA 94403
www.cityofsanmateo.org
Agenda Number: 6 Section Name: CONSENT CALENDAR File ID: 21-5570 TO: City Council
FROM: Drew Corbett, City Manager
PREPARED BY: Community Development Department
MEETING DATE: January 03, 2022
SUBJECT:

Fiscal Year 2021-22 Comprehensive Fee Schedule – Amendment RECOMMENDATION:

Adopt a Resolution to amend the fiscal year 2021-22 Comprehensive Fee Schedule to include changes previously made to the Art in Public Places In Lieu Fee, Childcare Development Impact Fee, and Transportation Improvement Fee, as well as the establishment of the Wastewater Capacity Charge.

BACKGROUND:

In fiscal year 2019-20, the San Mateo City Council included a review of the City’s development impact fees as a priority in its strategic plan. Over the last few years, City staff have worked with two teams of consultants to analyze and update the City’s impact and in-lieu fees, which culminated in the presentation of a series of recommendations to City Council made on November 1, 2021.

At that meeting on November 1, 2021, City Council adopted Resolution No. 111 (2021), which established a Wastewater Capacity Charge and updated the Transportation Improvement Fee, the Childcare Development Impact Fee, and the Art in Public Places In Lieu Fee. After adoption of the accompanying Ordinance No. 2021-24 on November 15, 2021, the new fee changes are scheduled to go into effect once the 60-day waiting period expires on January 14, 2022.

The proposed resolution (Attachment 1) updates the City’s Comprehensive Fee Schedule to account for those changes, making them more accessible to staff and developers. The fees were previously established and will take effect as scheduled. This action is to incorporate the previously-established fees into the City’s fee schedule. The affected pages of the City’s comprehensive fee schedule are attached (Attachment 2). The City’s complete Comprehensive Fee Schedule is available at cityofsanmateo.org/1030/Comprehensive-Fee-Schedule.

BUDGET IMPACT:

Future revenue for the impact and in-lieu fees in question will depend on the amount of future construction in San Mateo.

ENVIRONMENTAL DETERMINATION:

The Comprehensive Fee Schedule amendment for fiscal year 2021-22 is not a project subject to CEQA, because it is a government fiscal activity which does not involve any commitment to any specific project which may result in a potentially significant physical impact on the environment. (CEQA Guidelines Section 15378(b)(4).)

NOTICE PROVIDED
The noticing requirements of the state Mitigation Fee Act were followed when the fees were updated on November 1, 2021.
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ATTACHMENTS
Att 1 – Proposed Resolution
Att 2 – Revised Community Development, Public Works, and Development Impact Fee Sections of Comprehensive Fee Schedule FY2021-22

STAFF CONTACT
Brian Alexander, Senior Management Analyst
[email protected]
650-522-7209
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CITY OF SAN MATEO
RESOLUTION NO. ____ (2022)
AMEND THE 2021-2022 COMPREHENSIVE FEE SCHEDULE
WHEREAS, the City recently undertook a comprehensive review of its impact and in-lieu fees to update the fee structure and amounts; and
WHEREAS, on November 1, 2021, the City Council adopted Resolution No. 111 (2021) to establish a Wastewater Capacity Charge and update the Art in Public Places In Lieu Fee, Childcare Development Impact Fee, and Transportation Improvement Fee; and
WHEREAS, following the adoption of Ordinance No. 2021-24, the new fee structure and amounts are set to go into effect January 14, 2022; and
WHEREAS, the City would like to amend the 2021-2022 Comprehensive Fee Schedule to reflect the changes made via adoption of Resolution No. 111 (2021) and Ordinance No. 2021-24; and WHEREAS, adoption of this resolution amending the 2021-22 Comprehensive Fee Schedule is not a project subject to CEQA because it is an organizational or administrative activity that will not result in direct or indirect physical changes in the environment. (CEQA Guidelines Section 15378(b)(5); and WHEREAS, in accordance with Government Code Section 66018, the City Council held a noticed public hearing on November 1, 2021.

NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SAN MATEO, CALIFORNIA, HEREBY RESOLVES that:

1. The City’s Fiscal Year 2021-2022 Comprehensive Fee Schedule is amended as outlined in Resolution No. 111 (2021) and Ordinance No. 2021-24.
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UNIT FEE

COMMUNITY DEVELOPMENT

BUILDING DIVISION

DESCRIPTION OF SERVICES
BUILDING PLAN REVIEW FEESVI. MECHANICAL PERMIT FEES
A. RESIDENTIAL MECHANICAL PERMIT FEE Each $263.00
B. COMMERCIAL MECHANICAL PERMIT FEE Each $875.00
C. Sq Ft. $0.22
D. Each $362.00
E. Each $753.00
VII. PLUMBING PERMIT FEES
A. RESIDENTIAL PLUMBING PERMIT FEE Each $263.00
B. COMMERCIAL PLUMBING PERMIT FEE Each $875.00
C. Sq Ft. $0.22
D. TANKLESS WATER HEATER Each $461.00
E. Each $840.00
VIII. SIGN PERMIT FEES**
Permit fee determined by Commercial Valuation
Table
Each $198.00
IX. CHILD CARE DEVELOPMENT FEE Per Sq. Ft.

A.

Per Dwelling Unit $4,251.00
Per Dwelling Unit $3,066.00
B.

Per Sq. Ft. $0.36
Per Sq. Ft. $0.61
Per Sq. Ft. $0.20
Per Sq. Ft. $0.13
X.

A. Per Sq. Ft. $11.35
B. Per Sq. Ft. $5.68
C. Per Sq. Ft. $28.36
XI. Each 1.19% of valuation

RETAIL, RESTAURANTS, AND SERVICES

OFFICE, RESEARCH & DEVELOPMENT USES,

AND MEDICAL OFFICES

ART IN PUBLIC PLACE FEE
The fee is applicable to commercial and multi-family
residential projects exceeding three (3) million dollars in building permit valuation.

2. Multi-family

3. Industrial

4. Hotel

COMMERCIAL LINKAGE FEE
(City Council adopted September 16, 2016 - effective
November 16, 2016)
New commercial construction in excess of 5,000
Exempts public uses such as hospitals, nonprofit and
government facilities, churches, schools and child care centers.

HVAC INSTALLATIONS (REPLACEMENT AT

SAME LOCATION FOR SFR AND DUPLEX)

REPIPE FOR WATER SUPPLY SYSTEMS FOR

SFR AND DUPLEX
Residential

1. Single-family

2. Office

1. Retail
Commercial

HVAC INSTALLATIONS (RELOCATIONS AND

NEW INSTALLATIONS FOR SFR AND DUPLEX)
COMMERCIAL TENANT IMPROVEMENTS:

PLUMBING WORK ONLY
All permanent signs
Temporary Banner (30-day)
**PENALTY: When a sign permit is required and a sign is installed prior to obtaining a permit, a double fee shall be charged.

HOTELS
COMMERCIAL TENANT IMPROVEMENTS:

MECHANICAL WORK ONLY

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PUBLIC WORKS

UNIT FEE
IX. DEVELOPMENT IMPACT FEES (subject to annual review)
A. WASTEWATER CAPACITY CHARGE
a. Per Dwelling Unit $10,019.00
b.

Per Dwelling Unit $5,009.00
Per Dwelling Unit $8,349.00
Per Dwelling Unit $10,019.00
c. Per Room/Apartment $5,009.00
d. Per Bedroom $5,009.00
e. Per Square Foot $5.01
a.

Per Meter $10,019.00
Per Meter $10,732.00
Per Meter $11,820.00
b.

Per Meter $16,698.00
Per Meter $17,886.00
Per Meter $19,700.00
c.

Per Meter $33,396.00
Per Meter $35,773.00
Per Meter $39,400.00
d.

Per Meter $53,433.00
Per Meter $57,236.00
Per Meter $63,040.00
e.

Per Meter $100,187.00
Per Meter $107,318.00
Per Meter $118,199.00
f.

Per Meter $166,978.00
Per Meter $178,863.00
Per Meter $196,999.00
g.

Per Meter $333,956.00
Per Meter $357,727.00
Per Meter $393,998.00
h.

Per Meter $534,329.00
Per Meter $572,363.00
Per Meter $630,397.00
a. Per Gallon Per Day $77.55
b. Per Pound Per Day $1,873.52
c. Per Pound Per Day $1,689.32
Flow
Biological Oxygen Demand (BOD)
Suspended Solids (SS)
*Wastewater Class Thresholds
●Class B represents standard strength, a biological oxygen demand of 200 mg/L, and a suspended solids measurement of 200 mg/L ●Class C represents moderate strength, a biological oxygen demand of 400 mg/L, and a suspended solids measurement of 400 mg/L ●Class D represents high strength, a biological oxygen demand of 800 mg/L, and a suspended solids measurement of 600 mg/L Meter size of 6 inches
i. Class B
ii. Class C
iii. Class D

3. Industrial
The capacity charge for industrial uses is based on estimated wastewater flow and strength.

Meter size of 8 inches
i. Class B
ii. Class C
iii. Class D
Meter size of 2 inches
i. Class B
ii. Class C
iii. Class D
Meter size of 3 inches
i. Class B
ii. Class C
iii. Class D
Meter size of 4 inches
i. Class B
ii. Class C
iii. Class D
ii. Class C
iii. Class D
Meter size of 1 inch
i. Class B
ii. Class C
iii. Class D
i. Class B
ii. Class C
iii. Class D
Meter size of 1 inch and 1/2 inch
i. Class B
Accessory Dwelling Unit
Board or lodging houses
Hotels or motels

2. Commercial/Institutional
The capacity charge for commercial/institutional uses is based on water meter size and wastewater class. *see footnote below for class explanation*
Meter size of up to 3/4 inch

DESCRIPTION OF SERVICES

1. Residential
Class A represents all residential uses, a biological oxygen demand of 200mg/L, and a suspended solids measurement of 200mg/L
iii. 3+ bedroom
Single-family
Multi-family
ii. 2 bedroom
i. Studio & 1 bedroom

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PUBLIC WORKS

UNIT FEE
IX.DEVELOPMENT IMPACT FEES (subject to annual review) (continued) B. TRANSPORTATION IMPROVEMENT FEE

1. Residential
a. Single-family Per Dwelling Unit $6,255.00
b. Multi-family Per Dwelling Unit $3,159.00

2. Commercial and Industrial
a. Retail Per 1,000 Sq. Ft. $25,260.00
b. Office Per 1,000 Sq. Ft. $7,620.00
c. Industrial Per 1,000 Sq. Ft. $4,180.00
d. Hotel Per Room $3,978.00
e. Institution Per 1,000 Sq. Ft. $3,250.00
C. Per Space $52,550.00
X.NEWSRACK ORDINANCE VIOLATION
A. ABATEMENT FEE
failure to abate violation for Chapter 17.12 of the S.M.M.C. Per Violation $67.00 B. APPEAL OF ABATEMENT ORDER FEE
(Fee refunded if appellant prevails). Per Violation $130.00

DESCRIPTION OF SERVICES

CENTRAL PARKING IMPROVEMENT DISTRICT PER SPACE IN-LIEU FEE

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UNIT FEE
I.

A.WASTEWATER CAPACITY CHARGE

1. Residential
Class A represents all residential uses, a biological oxygen demand of 200mg/L, and a suspended solids measurement of 200mg/L
a. Single-family Per Dwelling Unit $10,019.00
b. Multi-family
i. Studio & 1 bedroom Per Dwelling Unit $5,009.00
ii. 2 bedroom Per Dwelling Unit $8,349.00
iii. 3+ bedroom Per Dwelling Unit $10,019.00
c. Hotels or motels Per Room/Apartment $5,009.00
d. Board or lodging houses Per Bedroom $5,009.00
e. Accessory Dwelling Unit Per Square Foot $5.01

2. Commercial/Institutional
The capacity charge for commercial/institutional uses is based on water meter size and wastewater class. *see footnote below for class explanation*
a. Meter size of up to 3/4 inch
i. Class B Per Meter $10,019.00
ii. Class C Per Meter $10,732.00
iii. Class D Per Meter $11,820.00
b. Meter size of 1 inch
i. Class B Per Meter $16,698.00
ii. Class C Per Meter $17,886.00
iii. Class D Per Meter $19,700.00
c. Meter size of 1 and 1/2 inch
i. Class B Per Meter $33,396.00
ii. Class C Per Meter $35,773.00
iii. Class D Per Meter $39,400.00
d. Meter size of 2 inches
i. Class B Per Meter $53,433.00
ii. Class C Per Meter $57,236.00
iii. Class D Per Meter $63,040.00
e. Meter size of 3 inches
i. Class B Per Meter $100,187.00
ii. Class C Per Meter $107,318.00
iii. Class D Per Meter $118,199.00
f. Meter size of 4 inches
i. Class B Per Meter $166,978.00
ii. Class C Per Meter $178,863.00
iii. Class D Per Meter $196,999.00
g. Meter size of 6 inches
i. Class B Per Meter $333,956.00
ii. Class C Per Meter $357,727.00
iii. Class D Per Meter $393,998.00
h. Meter size of 8 inches
i. Class B Per Meter $534,329.00
ii. Class C Per Meter $572,363.00
iii. Class D Per Meter $630,397.00

3. Industrial
The capacity charge for industrial uses is based on estimated wastewater flow and strength. a. Flow Per Gallon Per Day $77.55
b. Biological Oxygen Demand (BOD) Per Pound Per Day $1,873.52 c. Suspended Solids (SS) Per Pound Per Day $1,689.32

IMPACT, IN-LIEU, AND LINKAGE FEES

DESCRIPTION OF SERVICES
DEVELOPMENT IMPACT FEES (subject to annual review)
*Wastewater Class Thresholds
●Class B represents standard strength, a biological oxygen demand of 200 mg/L, and a suspended solids measurement of 200 mg/L ●Class C represents moderate strength, a biological oxygen demand of 400 mg/L, and a suspended solids measurement of 400 mg/L ●Class D represents high strength, a biological oxygen demand of 800 mg/L, and a suspended solids measurement of 600 mg/L

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UNIT FEE

IMPACT, IN-LIEU, AND LINKAGE FEES

DESCRIPTION OF SERVICES
DEVELOPMENT IMPACT FEES (subject to annual review)I.

B.TRANSPORTATION IMPROVEMENT FEE

1. Residential
a. Single-family Per Dwelling Unit $6,255.00
b. Multi-family Per Dwelling Unit $3,159.00

2. Commercial and Industrial
a. Retail Per 1,000 Sq. Ft. $25,260.00
b. Office Per 1,000 Sq. Ft. $7,620.00
c. Industrial Per 1,000 Sq. Ft. $4,180.00
d. Hotel Per Room $3,978.00
e. Institution Per 1,000 Sq. Ft. $3,250.00
C. Per Space $52,550.00
II. Each 1.19% of valuation
III.

Per Tree $740.00
IV. Per Residential Unit Type:

A. Single Family $29,598.00
Multi-family 2-4 Units $27,172.00
Multi-family 5+ Units $20,476.00
Mobile Homes $17,564.00
V. CHILD CARE DEVELOPMENT FEE
A. Residential

1. Single-family Per Dwelling Unit $4,251.00

2. Multi-family Per Dwelling Unit $3,066.00
B. Commercial

1. Retail Per Sq. Ft. $0.36

2. Office Per Sq. Ft. $0.61

3. Industrial Per Sq. Ft. $0.20

4. Hotel Per Sq. Ft. $0.13
VI. COMMERCIAL LINKAGE FEE
(City Council adopted September 16, 2016 - effective November 16, 2016) New commercial construction in excess of 5,000 sq. ft.

Exempts public uses such as hospitals, nonprofit and government facilities, churches, schools and child care centers.

A. HOTELS Per Sq. Ft. $11.35
B. RETAIL, RESTAURANTS, AND SERVICES Per Sq. Ft. $5.68
C.OFFICE, RESEARCH & DEVELOPMENT USES, AND MEDICAL OFFICES Per Sq. Ft. $28.36 VII.

A. In Lieu Fees for Fractional Units

1. Rental

0.1 Housing Unit $27,352.00

0.2 Housing Unit $54,704.00

0.3 Housing Unit $82,056.00

0.4 Housing Unit $109,408.00

2. Owner

0.1 Housing Unit $23,737.00

0.2 Housing Unit $47,473.00

0.3 Housing Unit $71,210.00

0.4 Housing Unit $94,947.00
B. In Lieu Fee for Projects Less than 11 Units

1. Rental
5 Unit Project $136,760.00
6 Unit Project $164,112.00
7 Unit Project $191,464.00
8 Unit Project $218,816.00
9 Unit Project $246,168.00
10 Unit Project $273,520.00

2. Owner
5 Unit Project $118,683.00
6 Unit Project $142,420.00
7 Unit Project $166,156.00
8 Unit Project $189,893.00
9 Unit Project $213,630.00
10 Unit Project $237,366.00

ART IN PUBLIC PLACE FEE
The fee is applicable to commercial and multi-family residential projects exceeding three (3) million dollars in

CENTRAL PARKING IMPROVEMENT DISTRICT PER SPACE IN-LIEU FEE DEVELOPMENT IMPACT FEES (subject to annual review) (continued)

PARK AND LANDSCAPE RESOURCES

PARK AND LANDSCAPE RESOURCES

PARK IN-LIEU FEE / PARK IMPACT FEE FOR RESIDENTIAL PLANNING APPLICATION

PROJECTS INVOLVING PARCEL MAPS, SUBDIVISION AND OTHER MULTI-FAMILY RESIDENTIAL PROJECTS.

Tree Replacement Cost (24" Box Tree)

BELOW MARKET RATE HOUSING FEE
A fee in lieu of constructing affordable housing units onsite per Below Market Rate program:

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CITY OF SAN MATEO
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CITY OF SAN MATEO
Agenda Report
City Hall
330 W. 20th Avenue
San Mateo CA 94403
www.cityofsanmateo.org
Agenda Number: 7 Section Name: CONSENT CALENDAR File ID: 21-5494 TO: City Council
FROM: Drew Corbett, City Manager
PREPARED BY: Finance Department
MEETING DATE: January 3, 2022
SUBJECT:

Receipt and Use of Development Impact Fees and In-Lieu Fees – Annual Report RECOMMENDATION:

Adopt a Resolution to make findings and accept the annual report on receipt and use of development impact fees and in- lieu fees for the year ended June 30, 2021.

BACKGROUND:

Development Impact Fees
The City of San Mateo assesses four development impact fees – Wastewater Treatment Plant Phase II Expansion Fee, Transportation Improvement Fee, South Trunk Area Sewer Improvement Fee, and Park Impact Fee.

Local governments often charge fees as a condition of approval for development projects to fund public improvements in order to compensate for the demands that the developments have on public resources. These fees are commonly known as development impact fees. In 1989, the State Legislature passed Assembly Bill 1600 (AB 1600), which added Sections 66000 et seq. to the California Government Code, commonly known as the Mitigation Fee Act. Government Code Section 66006 requires that the City make available to the public the following information regarding development impact fees within 180 days after the end of each fiscal year:

1. A brief description of the type of fee.

2. The amount of the fee.

3. The fee’s beginning and ending balances for the fiscal year.

4. Total fees collected and the interest earned, if applicable.

5. Identification of each public improvement on which impact fees were expended and the amount of expenditure on each improvement, including the total percentage of the cost of the public improvement that was funded with impact fees.

6. Identification and timeline of public improvements any unexpended fees will be used for. a. This information is listed in Exhibit A to the Resolution. Exhibit A shows the five-year plan for public improvement projects and their anticipated expenditures related to the Mitigation Fee Act and Quimby Act. Specific details on each of the projects listed in Exhibit A can be found in the five-year capital improvement program section in the City’s 2021-22 Budget, which was adopted by City Council on June 21, 2021.

7. Description and uses for transfers or loans of fees, if applicable.

8. Amounts of any refunds and allocations.

Further, the Mitigation Fee Act requires that findings describing the continuing need for impact fees be made every five years specifying the intended use of any unexpended impact fees, regardless of whether the fees are committed or 27 of 171

CITY OF SAN MATEO
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uncommitted. If findings are not presented as scheduled, the City may be subjected to go through a refunding procedure.

The City is opting to make such findings every year.

In-Lieu Fees
In-lieu fees are fees that are collected by the City instead of requiring developers to provide or construct specified improvements or amenities with their projects. The City of San Mateo assesses five in-lieu fees – Parking In-Lieu Fee, Art in Public Places Fee, Tree Replacement Fee, Below Market Rate Housing Fee, and Park In-Lieu Fee.

Park In-Lieu Fees are assessed pursuant to the Quimby Act under Government Code Section 66477. The other in-lieu fees do not have statutory reporting requirements but are included in this report for informational purposes. Under the Quimby Act, local governments may require the dedication of land for parks or the payment of fees in-lieu of land dedication as a condition of subdivision map approval. While park in-lieu fees are exempt from the reporting requirements included in the Mitigation Fee Act, these fees have separate Quimby Act reporting requirements, specifically:

1. The City must develop a schedule specifying the use of land or fees to develop park or recreational facilities to serve the residents of the subdivision.

2. Any Quimby fees collected must be committed within five years after the payment of the fees or the issuance of building permits on one-half of the lots created by the subdivision, whichever occurs later.

3. If not committed, the fees shall be distributed and paid to the record owners of the subdivision in the same proportion that the size of the lot bears to the total area of lots within the subdivision (Gov. Code section 66477(a)(6)).

Linkage Fees
Linkage fees are exactions for social needs indirectly related to development projects. The City of San Mateo assesses two linkage fees – Child Care Development Fee and Affordable Housing Commercial Linkage Fee. While these are linkage fees, they are included in this report with reporting requirements under the Mitigation Fee Act for informational purposes and to make sure that information is available in the event that a court rules in the future that linkage fees are subject to the reporting requirements of the Mitigation Fee Act.

This report complies with requirements of the Mitigation Fee Act and the Quimby Act outlined above.

Analysis
Development Impact Fees
Wastewater Treatment Plant Phase II Expansion Fee
In April 2005, construction began to increase capacity of the wastewater treatment plant, and construction was substantially completed in the spring of 2009. Funds from the Sewer Enterprise Fund were used to pay for the expansion project. Under a Joint Powers Agreement (JPA), the treatment plant is partially owned by the Estero Municipal Improvement District (Foster City). Based on San Mateo’s share of the treatment plant and based on the total projected cost attributable to development based on the 2005 expansion study, the amount that is to be recovered through development fees is $3.52 million in total.

The Wastewater Treatment Plant Phase II Expansion Fee is imposed on all development that results in a change of use and that adds more sewage to the City’s sewage treatment system. The fee took effect on July 1, 2006 and will continue to be charged until $3.52 million is collected. Funds collected are transferred annually to the fund balance of the Sewer Enterprise Fund as a repayment to the Fund for the expansion cost. As shown in the 2020-21 Comprehensive Fee Schedule, the fee is $2.34 per gallon of average daily flow, which is determined by reference to site sewer study or engineering standards.
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The following table shows collections in 2020-21, as well as collections to date.

Wastewater Treatment Plant Expansion Impact Fee 2020-21 Beginning Balance $ -
Developer Fees $ 205,188
Interest Income / (Expense) $ -
Transfer to Sewer Enterprise Fund $ (205,188)
Ending Balance $ -

Collections to
Date
Total Developer Fees Collected as of 2020-21 $ 2,772,394 Total Developer Fees Needed $ 3,520,000
% Collected 79%
Transportation Improvement Fee
San Mateo Municipal Code Chapter 27.13 establishes a transportation improvement fee for new development to fund City-wide traffic improvements to mitigate the cumulative impacts of new development and to accommodate future development. The fee is charged as shown in the 2020-21 Comprehensive Fee Schedule:

Residential
Single-family Per dwelling unit $4,760.95
Multi-family Per dwelling unit $2,922.38
Commercial and Industrial
Retail Per 1,000 sq. ft. $8,187.63
Office Per 1,000 sq. ft. $4,370.10
Industrial Per 1,000 sq. ft. $2,847.13
The following table shows activities in 2020-21.

Transportation Improvement Fee 2020-21
Beginning Balance $ 2,762,896
Developer Fees $ 533,793
Interest Income / (Expense) $ 3,071 Expenditures $ (2,456,405)
Ending Balance $ 843,355
2020-21
Transportation Improvement Fee Total Expended Impact Fees Used % of Total Project Expenditures:
460037 El Camino at Highway 92 Landscape Improvements $ 140,926 $ 140,926 100% 460049 Poplar/Humboldt Signal Modify-Left Turn $ 545 $ 545 100% 462202 Rail Corridor Grade Separation $ 1,811,933 $ 1,642,874 91% 465149 Bikeway Master Plan $ 3,723 $ 3,723 100% 466600 Citywide Traffic Calming $ 130,346 $ 99,736 77% 467007 San Mateo Dr. Sustainable Streets Project $ 3,259,003 $ 568,600 17% Total Expenditures: $ 5,346,477 $ 2,456,405 46% 29 of 171

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The total ending balance as of the end of fiscal year 2020-21 was $843,355. The fund balance and continued collection of the Transportation Improvement Fee will be utilized to fund the project(s) listed in Exhibit A.

South Trunk Area Sewer Improvement Fee
San Mateo Municipal Code Chapter 3.54 establishes a development impact fee for the South Trunk area sewer improvements. The fee is imposed on all development and redevelopment served by the South Trunk line and became effective on March 1, 2008. The fee is charged as shown in the 2020-21 Comprehensive Fee Schedule:

Single-family dwelling Per dwelling unit $5,009
Multi-family dwelling, 1 bedroom Per dwelling unit $2,504 Multi-family dwelling, 2 bedroom Per dwelling unit $3,756 Multi-family dwelling, 3 bedroom Per dwelling unit $5,009 Hotels or motels Per room $2,504
Non-residential Per fixture unit $ 250

The following table shows activities in 2020-21.

South Trunk Area Sewer Improvement Fee 2020-21
Beginning Balance $ 644,470
Developer Fees $ 40,766
Interest Income / (Expense) $ 6,708
Expenditures $ (100,000)
Ending Balance $ 591,944
2020-21
South Trunk Area Sewer Improvement Fee Total Expended Impact Fees Used % of Total Project Expenditures:
46S003 Basins 2&3 Collection System
Improvements $ 38,675,931 $ 100,000 0.3% Total Expenditures: $ 38,675,931 $ 100,000 0.3% The total ending balance as of the end of fiscal year 2020-21 was $591,944. The fund balance and continued collection of the South Trunk Area Sewer Impact Fee will be utilized to fund the project(s) listed in Exhibit A.

Park Impact Fee
Under San Mateo Municipal Code Chapter 13.05, a park impact fee is imposed on the construction of new residential units to accommodate the increased demand on park and recreation facilities. The fee is charged as shown in the 2020-21 Comprehensive Fee Schedule:

Per residential unit type:

Single family $26,973 per unit
Multi-family 2-4 units $16,906 per unit
Multi-family 5+ units $19,470 per unit
Mobile homes $18,995 per unit
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The following table shows activities in 2020-21.

