Agenda packet, regular meeting — San Mateo City Council, May 6, 2024

CITY OF SAN MATEO
City Council Regular Meeting
May 6, 2024
7:00 PM
City Hall Council Chamber
Entrance is on O’Farrell Street

COUNCIL MEMBERS
Lisa Diaz Nash, Mayor
Rob Newsom Jr., Deputy Mayor
Rich Hedges
Amourence Lee
Adam Loraine

AMENDED AGENDA
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Monday, May 6, 2024
To join via telephone: (408) 638-0968
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The City Council meeting will conclude by 11:00 p.m. unless otherwise extended by council vote.

Any unheard items will automatically move forward to the next regular meeting.

CALL TO ORDER
Pledge of Allegiance
Roll Call
AB 2449 Requests and Considerations for Meeting Participation by Teleconference due to Just Cause or Emergency Circumstances

CEREMONIAL

1. San Mateo High Schools 4.0 Grade Point Average Graduate – Recognition

2. Rotary Club of San Mateo Centennial – Recognition

3. National Police Week – Proclamation

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.

4. Private Development and Right-of-Way Support Services – Amendment Approve Amendment No. 1 to the agreement with Anchor Engineering for private development and right-of-way support services to increase the agreement by $180,000 for a total not-to-exceed amount of $680,000; extend the term of the agreement through June 30, 2026; and authorize the Public Works Director to execute Amendment No. 1 in substantially the form presented.

CEQA: Approval of Amendment No. 1 to the City’s Agreement with Anchor Engineering is not a project subject to CEQA, because it can be seen with certainty that there is no possibility that the review of wireless permits applications may have a significant effect on the environment. (CEQA Guidelines Section 15061(b)(3))

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5. Permanent Local Housing Allocation – Grant Application Adopt a Resolution to reapply to the State of California for Permanent Local Housing Allocation grant program fund and approve an amendment to the five-year funding plan.

CEQA: All meeting noticing requirements were met. Notifications were sent to the Housing NotifyMe list for the City Council meeting on May 6, 2024. A public notice was published to announce the availability of the draft plan on the city website. The draft was open to a 30-day comment period from March 26, 2024 to April 25, 2024.

6. Downtown Parking Garage Safety Project – Agreement
Approve an agreement with Golden Bay Construction, Inc. for the Downtown Parking Garage Safety Project in the amount of $380,439; establish a contingency reserve in the amount of $76,000; and authorize the Public Works Director to execute the agreement in substantially the form presented and issue change orders as allowed by the contract documents and within the contingency amount.

CEQA: 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.)

7. Underground Flow Equalization System – Contingency Amendment Approve an increase to the contingency reserve associated with the Anderson Pacific Engineering Construction, Inc. construction contract for the Underground Flow Equalization System (UFES) project in the amount of $771,000, for a revised total contingency reserve of $5,671,000; and authorize the Public Works Director to issue change orders within the contingency amount.

CEQA: The work addressed by this administrative report is being undertaken to support the Clean Water Program.

This project is subject to the requirements of the California Environmental Quality Act (CEQA), the general components of which are included as part of the Final Programmatic Environmental Impact Report (Final PEIR) (SCH No. 201532006) that was prepared for the Clean Water Program. The Final PEIR was certified by City Council on June 6, 2016.

8. Citywide Small Trash Capture Project – Agreement
Approve an agreement with United Storm Water, Inc. for the Citywide Small Trash Capture Project in the amount of $697,277; establish a contingency reserve in the amount of $105,000; and authorize the Public Works Director to execute the agreement in substantially the form presented and issue change orders as allowed by the contract documents and within the contingency amount.

9. Community Development Block Grant 2024-25 Annual Action Plan – Adoption Adopt the 2024-25 Annual Action Plan for the Community Development Block Grant program.

CEQA: Adoption of this plan 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).)

PUBLIC COMMENT

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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.

NEW BUSINESS

10. Mental Health Awareness Month and Community Wellness and Crisis Response Team - Presentation Receive an informational presentation from the San Mateo Police Department's Community Wellness and Crisis Response Team.

CEQA: This informational update 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).)

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.

11. Charter Amendments – Public Hearing
Hold a public hearing regarding proposed City Charter amendments addressing how the Mayor is chosen, how vacancies on the City Council are filled, district elections, and other revisions.

CEQA: This public hearing 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).)

12. Council Member Compensation – Ordinance Introduction Introduce an ordinance increasing compensation for City Council members from $600 per month to $1000 per month, effective January 2025.

CEQA: This proposed ordinance 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, and because it is a fiscal activity that does not involve any commitment to any specific project that may result in a potentially significant physical impact on the environment. (CEQA Guidelines Section 15378(b)(4),(5).)

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.

CLOSED SESSION
The public will have an opportunity to comment before the Council’s consideration of this item. Following the meeting a report of action from Closed Session will be provided if required.

13. Conference with Labor Negotiators (Government Code Section 54957.6) City designated representatives: Shawnna Maltbie, Karen Huang and Stacey Cue.

Employee Organizations: Police Sergeants’ Association, San Mateo City Employees Association, SEIU Maintenance

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and SEIU Non-Merit Part-Time

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.

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PUBLIC COMMENTS/REQUEST TO SPEAK
Prior to the Meeting
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until 4 p.m. the day of the meeting.

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At the meeting complete a “Request to Speak” form, submit a request at the speaker kiosk or scan the QR code.

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.

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CITY OF SAN MATEO

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 Account Number: 26-4662 File ID: 24-8534 TO: City Council
FROM: Alex Khojikian, City Manager
PREPARED BY: Public Works Department
MEETING DATE: May 06, 2024
SUBJECT:

Private Development and Right-of-Way Support Services – Amendment RECOMMENDATION:

Approve Amendment No. 1 to the agreement with Anchor Engineering for private development and right-of-way support services to increase the agreement by $180,000 for a total not-to-exceed amount of $680,000; extend the term of the agreement through June 30, 2026; and authorize the Public Works Director to execute Amendment No. 1 in substantially the form presented.

BACKGROUND:

On July 18, 2022, City Council approved an agreement with Anchor Engineering for private development and right-of-way support services for $500,000 to address an anticipated increase of Wireless Communications Facilities permit (Wireless Permits) applications requiring Public Works staff review.

Wireless Permits:

Wireless Permits are a type of Public Works permit that require significant staff resources to review when compared to other types of Public Works permits. The City currently has four (4) master license agreements with telecommunications companies. There is currently one company that is actively submitting Wireless Permit applications for approximately 200 planned sites.

As required by the Federal Communications Commission (FCC), City staff must review Wireless Permit applications within a specified time ranging from 60 – 90 days (depending on the type of permit), this specified time is known as the “shot clock.” The shot clock starts when the applicant submits the application and stops when the permit is approved. If staff cannot complete the review within the shot clock, the application is automatically deemed approved by existing federal law. To pay for all costs associated with City staff time, consultant review, and processing of Wireless Permit applications, the Fiscal Year 2023-24 fee schedule charges a minimum deposit of $4,000 or $2,500, depending on the whether the application is for a standard Wireless Permit or Section 6409 Permit.

Support Services for Wireless Permits Review and Processing:

With the existing staff and Public Works review workload, Public Works does not have sufficient resources to review and process all the anticipated Wireless Permit applications within the timeframe allowed by the FCC shot clock. Since Anchor Engineering has come on board in 2022, they have provided satisfactory turnaround times to meet growing demand for Wireless Permit review and processing. The Achor Engineering expense rate was $311,986 in one calendar year. At this time, there is $273,429 remaining of the original $500,000 contract amount.

To meet the short deadlines, Public Works recommends extending the existing agreement with Anchor Engineering for an

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CITY OF SAN MATEO
additional two (2) years and increasing the agreement amount by $180,000 to continue providing Wireless Permit review and processing services.

BUDGET IMPACT:

Funding for Anchor Engineering will be full cost recovery as they will be charging to the deposit accounts set forth in the current adopted fee schedule.

ENVIRONMENTAL DETERMINATION:

Approval of Amendment No. 1 to the City’s Agreement with Anchor Engineering is not a project subject to CEQA, because it can be seen with certainty that there is no possibility that the review of wireless permits applications may have a significant effect on the environment. (CEQA Guidelines Section 15061(b)(3))

NOTICE PROVIDED
All meeting noticing requirements were met.

ATTACHMENTS
Att 1 - Amendment No. 1

STAFF CONTACT
Jason Hallare, Senior Engineer
[email protected]
650-522-7316

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Contract Amendment Page 1 of 5
CAO Approved March 2024
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1 AMENDMENT NO. 1 TO THE AGREEMENT BETWEEN THE CITY OF SAN MATEO AND

ANCHOR ENGINEERING FOR PRIVATE DEVELOPMENT AND RIGHT-OF-WAY SUPPORT SERVICES ($500,000 [Original Amount], $180,000 [Amendment No. 1]) This Amendment is 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 Anchor Engineering, a corporation ("CONSULTANT"), whose address is 3685 Mt. Diablo Blvd, Suite 310, Lafayette, CA 94549.

WHEREAS, CITY and CONSULTANT entered into an agreement on August 16, 2022 to provide private development and right-of-way support services to the Public Works Development section (“Agreement”); and
WHEREAS, CITY and CONSULTANT wish to amend the Agreement to extend the term of the Agreement; and
WHEREAS, CITY and CONSULTANT wish to update CONSULTANT’s payment rates and increase the compensation for the Agreement by $180,000, for a total not to exceed amount of $680,000.

NOW, THEREFORE, the parties agree as follows:

1. Section 1 “Scope of Services” of the Agreement is amended to read:

The scope of services to be performed by CONSULTANT under this Agreement is as described in Exhibit A.1 to this Agreement, attached and incorporated by reference.

2. Section 4 “Term” of the Agreement is amended to read:
“The services to be performed under this Agreement shall be completed on June 30, 2026.”

3. Section 5 “Payment” of the Agreement is amended to read:
“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.1, CITY agrees to pay CONSULTANT a fee in an amount not to exceed $680,000, pursuant to rates stated in Exhibit A.1 to this Agreement, attached and incorporated by reference.”

4. Exhibit A of the Agreement is hereby replaced with the attached Exhibit A.1.

5. The remaining terms of the Agreement remain in full force and effect. [SIGNATURE PAGE FOLLOWS]

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Contract Amendment Page 2 of 5
CAO Approved March 2024
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1 IN WITNESS WHEREOF, CITY OF SAN MATEO and CONSULTANT have executed this Amendment No. 1 on ___________________ .

CITY OF SAN MATEO ANCHOR ENGINEERING
Matthew Fabry, P.E.

Public Works Director
Date Bisa Grant
President and CEO
Date

APPROVED AS TO FORM
Linh P. Nguyen
Assistant City Attorney
Date
Attachments:

Exhibit A.1: Scope of Services and Fee Rates

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EXHIBIT A.1

SCOPE OF SERVICES AND FEE RATES

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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: 5 Section Name: CONSENT CALENDAR Account Number: 36-3133 File ID: 24-8592 TO: City Council
FROM: Alex Khojikian, City Manager
PREPARED BY: Community Development Department
MEETING DATE: May 6, 2024
SUBJECT:

Permanent Local Housing Allocation – Grant Application
RECOMMENDATION:

Adopt a Resolution to reapply to the State of California for Permanent Local Housing Allocation grant program fund and approve an amendment to the five-year funding plan.

BACKGROUND:

The purpose of the Permanent Local Housing Allocation (PLHA) grant is to provide a permanent source of funding to all local governments in California to help cities and counties implement plans to increase housing affordability. This is a flexible funding source that can be used for a wide range of activities from increasing the housing supply to providing supportive services. The PLHA application requires the City to develop a Five-Year Plan to allocate spending. The City has received allocations of $341,894 in the first year (2019); $531,409 in the second year (2020); and $584,800 in the third year (2021). To receive the fourth year allocation (2022), the City needs to adopt a resolution (Attachment 1) to reapply for the PLHA fund, approve an amendment to the Five-Year Plan (Attachment 2) based on the new allocation, and submit an application to the State Department of Housing and Community Development (HCD) to receive the fourth year grant allocation of $293,103 (Attachment 3). The fourth year allocation is substantially lower than the third year, which drives the need for a plan amendment and funding adjustment. The PLHA entitlement allocation is based upon the previous year’s collection of title recording fees, which can vary from year to year, which resulted in the large discrepancy.

For the fourth year PLHA grant funding allocation, four subrecipient organizations have been identified: Bridge Housing, LifeMoves, HIP Housing and Samaritan House.

LifeMoves – Council directed staff to use PLHA funds for rapid rehousing during a special meeting study session on June 1, 2020. Rapid rehousing includes rent assistance for a period of approximately 6 to 12 months combined with supportive services to households who are homeless or at risk of homelessness. A rapid rehousing program was developed and the non-profit organization, LifeMoves, was selected to administer the program. The program provides clients who are at risk of homelessness and below 30% Area Median Income (AMI) with 10 months of rental stabilization and case management for a wide range of services including employment, education, mental health, and more. The program aims to serve 5 individuals and 5 families annually. The rapid rehousing program has been a PLHA grant fund recipient for the past three years.

BRIDGE Housing - The affordable housing development Montara, which was completed in 2020 and is located at 2775 S.

Delaware Street, includes 16 units for formerly homeless households. These targeted units include supportive services from Veterans Affairs and San Mateo County, in addition to rental assistance as part of the financing package provided by the County. In response to concerns raised at stakeholder meetings with neighboring properties, the City has worked with the developer, BRIDGE Housing, to expand its residence services at the property to make more services available as well as

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CITY OF SAN MATEO
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expanding onsite hours for all of the tenants. To achieve the expanded services, a full-time services coordinator, in place of a half-time position, was created. This cost was not anticipated when the developer initially sought its funding commitments and resulted in a gap in the operating budget for the first four years of the project. PLHA funding has been used to support the full-time services coordinator at Montara for the past three years.

