Agenda, regular meeting — San Mateo City Council, August 19, 2024

CITY OF SAN MATEO
City Council Regular Meeting
August 19, 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
THIS MEETING CAN BE ATTENDED IN PERSON OR REMOTE BY JOINING ZOOM – SEE CODES BELOW.

PUBLIC COMMENTS WILL BE ACCEPTED BOTH IN PERSON AND REMOTEL Y.

SEE END OF AGENDA FOR OPTIONS AND INSTRUCTIONS ON HOW TO PARTICIPATE IN THE MEETING.

To join via Zoom – click here:

August 19, 2024
To join via telephone: (408) 638-0968
Webinar ID: 854 2538 3708 Passcode: 626417
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.

Item #28 was added to the amended agenda on Friday, August 16, 2024

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 American Little League 12U - Recognition

2. Peninsula Clean Energy Update - Presentation

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

3. State Route 82/State Route 92 Interchange Landscaping Improvements Project – Agreement Approve an agreement with Marina Landscape, Inc. for the State Route 82/State Route 92 Interchange Landscaping Improvements Project in the amount of $1,650,150; establish a contingency reserve in the amount of $250,000; 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: The landscaping scope of work received environmental clearance when the project level initial study and negative declaration for the 82/92 Interchange Project was approved in May 2014. Environmental clearance for the Landscaping Project has been re-validated by Caltrans on September 2, 2021.

4. Central Recreation Center Roof Improvements – Agreement

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Adopt a Resolution approving an alternative purchasing procedure to award an agreement with McGinnis Chen Associates, Inc. for design professional services in an amount not to exceed $93,025; establish a contingency reserve of $10,000; and authorize the Public Works Director to execute the agreement in substantially the form presented and issue amendments 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.)

5. 1001 Haddon Drive Ponding Repair – Agreement
Approve an agreement with W.R. Forde Associates, Inc. for 1001 Haddon Drive Ponding Repair Project in the amount of $163,415.00; establish a contingency reserve in the amount of $24,500; 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 amount of the contingency amount.

6. 731 and 771 Crystal Springs Road Access Easements – Acceptance Adopt Resolutions to accept two Grants of Easement on 731 Crystal Springs Road and 771 Crystal Springs Road; and authorize the City Manager to execute the Grants of Easement in substantially the form presented.

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. Parks and Recreation Department Field Mowers - Purchase Contract Adopt a Resolution to approve an alternative purchasing procedure and approve a purchase contract with Turf Star, Inc. for the purchase of one (1) Toro Groundsmaster 4700 and one (1) Toro Z Master Revolution in a total amount not to exceed $182,782.62; establish a contingency reserve in the amount of $30,000.00; and authorize the Public Works Director to execute the purchase contract in substantially the form presented and issue change orders within the contingency amount.

CEQA: This purchase is not a project subject to CEQA, because it can be seen with certainty that there is no possibility that the purchase of field mowers may have a significant effect on the environment. (CEQA Guidelines Section 15061(b)(3).)

8. Staff Augmentation Services – Agreement
Approve a professional consultant services agreement to SNG & Associates, Inc. in an amount not to exceed $200,000; establish a contingency reserve of $20,000; and authorize the Public Works Director to execute the agreement in substantially the form presented and issue any future amendments within the contingency amount.

CEQA: This Council action is not a project subject to CEQA review under the “common sense” exemption, because it can be seen with certainty that there is no possibility that the award of a staff augmentation agreement to assist the City in managing capital improvement projects may have a significant effect on the environment. (CEQA Guidelines Section 15061(b)(3).)

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9. Afterschool Enrichment Services for School Year 2024-2025 – Agreement Approve an agreement with San Mateo Union High School District for afterschool enrichment services for Empowerment Through Action (ETA) Program in an amount not to exceed $31,000 starting on August 20, 2024 through May 29, 2025 and authorize Parks and Recreation Director to execute the agreement in substantially the form presented.

CEQA: This agreement 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).)