Park Impact Fee 2020-21
Beginning Balance $ 3,256,542
Developer Fees $ 177,266
Interest Income / (Expense) $ 3,179
Expenditures $ -
Ending Balance $ 3,436,986
The total ending balance as of the end of the fiscal year 2020-21 was $3,436,986. The fund balance and continued collection of the Park Impact Fee will be utilized to fund the project(s) listed in Exhibit A.

The Council is asked to make the following findings regarding development impact fees collected but not expended – these findings are detailed in the proposed resolution:

1. Development impact fees are collected to mitigate direct and indirect impacts from development.

2. These funds are expended in a timely manner to fund continued improvements to public facilities related to the increased demand on the facilities resulting from development.

3. There is a reasonable relationship between these impact fees and their purpose.

4. These impact fees continue to be required to fund applicable improvements, and as such, these fees will continue to be collected for utilization solely for their intended purpose.

In-Lieu Fees
Parking In-Lieu Fee
San Mateo Municipal Code Chapter 11.62 establishes a parking in-lieu fee for new development to fund for additional parking in downtown San Mateo. Applicants for planning approval within the Central Parking Improvement District may pay a fee in lieu of providing required parking on the property site in accordance with Title 27 of the municipal code. As shown in the 2020-21 Comprehensive Fee Schedule, the fee is $50,000 per space.

The following table shows activities in 2020-21.

Parking In-Lieu Fee 2020-21
Beginning Balance $ 9,282,614
Developer Fees $ -
Interest Income / (Expense) $ 104,898
Expenditures $ (625,000)
Ending Balance $ 8,762,512
The total ending balance as of the end of the fiscal year was $8,762,512. The fund balance and continued collection of the Parking In-Lieu Fee will be utilized to fund the project(s) listed in Exhibit A.

Art in Public Places Fee
San Mateo Municipal Code Chapter 23.60 establishes a fee on developers in lieu of placing approved artwork at the development sites to balance the community’s physical growth and revitalization with its cultural and artistic resources.

The fee is applicable to commercial and multi-family residential projects exceeding three million dollars in building permit valuation, which is computed using the latest building valuation data as set forth by the International Conference of Building Officials (ICBO) unless, in the opinion of the Building Official, a different valuation measure should be used. As shown in the 2020-21 Comprehensive Fee Schedule, the fee is charged 0.5% of total building valuation. 31 of 171

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The following table shows activities in 2020-21.

Art in Public Places Fee 2020-21
Beginning Balance $ 205,918
Developer Fees $ 398,866
Interest Income / (Expense) $ 3,107
Expenditures $ -
Ending Balance $ 607,891
The total ending balance as of the end of fiscal year 2020-21 was $607,891. The fund balance and continued collection of the Art in Public Places Fee will be utilized to fund the project(s) listed in Exhibit A.

Tree Replacement Fee
San Mateo Municipal Code Chapter 27.71 establishes a fee on all development requiring approval of a planning application, except for single-family dwelling design review applications, for the removal of existing trees on development sites. The fee is imposed if the trees to be removed are not made up with replacement trees on-site. As shown in the 2020- 21 Comprehensive Fee Schedule, the fee is charged $475 per landscape unit, which is a unit of measurement that indicates the value of each tree that is to be removed relative to the tree that is to be replaced.

Under San Mateo Municipal Code Chapter 13.35, the City may also impose a fee on any person or entity for removing trees that encroach on City streets. The fee is imposed if the tree to be removed is not replanted with a like tree satisfying City requirements. The fee is to be used by the City for plantings on public land. As shown in the 2020-21 Comprehensive Fee Schedule, the tree replacement cost is $475 per tree.

The following table shows activities in 2020-21.

Tree Replacement Fee 2020-21
Beginning Balance $ 881,768
Developer Fees $ 375,222
Interest Income / (Expense) $ 11,544
Expenditures $ (200,616)
Ending Balance $ 1,067,919
2020-21
Tree Replacement Fee Total Expended In-Lieu Fees Used % of Total Project Expenditures:
610008 Tree Planting - Parks Division $ 200,616 $ 200,616 100% Total Expenditures: $ 200,616 $ 200,616 100% The total ending balance as of the end of fiscal year 2020-21 was $1,067,919. The fund balance and continued collection of the Tree Replacement Fee will be utilized to fund the project(s) listed in Exhibit A.

Below Market Rate Housing Fee
The Below Market Rate Housing Fee, which became effective January 1, 2010 pursuant to City Council Resolution No. 121 (2008), is collected from developers in lieu of constructing affordable housing units onsite as required under the City’s Below Market Rate program. The fee applies to developments that contain fewer than 11 residential units, and to fractional unit requirements of less than .5 for developments that contain 11 or more units. The fee is charged as shown in the 2020-21 Comprehensive Fee Schedule:
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A. Fractional required units for projects
consisting of 11 or more residential units

1. Rental 0.1 housing unit $25,962

0.2 housing unit $51,924

0.3 housing unit $77,887

0.4 housing unit $103,849

2. Owner 0.1 housing unit $22,478

0.2 housing unit $44,956

0.3 housing unit $67,434

0.4 housing unit $89,912
B. Requirement for projects less than 11 units

1. Rental 5 unit project $129,811
6 unit project $155,773
7 unit project $181,735
8 unit project $207,698
9 unit project $233,660
10 unit project $259,622

2. Owner 5 unit project $112,390
6 unit project $134,868
7 unit project $157,346
8 unit project $179,824
9 unit project $202,302
10 unit project $224,780
The following table shows activities in 2020-21.

Below Market Rate Housing Fee 2020-21
Beginning Balance $ 253,820
Developer Fees $ -
Interest Income / (Expense) $ -
Expenditures $ -
Ending Balance $ 253,820
No fees were collected or expended in 2020-21, and the total ending balance as of the end of the fiscal year was $253,820.

A public improvement project is not currently identified in the five-year plan. The Below Market Rate Housing Fee will continue to be collected to build its fund balance, and potential housing related projects will be identified as the fund balance reaches to an appropriate level.

Park In-Lieu Fee
San Mateo Municipal Code Chapter 26.64 establishes a park in-lieu fee on subdivisions in residential planning application projects. Pursuant to the authority of the Subdivision Map Act, and in conformity with the parks and recreation element of the General Plan, the fee is imposed as a condition of final approval of a subdivision or parcel map for park and recreation facilities to serve the subdivision. The fee is charged as shown in the 2020-21 Comprehensive Fee Schedule:

Per residential unit type:

Single family $26,973 per unit
Multi-family 2-4 units $16,906 per unit
Multi-family 5+ units $19,470 per unit
Mobile homes $18,995 per unit
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The following table shows activities in 2020-21.

Park In-Lieu Fee 2020-21
Beginning Balance $ 4,985,067
Developer Fees $ 4,186,738
Interest Income / (Expense) $ 8,438
Expenditures $ (57,196)
Ending Balance $ 9,123,047
2020-21
Park In-Lieu Fee Total Expended In-Lieu Fees Used % of Total Project Expenditures:
610030 Park Site Amenities $ 67,551 $ 35,248 52% 610036 Recreation Facilities Strategic Plan $ 21,948 $ 21,948 100% Total Expenditures: $ 89,499 $ 57,196 64% The total ending balance as of the end of fiscal year 2020-21 was $9,123,047. The fund balance and continued collection of the Park In-Lieu Fee will be utilized to fund the project(s) listed in Exhibit A.

Linkage Fees
Child Care Development Fee
The Child Care Development Fee, which became effective on July 1, 2004 pursuant to City Council Resolution No. 34 (2004), is collected to mitigate the impact of commercial development on the need for child care facilities. The fee is imposed on commercial projects over 10,000 sq. ft. and is charged $1.08 per sq. ft. as shown in the 2020-21 Comprehensive Fee Schedule.

The following table shows activities in 2020-21.

Child Care Development Fee 2020-21
Beginning Balance $ 1,612,174
Developer Fees $ 586,742
Interest Income / (Expense) $ 22,518
Expenditures $ (91,779)
Ending Balance $ 2,129,656
2020-21
Child Care Development Fee Total Expended In-Lieu Fees Used % of Total Project Expenditures:
310600 Child Care Facilities $ 91,779 $ 91,779 100% Total Expenditures: $ 91,779 $ 91,779 100% The total ending balance as of the end of fiscal year 2020-21 was $2,129,656. A public improvement project is not currently identified with funding commitment in the five-year plan; however, a budget commitment was made during 2018-19 to fund the Child Care Facilities project in the amount of $2,100,000. The fund balance and continued collection of the Child Care Development Fee will be utilized to fund this project. 34 of 171

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Affordable Housing Commercial Linkage Fee
San Mateo Municipal Code Chapter 23.61 establishes an Affordable Housing Commercial Linkage Fee to mitigate the impact that developments have on the demand for affordable housing in the City. The fee is imposed on commercial projects over 5,000 sq. ft. and is charged as shown in the 2020-21 Comprehensive Fee Schedule:

Hotels Per square foot $10.79
Retail, restaurants, and services Per square foot $ 5.40 Office, research & development uses, and medical offices Per square foot $26.99 The fee does not apply to public use developments such as hospitals, nonprofit and government facilities, as well as churches, schools, and child care centers. Developers who enter written agreements to pay area standard wages to all construction workers on the project are entitled to a 25% reduction of the fee. Additionally, developers may provide construction of affordable housing units in lieu of the fee payment.

The following table shows activities in 2020-21.

Affordable Housing Commercial Linkage Fee 2020-21
Beginning Balance $ 5,296,063
Developer Fees $ 1,854,301
Interest Income / (Expense) $ 6,819
Expenditures $ -
Ending Balance $ 7,157,183
The total ending balance as of the end of fiscal year 2020-21 was $7,157,183. The fund balance and continued collection of the Affordable Housing Commercial Linkage Fee will be utilized to fund the project(s) listed in Exhibit A.

BUDGET IMPACT:

There is no budget impact resulting from this report.

ENVIRONMENTAL DETERMINATION:

This report is not a project subject to CEQA, because it is an organizational or administrative activity that will not result in direct or indirect physical changes in the environment. (CEQA Guidelines Section 15378(b)(5).)

NOTICE PROVIDED
In accordance with Government Code Section 66006, this information was made available to the public 15 days before the public meeting.

ATTACHMENTS
Att 1 - Proposed Resolution
Exhibit A: Public Improvement Project Expenditures Related to the Mitigation Fee Act and Quimby Act Five-Year Plan

STAFF CONTACT
Renee Halcon, Budget Analyst
[email protected]
(650) 522-7127
Rich Lee, Finance Director
[email protected]
(650) 522-7102
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CITY OF SAN MATEO
RESOLUTION NO. (2022)

ACCEPTING THE ANNUAL REPORT ON RECEIPT AND USE OF DEVELOPMENT IMPACT FEES, IN-LIEU FEES, AND LINKAGE FEES FOR THE YEAR ENDED JUNE 30, 2021 AND MAKING FINDINGS REGARDING

DEVELOPMENT IMPACT FEES COLLECTED BUT NOT EXPENDED
WHEREAS, Government Code Sections 66000 et seq., commonly known as the Mitigation Fee Act, regulate the imposition, collections, expenditure, and reporting of development impact fees; and WHEREAS, Government Code Section 66001 requires that certain information be made available to the public regarding development impact fees on an annual basis; and WHEREAS, Government Code Section 66001 requires the City Council to make findings describing the continuing need for impact fees every five years specifying the intended use of any unexpended impact fees; and
WHEREAS, the City of San Mateo assesses four development impact fees – Wastewater Treatment Plant Phase II Expansion Fee, Transportation Improvement Fee, South Trunk Area Sewer Improvement Fee, and Park Impact Fee; and
WHEREAS, the City of San Mateo also collects in-lieu fees and linkage fees; and WHEREAS, even though a court has not yet ruled that linkage fees are subject to the state Mitigation Fee reporting requirements, the City of San Mateo adheres to those requirements for linkage fees in addition to development impact fees; and
WHEREAS, the City Council of the City of San Mateo has read and considered the Development Impact Fees, In-Lieu Fees, and Linkage Fees Annual Report for the Year Ended June 30, 2021, and all accompanying attachments.

NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SAN MATEO, CALIFORNIA, FINDS AND RESOLVES, that:

1. Acceptance of this report is not a project subject to CEQA review because it is an organizational or administrative activity that will not result in direct or indirect physical changes to the environment pursuant to CEQA Guidelines section 15378(b)(5).

2. The City Council accepts the Development Impact Fees, In-Lieu Fees, and Linkage Fees Annual Report (Report) for the Year Ended June 30, 2021, with attachments, and a copy is on file in the City Clerk’s Office.

3. Based on the Report and the schedule for expenditure of improvements attached as Exhibit A to this resolution, the City Council makes the following findings with regard to the development impact fees and linkage fees collected but not expended in Fiscal Year 2020- 2021 and listed below:
a. Wastewater Treatment Plant Phase II Expansion Fee:
(1) This fee is used to build wastewater treatment plant infrastructure that is 36 of 171
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necessary to serve new development.
(2) There is a reasonable relationship between the fee and its purpose, because the amount of the fee is determined based on the anticipated amount of wastewater that will be generated by new development.
(3) The sources and amounts of funding anticipated to complete the financing of the incomplete public improvements are shown in Exhibit A.
(4) The approximate dates on which the necessary funding is expected to be deposited are shown in Exhibit A.
b. Transportation Improvement Fee
(1) This fee is used to build transportation infrastructure that is necessary to serve new development.
(2) There is a reasonable relationship between the fee and its purpose, because the amount of the fee is determined based on the anticipated amount of traffic that will be generated by new development.
(3) The sources and amounts of funding anticipated to complete the financing of the incomplete public improvements are shown in Exhibit A.
(4) The approximate dates on which the necessary funding is expected to be deposited are shown in Exhibit A.
c. South Trunk Area Sewer Improvement Fee
(1) This fee is used to build sewer infrastructure that is necessary to serve new development.
(2) There is a reasonable relationship between the fee and its purpose, because the amount of the fee is determined based on the anticipated amount of sewage that will be generated by new development.
(3) The sources and amounts of funding anticipated to complete the financing of the incomplete public improvements are shown in Exhibit A.
(4) The approximate dates on which the necessary funding is expected to be deposited are shown in Exhibit A.
d. Park Impact Fee
(1) This fee is used to develop parkland and parkland improvements that are necessary to serve new development.
(2) There is a reasonable relationship between the fee and its purpose, because the amount of the fee is determined based on the need for parkland and parkland improvements that will be generated by new development. (3) The sources and amounts of funding anticipated to complete the planned projects are shown in Exhibit A.
(4) The approximate dates on which the necessary funding is expected to be deposited are shown in Exhibit A.
e. Child Care Development Fee
(1) This fee will be used to support child care facilities that are necessary in order to serve new development.
(2) There is a reasonable relationship between the fee and its purpose, because the 37 of 171
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amount of the fee is determined based upon the anticipated need for child care that will be generated by new commercial development.
(3) The sources and amounts of funding expected to complete the anticipated projects are shown in Exhibit A.
(4) The approximate dates on which the necessary funding is expected to be deposited are shown in Exhibit A.
f. Affordable Housing Commercial Linkage Fee
(1) This fee will be used to support affordable housing that are necessary in order to serve new development.
(2) There is a reasonable relationship between the fee and its purpose, because the amount of the fee is determined based upon the anticipated need for affordable housing that will be generated by new commercial development.
(3) The sources and amounts of funding expected to complete the anticipated projects are shown in Exhibit A.
(4) The approximate dates on which the necessary funding is expected to be deposited are shown in Exhibit A.
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Exhibit A
City of San Mateo
Public Improvement Project Expenditures Related to the Mitigation Fee Act and Quimby Act Five-Year Plan
Anticipated Expenditure Timeframe
Projects * Funding Source 2021-22 2022-23 2023-24 2024-25 2025-26 Total 466600 Citywide Traffic Calming Transportation Improvement Fee $ 50,000 $ 150,000 $ 150,000 $ 150,000 $ 150,000 $ 650,000 466601 Traffic Model Update Transportation Improvement Fee $ - $ 200,000 $ - $ - $ - $ 200,000 46S003 Basins 2 and 3 Collection
System Improvements
South Trunk Area Sewer
Improvement Fee $ 1,550,000 $ 1,250,000 $ - $ - $ - $ 2,800,000 610017 Citywide Park Play Area
Upgrade Park Impact / In-Lieu Fee $ 3,400,000 $ 2,000,000 $ 3,000,000 $ 2,250,000 $ 2,500,000 $ 13,150,000 610023 Sports Fields Conversion
– Synthetic Turf Park Impact / In-Lieu Fee $ - $ - $ 500,000 $ 1,000,000 $ 500,000 $ 2,000,000 610027 Central Park Park Impact / In-Lieu Fee $ 1,000,000 $ 2,000,000 $ 2,000,000 $ 3,000,000 $ 3,000,000 $ 11,000,000 610035 Citywide Park Special
Facilities Upgrade Park Impact / In-Lieu Fee $ - $ 250,000 $ - $ - $ - $ 250,000 610036 Recreation Facilities
Strategic Plan Park Impact / In-Lieu Fee $ - $ - $ 2,000,000 $ 2,000,000 $ 2,000,000 $ 6,000,000 610038 Skate Plaza Upgrades Park Impact / In-Lieu Fee $ - $ 400,000 $ - $ - $ - $ 400,000 461007 New Downtown Parking
Garage Parking In-Lieu Fee $ - $ - $ 1,000,000 $ - $ - $ 1,000,000 610008 Tree Planting - Parks
Division Tree Replacement Fee $ 200,000 $ 200,000 $ 200,000 $ 100,000 $ 100,000 $ 800,000 310600 Child Care Facilities Child Care Development Fee $ - $ 500,000 $ - $ - $ - $ 500,000 * Specific details on each of these projects can be found in the five-year capital improvement program section in the City’s 2021-22 Budget, which is adopted by City Council on June 21, 2021.
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CITY OF SAN MATEO
Agenda Report
City Hall
330 W. 20th Avenue
San Mateo CA 94403
www.cityofsanmateo.org
Agenda Number: 8 Section Name: CONSENT CALENDAR File ID: 21-5621 TO: City Council
FROM: Drew Corbett, City Manager
PREPARED BY: Human Resources Department
MEETING DATE: January 3, 2022
SUBJECT: Classification Updates - Department of Public Works RECOMMENDATION:

Adopt a Resolution to approve the 1) job specification and salary range for the new classification of Solid Waste Technician, 2) reallocation of the vacant Traffic Engineering Technician position to Solid Waste Technician, 3) reinstatement of the Downtown Coordinator classification, 4) job specification and salary range for the classification of Downtown Coordinator, and 5) the addition of one Full Time Equivalent Merit Downtown Coordinator position in the Department of Public Works Solid Waste Section.

BACKGROUND:

Per San Mateo Municipal Code Section 2.57.030(d), classification updates become effective upon approval by the City Council.

Create a Solid Waste Technician classification in the Department of Public Works Historically, the Solid Waste Division of Public Works utilized a full-time merit Traffic Engineering Technician classification to perform a variety of operational responsibilities in support of solid waste, public nuisance, and public right-of-way programs. The Traffic Engineering Technician position was left vacant in November 2020 and has been filled with a per- diem Engineering Technician I, who performs solid waste program tasks. The Solid Waste Division’s utilization of the Traffic Engineering Technician position is not consistent with the classification’s defined roles and responsibilities and there is a need to create a new classification for the specialized technical work required.

The proposed new Solid Waste Technician position will replace the Traffic Engineering Technician position and will be responsible for the implementation of the illegal dumping program, anti-littering efforts, and solid waste tasks related to SB 1383 and the Municipal Regional Stormwater Permit. The salary range for Solid Waste Technician will match the monthly salary range for Traffic Engineering Technician at $6,439.21 – $7,678.52, which includes a 1% salary increase per the San Mateo City Employees Association (SMCEA) Memorandum of Understanding (MOU) effective January 9, 2022.

Reinstate, and update the job specification for, the classification of Downtown Coordinator and add one (1) Full Time Equivalent (FTE) Merit Downtown Coordinator position in the Department of Public Works The Downtown Coordinator classification was a full-time merit position staffed out of the City Manager’s Office (CMO).

Due to changing responsibilities of the position and budget constraints, the position was abolished in the CMO and was filled with a per-diem in the Department of Public Works. The Downtown Coordinator performs a variety of tasks to implement the City’s efforts to support businesses, support of Public Works operations, and improve or maintain a positive customer experience in downtown San Mateo and other business districts.

The Department of Public Works is requesting to reinstate the Downtown Coordinator classification, update its job specification, and add one (1) FTE Merit Downtown Coordinator position to better align with the current and future needs 40 of 171

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of the Department. Adding a merit Downtown Coordinator position with a dedicated liaison will reaffirm the City’s commitment to the downtown area and provide careful oversight of the downtown cleaning contractor, as well as provide research into options for enhanced cleaning and improved downtown customer experience. The monthly salary range for the full-time merit Downtown Coordinator is $6,720.52 – $8,012.53 which includes a 1% salary increase per the SMCEA MOU effective January 9, 2022.

BUDGET IMPACT:

The current Traffic Engineering Technician is fully funded by the Solid Waste Fund. If the reallocation of the Traffic Engineering Technician to a Solid Waste Technician is approved by Council, the position will remain fully funded by the Solid Waste Fund and will require no supplemental budget appropriation.

The current Downtown Coordinator per-diem position is funded by the Solid Waste Fund. If approved by Council, reinstating the Downtown Coordinator to a merit position would result in an estimated $27,000 increase for the remainder of the fiscal year. However, no appropriation is needed, as these costs can be absorbed by the Solid Waste Fund. The associated salary and benefits for the Downtown Coordinator will be incorporated into the 2022-24 Business Plan.

There is no budget impact associated with updating the job specification for the classification of Downtown Coordinator.

ENVIRONMENTAL DETERMINATION:

These classification updates are not subject to CEQA, because it can be seen with certainty that it will not cause a physical change in the environment. (Public Resources Code Section 21065.)

NOTICE PROVIDED
All meeting noticing requirements were met.

ATTACHMENTS
Att 1 - Proposed Resolution
Exhibit A - Job Specifications
Exhibit B - Merit Salary Schedules
Exhibit C - Amended 2021-22 Position Budget for the Department of Public Works

STAFF CONTACT
Lourdes Coles, Senior Human Resources Analyst
[email protected]
(650) 522-7264
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CITY OF SAN MATEO
RESOLUTION NO. __ (2022)

CLASSIFICATION UPDATES IN THE DEPARTMENT OF PUBLIC WORKS WHEREAS, pursuant to the San Mateo Municipal Code Section 2.57.030(d), approval of new classifications and related job specifications, salary schedules, compensation changes, elimination or reinstatement of positions, reallocation of positions, reclassifications, and revision of job specifications must be approved by City Council Resolution; and
WHEREAS, the proposed changes as detailed below are in response to the Department of Public Works’ requests to 1) create a new classification to perform technical, office and investigative work to support the Department’s Solid Waste Division programs, abatement and public nuisance, and 2) reinstate the Downtown Coordinator position to perform a variety of tasks to implement the City’s efforts to support businesses, Public Works operations, and improve or maintain a positive customer experience in downtown San Mateo and other business districts.

WHEREAS, the job specifications for the classifications of Solid Waste Technician and Downtown Coordinator are attached hereto as Exhibit A, the Merit Salary Schedules for the classifications of Solid Waste Technician and Downtown Coordinator are attached hereto as Exhibit B, and the Amended 2021-22 Position Budget for the Department of Public Works is attached as Exhibit C and incorporated by reference; and WHEREAS, the employee associations representing the impacted classifications have been informed of the classification updates and have not brought forth any objections or concerns.

NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SAN MATEO, CALIFORNIA, HEREBY RESOLVES that the following classification updates are approved:

1. The job specification and salary range for the new classification of Solid Waste Technician, and

2. The reallocation of the vacant Traffic Engineering Technician position to Solid Waste Technician, and

3. The reinstatement of the Downtown Coordinator classification, and

4. The job specification and salary range for the classification of Downtown Coordinator, and

5. The addition of one (1) Full Time Equivalent Merit Downtown Coordinator position in the Department of Public Works Solid Waste Section.
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EXHIBIT A

SOLID WASTE TECHNICIAN

DEFINITION
To perform technical field and office and investigative work related to Solid Waste Division programs, abatement, public nuisance; and to do related work as required.

SUPERVISION RECEIVED AND EXERCISED
Reports to the Regulatory Compliance Manager and receives general supervision from the Waste Management Supervisor. This is a non-supervisory position.

EXAMPLES OF IMPORTANT AND ESSENTIAL DUTIES:

Implement program activities related to Solid Waste Division compliance efforts and programs including the Illegal Dumping, Hazardous Waste, Universal Waste, Electronic Waste, Trash/Litter Reduction, and Downtown Maintenance Programs.

Monitor and maintain systems related to assigned areas of responsibility including the Illegal Dumping Camera Program monitoring and report progress as required.

Investigate and complete field reports of illegal dumping and litter conditions; implement appropriate abatement methods and issue enforcement notices.

Documents illegal dumping incidents in the system, coordinates with the City’s solid waste franchise waste hauler and other agencies regarding solid waste cleanup.

Independently respond to phone calls, letters, e-mails and general correspondence. Answer inquiries and complaints from the public and others in person and in writing.

Provides outreach regarding solid waste and stormwater compliance requirements to residents and businesses.

Perform technical duties related to area of assignment including conducting studies, special projects, administrative and technical functions; perform data collection, research and analysis; prepare draft reports and technical documents.

Assist with all solid waste contract administration including oversite of the Downtown Maintenance Agreement.

Ensure areas of responsibilities are in compliance with related laws, codes, ordinances, and legislation; advise staff of any irregularities in compliance.
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Actively participate in all City sponsored special events by taking the lead in all waste diversion from landfill and litter abatement efforts promoting reduce, reuse, recycling and organic disposals best practices.

Attend workshops and training sessions to maintain job skills that are current with existing, new and changing regulations.

Build and maintain positive working relationships with co-workers, other City employees and the public using principle of good customer service.

Perform related duties as assigned

QUALIFICATIONS
Knowledge of:

Basic principles, methods, and techniques of implementing solid waste programs including data management and reporting. Investigative principles and practices related to illegal dumping or litter complaints, requests, and problems.

Methods and safe practices used solid waste programs. Modern office methods and practices.

Ability to:

Prepare clear, accurate reports and written correspondence.

Work with limited supervision and make decisions in the field as necessary.

Prepare and maintain appropriate documentation for managing solid waste programs and projects.

Coordinate appropriate hazardous waste management methods for public works facilities.

Fully utilize the computerized work systems in accordance with workflow processes.

Work in a safe manner according to City safety practices and procedures; model and coach others in correct City safety practices; identify, correct and report safety hazards.

Read plans and blueprints.