HIP Housing - HIP Housing was a long-time recipient of the Community Development Block Grant (CDBG) funds through the City and has been a City partner in both providing affordable housing units and maintaining their home-sharing program, which matches tenants who are unable to afford the high rents in the City with home-owners who are willing to rent out spare rooms in their homes. The strict guidelines of the Department of Housing and Urban Development (HUD) forced HIP Housing to forgo participating in the CDBG Community Funding program and left a gap in funding. Staff recommends funding HIP Housing with a PLHA grant in order to return assistance to the home sharing program.

Samaritan House - Samaritan House operates the Safe Harbor emergency shelter, a facility that provides case management, site-based emergency and transitional housing support to the clients in their 105-bed facility. The City has provided consistent support to this program through local housing funds in the past in order to ensure they would not have to compete with other organizations in the limited CDBG Community Funding program. As a service that assists persons experiencing homelessness, funding this program would be compatible with the design of the PLHA program and would preserve flexible local housing funds that can be reserved for other long-term housing related projects.

To utilize these funds to support the aforementioned organizations, staff recommends that the Council approve an amended Five -Year PLHA Plan, as well as adopting a resolution to re-apply for PLHA funding for Year 4. The Five-Year Plan that is submitted to the State can be amended in the future if changes are desired.

BUDGET IMPACT:

Staff has set up a fund (referred to as Fund 36) for this grant. PLHA is a noncompetitive grant that the State allocates to the City over a course of five years. The grant amount for the fourth year (2022) is $293,103. These funds have not yet been received by the City, as they need to be requested through a release of funds after the approval of the Five-Year Plan amendment. The exact dollar amount for the final year will vary based upon the collection of the real estate recording fees, which is the revenue source for the PLHA fund. The total estimated dollar amount that the City will receive over five years is $2,051,364. Based on the funding available, the proposed budget for the fourth year of the PLHA grant is as follows:

PLHA Year 4 (2022) Budget Amount
LifeMoves (Rapid Rehousing) $181,907
BRIDGE Housing (Montara) $61,541
HIP Housing $20,000
Samaritan House (Safe Harbor Emergency Shelter) $15,000 City Administration $14,655
Total $293,103
ENVIRONMENTAL DETERMINATION:

This resolution is exempt from review under the California Environmental Quality Act (CEQA) Guidelines pursuant to Section 15378(b)(4); submitting an application for grant funding is not a project subject to CEQA to the extent that it is a funding activity that does not involve commitment to a particular project that will impact the environment. However, in accordance with Public Resources Code Section 21065, to the extent that the funds are committed to specific projects, the City’s commitment of those funds is not a project subject to CEQA because the funds will be used to subsidize operational expenses which will not impact the environment.

NOTICE PROVIDED:

All meeting noticing requirements were met. Notifications were sent to the Housing NotifyMe list for the City Council meeting on May 6, 2024. A public notice was published to announce the availability of the draft plan on the city website.

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The draft was open to a 30-day comment period from March 26, 2024 to April 25, 2024.

ATTACHMENTS
Att 1 - Proposed Resolution
Att 2 - PLHA Five-Year Plan Amendment
Att 3 - 2023 PLHA Formula Streamlined Application – Returning Applicants

STAFF CONTACT
Nicky Vu, Housing Specialist
[email protected]
(650) 522-7229

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5 CITY OF SAN MATEO
RESOLUTION NO. ____ (2024)

AUTHORIZING AN APPLICATION AND AMENDING THE FIVE-YEAR PLAN FOR

THE PERMANENT LOCAL HOUSING ALLOCATION PROGRAM (PLHA)
WHEREAS, the Department of Housing and Community Development (“Department”) is authorized to provide up to $296 million under the SB2 Permanent Local Housing Allocation Program Formula Component from the Building Homes and Jobs Trust Fund for assistance to Cities and Counties (as described in Health and Safety Code section 50470 et seq. (Chapter 364, Statutes of 2017 (SB 2)); and WHEREAS, the Department issued a Notice of Funding Availability (“NOFA”) dated 12/29/2023 under the Permanent Local Housing Allocation (“PLHA”) Program; and WHEREAS, the City of San Mateo (the “City” or “Applicant”) is an eligible local government that has applied for program funds to administer one or more eligible activities; and WHEREAS, the Department may approve funding allocations for PLHA Program, subject to the terms and conditions of the Guidelines, NOFA, Program requirements, the Standard Agreement, and other contracts between the Department and PLHA grant recipients; and WHEREAS, the City has previously submitted to the Department an approved 5-Year PLHA Plan which was approved October 5, 2020 and amended on December 20, 2021 based upon the Year 1 (2019) grant of $341,894 with a resolution approved on July 20, 2020, and subsequently amended based on the Year 2 (2020) and Year 3 (2021) grants of $531,409 and $584,800 respectively, with a resolution approved on February 6, 2023; and
WHEREAS, the Department announced annual funding grants for Year 4 (2022) to the City in the substantially lower amount of $293,103, which will require the City to further amend the 5-Year PLHA Plan to allocate the available funding to new contracts.

NOW, THEREFORE, BE IT RESOLVED, THAT THE CITY COUNCIL OF THE CITY OF SAN MATEO, CALIFORNIA, HEREBY finds and determines based on substantial evidence in the record, that:

1. The City Council approves a reapplication for PLHA Year 4 grant funding and the following amendments to the 5-Year Plan:
a. Revise the funding distribution between Activity 1 and Activity 6 for Year 4 (2022) from 10% and 85% to 20% and 75%, respectively.
b. Revise the PLHA 5-Year plan to include descriptions and implementation schedules of the new recipients of PLHA funding and to identify all the policies of the Housing Element with which the new programs of the PLHA plan are consistent.

2. If Applicant receives a grant of PLHA funds from the Department pursuant to the above referenced PLHA NOFA, it represents and certifies that it will use all such funds in a manner consistent and in compliance with all applicable state and federal statutes, rules, regulations, and laws, including without limitation all rules and laws regarding the PLHA Program, as well as any and all contracts Applicant may have with the Department.

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5 3. Applicant is hereby authorized and directed to receive a PLHA grant, in an amount not to exceed the five-year estimate of the PLHA formula allocations, as stated in Appendix B of the current NOFA $2,051,364 in accordance with all applicable rules and laws.

4. Applicant hereby agrees to use the PLHA funds for eligible activities as approved by the Department and in accordance with all Program requirements, Guidelines, other rules and laws, as well as in a manner consistent and in compliance with the Standard Agreement and other contracts between the Applicant and the Department.

5.Pursuant to Section 302(c)(4) of the Guidelines, Applicant’s PLHA Plan for the 2019-2023 Allocations is attached to this resolution, and Applicant hereby adopts this PLHA Plan and certifies compliance with all public notice, public comment, and public hearing requirements in accordance with the Guidelines.

6.If applicable: Applicant certifies that it was delegated by the City of San Mateo to submit an application on its behalf and administer the PLHA grant award for the formula allocation of PLHA funds, pursuant to Guidelines Section 300(c) and 300(d), and the legally binding agreement between the recipient of the PLHA funds and the Applicant is submitted with the PLHA application.

7.If applicable: Applicant certifies that it has or will subgrant some or all of its PLHA funds to another entity or entities. Pursuant to Guidelines Section 302(c)(3), “entity” means a housing developer or program operator but does not mean an administering Local government to whom a Local government may delegate its PLHA allocation.

8.If applicable: Applicant certifies that its selection process of these subgrantees was or will be accessible to the public and avoided or shall avoid any conflicts of interest.

9.If applicable: Pursuant to Applicant’s certification in this resolution, the PLHA funds will be expended only for eligible Activities and consistent with all program requirements.

10.If applicable: Applicant certifies that, if funds are used for the acquisition, construction or rehabilitation of for-sale housing projects or units within for-sale housing projects, the grantee shall record a deed restriction against the property that will ensure compliance with one of the requirements stated in Guidelines Section 302(c)(6)(A),(B) and (C).

11.If applicable: Applicant certifies that, if funds are used for the development of an Affordable Rental Housing Development, the Local government shall make PLHA assistance in the form of a low- interest, deferred loan to the Sponsor of the Project, and such loan shall be evidenced through a Promissory Note secured by a Deed of Trust and a Regulatory Agreement shall restrict occupancy and rents in accordance with a Local government-approved underwriting of the Project for a term of at least 55 years.

12. Applicant shall be subject to the terms and conditions as specified in the Standard Agreement, the PLHA Program Guidelines and any other applicable SB 2 Guidelines published by the Department.

13. The City Manager is authorized to execute the PLHA Program Application, the PLHA Standard Agreement and any subsequent amendments or modifications thereto, as well as any other documents which are related to the Program or the PLHA grant awarded to Applicant, as the Department may deem appropriate.

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5 PASSED AND ADOPTED at a regular meeting of the City Council this 6 day of, May 2024, by the following vote:

AYES: ABSTENTIONS: NOES: ABSENT:

Signature of Approving Officer:

Lisa Diaz-Nash, Mayor
INSTRUCTION: The Attesting officer cannot be the person identified in the resolution as the authorized signor

CERTIFICATE OF THE ATTESTING OFFICER
The undersigned, Officer of Martin McTaggart does hereby attest and certify that the forgoing Resolution is a true, full and correct copy of a resolution duly adopted at a meeting of the City of San Mateo which was duly convened and held on the date stated thereon, and that said document has not been amended, modified, repealed or rescinded since its date of adoption and is in full force and effect as of the date hereof.

ATTEST:

Signature of Attesting Officer
Martin McTaggart, City Clerk

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Business, Consumer Services and Housing Agency
Permanent Local Housing Allocation
(PLHA) Formula Allocation
5-Year Plan Amendment Form
State of California
Governor, Gavin Newsom
Melinda Grant, Undersecretary
Final Filing Date: June 30, 2027
at 4:00 P.M. PST
Gustavo Velasquez, Director
Department of Housing and Community Development
Program Design and Implementation, PLHA Program
2020 West El Camino Avenue, Suite 150, Sacramento, CA 95833 Website: https://www.hcd.ca.gov/grants-and-funding/programs-active/permanent- local-housing-allocation
Email: [email protected]

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§301(a)(3) Matching portions of funds placed into Local or Regional Housing Trust Funds. No §301(a)(4) Matching portions of funds available through the Low- and Moderate-Income Housing Asset Fund pursuant to subdivision (d) of HSC Section 34176. No
§301(a)(5) Capitalized Reserves for services connected to the preservation and creation of new permanent supportive housing. No §301(a) Eligible activities are limited to the following: Select below:
§301(a)(1) The predevelopment, development, acquisition, rehabilitation, and preservation of multifamily, residential live-work, rental housing that is affordable to Extremely low-,Very low-, Low-, or Moderate-income households, including necessary operating subsidies. Yes §301(a)(2) The predevelopment, development, acquisition, rehabilitation, and preservation of affordable rental and ownership housing, including Accessory Dwelling Units (ADUs), that meets the needs of a growing workforce earning up to 120 percent of AMI, or 150 percent of AMI in high-cost areas. ADUs shall be available for occupancy for a term of no less than 30 days.

No
§301(a)(9) Homeownership opportunities, including, but not limited to, down payment assistance. No §301(a)(6) Assisting persons who are experiencing or At-risk of homelessness, including, but not limited to, providing rapid re-housing, rental assistance, supportive/case management services that allow people to obtain and retain housing, operating and capital costs for navigation centers and emergency shelters, and the new construction, rehabilitation, and preservation of permanent and transitional housing.

Yes
§301(a)(7) Accessibility modifications in Lower-income Owner-occupied housing. No §301(a)(8) Efforts to acquire and rehabilitate foreclosed or vacant homes and apartments. No File Name: Gov TIN Provide a signed Gov't TIN Form Uploaded to HCD? Yes File Name: Applicant Delegation
Agreement
Legally binding agreement between Delegating and Administering Local Governments (sample provided—just click on icon in row 19, column AH) Uploaded to HCD? N/A File Name:

Application and/or Adopting the
PLHA Plan (2020-2023
Allocations) Reso
Pursuant to section 302(c)(4) of the Guidelines, Applicant’s PLHA Plan for 2020- 2023 allocations is attached to this resolution, and Applicant certifies compliance with all public notice, comment, and hearing requirements in accordance with the Guidelines.

Yes Uploaded to
HCD?
Zip Code: 94403
§300(d) Is Applicant delegated by another Local government to administer on its behalf its formula allocation of program funds? No §300(d) If Applicant answered "Yes" above, has the Applicant attached the legally binding agreement required by §300(c) and (d)?
A sample agreement can be
found by double clicking on
the icon to the right
N/A
Address: 330 W 20th Ave City: San Mateo State: CA
Zip Code: 94403
Contact Name: Nicky Vu Title: Housing Specialist Contact Email: nvu @cityofsanmateo.org Contact Phone: 650-522-7229 Address: 330 W 20th Ave City: San Mateo State: CA
County: San Mateo
Auth Rep Name: Alex Khojikian Title: City Manager Auth Rep.

Email: [email protected] Phone: 650-522-7002 City: San Mateo State: CA Zip: 94403
Yes
Instructions: If the Local Government Recipient of the PLHA Formula Allocation delegated its PLHA formula allocation to a Local Housing Trust Fund or to another Local Government, the Applicant (for which information is required below) is the Local Housing Trust Fund or administering Local Government. The PLHA award will be made to the Applicant (upon meeting threshold requirements) and the Applicant is responsible for meeting all program requirements throughout the term of the Standard Agreement.

