Agenda packet, regular meeting — San Mateo City Council, October 21, 2024

CITY OF SAN MATEO
City Council Regular Meeting
October 21, 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
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 REMOTELY.

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

To join via Zoom – click here: Monday, October 21, 2024 To join via telephone: (408) 638-0968
Webinar ID: 898 8303 6436 Passcode: 347252
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. Code Enforcement Officer Appreciation Week – Proclamation

2. Domestic Violence Awareness Month – 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.

3. City Council Meeting Minutes – Approval
Approve the special and regular minutes of the City Council meetings of August 19, September 3, September 16, and October 7.

CEQA: This minutes approval 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).)

4. Legal Advertising Services – Bid Rejection
Reject all proposals received for the City's Legal Advertising Services. 1 of 456
CEQA: This bid rejection 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).)

5. Park and Recreation Commission Youth Commissioner – Reappointment Reappoint Thomas Jacob Jelniker as a Youth Commissioner to the Park and Recreation Commission for one additional one-year term, expiring November 6, 2025.

CEQA: This reappointment 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).)

6. Solid Waste Rate Setting Consultant - Agreement
Approve an agreement with HF&H Consultants, LLC for solid waste rate setting consultant services through March 31, 2028, in an amount not to exceed $217,646, with up to three optional one-year extensions in the amount of $64,018 each, and each subject to an annual inflationary adjustment capped at 5% based on the change in the CPI-U (San Francisco) published by the Bureau of Labor Statistics, for a total potential agreement amount not to exceed $409,700 plus CPI-U increases; and authorize the Director of Public Works to execute the agreement in substantially the form presented and issue amendments for no-cost time extensions.

CEQA: This agreement is not a project subject to CEQA, because it can be seen with certainty that there is no possibility that approving an agreement for solid waste rate setting consultant services will have a significant effect on the environment. (CEQA Guidelines Section 15061(b)(3).)

7. Citywide Facilities Condition Assessments – Amendment Approve Amendment No. 1 to the agreement with ELS Architecture & Urban Design for professional services to perform Citywide Facilities Condition Assessments Tasks 2, 3, and 4 in the amount of $556,433.75, for a new agreement total of $607,500; and authorize the Public Works Director to execute the amendment in substantially the form presented.

CEQA: Approval of this amendment is not a project subject to CEQA, because it can be seen with certainty that there is no possibility that a conditions assessment of City facilities will have a significant effect on the environment. (CEQA Guidelines Section 15061(b)(3).)

8. Office of Traffic Safety - Appropriation and Grant Spending Plan Adopt a Resolution to approve a grant spending plan and appropriate funds for the Office of Traffic Safety Selective Traffic Enforcement Program grant totaling $200,000 and authorize the Chief of Police to accept and execute the agreement in substantially the form presented and expend the funds.

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.)

9. Community Wellness and Crisis Response Team Mental Health Partnership Services – Agreement Approve an agreement with the County of San Mateo for the provision of the Community Wellness and Crisis Response Team Program in FY24/25 in the estimated amount of $79,100; approve a change order in the amount of $35,267.46 to cover the final costs for CWCRT services rendered in FY23/24; 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; and authorize the Chief of Police to execute the agreement in substantially the form presented.
2 of 456
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.)

10. Congregate Nutrition Program — Interagency Agreement Approve an interagency agreement with the County of San Mateo for Fiscal Year 2024-2025 to partially fund a congregate nutrition program through the Older Americans Act up to $47,686; and authorize the Director of Parks and Recreation to execute the agreement.

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).)

11. Lifeline Grant Cycle 7 — Interagency Memorandum of Understanding Adopt a Resolution to approve an interagency Memorandum of Understanding (MOU) between the San Mateo County Transit District ("DISTRICT") and the City of San Mateo ("RECIPIENT") for the funding of the Get Around! Senior Transportation Program and authorize the acceptance of $314,000 in grant funds to support the program for Fiscal Year 2024-2025; and authorize the Director of Parks and Recreation to execute the MOU.

CEQA: This Memorandum of Understanding (MOU) 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. Wastewater Treatment Plant On-Call Consulting Services – Amendment Approve Amendment No. 1 to the professional consultant services agreement with Carollo Engineers, Inc. for Wastewater Treatment Plant On-Call Consulting Services, increasing the agreement by $450,000 for a new total agreement amount of $850,000 and authorize the Public Works Director to execute the amendment in substantially the form presented and to amend the agreement within the budget amount.

CEQA: The proposed action is exempt from environmental review under the California Environmental Quality Act (CEQA), since entering on-call professional services agreements is an organizational or administrative activity that will not result in direct or indirect significant physical changes in the environment. (CEQA Guidelines Section 15378(b)(5).

13. 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 Z Master Revolution 5-foot Wide Mower and one (1) Toro Groundsmaster 4700D 12-foot Wide Area Mower 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: Approval of 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 these two field mowers may have a significant effect on the environment. (CEQA Guidelines Section 15061(b)(3).)

14. Personal Computer Replacements — Purchase
Adopt a Resolution to approve an alternative purchasing procedure and approve a Master Purchasing Agreement with Lenovo Inc. for the purchase of 93 personal computers in an amount not-to-exceed $120,342.82; establish a contingency reserve in the amount of $18,051.42, for a total amount of $138,394.24; and authorize the Director of Information Technology to execute the agreement in substantially the form presented. 3 of 456
CEQA: This Council action is exempt from CEQA, because it can be seen with certainty that there is no possibility the purchase of personal replacement computers may have a significant effect on the environment. (CEQA Guidelines Section15061(b)(3).))