Encourage and demonstrate an enthusiastic, resourceful, cooperative, and effective customer service-oriented attitude with co-workers and the public.

Safely perform required field work, including in harsh conditions, such as working in inclement weather and lifting objects which may weigh up to 50 pounds.

Experience and Training Guidelines
Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Experience:
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One year of experience performing technical field and/or office solid waste program or related work. Experience in hazardous waste management is desirable.

Training:

Equivalent to graduation from the twelfth grade, supplemented by college level courses in Environmental Studies, Resource Management, Public Administration, or a closely related field.

License or Certificate
Possession of, or ability to obtain, an appropriate, valid California driver's license.

ADA Special Requirement:

Essential duties require the following physical abilities and work environment:

Ability to sit, stand, walk, kneel, crouch, squat, stoop, reach, crawl, climb, and lift 50 pounds; exposure to cold, heat, outdoors, and electrical hazards.

ADOPTED CC: 01-03-22
REVISED CC:

FORMER TITLES:

BARGAINING UNIT: GENERAL UNIT
FLSA: NON-EXEMPT
PERFORMANCE APPRAISAL: WHITE COLLAR TECHNICAL
DOT: NO
PRE APPT MEDICAL: YES
SAFETY SENSITIVE: NO
FORM 700: NO
JOB CODES: 5454
ABOLISHED:
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DOWNTOWN COORDINATOR

DEFINITION
To coordinate or perform a variety of tasks to implement the City’s efforts to support businesses, support of Public Works operations, and improve or maintain a positive customer experience in downtown San Mateo and other business districts.

SUPERVISION RECEIVED AND EXERCISED
Reports to the Regulatory Compliance Manager and receives general supervision from the Waste Management Supervisor. Non-supervisory position.

EXAMPLES OF DUTIES - Depending upon assignment, duties may include, but are not limited to, the following:

Coordinate and support the efforts within downtown San Mateo of Code Enforcement, Public Works and other City Departments. Provide input into downtown planning and capital improvement efforts.

Schedule and chair regular meetings with Code Enforcement and Public Works personnel to coordinate and track progress in meeting City objectives for the downtown.

Develop and maintain effective working relationships with downtown businesses and the Downtown San Mateo Association (DSMA).

Make annual recommendations to the City and DSMA for funding projects or activities in the downtown.

Manage the downtown cleaning contractor and monitor contractor activities. Revise or renew the contract and oversee the request for proposal process to select the downtown cleaning contractor.

Perform regular inspections of sidewalks, parking structures and parking structure stairwells to confirm that the work is being performed by the downtown cleaning contractor and is effective in providing a clean and attractive environment for downtown visitors and customers.

Perform regular inspections of landscaping, street signs, street lights, street furniture, news racks, and other downtown amenities; and report any deficiencies to Public Works, Code Enforcement, or Parks and Recreation Maintenance Managers.

Identify cleanliness deficiencies and work with the cleaning contractor, Public Works, and businesses to correct the deficiencies.

Assist Code Enforcement and Environmental Compliance by identifying code violations related to solid waste, stormwater, sanitary sewer, and public nuisances. Work with property owners and businesses to correct violations prior to or following enforcement by Code Enforcement or Environmental Compliance. 46 of 171
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Work with Public Works to optimize downtown cleaning, street sweeping and maintenance activities.

Coordinate with Recology, Public Works staff, and local businesses to monitor garbage service in the downtown to ensure that garbage bins are maintained and stored properly.

QUALIFICATIONS
Knowledge of:

Basic project management methods and procedures;
Basic contract administration methods and requirements; Purchasing requirements, methods and vendor selection processes; Ability to:

Interpret and explain laws and regulations related to code compliance, zoning regulations, and health and safety codes.

Research proposals, evaluate alternatives, and make sound recommendations within established policy guidelines.

Effectively represent the City to the business community and public.

Communicate clearly and concisely, both orally and in writing.

Negotiate and oversee service contracts and vendors.

Coordinate multiple projects and meet critical deadlines.

Experience and training guidelines:

Any combination of education and experience that would likely provide the required knowledge and abilities would be qualifying. A typical way to obtain the knowledge and abilities would be:

Experience: Two years of increasingly responsible experience in project management, event management, business organization management, economic development, or facility management.

Training: Equivalent to an Associate degree from an accredited junior college, college or university with major course work in public administration, business, project management, or a related field.

License or Certificate
Possession of, or ability to obtain, an appropriate, valid California driver's license.

ADA Special Requirement:

Essential duties require the following physical abilities and work environment:
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Ability to work in a standard office environment with regular work outdoors doing inspection, project monitoring and other outdoor work in the downtown area.

ADOPTED CC: 3-19-18, 01-03-22
REVISED CC: 3-18-19
FORMER TITLES:

BARGAINING UNIT: GENERAL UNIT
PERFORMANCE APPRAISAL: WHITE COLLAR TECHNICAL
FLSA: NON-EXEMPT
DOT: NO
PRE APPT MEDICAL: NO
SAFETY SENSITIVE: NO
FORM 700: YES
JOB CODES: 5027
ABOLISHED: 7-1-20
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EXHIBIT B
Merit Salary Schedules
Solid Waste Technician - Job Code 5454 (includes 1% salary increase per SMCEA MOU 1/9/22 Steps Hourly Biweekly Monthly Annual
Step 1 37.15 2972.00 6439.21 77272.00
Step 2 38.85 3108.00 6733.87 80808.00
Step 3 40.59 3247.20 7035.46 84427.20
Step 4 42.39 3391.20 7347.46 88171.20
Step 5 44.30 3544.00 7678.52 92144.00
Downtown Coordinator - Job Code 5027 (includes 1% salary increase per SMCEA MOU 1/9/22 Steps Hourly Biweekly Monthly Annual
Step 1 38.77 3101.84 6720.52 80647.84
Step 2 40.51 3240.80 7021.60 84260.80
Step 3 42.34 3387.12 7338.62 88065.12
Step 4 44.27 3541.44 7672.97 92077.44
Step 5 46.23 3698.16 8012.53 96152.16
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EXHIBIT C
Amended 2021-2022 Position Budget for the Department of Public Works 50 of 171

CITY OF SAN MATEO
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4 3

CITY OF SAN MATEO
Agenda Report
City Hall
330 W. 20th Avenue
San Mateo CA 94403
www.cityofsanmateo.org
Agenda Number: 9 Section Name: CONSENT CALENDAR File ID: 21-5556 TO: City Council
FROM: Drew Corbett, City Manager
PREPARED BY: Public Works Department
MEETING DATE: January 03, 2022
SUBJECT:

Citywide Street Rehabilitation – Agreement
RECOMMENDATION:

Approve an agreement with Bellecci & Associates for design services for the Citywide Street Rehabilitation Package 2A in an amount not to exceed $160,000; establish a contingency reserve of $16,000; and authorize the Public Works Director to execute the agreement in substantially the form presented and approve amendments within the contingency amount.

BACKGROUND:

Bellecci & Associates was selected for on-call pavement design services in October 2018 through a qualification selection process following a request for proposals. A specific proposal for design services was requested from Bellecci & Associates for the City’s upcoming pavement rehabilitation project – the Citywide Street Rehabilitation Package 2A. This project is part of the City’s Pavement Management Program.

Bellecci & Associates has satisfactorily performed design on other paving projects for the City. Therefore, staff recommends the approval of an agreement with Bellecci & Associates to perform the design services for this project for an amount not to exceed $160,000 and establish a contingency of $16,000 (10% of the contract budget) to cover any unforeseen changes during the design process.

BUDGET IMPACT:

Sufficient funds are available in the Citywide Pavement Management Program to award this agreement and the contingency reserve.

ENVIRONMENTAL DETERMINATION:

This project is categorically exempt from CEQA as an “existing facility,” because it consists of the operation, repair, maintenance, permitting, leasing, licensing, or minor alteration of existing public or private structures, facilities, mechanical equipment, or topographical features, involving negligible or no expansion of existing or former use. (CEQA Guidelines Section 15301.)

NOTICE PROVIDED
All meeting noticing requirements were met.

ATTACHMENTS
Att 1 - Agreement
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CITY OF SAN MATEO
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STAFF CONTACT
Stephanie Gindlesperger, Senior Engineer
[email protected]
650-522-7315
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AGREEMENT WITH BELLECCI & ASSSOCIATES

FOR PROFESSIONAL DESIGN SERVICES
FOR
CITYWIDE STREET REHABILITATION PACKAGE 2-A
This Agreement, made and entered into this day of ____________________, by and between the CITY OF SAN MATEO, a municipal corporation existing under the laws of the State of California (“CITY”), and Bellecci & Associates, Inc., a corporation, (“CONSULTANT”), whose address is 2290 Diamond Blvd, Suite 100 Concord, CA 94520.

REC
ITALS:

A. CITY desires certain professional design services hereinafter described.

B. CITY desires to engage CONSULTANT to provide these professional design services by reason of its qualifications and experience for performing such services and CONSULTANT has offered to provide the required services on the terms and in the manner set forth herein.

N
OW, THEREFORE, IT IS AGREED as follows:

SECTION 1 - SCOPE OF SERVICES
T
he scope of services to be performed by CONSULTANT under this Agreement is as described in Exhibit A to this Agreement, attached and incorporated by reference.

SECTION 2 - DUTIES OF CONSULTANT
C
ONSULTANT shall be responsible for the professional quality, technical accuracy and coordination of all work furnished by CONSULTANT under this Agreement. CONSULTANT shall, without additional compensation, correct or revise any errors or deficiencies in its work.

C
ONSULTANT represents that it is qualified to furnish the services described under this Agreement.

C
ONSULTANT shall be responsible for employing or engaging all persons necessary to perform the services of CONSULTANT.

C
ONSULTANT agrees to comply with the City’s minimum wage ordinance as codified in Municipal Code Chapter 5.92, which differs from the state minimum wage and includes a Consumer Price Index escalator.

SECTION 3 - DUTIES OF CITY
C
ITY shall provide pertinent information regarding its requirements for the project. 53 of 171
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CITY shall examine documents submitted by CONSULTANT and shall render decisions pertaining thereto promptly, to avoid unreasonable delay in the progress of CONSULTANT's work.

SECTION 4 - TERM
The services to be performed under this Agreement shall commence on 01/10/2022 and be completed on or about 12/31/2022.

SECTION 5 - PAYMENT
Payment shall be made by CITY only for services rendered and upon submission of a payment request upon completion and CITY approval of the work performed. In consideration for the full performance of the services set forth in Exhibit A, CITY agrees to pay CONSULTANT a fee not to exceed the amount of $160,000 pursuant to rates stated in Exhibit B to this Agreement, attached and incorporated by reference.

SECTION 6 - TERMINATION
Without limitation to such rights or remedies as CITY shall otherwise have by law, CITY shall have the right to terminate this Agreement or suspend work on the Project for any reason, upon ten (10) days' written notice to CONSULTANT. CONSULTANT agrees to cease all work under this Agreement upon receipt of said written notice.

Upon termination and upon CITY's payment of the amount required to be paid, documents become the property of CITY, and CONSULTANT shall transfer them to CITY upon request without additional compensation.

SECTION 7 - OWNERSHIP OF DOCUMENTS
All documents prepared by CONSULTANT in the performance of this Agreement, although instruments of professional service, are and shall be the property of CITY, whether the project for which they are made is executed or not.

SECTION 8 - CONFIDENTIALITY
All reports and documents prepared by CONSULTANT in connection with the performance of this Agreement are confidential until released by CITY to the public. CONSULTANT shall not make any such documents or information available to any individual or organization not employed by CONSULTANT or CITY without the written consent of CITY before any such release.

SECTION 9 - INTEREST OF CONSULTANT
CONSULTANT covenants that it presently has no interest, and shall not acquire any interest, direct or indirect, financial or otherwise, which would conflict in any manner or degree with the performance of the services under this Agreement.
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SECTION 10 - CONSULTANT'S STATUS
It is expressly agreed that in the performance of the professional services required under this Agreement, CONSULTANT shall at all times be considered an independent contractor as defined in Labor Code Section 3353, under control of the CITY as to the result of the work but not the means by which the result is accomplished. Nothing herein shall be construed to make CONSULTANT an agent or employee of CITY while providing services under this Agreement.

SECTION 11 - INDEMNITY
CONSULTANT agrees to hold harmless and indemnify CITY, its elected and appointed officials, employees, and agents from and against any and all claims, loss, liability, damage, and expense arising out of CONSULTANT’s negligence, recklessness or willful misconduct to the maximum extent permitted by state law. To the extent permitted by Civil Code section 2782.8, CONSULTANT agrees to defend City, its elected and appointed
officials, employees, and agents against any such claims.

SECTION 12 - INSURANCE
CONSULTANT shall procure and maintain for the duration of the contract and three years thereafter (five years for building or major improvements) the insurance specified in Exhibit C to this Agreement.

SECTION 13 - NON-ASSIGNABILITY
Both parties hereto recognize that this Agreement is for the personal services of CONSULTANT and cannot be transferred, assigned, or subcontracted by CONSULTANT without the prior written consent of CITY.

SECTION 14 - RELIANCE UPON PROFESSIONAL

SKILL OF CONSULTANT
It is mutually understood and agreed by and between the parties hereto that CONSULTANT is skilled in the professional calling necessary to perform the work agreed to be done under this Agreement and that CITY relies upon the skill of CONSULTANT to do and perform the work in the most skillful manner, and CONSULTANT agrees to thus perform the work. The acceptance of CONSULTANT's work by CITY does not operate as a release of CONSULTANT from said obligation. 55 of 171
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SECTION 15 - WAIVERS

The waiver by either party of any breach or violation of any term, covenant, or condition of this Agreement or of any provisions of any ordinance or law shall not be deemed to be a waiver of such term, covenant, condition, ordinance or law or of any subsequent breach or violation of the same or of any other term, condition, ordinance, or law. The subsequent acceptance by either party of any fee or other money which may become due hereunder shall not be deemed to be a waiver of any preceding breach or violation by the other party of any term, covenant, or condition of this Agreement or of any applicable law or ordinance.

SECTION 16 - SEVERABILITY

If any term or portion of this Agreement is held to be invalid, illegal, or otherwise unenforceable by a court of competent jurisdiction, the remaining provisions of this Agreement shall continue in full force and effect.

SECTION 17 - COSTS AND ATTORNEY FEES

Attorney fees in total amount not exceeding $5000, shall be recoverable as costs (by the filing of a cost bill) by the prevailing party in any action or actions to enforce the provisions of this Agreement. The above $5000 limit is the total of attorney fees recoverable whether in the trial court, appellate court, or otherwise, and regardless of the number of attorneys, trials, appeals, or actions. It is the intent of this Agreement that neither party shall have to pay the other more than $5000 for attorney fees arising out of an action, or actions to enforce the provisions of this Agreement.

SECTION 18 - NON-DISCRIMINATION

CONSULTANT warrants that it is an Equal Opportunity Employer and shall comply with applicable regulations governing equal employment opportunity. Neither CONSULTANT nor any of its subcontractors shall discriminate in the employment of any person because of race, color, national origin, ancestry, physical handicap, medical condition, marital status, sex, or age, unless based upon a bona fide occupational qualification pursuant to the California Fair Employment and Housing Act.

SECTION 19 - MEDIATION

Should any dispute arise out of this Agreement, any party may request that it be submitted to mediation. The parties shall meet in mediation within 30 days of a request. The mediator shall be agreed to by the mediating parties; in the absence of an agreement, the parties shall each submit one name from mediators listed by either the American Arbitration Association, the State Mediation and Conciliation Service, or other agreed-upon service. The mediator shall be selected by a blind draw.

The cost of mediation shall be borne equally by the parties. Neither party shall be deemed the prevailing party. No party shall be permitted to file a legal action without first meeting in mediation and making a good faith attempt to reach a mediated settlement. The mediation process, once commenced by a meeting with the mediator, shall last until agreement is reached by the parties but not more than 60 days, unless the maximum time is extended by the parties. 56 of 171
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SECTION 20 - LITIGATION

CONSULTANT shall testify at CITY'S request if litigation is brought against CITY in connection with CONSULTANT's services under this Agreement. Unless the action is brought by CONSULTANT, or is based upon CONSULTANT's wrongdoing, CITY shall compensate CONSULTANT for preparation for testimony, testimony, and travel at CONSULTANT's standard hourly rates at the time of actual testimony.

SECTION 21 - NOTICES

All notices hereunder shall be given in writing and mailed, postage prepaid, addressed as follows:

To CITY: Azalea Mitch, Public Works Director
City of San Mateo
330 W 20th Ave
San Mateo, CA 94403

To CONSULTANT: Bellecci & Associates
Attn: Daniel Leary
2290 Diamond Blvd, Suite 100
Concord, CA 94520

SECTION 22 - AGREEMENT CONTAINS ALL
UNDERSTANDINGS; AMENDMENT

This document represents the entire and integrated agreement between CITY and CONSULTANT and supersedes all prior negotiations, representations, and agreements, either written or oral.

This document may be amended only by written instrument, signed by both CITY and CONSULTANT.

SECTION 23 - AUTHORITY TO ENTER INTO AGREEMENT

CONSULTANT has all requisite power and authority to conduct its business and to execute, deliver, and perform the Agreement. Each party warrants that the individuals who have signed this Agreement have the legal power, right, and authority to make this Agreement and to bind each respective party.

SECTION 24 - GOVERNING LAW AND VENUE

This Agreement shall be governed by the laws of the State of California and, in the event of litigation, venue will be in the County of San Mateo.

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IN WITNESS WHEREOF, CITY OF SAN MATEO and Bellecci & Associates have executed this Agreement the day and year first above written.

CITY OF SAN MATEO

CONSULTANT

Azalea Mitch
Director of Public Works

Date Daniel Leary
Its Authorized Agent
Vice President

If a Corporation, can be either 1)
President or 2) Vice President plus
an additional corporate officer
(i.e., Secretary, Treasurer) who
shall sign below.

Date

APPROVED AS TO FORM

ADDITIONAL CORPORATE OFFICER
(if necessary per the above)
Linh Nguyen
Assistant City Attorney
Anoop Admal
Treasurer

Date

Attachments:

Exhibit A: Scope of Services
Exhibit B: Fee Rates
Exhibit C: Insurance Requirements

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EXHIBIT A

SCOPE OF SERVICES

The intent of the project is to prepare plans, specifications and estimate for slurry seal and restriping for the existing roadway. There will be two submittals: 95% and final bid documents. Optional services include street restriping to add bike lanes to selected streets.

The scope of work is described in more detail below:
• Prepare Base Map from on-line Aerial in CAD, at 1”=100’. • Slurry seal and striping plans will be shown on the same base plan template as separate sheets for each segment. New bike lane improvements will be incorporated where requested. • Technical specifications will be created using the City’s standard specifications that are based on the 2018 Caltrans Standard Specifications.
• Technical specifications and estimate will be submitted at both the 95% and 100% submittal. • Land surveying is not anticipated in the budget.
• Slurry seal to be Type I or Type II, to be coordinated with the City depending on the goals of the finished surfacing.
• Meet regularly with City staff, depending on availability of City staff, to be determined at the kick-off meeting.
• Monument referencing, utility mapping and utility company notifications are not needed on this project.
• Bid and Construction Support included.

The following streets are included in the design:

Street Name From To
1st Avenue B St Claremont St
2nd Avenue Kingston St Terminal Pl
2nd Avenue Bayshore Blvd Kingston St
2nd Avenue Quebec St End
2nd Avenue Railroad Ave Delaware St
3rd Avenue Claremont St Delaware St
3rd Avenue Delaware St Eldorado St
3rd Avenue El Camino Real Railroad Ave
3rd Avenue Eldorado St Grant St
4th Avenue Ellsworth Ave El Camino Real
5th Avenue Delaware St Claremont St
6th Avenue Laurel Ave B St
19th Avenue Grant St 400' E/O Grant St
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19th Avenue Pacific Blvd Delaware St
20th Avenue El Camino Real O’Farrell St
25th Avenue El Camino Real Delaware St
26th Avenue Alameda de las Pulgas Hacienda St
28th Avenue Alameda de las Pulgas Hacienda St
39th Avenue Pasadena Dr Branson Dr
Alameda de las Pulgas Parkside Way 24th Ave
Alanhill Lane 31st Ave End
Amesbury Avenue Aberdeen Dr Sunnybrae Blvd
Amphlett Boulevard Tilton Ave Poplar Ave
Amphlett Boulevard 10th Ave 7th Ave
B Street Baldwin St Tilton Ave
B Street 5th Ave Baldwin St
Baker Way Fashion Island Blvd Armada Way
Barneson Avenue Shafter St Edinburgh St
Barneson Avenue Edinburgh St El Camino Real
Barroilhet Avenue Greenwood Ave El Camino Real
Bellevue Way Hurlingham Ave Crescent Ave
Borel Avenue El Camino Real Edinburgh St
Bovet Road Borel Ave El Camino Real
Budd Court Norfolk St End
Campus Drive 1465' N/O Hillsdale Blvd End
Cherrywood Drive Parkwood Dr Glendora Dr
Chesterton Place El Camino Real Monte Diablo Ave
Cottage Grove Avenue Patricia Ave Shoreview Ave
Crescent Avenue Clark Ave Poplar Ave
Cypress Avenue Bayshore Blvd Norfolk St
Delaware Street 625 Delaware St Peninsula Ave
Edgewood Road Warren Rd Warren Rd
Edinburgh Street Avila Rd Hobart Ave
Edinburgh Street Hobart Ave Barneson Ave
Edinburgh Street Sonora Dr Castilian Way
Eisenhower Street Van Buren St Roberta Dr
Elm Street Poplar Ave Tilton Ave
Fremont Street Cypress Ave 2nd Ave
Fremont Street Cypress Ave Tilton Ave
Fremont Street Tilton Ave Monte Diablo Ave
Grant Street Monte Diablo Ave Indian Ave
Grant Street Tilton Ave Monte Diablo Ave
Greenfield Avenue 42 Ave City Limit
Greenfield Court Greenfield Ave End
Hacienda Street Rolling Hills Ave 41st Ave
Herschel Street Kehoe Ave Harrison Ave
Highland Avenue Santa Inez Ave Poplar Ave
Hillsdale Boulevard Norfolk St Lagoon Bridge
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Hillsdale Boulevard Clearview Way SR 92
Hillsdale Boulevard CSM Sign Clearview Way
Humboldt Street Tilton Ave Santa Inez Ave
Hurlingham Avenue Clark Ave Poplar Ave
Hurlingham Avenue Warren Rd Clark Ave
Idaho Street 9th Ave 7th Ave
J Hart Clinton Drive Norfolk St Bridge
J Hart Clinton Drive 1426' S/O Bridge Seal Slough Bridge J Hart Clinton Drive Seal Slough Bridge City Limit
Kalmia Street Borel Ave Barneson Ave
Kingridge Drive Linda Court 42nd Ave
Knapp Court Garfield St End
Lafayette Street Kent St Portsmouth Way
Laurel Avenue 6th Ave 7th Ave
Laurel Avenue 5th Ave 6th Ave
Lola Street 37th Ave 39th Ave
Los Gatos Way Pasadena Dr End
Melissa Court Barneson Ave End
Melrose Court Parrott Dr End
Midway Avenue 257' S/O Clark Dr Edgewood Rd
Monte Diablo Avenue Delaware St Grant St
Monte Diablo Avenue Grant St Humboldt St
Monterey Street 31st Ave End
Norfolk Street Ciro Ave Flint Ave
Norfolk Street Fashion Island Blvd Roberta Dr
Norfolk Street Waters Park Dr Fashion Island Blvd
Norfolk Street Darwin Ave Lodi Ave
Ocean View Avenue Shoreview Park Entrance Dale Ave
Overland Drive Cedarwood Dr 27 S/O Woodberry Ave
Pacific Boulevard 1272' S/O Concar Dr Delaware St
Palos Verde Court Palos Verde Dr End
Palos Verde Drive GLENDORA N/S Overland Dr
Paulson Court 22nd Ave End
Peninsula Avenue Frontage Road Humboldt St Amphlett Blvd Playa Street Los Prados St End
Polk Avenue Van Buren St Herschel St
Poplar Avenue Crescent Ave Hurlingham Ave
Poplar Avenue Occidental Ave Dorchester Rd
Prospect Row Peninsula Ave Grand Blvd
Quebec Street 2nd Ave Monte Diablo Ave
Quebec Street Monte Diablo Ave Trollman Ave
Reef Drive Mariner’s Island Blvd End
Rhus Street Barneson Ave Hobart Ave
Salisbury Way Lafayette St Bermuda Dr
San Mateo Drive 5th Ave 2nd Ave
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Santa Inez Avenue Delaware St Grant St
Shoal Drive Sextant Ct End
Shoal Drive Armada Way Sextant Ct
Shoreview Avenue Dale Ave Kehoe Ave
Springfield Way Annapolis Dr Kent St
St Matthews Avenue El Camino Real San Mateo Dr
Sunset Trail 31st Ave End
Susan Court Norfolk St End
Sylvan Avenue Fernwood St Alameda de las Pulgas
Tilton Terrace Tilton Ave End
Westmoreland Avenue Occidental Ave Costa Rice Ave
Wisnom Avenue Poplar Ave Bellevue Ave

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Civil Engineering    Land Surveying
Construction Management

CONCORD
2290 Diamond Blvd. Suite 100
Concord, CA 94520-5744
Tel. 925.685.4569

PLEASANTON
7077 Koll Center Parkway, Suite 210
Pleasanton, CA 94566-3128
Tel. 925.681.4885
EXHIBIT   B

TIME AND MATERIALS HOURLY RATE SCHEDULE

Effective Through December 31, 2022

ENGINEERING, PLANNING SERVICES & CONSTRUCTION MANAGEMENT SERVICES Principal Engineer II  $ 270
Principal Engineer I   $ 228
Construction Manager   $ 228
Professional Engineer III  $ 210
Professional Engineer II    $ 196
Professional Engineer I    $ 190
Design Engineer III    $ 180
Design Engineer II    $ 174
Design Engineer I    $ 168
Assistant Engineer II    $ 160
Assistant Engineer I    $ 150
S e n i o r   P u b l i c   W o r k s   I n s p e c t o r      $   168 P u b l i c   W o r k s   I n s p e c t o r      $   148 Public Works Inspection Assistant      $ 120

LAND SURVEYING SERVICES
Professional Land Surveyor  $ 228
Survey Coordinator  $ 192
Survey Technician  $ 170
Flag Person  $ 110
1‐Man Survey Crew  $ 218
2‐Man Survey Party  $ 312
3‐Man Survey Party  $ 398

LEGAL AND EXPERT SERVICES
D e p o s i t i o n s   a n d   T r i a l   T e s t i m o n y        $   425

Client authorized overtime work will be charged at 135% of the standard hourly rates.