The 302(c)(4) Plan template worksheet requires first choosing one or more of the Eligible Activities listed below. If "Yes" is clicked, the 302(c)(4) Plan worksheet opens a series of questions about what precise activities are planned. Some specific activities, such as providing downpayment assistance to lower-income households for acquisition of an affordable home, could be included under either Activity 2 or 9. Please only choose one of those Activities; don't list the downpayment assistance under both Activities.

If the PLHA funds are used for the same Activity but for different Area Median Income (AMI) level, select the same Activity twice (or more times) and the different AMI level the Activity will serve. Please enter the percentage of funds allocated to the Activity in only the first Activity listing to avoid double counting the funding allocation.

For each year (2020-2023), allocations must equal 100% annually including the allowable administrative costs of up to 5%. §300 Eligible Applicants
§300(a) and (b) Eligible Applicants for the Entitlement and Non-Entitlement formula component described in Section §100(b)(1) and (2) are limited to the metropolitan cities and urban counties allocated a grant for the federal fiscal year 2017 pursuant to the federal CDBG formula specified in 42 USC, Section §5306 and Non- entitlement local governments.

Applicant: City of San Mateo
Address: 330 W 20th Ave
2023 PLHA NOFA Formula Allocation Amount: 2023 NOFA Allowable Lo cal Admin (5%): Admin requested? Yes §301 Eligible Activities
PLHA Formula - Amendment for years 2020, 2021, 2022, 2023 Rev. 02/01/24 Eligible Applicant Type: Entitlement
Local Government Recipient of PLHA Formula Allocation: San Mateo 2022 PLHA NOFA Formula Allocation Amount: 2022 NOFA Allowable Lo cal Admin (5%): Admin requested? Yes 2021 PLHA NOFA Formula Allocation Amount: 2021 NOFA Allowable Lo cal Admin (5%): Admin requested? Document
PLHA Page 1 Formula Allocation Application

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§301(a)(10) Fiscal incentives made by a county to a city within the county to incentivize approval of one or more affordable housing Projects, or matching funds invested by a county in an affordable housing development Project in a city within the county, provided that the city has made an equal or greater investment in the Project. The county fiscal incentives shall be in the form of a grant or low-interest loan to an affordable housing Project. Matching funds investments by both the county and the city also shall be a grant or low-interest deferred loan to the affordable housing Project.

No
PLHA Page 2 Formula Allocation Application

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19 PLHA Supp
App
18 PLHA Supp
App
17 PLHA Supp
App
16 PLHA Supp
App
15 PLHA Supp
App
14 PLHA Supp
App
13 PLHA Supp
App
12 PLHA Supp
App
11 PLHA Supp
App
10 PLHA Supp
App
9 PLHA Supp
App
8 PLHA Supp
App
7 PLHA Supp
App
6 PLHA Supp
App
5 PLHA Supp
App
4 PLHA Supp
App
3 PLHA Supp
App
2 PLHA Supp
App
1 PLHA Supp
App
Issue # Program
Name & Tab Section Cell# Update/Comment Urgency ADT Status Status Date Organization: Email: Contact Phone:

Application Development Team (ADT) Support Form Rev. 02/01/24 Please complete the "yellow" cells in the form below and email a copy to: [email protected]. A member of the Application Development Team will respond to your request within ASAP.

Full Name: Date Requested: Application
Version Date:

PLHA Page 1 Application Support

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Final Filing Date: June 30, 2027
at 4:00 P.M. PST
Permanent Local Housing Allocation
(PLHA) Formula Allocation
Application Form for Previous Awardees
State of California
Governor, Gavin Newsom
Melinda Grant, Undersecretary
Business, Consumer Services and Housing Agency
Gustavo Velasquez, Director
Department of Housing and Community Development
Program Design and Implementation, PLHA Program
2020 West El Camino Avenue, Suite 150, Sacramento, CA 95833 Email: [email protected]
Website: https://www.hcd.ca.gov/grants-and-funding/programs-active/permanent- local-housing-allocation

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X Executed Application
X Reuse Plan
Included
X Applicant Delegation
Agreement Legally binding agreement between Delegating and Administering Local Governments. N/A Disclosure of Application (California Public Records Act Statutes of 1968 Chapter 1473): Information provided in the application will become a public record available for review by the public, pursuant to the California Public Records Act Statutes of 1968 Chapter 1473. As such, any materials provided will be disclosable to any person making a request under this Act. The Department cautions Applicants to use discretion in providing information not specifically requested, including but not limited to, bank accounts, personal phone numbers and home addresses. By providing this information to the Department, the Applicant is waiving any claim of confidentiality and consents to the disclosure of submitted material upon request."
Included?
Included
Included
§302(c)(4)(D) Evidence that the Plan was authorized and adopted by resolution by the Local jurisdiction and that the public had an adequate opportunity to review and comment on its content.

PLHA webpage for Plan Adoption Resolution Document , located under the Forms tab.

Program Income Reuse Plan describing how repaid loans or accrued interest will be used for eligible activities in Section 301.

Provide a copy of the signed application. Signature in blue ink preferred.

Included
X App1 TIN Provide a signed Gov't TIN Form
X Plan Adoption Reso
Threshold
Requireme
Urban County
Checklist
IncludedX
Application and Adopting the
PLHA Plan (2020-2023
Allocations) Reso
Pursuant to section 302(c)(4) of the Guidelines, Applicant’s PLHA Plan for 2020-2023 allocations is attached to this resolution, and Applicant certifies compliance with all public notice, comment, and hearing requirements in accordance with the Guidelines.

Document DescriptionElectronic File Name
Instructions Rev. 02/01/24
When opening this file, a yellow banner at the top may appear with a button that says "Enable Content". It is essential that you click this box so that the macros are enabled. Enabling macros is necessary for full worksheet functionality. Macros do not work with Microsoft's Excel version for Apple Mac.

This NOFA will remain open to eligible applicants through June 30, 2027.

Applications must be submitted electronically to the Department’s HCD Portal Sign In website. To receive an award of CY 2020 funds, applicants are required to submit an application and demonstrate a fully compliant Housing Element and submittal of the applicable Annual Progress Report(s) no later than February 29, 2024.

All CY 2020 funds should be requested by June 30, 2024.

Threshold items are indicated in "blue" cells.

Sponsor must complete the following worksheets in the PLHA Formula Allocation Application.

Formula Allocation Application
"Red" shaded cells indicate the Sponsor has failed to meet a requirement of the program. Cells in the worksheet shaded in "red" indicate that the Applicant has failed to meet the minimum required.

Applications must be on the Department’s forms and cannot be altered or modified by the Applicant. Excel forms must be in Excel format and 'save as' .xls or .xlsx.

Do not 'save as' .xlsm or .pdf format. For application errors please fill out the Application Support worksheet and email the entire workbook to Application Support for application errors at [email protected].

General Instructions (Additional instructions and guidance are given throughout the Formula Allocation Application in "red" text and in cell comments.

Guideline references are made with "§" and the corresponding guideline section number. "Yellow" cells are for Sponsor input. Failure to provide the required attachments and documentation may disqualify your application from consideration. An Applicant must submit a complete application and other documents consistent with the deadlines stated in this NOFA. Applications submitted in response to this NOFA must meet the threshold requirements set forth in this section and in PLHA Guidelines Section 302.

Required attachments are indicated in "orange" throughout the Streamline Application. Failure to provide the required attachments and documentation may disqualify your application from consideration. Electronically attached files must use the naming convention in the PLHA Application. For Example: "App1 Tin" or "Reuse Plan".

PLHA Page 1 Instructions & Checklist

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Yes
Yes
Yes
§302(c)(8) If a program income reuse plan was not submitted with the 2020 application, has Applicant attached a program income reuse plan describing how repaid loans and/or accrued interest will be reused for eligible activities specified in Section 301? File Name: Application and Plan Adoption
Reso
San Mateo
[email protected]
Auth Rep. Email: Phone:

File Name: Reuse Plan Program Income Reuse Plan describing how repaid loans or accrued interest will be used for eligible activities in Section 301. Uploaded to HCD? Auth Rep Name:

Yes
Yes
§302(c)(4)(D) Evidence that the Plan was authorized and adopted by resolution by the Local jurisdiction and that the public had an adequate opportunity to review and comment on its content.

PLHA webpage for Application and Plan Adoption Resolution Document Uploaded to HCD?
Contact Phone:

San MateoCity:

Yes
Zip Code:
650-522-7002
State:

Date
Certifications
Alex Khojikian
Authorized Representative Printed Name
City Manager
Title
On behalf of the entity identified below, I certify that: The information, statements and attachments included in this application are, to the best of my knowledge and belief, true and correct and I possess the legal authority to submit this application on behalf of the entity identified in the signature block.

Signature
Local Government Formula Allocation Rev. 02/01/24
This streamlined application form is limited to Applicants who applied for and received an award from the 2020, 2021, and/or 2022 Formula Allocation NOFA.

Yes
CA Zip: 94403 San MateoState:
§302(c)(2) Applicant certifies that submission of the applicati on was authorized by the governing board of the Applicant.

Threshold Requirements
Title:
94403
§302(b) Applicant and Delegating Local Government have submitted the current or prior year's Annual Progress Report to the Department of Housing and Community Development pursuant to Government Code Section 65400. Yes Did Applicant receive an award from the 2020, 2021, and/or 2022 NOFA Formula Allocation? Title: Housing Specialist
State:

Contact Email:

City Manager
330 W 20th Ave
650-522-7229
CA
[email protected]
§300(e) Applicant does not have uncommitted PLHA funds greater than permitted by Section 300(e). Yes §503(b) Applicant has submitted the PLHA Annual Report by July 31 (if applying before July 31), or has submitted the PLHA Annual Report due by July 31 (if applying on or after July 31). Yes
Zip Code:
330 W 20th AveAddress:

Nicky Vu
CA
City: 94403
Yes
§302(a) Housing Element compliance: Applicant and Delegating Local Government's if applicable Housing Element was adopted by the Local Government’s governing body by the application submittal date and subsequently determined to be in substantial compliance with state Housing Element Law pursuant to Government Code Section 65585.

San Mateo
Yes
Contact Name:

Address:

Which NOFA year(s) are you applying for with this application? 2023 Only $0
$0
$293,103
Allowable Local Admin (5%):

Allowable Local Admin (5%):

Admin requested?
Eligible Applicant Type: Entitlement
Local Government Recipient of PLHA Formula Allocation:

Admin requested?
Admin requested?2023 PLHA NOFA Formula Allocation Amount: $14,655.00 2022 PLHA NOFA Formula Allocation Amount:

Has Applicant received their 2022 NOFA funds?
$0.00
San Mateo
2021 PLHA NOFA Formula Allocation Amount: $0.00
§300(a) and (b) Eligible Applicants for the Entitlement and Non-Entitlement formula component described in Section §100(b)(1) and (2) are limited to the metropolitan cities and urban counties allocated a grant for the federal fiscal year 2017 pursuant to the federal CDBG formula specified in 42 USC, Section §5306 and Non-entitlement local governments.

Applicant: City of San Mateo
Alex Khojikian
City:

Address:

County:

Instructions: If the Local Government Recipient of the PLHA Formula Allocation delegated its PLHA formula allocation to another Local Government in its 2020 application, the Applicant (for which information is required below) continues to be the administering Local Government, which received the award. The PLHA award will be made to the Applicant (upon meeting threshold requirements) and the Applicant is responsible for meeting all program requirements throughout the term of the Standard Agreement.

Eligible Applicants §300
Yes Based on the requirements in guideline section 300(e), how much has the applicant committed? $584,800
330 W 20th Ave
PLHA Page 1 Formula Allocation Application

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Rev. 02/01/24
List the cities that are part of your Urban
County.

Are they opting
in to receive a
portion of the
PLHA award?
List the amount of the
allocation being applied for
that will be shared with this
city.

EXAMPLE: City of Trees Yes $20,000.00
If you are an Urban County, please complete the following table:

URBAN COUNTY

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Issue # Program
Name & Tab Section Cell# Update/Comment Urgency ADT Status Status Date Organization: Email: Contact Phone:

Full Name: Date Requested: Application
Version Date:

PLHA Page 1 Application Support

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CITY OF SAN MATEO

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 Account Number: 10-4662 File ID: 24-8629 TO: City Council
FROM: Alex Khojikian, City Manager
PREPARED BY: Public Works Department
MEETING DATE: May 06, 2024
SUBJECT:

Downtown Parking Garage Safety Project – Agreement
RECOMMENDATION:

Approve an agreement with Golden Bay Construction, Inc. for the Downtown Parking Garage Safety Project in the amount of $380,439; establish a contingency reserve in the amount of $76,000; and authorize the Public Works Director to execute the agreement in substantially the form presented and issue change orders as allowed by the contract documents and within the contingency amount.

BACKGROUND:

The Downtown Parking Garage Safety Project (Project) includes the design of pedestrian safety improvements at the entrances and exits of the Central Parking Garage and Main Street Parking Garage. Pedestrian-friendly improvements include audible and visual pedestrian and vehicle warning devices, flexible delineators to provide physical separation between the drive aisle and walking paths, speed bumps, and updated pavement markings and traffic signs to address site- specific safety needs at each facility. The engineer’s estimate is $400,000.

The Project was advertised on March 5, 2024, and a total of three (3) bids were received and opened on April 2, 2024. The bids received are listed below in order of increasing bid amount.