15. Clean Water Program — Program Management Amendment
Approve Amendment No. 10 to the agreement with CH2M Hill Engineers, Inc. to authorize scope and funding for program management services for the Clean Water Program; authorize payment in an amount not to exceed $7,945,378; establish a contingency amount of $2,520,000; and authorize the Public Works Director to execute this amendment in substantially the form presented and execute task amendments within the contingency amount.

CEQA: Council approval of the amendment to the Agreement between the City and CH2M is exempt from CEQA review because entering into a professional services agreement amendment for continued program management can be seen with certainty that there is no possibility that the amendment may have a significant effect on the environment. (CEQA Guidelines section 15061(b)(3).)

16. Unmanned Aerial Systems Program – Amendment
Approve Amendment No. 3 to the master services and purchasing agreement with Axon Enterprise, Inc., to provide additional equipment and software for the unmanned aerial systems program for a five-year term in the amount of $83,348.90, for a new cumulative agreement total of $1,759,352.53; 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; and authorize the Chief of Police to execute the agreement in substantially the form presented.

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.)

17. Payment of Capital Costs of Clean Water Program Projects – Interim Agreement Adopt a Resolution to approve an Interim Agreement with the Crystal Springs County Sanitation District and the County of San Mateo for the Payment of Capital Costs of Clean Water Program Projects that establishes 30-year amortized payment schedules for the District and County in the amount of $206,568.49 and $17,591.53 per quarter, respectively and authorize the City Manager to execute the Interim Agreement in substantially the form presented and amend the payment schedule, as specified.

CEQA: In accordance with CEQA Guidelines section 15080 through 15093, the City prepared an Environmental Impact Report (EIR) for the Underground Flow Equalization Project (SCH No. 2018092013) and on October 21, 2019, Council certified the Final EIR and adopted the requisite findings, statement of overriding considerations, and mitigation monitoring and reporting program.

18. Child Care Facilities Fund Loan for Improvements at 847-849 N. San Mateo Drive – Agreement Adopt a Resolution to approve a Child Care Facilities Fund loan of $1,143,800 to Mi Second Casa Spanish Immersion Preschools, Inc. for tenant improvements at 847-849 N. San Mateo Dr. to establish a new childcare facility and authorize the City Manager to execute the loan agreement, promissory note, short form deed of trust and agreement containing covenants affecting real property and all related documents in such a manner that does not substantially change the loan terms.

CEQA: This loan agreement and related childcare facility improvements are 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, involving negligible or no expansion of use. (CEQA Guidelines Section 15301.)
4 of 456

19. Peninsula Clean Energy Solar and Storage on Public Buildings Program — Power Purchase Agreement Approve an agreement with Peninsula Clean Energy (PCE) for a Power Purchase Agreement (PPA) to procure, install, operate, and maintain a solar photovoltaic system at the Beresford Park parking lot; and authorize the City Manager to execute the agreement in substantially the form presented and to execute any amendments necessary to implement the solar photovoltaic system.

CEQA: This agreement is 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.)

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.

NEW BUSINESS

20. Climate Action Plan – Annual Progress Report
Receive a progress report on the implementation of the City's Climate Action Plan.

CEQA: This informational report 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.

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

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

For transmission problems during the broadcast, please call (650) 522-7099. For all other broadcast comments, call (650) 522-7040, Monday-Friday, 8 a.m. - 5 p.m.

WATCHING A MEETING ON A COMPUTER: There are three ways to stream. 1) Public Meeting Portal www.cityofsanmateo.org/publicmeetings 2) City YouTube channel and stream it on YouTube: http://youtube.com/CityofSanMateo 3) Watch TV live stream: https://www.cityofsanmateo.org/193/Channel-San-Mateo-Live-Stream

PUBLIC COMMENTS/REQUEST TO SPEAK
Prior to the Meeting
Send comments to: [email protected] until 4 p.m. the day of the meeting.

During the meeting
By Zoom: 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.

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

In Person: At the meeting complete a “Request to Speak” form, submit a request at the speaker kiosk or scan the QR code. 5 of 456
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. 6 of 456

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: 3 Section Name: CONSENT CALENDAR Account Number: 10-1511 File ID: 24-9226 TO: City Council
FROM: Alex Khojikian, City Manager
PREPARED BY: City Clerk's Office
MEETING DATE: October 21, 2024
SUBJECT:

City Council Meeting Minutes – Approval
RECOMMENDATION:

Approve the special and regular minutes of the City Council meetings of August 19, September 3, September 16, and October 7.

BUDGET IMPACT:

There is no budgetary impact associated with this administrative action.

ENVIRONMENTAL DETERMINATION:

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

NOTICE PROVIDED
All meeting noticing requirements were met.

ATTACHMENTS
Att 1 — Minutes 2024-08-19 Special
Att 2 — Minutes 2024-08-19 Regular
Att 3 — Minutes 2024-09-03 Special
Att 4 — Minutes 2024-09-03 Regular
Att 5 — Minutes 2024-09-16 Special
Att 6 — Minutes 2024-09-16 Regular
Att 7 — Minutes 2024-10-6 Special
Att 8 — Minutes 2024-10-6 Regular

STAFF CONTACT
Martin McTaggart, City Clerk
[email protected]
(650) 522-7044
7 of 456
City Council Special Meeting Minutes – 8/19/2024 Page 1

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

CITY OF SAN MATEO
Special Meeting Minutes
City Council
City Hall
330 W. 20th Avenue
San Mateo CA 94403
www.cityofsanmateo.org
August 19, 2024
City Hall Council Chambers 5:00 PM
Special Meeting
CALL TO ORDER at 5:05 p.m.