REIMBURSABLE EXPENSES
Mileage (per current IRS reimbursement rate)
Outside Printing & Delivery Services:  Cost + 10%
Subcontractors:    Cost + 10%
In House Printing:       Mylar ‐ $5.00/sf;  Large Format Color Presentation $2.50/sf Color Copies – 8.5” x 11” $1.00/ea, 11”x17”  $1.90/ea
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EXHIBIT C

INSURANCE REQUIREMENTS

MINIMUM SCOPE OF INSURANCE
Coverage shall be at least as broad as:

1. Commercial General Liability (CGL): Insurance Services Office (ISO) Form CG 00 01 12 07 covering CGL on an “occurrence” basis, including products-completed operations, personal & advertising injury, with limits no less than $2,000,000 per occurrence. If a general aggregate limit applies, either the general aggregate limit shall apply separately to this project/location or the general aggregate limit shall be twice the required occurrence limit.

2. Automobile Liability: ISO Form Number CA 00 01 covering any auto (Code 1), or if CONSULTANT has no owned autos, hired, (Code 8) and non-owned autos (Code 9), with limit no less than $1,000,000 per accident for bodily injury and property damage.

3. Workers’ Compensation: as required by the State of California, with Statutory Limits, and Employer’s Liability Insurance with limit of no less than $1,000,000 per accident for bodily injury or disease.

4. Professional Liability (Errors and Omissions): Insurance appropriate to the CONSULTANT’s profession, with limit no less than $1,000,000 per occurrence or claim, $2,000,000 aggregate

If the CONSULTANT maintains higher limits than the minimums shown above, the City requires and shall be entitled to coverage for the higher limits maintained by the CONSULTANT.

Other Insurance Provisions
The insurance policies are to contain, or be endorsed to contain, the following provisions:

Additional Insured Status
The City, its elected and appointed officials, employees, and agents are to be covered as insureds on the auto policy for liability arising out of automobiles owned, leased, hired or borrowed by or on behalf of the CONSULTANT; and on the CGL policy with respect to liability arising out of work or operations performed by or on behalf of the CONSULTANT including materials, parts or equipment furnished in connection with such work or operations. General liability coverage can be provided in the form of an endorsement to the CONSULTANT’s insurance (at least as broad as ISO Form CG 20 10, 11 85 or both CG 20 10 and CG 20 37 forms if later revisions used).

Primary Coverage
For any claims related to this contract, the CONSULTANT’s insurance coverage shall be primary insurance as respects the City, its elected and appointed officials, employees, and agents. Any insurance or self-insurance maintained by the City, its elected and appointed officials, employees, or agents shall be excess of the CONSULTANT’s insurance and shall not contribute with it.

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Notice of Cancellation
Each insurance policy required above shall provide that coverage shall not be canceled, except after thirty (30) days’ prior written notice (10 days for non-payment) has been given to the City.

Waiver of Subrogation
CONSULTANT hereby grants to City a waiver of any right to subrogation which any insurer of said CONSULTANT may acquire against the City by virtue of the payment of any loss under such insurance.

CONSULTANT agrees to obtain any endorsement that may be necessary to effect this waiver of subrogation, but this provision applies regardless of whether or not the City has received a waiver of subrogation endorsement from the insurer.

Deductibles and Self-Insured Retentions
Any deductibles or self-insured retentions must be declared to and approved by the City. The City may require the CONSULTANT to purchase coverage with a lower deductible or retention or provide proof of ability to pay losses and related investigations, claim administration, and defense expenses within the retention.

Acceptability of Insurers
Insurance is to be placed with insurers with a current A.M. Best’s rating of no less than A:VII, unless otherwise acceptable to the City.

Verification of Coverage
CONSULTANT shall furnish the City with original certificates and amendatory endorsements or copies of the applicable policy language effecting coverage required by this clause. All certificates and endorsements are to be received and approved by the City before work commences. However, failure to obtain the required documents prior to the work beginning shall not waive the CONSULTANT’s obligation to provide them. The City reserves the right to require complete, certified copies of all required insurance policies, including endorsements required by these specifications, at any time.

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CITY OF SAN MATEO
Agenda Report
City Hall
330 W. 20th Avenue
San Mateo CA 94403
www.cityofsanmateo.org
Agenda Number: 10 Section Name: CONSENT CALENDAR File ID: 21-5565 TO: City Council
FROM: Drew Corbett, City Manager
PREPARED BY: Public Works Department
MEETING DATE: January 03, 2022
SUBJECT:

Citywide Street Reconstruction – Agreement
RECOMMENDATION:

Approve an agreement with Nichols Consulting Engineers, Chtd. for design services for the Citywide Street Reconstruction, Phases 4 and 5, in an amount not to exceed $1,460,000; establish a contingency reserve of $146,000; and authorize the Public Works Director to execute the agreement in substantially the form presented and approve amendments within the contingency amount.

BACKGROUND:

After San Mateo voters passed Measure S in November 2015, City Council approved the Smooth Streets Program (Program) to repair streets with a Pavement Condition Index under 40 using this funding source. Of the twenty (20) estimated miles of roadway included in the Program, approximately six (6) more miles remain to be incorporated into a capital improvement project. The remaining streets are planned for completion as part of two final construction packages– Citywide Street Reconstruction Phase 4 (construction starting in 2023) and Citywide Street Reconstruction Phase 5 (construction starting in 2024).

The remaining street segments in the Program are the most complex and will require a significant amount of geotechnical investigation and engineering. Therefore, staff issued a request for proposals for engineering design and geotechnical services on September 17, 2021 for the two final phases (Phases 4 and 5) of the Program. Six proposals were received, three of the firms were interviewed, and Nichols Consulting Engineers, Chtd. (NCE) was selected as best qualified for this effort. NCE has a very strong background in roadway reconstruction, including having geotechnical and pavement specialists on its staff. They provided examples of previous projects of similar scope and complexity and also presented a thorough public outreach plan that includes public meetings to address questions and concerns from the public.

Given the condition of the remaining street segments, the complexity of design, and variety of potential reconstruction techniques that could be used, staff proposes to design both phases concurrently to ensure the sequence of implementation appropriately aligns with method of reconstruction needed for each street segment. The proposed fee of $1,460,000 is approximately 8% of the estimated $18.34 million construction cost for the final two phases in the Program and covers both phases of design as well as engineering services during bidding and construction. Staff finds the proposed fee reasonable and recommends entering into an agreement with NCE in a not-to-exceed amount of $1,460,000 and establishing a contingency of $146,000 (10% of the contract budget) to cover any unforeseen changes during the design process.

BUDGET IMPACT:

Sufficient funds are available in the Citywide Street Reconstruction Package 1 Project to award this agreement and fund the contingency reserve.
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ENVIRONMENTAL DETERMINATION:

This Project is categorically exempt from CEQA as an “existing facility,” because it consists of the operation, repair, maintenance, permitting, leasing, licensing, or minor alteration of existing public or private structures, facilities, mechanical equipment, or topographical features, involving negligible or no expansion of use. (CEQA Guidelines Section 15301.)

NOTICE PROVIDED
All meeting noticing requirements were met.

ATTACHMENTS
Att 1 - Agreement

STAFF CONTACT
Stephanie Gindlesperger, Senior Engineer
[email protected]
650-522-7315
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AGREEMENT WITH NICHOLS CONSULTING ENGINEERS, CHTD.

FOR ENGINEERING DESIGN PROFESSIONAL SERVICES
FOR
CITYWIDE STREET RECONSTRUCTION PHASE 4 AND PHASE 5

This Agreement, made and entered into this day of ____________________, by and between the CITY OF SAN MATEO, a municipal corporation existing under the laws of the State of California (“CITY”), and Nichols Consulting Engineers, Chtd., a corporation (“CONSULTANT”), whose address is 501 Canal Blvd, Suite I, Richmond, CA 94804.

RECITALS:

A. CITY desires certain engineering design professional services hereinafter described.

B. CITY desires to engage CONSULTANT to provide these engineering design professional services by reason of its qualifications and experience for performing such services and CONSULTANT has offered to provide the required services on the terms and in the manner set forth herein.

NOW, THEREFORE, IT IS AGREED as follows:

SECTION 1 - SCOPE OF SERVICES

The scope of services to be performed by CONSULTANT under this Agreement is as described in Exhibit A to this Agreement, attached and incorporated by reference.

SECTION 2 - DUTIES OF CONSULTANT

CONSULTANT shall be responsible for the professional quality, technical accuracy and coordination of all work furnished by CONSULTANT under this Agreement. CONSULTANT shall, without additional compensation, correct or revise any errors or deficiencies in its work.

CONSULTANT represents that it is qualified to furnish the services described under this Agreement.

CONSULTANT shall be responsible for employing or engaging all persons necessary to perform the services of CONSULTANT.

CONSULTANT agrees to comply with the City’s minimum wage ordinance as codified in Municipal Code Chapter 5.92, which differs from the state minimum wage and includes a Consumer Price Index escalator.

SECTION 3 - DUTIES OF CITY

CITY shall provide pertinent information regarding its requirements for the project.

CITY shall examine documents submitted by CONSULTANT and shall render decisions pertaining thereto promptly, to avoid unreasonable delay in the progress of CONSULTANT's work. 68 of 171
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SECTION 4 - TERM

The services to be performed under this Agreement shall commence on January 24, 2022 and be completed on or about December 31, 2024.

SECTION 5 - PAYMENT

Payment shall be made by CITY only for services rendered and upon submission of a payment request upon completion and CITY approval of the work performed. In consideration for the full performance of the services set forth in Exhibit A, CITY agrees to pay CONSULTANT a fee not to exceed the amount of $1,460,000 pursuant to rates stated in Exhibit B to this Agreement, attached and incorporated by reference.

SECTION 6 - TERMINATION

Without limitation to such rights or remedies as CITY shall otherwise have by law, CITY shall have the right to terminate this Agreement or suspend work on the Project for any reason, upon ten (10) days' written notice to CONSULTANT. CONSULTANT agrees to cease all work under this Agreement upon receipt of said written notice.

Upon termination and upon CITY's payment of the amount required to be paid, documents become the property of CITY, and CONSULTANT shall transfer them to CITY upon request without additional compensation.

SECTION 7 - OWNERSHIP OF DOCUMENTS

All documents prepared by CONSULTANT in the performance of this Agreement, although instruments of professional service, are and shall be the property of CITY, whether the project for which they are made is executed or not.

SECTION 8 - CONFIDENTIALITY

All reports and documents prepared by CONSULTANT in connection with the performance of this Agreement are confidential until released by CITY to the public. CONSULTANT shall not make any such documents or information available to any individual or organization not employed by CONSULTANT or CITY without the written consent of CITY before any such release.

SECTION 9 - INTEREST OF CONSULTANT

CONSULTANT covenants that it presently has no interest, and shall not acquire any interest, direct or indirect, financial or otherwise, which would conflict in any manner or degree with the performance of the services under this Agreement.

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SECTION 10 - CONSULTANT'S STATUS

It is expressly agreed that in the performance of the professional services required under this Agreement, CONSULTANT shall at all times be considered an independent CONSULTANT as defined in Labor Code Section 3353, under control of the CITY as to the result of the work but not the means by which the result is accomplished. Nothing herein shall be construed to make CONSULTANT an agent or employee of CITY while providing services under this Agreement.

SECTION 11 - INDEMNITY

CONSULTANT agrees to hold harmless and indemnify CITY, its elected and appointed officials, employees, and agents from and against any and all claims, loss, liability, damage, and expense to the extent caused by the CONSULTANT’s negligence, recklessness or willful misconduct to the maximum extent permitted by state law. To the extent permitted by Civil Code section 2782.8, CONSULTANT agrees to City, its elected and appointed officials, employees, and agents against any such claims. In no event shall the cost to defend charged to the design professional exceed the design professional’s proportionate percentage of fault.

SECTION 12 - INSURANCE

CONSULTANT shall procure and maintain for the duration of the contract and three years thereafter (five years for building or major improvements) the insurance specified in Exhibit C to this Agreement.

SECTION 13 - NONASSIGNABILITY

Both parties hereto recognize that this Agreement is for the personal services of CONSULTANT and cannot be transferred, assigned, or subcontracted by CONSULTANT without the prior written consent of CITY.

SECTION 14 - RELIANCE UPON PROFESSIONAL

SKILL OF CONSULTANT

It is mutually understood and agreed by and between the parties hereto that CONSULTANT is skilled in the professional calling necessary to perform the work agreed to be done under this Agreement and that CITY relies upon the skill of CONSULTANT to do and perform the work in the manner consistent with and limited to that level of care and skill ordinarily exercised by members of the engineering and consulting profession practicing under similar conditions, and at the same time and locality where the services are performed, and CONSULTANT agrees to thus perform the work. The acceptance of CONSULTANT's work by CITY does not operate as a release of CONSULTANT from said obligation.

SECTION 15 - WAIVERS

The waiver by either party of any breach or violation of any term, covenant, or condition of this Agreement or of any provisions of any ordinance or law shall not be deemed to be a waiver of such 70 of 171
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term, covenant, condition, ordinance or law or of any subsequent breach or violation of the same or of any other term, condition, ordinance, or law. The subsequent acceptance by either party of any fee or other money which may become due hereunder shall not be deemed to be a waiver of any preceding breach or violation by the other party of any term, covenant, or condition of this Agreement or of any applicable law or ordinance.

SECTION 16 – SEVERABILITY

If any term or portion of this Agreement is held to be invalid, illegal, or otherwise unenforceable by a court of competent jurisdiction, the remaining provisions of this Agreement shall continue in full force and effect.

SECTION 17 - COSTS AND ATTORNEY FEES

Attorney fees in total amount not exceeding $5000, shall be recoverable as costs (by the filing of a cost bill) by the prevailing party in any action or actions to enforce the provisions of this Agreement. The above $5000 limit is the total of attorney fees recoverable whether in the trial court, appellate court, or otherwise, and regardless of the number of attorneys, trials, appeals, or actions. It is the intent of this Agreement that neither party shall have to pay the other more than $5000 for attorney fees arising out of an action, or actions to enforce the provisions of this Agreement.

SECTION 18 - NON-DISCRIMINATION

CONSULTANT warrants that it is an Equal Opportunity Employer and shall comply with applicable regulations governing equal employment opportunity. Neither CONSULTANT nor any of its sub-consultants shall discriminate in the employment of any person because of race, color, national origin, ancestry, physical handicap, medical condition, marital status, sex, or age, unless based upon a bona fide occupational qualification pursuant to the California Fair Employment and Housing Act.

SECTION 19 - MEDIATION

Should any dispute arise out of this Agreement, any party may request that it be submitted to mediation. The parties shall meet in mediation within 30 days of a request. The mediator shall be agreed to by the mediating parties; in the absence of an agreement, the parties shall each submit one name from mediators listed by either the American Arbitration Association, the State Mediation and Conciliation Service, or other agreed-upon service. The mediator shall be selected by a blind draw.

The cost of mediation shall be borne equally by the parties. Neither party shall be deemed the prevailing party. No party shall be permitted to file a legal action without first meeting in mediation and making a good faith attempt to reach a mediated settlement. The mediation process, once commenced by a meeting with the mediator, shall last until agreement is reached by the parties but not more than 60 days, unless the maximum time is extended by the parties.

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SECTION 20 - LITIGATION

CONSULTANT shall testify at CITY's request if litigation is brought against CITY in connection with CONSULTANT's services under this Agreement. Unless the action is brought by CONSULTANT, or is based upon CONSULTANT's wrongdoing, CITY shall compensate CONSULTANT for preparation for testimony, testimony, and travel at CONSULTANT's standard hourly rates at the time of actual testimony.

SECTION 21 - NOTICES

All notices hereunder shall be given in writing and mailed, postage prepaid, addressed as follows:

To CITY: Azalea Mitch, Director of Public Works
City of San Mateo
330 W. 20th Ave
San Mateo, CA 94403

To CONSULTANT: Nichols Consulting Engineers, Chtd.

Attn: Ryan Shafer, Principal
501 Canal Blvd, Suite I
Point Richmond, CA 94804

SECTION 22 - AGREEMENT CONTAINS ALL
UNDERSTANDINGS; AMENDMENT

This document represents the entire and integrated agreement between CITY and CONSULTANT and supersedes all prior negotiations, representations, and agreements, either written or oral.

This document may be amended only by written instrument, signed by both CITY and CONSULTANT.

SECTION 23 - AUTHORITY TO ENTER INTO AGREEMENT

CONSULTANT has all requisite power and authority to conduct its business and to execute, deliver, and perform the Agreement. Each party warrants that the individuals who have signed this Agreement have the legal power, right, and authority to make this Agreement and to bind each respective party.

SECTION 24 - GOVERNING LAW AND VENUE

This Agreement shall be governed by the laws of the State of California and, in the event of litigation, venue will be in the County of San Mateo.

[SIGNATURE PAGE FOLLOWS]
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IN WITNESS WHEREOF, CITY and CONSULTANT have executed this Agreement the day and year first above written.

CITY OF SAN MATEO

CONSULTANT

Azalea Mitch
Director of Public Works

Date Margot Yapp
Its Authorized Agent
President

If a Corporation, can be either 1)
President or 2) Vice President plus
an additional corporate officer
(i.e., Secretary, Treasurer) who
shall sign below.

Date

APPROVED AS TO FORM

Linh Nguyen
Assistant City Attorney
Date

Attachments:

Exhibit A: Scope of Services
Exhibit B: 2021 Schedule of Charges
Exhibit C: Insurance Requirements

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EXHIBIT A

SCOPE OF SERVICES

Task 1 – Project Management and Meetings

1A) PROJECT KICK-OFF MEETING / PROGRESS MEETINGS

NCE’s Project Manager will arrange a Kick-Off Meeting with the City to initiate work on the project. The objectives of the Kick-Off Meeting will be:
• Review of the Scope of Work
• Establish Lines of Communication
• Confirm Deadlines
• Establish Project Schedule and Milestones
• Define Design and Operation Criteria

Whether a simple preventive maintenance project or a complex reconstruction project, it is critical to establish effective lines of communication with, and coordination amongst, the various stakeholders from the start to ensure the delivery a high-quality project within budget and on schedule. In addition to City staff (Engineering, Maintenance, etc.), NCE will research and coordinate, as-needed, with other agencies such as PG&E, AT&T, California Water Service and Westborough Water District, San Mateo Sewer, Stormwater and Wastewater, Schools, etc., to identify any potential conflicts, requirements, or design issues early to help minimize delays (and costs) later in the design process or during construction. At the Kick-Off Meeting, key deliverables for each Task and the Project Schedule would be reviewed and adjusted accordingly to meet City needs.

NCE is very sensitive to construction costs, particularly the volatile price of materials, which have affected the scope of many similar projects. In order to keep the City aware of overall project costs, NCE will begin developing Preliminary Engineering Cost Estimates as soon as we have developed our engineering design recommendations to closely monitor any potential funding issues, which may develop. During the course of the project, NCE will be seeking to develop the most appropriate and cost-effective pavement rehabilitation alternatives to stay within the planned project budget and schedule.

Throughout the project, NCE staff will be available to attend regularly scheduled progress meetings with the City, to maintain good communications, to offer up efficiency and reduce the number of design review and coordination meetings. Monthly progress reports will be prepared and submitted to the City that including complected activities summary, scheduled activities for next month, any issues identified from field review or data collection, updated project schedule, budget statues, and other important project information identified in the kickoff meeting. In addition, bi-weekly progress review and design submittal presentation meeting with City staff will be scheduled at each submittal milestone. The purpose of the progress meetings will be to identify and resolve any design or funding issues that may surface in a timely manner, present design alternatives and recommendations to City staff, and continue coordination with project stakeholders as necessary. Bi-weekly progress meeting frequency will be transitioned to monthly meetings once the 30% preliminary design is completed.

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Task 1A Deliverables: Kick-off/Progress Meeting Agendas and Summaries

1B) PUBLIC OUTREACH

In addition, NCE has successfully provided clients with a variety of community outreach and stakeholder facilitation services on the organizational, programmatic, and project levels. NCE’s experience includes working with agency staff, interested stakeholders, landowners, and the general public. NCE can assist the City in educating the public whether it is assisting with developing social media content (City website, Twitter, etc.) and/or conducting town hall meetings to engage and inform the public on the conceptual design of the project as well as expected construction impacts. This will include identifying when and where construction will happen, what the community needs to plan for (“Where do I park?”), and keeping the community informed of project progress both during the design and construction phases. This will allow the community to maintain connection with the project and be well informed. It assumes NCE will assist in the City’s efforts and attend up to 3 public information workshop/meetings leas by City staff regarding this project. It is assumed the City will provide venues for meetings and handle mailings and notifications to residents.

Task 1B Deliverables: Public Outreach Exhibits, Maps, or Technical Materials

1C) UTILITY COORDINATION

NCE will coordinate with utility agencies early in the design process to help avoid potential construction delays and unnecessary disruptions to public services. Utility coordination will be a critical item to keep utility providers informed about the project and schedule. One of the first and earliest items that NCE will complete is sending notification letters to applicable utility providers with a preliminary project schedule for street rehabilitation. This will allow for the earlier notification to allow utility providers to perform maintenance on their facilities prior to moratorium on the street paving area.

NCE will also carefully document all utility coordination notifications, conversations, and meetings with utility contacts and information in a matrix format with dates of contacts and mailing detailed in this matrix. Follow-up calls will be made for each of the above notifications to confirm receipt. NCE will also keep the City informed of any project delays related to utilities.

Task 1C Deliverables: Utility notification letters and utility contact matrix.

Task 2 – Pavement Rehabilitation Design
The scope of work we would perform under this task consists of the following:

2A) PAVEMENT AND CURB & GUTTER CONDITION SURVEY

NCE will perform a pavement condition survey of each street section based on distresses. The surveys will generally cover the travel and parking lanes. Pavement condition surveys serve the purpose of further refining the appropriate pavement rehabilitation treatments and identify any potential problematic subgrade or drainage issues.

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This condition survey will generally note the presence of load related and environmental distresses, such as alligator cracking, longitudinal and transverse cracking, rutting, patches and utility cuts, distortions and depressions as they pertain to developing appropriate pavement treatments. In addition, potential base repairs will be identified in the condition survey. Our scope of work and condition surveys do not address issues including but not limited to traffic, safety and road hazards, geometric issues, or short-term maintenance that should be performed (i.e., pothole that should be repaired).

A visual assessment of all curb and gutters will be included to identify areas where drainage or the adjacent pavement has been compromised. Our scope will limit repair recommendations to only those sections of curb and gutter that are damaged to the extent that they will affect pavement (i.e., sidewalk damage/settlement extending into pavement). If damaged curb and gutter areas are more extensive than anticipated, it may require additional time to complete, and we will notify the City if more time is required to complete these surveys. Prior to looking at curb and gutter, NCE will meet with the City and establish condition criteria for assessment and replacement. Based on the criteria established with the City, NCE will then determine what level of curb and gutter replacement will be pursued for design plans and documents. A summary table of curb and gutter repair candidates will be prepared with pertinent information including street, location (nearest address), length, and a picture.

This table will be submitted to the City for review and once agreed upon and finalized will be the basis for developing repair locations in construction documents.

Task 2A Deliverables: Summary table of curb and gutter repair candidates.

2B) PAVEMENT CORING

NCE will collect pavement section core samples (4” – 8” diameter cores) on all street sections at locations determined by NCE. Our current fee estimate assumes up to 100 core locations that we estimate will take 13 days to complete. For each core sample, NCE will measure and record the thickness and material type of each layer encountered in the pavement structural section, including the presence of any pavement reinforcing fabric.

Bulk samples of subgrade will be obtained in support of potential street surface reconstruction in accordance with key assumptions. We will collect bulk samples of subgrade materials at the core locations for laboratory testing such as R-value, moisture content and Atterberg Limits (plasticity index) determinations. Our current fees assume up to 40 bulk samples (at least one bulk sample on each pavement section) will be obtained for testing. The thickness aggregate base (AB) be measured/estimated in accordance with key assumptions NCE will arrange for traffic control services during pavement coring to minimize any inconvenience to traffic, parking and public access. Traffic control will conform to the latest standards contained within the Manual of Uniform Traffic Control Devices (MUTCD) Part VI and the Caltrans Traffic Manual Chapter 5 “Traffic Control for Construction and Maintenance Work Zones,” as well as any local requirements that exist. We will also obtain an encroachment permit for pavement coring if required. NCE will also develop a map showing proposed coring locations for the City to review and to facilitate the encroachment permit if required.

Task 2B Deliverables: Map of proposed coring locations.

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2C) PAVEMENT DESIGN RECOMMENDATIONS

Using the data obtained in Tasks 2A and 2B, NCE will perform pavement analysis and design services, and develop pavement rehabilitation and reconstruction recommendations for each street section.

NCE will perform its analysis in accordance with the Caltrans Highway Design Manual. NCE will develop pavement structural section recommendations expressed in the form of a Traffic Index (TI) that will be provided by the City. NCE will develop recommendations including, but not limited to, the following:
• Reconstruction
• Hot Mix Asphalt (HMA) over AB; Full Depth HMA; and FDR • Conventional Hot Mix Asphalt (HMA)
• Rubberized Hot Mix Asphalt (RHMA)
• Warm Mix Asphalt (WMA)
• Alternative rehabilitation methods if feasible (in-place recycling, mill & fill treatments, etc.) • Locations and treatments of failed pavement sections (base repairs) • Full-width milling and wedge grinding requirements

NCE will then summarize its recommendations in a pavement design memorandum to the City that, at a minimum, will include the following:
• Results of pavement condition surveys, coring, and laboratory testing • Description of testing procedures and analysis performed for the project • Recommended alternatives for rehabilitation and preventive maintenance

NCE will submit two (2) copies of its draft technical and basis of design memorandum to the City for initial review. Preliminary design results will be presented to the City including facilitating a workshop that will be attended by the Public Works Director and Deputy Director of Public Work for acceptance prior to proceeding with detailed design work. Upon receipt of any comments from the City, NCE will then prepare its final technical and basis of design memorandum, which will be signed and stamped by NCE’s Pavement Engineer. Two (2) copies of the final technical and basis of design memorandum will then be provided to the City reflecting any comments on the draft technical memorandum. NCE’s staff including the project manager, lead civil project engineer, and principal engineers will also be available for up to two (2) additional strategy meetings to discuss pavement treatments, subgrade issues, costs, geometric considerations (e.g. drainage and cross-slopes) pavement performance and longevity, construction impacts, and utility constraints.

Task 2C Deliverables: Draft/final pavement technical and basis of design memorandums & technical review workshop agenda and meeting summary, meeting agendas and summaries for up to two (2) strategy meetings.

Task 3 – Plans, Specifications & Estimates
The work that will be performed during developing design PS&E are outlined in the subsequent Tasks.