Contractor Grand Total Bid Amount
BuildCorp, Inc. $326,700.00
Golden Bay Construction, Inc. $380,439.00
Tennyson Electric LLC. $589,125.00

BuildCorp, Inc., which submitted the lowest bid, was found nonresponsive because Bid Item No. 1 – Mobilization was listed at 12.2% of the total contract value, which is above the maximum 10% allowable set forth in the contract book. Therefore, BuildCorp, Inc. did not submit a bid that conformed to the contract book requirements and found nonresponsive. Staff then reviewed the second lowest bid, submitted by Golden Bay Construction, Inc. and determined that Golden Bay Construction, Inc. is the lowest responsible, responsive bidder, and recommends it be awarded the Agreement.

Given the limited information available on the existing electrical system in the two garages, there is a high likelihood that unforeseen issues will arise during construction. These unanticipated costs will need to be covered by the contingency reserve. Accordingly, staff recommends a 20% contingency to be established given the small size of the construction agreement and the possibility of significant unforeseen issues arising.

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CITY OF SAN MATEO
BUDGET IMPACT:

There are sufficient funds in the Downtown Parking Garage Ped Safety Project (#46F001) to fund this work in the amount of $380,439.00 and the contingency reserve of $76,000.00 for a total of $456,439.00.

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

STAFF CONTACT
Stephanie Piñon, Senior Engineer
[email protected]
650-522-7315
Sydney Chow, Associate Engineer
[email protected]
(650) 522-7331

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AGREEMENT WITH GOLDEN BAY CONSTRUCTION, INC.

FOR PUBLIC IMPROVEMENT
FOR

DOWNTOWN PARKING GARAGE SAFETY PROJECT
CITY PROJECT NO. 46F001
THIS AGREEMENT FOR PUBLIC IMPROVEMENTS (“Agreement”), made and entered into in the City of San Mateo, County of San Mateo, State of California, by and between the CITY OF SAN MATEO, a municipal corporation existing under the laws of the State of California, (hereinafter called "City") and Golden Bay Construction, Inc., a corporation, with offices at 3826 Depot Road, Hayward, CA 94545 (hereinafter called "Contractor"), entered into this day of ____________________.

RECITALS:
(a) City has taken appropriate proceedings to authorize construction of the public work and improvements or other matters herein provided, and execution of this Agreement. (b) A notice was duly published for bids for the contract for the improvement hereinafter described.
(c) After notice duly given, on the date hereof, the City awarded the contract for the construction of the improvements hereinafter described to Contractor.

IT IS AGREED, as follows:

1. Scope of Work. Contractor shall perform the work according to the Contract Book entitled:

DOWNTOWN PARKING GARAGE SAFETY PROJECT
CITY PROJECT NO. 46F001

2. Contract Price. City shall pay, and the Contractor shall accept, the sum of three hundred eighty thousand four hundred thirty-nine dollars ($380,439) in full payment for the work set forth above.

Said price is determined by the prices contained in Contractor's bid, and shall be paid as described in the Contract Book. In the event work is performed or materials furnished in addition to or a reduction of those set forth in Contractor's bid and the specifications herein, such work and materials will be paid for as described in the Contract Book.

3. The Contract Documents. The complete contract consists of the following documents: this Agreement; the Notice Inviting Sealed Proposals; the Accepted Proposal; the Contract Book which includes the Special Provisions, Revised Standard Specifications dated April 16, 2021, and Contract Drawings, the State of California Standard Specifications 2018 Edition, the State of California Department of Transportation Standard Plans, 2018 Edition, the Faithful Performance Bond, and the Labor and Material Bond (hereinafter referred to as the “contract documents”).

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All rights and obligations of City and Contractor are fully set forth and described in the contract documents. The contract documents constitute the entire contract between the parties hereto pertaining to the subject matter hereof, fully supersede any and all prior understandings, representations, warranties and agreements between the parties hereto, or any of them, pertaining to the subject matter hereof, and may be modified only by written agreement signed by all of the parties hereto.

All of the above-named documents are complementary and are intended to operate in harmony, so that any work called for in one, and not mentioned in the other, or vice versa, is to be executed the same as if mentioned in all said documents. In the event of any variation or discrepancy between any portion of this Agreement and any portion of the contract documents, this Agreement shall prevail. The precedence of the remaining contract documents will be as specified in the Contract Book.

4. Schedule. All work shall be performed in accordance with the schedule provided pursuant to the Contract Book.

5. Performance by Sureties. In the event of any termination as hereinbefore provided, City shall immediately give written notice thereof to Contractor and Contractor's sureties, and the sureties shall have the right to take over and perform the Agreement, provided, however, that if the sureties, within 5 days after giving them said notice of termination, do not give City written notice of their intention to take over the performance thereof within 5 days after notice to City of such election, City may take over the work and prosecute the same to completion, by contract or by any other method it may deem advisable, for the account, and at the expense of Contractor, and the sureties shall be liable to City for any excess cost or damages occasioned City thereby; and, in such event, City may, without liability for so doing, take possession of, and utilize in completing the work, such materials, appliances, plant and other property belonging to Contractor as may be on the site of the work and necessary therefor.

6. Legal Work Day - Penalties for Violation. Eight hours of labor shall constitute a legal day's work.

Contractor shall not require more than 8 hours labor in a day and 40 hours in a calendar week from any person employed by Contractor in the performance of such work unless such excess work is compensated for at not less than 1-1/2 times the basic rate of pay. Contractor shall forfeit as a penalty to City the sum of $25.00 for each laborer, workman or mechanic employed in the execution of this contract by Contractor, or by any subcontractor for each calendar day during which such laborer, workman or mechanic is required or permitted to labor more than 8 hours in any calendar day and 40 hours in any one calendar week in violation of the provisions of Sections 1810 and 1816, inclusive, of the Labor Code of the State of California.

7. Prevailing Wage Scale. The prevailing wage scale as determined by the Director of Industrial Relations of the State of California, in force on the day the bid was announced, will be the minimum paid to all craftsmen and laborers working on this project. Contractor shall also require any subcontractors who work or provide any services related to the project to pay all persons performing labor or rendering service under said subcontract or other arrangement at least the general prevailing rate of wages, determined as set forth herein for the respective crafts and

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employments, including such wages for holiday and overtime work. A copy of the correct determination will be posted at the job site. It is understood that it is the responsibility of Contractor to determine the correct scale. Copies of the prevailing wage rates are on file at the City Clerk's office, however, errors or defects in the materials in the City Clerk's office will not excuse a bidder's failure to comply with the actual scale then in force. Contractor must submit certified payrolls to the Department of Industrial Relations in accordance with Labor Code Section 1776.

Contractor 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.

8. Senate Bill 854 Compliance Required. In accordance with Labor Code Sections 1725.5 and 1771.1, all contractors and subcontractors must be registered with the Department of Industrial Relations.

In accordance with Labor Code Section 1771.4 the contractor must post job site notices as required by regulation and this project will be subject to compliance monitoring and enforcement by the Department of Industrial Relations.

9. Insurance. The Contractor shall procure and maintain for the duration of the contract and five years thereafter the insurance as specified in Exhibit A of this Agreement.

10. Indemnity. Contractor 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 Contractor’s performance of this Agreement, except for those claims arising out of City’s active negligence, sole negligence or willful misconduct. Contractor agrees to defend City, its elected and appointed officials, employees, and agents against any such claims. The Contractor’s duty to indemnify shall survive expiration or early termination of this Agreement.

11. 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 provision 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.

12. 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 California State Board of Mediation and Conciliation, 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

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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.

13. Provisions Cumulative. The provisions of this agreement are cumulative, and in addition to and not in limitation of, any other rights or remedies available to City.

14. Notices. All notices shall be in writing, and delivered in person or transmitted by certified mail, postage prepaid.
a. Notices required to be given to City shall be addressed as follows:

Director of Public Works
City of San Mateo
330 West 20th Avenue
San Mateo, CA 94403
Notices required to be given to Contractor shall be addressed as appears in the signature block as shown on the Bidder's Statement.

15. Interpretation. As used herein any gender includes each other gender, the singular includes the plural and vice versa.

16. Governing Law and Venue. This Agreement, the contract documents, and the performance hereon shall be governed, interpreted, construed, and regulated by the laws of the State of California. The parties agree that any action related to this Agreement or the contract documents will be venued in the County of San Mateo.

17. Headings. The title and headings of the various sections of this Agreement and the contract documents are intended solely for convenience of reference and are not intended to explain, modify, or place any construction on any provisions.

18. No Partnership or Agency. Nothing in this Agreement nor the contract documents shall be deemed to constitute a partnership in law between City and Contractor, or any sub-contractor, to constitute either party as an agent of the other for any purpose; or to entitle either party to commit or bind the other in any manner unless expressly agreed upon in the contract documents.

19. Severability. If any part or provision of the contract documents is determined by any court to be illegal, invalid, or unenforceable, in whole or in part, the contract documents shall continue to be valid as to its other provisions and the remainder of the affected provision, unless it can be concluded from the circumstances that, in the absence of the provisions found to be null and void, the parties would not have entered into the contract documents. The parties shall use all reasonable efforts to replace any and all provisions or parts found to be null and void with provisions that are valid under the applicable law and come closest to their original intention.

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20. Waiver. None of the following shall operate as a waiver of any provision of the contract documents, or of any power herein reserved by the City, or any right to damages herein provided:
1) inspection by the City or its authorized agents or representatives; 2) any order or certificate for payment, or any payment for, or acceptance of the whole or any part of the work by the City; 3) an extension of time; or 4) any position taken by the City or its authorized agents or representatives.

21. Warranty. Contractor warrants and guarantees that the materials and equipment provided shall be at least of the quality specified and new unless otherwise required or permitted by the contract documents, and, if no quality is specified, then the materials and equipment shall be of commercial grade, suitable for heavy public use in facilities of similar size and complexity, that the work performed hereunder will be free from defects, and that the work will conform to the requirements of the contract documents.
[SIGNATURE PAGE FOLLOWS]

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IN WITNESS WHEREOF, CITY OF SAN MATEO and GOLDEN BAY CONSTRUCTION, INC. have executed this Agreement the day and year first above written.

CITY OF SAN MATEO CONTRACTOR
Matt Fabry
Public Works Director
Date Johnny Zanette
Its Authorized Agent
President
Date

APPROVED AS TO FORM
Linh Nguyen
Assistant City Attorney
Date

CITY OF SAN MATEO
Attachments:

Exhibit A: Insurance Requirements

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Exhibit A
Insurance Requirements for Construction Contracts
Contractor shall procure and maintain for the duration of the contract, and for x years thereafter, insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder by the Contractor, his agents, representatives, employees, or subcontractors.

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

1.Commercial General Liability (CGL): Insurance Services Office (ISO) Form CG 00 01 covering CGL on an “occurrence” basis, including products and completed operations, property damage, bodily injury and personal & advertising injury with limits no less than $5,000,000 per occurrence. If a general aggregate limit applies, either the general aggregate limit shall apply separately to this project/location (ISO CG 25 03 or 25 04) or the general aggregate limit shall be twice the required occurrence limit.

2.Automobile Liability: Insurance Services Office Form CA 0001 covering Code 1 (any auto), with limits no less than $5,000,000 per accident for bodily injury and property damage.

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

4.Surety Bonds as described below.

5.Contractors’ Pollution Legal Liability and/or Asbestos Legal Liability and/or Errors and Omissions (if project involves environmental hazards) with limits no less than $1,000,000 per occurrence or claim, and $2,000,000 policy aggregate.

If the contractor maintains broader coverage and/or higher limits than the minimums shown above, the Entity requires and shall be entitled to the broader coverage and/or higher limits maintained by the contractor. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to the Entity.

Self-Insured Retentions
Self-insured retentions must be declared to and approved by the Entity. At the option of the Entity, either: the contractor shall cause the insurer shall to reduce or eliminate such self-insured retentions as respects the Entity, its officers, officials, employees, and volunteers; or the Contractor shall provide a financial guarantee satisfactory to the Entity guaranteeing payment of losses and related investigations, claim administration, and defense expenses. The policy language shall provide, or be endorsed to provide, that the self-insured retention may be satisfied by either the named insured or Entity.

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

1.The Entity, its officers, officials, employees, and volunteers are to be covered as additional insureds on the CGL policy with respect to liability arising out of work or operations performed by or on behalf of the Contractor including materials, parts, or equipment furnished in connection with such work or operations and automobiles owned, leased, hired, or borrowed by or on behalf

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of the Contractor. General liability coverage can be provided in the form of an endorsement to the Contractor’s insurance (at least as broad as ISO Form CG 20 10, CG 11 85 or both CG 20 10, CG 20 26, CG 20 33, or CG 20 38; and CG 20 37 forms if later revisions used).

2. For any claims related to this project, the Contractor’s insurance coverage shall be primary insurance coverage at least as broad as ISO CG 20 01 04 13 as respects the Entity, its officers, officials, employees, and volunteers. Any insurance or self-insurance maintained by the Entity, its officers, officials, employees, or volunteers shall be excess of the Contractor’s insurance and shall not contribute with it.

3. Each insurance policy required by this clause shall provide that coverage shall not be canceled, except with notice to the Entity.

Builder’s Risk (Course of Construction) Insurance
Contractor may submit evidence of Builder’s Risk insurance in the form of Course of Construction coverage. Such coverage shall name the Entity as a loss payee as their interest may appear.