Roll Call

Present: Mayor Diaz Nash, Deputy Mayor Newsom, Council Members: Hedges, Lee, and Loraine AB 2449 Requests and Considerations for Meeting Participation by Teleconference due to Just Cause or Emergency Circumstances – Council Member Hedges requested to teleconference remotely as he will be assisting an immediate family member for a medical reason. Motion passed 4-0.

Moved: Loraine, Seconded: Newsom
Ayes: Diaz Nash, Newsom, Lee, and Loraine
Noes: None

CLOSED SESSION
Following the opportunity for public comment, there was an Organized Presentation with various speakers from SEIU and Tom Lease provided an individual presentation. The City Council convened into Closed Session at 5:15 p.m. to consider:

1. Conference with Labor Negotiators (Government Code Section 54957.6) City designated representatives: Yumi Maeda, Karen Huang, Abby Veeser and Stacey Cue.

Employee Organizations: Police Sergeants’ Association, San Mateo City Employees Association, SEIU Maintenance and SEIU Non-Merit Part-Time
Council reconvened at 5:45 p.m.

STUDY SESSION

2. Housing Element Programs for Minimum Residential Densities in Mixed-Use Development and Family Housing Requirements
Manira Sandhir, Planning Manager, and Nicholas Hamilton, Contract Planner, gave the presentation on potential approaches to establishing minimum residential densities in new mixed-use developments and setting minimum requirements for family-sized units in new housing development.

Council asked questions of staff.

Public Comment: Mitch Speigel advocated for including both for-sale and affordable housing developers in tackling the housing crisis. Michael Reagan raised concerns about the imbalance between office and residential space in the Hillsdale project. Thomas Morgan supported larger family units and proposed having offices above retail spaces for better quality of life.

The City Council reached a consensus to explore setting minimum residential requirements for mixed-use developments while prioritizing incentives over mandates to encourage family-sized units. They emphasized the 8 of 456
City Council Special Meeting Minutes – 8/19/2024 Page 2 need to consult with developers and businesses to ensure feasibility before finalizing specifics, aiming to balance housing needs with practical solutions that support long-term community stability.

ADJOURNMENT –The meeting adjourned at 6:52 p.m.

APPROVED BY: SUBMITTED BY:

Lisa Diaz Nash, Mayor Martin McTaggart, City Clerk
9 of 456
City Council Regular Meeting Minutes – 8/19/2024 Page 1

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

CITY OF SAN MATEO
Regular Meeting Minutes
City Council Meeting
City Hall
330 W. 20th Avenue
San Mateo CA 94403
www.cityofsanmateo.org
August 19, 2024
City Hall Council Chambers 7:00 PM
Regular Meeting
CALL TO ORDER at 7:01 p.m.

Pledge of Allegiance
Roll Call

Moved: Newsom, Seconded: Loraine
Ayes: Diaz Nash, Newsom, Lee, and Loraine
Noes: None

CEREMONIAL

1. San Mateo American Little League 12U - Recognition – Jason Gordon, Team Manager, players and coaches received recognition and certificates.

2. Peninsula Clean Energy Update - CEO Shawn Marshall gave the Presentation.

CONSENT CALENDAR
The following items, 3 through 6 and 8 through 24, were considered to be routine by the City Council. Item 7 was removed to be considered at a later date. After the titles of the items were read by the City Clerk, the public was invited to comment and there were no speakers. Motion passed 5-0.

Public Comment: Robert Whitehair expressed appreciation for the City Council's efforts in exploring electrification for public works vehicles and encouraged further efforts to find electric options for police motorcycles and other vehicles to support climate crisis initiatives.

Moved: Hedges, Seconded: Loraine
Ayes: Diaz Nash, Newsom, Hedges, Lee, and Loraine
Noes: None

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. 10 of 456
City Council Regular Meeting Minutes – 8/19/2024 Page 2

4. Central Recreation Center Roof Improvements – Agreement 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.

Enactment: Resolution No. 67 (2024)

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.

Enactment: Resolution Nos. 68 and 69 (2024)

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.

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.

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.

Enactment: Resolution No. 70 (2024)

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.

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.

13. Wastewater Treatment Plant Upgrade and Expansion Project Easement – Amendment 11 of 456
City Council Regular Meeting Minutes – 8/19/2024 Page 3 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.

Enactment: Resolution No. 71 (2024)

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.

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.

Enactment: Resolution No. 72 (2024)

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.

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. 12 of 456
City Council Regular Meeting Minutes – 8/19/2024 Page 4

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.

Enactment: Resolution No. 73 (2024)

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.

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.

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.

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.

Enactment: Resolution No. 74 (2024)

END OF CONSENT CALENDAR

REMOVED FROM CONSENT CALENDAR

7. Parks and Recreation Department Field Mowers - Purchase Contract Item #7 has been removed for consideration at the request of staff and will be brought forward at a later date.

PUBLIC COMMENT
Yiwei Tong expressed concern about the unsightly damage to city streets caused by the installation of 5G cell towers and requested that telecommunications companies take responsibility for repairs. Irena voiced concerns about the aesthetic 13 of 456
City Council Regular Meeting Minutes – 8/19/2024 Page 5 and environmental impact of 5G cell tower installations, including increased radiation levels and potential harm to public health, citing the need for more stringent measures like those in Hillsborough.

OLD BUSINESS

25. Community Relations Commission Amendment – Ordinance Introduction Denise Garcia, Management Analyst, gave the presentation.

Public Comment – There were no speakers.

Council made comments.

Motion to 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 commission. Motion passed 5-0.

Moved: Hedges, Seconded: Lee
Ayes: Diaz Nash, Newsom, Hedges, Lee, and Loraine
Noes: None

26. Youth Commissioners – Ordinance Introduction
Martin McTaggart, City Clerk, gave the presentation.

Public Comment – Owen Day expressed his support for this item.