10. Police Department Roof Improvements – Construction Contract Adopt a Resolution approving an alternative purchasing procedure to award a construction contract to Angeles Contractor, Inc. in the amount of $1,607,434.64 for the Police Department Roof Improvements project; establish a contingency reserve in the amount of $160,000.00; and authorize the Public Works Director to execute the contract in substantially the form presented and issue change orders within the contingency amount.

11. League of California Cities Annual Conference – Voting Delegate Designation Designate Deputy Mayor Rob Newsom Jr as the City's Voting Delegate and Council Member Rich Hedges as the alternate for the 2024 League of California Cities Annual Conference.

CEQA: This action 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. Community Development Permit Tracking Software – Amendment Approve Amendment No. 2 to the Agreement with Tyler Technologies, Inc. to convert the existing on-premises EnerGov Permitting and Licensing software to a cloud-based service hosted by Tyler Technologies; increase the annual service maintenance/support fee from $90,759 to $194,381; and authorize the Community Development Director to execute the Amendment in substantially the form presented.

CEQA: This Amendment is not a project subject to CEQA, because it can be seen with certainty that there is no possibility that transitioning EnerGov Permitting and Licensing software to cloud-based services will have a significant effect on the environment. (CEQA Guidelines Section 15061(b)(3).)

13. Wastewater Treatment Plant Upgrade and Expansion Project Easement – Amendment Adopt a Resolution to approve an amendment to the Easement Deed and Agreement between the City of San Mateo and All American Self Storage, L. P. modifying the Public Utility Easement for the Wastewater Treatment Plant site; and authorize the Mayor to execute the amendment in substantially the form presented.

CEQA: The City prepared a Final Programmatic Environmental Impact Report (Final PEIR) in accordance with the California Environmental Quality Act (CEQA) (SCH No. 2015032006). The PEIR was certified by City Council on June 6, 2016. In accordance with CEQA, the Final PEIR serves as the primary environmental compliance document for implementation of the Clean Water Program. The City prepared an Addendum to the Final PEIR that were approved on July 16, 2018 (Addendum 1) and April 15, 2019 (Addendum 2). This work is within the scope of the project evaluated in the PEIR and Addenda.

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14. Wastewater Treatment Plant Upgrade and Expansion Project Owner-Controlled Insurance Program – Policy Extension
Approve an extension to the City’s Owner-Controlled Insurance Program policy with Old Republic General Insurance Corporation to extend coverage for construction of the Wastewater Treatment Plant Upgrade and Expansion Project in an amount not to exceed $1,069,153, for a revised total not to exceed cost of $10,569,153; approve a contingency reserve in the amount of $350,000 for potential additional extensions; and authorize the City Manager to approve the policy extension in substantially the form presented and additional policy extensions within the contingency amount.

CEQA: For the WWTP Project, the City prepared a Final Programmatic Environmental Impact Report (Final PEIR) in accordance with the California Environmental Quality Act (CEQA) (SCH No. 2015032006). The PEIR was certified by City Council on June 6, 2016. In accordance with CEQA, the Final PEIR serves as the primary environmental compliance document for implementation of the Clean Water Program. The City prepared an Addendum to the Final PEIR that were approved on July 16, 2018 (Addendum 1) and April 15, 2019 (Addendum 2).

15. Wastewater Treatment Plant Upgrade Engineering Services During Construction – Amendment & Contingency Increase
Approve Amendment No. 11 to the agreement with HDR Engineering, Inc. for additional engineering services during construction for the Wastewater Treatment Plant Upgrade and Expansion Project in the amount of $1,607,808 for a new total agreement amount of $18,095,235; increase the contingency reserve by $320,000 for a new total contingency amount of $3,664,000; and authorize the Public Works Director to execute the amendment and issue change orders within the contingency amount.

16. High Voltage Streetlight Conversion (Phase 5) Project – Agreement Approve an agreement with Columbia Electric, Inc. for construction of the High Voltage Streetlight Conversion (Phase 5) Project in the amount of $2,050,325; establish a contingency reserve in the amount of $315,000; 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 contingency amount.