If the project does not involve new or major reconstruction, at the option of the Entity, an Installation Floater may be acceptable. For such projects, a Property Installation Floater shall be obtained that provides for the improvement, remodel, modification, alteration, conversion or adjustment to existing buildings, structures, processes, machinery and equipment. The Property Installation Floater shall provide property damage coverage for any building, structure, machinery or equipment damaged, impaired, broken, or destroyed during the performance of the Work, including during transit, installation, and testing at the Entity’s site.

Claims Made Policies – (If at all possible avoid and require occurrence type CGL policies) If any coverage required is written on a claims-made coverage form:

1. The retroactive date must be shown, and this date must be before the execution date of the contract or the beginning of contract work.

2. Insurance must be maintained and evidence of insurance must be provided for at least five (5) years after completion of contract work.

3. If coverage is canceled or non-renewed, and not replaced with another claims-made policy form with a retroactive date prior to the contract effective, or start of work date, the Contractor must purchase extended reporting period coverage for a minimum of five (5) years after completion of contract work.

4. A copy of the claims reporting requirements must be submitted to the Entity for review.

5. If the services involve lead-based paint or asbestos identification/remediation, the Contractors Pollution Liability policy shall not contain lead-based paint or asbestos exclusions. If the services involve mold identification/remediation, the Contractors Pollution Liability policy shall not contain a mold exclusion, and the definition of Pollution shall include microbial matter, including mold.

Acceptability of Insurers
Insurance is to be placed with insurers authorized to conduct business in the state with a current A.M.

Best rating of no less than A: VII, unless otherwise acceptable to the Entity.

Waiver of Subrogation
Contractor hereby agrees to waive rights of subrogation which any insurer of Contractor may acquire from Contractor by virtue of the payment of any loss. Contractor agrees to obtain any endorsement that may be necessary to affect this waiver of subrogation. The Workers’ Compensation policy shall be endorsed with a waiver of subrogation in favor of the Entity for all work performed by the Contractor, its employees, agents and subcontractors.

Verification of Coverage

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Contractor shall furnish the Entity with original Certificates of Insurance including all required amendatory endorsements (or copies of the applicable policy language effecting coverage required by this clause) and a copy of the Declarations and Endorsement Page of the CGL policy listing all policy endorsements to Entity before work begins. However, failure to obtain the required documents prior to the work beginning shall not waive the Contractor’s obligation to provide them. The Entity reserves the right to require complete, certified copies of all required insurance policies, including endorsements, required by these specifications, at any time.

Subcontractors
Contractor shall require and verify that all subcontractors maintain insurance meeting all the requirements stated herein, and Contractor shall ensure that Entity is an additional insured on insurance required from subcontractors. For CGL coverage subcontractors shall provide coverage with a form at least as broad as CG 20 38 04 13.

Surety Bonds
Contractor shall provide the following Surety Bonds:

1. Bid bond

2. Performance bond

3. Payment bond

4. Maintenance bond
The Payment Bond and the Performance Bond shall be in a sum equal to the contract price. If the Performance Bond provides for a one-year warranty a separate Maintenance Bond is not necessary. If the warranty period specified in the contract is for longer than one year a Maintenance Bond equal to 10% of the contract price is required. Bonds shall be duly executed by a responsible corporate surety, authorized to issue such bonds in the State of California and secured through an authorized agent with an office in California.

Special Risks or Circumstances
Entity reserves the right to modify these requirements, including limits, based on the nature of the risk, prior experience, insurer, coverage, or other circumstances.

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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 Account Number: 72-4674 File ID: 24-8642 TO: City Council
FROM: Alex Khojikian, City Manager
PREPARED BY: Public Works Department
MEETING DATE: May 06, 2024
SUBJECT:

Underground Flow Equalization System – Contingency Amendment RECOMMENDATION:

Approve an increase to the contingency reserve associated with the Anderson Pacific Engineering Construction, Inc. construction contract for the Underground Flow Equalization System (UFES) project in the amount of $771,000, for a revised total contingency reserve of $5,671,000; and authorize the Public Works Director to issue change orders within the contingency amount.

BACKGROUND:

The Clean Water Program includes various projects to improve the City of San Mateo’s sanitary sewer system to improve flow management and increase capacity to prevent sanitary sewer overflows. Included in the Basins 2 and 3 project is the Underground Flow Equalization (UFES) project (Project), which consists of construction of a 5.3-million-gallon underground concrete wastewater holding structure beneath the San Mateo County Event Center’s parking lot and new sewers along Delaware Street and Saratoga Drive. Wet weather flows are designed to be conveyed toward UFES for temporary storage until the storm event is over and thus help prevent sanitary system overflows.

On May 4, 2020, Council awarded the UFES construction contract to Anderson Pacific Engineering Construction, Inc. (APEC) in the amount of $55,277,330; established a contingency reserve of $4,500,000; and authorized the Public Works Director to execute the agreement and issue change orders within the contingency amount. The contingency reserve was established to address and mitigate potential unknowns that may arise during construction and was approximately 8.14% of the agreement value.

On August 16, 2021, City Council approved Contract Change Order No. 4 to the UFES construction contract in the amount of $3,877,875 adding construction of approximately 745 linear feet of new 30-inch sewer on Delaware Street between 25th and 28th Avenues to connect the southern end of the original UFES construction contract scope to the northern end of the Delaware Relief Sewer construction package. Council also approved an increase to the contingency reserve in the amount of $400,000, to bring the total contingency reserve to $4,900,000. To date, approximately $4.68 million of the approved contingency has been utilized to issue necessary negotiated change orders for the Project. A summary of the executed contract change orders is included in Attachment 1.

The Project is nearing substantial completion and full beneficial use and operation by the City. However, the Project has encountered challenges during construction that resulted in additional work, including modifications to mechanical, electrical, and civil related construction activities that are required to achieve final completion of the Project. These additions will require contract change orders that will exceed the remaining contingency balance of $223,414. Staff is currently evaluating and negotiating the change order proposals submitted by APEC to complete the additional scope.

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To mitigate risks associated with potential delays in completing the remainder of the work and to provide flexibility for staff to negotiate and execute contract change orders in a timely manner, staff recommends increasing the contingency reserve by an additional $771,000 for a total contingency reserve of $5,671,000. This proposed $5,671,000 total contingency is still within the typical industry guideline of establishing a contingency that is approximately 10% of the construction contract amount.

BUDGET IMPACT:

Funding for this additional contingency amount is available within the Basins 2 & 3 Collection System Improvements (46s003) project.

ENVIRONMENTAL DETERMINATION:

The work addressed by this administrative report is being undertaken to support the Clean Water Program. This project is subject to the requirements of the California Environmental Quality Act (CEQA), the general components of which are included as part of the Final Programmatic Environmental Impact Report (Final PEIR) (SCH No. 201532006) that was prepared for the Clean Water Program. The Final PEIR was certified by City Council on June 6, 2016.

NOTICE PROVIDED
All meeting noticing requirements were met.

ATTACHMENTS
Att 1 - Contract Change Order Summary

STAFF CONTACT
Tom Williams, Senior Engineer
[email protected]
(650) 522-7307
Deryk Daquigan, Deputy Public Works Director
[email protected]
(650) 522-7287

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Att 1 - Underground Flow Equalization System - Anderson Pacific - Contract Change Order Summary (as of 04/04/2024) Table 1. Contract Change Orders that Utilized Contengecy Reserve CCO ID Execution
Date
Price Details of Change
1 1/4/2021 $3,645.41 Addition of 9 Sensors to the tipping buckets 2 6/2/2021 $19,250.14 Additional temporary traffic control measures for the Event Center 3 7/20/2021 ($52,338.58) Additional actuator support beams for the Northern Diversion Structure and Credit for reduced dewatering, 5 9/23/2021 $45,466.22 Additional Electrical Breaker and installation of Baker tank 6 9/23/2021 $497,875.00 Addressing of Pipe buoyancy issues and unusual soil conditions during microtunneling 7 3/2/2022 $547,128.70 Additional manhole shoring, excavation and backfilling to avoid onsite utility conflicts at Delaware / 25th Ave. 8 5/16/2022 $264,129.00 Additional electrical upgrades, 20 ft of Microtunneling on Delaware and construction of additional Manhole and other minor changes
9 8/23/2022 $105,335.07 HVAC Equipment and Controls Modification, additional manhole installation 10 1/4/2023 $219,092.24 Differing subsurface site conditions, additional Level Sensor installation, additional CIPP lining, additional treated soil cost and other changes
11 1/4/2023 $1,044,154.39 Differring subsurface site conditions and additional Stormwater Bypass System 12 5/18/2023 $289,825.80 Additional work associated with foul air vent, additional combination air release valve and CIPP Price Escalation cost
13 5/31/2023 $125,739.67 Extension of Fiber Optic Conduit on 28th Ave 14 7/27/2023 $250,000.00 Additional Station 1 Landscaping restoration 15 8/24/2023 $95,140.97 Additional Force Main Re-routing and inspection and CCTV, resoration of fence and other changes 16 11/8/2023 $134,410.35 Additional Slide Gate Conduit and FRP Duct Support Hardware, Pump Rental 17 1/2/2024 $152,027.34 Traffic Signal Conduit Restoration and Rerouting 18 3/4/2024 $773,380.04 Additional porous concrete paving, additional Equipment Training, additional tree removal and disposal, and other changes
19 3/6/2024 $162,324.09 Additional excavation and other costs due to differing subsurface site conditions Total $4,676,585.85
Table 2. Contract and Change Orders that Did Not Utilize Contengecy Reserve CCO ID Execution
Date
Price Details of Change
Original Contract $55,277,330.00 UFES Construction contract CCO 4 8/18/2021 $3,877,875 Scope addition from Delaware Street Relief Sewer project Total $59,155,205.00 Revised UFES Construction contract

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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 Account Number: 21-4678 File ID: 24-8556-01 TO: City Council
FROM: Alex Khojikian, City Manager
PREPARED BY: Public Works Department
MEETING DATE: May 6, 2024
SUBJECT:

Citywide Small Trash Capture Project – Agreement
RECOMMENDATION:

Approve an agreement with United Storm Water, Inc. for the Citywide Small Trash Capture Project in the amount of $697,277; establish a contingency reserve in the amount of $105,000; and authorize the Public Works Director to execute the agreement in substantially the form presented and issue change orders as allowed by the contract documents and within the contingency amount.

BACKGROUND:

The San Francisco Bay Regional Water Quality Control Board (Regional Board) has mandated the City of San Mateo (City) to reduce trash discharged to the San Francisco Bay through the City’s storm drain system based on a 2009 baseline trash generation rate. The permit requires a 100% reduction rate, relative to the 2009 baseline values, by June 30, 2025.

To date, the City has achieved approximately 87% reduction through the following methods: existing trash capture devices, source control measures, creek and shoreline cleanups, street sweeping, and other control mechanisms. The credits for jurisdiction-wide source control efforts and creek and shoreline cleanups will no longer count toward compliance after June 30, 2025. In order to ensure the City achieves the 100% trash reduction mandate by June 30, 2025, the City must install additional trash capture devices in strategic trash generation areas throughout the City. Non- compliance with trash reduction targets can result in enforcement actions or fines from the Regional Board, or other exposures.

The Citywide Small Trash Capture Project (Project) is designed to satisfy Regional Board requirements, bringing the City closer to the required 100% reduction by installing approximately 450 small trash capture inlet devices at strategic trash generation areas throughout San Mateo.

The Project was advertised on February 8, 2024, and a total of six (6) bids were received and opened on March 7, 2024.

The bids received are listed below in order of increasing bid amount.

Company Name Total Bid Amount
United Storm Water Inc. $697,277.00
GSW Construction $830,020.00
ETIC $987,449.38
Cazadoro Construction $1,206,600.00
Golden Bay Construction $1,283,426.00
Ghilotti Bros $1,329,000.00

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The engineer’s estimate is $1,470,000. Staff reviewed the bids and determined that United Storm Water Inc. is the lowest responsive, responsible bidder and recommends for it be awarded the construction contract. Staff is requesting a larger contingency amount of 15% to cover potential unexpected storm drainage system site conditions given the volume of devices to be installed Citywide. In addition, staff may need to make minor modifications or replace existing storm drain inlets at some locations to allow installation of the small trash capture devices.

BUDGET IMPACT:

There are sufficient funds in Project #46C001 to fund this work in the amount of $697,277.00 and the contingency reserve of $105,000.00 for a total of $802,277.00.

ENVIRONMENTAL DETERMINATION:

NOTICE PROVIDED
All meeting noticing requirements were met.

ATTACHMENTS
Att 1 - Agreement

STAFF CONTACT
Jimmy Vo, Senior Engineer
[email protected]
(650) 522-7319

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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: 9 Section Name: CONSENT CALENDAR File ID: 24-8674 TO: City Council
FROM: Alex Khojikian, City Manager
PREPARED BY: Community Development Department
MEETING DATE: May 6, 2024
SUBJECT:

Community Development Block Grant 2024-25 Annual Action Plan – Adoption RECOMMENDATION:

Adopt the 2024-25 Annual Action Plan for the Community Development Block Grant program.

BACKGROUND:

The Community Development Block Grant (CDBG) Program provides flexible funding for community development projects and programs to assist individuals and families from extremely low- to moderate-income households as defined by the Department of Housing and Urban Development (HUD). The City receives an entitlement grant based on a national formula and has participated in this program since 1977.