Council comments followed.

Motion to 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. Motion passed 5-0.

Moved: Hedges, Seconded: Lee
Ayes: Diaz Nash, Newsom, Hedges, Lee, and Loraine
Noes: None

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 Rachel Horst, Housing and Neighborhood Services Manager, gave the presentation.

Felix AuYeung(?), Midpen Representative, provided a presentation with more details.

Public Comment – There were no speakers.

Council commented and asked questions.

Motion to 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 14 of 456
City Council Regular Meeting Minutes – 8/19/2024 Page 6 of November with a regulatory agreement, loan agreement, and other documents required to fulfill the commitments in the Term Sheet, for City Council approval. Motion passed 5-0.

Moved: Lee, Seconded: Newsom
Ayes: Diaz Nash, Newsom, Hedges, Lee, and Loraine
Noes: None

Enactment: Resolution No. 38 (2024)

REPORTS AND ANNOUNCEMENTS
City Manager, City Attorney and Council Members reported on their various assignments and liaison roles and noted past and future events.

Council Member Lee requested a revision to the block party ordinance requiring 100% of property signatures for approval, stating that it was restrictive; the council unanimously supported modernizing the policy, and staff will return with the item in the fall. Council Member Lee also requested waiving or reducing facility rental fees for nonprofits providing free services, particularly health and human services, and the council directed staff to explore this with Parks and Recreation. Additionally, Council Member Lee asked for a council position in support of Proposition 5, which will be reviewed by the Legislative Committee in September. Council Member Loraine requested the Legislative Committee review the Federal Poverty Line Act for possible endorsement, which received full council support and will be referred to the committee. Deputy Mayor Newsom requested no fees for block parties during National Night Out, and staff noted this for future planning. Newsom also requested exploring a new pilot program for electric motorcycles, which the city manager will follow up on with the police chief.

CLOSED SESSION
Following the opportunity for public comment, there were no speakers, the City Council convened into Closed Session at 9:06- p.m. to consider:

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 –The meeting adjourned at 9:45 p.m.

APPROVED BY: SUBMITTED BY:

Lisa Diaz Nash, Mayor Martin McTaggart, City Clerk
15 of 456
City Council Special Meeting Minutes – 9/3/2024 Page 1

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

CITY OF SAN MATEO
Special Meeting Minutes
City Council
City Hall
330 W. 20th Avenue
San Mateo CA 94403
www.cityofsanmateo.org
September 3, 2024
City Hall Council Chambers 5:00 PM
Special Meeting
CALL TO ORDER at 5:00 p.m.

Roll Call

CLOSED SESSION
Following the opportunity for public comment, there were no speakers, the City Council convened into Closed Session at 5:05 p.m. to consider:

1. Conference with Legal Counsel – Existing Litigation, Workers’ Compensation (Paragraph (1) of subdivision (d) of Government Code Section 54956.9 Names of cases: Phaymany Syvongxay and John Bouthillier 2 Conference with Labor Negotiators (Government Code Section 54957.6) City designated representatives: Yumi Maeda, Karen Huang, Abby Veeser and Stacey Cue.

Employee Organizations: Police Sergeants’ Association, San Mateo City Employees Association, SEIU Maintenance and SEIU Non-Merit Part-Time

3. Conference With Legal Counsel - Anticipated Litigation Initiation of litigation pursuant to paragraph (4) of subdivision (d) of Section 54956.9: (One case) Council reconvened at 6:22 p.m.

STUDY SESSION

4. San Mateo Police Department Staffing Needs Assessment and Organizational Analysis - Presentation Ed Barbarini, Chief of Police, and Dave Peruzzaro, Police Captain, gave the presentation.

Public Comment: there were no speakers.

Council directed continued strategic planning focused on public safety, traffic management, and quality of life.

They supported expanding the homeless outreach team, enhancing traffic enforcement, increasing school resource officers (SROs), leveraging technology like drones and a real-time information center, and addressing the need for additional dispatchers.
16 of 456
City Council Special Meeting Minutes – 9/3/2024 Page 2
ADJOURNMENT –The meeting adjourned at 7:13 p.m.

APPROVED BY: SUBMITTED BY:

Lisa Diaz Nash, Mayor Martin McTaggart, City Clerk
17 of 456
City Council Regular Meeting Minutes – 9/3/2024 Page 1

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

CITY OF SAN MATEO
Regular Meeting Minutes
City Council Meeting
City Hall
330 W. 20th Avenue
San Mateo CA 94403
www.cityofsanmateo.org
September 3, 2024
City Hall Council Chambers 7:00 PM
Regular Meeting
CALL TO ORDER at 7:25 p.m.

Pledge of Allegiance
Roll Call

CEREMONIAL

1. San Mateo’s 130th Anniversary
2 Mosquito & Vector Control District – Presentation - Rachel Curtis-Robles, PhD, Public Health Education and Outreach Officer, Mosquito & Vector Control District, gave the presentation.

3. National Preparedness Month – Presentation - Jim Yoke, Emergency Services Manager, San Mateo Consolidated Fire Department, Office Of Emergency Services, gave the presentation and answered questions by Council

CONSENT CALENDAR
The following items, 4 through 15, were considered to be routine by the City Council. After the titles of the items were read by the City Clerk, the public was invited to comment and there were no speakers. Motion passed 5-0.

Moved: Hedges, Seconded: Newsom
Ayes: Diaz Nash, Newsom, Hedges, Lee, and Loraine
Noes: None

4. City Council Meeting Minutes – Approval
Approve the special and regular minutes of the City Council meetings of March 18, June 17, and July 15. Approve the special meeting minutes of June 12 and July 8.