17. Police Department Radio Replacement – Agreement
Adopt a Resolution to use an alternative purchasing procedure in accordance with Municipal Code Section

3.60.070(h)(3) to approve an agreement with Metro Mobile Communications for the purchase of replacement handheld and mobile radios for the San Mateo Police Department in the amount of $721,055.83; authorize the Chief of Police to execute the agreement in substantially the form presented; and authorize the Chief of Police to issue change orders of up to $50,000 cumulatively and the City Manager to issue change orders in excess of $50,000 but not to exceed $100,000 cumulatively.

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CEQA: This action is not a project subject to CEQA, because it can be seen with certainty that it will not cause a physical change in the environment. (Public Resources Code Section 21065.)

18. Marina Library Structural Improvements Project – Amendment and Contingency Increase Approve Amendment No. 4 with Siegel & Strain Architects for design professional services for the Marina Library Structural Improvements project in an amount not to exceed $506,694 for a new agreement amount of $903,551; increase the contingency reserve in the amount of $54,000 for a total contingency of $90,000; and authorize the Public Works Director to execute the amendment in substantially the form presented and any future amendments within the contingency amount.

CEQA: This Approval of Amendment No. 4 is not a project subject to CEQA, because the work associated with the Marina Library Structural Improvements Project is categorically exempt as an “existing facility,” in that 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.)

19. Tuolumne County Resource Conservation District – Agreement Approve an agreement for a term from September 2, 2024, to June 30, 2025, with the Tuolumne County Resource Conservation District for compost procurement services in the amount of $3,600 and authorize the City Manager to execute the agreement in substantially the form presented.

CEQA: An agreement with the Tuolumne County Resource Conservation District to assist the City in procuring compost to meet the City’s annual compost procurement target is not a project subject to CEQA, because it can be seen with certainty that approval of this agreement will not cause a direct physical change, or a reasonably foreseeable indirect change in the environment. (Public Resources Code Section 21065.)

20. Police Department Motorcycle Replacement - Contract Adopt a Resolution to approve an alternative purchasing procedure and approve a purchase contract with National Auto Fleet Group, a Division of Chevrolet of Watsonville, for the purchase of four (4) new BMW RT 1250 police specification motorcycles in the total amount not to exceed $165,582.83; establish a contingency reserve in the amount of $20,000; and authorize the Public Works Director to issue change orders and execute the purchase contract in substantially the form presented.

CEQA: This purchase contract is not a project subject to CEQA, because it can be seen with certainty that there is no possibility that the purchase of four replacement police motorcycles may have a significant effect on the environment. (CEQA Guidelines Section 15061(b)(3).)

21. City Wide In-Person Safety Training – Amendment
Approve Amendment No. 2 to the professional consultant services agreement with Du-All Safety, LLC, for in- person safety training of City employees; increase the agreement by $240,000, for a new not-to-exceed total amount of $360,000; approve a contingency reserve increase of $40,000, for a new contingency total of $52,000; extend the term of the agreement through August 31, 2026; and authorize the Public Works Director to execute the amendment in substantially the form presented and execute amendments within the contingency amount, including no-cost time extensions.

CEQA: This Council action is exempt from CEQA, in that it can be seen with certainty that there is no possibility that safety training for City employees may have a significant effect on the environment. (CEQA Guidelines Section 15061(b)(3).)

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22. Clean Water Program – Program Management Contingency Approve an increase to the contingency reserve associated with Amendment No. 9 to the agreement with CH2M Hill Engineers, Inc., for program management services for the Clean Water Program, in the amount of $250,000, for a revised contingency reserve of $1,697,000; and authorize the Public Works Director to execute amendments within the contingency amount.