The City also received an entitlement amount of HOME Investment Partnerships Program (HOME) funds from 1994 to 2015 that was used to assist housing programs and projects for very low-income households. In 2016, the City joined a consortium with the County of San Mateo and the City of South San Francisco to pool HOME funds to provide more efficiency and timeliness in expending those funds. The City continues to collect loan payments from loans made prior to 2015 and must re- program those funds into HOME-eligible projects. 2024-25 Annual Action Plan
The Annual Action Plan, which is included as Attachment 1, outlines the City’s budget for the coming program year with details of the programs and projects that will be undertaken to address the needs identified in the Consolidated Plan. The Consolidated Plan is the Five-Year Plan which outline’s The City’s long-term needs low-income households face and the goals which they aim to address with HUD funding. The City has not yet received an award letter from HUD detailing the exact amount of funding it will receive for the coming year. However, the CDBG grant is estimated to be $740,000 for the 2024-25 program year using past year averages. The following budget was drawn based upon this estimate and will be adjusted slightly. The remaining funds for the budget will come from program income ($8,000) and unspent funds that have carried over from the prior year ($142,000). The program income is generated by repayment on housing rehabilitation loans and there was a significant carryover from the prior year because of funds which have remain unspent in various contracts over the years which will now be repurposed into a street lighting project. The annual plan also includes programs to address affordable housing and other community needs. The major CDBG activities for the upcoming year are:
• Administration – A maximum of 20% of the CDBG grant is eligible for administrative costs ($105,000). Funds will mainly be used to cover City staff salaries who administer the grant, plus material and service costs. Also included in this category is one grant to Project Sentinel for the provision of fair housing services in the amount of $25,000. • Community Funding – The cap for public services is 15% of the grant and prior year program income ($111,000). At

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the February 21, 2024 meeting, the Community Relations Commission (CRC) identified eight non-profit agencies to receive public services funding to meet priority needs. Each non-profit agency will be granted $13,800 annually over a two-year period. Additional information about the eight non-profit agencies and their public service program(s) is included on pages 47 - 48 of the Annual Action Plan.
• Economic Development – The City will fund two grants for microenterprises assistance ($80,000). The two subrecipients, Renaissance and Upwards will each receive a grant for $40,000 for general microbusiness assistance and childcare microbusiness assistance respectively.
• Minor Home Repair – The City will fund two providers for home repair, energy upgrades, and accessibility modifications to eligible households ($127,000). Rebuilding Together Peninsula and Center for Independence for Individuals with Disabilities will each receive grants to perform general home rehabilitation and accessibility rehabilitation respectively.
• Street Improvement Project – The Department of Public Works will manage this project, prioritizing sidewalk repair and pedestrian improvements located in the CDBG Priority Target Area, consisting of the North Shoreview and North Central neighborhoods ($467,000).

While the City does not directly manage HOME funds, for the purposes of the Annual Action Plan, the City tracks progress towards meeting its housing and Affirmatively Furthering Fair Housing (AFFH) goals through annual HOME activities undertaken by the County of San Mateo. HOME funds have been primarily used for the predevelopment and development of new construction of affordable housing. Progress will be reported on annually through the Consolidated Annual Performance Evaluation Report (CAPER) which is submitted to HUD each September.

BUDGET IMPACT:

The following CDBG budget is in the 2024-25 Annual Action Plan, as well as incorporated into the City’s annual budget.

CDBG Revenues CDBG Expenditures
Administration

$105,000 Entitlement $740,000
(estimate)
Community Funding

$111,000
Program Income

$8,000 Economic Development $80,000
Minor Home Repair

$127,000 Prior Year Carryover $142,000
Street Improvement

$467,000
TOTAL Revenues ~$890,000 TOTAL Expenditures

$890,000
Final expenditures will be updated into the final draft of the Annual Action Plan when HUD releases the exact CDBG allocation.

ENVIRONMENTAL DETERMINATION:

Adoption of this plan 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. In addition, per the Community Participation Plan, a public hearing and comment periods are required. Public notice of the draft Annual Plan was published in the San Mateo Daily Journal on March 21, 2024, starting the 30-day public comment period through April 25, 2024.

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ATTACHMENTS
Att 1 - 2024-2025 Annual Action Plan

STAFF CONTACT
Nicky Vu, Housing Specialist II
[email protected]
(650) 522-7229

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6 CITY OF SAN MATEO
2024-2025 DRAFT

ANNUAL ACTION PLAN
PREPARED BY:

COMMUNITY DEVELOPMENT DEPARTMENT

NEIGHBORHOOD IMPROVEMENT & HOUSING DIVISION
330 W. 20TH AVENUE
SAN MATEO, CA 94403
(650) 522-7220

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6 Executive Summary
AP-05 Executive Summary - 91.200(c), 91.220(b)

1. Introduction
The Annual Action Plan (Annual Plan) is required of the City of San Mateo by the U.S. Department of Housing and Urban Development (HUD) in order for the City to receive federal Community Development Block Grant (CDBG) funds. The City's Annual Plan for fiscal year 2024-25 is the second year of the multi- year 2023-28 Consolidated Plan. The Annual Plan outlines needs and develops strategies to address priority needs of low- and moderate-income populations in San Mateo.

2. Summarize the objectives and outcomes identified in the Plan This could be a restatement of items or a table listed elsewhere in the plan or a reference to another location. It may also contain any essential items from the housing and homeless needs assessment, the housing market analysis or the strategic plan.

This could be a restatement of items or a table listed elsewhere in the plan or a reference to another location. It may also contain any essential items from the housing and homeless needs assessment, the housing market analysis or the strategic plan.

The City's Consolidated Plan identifies the following needs and has developed goals and activities that further HUD's program goals.

Need: Affordable Housing
Goal: The city of San Mateo, along with San Mateo County and the greater Bay Area region, continue to have a significant need for more affordable housing. To address this need, the City will continue to make efforts to increase, maintain, and improve the supply of affordable housing for low- and moderate- income families.

Activities: The City will use CDBG and other local funding sources for new construction, acquisition, and/or rehabilitation of affordable housing units throughout the city. Additionally, the City will use its resources to preserve, repair, and maintain its existing housing stock to address health and safety issues, as well as make units more accessible, weatherized, sustainable, and energy efficient. The City will also continue to administer its First Time Homebuyer program and existing below-market housing rental and ownership units.

Need: Public Facilities Improvements

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6 Goal: Through the community engagement process, San Mateo residents and stakeholders articulated a continued need for improvements to public facilities in the city, primarily those located in areas with a high percentage of low- and moderate-income families. Residents and stakeholders also spoke to the need for public facilities improvements to better serve the needs of special needs populations, such as youth and seniors.

Activities: The City will use its CDBG funds, when feasible, to preserve, improve, and/or rehabilitate facilities used by non-profit agencies for the provision of public services, as well as City-owned community facilities, such as parks and recreation centers.

Need: Public Services
Goal: The continued provision of public services was identified through the community engagement process as a critical need in San Mateo and throughout the county. As such, the City will continue providing services to improve the quality of life for low- and moderate-income families and individuals, including those at risk of experiencing homelessness and special needs populations.

Activities: The City will continue allocating 15% of its entitlement and up to 15% of its previous year’s program income from the City’s Community funding program, as allowed by CDBG regulations.

Collectively, these funds will be granted to non-profit organizations for the provision of public services to low- and moderate-income city residents. Additional funding will also be provided to assist microbusinesses. These funds will be granted to non-profit agencies for provision of public services to individuals and businesses.

Need: Community Development
Goal: Residents and stakeholders through the community engagement process articulated a significant need for infrastructure improvements in areas with high concentrations of low- and moderate-income households
Activities: The City will direct infrastructure improvements to its CDBG Priority Neighborhood. The City will utilize its CDBG funding for capital projects that include, but are not limited to, repairing deteriorating streets, improving accessibility and safety of streets and sidewalks, constructing accessible curb ramps, and other general public safety improvements. The Department of Public Works will manage projects.

Need: Affirmatively Further Fair Housing
Goal: As part of its 2023-31 Housing Element update, the City conducted an assessment of fair housing to understand fair housing issues and contributing factors that inhibit housing choice and access to opportunity in San Mateo. The City has incorporated its Affirmatively Furthering Fair Housing (AFFH) goals into its 2023-27 Consolidated Plan to ensure a holistic approach to achieving goals in both plans.

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6 Activities: The City will allocate funds to non-profit organizations that provide fair housing services to city residents. The City will also work towards the goals from the Assessment of Fair Housing.

3. Evaluation of past performance
This is an evaluation of past performance that helped lead the grantee to choose its goals or projects.

The City recognizes the ongoing needs of the San Mateo community and continues to fund core service needs. All of the Community Funding programs have met or exceeded their goals for service, showing an ongoing need for the services they are providing the community. The cost of housing continues to be extremely high in San Mateo and as a result many of the activities focus on services related to housing.

The City's Minor Home Repair programs have been slower to meet their goals, but all organizations and City staff agree that there is a great need for their services. One concern from the sub grantees is that the rising costs of doing projects have made it difficult to find and complete enough home repairs to stay on track of meeting goals.

For the 2024-2025 fiscal year the City will allocate an additional $467,000 for Street and Sidewalk Reconstruction activities. The City’s Public Works Department adopted a Bike Master Plan, which identifies priorities that will be carried out with the CDBG Street and Sidewalk Reconstruction Projects in the CDBG Target Areas. Based on input from both community members, City Council and Public Works department, there is demonstrated ongoing need for this type of funding.

4. Summary of Citizen Participation Process and consultation process Summary from citizen participation section of plan.

A Community Needs Assessment meeting was held in September 2023 by the Community Resources Commission (CRC), Outreach included notices to both social service providers and resident, inclusion in City E-newsletter, and posted on the City website. Feedback from this meeting was used to guide the development of the draft 2024-2025 Annual Action Plan, which was presented to the CRC once again in March 2024 for review and later to the City Council in May 2024 for final approval.

5. Summary of public comments
This could be a brief narrative summary or reference an attached document from the Citizen Participation section of the Consolidated Plan.

Public comments were received by the City prior and during a public meeting for the Community Relations Commission (CRC). The meeting was held in-person and virtually on September 13, 2023.

Comments from citizen stakeholders described their concerns over rising cost of renting, lack of

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6 affordable housing, and need for more pedestrian infrastructure. At the February 21, 2024 meeting of the CRC, approximately 20 community based non-profits met again to present on the growing gaps in funding that they hope to use CDBG funding for in preparation of the 2024-2025 draft Annual Plan. At the March 20, 2024 meeting of the CRC, the draft plan was recommended for approval. The plan was adopted on May 6, 2024 during a City Council meeting as staff did not receive any outstanding public comments.

6. Summary of comments or views not accepted and the reasons for not accepting them There weren't any community comments or views that were not considered for this year.

7. Summary
The City's 2024-25 Annual Plan has been developed based on the City's service priority needs as well as the goals set forth in the 2023-28 Consolidated Plan.

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6 PR-05 Lead & Responsible Agencies - 91.200(b)

1. Agency/entity responsible for preparing/administering the Consolidated Plan The following are the agencies/entities responsible for preparing the Consolidated Plan and those responsible for administration of each grant program and funding source.

Agency Role Name Department/Agency
CDBG Administrator SAN MATEO Community Development Department HOME Administrator SAN MATEO Community Development Department Table 1 – Responsible Agencies
Narrative
Consolidated Plan Public Contact Information
City of San Mateo
Neighborhood Improvement and Housing Division
330 W. 20th Ave
San Mateo, CA 94403
Phone: (650) 522-7223
Email: [email protected]

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6 AP-10 Consultation - 91.100, 91.200(b), 91.215(l)

1. Introduction
The City consulted with many different stakeholders in developing this Annual Action Plan. Meetings were held internally with the Department of Public Works regarding prioritizing street reconstruction and pedestrian safety projects. Non-profit partners from the area were invited to Community Needs Assessment workshops and Community Relations Commission meetings.

Provide a concise summary of the jurisdiction’s activities to enhance coordination between public and assisted housing providers and private and governmental health, mental health and service agencies (91.215(l)).

Throughout the Annual Action Plan period, the City will maintain its relationships with organizations that serve the public, especially low- and moderate-income residents. Efforts will include:
•Working with other entitlement jurisdictions in San Mateo County to coordinate and streamline the CDBG process
•Working with non-profit social service providers, the County of San Mateo, other entitlement jurisdictions, and other stakeholders to coordinate the provision of needed services in the community
•Providing funds through the community funding program to non-profit service providers •Working with non-profit organizations, private developers, and the County of San Mateo to build and maintain affordable housing
Working with the Continuum of Care, Homeless Outreach Team, and non-profit service providers to coordinate homeless services.

Describe coordination with the Continuum of Care and efforts to address the needs of homeless persons (particularly chronically homeless individuals and families, families with children, veterans, and unaccompanied youth) and persons at risk of homelessness.

The Continuum of Care (COC) guides the implementation of the county's housing and service system to meet the needs of homeless individuals and families. The City of San Mateo participates in COC meetings and monitors decision-making to better understand latest trends in homeless outreach. The COC coordinates the following activities:
•System planning (identifying gaps, developing strategies to fill gaps, responding to emerging best practices, etc.)
•Setting funding priorities for Emergency Solutions Grant and COC funds •Assessing system performance and making system redesigns as needed

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6 •Coordinating with other planning entities such as the Community Action Agency •Undertakes a wide range of efforts to meet the needs of homeless individuals and families Chronically Homeless: COC has created a multi-disciplinary, bilingual, Homeless Outreach Team (HOT) to conduct intensive outreach and engagement with unsheltered and chronically homeless individuals and families located throughout the County, with specialized HOT teams in the cities of San Mateo, Redwood City, South San Francisco, Half Moon Bay, Pacifica, and East Palo Alto.

Families with children: To reduce the number of unsheltered families, the COC has developed a rapid re- housing program. The San Mateo County Human Services Agency has provided funding for a motel voucher program to assist families with children that are waiting to access shelter.