3A) DESIGN DATA GATHERING

NCE will review relevant available data and records from the City as listed in the previous section, public and private utility providers, and other sources that may be appropriate to support the 77 of 171
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preparation of project contract documents. These may include, but are not limited to, the City drainage structure inventory maps, aerial photographs of the City; as-built street improvement and infrastructure plans, striping and markings, as-built plans from utility providers, including any preliminary plans for future work that may conflict with this project. The gathered information will be compiled and included in the base map used for design. It shall be noted that available record data (e.g., utilities, right-of-way) used to prepare the base map for streets undergoing rehabilitation will only be shown in their approximate location and that the depth of utilities will not be indicated. Based on our review we will identify any data gaps or missing information and provide this information to the City for review and discussion. NCE will also confirm with adjacent Cities and San Mateo County if encroachment permits are required to conduct the proposed work. NCE will discuss with the City whether rehabilitation work must occur in the right-of-way, in order to save the City the cost and fees associated with obtaining encroachment permits, if at all possible.

Task 3A Deliverables: As needed encroachment permits, base maps (included in subsequent tasks)

3B) TOPOGRAPHIC SURVEY

NCE’s Project Surveyor will complete monument/control recovery, field investigation and field surveys sufficient to prepare a topographic mapping product for all streets stated under key assumptions. The mapping shall be compiled at an agreed upon scale with a 1’ contour interval and will be based on the City Datum.

The mapping area shall be a corridor along each of the street sections between the existing back of walk to opposite back of walk, starting and stopping at the designated locations and including through the returns of the terminating streets. In the absence of an existing sidewalk, the survey will extend to 5 feet behind the curb or edge of pavement, or up to the first substantial barrier (wall, fence, etc.), whichever occurs first. Lastly, the mapping will extend 25 feet beyond the curb return up each intersecting side street. The topographic data to be collected is more specifically defined as:
• Cross-sections at 50’ intervals along with detailed surface topography and/or additional spot elevations as required defining the longitudinal and cross slope grade breaks. Typically, the cross section will include back of walk, top of curb, flowline and lip of gutter, pavement ¼ point (if one exists), and pavement centerline.
• Surveyed locations for significant surface features, such as curbs, gutters, sidewalks, driveways, misc. concrete, pavement, striping, fences, surface utilities, trees, signs, street lights and signals will be included. A structure inventory for sanitary and storm drain facilities reflecting rim elevations, invert elevations, pipe direction and pipe size will be provided for accessible structures within the mapping limit. To the extent visible, our surveyor will obtain a measurement from the top of manhole rim to the top of cone and note any adjustment rings. In no case shall our surveyor enter a manhole to obtain any data. • Location of all surface evident street monumentation within the mapping corridor (for preservation and Record R/W purposes).
• Location of underground utility locator markings.
• Provide a finished draft topographic survey for each area of work. • Provide AutoCAD Civil3D DTM surface for each street section. • Any observed water meter or sewer cleanout behind the back of walk (up to 5’ behind walk) will also be surveyed.
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Based upon a combination of record data and any monuments collected during topographic surveying, our surveyor will calculate the record data location of the existing right-of-way for the mapping corridor. Additionally, our surveyor will calculate and show the location of each adjoining parcel lot line from record data (assessor’s parcel data, record mapping and apparent lines of occupation). It should be noted this property line data will not be based upon a field survey and should be considered approximate only.

Task 3B Deliverables: Topographic survey results.

3C) UTILITY LOCATION

Using GPR, NCE’s utility locator will field locate utility alignments and depths for utility mains and laterals for utilities within all streets in accordance with key assumptions to the extent that GPR methods can detect utilities. If GPR cannot establish utility alignments and or depths, potholing may need to be completed for which we have included an allowance of up to 30 potholes to completed in accordance with stated assumptions. GPR along utility mains will be marked at various locations along each street section, and the accuracy for the electronic depths will depend on the soil conditions and utility material. Traffic control will consist of a 1-man crew with traffic control arrow board and signs.

Items excluded from work are as follows:
• Cost of permits and inspection of any kind on this project • Night shift or overtime
• Certified or stamped traffic control plans
• Lane closures
• Pressure washing paint marks

Task 3C Deliverables: Marked utility depth and alignments and electronic collection of utility information and potholing results if required.

3D) PRELIMINARY DESIGN (30% P&E)

Based on topographic survey data with existing right-of-way, NCE will then develop preliminary design (30% level of completion) documents that depict basic street layout and preliminary pavement treatments with pertinent geometric information. We will also submit preliminary technical specifications and an engineer’s estimate. During 30% PS&E in combination with our pavement design and basis of design technical memorandum we will discuss and confirm pavement treatment alternatives, subgrade stabilization measures, street geometric constraints and cross-slopes, curb and gutter replacement, non-compliant curb ramps, drainage issues, and summary of utility location data and possible conflicts/concerns. NCE’s staff including the project manager, lead civil project engineer, and principal engineers will also be available for up to two (2) additional strategy meetings during preliminary design. Strategy discussions will focus on key design elements and constraints, overall schedule and budget, community outreach and key issues, lessons learned from previous SSP phases and how to structure and develop construction documents with respect to reducing construction impacts, bidding strategies including packaging and alternates, sequencing of streets and work, and contingencies. The 30% plans will be prepared in AutoCAD format on 24” x 36” sheets, drawn at a scale of 1” = 20’. It is assumed that the City will require a 15-day review/comment period once the 30% P&E package is submitted.
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Task 3D Deliverables: Meeting agendas and summaries for up to two (2) strategy meetings. One reproducible copy of 30% plans, engineer’s estimate, and summary of agreed upon design criteria and decisions.

3E) 90% PS&E

Preliminary PS&E will be revised to incorporate comments received from the City as well as agreed upon design criteria and decisions. NCE will meet with the City to review these comments, from which the 90% PS&E will be prepared. NCE will provide a response to each comment that is included in a comment table provided by the City. NCE will prepare the 90% PS&E for the planned pavement rehabilitation and reconstruction street sections. The 90% plans will incorporate typical design elements including layout plans for reconstruction street sections, pavement treatments, right-of-way parcel lines, wedge grinds, conform grind locations at intersecting side streets, typical cross-sections, curb and gutter repairs, gutter flow line for drainage repairs, curb ramp replacement and details and limits of work. The plans will be prepared in AutoCAD format on 24” x 36” sheets, drawn at a scale of 1”=20’. Rehabilitation plan sheets will include base repair schedules and will show individual base repair locations. Base repairs will be marked in the field on the pavement in white paint, numbered, and verified prior to construction with the City’s construction manager. Additionally, a table summarizing major work items (e.g., HMA tonnage, base repair area, etc.) and their estimated quantities will be developed and included on the respective plan sheets. We also find that this information is particularly useful to contractors when assembling construction bids and schedules, thus resulting in more competitive bids, and to the City for verifying pay quantities during construction.

NCE understands that the City will provide the “Front End” documents and Special Provisions. The Technical Specifications will be prepared in MS Word format and will follow the City’s formatting conventions. The technical specifications and details will reference the City’s standard provisions and latest Caltrans Standards (including subsequent updates). NCE will, however, recommend deviating from Caltrans standards where, from our experience, such changes will improve the likelihood of achieving a successful construction project without compromising the integrity of the design. NCE recognizes the value of incorporating Caltrans Standard Specifications in projects such as these, both because these specifications have been developed by an agency that designs and builds a vast amount of highway work, and because most contractors performing public works construction in Northern California are familiar with them. Caltrans, however, has the resources to administer projects quite differently than most local agencies, so NCE advocates modifying the Caltrans Standard Specifications to better fit the abilities, needs, and budgets of municipal agencies.

NCE also believes that an efficient, yet thorough Quality Control/Quality Assurance program is essential for getting the maximum value out of every dollar spent on construction. Projects designed by NCE therefore, contain technical specifications that attempt to optimize the balance between using rigid, but time tested, specifications and meeting local agency needs, with the ultimate goal of obtaining the very best value for its clients.

The Engineer’s Cost Estimate will be prepared in MS Excel format and will be based on the most recent construction cost data available to NCE for projects of this type. Because of NCE’s involvement in the design and construction of numerous similar projects throughout California, we are confident in our 80 of 171
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ability to estimate the construction cost of the City’s project. This initial estimate will then be updated and refined as the design effort progresses.

It is assumed that the City will require a 15-day review/comment period once the 90% PS&E package is submitted.

Task 3E Deliverables: One reproducible copy of 90% plans, technical specifications, and engineer’s estimate.

3F) FINAL (BID SET) PS&E

The 90% PS&E will be revised to incorporate comments received from the City. NCE will again meet with the City to review these comments, from which the final (Bid Set) PS&E will be prepared. Similar to 90% PS&E, NCE will provide a response to each comment that is included in a comment table provided by the City. The final (Bid Set) PS&E will include all notes and details necessary for construction. One reproducible copy of the final (Bid Set) PS&E will then be packaged and submitted similar to the 90% PS&E unless directed otherwise. Upon receipt of the City’s final review comments, the project documents will be finalized for bidding purposes. A final quantity calculation will be tabulated, and this will be entered into the final Engineer’s Cost Estimate for the project. All final documents will be reviewed, stamped and signed by NCE’s registered civil engineer, and the final PS&E will be delivered to the City in both hard copy and electronic formats.

Task 3F Deliverables: One wet-signed and one electronic file of the final plans, technical specifications, and engineer’s estimate. The electronic files for the final construction plans, specifications, and engineer’s estimate will be in AutoCAD 2018 or later version, Microsoft Word, and Microsoft Excel, respectively.

Task 4 – Bidding and Construction Support Services

4A) BIDDING SUPPORT SERVICES

NCE will provide the City with assistance during the advertisement and bidding periods for each bid package. This will include providing assistance to the City in attending the pre-bid conference, responding to questions received about the project design, and preparation of any addenda and/or clarifications to the PS&E that are deemed necessary. NCE can also assist the City in determining the responsiveness of bids received and with checking and tabulating bid results. We have included up to 116 hours of staff time for bidding support, and any effort beyond that will be on a time and materials basis at an additional cost.

Task 4A Deliverables: Attend pre-bid meetings; Prepare responses to questions received regarding project design; Prepare bid addenda as necessary; and Provide assistance with bid responsiveness (as needed).

4B) CONSTRUCTION SUPPORT SERVICES

NCE will provide up to 272 hours of support services to the City during construction of the project for each bid package. At a minimum, these services are anticipated to include attendance at the pre- 81 of 171
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construction conference, reviewing contractor submittals and responding to contractor requests for information, field verification of localized repair (pavement digouts and curb and gutter) areas and subgrade repairs after proof rolling, providing recommendations for any necessary construction changes due to unforeseen field conditions, assisting with the review of Contract Change Orders, and reviewing construction for acceptance. This task does not provide any field inspection services and we understand that all construction inspection will be provided by the City. If effort beyond the estimated 272 hours is necessary, NCE staff time will be delivered on a time and materials basis at an additional cost.

Task 4B Deliverables: Attend Pre-Construction Conference; Assist with review of contractor submittals and RFIs as necessary; Provide recommendations for any necessary construction changes due to unforeseen conditions; and assist with review of contract change orders.

Task 5 – General Consulting Services

NCE will provide general consulting services to additionally support the City with design, public outreach, and construction related services on as needed basis. This may include but not be limited to consideration of additional alternative pavement treatment technologies and subgrade stabilization measures, development of traffic control plans, design of more extensive drainage improvements, conducting additional utility pothole investigations, completion of additional coring and/or subgrade investigations with laboratory testing, and additional field visits and oversight for subgrade stabilization and paving operations during construction.

Task 5 Deliverables: To be determined.
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SCHEDULE OF CHARGES 2021

PROFESSIONAL SERVICES
Principal ....................................................................... $270/hour Associate ...................................................................... $215/hour Senior ........................................................................ $185/hour Project ......................................................................... $165/hour Staff ............................................................................ $145/hour

TECHNICAL SERVICES
Senior Construction Manager* ......................... $145/($170-PW)/hour Senior Designer ............................................................. $155/hour CADD Designer ............................................................. $135/hour Senior Technician* ........................................ $125/($150-PW)/hour Construction Inspector* ................................. $130/($155-PW)/hour CAD Technician ............................................................. $120/hour Senior Field Scientist...................................................... $125/hour Field Scientist ............................................................... $100/hour Project Administrator ..................................................... $110/hour Field/Engineering Technician* .......................... $100/($125-PW)hour Technical Editor ............................................................. $100/hour Clerical ........................................................................... $90/hour

CONTRACT LABOR
From time to time, NCE retains outside professional and technical labor on a temporary basis to meet peak workload demands. Such contract labor will be charged at regular Schedule charges.

LITIGATION SUPPORT
Engineer/Scientist ......................................................... $330/hour Court Appearances & Depositions .................................... $550/hour

EQUIPMENT
Plotter Usage .............................................. (separate fee schedule) Truck ............................................................................ $100/day Automobile ................................... IRS Standard Mileage Rate+15% Falling Weight Deflectometer Testing ............................. $3,500/Day Coring ........................................................................ $4,500/Day Environmental Equipment ............................. (separate fee schedule)

OUTSIDE SERVICES
Rental of equipment not ordinarily furnished by NCE and all other costs such as special printing, photographic work, travel by common carrier, subsistence, subcontractors, etc. ................................... cost + 15%

COMMUNICATION/

REPRODUCTION
In-house costs for long-distance telephone, faxing, postage, printing and copying ........................................... project labor charges x 5% TERMS
Billings are payable upon presentation and are past due 30 days from invoice date. A finance charge of 1.5% per month, or the maximum amount allowable by law, will b e charged on past -due accounts. NCE makes no warranty, either expressed or implied, as to its findings, recommendations, specifications, or professional advice except that they are prepared and issued in accordance with generally accepted professional practice.

*A surcharge of $25/hour applied for technicians and construction inspectors to comply with Prevailing Wage (PW) per requirements of California Department of Industrial Relations. 83 of 171
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EXHIBIT C

INSURANCE REQUIREMENTS

MINIMUM SCOPE OF INSURANCE
Coverage shall be at least as broad as:

1. Commercial General Liability (CGL): Insurance Services Office (ISO) Form CG 00 01 12 07 covering CGL on an “occurrence” basis, including products-completed operations, personal & advertising injury, with limits no less than $2,000,000 per occurrence. If a general aggregate limit applies, either the general aggregate limit shall apply separately to this project/location or the general aggregate limit shall be twice the required occurrence limit.

2. Automobile Liability: ISO Form Number CA 00 01 covering any auto (Code 1), or if CONSULTANT has no owned autos, hired, (Code 8) and non-owned autos (Code 9), with limit no less than $1,000,000 per accident for bodily injury and property damage.

3. Workers’ Compensation: as required by the State of California, with Statutory Limits, and Employer’s Liability Insurance with limit of no less than $1,000,000 per accident for bodily injury or disease.

4. Professional Liability (Errors and Omissions): Insurance appropriate to the CONSULTANT’s profession, with limit no less than $1,000,000 per occurrence or claim, $2,000,000 aggregate If the CONSULTANT maintains higher limits than the minimums shown above, the City requires and shall be entitled to coverage for the higher limits maintained by the CONSULTANT.

Other Insurance Provisions
The insurance policies are to contain, or be endorsed to contain, the following provisions:

Additional Insured Status
The City, its elected and appointed officials, employees, and agents are to be covered as insureds on the auto policy for liability arising out of automobiles owned, leased, hired or borrowed by or on behalf of the CONSULTANT; and on the CGL policy with respect to liability arising out of work or operations performed by or on behalf of the CONSULTANT including materials, parts or equipment furnished in connection with such work or operations. General liability coverage can be provided in the form of an endorsement to the CONSULTANT’s insurance (at least as broad as ISO Form CG 20 10, 11 85 or both CG 20 10 and CG 20 37 forms if later revisions used).

Primary Coverage
For any claims related to this contract, the CONSULTANT’s insurance coverage shall be primary insurance as respects the City, its elected and appointed officials, employees, and agents. Any insurance or self-insurance maintained by the City, its elected and appointed officials, employees, or agents shall be excess of the CONSULTANT’s insurance and shall not contribute with it.

Notice of Cancellation
Each insurance policy required above shall provide that coverage shall not be canceled, except after thirty (30) days’ prior written notice (10 days for non-payment) has been given to the City. 84 of 171
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Waiver of Subrogation
CONSULTANT hereby grants to City a waiver of any right to subrogation which any insurer of said CONSULTANT may acquire against the City by virtue of the payment of any loss under such insurance.

CONSULTANT agrees to obtain any endorsement that may be necessary to effect this waiver of subrogation, but this provision applies regardless of whether or not the City has received a waiver of subrogation endorsement from the insurer.

Deductibles and Self-Insured Retentions
Any deductibles or self-insured retentions must be declared to and approved by the City. The City may require the CONSULTANT to purchase coverage with a lower deductible or retention or provide proof of ability to pay losses and related investigations, claim administration, and defense expenses within the retention.

Acceptability of Insurers
Insurance is to be placed with insurers with a current A.M. Best’s rating of no less than A:VII, unless otherwise acceptable to the City.

Verification of Coverage
CONSULTANT shall furnish the City with original certificates and amendatory endorsements or copies of the applicable policy language effecting coverage required by this clause. All certificates and endorsements are to be received and approved by the City before work commences. However, failure to obtain the required documents prior to the work beginning shall not waive the CONSULTANT’s obligation to provide them. The City reserves the right to require complete, certified copies of all required insurance policies, including endorsements required by these specifications, at any time.

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CITY OF SAN MATEO
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CITY OF SAN MATEO
Agenda Report
City Hall
330 W. 20th Avenue
San Mateo CA 94403
www.cityofsanmateo.org
Agenda Number: 11 Section Name: CONSENT CALENDAR File ID: 21-5585 TO: City Council
FROM: Drew Corbett, City Manager
PREPARED BY: Public Works Department
MEETING DATE: January 03, 2022
SUBJECT:

Wastewater System Supervisory Control and Data Acquisition System Merger Project – Contract Change Order RECOMMENDATION:

Approve Contract Change Order No. 2 to Enterprise Automation for the design, programming, configuration, installation, testing, commissioning, and training services for the Supervisory Control and Data Acquisition System Merger Project in an amount not to exceed $90,621, for a total contract amount not to exceed $934,351; and authorize the Public Works Director to execute the contract in substantially the form presented and issue change orders within the contingency amount.

BACKGROUND:

The City completed a control system upgrade project (WWTP Immediate Action Project 1) in 2017, which installed a new process control system, including new network switches, controllers and SCADA servers at the wastewater treatment plant (WWTP). The sewer collection system currently runs on an older Supervisory Control and Data Acquisition (SCADA) system that operates separately from the WWTP and is in need of an upgrade. Once the WWTP Upgrade and Expansion and Underground Flow Equalization System (UFES) projects are completed, all three facilities (the WWTP, the Corporation Yard and UFES) will operate on one SCADA network.

The scope of the SCADA Merger Project has three primary components:

1. Upgrade of the WWTP SCADA system from Wonderware Version 2014 to Version 2020;

2. Upgrade of the sewer collection SCADA system from an expired license to Wonderware Version 2020 and merge with the WWTP SCADA system;

3. Configuration of a new alarm management system for both the sewer collection system and the WWTP.

On July 20, 2020, City Council awarded a contract to Enterprise Automation for the design, programming, configuration, installation, testing, commissioning, and training services for the SCADA Merger Project. In May 2021, the Public Works Director utilized contingency funds to execute Contract Change Order No. 1 to the Enterprise Automation contract to improve the communications and interface standards for the collection system, additional WWTP displays, additional functionality to alarm queries, software updates, historian design, and additional coordination efforts.

This Contract Change Order No. 2 is required for additional efforts, including WWTP screen integrations, user driven software improvements and upgrades, I/O communications, workshops, troubleshooting, additional alarms, and programming support. Staff reviewed and negotiated the scope and fee with Enterprise Automation to a level that is reasonable for the expertise required. However, there is not enough existing contingency for the Public Works Director to approve this change order. Staff recommends that Council approve Contract Change Order No. 2 to Enterprise Automation with a not-to-exceed amount of $90,621.
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CITY OF SAN MATEO
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BUDGET IMPACT:

Sufficient funds are available in Collection System SCADA project. The initial approved amount was $787,480. The prior approved amendment is shown in the table below. Contract Change Order No. 2 increases the amount by $90,621.

Contract / Change Order Contingency
Contract / Change Order Amount
Cumulative
Total Added Balance
Original Contract $787,480 $787,480 $80,000 $80,000
Contract Change Order No. 1 $56,250 $843,730 - $23,750
Contract Change Order No. 2 $90,621 $934,351 - $23,750
ENVIRONMENTAL DETERMINATION:

This is not a project subject to CEQA, because it is an organizational or administrative activity that will not result in direct or indirect physical changes in the environment. (CEQA Guidelines Section 15378(b)(5).)

NOTICE PROVIDED
All meeting noticing requirements were met.

ATTACHMENTS
Att 1 – Contract Change Order No. 2

STAFF CONTACT
Deryk Daquigan, Engineering Manager
(Dhumal Aturaliye, Jacobs Project Manager)
[email protected]
(650) 522-7287
Azalea Mitch, Director of Public Works
[email protected]
(650) 522-7309
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CITY OF SAN MATEO

PUBLIC WORKS DEPARTMENT
330 WEST 20TH AVENUE
SAN MATEO, CA 94403
(650) 522-7300 CONTRACT CHANGE ORDER #02

PROJECT: SCADA Merger Project – Project No. 469916-46000-0553-46320

TO: Enterprise Automation
210 Goddard
Irvine, CA 92618

CONTRACT CHANGE ORDER NO. 02 Page 1 of 1

Purchase Order No.46-05167 January 3, 2022

You are hereby directed to make the herein described changes from the plans and specifications or do the following described work not included in the plans and specifications on your contract.

DESCRIPTION OF WORK

This change order recommends an addition in scope of a compilation of multiple different programming and commissioning related tasks to the SCADA Merger Project.

The additions were design tasks that came out of City requests, additional requirements from the Factory Acceptance Tests, additional Input / Output points from the Collection's system, the delay of the project to accommodate the Dale Avenue Pump Station project and additional coordination required to program the new alarming system. The credits provided to the City were due to the project conducting more meetings via MS Teams (due to the COVID travel restrictions).

This change has a total cost of $90,621.00 and adds 60 working days to the contract time

Total cost of change not to exceed: $ 90,621.00

We, the undersigned contractor, have given careful consideration to the change proposed and hereby agree, if this proposal is approved, that we will provide all equipment, furnish all materials, except as may otherwise be noted above, and perform all services necessary for the work above specified, and will accept as full payment therefore the prices shown above.

By reason of this proposed change, 60 days extension of time will be allowed.

Date Accepted:

Contractor: Enterprise Automation

By: ____________________________________________________________

Title: Joshua Riley, Principal

DISTRIBUTION: Purchasing Department, Contractor, Construction Inspector, Project Manager/Project Analyst, Project File

STATEMENT OF ACCOUNT

Original Contract Price $ 787,480.00
Previous Change Orders $ 56,250.00
Total to date $ 843,730.00
This Change Order $ 90,621.00

Revised Contract Price $ 934,351.00

Date Approved: __________________________

By: ________________________________________________
Azalea Mitch, Director of Public Works
NOTE: This change order is not effective until approved by the Director of Public Works.

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210 Goddard Irvine CA 92618 USA
Tel 949-769-6000 Fax 949-769-6005
www.eaintegrator.com Page Number: 1 of 9

Scope of Work

SCADA Merger Change
Order 2 v.2.0.0
PROJECT NUMBER: EA20SMO033
Prepared for: On:

City of San Mateo 11/5/2021

Prepared by:

Marshall McElroy
Reviewed by:

Laura Moore-Shay, PMP
Josh Riley
Address: Phone:
210 Goddard (949) 769-6000
Irvine, CA 92707

Web:
www.eaintegrator.com
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EA Project Number: EA20SMO033, v2.0.0

210 Goddard Irvine CA 92618 USA
Tel 949-769-6000 Fax 949-769-6005
www.eaintegrator.com
Scope of Work
SCADA Merger Change Order 2
Page Number: 2 of 9
History
Revision Date Description of Change Author Reviewed

2.0.0 11/5/2021 Original MM JJ/JR

Table of Contents
1 Proposal Background ............................................................................................................................... 4 2 Scope of Work ........................................................................................................................................... 4

2.1 Change Order tasks .......................................................................................................................... 4 3 Assumptions & Clarifications ................................................................................................................. 7 4 Cost Estimate ............................................................................................................................................ 7 5 Conclusion .................................................................................................................................................. 7 6 Terms & Conditions .................................................................................................................................. 8 Appendix A: Cost Estimate Details ................................................................................................................. 9

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EA Project Number: EA20SMO033, v2.0.0

210 Goddard Irvine CA 92618 USA
Tel 949-769-6000 Fax 949-769-6005
www.eaintegrator.com
Scope of Work
SCADA Merger Change Order 2
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Acronyms and T erms
For the remainder of the document the following acronyms will be used.

Term Description
CR SCADA Change Request
EA Enterprise Automation (Integrator)
FAT Factory Acceptance Test
HMI Human Machine Interface
O&M Operation and maintenance manuals
OIT Operator Interface Terminal, stand-alone graphical interface typically found on standalone equipment or remote sites
PLC Programmable Logic Controller
PM Project Manager
SAT Site Acceptance Test
SCADA Supervisory Control and Data Acquisition (refers to the entire automation system)
SMO, the City City of San Mateo

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EA Project Number: EA20SMO033, v2.0.0

210 Goddard Irvine CA 92618 USA
Tel 949-769-6000 Fax 949-769-6005
www.eaintegrator.com
Scope of Work
SCADA Merger Change Order 2
Page Number: 4 of 9
1 Proposal Background
In May 2020, Enterprise Automation was selected as the systems integrator to complete the contract to provide our services for City’s “SCADA Merging Project Services for San Mateo Wastewater Treatment Plant Projects”. In that ongoing project, EA was tasked with upgrading and merging the City’s collections and WWTP’s SCADA systems.

Earlier this year, EA submitted a change order request for this project to modify the scope of the project as needed. Through recent meetings and investigations, EA wants to submit a second change order request for this project. The purpose of this formal request is to alter, add, and remove select scope items necessary to complete this project. Some of the tasks listed have been completed or partially completed prior to the writing of this formal change order. 2 Scope of Work
This section details the scope of work for tasks included in the estimate in Appendix A.

2.1 Change Order tasks

2.1.1 Project duration extension
Due to project timeline extension, EA will need additional team check-in and PM time for coordination. Additionally, EA will need time to meet and coordinate with Jacobs and the City due to the longer length of the project.

2.1.2 Integration of Tesco work
EA will need additional time to coordinate with Tesco and make future changes to their screens at WWTP. These changes are planning for the following WWTP screens:
• WWTP overview, solids, and liquids screens
• DAPS updates
• Centrifuges updates
• Cake hopped new screen
• Chemical feed screens
• Sodium Hypochlorite feed screen

2.1.3 Replacing workstation at WWTP
For deployment activities at WWTP, EA will need to replace the workstation at WWTP and install additional Wonderware software.