5. Community Relations Commission Amendment – Ordinance Adoption Adopt 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 commission.

Enactment: Ordinance No. 2024-07
18 of 456
City Council Regular Meeting Minutes – 9/3/2024 Page 2

6. Youth Commissioners – Ordinance Adoption
Adopt 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.

Enactment: Ordinance No. 2024-08

7. Flag Policy – Adoption
Adopt a Resolution to approve the Flag Policy to standardize the display of the Flag of the United States of America, the Flag of the State of California, and non-governmental flags at City facilities and authorize the City Manager to make non-substantive changes as needed.

Enactment: Resolution No. 75 (2024)

8. Construction Special Inspection Services for the Clean Water Program – Amendment Approve Amendment No. 4 to the professional services agreement with Signet Testing Laboratories, Inc. (Signet) for as-needed construction special inspection services for various Clean Water Program projects; increase the compensation for the agreement by an additional $150,000, for a total revised agreement amount of $2,550,000; and authorize the Public Works Director to execute the amendment in substantially the form presented and issue project specific task orders under the agreement.

9. Police Department Parking Surface Improvements – Construction Contract Adopt a Resolution approving an alternative purchasing procedure to award a construction contract to Angeles Contractor, Inc. in the amount of $359,148.55 for Police Department Parking Surface Improvements project; establish a contingency reserve in the amount of $36,000; and authorize the Public Works Director to execute the contract in substantially the form presented and issue change orders within the contingency amount.

Enactment: Resolution No. 76 (2024)

10. Central Garage Parking Surface Improvements – Construction Contract Adopt a Resolution approving an alternative purchasing procedure to award a construction contract to Angeles Contractor, Inc. in the amount of $277,823.35 for the Central Garage Parking Surface Improvements; establish a contingency reserve in the amount of $20,000 and authorize the Public Works Director to execute the contract in substantially the form presented and issue change orders within the contingency amount.

Enactment: Resolution No. 77 (2024)

11. Telephone System Replacement – Agreement
Adopt a Resolution to approve an alternative purchasing procedure and approve an Agreement with CDW Government, LLC (CDWG) for a term of five years, for the purchase of telephone equipment, services and software subscription in an amount not-to-exceed $517,633; and authorize the Director of Information Technology to execute the agreement in substantially the form presented.

Enactment: Resolution No. 78 (2024)

12. 385 1st Avenue Lease – Amendment
Approve a lease amendment with Next Level Sports until January 31, 2025, for the City-owned space at 385 1st Avenue in the south building of the Transit Center and authorize the City Manager to execute the lease in substantially the form presented.
19 of 456
City Council Regular Meeting Minutes – 9/3/2024 Page 3

13. Human Resources Department - Classification Updates Adopt a Resolution to approve the 1) new classification of Human Resources Manager, 2) the job specification and salary range for the classification of Human Resources Manager, and 3) the reallocation of the Senior Human Resources Analyst position to a Human Resources Manager.

Enactment: Resolution No. 79 (2024)

14. Marina Lagoon Vegetation and Water Quality Management – Amendment No. 8 Approve Amendment No. 8 to the professional services agreement with Waterworks Industries, Inc. for Aquatic Vegetation Management at the Marina Lagoon in the amount of $238,000, for a new agreement total of $2,094,960; and authorize the Public Works Director to execute Amendment No. 8 in substantially the form presented and issue amendments within the agreement amount.

15. North Shoreview Flood Improvements - Mitigation Planting Maintenance – Amendment Approve Amendment No. 1 to the Agreement with Confluence Restoration, Inc. for plant maintenance services in an amount not to exceed $87,000, for a new agreement total of $107,000; establish a contingency reserve of $15,000; and authorize the Public Works Director to execute the amendment in substantially the form presented and any future amendments within the contingency amount.

PUBLIC COMMENT
There were no speakers.

OLD BUSINESS

16. Wet Weather Preparations – Update
Matt Fabry, Director of Public Works, gave an update on the City’s wet weather preparations and storm response activities.

Public Comment – There were no speakers.

The council reached a consensus to continue with quarterly wet weather preparation updates and expressed strong support for the proactive measures already undertaken by Public Works. Council members highlighted the importance of focusing on pump maintenance, lagoon dredging, and creek maintenance, especially areas prone to flooding like Laurelwood and the village.

REPORTS AND ANNOUNCEMENTS
City Manager, City Attorney and Council Members reported on their various assignments and liaison roles and noted future events.

ADJOURNMENT –The meeting adjourned at 9:13 p.m.

APPROVED BY: SUBMITTED BY:

Lisa Diaz Nash, Mayor Martin McTaggart, City Clerk
20 of 456
City Council Special Meeting Minutes – 9/16/2024 Page 1

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

CITY OF SAN MATEO
Special Meeting Minutes
City Council
City Hall
330 W. 20th Avenue
San Mateo CA 94403
www.cityofsanmateo.org
September 16, 2024
City Hall Council Chambers 5:00 PM
Special Meeting
CALL TO ORDER at 5:00 p.m.

Roll Call

CLOSED SESSION
Following the opportunity for public comment, there were no speakers, the City Council convened into Closed Session at 5:05 p.m. to consider:

1. Conference with Labor Negotiators (Government Code Section 54957.6) City designated representatives: Yumi Maeda, Karen Huang, Abby Veeser and Stacey Cue.

Employee Organizations: Police Sergeants’ Association, San Mateo City Employees Association, SEIU Maintenance and SEIU Non-Merit Part-Time
Council reconvened at 5:35 p.m.