Veterans: Needs include housing and assistance for homeless, employment and education services, and improved and increased liaisons with the Veterans Benefits Administration.

Youth: Currently, HUD COC funds are provided to the San Mateo County Mental Health Association to operate its Support and Advocacy for Young Adults in Transition Program, which provides case management and housing search/stabilization services to homeless youth. The San Mateo County Housing Authority administers the Family Unification Program vouchers.

Describe consultation with the Continuum(s) of Care that serves the jurisdiction’s area in determining how to allocate ESG funds, develop performance standards for and evaluate outcomes of projects and activities assisted by ESG funds, and develop funding, policies and procedures for the operation and administration of HMIS The City of San Mateo does not receive Emergency Solutions Grant (ESG) funding, as the San Mateo County Department of Housing (DOH) is the sole recipient in the county. However, the City does participate in COC meetings as part of its ongoing responsibility in receiving HUD funding. DOH coordinates closely with the COC in regards to the County's ESG, COC, and CDBG funding and is represented on the COC Steering Committee. DOH has also delegated responsibility for management of all ESG funds, plus the portion of the County CDBG funds used for homeless activities, to the COC Lead Agency, and the San Mateo County Human Services Agency (HSA). Management responsibilities include issuing requests for proposals for ESG funding, awarding contracts, gathering community input, data analysis, and contract monitoring. The COC Lead Agency is also the Homeless Management Information System (HMIS) Lead Agency and develops the policies and procedures for operation and administration of HMIS for ESG funded projects.

2. Agencies, groups, organizations and others who participated in the process and consultations

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6 Table 2 – Agencies, groups, organizations who participated Agency/Group/Organization City of San Mateo
Agency/Group/Organization Type Agency - Managing Flood Prone Areas Agency - Management of Public Land or Water Resources
Agency - Emergency Management
Other government - Local
Grantee Department
What section of the Plan was addressed by
Consultation?
Infrastructure
1 Briefly describe how the Agency/Group/Organization
was consulted. What are the anticipated outcomes
of the consultation or areas for improved
coordination?
The Department of Public Works was consulted for prioritization of funds for community development projects. Pedestrian safety and street reconstruction are priorities in the neighborhood. City Council has asked PW to prioritize implementation of its bike master plan. The Public Works department is responsible for overseeing public land, water resources, and flood plain area management. The Fire Department coordinates the annual review of the City's local hazard mitigation plan.

Agency/Group/Organization Peninsula Family Services
Agency/Group/Organization Type Services-Persons with Disabilities Services-Elderly Persons
Regional organization
What section of the Plan was addressed by
Consultation?
Housing Need Assessment
2 Briefly describe how the Agency/Group/Organization
was consulted. What are the anticipated outcomes
of the consultation or areas for improved
coordination?
A representative from Peninsula Family Services spoke at the September 13, 2023 Community Relations Commission meeting about the growing older adult community in San Mateo. They spoke about the need for more mental health services for seniors and their new initiative for loneliness prevention.

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6 Agency/Group/Organization Friends for Youth
Agency/Group/Organization Type Services-Youth
Regional organization
What section of the Plan was addressed by
Consultation?
Housing Need Assessment
3 Briefly describe how the Agency/Group/Organization
was consulted. What are the anticipated outcomes
of the consultation or areas for improved
coordination?
A representative spoke on behalf of Friends for Youth at the September 13, 2023 and February 21, 2024 Community Relations Commission meetings. They reported that the need for emotional and social learning in disadvantaged children is growing. They have seen an increase in waitlist time for group sessions and an increase in children experiencing mental illness.

Agency/Group/Organization HIP Housing
Agency/Group/Organization Type Housing
Services - Housing
Regional organization
What section of the Plan was addressed by
Consultation?
Housing Need Assessment
4 Briefly describe how the Agency/Group/Organization
was consulted. What are the anticipated outcomes
of the consultation or areas for improved
coordination?
A representative from HIP Housing attended the Community Relations Commission meeting on February 21, 2024 to provide input on housing needs within the community and to provide updates to their housing programs, which includes the Home Sharing program and two others. They have also made the Self Sufficiency program that provides rental assistance and case management to low- income parents and transition-aged foster youth and the Housing Readiness Program that provides case management to extremely-low income seniors that need assistance navigating the complex housing system.

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6 Agency/Group/Organization PROJECT SENTINEL
Agency/Group/Organization Type Services - Housing
Service-Fair Housing
Regional organization
Neighborhood Organization
What section of the Plan was addressed by
Consultation?
Housing Need Assessment
5 Briefly describe how the Agency/Group/Organization
was consulted. What are the anticipated outcomes
of the consultation or areas for improved
coordination?
A representative from Project Sentinel spoke at the February 21, 2024 Community Relations Commission regular meeting about the increasing need for fair housing services and conflict resolution services to combat housing discrimination. They continue to work to affirmatively further fair housing practices through information referral and consultation. Last year they hosted the Fair Housing Symposium in Redwood City. They hope to continue protecting civil rights through access to housing.

Agency/Group/Organization Rape Trauma Services
Agency/Group/Organization Type Services-Children
Services - Victims
Regional organization
What section of the Plan was addressed by
Consultation?
Basic Human Needs
6 Briefly describe how the Agency/Group/Organization
was consulted. What are the anticipated outcomes
of the consultation or areas for improved
coordination?
A representative from Rape Trauma Services spoke at the February 21, 2024 CRC meeting to speak about the importance of housing stability is to those who have experienced sexual abuse. Most clients seen by the center are children and low- income, which may lead them to face homelessness. They currently face budget cuts that may hinder their ability to continue providing services.

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6 Agency/Group/Organization Legal Aid Society of San Mateo County Agency/Group/Organization Type Services - Housing
Service-Fair Housing
Regional organization
What section of the Plan was addressed by
Consultation?
Housing Need Assessment
7 Briefly describe how the Agency/Group/Organization
was consulted. What are the anticipated outcomes
of the consultation or areas for improved
coordination?
A representative from the Legal Aid Society of San Mateo spoke at the February 21, 2024 Community Relations Commission meeting about the great difficulty low income residents face when trying to find legal representation during unlawful evictions. The majority of cases seen are related to non-payment of rent. They are starting up their own rental assistance program.

Agency/Group/Organization CALL Primrose
Agency/Group/Organization Type Regional organization
What section of the Plan was addressed by
Consultation?
Basic Human Needs
8 Briefly describe how the Agency/Group/Organization
was consulted. What are the anticipated outcomes
of the consultation or areas for improved
coordination?
A representative from CALLPrimrose spoke at the February 21, 2024 CRC meeting to describe the rise of new families receiving food assistance in their local grocery pantry. More than half of their clients reside in the City of San Mateo. They have implemented a new choice-based distribution model.

Agency/Group/Organization Ombudsman Services of San Mateo County Agency/Group/Organization Type Services-Elderly Persons Service-Fair Housing
Regional organization
9 What section of the Plan was addressed by
Consultation?
Housing Need Assessment

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6 Briefly describe how the Agency/Group/Organization
was consulted. What are the anticipated outcomes
of the consultation or areas for improved
coordination?
A representative from Ombudsman spoke at the February 21, 2024 Community Relations Commission meeting. They investigate elder abuse compliants. The average client is over the age of 65 with some having disabilities. There is currently a shortage of care staff in many facilities and issues are becoming more complicated.

Agency/Group/Organization LifeMoves
Agency/Group/Organization Type Services-homeless
Regional organization
What section of the Plan was addressed by
Consultation?
Homeless Needs - Chronically homeless
Homeless Needs - Families with children
Homelessness Needs - Veterans
Homelessness Needs - Unaccompanied youth
10 Briefly describe how the Agency/Group/Organization
was consulted. What are the anticipated outcomes
of the consultation or areas for improved
coordination?
A representative from LifeMoves spoke at the February 21, 2024 CRC meeting to report on the First Step for Families Shelter and rapid rehousing program. The number of sites for interim housing and related services continue to expand with the increased need. Most of theirs clients who go through their program obtain stable housing. There is an increased need for families to have stable housing, more than just individuals.

Agency/Group/Organization Samaritan House
Agency/Group/Organization Type Services - Housing
Services-homeless
Services-Health
Regional organization
Food, clothing
11 What section of the Plan was addressed by
Consultation?
Housing Need Assessment
Basic Human Needs

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6 Briefly describe how the Agency/Group/Organization
was consulted. What are the anticipated outcomes
of the consultation or areas for improved
coordination?
A representative from Samaritan House described at the September 13, 2023 and February 21, 2024 CRC meetings the exponentially increased demand of CORE services: food, clothing, shelter for San Mateo County. Homelessness prevention services have been added through financial assistance for housing costs. Youth services exist through the clothing and backpack distribution. They now operate three homeless shelters. They also provide a food pharmacy in their free clinic.

Inflation has created a growing need for the most basic of services.

Agency/Group/Organization RENAISSANCE ENTREPRENEURSHIP CENTER/START-UP Agency/Group/Organization Type Services-Employment
Regional organization
What section of the Plan was addressed by
Consultation?
Economic Development
12 Briefly describe how the Agency/Group/Organization
was consulted. What are the anticipated outcomes
of the consultation or areas for improved
coordination?
A representative from the Renaissance Entrepreneurship Center spoke at the February 21, 2024 Community Relations Commission regular meeting. Micro business assistance and technical training in San Mateo County. Small businesses have needed additional support emerging from pandemic conditions where many are operating with a lack of starting capital. They want to try using CDBG money to expand their scope of services.

Identify any Agency Types not consulted and provide rationale for not consulting Despite outreach to an extensive stakeholder list, the agencies who provide the following services did not provide the City with consultation:
•Services - Broadband Internet Service Providers
•Services - Narrowing the Digital Divide
•Services-Persons with HIV/AIDS
•Services-Victims of Domestic Violence

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6 •Despite the lack of response, several of these needs are addressed by grants awarded to public service agencies in the community funding program.

Other local/regional/state/federal planning efforts considered when preparing the Plan Name of Plan Lead Organization How do the goals of your Strategic Plan overlap with the goals of each plan? Continuum of
Care
San Mateo County
Human Services
Agency
The City has identified the core service needs of Basic Human Needs and Preserving or Providing Affordable Housing, both of which support homelessness programming.

Housing
Element City of San Mateo
The Housing Element documents the housing needs in San Mateo and includes the programs and policies to address its Four Goals: Maintain the quality and character of residential neighborhoods; Provide a diversity of housing types, responsive to household size, income and age needs; Ensure that all new housing is developed or remodeled in a sustainable manner; Encourage conservation improvements and measures to the existing housing stock.

Local Hazard
Mitigation Plan
City of San Mateo -
Fire
The plan focuses on the protection of the community from risks associated with disaster. Included are goals to protect community, housing stock, and economic resources. This plan overlaps with the Consolidated Plan as it identifies social vulnerability of low-income households to disasters.

Table 3 - Other local / regional / federal planning efforts Narrative

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AP-12 Participation - 91.401, 91.105, 91.200(c)

1. Summary of citizen participation process/Efforts made to broaden citizen participation Summarize citizen participation process and how it impacted goal-setting The City of San Mateo followed guidelines specified in its Community Participation Plan, engaging as many stakeholders as possible in setting goals and prioritizing the community's needs for the Annual Action Plan. The following actions were taken:
•August 28, 2023 - Sent notification via email to the listserv of community members signed up for Community Relations Commission events
•August 28, 2023 - Email to non-profit partners, neighborhood associations, and other community stakeholders with event information with promotional flyer
•August 28, 2023 - Newspaper ad with meeting notification •September 13, 2023 - Regular meeting of the Community Relations Commission for the Needs Assessment •February 21, 2024 – Regular meeting of the Community Relations Commission to score applicants for the CDBG Community Funding program
•March 20, 2024 - City Web posting, and email notification of draft Annual Plan •March 20, 2024 - Email to non-profit partners, neighborhood associations, and other community stakeholders with event information, sent notification via email to the listserv of community members signed up for Community Relations Commission events •March 21, 2024 - Newspaper Ad
•April 17, 2024 - Special meeting of Community Relations Commission, hearing for the draft Annual Plan •May 6, 2024 – Regular meeting of the City Council, approval of Annual Plan for submission to HUD

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Citizen Participation Outreach
Sort Or
der
Mode of Outr
each
Target of Outr
each
Summary of
response/atten
dance
Summary of
comments rec
eived
Summary of com
ments not
accepted
and reasons
URL (If applicable)
1 Promotional
Flyer
Non-
targeted/broa
d community
August 28, 2023.

Shared
promotional
flyer in English
and Spanish via
email.

No comments
were received. n/a
2 Newspaper
Ad
Non-
targeted/broa
d community
August 28, 2023.

Ad posted in San
Mateo Daily
Journal to
announce the
Community
Needs Hearing
at the
Community
Relations
Commission
meeting. The ad
also announced
a public
comment
period.

No comments
were received. n/a

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Sort Or
der
Mode of Outr
each
Target of Outr
each
Summary of
response/atten
dance
Summary of
comments rec
eived
Summary of com
ments not
accepted
and reasons
URL (If applicable)
3 Public
Meeting
Non-
targeted/broa
d community
September 13,
2023. Several
members of the
community,
representatives
from local non-
profits, and
other
stakeholders
were in
attendance for
the special
meeting of the
Community
Relations
Commission. A
summary of
community
member
comments is
included here,
and comments
from other
stakeholders is
included in the
consultation
section of the
plan.