2.1.4 Install Dell Wyse Management software for Collections Through internal meetings and meetings with the City, EA has decided to not utilize more thin clients and instead proceeded with installing the Wyse ThinManager software at Collections.

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EA Project Number: EA20SMO033, v2.0.0

210 Goddard Irvine CA 92618 USA
Tel 949-769-6000 Fax 949-769-6005
www.eaintegrator.com
Scope of Work
SCADA Merger Change Order 2
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2.1.5 Additional Collections Coyote & Poplar I/O
Due to additional IO being added to Collections at various sites, EA will need additional time to configure and test these additions. These additions are detailed in RFI 38 and RFI 46.

2.1.6 Renaming Collection site names
Based on the naming scheme in the above RFIs, EA took time to rename Collection sites per RFI feedback. This task included renaming areas, screens, and object descriptions just before internal testing. Time was additionally spent on internal testing nonconformances.

2.1.7 In person deploy workshop cancellations due to COVID restrictions (TBD) Due to COVID restrictions, it is possible EA and the City will cancel the in person deployment workshop for this project. If this is the case, EA will give the City credit for the travel EA will not be doing for this workshop.

2.1.8 2020 R2 System Platform Support Coordination
Wonderware had a recent version update, so the City has requested to make this software upgrade during the SCADA Merger project. Because this is a new version of Wonderware, EA will need additional budget to provide support for the new System Platform implementation.

2.1.9 SeQent Tech Support Time related to delay in PO & hardware Due to procurement of SeQent taking longer than anticipated, EA needs additional time to support troubleshooting service issues and to re-visit testing that was not completed during internal testing.

2.1.10 Tesco WWTP Plant Expansion Programming Support
EA will need time to have discussions with Tesco about their programming as part of the SCADA Merger galaxy project. With Tesco working simultaneously with EA at WWTP, this coordination time is necessary for EA to work effectively.

Additionally, EA was requested by Jacobs to provide documentation of standardized equipment descritpions for Tesco. This is intended to make future standards implementations easier and more efficient.

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EA Project Number: EA20SMO033, v2.0.0

210 Goddard Irvine CA 92618 USA
Tel 949-769-6000 Fax 949-769-6005
www.eaintegrator.com
Scope of Work
SCADA Merger Change Order 2
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2.1.11 FAT requests
EA has created a punch list of requested changes from the FAT procedure. The items that require additional effort include:
• Update Software matrix to add Remote Desktop Manager for SCADA Admin • Remove Dream Report from VMs and specifications
• Collections Driver Timeout followup
• Additional RDI and DI objects
• Configuration updates for platforms, engines, RDI and DI objects • Additional Collections IO for flow rate valve for El Cerrito • Adding Alarm Query to Event History screen
• Adding tag filter to load with trend screen automatically and adding the second Historian server to the default list for all trend layouts
• Configure screen locking after development to prevent unintended changes • Alarm summary column adjustments
• Update permissives for System Galxy Controls system
• Update Galaxy securities on templates
• Creating a decommissioned/undeployed area for undeployed objects • Graphic toolbox update for trend control
• Trend renaming permissives adjustment
• Update faceplate properties for RDI and DI objects

2.1.12 SeQent Health Montioring- New Test Alarms
EA will need additional time to respond to RFI 43, which calls for additional alarms in System Platform to diagnose SeQent call out statuses. This in turn requires more time to script more redundancy items to monitor more than just FPAM.

2.1.13 CO2 FAT
EA will host a FAT with the City to demonstrate the changes made through this change order.

2.1.14 Commissioning contingency
EA will include a few days of contingency in this change order in the case additional commissioning time is needed.

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EA Project Number: EA20SMO033, v2.0.0

210 Goddard Irvine CA 92618 USA
Tel 949-769-6000 Fax 949-769-6005
www.eaintegrator.com
Scope of Work
SCADA Merger Change Order 2
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3 Assumptions & Clarifications
The following assumptions and clarifications were used in preparing this proposal:

1. The same assumptions listed in the original scope of work document, ‘EA20SMO033 PROPOSAL SCADA Merger 4.0.0’, apply to this change order.

2. All submittals will be transmitted in electronic format (no hard copies will be provided)

3. Written approval (email or letter) from the City is required for all submittals within 10 business days of release by EA.
4 Cost Estimate
The tasks to be performed along with the estimated time to complete the tasks are detailed in the attached cost estimate (Appendix A)
Work under this proposal is on a fixed fee basis, and pricing included in this proposal is a firm quote.

Any additions to the scope of work will be submitted to the City as a change order request.

Approval of any change order by the City will be required prior to Enterprise Automation commencing or continuing the work task in question.
5 Conclusion
I welcome any further discussion that may facilitate the refinement of this scope of work. Please contact me at (949) 769-6000 or alternatively on my cell phone at (714) 878-9422 with any questions.

Submitted by

Josh Riley
Principal

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210 Goddard Irvine CA 92618 USA
Tel 949-769-6000 Fax 949-769-6005
www.eaintegrator.com
Scope of Work
SCADA Merger Change Order 2
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6 T erms & Conditions
Terms and conditions are as per the following contract dated August 5, 2020:

AGREEMENT FOR SERVICES

BETWEEN THE CITY OF SAN MATEO
AND

ENTERPRISE AUTOMATION

Payment terms are 30 days net.

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210 Goddard Irvine CA 92618 USA
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www.eaintegrator.com
Scope of Work

Appendix A: Cost Estimate Details
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Client: City of San Mateo
Project: SCADA Merger CO2
Number: EA20SMO033 Date: 11/5/2021 Revision: 2.0.0 Author: MM Reviewed By: JR/LMS Summary
Project Eng. Lead Eng. PM Architect Project Eng. Lead Eng. PM Architect Hours Price CO Tasks 379 0 58 0 0 0 0 0 437 $90,621
Engineering Labor Totals 379 0 58 0 0 0 0 0 437 $90,621 Expenses (incl. taxes where applicable) Price
EXP Travel $3,370
Total Expenses $3,370
Grand Total $93,991
# In Office TotalsOut of OfficeEngineering Labor
EA20SMO033 CO 2 ESTIMATE SCADA Merger 2.0.0.xlsm Summary 1 of 4 98 of 171
Client: City of San Mateo
Project: SCADA Merger CO2
Number: EA20SMO033 Date: 11/5/2021 Revision: 2.0.0 Author: MM Reviewed By: JR/LMS WBS Description Project Eng. Lead Eng. PM Architect Project Eng. Lead Eng. PM Architect 600 Project duration extension 65 20 85 $18,125
600 Integration of Tesco work 54 54 $11,070
600 Replacing workstation at WWTP 8 8 $1,640
600 Install Dell Wyse Mgmt software for Collections 4 4 $820 600 Additional Collections Coyote & Poplar I/O 26 26 $5,330 600 Renaming Collection site names 6 6 $1,230
600 In-person deploy workshop cancellations (TBD) -$994 600 2020 R2 System Platform support coordination 32 32 $6,560 Hours Price
CO Tasks
Engineering Labor In Office Out of Office Totals
EA20SMO033 CO 2 ESTIMATE SCADA Merger 2.0.0.xlsm ENG CO Tasks 2 of 4 99 of 171
Client: City of San Mateo
Project: SCADA Merger CO2
Number: EA20SMO033 Date: 11/5/2021 Revision: 2.0.0 Author: MM Reviewed By: JR/LMS WBS Description Project Eng. Lead Eng. PM Architect Project Eng. Lead Eng. PM Architect Hours Price CO Tasks
Engineering Labor In Office Out of Office Totals
600 SeQent tech support time related to delay in PO and hardware 14 14 $2,870 600 Tesco WWTP Plant Expansion programming support 42 42 $8,610 600 FAT requests 30 30 $6,150
600 RFI 43 SeQent Health Monitoring- new test alarms 18 18 $3,690 600 Commissioning contingency 80 80 $16,400
990 Project management 38 $9,120
coordination, project management, overhead, meetings 38 Hours 379 0 58 0 0 0 0 0 437
Price $77,695 $0 $13,920 $0 $0 $0 $0 $0 $90,621
EA20SMO033 CO 2 ESTIMATE SCADA Merger 2.0.0.xlsm ENG CO Tasks 3 of 4 100 of 171
Client: City of San Mateo
Project: SCADA Merger CO2
Number: EA20SMO033 Date: 11/5/2021 Revision: 2.0.0 Author: MM Reviewed By: JR/LMS Travel
Commissioning Contingency Travel $3,370

1. hotel per night, per GSA rate 10 $231 $2,310

2. flight round trip, per person 2 $200 $400

3. per diem per GSA rate 10 $66 $660
Price $3,370
No. Description Rate Details Qty. Unit Cost Ext. Cost Price EA20SMO033 CO 2 ESTIMATE SCADA Merger 2.0.0.xlsm EXP Travel 4 of 4 101 of 171

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CITY OF SAN MATEO
Agenda Report
City Hall
330 W. 20th Avenue
San Mateo CA 94403
www.cityofsanmateo.org
Agenda Number: 12 Section Name: PUBLIC HEARING File ID: 21-5630 TO: City Council
FROM: Drew Corbett, City Manager
PREPARED BY: Community Development Department
MEETING DATE: January 3, 2022
SUBJECT:

Mechanical and Automated Parking Facilities – Updated Standards and Specifications RECOMMENDATION:

Adopt a Resolution to update the City’s “Standard Drawings and Specifications” for off-street parking to include standards and specifications for mechanical and automated off-street parking facilities.

BACKGROUND:

Mechanical and automated parking systems allow for the parking and storage of vehicles with less area and/or volume than is required for traditional surface parking and can offer a means to reduce construction costs that often constrain a project’s feasibility. The City has adopted “Standard Drawings and Specifications” for off-street parking (see Attachment 2) that are intended for parking garages and parking lots and were not developed with these types of equipment in mind.

Adherence to these existing standards when reviewing mechanical and automated facilities precludes a majority of alternative parking systems and/or requires costly customizations, which can significantly impact the cost reduction benefits of these systems.

The City initiated a Zoning Code amendment in 2018 to establish standards for alternative parking systems. Draft development standards were reviewed by the Planning Commission in 2018 and 2019; however, this effort has been on hold since 2019 due to staffing limitations and a need to focus on other Planning Division initiatives and priorities.

DISCUSSION:

Due to new projects seeking mechanical parking lift systems, staff is proposing that the City’s “Standard Drawings and Specifications” for off-street parking be updated via resolution based on the immediate need to establish objective standards for mechanical and automated parking facilities in multi-family and mixed-use residential projects. These standards are intended to be interim in nature and establish basic requirements with which to assess these alternative parking systems. It is anticipated that comprehensive development standards for mechanical and automated parking facilities will be brought back to the Planning Commission and City Council for consideration in mid-to-late 2022.

Planning Commission Recommendation
On December 14, 2021, the Planning Commission held a public hearing to consider the draft standards for mechanical and automated parking facilities. After discussing the item, the Commission voted 4-1 to recommended approval of an amended resolution (based on staff’s suggestions) to the City Council. Amendments recommended for approval included:
Changing all references of stall and/or platform dimensions to free and clear vehicle bay dimensions. Extending the Building Official’s discretion to allow reduced minimum dimensions for all dimensional criteria (e.g. height, width, and length)
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In addition to the recommended modifications to the resolution, the Commission recommended that staff further evaluate the following items when bringing back the more comprehensive code amendment for mechanical and automated parking facilities later in 2022.
Extending the use of mechanical parking systems to satisfy parking for all uses in all zoning districts, including R1 single-family zoned areas and non-residential uses.
Including objective criteria in which deviations from the required minimal standards may be approved by the Building Official.

The commissioner who voted against the recommendation expressed concerns that the interim standards would not allow for mechanical and automated parking facilities in single-family zone districts.

Additional Staff Recommendations
Based on public comment and input from the Planning Commission, staff is recommending the revisions below. These changes are reflected in the proposed Resolution in Attachment 1 and are as follows:
Retain changing all references of stall and/or platform dimensions to free and clear vehicle bay dimensions. oReasoning: Platform types and lengths differ depending on the manufacturer. This change in language to free and clear vehicle bay dimensions ensures the three-dimensional storage area for vehicles is consistent from system to system.
Remove discretion to allow for smaller vehicle bay dimensions. oReasoning: The intent of this resolution is to establish minimum objective standards in which to assess mechanical parking systems. Discretion by a public official over these standards would constitute a standard that is not objective.
Permit a reduced minimum height of 6’-8’’where people enter/exit their vehicles to accommodate appurtenances such as piping, beams, and other similar structural support elements or where necessitated by manufacturer technical specifications.
oReasoning: The building code allows a minimum vertical clearance of 6’-8’’ for required exits and areas with fixed ceiling equipment. A 6’-8’’ minimum height would be consistent with the building code and is achievable for a greater variety of mechanical and/or automated parking systems.

NEXT STEPS:

If adopted, the updated “Standard Drawings and Specifications” for off-street parking would go into effect immediately. A comprehensive code amendment effort to establish more permanent objective standards for mechanical and automated parking facilities in the Zoning Code is anticipated in 2022.

BUDGET IMPACT:

Updates to the City’s “Standard Drawings and Specifications” for off-street parking are fully funded by the Community Development Department’s annual budget with no additional impact to the General Fund.

ENVIRONMENTAL DETERMINATION:

The proposed updates to the City’s “Standard Drawings and Specifications” for off-street parking are exempt from CEQA review under the “common sense exemption” (CEQA Guidelines Section 15061(b)(3)) as the proposed updates provide standards for mechanical and automated parking facilities and will not result in direct or indirect physical changes to the environment. Any development that proposes a mechanical or automated parking facility will undergo environmental review on a project specific basis at the time that the planning application is submitted.

NOTICE PROVIDED
All meeting noticing requirements were met.

ATTACHMENTS
Att 1 – Proposed Resolution
Att 2 – Existing “Standard Drawings and Specifications” for off-Street Parking Att 3 – December 14, 2021 Planning Commission Agenda Report 103 of 171

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STAFF CONTACT
Laura Richstone, Associate Planner
[email protected]
(650) 522-7205
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CITY OF SAN MATEO
RESOLUTION NO. ____ (2022)
UPDATE THE CITY’S “STANDARD DRAWINGS AND SPECIFICATIONS” FOR OFF-STREET PARKING SPACES TO

INCLUDE MECHANICAL AND AUTOMAT ED PARKING FACILITY SPECIFICATIONS WHEREAS, San Mateo Municipal Code Section 27.64.010 provides that off-street parking must conform to the City’s “Standard Drawings and Specifications” as adopted by resolution of the City Council; and WHEREAS, updating the City’s “Standard Drawings and Specifications” to include standards for mechanical and automated parking facilities will establish uniform requirements for multi-family residential projects; and
WHEREAS, establishing standards for mechanical and automated parking facilities will provide multi- family residential projects with greater flexibility to pr ovide o ff-s treet p arking; and WHEREAS, automated and mechanical parking facilities offer an innovative approach to providing parking and decreasing the land devoted to parking; and WHEREAS, the use of automated and mechanical parking facilities is becoming a more viable and cost effective method to provide off-street parking and it is in the City’s interest to establish uniform standards for pr
ojects that seek to utilize this method to provide off-street parking; and WHEREAS, the proposed update to the City’s Standard Drawings and Specifications is attached hereto as Exhibit A and defines a “Mechanical Parking Facility” and an “Automated Parking Facility” and sets forth standards and requirements for the design and implementation of mechanical and automated parking facilities.

NOW, T

HEREFORE, THE CITY COUNCIL OF THE CITY OF SAN MATEO, CALIFORNIA, HEREBY RESOLVES that:

1. The City’s “Standard Drawings and Specifications” are updated to include standards and specifications for mechanical and automated parking facilities as contained in Exhibit A.

2. This Resolution will take effect upon adoption.

3. In accordance with Public Resources Code Section 21065, adoption of these parking standard drawings and specifications is not a “project” subject to CEQA, and even if it were a project would be subject to the “common sense exemption,” because adoption of the standards and specifications will not result in a direct or indirect impact on the physical environment. (Public Resources Code Section 21065; CEQA Guidelines Section 15061(b)(3).) Proposals for automated or mechanical parking lifts will be considered as part of individual projects and will be evaluated for environmental impacts at the time of application submittal.
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City of San Mateo
Approved by City Council on___________

EXHIBIT A

PARKING STANDARDS

MECHANICAL AND AUTOMATED PARKING SYSTEMS
All mechanical and automated parking systems must comply with the specific standards and requirements set forth below, in addition to all applicable provisions of the City of San Mateo Municipal Code.

DEFINITIONS

1. MECHANICAL PARKING is a parking facility that uses mechanical devices or systems to retrieve or store one or more vehicle(s) by means of a lifting mechanism that vertically and/or horizontally stacks and stores the vehicle(s).

2. AUTOMATED PARKING is a parking facility where vehicular storage and retrieval is accomplished entirely through a mechanical conveyance system that does not require an attendant to park a vehicle(s).

APPLICABLITY

1. LOCATIONS PERMITTED. A mechanical and/or automated parking facility(ies) may be used to satisfy off-street parking requirements for residential uses in multi-family or mixed-use developments located outside of R1 (single-family) zoned areas. Such facilities are not permitted on surface lots and must be fully enclosed within a building or undergrounded.

2. COMPACT PARKING STALLS. Required parking provided in mechanical and/or automated parking facility(ies) are not considered compact stalls and are not subject to compact stall limitations outlined in Municipal Code Section 27.64.265.

VEHICLE BAY DIMENSIONS
All required off-street parking provided in a mechanical and/or automated parking facility(ies) shall be designed to conform with the following:

1. Width. Vehicle bays shall have a minimum unobstructed width of 6-feet 9-inches.

2. Length. Vehicle bays shall have a minimum unobstructed length of 17-feet 5-inches.

3. Vertical Clearance. Any vehicle loading bay or area where persons exit and/or enter a vehicle shall provide a minimum vertical clearance height of 6-feet 8-inches. All other vehicles bays shall have a minimum clearance height of 5-feet.

4. Backup Space. A minimum of 24-feet of backup space shall be provided for all vehicle bays that backout into a drive aisle.

PERFORMANCE STANDARDS
Mechanical and/or automated parking systems shall be subject to the following:

1. Mechanical and/or automated parking facilities may not be used to provide off-street visitor, loading, or accessible parking spaces.
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2. Electric vehicle charging stations must comply with Municipal Code Sections 23.70.030 and

23.70.040. Electric vehicle charging stations can be located within mechanical or automated parking facility(ies) and/or provided in standard parking stalls.

3. All lifts and associated mechanical equipment shall be screened from public view.

4. All mechanical and/or automated parking facilities shall include an on-site alternative power source (e.g., a battery backup system) with sufficient capacity to store and retrieve cars in the event of an electrical power outage.

5. The facility shall be designed to contain vehicle liquids and/or debris from spilling onto other vehicles.

6. Signage shall be provided clarifying operations of the spaces to users and maximum vehicle heights permitted within the mechanical and/or automated parking system.

7. For off-street mechanical and/or automated parking facilities where entering vehicles are required to stop before a mechanically operated barrier before entering the parking facility, such barrier shall be placed a minimum of 18-feet from the parcel line where the entrance is accessed.

REQUIREMENTS
All mechanical and/or automated parking facilities shall be subject to the following requirements:

1. Compliance with all applicable local, state, and federal standards, including, but not limited to, Fire and Building Code requirements.

2. Recordation of an “Agreement Guaranteeing Maintenance of Mechanical Parking Facility” prior to building permit issuance.

3. The property owner shall enter into an agreement with the mechanical or automated facility manufacturer or other qualified service professional to provide on-call maintenance services to ensure that mechanical and/or automated parking facilities to be fully operational and usable with limited downtime. The agreement shall be valid immediately after installation and operation of the facility and shall be valid for as long as the use is on the property.

4. A maintenance inspection report for any automated, semi-automated or mechanical parking facility prepared at the sole expense of the property owner shall be submitted six (6) months after installation, and annually thereafter, to the Planning Division for review. At minimum, said report shall provide information on vehicle retrieval times and failure rates. The property owner shall make any necessary repairs to provide uninterrupted operation of the mechanical or automated parking facility.

5. An operations plan that at minimum includes details on how the facility will be accessed, retrieval efficiency, and operational details, schematic or technical drawings, and the location and specifications of an emergency back-up power source shall be required upon application submittal.

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CITY OF SAN MATEO
Agenda Report
City Hall
330 W. 20th Avenue
San Mateo CA 94403
www.cityofsanmateo.org
Agenda Number: 2 Section Name: PUBLIC HEARING File ID: 21-5630 TO: Planning Commission
FROM: Christina Horrisberger, Director
PREPARED BY: Community Development Department
MEETING DATE: December 14, 2021
SUBJECT:

Updated Standards and Specifications for Mechanical and Automated Parking Facilities RECOMMENDATION:

Recommend to the City Council adoption of a Resolution to update the City’s “Standard Drawings and Specifications” to include standards and specifications for mechanical and automated off-street parking facilities.

BACKGROUND:

As a way to provide required parking within constrained urban areas, the use and adoption of automated and/or mechanical parking facilities has been on the rise throughout California and the Bay Area. As development costs for projects continue to increase, implementation of these alternative parking systems can offer a way to reduce development costs that constrain a project’s feasibility. Currently, automated and/or mechanical parking facilities are not explicitly addressed by the Zoning Code but have, on occasion, been permitted within the City of San Mateo. The most recent example of a project with a mechanical parking facility is the multi-family residential building at 1919 O’Farrell Street that was approved by the Planning Commission on October 26, 2021. In addition, staff has had discussions with multiple other developers and applicants over the past few years who have expressed interest in utilizing mechanical and/or automated parking systems to meet off-street parking requirements.

Existing Parking Standards
The City of San Mateo’s current off-street parking standards are contained in Article 1 of Chapter 27.64 of the Zoning Code and establish parking requirements for various uses, minimum parking stall dimensional requirements and access standards, among other things. Section 27.64.120 (Stall Dimensions) stipulates that “all required off-street parking stalls shall have a vertical clearance, length and width in conformity with the requirements of the City “Standard Drawings and Specifications,” in addition to the requirements contained in the Zoning Code. The current “Standard Drawings and Specifications” for off-site parking, which were previously adopted via resolution, are included as Attachment 2. These were developed for parking stalls on paved streets, surface parking lots, or in garages, and did not anticipate new parking system technologies. Currently, automated and/or mechanical parking systems would have to meet the requirements specified in the attachment or request a concession or waiver. Such requirements preclude a majority of alternative parking systems, which contain vehicle storage compartments and function differently than traditional parking stalls, and/or require costly customizations which can significantly reduce the cost reduction benefits of these systems. 2018-2019 Code Amendment Initiative
Prompted by the increasing use and adoption of mechanical and automated parking facilities to provide required parking, the City initiated a Zoning Code amendment in 2018 to establish standards for these alternative parking systems. The City retained the services of Walker Consultants, a parking design and consulting firm, to assist staff with the development of the mechanical and automated parking standards. On November 13, 2018, the Planning Commission held a study session, to review draft development standards for mechanical and automated parking facilities and receive public input. Based on 113 of 171

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the feedback received at the study session, revised development standards were brought back to the Planning Commission on March 12, 2019 for review and a City Council recommendation. Following public comments and discussion, the Commission voted to continue the proposed code amendments to a date uncertain with a request for more information on system requirements for residential developments. The minutes from both Commission meetings are included as Attachment 3. This initiative has been on hold since the March 2019 Planning Commission meeting due to staffing limitations and a need to focus on other Planning initiatives and priorities.

DISCUSSION:

Under Municipal Code Section 27.64.010, City “Standard Drawings and Specifications” are adopted by resolution of the City Council. Consistent with the Code, and based on the immediate need to establish objective standards for mechanical and automated parking facilities in multi-family residential projects, staff is proposing that the “Standard Drawings and Specifications” referenced in Section 12.76.120 be updated via resolution. The proposed mechanical and automated parking facilities standards, which are included in Attachment 1, are based on the draft code language that was reviewed by the Commission in 2018-2019. These standards are intended to be interim and establish basic dimensional and performance requirements that can be applied to multi-family residential projects. It is anticipated that comprehensive development standards for mechanical and automated parking facilities will be drafted and brought back to the Planning Commission for consideration in mid-2022.

For reference, automated and mechanical parking facilities are defined as follows:
An automated parking facility is a parking facility where vehicular storage and retrieval is accomplished entirely through a mechanical conveyance system that does not require an attendant to park a vehicle. A mechanical parking facility is a parking facility that uses mechanical devices or systems to retrieve or store one or more vehicle(s) by means of a lifting mechanism that vertically and/or horizontally stacks and stores the vehicle(s).

Interim Development Standards
As further detailed in Attachment 1, it is recommended that all mechanical and/or automated parking facilities conform with the following:

Stall Dimensions
Width. Platform widths shall have a minimum unobstructed width of 6-feet 9-inches. Length. Platform lengths shall have a minimum unobstructed length of 17-feet 5-inches. Vertical Clearance. A minimum vertical clearance height of 7-feet for any vehicle loading bay or area where persons exit and/or enter a vehicle, unless otherwise approved by the Building Official. All other stalls shall have a minimum clearance height of 5-feet. Backup Space. A minimum of 24-feet of backup space for all stalls that backout into a drive aisle.

Performance Standards
Mechanical and/or automated parking facilities may satisfy off-street parking requirements for residential uses in multi-family or mixed-use-developments located outside of R1 (single-family) zoned areas and must be fully enclosed within a building or undergrounded. Onsite signage to identifying maximum vehicle heights permitted within the mechanical and/or automated parking facility.
On-call maintenance service agreement for the life of the use on the property. Annual maintenance inspection reports for the lifetime of the facility. Submittal of an operations plan to include information on retrieval efficiency, operational details, emergency backup power, and schematic/technical drawings upon application.

BUDGET IMPACT:

Updates to the City’s parking “Standard Drawings and Specifications” are fully funded by the Community Development Department’s annual budget with no impact to the General Fund.

ENVIRONMENTAL DETERMINATION:
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The proposed updates to the City’s “Standard Drawings and Specifications” for off-street parking are exempt from CEQA review under the “common sense exemption” (CEQA Guidelines Section 15061(b)(3)) as the proposed updates provide standards for mechanical and automated parking facilities and will not result in direct or indirect physical changes to the environment.

Any development that proposes a mechanical or automated parking facility will undergo environmental review on a project specific basis at the time that the planning application submitted.

NEXT STEPS:

Once the Planning Commission makes a recommendation, the updates to the City’s “Standard Drawings and Specifications” for off-street parking, including any modifications recommended by the Commission, will be scheduled for City Council for consideration and adoption at the next available meeting. If adopted, the updated Standard Drawings and Specifications will go into effect immediately.

NOTICE PROVIDED
All meeting noticing requirements were met.