STUDY SESSION

2. 4th and Railroad Parking Lot – Bespoke Development Term Sheet Options Manira Sandhir, Planning Manager, Rachel Horst, Housing Manager gave the presentation on the proposed Term Sheet options and possible scenarios for the Bespoke public-private partnership development project, which includes the City-owned parking lot at 4th and Railroad Avenue.

Preston O’Connell, Applicant Team, gave a presentation.

Public Comment: John Medina: Expressed concerns about ensuring equal opportunities for all trades and apprentices on the project. Nels Delander, Michael O'Neill, and Edward Evans: Supported the use of union contractors, emphasizing the benefits of union labor and urged the council to adopt option 2 for the schedule and assurances. Rick Bonilla supported option 2, highlighting the need for affordable housing and downtown revitalization. Max Shamiko and John Niepollo: Advocated for full union participation and the inclusion of apprenticeships, urging the council to require a community workforce training agreement. Ali Sapirman (Housing Action Coalition): Supported the project, emphasizing the need for flexibility to meet affordable housing goals and recommended option 2. Ken Chan (Housing Leadership Council): Endorsed the project, underscoring the importance of affordable housing for vulnerable residents, and urged the council to approve option 2. Leora Tanjuatco Ross (Peninsula for Everyone): Strongly supported the project, highlighting the positive impact affordable housing would have on local families, and called for the adoption of option 2.

Justine Tsai, Alta Housing Project Manager, answered questions of Council. 21 of 456
City Council Special Meeting Minutes – 9/16/2024 Page 2 The consensus reached by the Council focused on moving forward with Option 2 for the project, which includes a $3.5 million contribution at the final Certificate of Occupancy (CFO) for the commercial development and a project timeline with a buffer, aiming for completion by 2037 and the City Manager will extend the ENA.

ADJOURNMENT –The meeting adjourned at 7:27 p.m.

APPROVED BY: SUBMITTED BY:

Lisa Diaz Nash, Mayor Martin McTaggart, City Clerk
22 of 456
City Council Regular Meeting Minutes – 9/16/2024 Page 1

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

CITY OF SAN MATEO
Regular Meeting Minutes
City Council Meeting
City Hall
330 W. 20th Avenue
San Mateo CA 94403
www.cityofsanmateo.org
September 16, 2024
City Hall Council Chambers 7:00 PM
Regular Meeting
CALL TO ORDER at 7:30 p.m.

Pledge of Allegiance
Roll Call

CEREMONIAL

1. April Adams - Commendatory Resolution C3 (2024) – Ed Barberini, Chief of Police, Emma and her family received the Commendatory Resolution.

2. 2024 Outstanding Home Maintenance Awards – Thomas Morgan announced the winners

3. Breast Cancer Awareness Month – Recognition - Ed Barberini, Chief of Police, and Officer Julio Jolivette, spoke about Breast Cancer Awareness and the special event Pink Patch Project Kickoff scheduled for October 5th.

CONSENT CALENDAR
The following items, 4 through 9 and 11 through 19, were considered to be routine by the City Council. Item 10 was removed to be considered separately. After the titles of the items were read by the City Clerk, the public was invited to comment and there were no speakers. Motion passed 5-0.

Moved: Loraine, Seconded: Hedges
Ayes: Diaz Nash, Newsom, Hedges, Lee, and Loraine
Noes: None

4. City of San Mateo Conflict of Interest Code – 2024 Biennial Update Adopt a Resolution to update the City of San Mateo’s conflict of interest code to account for the addition, deletion, and modification of positions listed as “designated employees."

Enactment: Resolution No. 80 (2024)

5. Electronic Document Management System – Agreement
Adopt a Resolution to approve an alternative purchasing procedure and approve an agreement with Complete Paperless Solutions for the support, maintenance, and consulting services of the Laserfiche document management system for $49,250 per year; authorize an annual contingency of $12,500, for a total amount not to exceed $185,250 over three years; and authorize the City Clerk to execute the agreement in substantially the form presented.
23 of 456
City Council Regular Meeting Minutes – 9/16/2024 Page 2

Enactment: Resolution No. 81 (2024)

6. Hillsdale High School/31st Avenue Pedestrian Safety Improvement Project – Grant Application Adopt a Resolution to approve the submittal of a grant application for $390,720 to the San Mateo County Transportation Authority for Measures A and W Pedestrian and Bicycle Program Grant Funding for the Hillsdale High School/31st Avenue Pedestrian Safety Improvement Project.

Enactment: Resolution No. 82 (2024)

7. Peninsula Clean Energy Solar and Storage on Public Buildings Program - Power Purchase Agreement Approve an agreement with Peninsula Clean Energy (PCE) for a Power Purchase Agreement (PPA) to procure, install, operate and maintain a solar photovoltaic system at the Beresford Park parking lot; and authorize the City Manager to execute the agreement in substantially the form presented and to execute any amendments necessary to implement the solar photovoltaic system.

8. 42nd and Kingridge Storm Drain Repair - Contract
Approve an agreement with C2R Engineering, Inc. for the 42nd Avenue and Kingridge Drive Storm Drain Repair in the amount of $112,870; establish a contingency reserve in the amount of $15,000; 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. Citywide Small Trash Capture Project – Amendment
Approve Amendment No. 3 to the agreement with Schaaf and Wheeler Consulting Civil Engineers for design professional services in the amount not to exceed $25,180, for a new agreement amount of $140,480; extend the term of the agreement to December 30, 2025; and authorize the Public Works Director to execute the amendment in substantially the form presented and any future amendments within the contingency amount.

11. Temporary Standby Generator for Dale Avenue Pump Station Upgrade – Change Order Approve Contract Change Order No. 6 to the Agreement with Herc Rentals, Inc. for a temporary emergency standby generator to support the Dale Ave Pump Station Upgrade project in an amount not to exceed $43,887.90, increasing the total agreement amount to $670,899.81; increase the contingency reserve by $45,000; extend the agreement term to November 30, 2024; and authorize the Public Works Director to execute the change order in substantially the form presented and issue change orders within the contingency amount.