A community
member
provided
comments on
the growing
need for
affordable
housing as well
as special
needs for
historically
disadvantaged
communities.
n/a

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Sort Or
der
Mode of Outr
each
Target of Outr
each
Summary of
response/atten
dance
Summary of
comments rec
eived
Summary of com
ments not
accepted
and reasons
URL (If applicable)
4 Internet
Outreach
Non-
targeted/broa
d community
August 28, 2023;
March 20, 2024.

Emails sent out
to the
Community
Relations
Commission
interest list
announcing the
meetings.

No comments
received. n/a https://www.cityofsanmateo.org/3988/
Community-Conversations
5 Newspaper
Ad
Non-
targeted/broa
d community
March 21, 2024.

Ad posted in San
Mateo Daily
Journal to
announce the
Draft Action Plan
at the
Community
Relations
Commission
meeting. The ad
also announced
a public
comment
period.

No comments
received. n/a

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Sort Or
der
Mode of Outr
each
Target of Outr
each
Summary of
response/atten
dance
Summary of
comments rec
eived
Summary of com
ments not
accepted
and reasons
URL (If applicable)
6 Public
Meeting
Non-
targeted/broa
d community
April 17, 2024.

Special meeting
of Community
Relations
Commission,
hearing for the
draft Annual
Plan.

No comments
received. n/a
7 Public
Meeting
Non-
targeted/broa
d community
May 6, 2024.

Regular meeting
of the City
Council,
approval of
Annual Plan for
submission to
HUD.

No comments
received n/a
Table 4 – Citizen Participation Outreach

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Expected Resources
AP-15 Expected Resources - 91.420(b), 91.220(c)(1,2)
Introduction
Anticipated resources from CDBG include the estimated 2024 entitlement grant of $740,000. Unless waived by HUD, CDBG pre-award costs for FY 2024-2025 will not exceed 25% of the grant and will be used for the CDBG eligible activities as indicated above. Should the HUD grant be different than the estimate, the Community Funding program will be adjusted to remain below 15% of the grant plus program income, and the balance will go into the Street work Repairs project.

CDBG CONTINGENCY LANGUAGE
If the City receives more than what is estimated above:
•15% of the extra funding will go towards Public Service Activities. Priority will be given to those agencies that can assist the most people/households with the extra funding.
•20% of the extra funding will go towards administration costs. •The remaining balance will go towards the Street and Sidewalk Improvements Program.

If the City receives less what is estimated above:
•Funding for Public Service Activities shall be reduced proportionately (unless agreed upon by the City and agency) in order to keep funding for public service agencies below 15% of the allocation plus 15% of prior year program income. •Funding for Administration shall be reduced so as to keep the funding under 20% of the allocation plus the estimated program income for FY24/25.
•The remaining reduction will go to reduce the Street and Sidewalk Improvements Program.

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Anticipated Resources
Expected Amount Available Year 1Program Source
of Funds
Uses of Funds
Annual
Allocation:
$
Program
Income:
$
Prior Year
Resources:
$
Total:
$
Expected
Amount
Available
Remainder
of ConPlan
$
Narrative Description
CDBG public -
federal
Acquisition
Admin and
Planning
Economic
Development
Housing
Public
Improvements
Public Services 740,000 8,000 142,000 890,000 890,000
Annual Allocation includes estimated
CDBG 2024 entitlement of $740,000.

Other public -
federal
Acquisition
Other 0 50,000 50,000 100,000 300,000
Accumulation of HOME Loan payments
collected from previous contract
agreements.

Other public -
local
Housing
2,000,000 0 2,000,000 4,000,000 6,000,000
Local funds from commercial linkage fee,
and annual 20% of tax increment
(boomerang funds) and loan repayments
from former Redevelopment Agency.

Table 5 - Expected Resources – Priority Table
Explain how federal funds will leverage those additional resources (private, state and local funds), including a description of how matching requirements will be satisfied
The City receives direct entitlement funds from Federal CDBG Program that are used to address identified needs. The City is also part of the San Mateo County HOME Consortium; HOME funds formerly granted directly to the City are now combined with the County of San Mateo and the

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City of South San Francisco in order to use the funds more efficiently. The City also receives HOME loan repayments from projects assisted with HOME funds provided prior to joining the consortium in 2015.

The City manages a varied portfolio of housing loans from several programs including Housing Rehabilitation and First Time Homebuyer programs as well as developer loans for new construction or acquisition/rehabilitation projects. Program income from this portfolio augments the CDBG and HOME funds as well as now defunct programs such as Redevelopment and former CalHOME owner rehab loan program. Loan repayments from loans funded with former Redevelopment funds are deposited in the Low Mod Housing Asset Fund to be used for future affordable housing programs. The City also sets aside the equivalent of 20% of the property tax increment attributed to the former Redevelopment areas for housing, known as “boomerang funds”. The City collects subordination processing fees and fractional unit fees associated with its Below Market Rate Program in its City Housing Fund, which is typically used to assist regional housing initiatives that are outside of the San Mateo’s city limits.

The City Council adopted a commercial linkage fee ordinance which became effective on November 5, 2016. New commercial projects with square footage in excess of 5,000 square feet pay a fee to mitigate the impact of new jobs on local housing supply.

The City also receives an annual allocation of the State Permanent Local Housing Allocation (PHLA) as provided by the Building Homes and Jobs Act to increase the supply of affordable housing. The City received $293,000 for the 2023 allocation of PLHA. There are a number of new State programs that City will watch and apply for as they become available including Local Early Action Planning grants to support planning efforts to increase the supply of housing, as well as the Local Housing Trust Fund Program. The City also tracks and supports legislation that promotes and increases resources for affordable housing.

Section 8 funds are provided to San Mateo residents through the San Mateo County Housing Authority. McKinney-Vento Homeless Assistance Act funds are managed by the San Mateo County Human Services Agency as part of the Continuum of Care, in which San Mateo participates. The County of San Mateo also supports housing projects countywide with its HOME and CDBG funds which often are used to leverage City resources.

The Housing Endowment and Regional Trust (HEART) of San Mateo County is a public/private partnership whose goal is to raise funds to create affordable housing opportunities in San Mateo County.

Low-Income Housing Tax Credits are offered through the State on a competitive process and with the dissolution of Redevelopment, applications for these funds are expected to become even more in demand and competitive. The State also has also set aside a portion of the Cap and Trade funds for housing located close to transit in its Affordable Housing Sustainable Communities program. The City will support

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developer applications for tax credits and other State Housing programs as they become available for appropriate and eligible projects.

If appropriate, describe publicly owned land or property located within the jurisdiction that may be used to address the needs identified in the plan
As described in the City’s 2023 Housing Element, there are two publicly owned properties that will offer affordable housing in San Mateo. The first is Kiku Crossing, located on East 4th Avenue. The property was formerly a public parking lot and will provide 225 affordable homes for families and individuals. Of those units, 57 will be for public employees, 22 will house formerly homeless households, and eight units will be for individuals with intellectual and developmental disabilities. The project obtained full planning approvals and an executed Disposition, Development and Loan Agreement in summer of 2020. Construction commenced throughout 2023, is expected to be completed in spring 2024, and leasing will be completed in fall 2024. Additionally, Bespoke, also a former parking lot, will be located on South B Street and will provide 60 affordable units to extremely low income, very low-income and low-income households along with community facilities, commercial space, and office space.

Discussion

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Annual Goals and Objectives
AP-20 Annual Goals and Objectives - 91.420, 91.220(c)(3)&(e) Goals Summary Information
Sort
Order
Goal Name Start
Year
End
Year
Category Geographic
Area
Needs Addressed Funding Goal Outcome Indicator
1 Maintain and
Preserve Existing
Housing
2024 2025 Affordable
Housing
Affordable Housing CDBG:
$127,000
City
sources:
$500,000
Homeowner Housing
Rehabilitated: 25 Household
Housing Unit
2 Community Funding 2024 2025 Public Services Public Services CDBG:
$111,000
Public service activities other
than Low/Moderate Income
Housing Benefit: 4,162
Persons Assisted
3 Street and Sidewalk
Improvements
2024 2025 Non-Housing
Community
Development
CDBG Priority
Neighborhood
CDBG:
$467,000
Public Facility or
Infrastructure Activities
other than Low/Moderate
Income Housing Benefit:
20000 Persons Assisted
4 Public Facilities 2024 2025 Non-Housing
Community
Development
Public Facilities
Improvements
Other: 2 Other
5 Affordable Housing 2024 2025 Affordable
Housing
Affordable Housing City
sources:
$6,850,000
Rental units constructed:
225 Household Housing Unit

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Order
Goal Name Start
Year
End
Year
Category Geographic
Area
Needs Addressed Funding Goal Outcome Indicator
6 First Time Homebuyer 2024 2025 Affordable
Housing
Affordable Housing City
sources:
$300,000
Direct Financial Assistance to
Homebuyers: 5 Households
Assisted
7 Microbusiness
Assistance
2024 2025 Economic
Development
Economic
Development
CDBG:
$80,000
Businesses assisted: 73
8 AFFH goal: Adjust
city’s Below market
rate (inclusionary)
program
2024 2025 Affordable
Housing
AFFH Factor: Lack of
affordable housing in
high opportunity areas;
Hispanic and single
female households are
concentrated in low
opportunity tracts
Feasibility analysis
completed; implementation
of redesigned program
9 AFFH goal: Regional
downpayment
assistance program
2023 2031 Accessible
homeownership
AFFH Factor: Historic
discrimination and
continued mortgage
denials
Affirmatively market to 20
Hispanic households;
Downpayment assistance to
30 households; homebuyer
education to 200 households
10 AFFH goal: Forgivable
loans for ADUs
2025 2026 Increased
housing supply
and affordable
Housing
AFFH Factor: Low-
income rental options
concentrated in low
opportunity tracts
Reach 5 households annually

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Order
Goal Name Start
Year
End
Year
Category Geographic
Area
Needs Addressed Funding Goal Outcome Indicator
11 AFFH goal:

Affirmatively market
city supported
housing
2023 2031 Affordable
Housing
AFFH factor: Lack of
affordable housing in
high opportunity areas;
Hispanic and single
female households are
concentrated in low
opportunity tracts
Developers affirmatively
market to 1,000 units over
eight years
12 AFFH goal: Incentivize
developers with
subsidies, fee waiver,
density bonuses to
increase accessibility
requirements
2023 2031 Affordable
Housing
AFFH factor: Lack of
affordable housing in
high opportunity areas;
Lack of accessible
affordable units
Update development
agreements; update City’s
Inclusionary Housing Policy
13 AFFH goal: Prioritize
city funding proposals
for city funded
affordable housing
residents that are
hard to serve
2027 2028 Affordable
Housing
AFFH factor: Lack of
accessible affordable
units; concentration of
low income and low
opportunity census
tracts
Conduct a best practices
review and develop program
to prioritize City funding for
housing projects
14 AFFH goal: Conduct
an area plan North
Shoreview and North
Central
neighborhoods
2023 2025 Land use
resources
AFFH Factor: Lack of
affordable housing in
high opportunity areas;
concentration of low
income and low
opportunity census
tracts
Prepared plan

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Order
Goal Name Start
Year
End
Year
Category Geographic
Area
Needs Addressed Funding Goal Outcome Indicator
15 AFFH goal: Preference
home repair projects
in low opportunity
census tracts
2023 2031 Financial
resources
AFFH Factor:

Disparities in access to
opportunity
Annual goal of 10 home
repairs; 14 accessibility
modifications for low-
income residents
16 AFFH goal: Monitor
affordable housing
that is at risk of
conversion
2023 2031 Affordable
housing
AFFH factor: Outreach
capacity and
enforcement;
disproportionate
housing needs
Coordinate with owners to
preserve 24 units at risk of
expiring; provide tenant
outreach and education; add
displacement preference for
new affordable housing
17 AFFH goal: Expand
tenant protects
2023 2026 Displacement risk AFFH factor: Disparities
in access to
opportunity
Require tenant relocation
payment for no fault
evictions; require
documentation from
landlords when tenants are
evicted due to remodels;
enforce penalties when units
are unsafe/substandard
18 AFFH goal: Conduct
fair housing training
for landlords and
tenants
2023 2027 Equal
opportunity
housing
AFFH factor: Persons
with disabilities and
persons of color are
most likely to file fair
housing complaints
with HUD
Provide annual funding to
Project Sentinel to provide
training every two years,
targeting 200 landlords

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Annual Action Plan
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Goal Name Start
Year
End
Year
Category Geographic
Area
Needs Addressed Funding Goal Outcome Indicator
19 AFFH goal: Create fair
housing webpage
2024 2031 Equal
opportunity
housing
AFFH factor: Lack of
understanding of
reasonable
accommodation; lack
of affordable accessible
units
Create City website about
housing discrimination, laws,
and protections
20 AFFH goal: Ensure
multifamily
properties explain
reasonable
accommodations
requests
2024 2026 Equal
opportunity
housing
AFFH factor: Lack of
accessible affordable
units
Create ongoing condition of
approval for below market
rate and affordable
developments; explore
enforcement options
21 AFFH goal: Prevent
displacement
2023 2031 Affordable
housing
AFFH factor: Lack of
access to opportunity;
concentration of low
opportunity census
tracts; lack of
investment in older
housing stock
Study options that support
housing stability and long-
term affordability;
implement findings
Table 6 – Goals Summary
Goal Descriptions

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Goal Name Maintain and Preserve Existing Housing1
Goal
Description
Provide funds to preserve, repair, and maintain existing housing stock. Emphasis on repairs that clear health and safety issues, retrofits to homes for more sustainability and energy efficiency, and make properties more accessible for individuals with special needs.