ATTACHMENTS
Att 1 – Draft Resolution with Updated Parking Standard Drawings and Specifications Att 2 – Existing “Standard Drawings and Specifications” for Off-Street Parking Att 3 – November 13, 2018 and March 12, 2019 Planning Commission Meeting Minutes

STAFF CONTACT
Laura Richstone, Associate Planner
[email protected]
(650) 522-7205
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Mechanical and
Automated Parking
Facilities
–
Updated
Standards
January 3, 2022
Laura Richstone
Associate Planner, Community Development
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Background
• Definition
• Mechanical parking systems to retrieve
vehicles stacked vertically and/or
horizontally
• Benefits
• Space efficient
• Cost saving
What are Mechanical
Parking Systems
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Background
• Existing Standards
• Chapter 27.64 (Off-Street Parking and Loading)
• City’s “Standard Drawings and Specifications”Why Are Standards Needed?
3 • Existing Standards vs. Mechanical Parking Systems
• Majority of systems precluded
• Requires costly modifications
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4 Past Code Amendment Initiative
• Past efforts (2018-2019)
• Current proposal (2021-2022)
• Based on 2018/2019 research and draft language
• Interim in nature
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Planning Commission Recommendation
• Further Recommendations – Code
Amendments (2022)
• Allow for all uses in all zoning districts
• Include objective criteria for deviations from
minimal standards
5 • December 14, 2021 PC Hearing
• Amended resolution
• Vehicle bay dimensions
• Building Official
• Recommended approval (4-1 vote)
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6 Proposed Resolution
Changes incorporated based on public comment and PC input

1. Retain reference to vehicle bay dimensions
➢ Reasoning: Ensures consistent storage area from system to system

2. Remove discretion for smaller vehicle bay dimensions ➢ Reasoning: Discretion by a public official would not constitute an objective standard

3. Reduce minimum height from 7’-0’’ to 6’-8’’
➢ Reasoning: Achieve for a greater variety of mechanical parking systems and is consistent with the building code
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Recommendation
Adoption of a Resolution to update the City’s “Standard Drawings and Specifications” to include standards for mechanical and automated off- street parking facilities.
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Thank You
Laura Richstone
Associate Planner , Community Development
[email protected]
(650) 522-7205
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Proposed Interim Standards
• Locations permitted – Residential uses in multi-family or mixed-use projects outside of R1
• Vehicle bay dimensions*
• Width – 6’-9’’
• Length – 17’-5’’
• Vertical clearance – 6’-8’’
• Accommodates 85% of vehicles
• Backup space – 24’-0’’
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Proposed Interim Performance Standards
• Limited to residential parking in multi-family/mixed use development • Systems must be enclosed in a building or undergrounded • On call service maintenance agreement
• Annual inspection reports
• Operations plan
• Emergency back-up power
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CITY OF SAN MATEO
Agenda Report
City Hall
330 W. 20th Avenue
San Mateo CA 94403
www.cityofsanmateo.org
Agenda Number: 13 Section Name: OLD BUSINESS File ID: 21-5623 TO: City Council
FROM: Drew Corbett, City Manager
PREPARED BY: City Manager's Office
MEETING DATE: January 03, 2022
SUBJECT:

Pedestrian Mall – Streetscape Design Agreement and Appropriation RECOMMENDATION:

Award an agreement for design services to Community Design + Architecture for the pedestrian mall streetscape design in the amount of $145,485 and authorize the City Manager to execute the contract in substantially the form presented; adopt a resolution to appropriate $160,485 from the General Fund available fund balance; and provide feedback on the proposed placement of a racial equity art project within the pedestrian mall.

BACKGROUND:

During the COVID-19 pandemic, the City piloted street closures on portions of B Street using temporary barricades to allow for outdoor dining and expanded public open space. Based on the success of the pilot, the City committed to permanently closing two adjacent segments of B Street between 1st and 2nd Avenues and 2nd and 3rd Avenues through the Pedestrian Mall Act process. The ordinance closing the street segments to establish the pedestrian malls was adopted at the October 4, 2021 City Council meeting.

The pedestrian malls currently have temporary water-filled barricades closing off the streets, which has made deliveries to the businesses and garbage service challenging in addition to not being visually appealing. During the establishment process, staff recommended to Council that the City complete the capital improvements needed for the permanent operation of the pedestrian malls in two separate phases. The first phase, to be funded directly by the City in the short- term, will include the installation of bollards, traffic signal modification, pavement striping and painting, ADA access enhancements, removable planters and other lower-cost improvements to replace the temporary barricades and beautify the street segments.

The second phase would include much more extensive improvements, including a complete reconfiguration of the two street segments likely raising the street to the level of the sidewalk, reconfiguring storm water drainage, permanent planters, and other more costly improvements. Given the high projected cost of this phase, which is estimated to be several million dollars, it is anticipated to occur some time out in the future and may require the formation of an assessment district to help support the expense.

Staff issued an RFP to streetscape design firms to develop construction design documents for the first phase of improvements. Staff received 11 proposals from interested firms. A panel from the City Manager’s Office and Public Works reviewed the proposals and selected Community Design + Architecture for this project. Their proposal stood out in two key ways: their experience in creating low-cost but visually striking street closure installations in other communities and the experience of the sub-consultants on the team in handling the necessary traffic signal and intersection adjustments needed to ensure that pedestrian and bicycle safety and access is maintained. 127 of 171

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The agreement with Community Design + Architecture is for the production of construction design drawings and engineering estimates that will establish the project budget and be used to solicit construction bids. During the design process, the City will be working closely with local stakeholders, including the businesses and property owners along the pedestrian malls and the Downtown San Mateo Association, to identify design preferences and key logistical issues that need to be resolved. The intention is to bring a conceptual design to City Council for review and comment before moving forward with the final construction design. It is likely that there will be several design options for consideration at the conceptual phase that will inform the final design and overall construction budget.

The City did not anticipate this project in the current adopted Capital Improvement Program (CIP) budget. As a result, a new CIP project, Pedestrian Mall Improvements, has been created for this effort. The design phase of this project requires an appropriation of $160,485 to cover the cost of the agreement as well as the necessary Public Works staff time to review and comment on the plans. Staff recommends appropriating these funds from the available fund balance from the General Fund. An additional future appropriation will be required for the construction of this project. Staff will request this appropriation once the construction budget has been identified following the completion of the design work.

Racial Equity Community Art Project
The City Council Strategic Plan includes a racial equity community art project. To date, work on this effort has been stalled due to the difficulty in identifying a site for the art installation. The new pedestrian malls create a unique opportunity to locate this art installation in the form of a mural painted directly onto the street, possibly in the center pedestrian area on one or both blocks. Staff presented this concept to the Civic Arts Committee at their November meeting and they enthusiastically supported the idea. If supported by the City Council, the concept will be incorporated into the design plans for the pedestrian malls. The identification of the artist acting on behalf of the City and artwork would occur through a separate process with feedback from both the Civic Arts Committee and the soon to be established Diversity and Equity Taskforce. Placement of the mural on the street will be by the City rather than a private party and as such will be “government speech.” The street will not be opened up as a public forum for private speech through this action, which therefore will not subject to a related analysis under the First Amendment.

BUDGET IMPACT:

The agreement with Community Design + Architecture for the pedestrian mall streetscape design will cost $145,485. In addition, approximately $15,000 is needed to cover Public Works staff time reviewing the proposed design. These funds were not previously budgeted and will require an appropriation from the available fund balance from the General Fund.

Cost estimates for the implementation of the pedestrian mall streetscape improvements will be developed as part of the design contract.

ENVIRONMENTAL DETERMINATION:

The development of the pedestrian mall streetscape design plan is not a project subject to CEQA, because the City Council is not committing to implement the design and it can be seen with certainty that there is no possibility that that the design work will have a significant effect on the environment. (CEQA Guidelines Section 15061(b)(3).) In addition, contracting for the design work is an organizational or administrative activity that will not result in direct or indirect physical changes in the environment. (CEQA Guidelines Section 15378(b)(5).) Providing feedback regarding proposed artwork is not a project subject to CEQA, because the City Council is not taking action with regard to an artwork installation at this time. (CEQA Guidelines Section 15061(b)(3).)

NOTICE PROVIDED
All meeting noticing requirements were met.

ATTACHMENTS
Att 1 – Proposed Resolution
Att 2 – Agreement
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STAFF CONTACT
Kathy Kleinbaum, Assistant City Manager
[email protected]
(650) 522-7153
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CITY OF SAN MATEO
RESOLUTION NO. ____ (2022)
AUTHORIZING AN APPROPRIATION FOR AN AGREEMENT WITH COMMUNITY DESIGN + ARCHITECTURE FOR

PEDESTRIAN MALL STREETSCAPE DESIGN
WHEREAS, the Council awarded a contract for the Pedestrian Mall Streetscape Design Project (Project) to Community Design + Architecture in the amount of $145,485 concurrently with this Resolution; and WHEREAS, Public Works estimates that they will need $15,000 to cover staff time to review the pedestrian mall streetscape design; and
WHEREAS, an appropriation of $160,485 from available fund balance from the General Fund to the Project account is necessary to appropriately allocate the funds to finance the Project;

NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SAN MATEO, CALIFORNIA, HEREBY RESOLVES that:

1. The development of the pedestrian mall streetscape design plan is not a project subject to CEQA, because the City Council is not committing to implement the design and it can be seen with certainty that there is no possibility that that the design work will have a significant effect on the environment. (CEQA Guidelines Section 15061(b)(3).) In addition, contracting for the design work is an organizational or administrative activity that will not result in direct or indirect physical changes in the environment. (CEQA Guidelines Section 15378(b)(5).) Providing feedback regarding proposed artwork is not a project subject to CEQA, because the City Council is not taking action with regard to an artwork installation at this time. (CEQA Guidelines Section 15061(b)(3).)

2. The Council authorizes the appropriation of $160,485 of available fund balance from the General Fund to the Pedestrian Mall Improvement Project (#465167). 130 of 171
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AGREEMENT WITH COMMUNITY DESIGN + ARCHITECTURE

FOR DESIGN PROFESSIONAL SERVICES
FOR

PEDESTRIAN MALL STREETSCAPE DESIGN

This Agreement, made and entered into this day of ____________________, by and between the CITY OF SAN MATEO, a municipal corporation existing under the laws of the State of California (“CITY”), and COMMUNITY DESIGN + ARCHITECTURE, a California Corporation, (“CONSULTANT”), whose address is 610 16th Street, Suite 305, Oakland, CA 94612:

RECITALS:

A. CITY desires certain pedestrian mall streetscape design services hereinafter described.

B. CITY desires to engage CONSULTANT to provide these pedestrian mall streetscape design services by reason of its qualifications and experience for performing such services and CONSULTANT has offered to provide the required services on the terms and in the manner set forth herein.

NOW, THEREFORE, IT IS AGREED as follows:

SECTION 1 - SCOPE OF SERVICES

The scope of services to be performed by CONSULTANT under this Agreement is as described in Exhibit A to this Agreement, attached and incorporated by reference.

SECTION 2 - DUTIES OF CONSULTANT

CONSULTANT shall be responsible for the professional quality, technical accuracy and coordination of all work furnished by CONSULTANT under this Agreement. CONSULTANT shall, without additional compensation, correct or revise any errors or deficiencies in its work.

CONSULTANT represents that it is qualified to furnish the services described under this Agreement.

CONSULTANT shall be responsible for employing or engaging all persons necessary to perform the services of CONSULTANT.

CONSULTANT agrees to comply with the City’s minimum wage ordinance as codified in Municipal Code Chapter 5.92, which differs from the state minimum wage and includes a Consumer Price Index escalator.

SECTION 3 - DUTIES OF CITY

CITY shall provide pertinent information regarding its requirements for the project.

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CITY shall examine documents submitted by CONSULTANT and shall render decisions pertaining thereto promptly, to avoid unreasonable delay in the progress of CONSULTANT's work.

SECTION 4 - TERM

The services to be performed under this Agreement shall commence on January 5, 2022 and be completed on or about October 31, 2022.

SECTION 5 - PAYMENT

CONULTANT shall submit invoices to CITY on a monthly basis, describing in reasonable and understandable detail the services rendered, fee charged, and expenses incurred by CONSULTANT during the previous month. Payment shall be made by CITY within thirty (30) days after CITY’s receipt of CONSULTANT’s invoice only for services rendered and upon CITY approval of the work performed.

In consideration for the full performance of the services set forth in Exhibit A, CITY agrees to pay CONSULTANT a fee in an amount not to exceed $145,485, pursuant to rates stated in Exhibit B to this Agreement, attached and incorporated by reference.

SECTION 6 - TERMINATION

Without limitation to such rights or remedies as CITY shall otherwise have by law, CITY shall have the right to terminate this Agreement or suspend work on the Project for any reason, upon ten (10) days' written notice to CONSULTANT. CONSULTANT agrees to cease all work under this Agreement upon receipt of said written notice.

Upon termination and upon CITY's payment of the amount required to be paid, documents become the property of CITY, and CONSULTANT shall transfer them to CITY upon request without additional compensation.

SECTION 7 - OWNERSHIP OF DOCUMENTS

All documents prepared by CONSULTANT in the performance of this Agreement, although instruments of professional service, are and shall be the property of CITY, whether the project for which they are made is executed or not. City shall allow the use of the documents for promotional and similar uses by CONSULTANT and shall provide written permission for such use in a timely manner.

SECTION 8 - CONFIDENTIALITY

All reports and documents prepared by CONSULTANT in connection with the performance of this Agreement are confidential until released by CITY to the public. CONSULTANT shall not make any such documents or information available to any individual or organization not employed by CONSULTANT or CITY without the written consent of CITY before any such release.

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SECTION 9 - INTEREST OF CONSULTANT

CONSULTANT covenants that it presently has no interest, and shall not acquire any interest, direct or indirect, financial or otherwise, which would conflict in any manner or degree with the performance of the services under this Agreement.

SECTION 10 - CONSULTANT'S STATUS

It is expressly agreed that in the performance of the professional services required under this Agreement, CONSULTANT shall at all times be considered an independent CONSULTANT as defined in Labor Code Section 3353, under control of the CITY as to the result of the work but not the means by which the result is accomplished. Nothing herein shall be construed to make CONSULTANT an agent or employee of CITY while providing services under this Agreement.

SECTION 11 - INDEMNITY

CONSULTANT agrees to hold harmless and indemnify CITY, its elected and appointed officials, employees, and agents from and against any and all claims, loss, liability, damage, and expense arising out of CONSULTANT’s negligence, recklessness or willful misconduct to the maximum extent permitted by state law. To the extent permitted by Civil Code section 2782.8, CONSULTANT agrees to defend City, its elected and appointed officials, employees, and agents against any such claims.

SECTION 12 - INSURANCE

CONSULTANT shall procure and maintain for the duration of the contract and three years thereafter (five years for building or major improvements) the insurance specified in Exhibit C to this Agreement.

SECTION 13 - NONASSIGNABILITY

Both parties hereto recognize that this Agreement is for the personal services of CONSULTANT and cannot be transferred, assigned, or subcontracted by CONSULTANT without the prior written consent of CITY.

SECTION 14 - RELIANCE UPON PROFESSIONAL

SKILL OF CONSULTANT

It is mutually understood and agreed by and between the parties hereto that CONSULTANT is skilled in the professional calling necessary to perform the work agreed to be done under this Agreement and that CITY relies upon the skill of CONSULTANT to do and perform the work in accordance with the care, skill, and diligence ordinarily exercised by professionals providing similar services under similar circumstances to that of CONSULTANT under this Agreement, and CONSULTANT agrees to thus perform the work. The acceptance of CONSULTANT's work by CITY does not operate as a release of CONSULTANT from said obligation.

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SECTION 15 - WAIVERS

The waiver by either party of any breach or violation of any term, covenant, or condition of this Agreement or of any provisions of any ordinance or law shall not be deemed to be a waiver of such term, covenant, condition, ordinance or law or of any subsequent breach or violation of the same or of any other term, condition, ordinance, or law. The subsequent acceptance by either party of any fee or other money which may become due hereunder shall not be deemed to be a waiver of any preceding breach or violation by the other party of any term, covenant, or condition of this Agreement or of any applicable law or ordinance.

SECTION 16 – SEVERABILITY

If any term or portion of this Agreement is held to be invalid, illegal, or otherwise unenforceable by a court of competent jurisdiction, the remaining provisions of this Agreement shall continue in full force and effect.

SECTION 17 - COSTS AND ATTORNEY FEES

Attorney fees in total amount not exceeding $5000, shall be recoverable as costs (by the filing of a cost bill) by the prevailing party in any action or actions to enforce the provisions of this Agreement. The above $5000 limit is the total of attorney fees recoverable whether in the trial court, appellate court, or otherwise, and regardless of the number of attorneys, trials, appeals, or actions. It is the intent of this Agreement that neither party shall have to pay the other more than $5000 for attorney fees arising out of an action, or actions to enforce the provisions of this Agreement. However, notwithstanding the foregoing, this Section 17 shall not apply to limit the costs recoverable by the prevailing party in any legal action to collect monies due and owing pursuant to this Agreement. In any such action, the prevailing party will be entitled to all reasonable attorneys’ fees and expenses incurred, in addition to any other relief sought.

SECTION 18 - NON-DISCRIMINATION

CONSULTANT warrants that it is an Equal Opportunity Employer and shall comply with applicable regulations governing equal employment opportunity. Neither CONSULTANT nor any of its sub-consultants shall discriminate in the employment of any person because of race, color, national origin, ancestry, physical handicap, medical condition, marital status, sex, or age, unless based upon a bona fide occupational qualification pursuant to the California Fair Employment and Housing Act.

SECTION 19 - MEDIATION

Should any dispute arise out of this Agreement, any party may request that it be submitted to mediation. The parties shall meet in mediation within 30 days of a request. The mediator shall be agreed to by the mediating parties; in the absence of an agreement, the parties shall each submit one name from mediators listed by either the American Arbitration Association, the State Mediation and Conciliation Service, or other agreed-upon service. The mediator shall be selected by a blind draw.

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The cost of mediation shall be borne equally by the parties. Neither party shall be deemed the prevailing party. No party shall be permitted to file a legal action without first meeting in mediation and making a good faith attempt to reach a mediated settlement. The mediation process, once commenced by a meeting with the mediator, shall last until agreement is reached by the parties but not more than 60 days, unless the maximum time is extended by the parties.

SECTION 20 - LITIGATION

CONSULTANT shall testify at CITY's request if litigation is brought against CITY in connection with CONSULTANT's services under this Agreement. Unless the action is brought by CONSULTANT, or is based upon CONSULTANT's wrongdoing, CITY shall compensate CONSULTANT for preparation for testimony, testimony, and travel at CONSULTANT's standard hourly rates at the time of actual testimony.

SECTION 21 - NOTICES

All notices hereunder shall be given in writing and mailed, postage prepaid, addressed as follows:

To CITY: Kathy Kleinbaum
City of San Mateo
330 West 20th Avenue
San Mateo, CA 94403

To CONSULTANT: Community Design + Architecture
Attn: Philip Erickson
610 16th Street, Suite 305
Oakland, CA 94612

SECTION 22 - AGREEMENT CONTAINS ALL
UNDERSTANDINGS; AMENDMENT

This document represents the entire and integrated agreement between CITY and CONSULTANT and supersedes all prior negotiations, representations, and agreements, either written or oral.

This document may be amended only by written instrument, signed by both CITY and CONSULTANT.

SECTION 23 - AUTHORITY TO ENTER INTO AGREEMENT

CONSULTANT has all requisite power and authority to conduct its business and to execute, deliver, and perform the Agreement. Each party warrants that the individuals who have signed this Agreement have the legal power, right, and authority to make this Agreement and to bind each respective party.

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SECTION 24 - GOVERNING LAW AND VENUE

This Agreement shall be governed by the laws of the State of California and, in the event of litigation, venue will be in the County of San Mateo.

[SIGNATURE PAGE FOLLOWS]
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IN WITNESS WHEREOF, CITY and CONSULTANT have executed this Agreement the day and year first above written.

CITY OF SAN MATEO

CONTRACTOR

Drew Corbett
City Manager

Date Philip Erickson
Its Authorized Agent
President

Date

APPROVED AS TO FORM

Gabrielle Whelan
Assistant City Attorney
Date

Attachments:

Exhibit A: Scope of Services
Exhibit B: Payment Rates
Exhibit C: Insurance Requirements

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Exhibit A
Scope of Services
The following revised Scope of Services provides a description of the work and deliverables needed to result in Phase I construction documents ready for bid in eight months.

Task 1 Project Management and Meetings
Task 1.1 On-going Project Management and Finalize Scope/Schedule There will be regularly scheduled phone calls/meetings, and correspondence to maintain communication during the project.

Status reports will accompany monthly invoicing and will describe the work done in the previous month and identify issues or outstanding decisions that could affect the progress of the project.

Deliverables and Meetings
• Finalized scope, budget, and schedule
• Conference call and meeting notes
Task 1.2 Kick-off Meeting and Other Meetings
A kick-off meeting and project area tour will include the CD+A Team, City project manager and key staff, and representatives of other key partners as determined by the City. The group will review project goals and participate in a tour of the B Street blocks and the general environs, and discuss desired and potential visions and challenges for the project. Team members will attend and participate in up to nine (9) additional meetings during the eight (8) month project. Meetings, with the exception of the kick-off meeting, are assumed to be virtual, with 2.5 hours for the kick-off meeting, three 2 hour working session and 1 hour for other meetings.

Deliverables and Meetings
• Kick-off meeting attendance by CD CD+A (3 attendees), WH (1 attendee), and FP (1 attendee) • Attendance at three (3) working sessions: CD+A (2 attendees), WH (1 attendee), and FP (1 attendee) • Attendance at up to nine (9) additional meetings: CD+A (2 attendees at all), WH (1 attendee at 6 meetings), and FP (1 attendee at 6 meetings )
• Monthly status reports with invoices, phone calls and emails necessary to collaboration

Task 2 Existing Conditions and Design Parameters
Led by CD+A, the Team will review and document existing conditions and design parameters that will inform the development of the Concept Designs in Task 3.

The City will talk with downtown businesses fronting the two segments of B Street about their experiences with the pilot temporary street closures and what has been working and what has not. This information will be forwarded to the CD+A Team to be integrated into the following tasks documentation and assessment.

The Team will identify data gaps affecting the team’s ability to perform our work. The team will summarize the information from this work into a memorandum.

A major goal of the summary memo that the CD+A Team will prepare is to establish a shared understanding of existing conditions, the project construction budget, and project goals so that the project’s op portunities and constraints can be effectively and creatively addressed in the conceptual design phase while also understanding the cost implications of various design options and the choices that the City and stakeholders will need to consider during conc eptual design.

Task 2.1 Civil Engineering Conditions and Parameters
Wilsey Ham will prepare a base map for use in developing the project from City right of way CAD and record drawings, and Google mapping that will be scaled based on field measurements, and information gathered from performing field investigation/measurements. WH will perform a field visit to document the existing conditions. The assessment of each street section will be detailed, confirming the dimensions of the existing roadway, parking areas, and sidewalks; confirming 138 of 171
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the locations of existing utility lids; and determining periodic street slopes and drainage patterns for the roadway segments by utilizing a smart-level. A topographic survey is not anticipated to be required for this project and is not included.

Deliverables and Meetings
• Base map, in AutoCAD/PDF
• Summary memo of issues

Task 2.2 Existing Use and Urban Design Conditions and Parameters CD+A will document existing conditions and parameters that affect the design, implementation, and use of the Phase I mall improvements. This will include:
• Multimodal circulation and access needs for pedestrians of all abilities, bicyclists, business operations, and emergency and other services.
• Mall use and programming defining parameters for daily business and public use of the mall, special events, and community-wide events.
• Placemaking and other design features, such as guidance/standards for tables, seating, and other elements provided and managed by B Street businesses, basic parameters for integration of public art in the mall design, etc. • Coordinate with Fehr & Peers to explore ADA accommodation and access needs related to signal modification options; and,
• CD+A will work with city staff to identify the items requiring maintenance and operation within the pedestrian mall, and how and who will maintain them. This could address items such as maintenance of planters, pavement painting, bollards/other street closure element, and maintenance and periodic removal and storage of tables, chairs, umbrellas, etc. that are not associated with a specific business. 139 of 171
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Deliverables and Meetings
• Draft and final summary memo of issues

Task 2.3 Curb Management Conditions and
Parameters
Fehr & Peers will gather data related to curbside loading needs and opportunities, through discussions with City staff and businesses. Fehr & Peers will provide a list of questions for the City to respond to based on their experience of the project area during the temporary closure and questions for the businesses through the survey in Task 2.4.

Additionally, understanding that curb management and loading needs are better understood and served at a block or multi-block level rather than block-face by block-face, we will collect and analyze data related to the curb designations within one block of the B Street pedestrian mall as highlighted in the map below.

This will inform potential opportunities to modify curb designations in the project vicinity to address passenger and loading needs for businesses affected by the permanent closure of B Street.

Deliverables
• Questions for City regarding curb management lessons
learned during temporary closure
• Map of existing curb designations

Task 2.4 Survey of Businesses
To help facilitate the gathering of key information from existing businesses about their needs in relation to loading and service access, and use, operations, and maintenance of pedestrian mall installations, CD+A and Fehr and Peers will develop a list of survey questions, either written or in SurveyMonkey, for the city to provide to affected businesses that will provide the team additional input about the current operations, loading needs, and related concerns that businesses have experienced or hope the project will address in some way. This will help to inform the design of the pedestrian mall, and inform CD+A and Fehr and Peers’ work in Tasks 2.2 and 2.3. A set of draft survey questions will be developed and provided to the City for review. CD+A and FP will make one revision to the survey questions for inclusion in a survey to be administered by the City.

CD+A and Fehr & Peers will review the results of the survey responses and summarize the findings and provide suggestions about how the survey responses should influence the design development process.

Deliverables and Meetings
• Draft and final survey
• Draft and final summary of survey responses and design suggestions

Task 2.5 Traffic Signal Conditions and Parameters
Fehr & Peers will review the current signal systems at the three signalized intersections adjacent to the project limits and document opportunities, constraints, and recommendations to consider during design development that minimizes the need for signal upgrades as part of the Project.

Fehr & Peers will conduct a site walk with City staff and review the signal equipment, both above and underground , to extent feasible. We will also document the equipment in the controller cabinet to inform our work. 140 of 171
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To inform the development of design alternatives, Fehr & Peers will provide a list of findings and considerations to the design team and City so the options are developed with signal considerations in mind to the extent feasible.

Deliverables
• Summary of field notes and findings to inform concept development phase

Task 3 Phase I Conceptual Design / 15% Design Plans and Estimate This task will involve the development of several sketch design alternatives and focused studies of subareas or specific desi gn issues and reviewing these with city staff and stakeholders. The sketch alternatives and studies will illustrate approaches for intersection and signal design; emergency vehicle, loading, and service access into the pedestrian mall; ADA access and accommodation at intersections and possible interim accommodation within the pedestrian mall, solutions for possible drainage or utility issues; bollard/entry gate design approaches; and inform city and private partner responsibilities for operations and maintenance of the pedestrian mall Phase I improvements. The alternatives will be evaluated by the CD+A Team and City staff. Finally, a preferred conceptual design and estimate of probable cost will be prepared and approved prior to beginning Task 4 PS&E Preparation.