CEQA: Council approval of a contingency increase associated with Amendment No. 9 to the Agreement between the City and CH2M is exempt from CEQA review because the potential use of contingency to increase continued program management can be seen with certainty that there is no possibility that the management services may have a significant effect on the environment. (CEQA Guidelines section 15061(b)(3).) In addition, the City prepared a Final Programmatic Environmental Impact Report (Final PEIR) for the Clean Water Program in accordance with the California Environmental Quality Act (CEQA) (SCH No. 2015032006). Council on June 6, 2016, certified the PEIR. In accordance with CEQA, the Final PEIR serves as the primary environmental compliance document for the implementation of the Clean Water Program. The City prepared Addenda to the Final PEIR that was approved on July 16, 2018 (Addendum 1) and April 15, 2019 (Addendum 2)

23. Library Materials Acquisition – Amendment
Approve an amendment to the agreement with Baker & Taylor for a 3-year extension to be the primary vendor to provide library materials including books, audiobooks, DVDs, CDs and customized collection development services in the amount not to exceed $500,000 annually for fiscal years 2024-25, 2025-26, and 2026-27 and authorize the City Manager to execute the amendment in substantially the form presented.

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

24. Worker Resource Center at 171 North Amphlett Boulevard – Lease Amendment Adopt a Resolution to appropriate $5,000 from the General Fund to the Worker Resource Center Fund to cover the additional cost of leasing the property at 171 North Amphlett Boulevard; approve Amendment No. 1 to the lease agreement for the property at 171 North Amphlett Boulevard for a period of one year at the rate of $5,627.54 per month for use as the Worker Resource Center; and authorize the City Manager to execute the lease amendment in substantially the form presented.

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

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

Public comment is limited to a total of 15 minutes; however, an opportunity for additional public comment may be provided later in the agenda.

OLD BUSINESS

25. Community Relations Commission Amendment – Ordinance Introduction Introduce an Ordinance to amend the San Mateo Municipal Code Chapter 2.21 "Community Relations Commission" to incorporate diversity, equity, and inclusion issues or topics into the scope of work of the

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commission.

CEQA: This ordinance amendment introduction 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).)

26. Youth Commissioners – Ordinance Introduction
Introduce an ordinance to amend San Mateo Municipal Code Chapter 2.15 “Library Board,” Chapter 2.28 “Sustainability and Infrastructure Commission,” and Chapter 2.29 “Senior Citizens Commission” to provide for Council appointment of two non-voting youth advisory members to each of these entities.

CEQA: This ordinance introduction is not a project subject to CEQA, because it can be seen with certainty that it will not cause a physical change in the environment. (Public Resources Code Section 21065.)

NEW BUSINESS

27. 2000 S. Delaware Street Affordable Housing Development Transfer to MidPen Housing - Reassignment and Amendment of Ground Lease and Conditional Loan Commitment Term Sheet Approve: (1) a reassignment of the ground lease for the affordable housing project at 2000 S. Delaware Street from Westlake Reality Group to MP 2000 Delaware, LLC and amendments to the ground lease to deepen the affordability of the units in the Project to households at or below 80% of Area Median Income; and authorize the City Manager to execute the reassigned and amended ground lease in substantially the form provided; (2) a Term Sheet that includes a conditional loan commitment of $500,000 in exchange for deepening the affordability of the 60 rental units in the Project from moderate to low-income; and direct staff to return to City Council by end of November with a regulatory agreement, loan agreement, and other documents required to fulfill the commitments in the Term Sheet, for City Council approval.

CEQA: This action is not a project subject to CEQA, because it can be seen with certainty that it will not cause a physical change in the environment. (Public Resources Code Section 21065.)

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.

28. Conference with Legal Counsel – Existing Litigation (Paragraph (1) of subdivision (d) of Government Code Section 54956.9) Name of Case: Interstate Grading and Paving, Inc. v. City of San Mateo, San Mateo Superior Court Case No.: 23- CIV-05188

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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Send comments to:
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until 4 p.m. the day of the meeting.

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Click the link at the top of the agenda and you’ll be added to the meeting. All attendees are muted by default. When the item of interest is open for consideration, select the “Raise Your Hand” icon and you will be called on at the appropriate time.

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

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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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San Mateo City CouncilAugust 19, 2024

San Mateo City Council
August 19, 2024