12. Wastewater Treatment Plant Digester 2 Mixer Repair – Agreement Adopt a Resolution to approve an alternative purchasing procedure and approve an agreement with SPX Flow, Inc. for the Wastewater Treatment Plant Digester 2 Mixer Repair for a total agreement amount of $241,779.81; establish a contingency reserve of $50,000; and authorize the Public Works Director to execute the agreement in substantially the form presented and approve any necessary change orders within the approved contingency amount.

Enactment: Resolution No. 83 (2024)

13. Assessment District and Fee Administration Services - Agreement Approve a four-year professional services agreement in an amount not to exceed $102,721 with David Taussig and Associates, Inc. (dba DTA) for assessment and fee administration services for the North Shoreview and South Bayfront assessment districts and the citywide Community Flood and Storm Protection Fee; and authorize the Public Works Director to execute the agreement in substantially the form presented. 24 of 456
City Council Regular Meeting Minutes – 9/16/2024 Page 3

14. Public Works Department, Community Development Department and Police Department – Classification Updates Adopt a Resolution to approve 1) the job specification and salary range for the new classification of Laboratory Analyst III in the Public Works department; 2) the revisions to the job specification for the classification of Deputy Community Development Director and the proposed salary range for the classification of Deputy Building Official in the Community Development department; and 3) the reallocation of the vacant Executive Assistant position to Management Analyst I-II position in the Police department.

Enactment: Resolution No. 84 (2024)

15. Caltrans Sustainable Transportation Planning Grant – Agreement Authority Adopt a Resolution to authorize the City Manager to execute agreements with the California Department of Transportation for the development of the City of San Mateo Sea Level Rise Adaptation Plan.

Enactment: Resolution No. 85 (2024)

16. Staff Augmentation Services for the Wastewater Treatment Plant - Amendment Approve Amendment No. 1 with waterTALENT LLC for staff augmentation services for the Wastewater Treatment Plant in the amount of $400,000, for a new total agreement amount of $499,000; establish a $100,000 contingency reserve; and authorize the Public Works Director to execute the amendment in substantially the form presented and issue change orders within the contingency amount.

17. Grand Jury Report: "Restaurant Exteriors: The Neglected Space" - Response Letter Approve a letter responding to the July 9, 2024, San Mateo County Civil Grand Jury report titled “Restaurant Exteriors: The Neglected Space” and authorize the Mayor to send the response letter on behalf of the City Council.

18. November 5, 2024 Statewide Propositions and H.R.6639 - Poverty Line Act of 2023 – Recommendations Approve the recommendations of the Legislative Committee to: (1) support the following propositions on the ballot for the November 5, 2024, General Election: Proposition 3 (Guarantees Marriage Equality); Proposition 5 (Lowers the Vote Requirement for Local Housing & Infrastructure Bonds); and Proposition 32 (Increases the Minimum Wage); and (2) support H.R. 6639 - the Poverty Line Act of 2023.

19. Police Sergeant’s Association – Memorandum of Understanding Changes Adopt a Resolution to amend the Memorandum of Understanding with the Police Sergeant’s Association for a term through January 3, 2027, and to approve a supplemental budget appropriation in the amount of $100,000.

Enactment: Resolution No. 86 (2024)

END OF CONSENT CALENDAR

REMOVED FROM CONSENT CALENDAR

10. Fashion Island Boulevard/19th Avenue Class IV Bikeway Project – Grant Application Council Member Hedges requested to pull Item #10 to highlight because it is a much needed project.

Public Comment – there were no speakers.

Motion to Adopt a Resolution to approve the submittal of an application to the San Mateo County Transportation Authority for $2 million in Measures A and W Pedestrian and Bicycle Program Grant Funding for the Fashion Island Boulevard/19th Avenue Class IV Bikeway Project. Motion passed 5-0. 25 of 456
City Council Regular Meeting Minutes – 9/16/2024 Page 4 Moved: Hedges, Seconded: Newsom
Ayes: Diaz Nash, Newsom, Hedges, Lee, and Loraine
Noes: None

Enactment: Resolution No. 87 (2024)

PUBLIC COMMENT
During public comment, eight speakers addressed the Council. Several speakers were reminded to speak on subject matter jurisdiction or after having been warned, they would be muted. Lucas Chin spoke about food insecurity and his initiative to set up community fridges, seeking support from local organizations. Thomas Weissmiller expressed concerns about the financial implications of a regional housing bond and urged the Council to be cautious in their endorsements.

Trina Pierce raised concerns about seniors in her community and the need for clear information on flood insurance requirements.

Council recessed from 8:15 p.m. to 8:20 p.m.

PUBLIC HEARING

20. Consolidated Annual Progress and Evaluation Report for the Community Development Block Grant 2023-2024 Program Year – Adoption
Rachel Horst, Housing Manager, gave the presentation.

The Mayor opened public comment.

Public Comment – there were no speakers.

The Mayor closed public comment.

Council asked questions of staff and made comments.

Motion to Adopt the 2023-2024 Consolidated Annual Progress and Evaluation Report (CAPER) for submittal to the United States Department of Housing and Urban Development. Motion passed 5-0.

Moved: Hedges, Seconded: Newsom
Ayes: Diaz Nash, Newsom, Hedges, Lee, and Loraine
Noes: None

NEW BUSINESS

21. Use of Former Fire Station 25 as Police Traffic Sub Station – Discussion Chief Ed Barberini, Chief of Police, and Matt Earnshaw, Lieutenant, gave the presentation on the potential re-use of former San Mateo Consolidated Fire Department Station 25 at 545 Barneson Avenue as a Police Traffic Substation.