Prior to starting work in this task, CD+A will organize and facilitate an up to two (2) hour working session to review the Task 2 materials defining conditions and parameters for the conceptual design effort and defining an initial framework for the alternatives to explore.

Task 3.1 Sketch Design Alternatives
Led by CD+A, the team will develop sketch alternatives for the design of the Phase I pedestrian mall design and public realm enhancements. The alternatives will focus on improvements that will be eas ier to implement and generally lower cost with the potential for some more permanent improvements, such as bollards or other entry treatment, and improvements at the intersection/gateway locations to the pedestrian mall that would not unduly constrain the design and implementation of the Phase II long term improvements, such as signal modification, and signage and striping .

The CD+A Team will first develop initial sketch plan concepts to investigate a variety of public space types and locations, street closure alternatives, multimodal access and intersection crossings, curb management, delivery/city/emergency access, and other considerations that come to light from the Task 1.2 kick-off meeting and site visit, city discussions with B Street businesses and shared survey, and other analysis and considerations resulting from the Task 2 work. The CD+A Team will then have a working session with City staff to review the initial sketch plan alternatives; likely two larger alternatives with additional sketches of subalternatives and focused design studies.

For example, these might include subalternative focused design studies for the intersections and entries into the pedestrian mall segments or concepts for use of areas that do not have businesses that would fully use the pedestrian mall space in front of their business. These spaces could provide for informal seating, small performances, or table seating for people who bring food from restaurants and cafes outside of the immediate B Street area. Other issues that can be explored through the sketch designs include:

Organization of space – Consider and explore how the design could provide a variety of flexible and public spaces such as plaza spaces with informal seating to allow for more informal public activities like meeting friends or attending smaller scale performances hosted by the Downtown San Mateo Association or others; open seating (non-business specific) for people to rest or people watch; table seating for people who bring food from home or restaurants and cafes outside of the immediate B Street area; and allow for other activation and recreational elements such as po p-up or designated child play areas, oversized chess boards, and similar uses.

Street closure design – Consider and assess treatment of the gateways into the blocks that maintains access for pedestrians; bicycles; and emergency vehicles, service providers, and loading. This will include determining the type and design of bollards or entry gate features.

Multimodal zone design – Identification of bicycle facilities (and fire and service lane) through the pedestrian mall with the use of striping, colors and/or patterns to define it from pedestrian space. 141 of 171
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Pedestrian mall pavement treatment – The sketch concepts will explore the type, location, pattern(s), and colors of graphic patterns and street murals that can be implemented in the pedestrian mall and potentially at intersections. This will include identifying a design approach for integration of the city’s public art installation as part of the mall painting.

Options for location and extent of the art street mural will be developed. CD+A brings their experience working on the 13th Street Commons project with the Lighthouse for the Blind to better understand the implications of pavement color, tones, and patterns and how they are perceived by low-sighted people and their sense of security and independence.

The design of the pedestrian mall pavement treatment will integrate necessary striping or other delineation of bicycle, service vehicle, and emergency vehicle access.

Site furnishing treatments – The type, style, detail, flexibility, and placement of site amenities such as planters and plant materials, midblock temporary ADA ramps; moveable seating and tables, seating platforms, and refuse containers – either owned by the city or adjacent businesses.

Intersection and signal design – Informed by Task 2 efforts and in close coordination with the design team, Fehr & Peers will provide input into traffic engineering elements such as multimodal access, circulation, loading (passenger, commercial), garbage collection, and emergency access, as well as consideration s for accommodating bicycle and pedestrian crossing at the three signalized intersections in the project area. Our deliverables will include mark -ups and sketches of potential design treatments consistent with the opportunities and constraints identified as part of Task 2 efforts.

Fehr & Peers will also provide an assessment of signal modifications that might be required for up to two concepts to ensure that for each concept, the signal system would be modified to provide adequate operations and accessibil ity once B Street approaches are permanently closed.

With input from Fehr & Peers, CD+A will prepare the striping plans for the intersections to facilitate transition and integration of the pedestrian mall and entry area graphic pavement treatments.

Curb management and service access – Fehr & Peers will utilize the information gathered in Task 2 to determine the amount of passenger and commercial loading spaces needed in the vicinity of the project. In coordination with the design team and the City, we will identify which loading instances will occur within the Pedestrian Mall and which will need to be accommodated on adjacent blocks. The concept design alternatives developed by the team will identify how loading will be accommodated within the Pedestrian Mall. For loading needing to be accommodate d on adjacent blocks, Fehr & Peers will identify potential opportunities to modify curb designations in the project vicinity to address passenger and commercial loading and ADA parking needs for businesses affected by the permanent closure of B Street. We will provide pros and cons for different options and coordinate with the City to determine the best strategy that the City can implement, then monitor and adjust over time. These discussions will occur as part of workshop meetings scoped in Task

1. Civil engineering design – Prior to starting development of the improvement plans, WH will look to resolve key design constraints with the City. It will be important to determine how the City wants to proceed with temporary accessibility issues, drainage solutions, and requirements for and potential conflicts to traffic barriers or bollards. Wilsey Ham’s scope includes review of the existing constraints and recommendations for mitigating these deficiencies on a temporary basis (4 total hours of review and recommendations are included in their scope). No design of new ADA improvements is included in Wilsey Ham’s scope. If desired, Wilsey Ham can prepare a proposal for this work.

The sketch plan concepts can be shared with businesses and property owners and other stakeholders by the city for review and comment.

Deliverables and Meetings
• Team working session to establish a framework for alternatives to explore in the sketch planning process attended by CD+A, WH, and FP (budget for meeting attendance in Task 1.2) • Map of potential future curb designations
• Summary of the signal infrastructure modifications needed for each design alternative • Initial sketch concepts of potential design treatments for the Pedestrian Mall, in PDF 142 of 171
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• Team working session to discuss initial sketch concepts attended by CD+A, WH, and FP (budget for meeting attendance in Task 1.2)
• Up to two conceptual alternative sketch plans with some subalternatives for particular elements or areas of the mall, in PDF

Task 3.2 Develop Preferred Design Concept and Estimate of Costs Based on the findings of Task 3.1, CD+A will lead the team in a working session with city staff to refine the alternatives into a preferred design concept.

The CD+A Team will then develop the preferred design concept to a 15% design level for the two blocks of the B Street pedestrian mall. The design concept will address the pavement treatment including delineation of the areas for public art street mural(s), potential use of site furnishings, signage and striping, and other project elements. Fehr & Peers will support CD+A and Wilsey Ham during the development of 15% design plans, providing peer review of proposed signing, striping, and layout plans, including treatments that would affect pedestrian, bicycle, and goods movement through the project area.

A draft preferred design concept plan and rough order of magnitude (ROM) costs will be prepared and reviewed with staff , including for the traffic signal modification elements by Fehr & Peers. Staff may wish to share the draft plan with businesses and property owners along the pedestrian mall for feedback; if so, city shall relay comments to be considered and integrated to the CD+A Team. After receiving feedback and further direction from staff, the CD+A Team will prepare a final preferred design concept plan/15% design plan and estimate of probable costs for City Council approval prior to the CD+A Team starting Task 4 Phase I PS&E.

Deliverables and Meetings
• Team working session to review alternatives and set direction for the preferred design concept attended by CD+A, WH, and FP (budget for meeting attendance in Task 1.2)
• Draft and final conceptual plan for one preferred concept plan, in PDF, Adobe Illustrator, and AutoCAD • Draft and final rough order of magnitude (ROM) costs for preferred concept plan to a 15% design level

Task 3.3 City Council Meeting Assistance
Prior to moving into PS&E tasks, the preferred plan will be brought to the City Council for concurrence and approval. CD+A will provide an illustrated preferred concept plan to city staff for use in their presentation, and participate in the presentation of the project to Council to present the Phase I design and estimate of probable costs.

Meetings
• Participation at City Council meeting, CD+A

Task 4 Phase I Plans, Specifications, and Estimates
The CD+A Team will work from the approved preferred design concept to develop more detailed design plans, specifications, and estimate of probable costs. CD+A will also prepare a design parameters memorandum for the public art street mural installation(s). Comments from the city, and potentially stakeholders, will be incorporated into the construction documents.

One round of comments and receipt of consolidated and actionable comments from the city is assumed per submittal task.

Structural design is excluded from this proposal. Electrical design and PS&E for additional lighting, powered bollards, entry gates, or similar features are not included and can be provided as an OPTIONAL TASK if found to be needed. Structural, electrical/joint trench, and utility design work are excluded. No ADA ramp or path of travel design is included.

Fehr & Peers will provide support during the PS&E stage, providing peer review of proposed signing, striping, and layout plans, including treatments that would affect pedestrian, bicycle, and goods movement through the project area, as well as review proposed draft plans prior to submittal to the City at the 95% stage as part of this task.

Task 4.1 95% Phase I PS&E
Based on the outcome of Task 3, the CD+A Team will prepare 95% level plans and estimate of probable costs for the project. 143 of 171
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The team will review city comments, and stakeholder comments as appropriate, on the 15% design plans and incorporate comments as appropriate. The CD+A Team will then prepare 95% design plans, technical specifications, and estimate of probable costs. PS&E to be prepared in City format. City to prepare and provide the “front end” of the specifications, general provisions, and special provisions. Budget assumes no redirection of design.

The following sheets are anticipated to be included in the base plan set:
• Title Sheet (1)
• Notes Sheet (1)
• Improvement Plan Sheets (3)
• Demolition & Erosion Control Plan (3)
• Urban Design Notes Sheet (1)
• Urban Design and Materials Layout Plans (2) (Includes selection and placement of planters with plants, temporary ADA ramps, refuse/recycling cans, and bollards or entry gate feature) • Urban Design and Materials Layout Plans (3) (pavement graphic and delineation of public art street mural installations - may be placed on Striping Plan)
• Urban Design and Materials Detail Sheets (up to 2 sheets)

Traffic Signal Timing Adjustments and APS only
Fehr & Peers’ work effort will include the following:
• Development of signal timing plans for all three intersections (three time periods per location) using Synchro software and existing timing cards from the City.
• Development of specifications for the upgrade from existing pedestrian push button assemblies to APS . • Narrative of minor signal infrastructure changes that do not require a plan to implement (i.e. "contractor shall replace standard three section signal head with left arrow signal head").

Fehr & Peers will prepare mark-ups to existing traffic signal timing plans for all three signalized intersections to accommodate the closure of B Street to motorized traffic; this assumes signal existing timing cards will be provided by the City and incl udes revisions for up to three time periods (Weekday AM, Weekday PM, and off-peak conditions). We will complete this effort by developing an intersection model for each intersection using the Synchro software. We will develop the timings using the Synchro software and make the files available to City staff if requested.

Deliverables
• Mark-up of signing, striping, and layout plans at 95% • Mark-ups of existing traffic signal timing plans for B St/1st Ave, B St/2nd Ave, and B St/3rd Ave • Narrative about minor traffic signal infrastructure modifications • Specifications and Engineer's Estimate for APS and other minor traffic signal equipment modifications WH will lead preparation of the cost estimate. Their construction cost estimates will be based on their database of local, recent data whenever possible. This data is used along with estimates for construction cost increases to estimate unit pricing.

They use detailed unit cost bid items that allow for flexibility during construction, thereby reducing a contractor’s ability to continue to negotiate pricing after the competitive bid.

Deliverables
• Phase I 95% PS&E submittal, in PDF, Excel, and Word

Task 4.2 Final Phase I PS&E
Comments from the city will be reviewed on the 95% plans and the team will prepare and submit written responses. City comments will be incorporated as appropriate. The CD+A Team will then prepare final design plans, specifications, and estimate of probable costs for use for bidding purposes. Budget assumes minor comments.

Traffic Signal Timing Adjustments and APS only
Fehr & Peers will revise the signal timing plans if City provides comments on our initial submittal. We will also make mino r revision to the signal specifications in response to City comments. 144 of 171
CD+A TEAM – DECEMBER 13, 2021 8
Deliverables
• Revisions to signal timing mark-ups
Deliverables and Meetings
• 95% comment matrix with responses
• Draft and final Phase I Final PS&E submittal, in AutoCAD, PDF, Word, and Excel

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CD+A TEAM – DECEMBER 13, 2021 9
Proposed Schedule
The CD+A Team anticipates the following schedule.

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CD+A TEAM – DECEMBER 13, 2021 10
EXHIBIT B: Proposed Budget and Estimated Labor Hours
Following is the CD+A Team’s proposed budget and estimated hours to perform this effort.

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Design Professional Services 2020 Page 9
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EXHIBIT C

INSURANCE REQUIREMENTS

MINIMUM SCOPE OF INSURANCE
Coverage shall be at least as broad as:

1. Commercial General Liability (CGL): Insurance Services Office (ISO) Form CG 00 01 12 07 covering CGL on an “occurrence” basis, including products -completed operations, personal & advertising injury, with limits no less than $2,000,000 per occurrence. If a general aggregate limit applies, either the general aggregate limit shall apply separately to this project/location or the general aggregate limit shall be twice the required occurrence limit.

2. Automobile Liability: ISO Form Number CA 00 01 covering any auto (Code 1), or if CONSULTANT has no owned autos, hired, (Code 8) and non -owned autos (Code 9), with limit no less than $1,000,000 per accident for bodily injury and property damage.

3. Workers’ Compensation: as required by the State of California, with Statutory Limits, and Employer’s Liability Insurance with limit of no less than $1,000,000 per accident for bodily injury or disease.

4. Professional Liability (Errors and Omissions): Insurance appropriate to the CONSULTANT’s profession, with limit no less than $1,000,000 per occurrence or claim, $2,000,000 aggregate If the CONSULTANT maintains higher limits than the minimums shown above, the City requires and shall be entitled to coverage for the higher limits maintained by the CONSULTANT.

Other Insurance Provisions
The insurance policies are to contain, or be endorsed to contain, the following provisions:

Additional Insured Status
The City, its elected and appointed officials, employees, and agents are to be covered as insureds on the auto policy for liability arising out of automobiles owned, leased, hired or borrowed by or on behalf of the CONSULTANT; and on the CGL policy with respect to liability arising out of work or operations performed by or on behalf of the CONSULTANT including materials, parts or equipment furnished in connection with such work or operations. General liability coverage can be provided in the form of an endorsement to the CONSULTANT’s insurance (at least as broad as ISO Form CG 20 10, 11 85 or both CG 20 10 and CG 20 37 forms if later revisions used).

Primary Coverage
For any claims related to this contract, the CONSULTANT’s insurance coverage shall be primary insurance as respects the City, its elected and appointed officials, employees, and agents. Any insurance or self-insurance maintained by the City, its elected and appointed officials, employees, or agents shall be excess of the CONSULTANT’s insurance and shall not contribute with it.

Notice of Cancellation
Each insurance policy required above shall provide that coverage shall not be canceled, except after thirty (30) days’ prior written notice (10 days for non-payment) has been given to the City. 148 of 171
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Waiver of Subrogation
CONSULTANT hereby grants to City a waiver of any right to subrogation which any insurer of said CONSULTANT may acquire against the City by virtue of the payment of any loss under such insurance.

CONSULTANT agrees to obtain any endorsement that may be necessary to effect this waiver of subrogation, but this provision applies regardless of whether or not the City has received a waiver of subrogation endorsement from the insurer.

Deductibles and Self-Insured Retentions
Any deductibles or self-insured retentions must be declared to and approved by the City. The City may require the CONSULTANT to purchase coverage with a lower deductible or retention or provide proof of ability to pay losses and related investigations, claim administration, and defense expenses within the retention.

Acceptability of Insurers
Insurance is to be placed with insurers with a current A.M. Best’s rating of no less than A:VII, unless otherwise acceptable to the City.

Verification of Coverage
CONSULTANT shall furnish the City with original certificates and amendatory endorsements or copies of the applicable policy language effecting coverage required by this clause. All certificates and endorsements are to be received and approved by the City before work commences. However, failure to obtain the required documents prior to the work beginning shall not waive the CONSULTANT’s obligation to provide them. The City reserves the right to require complete, certified copies of all required insurance policies, including endorsements required by these specifications, at any time.

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Pedestrian Malls
Streetscape Design
January 3, 2022
Kathy Kleinbaum
Assistant City Manager
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Pedestrian Malls on B Street
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What’s worked:
• Increased public open space –shared by
pedestrians and bicyclists
• Expanded outdoor dining options
• Adds to liveliness and ambience of
downtown experience
• Cars have adjusted to new traffic pattern
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Challenges:
• Uneven use of the two street segments
• Majority of reclaimed space converted to
private business use
• No public amenities (such as public seating)
• Current restaurant installations don’t allow
for special events
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Challenges (part 2):
• Barricades and traffic signage were intended to be temporary • Street crown creates uneven dining surface
• ADA accessibility
• Loading and garbage services for businesses not functioning 154 of 171
Capital Improvements
Short-term (total cost likely $400,000-$600,000):
• Replacing temporary barricades
• Traffic signal adjustments and signage
• Loading and garbage access
• ADA accessibility
• Low-cost aesthetic enhancements/tactical urbanism – paint, planters, furnishings Long-Term (total cost likely $2M -$10 M):
• Raising the grade of the street to be flush with sidewalk • Specialty pavers
• Permanent landscaping
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Short Term Design Inspiration Board
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Design Contract
• City selected Community Design + Architecture through a competitive RFP process
• Subconsultants include:
• Wilsey Hamm for Civil Engineering/Surveying
• Fehr and Peers for Traffic Engineering
• Contract is to complete 100% construction design drawings and engineering cost estimates for construction bidding purposes
• Total contract cost is $145,485
• Public Works requires an additional $15,000 for staff time for review • Funds to be appropriated from General Fund available fund balance 157 of 171
Stakeholder Engagement
• Will outreach to all impacted businesses and property owners to identify key logistical challenges and potential solutions • Planned engagement with DSMA and local stakeholders on design options
• City Council to review and comment on design options and preliminary cost estimates at schematic phase
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Public Art Component
• Opportunity to use street pavement as canvas for proposed Racial Equity public art project
• Civic Arts Committee supported concept
• Design contract to determine location
• Artwork selection to be determined through separate process with Civic Arts Committee and Diversity and Equity Taskforce • Funding for artwork to come from Civic Arts fund
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Public Art Design Inspirations
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Actions Requested of City Council
➢ Award agreement for design services to Community
Design + Architecture
➢ Adopt a Resolution appropriating $160,485 to
Pedestrian Mall Improvement project
➢ Provide feedback on placement of Racial Equity art
project in pedestrian malls
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Thank You
Kathy Kleinbaum
Assistant City Manager
[email protected]
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CITY OF SAN MATEO
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8 0

CITY OF SAN MATEO
Agenda Report
City Hall
330 W. 20th Avenue
San Mateo CA 94403
www.cityofsanmateo.org
Agenda Number: 14 Section Name: OLD BUSINESS File ID: 21-5644 TO: City Council
FROM: Drew Corbett, City Manager
PREPARED BY: City Manager's Office
MEETING DATE: January 03, 2022
SUBJECT:

COVID-19 Update
RECOMMENDATION:

Receive an update on operational impacts and other City efforts related to COVID-19, confirm rules and regulations issued by the City Manager acting as the Director of Emergency Services in response to declared emergency, and confirm the need for a continued local declaration of emergency.

BACKGROUND:

On March 4, 2020, the Governor proclaimed a state of emergency in response to the outbreak of respiratory illness due to a novel coronavirus (COVID-19). As a consequence of this proclamation the City Manager, acting as the City’s Director of Emergency Services, was authorized to make and issue rules and regulations on matters reasonably related to the protection of life and property as affected by such emergency. In accordance with Government Code Section 8558(c), the City Council declared a local health emergency on March 16, 2020. Per Government Code Section 8630(c), the City Council is required to review the need for continuing the local emergency at least once every 60 days until the City Council terminates the declaration of local emergency.

In addition to positioning the City for potential mutual aid and cost recovery opportunities, the emergency proclamation also provides the City Manager broader authority to be able to expeditiously address issues related to the emergency.

With that said, actions taken by the City Manager outside of the general authority of the duties provided for in the City Charter are subject to confirmation by Council as soon as practicable.

State and local emergency proclamations are still in effect as we continue to be impacted by the pandemic. With cases rising as a result of the latest variant and local health orders remaining in place, City operations will continue to need to adjust to local health conditions. As such, it is recommended that Council approve another 60-day extension of the local emergency proclamation, which would keep it in effect in January and February.

BUDGET IMPACT:

There is no budget impact for receiving this informational report.

ENVIRONMENTAL DETERMINATION:

This informational report is not a project subject to CEQA, because it is an organizational or administrative activity that will not result in direct or indirect physical changes in the environment. (CEQA Guidelines Section 15378(b)(5).)

NOTICE PROVIDED
All meeting noticing requirements were met.
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CITY OF SAN MATEO
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8 0

ATTACHMENTS
None

STAFF CONTACT
Drew Corbett, City Manager
[email protected]
(650) 522-7002
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COVID
-
19 Update
January 3, 2022
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Operations Update
• City Hall
• Employees were due to return on a more set schedule January 3rd • Postponed until February 7th
• Continuation of remote Council meetings, including January 29th strategic planning workshop
• Police Department
• Positive cases impacting operations
• Some specialty assignments on pause to shift resources to patrol • Public Works
• Weather and positive cases impacting operations
• Focus on weather-related issues with preventive maintenance a lower priority 166 of 171
Operations Update
• State COVID-19 Supplemental Paid Sick Leave benefits
• Available 1/1/21 - 9/30/21
• 80 hours for COVID-19 vaccination, testing, quarantine, isolation • 102 employees used an average of 23 hours of this leave • City to allow employees to utilize unused hours through March 31, 2022
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Council Confirmation
• Council confirmation of continuing need for local emergency proclamation
• Required every 60 days
• Provides continued flexibility with health orders still in effect and internal cases increasing
• Council confirmation for actions taken in response to the emergency proclamation
• Modifications to City Hall, Police, and Public Works operations • Utilization of special COVID-19 leave through March 31, 2022 168 of 171

CITY OF SAN MATEO
2 7
6 8

CITY OF SAN MATEO
Agenda Report
City Hall
330 W. 20th Avenue
San Mateo CA 94403
www.cityofsanmateo.org
Agenda Number: 15 Section Name: NEW BUSINESS File ID: 20-4066-01 TO: City Council
FROM: Drew Corbett, City Manager
PREPARED BY: City Clerk's Department
MEETING DATE: January 03, 2022
SUBJECT:

City Council Appointments to External Agencies and Liaison Roles RECOMMENDATION:

Review and provide direction on the 2022 appointments to external agencies, organizations and liaison roles; and approve the final appointments and liaisons list.

BACKGROUND:

On December 9, 2021 the City Clerk sent out a poll to each Council Member soliciting their response, to the Clerk only, for priority interest in various available appointments. Council Members returned the poll individually to the Clerk. The Clerk then combined the interests of all Council Members into a single spreadsheet and shared it with the Mayor. The Mayor balanced the assignments and will present his recommendations for assignments. The Council will have an opportunity to discuss and balance appointments. It is desired that the list be approved at this meeting.

BUDGET IMPACT:

There is no budget impact from this action.

ENVIRONMENTAL DETERMINATION:

This appointment review is not a project subject to CEQA, because it is an organizational or administrative activity that will not result in direct or indirect physical changes in the environment. (CEQA Guidelines Section 15378(b)(5).)

NOTICE PROVIDED
All meeting noticing requirements were met.

ATTACHMENTS
Att 1 - 2022 Council Appointments & Liaisons List

STAFF CONTACT
Patrice Olds, City Clerk
[email protected]
(650) 522-7042
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2022
San Mateo Council Member Appointments
Body
Continuity
2021 Type of
Appointment 2022 Appointee
External Agencies Board Appointments
1 Association of Bay Area Governments (ABAG) - General Assembly RB (AL) External Agency Bonilla Lee (Alt)
2 City/County Association of Governments (C/CAG) & Alternate C DP (AL) External Agency Papan Lee (Alt)
3 Emergency Services Council C JG (AL) External Agency Goethals Lee (Alt)
4 Grand Boulevard Task Force AL (JG) External Standing
Comm
Lee
Goethals (Alt)
5 Housing Endowment and Regional Trust (HEART) RB External Agency Bonilla 6 Housing Our People Effectively (HOPE) Interagency Council – Leadership Committee AL (JG) External Agency Lee Goethals (Alt)
7 Peninsula Clean Energy (PCE) C RB (JG) External Agency Bonilla Goethals (Alt)
8 Peninsula Traffic Congestion Relief Alliance - Commute.org (Alternate) RB (ER) External Agency Lee Rodriguez (Alt)
9 San Francisco Airport Community Roundtable C AL (DP) External Agency Lee Papan (Alt)
10 San Mateo Consolidated Fire Department (JPA) C JG (DP) External Agency Goethals Papan (Alt)
11 San Mateo County Council of Cities (Mayor & Alternate) ER (RB) External Agency Bonilla Papan (Alt)
12 San Mateo County Express Lanes JPA* appointed by C/CAG DP External JPA Papan 13 San Mateo County Pre-Hospital Emergency Medical Services Group JG (AL) External Agency Goethals Lee (Alt)
14 San Mateo - Foster City Public Financing Authority AL Internal Agency Bonilla 15 South Bayside Waste Management Authority (SBWMA) C RB (AL) External Agency Bonilla Lee (Alt)
External Agencies Committee Appointments
16 ABAG Regional Planning Committee RB External
Committee Bonilla
17 C/CAG - Congestion Management and Environmental Quality (CMEQ) Subcommittee RB External Committee Bonilla
18 C/CAG - Resource Management Climate Protection (RMCP) DP External Committee Papan
19 Flood & Sea Level Rise Resiliency District (FSLRRD) DP External Committee Papan
20 LOCC - Governance, Transparency & Labor Relations Policy Committee RB External Committee Bonilla
Internal Committee Appointments
21 City Council Audit and Budget Committee (Mayor and Deputy) ER/RB Internal Standing Comm Bonilla / Papan
22 City Council Legislative Committee (Mayor and Deputy Mayor) ER/RB Internal Standing Comm Bonilla / Papan
23 Council of Cities - City Selection Committee (Mayor and Deputy Mayor) ER/RB Internal Standing Comm Bonilla / Papan
24 General Plan Subcommittee ER/RB Internal Standing
Comm
Bonilla /
Rodriguez
External Liaison Roles
25 City Delegate to Assembly Member Kevin Mullin DP External Liaison Papan 26 City Delegate to Congresswoman Jackie Speier JG External Liaison Bonilla 27 City Delegate to Senator Josh Becker ER External Liaison Rodriguez