Public Comment – one speaker did not speak to the subject matter jurisdiction and after receiving a warning, they were muted.

Consensus was reached to move forward with the proposal, while keeping future land use considerations and organizational needs in mind.
26 of 456
City Council Regular Meeting Minutes – 9/16/2024 Page 5

OLD BUSINESS

22. US-101 Peninsula Interchange Avenue Improvements - Project Update Jay Yu, Engineering Manager; and Leo Scott, Gray-Bowen-Scott Project Adviser, gave the presentation. an update on whether the US-101/Peninsula Avenue Interchange Improvements Project should be cancelled as recommended by staff.

Public Comment: Gino Koch and Lynn expressed support for the staff recommendation to halt the property acquisition plan and emphasized the stress the proposal has caused for small business owners in the area. They urged the Council to adopt the staff’s recommendation to end the property acquisition. Maggie Bobbin raised concerns about traffic safety and pedestrian and bike accessibility along the Poplar corridor, asking the Council to consider alternative solutions for traffic management if the project does not proceed. One speaker did not address subject matter jurisdiction, and after a warning was muted.

Motion to cancel the US-101/Peninsula Avenue Interchange Improvements Project per staff recommendation with the amendment to classify the category as "small to medium" instead of just "small." Motion passed 5-0.

Moved: Hedges, Seconded: Newsom
Ayes: Diaz Nash, Newsom, Hedges, Lee, and Loraine
Noes: None

23. Senior Citizens Commission – Update
Joanne Magrini, Director, Parks and Recreation, gave an update regarding the scope of the Senior Citizens Commission mission and duties and potential name change.

Public Comment – there were no speakers.

Council asked questions of staff and made comments.

Council consensus was for the proposed name change to Senior Advisory Commission.

REPORTS AND ANNOUNCEMENTS
City Manager, City Attorney and Council Members reported on their various assignments and liaison roles and noted past and future events.

Council Member Lee requested a review of the city's ADU (Accessory Dwelling Unit) ordinance and its implementation, noting concerns about the challenges residents face with the discretionary review process. The City Manager agreed to have staff investigate the ADU discretionary applications and provide an update in the weekly council report. A more detailed review may be considered based on the findings.

CLOSED SESSION
Following the opportunity for public comment, there were no speakers, the City Council convened into Closed Session at 10:27 p.m. to consider:

24. Conference with Legal Counsel – Existing Litigation (Paragraph (1) of subdivision (d) of Government Code Section 54956.9) Name of Case: Housing Action Coalition v.

City of San Mateo, San Mateo Superior Court Case No.: 24-CIV-03126 ADJOURNMENT –The meeting adjourned at 11:08 p.m.
27 of 456
City Council Regular Meeting Minutes – 9/16/2024 Page 6 APPROVED BY: SUBMITTED BY:

Lisa Diaz Nash, Mayor Martin McTaggart, City Clerk
28 of 456
City Council Special Meeting Minutes – 10/7/2024 Page 1

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

CITY OF SAN MATEO
Special Meeting Minutes
City Council
City Hall
330 W. 20th Avenue
San Mateo CA 94403
www.cityofsanmateo.org
October 7, 2024
City Hall Council Chambers 5:30 PM
Special Meeting
CALL TO ORDER at 5:30 p.m.

Roll Call

CLOSED SESSION
Following the opportunity for public comment, there were no speakers, the City Council convened into Closed Session at 5:37 p.m. to consider:

1. Conference with Legal Counsel – Anticipated Litigation Initiation of litigation pursuant to paragraph (4) of subdivision (d) of Section 54956.9: (One case) Council reconvened at 6:05 p.m.

Statement made by City Attorney – during the closed session, the City Council, on a 3-2 vote, with Council Members Hedges and Lorraine voting no, authorized the initiation of litigation in one case. The specifics of this litigation will be made publicly available at a later date, once the litigation has commenced, in accordance with state law.

STUDY SESSION

2. Discussion and Adoption of Strategic Planning Process for the City Council.

Christina Horrisberger, Assistant City Manager, gave the presentation.

Public Comment – there were no speakers.

Questions and Comments from Council. Get BlueSky initiatives to staff sooner; see how they align with the General Plan.

Unanimous approval of all three recommendations: (1) incorporate a robust Strategic Plan into the Annual Budget Process, starting with the Fiscal Year 2026- 2027; (2) develop the Strategic Plan during an off-site workshop by City Council in February 2025; and (3) continue the BlueSky goal-setting workshop to include key Council projects in the Fiscal Year 2026- 2027 annual budget process.

ADJOURNMENT –The meeting adjourned at 6:41 p.m.
29 of 456
City Council Special Meeting Minutes – 10/7/2024 Page 2 APPROVED BY: SUBMITTED BY:

Lisa Diaz Nash, Mayor Martin McTaggart, City Clerk
30 of 456
City Council Regular Meeting Minutes – 10/7/2024 Page 1

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

CITY OF SAN MATEO
Regular Meeting Minutes
City Council Meeting
City Hall
330 W. 20th Avenue
San Mateo CA 94403
www.cityofsanmateo.org
October 7, 2024
City Hall Council Chambers 7:00 PM
Regular Meeting
CALL TO ORDER at 7:00 p.m.

Pledge of Allegiance
Roll Call

CEREMONIAL

1. Mayor’s Quarterly Hero Award – Lindsay Raike received the award.

2. National Fire Prevention Month – Presentation - Carisa Workman, Fire Marshal, gave the presentation.

3. CalTrain Electrification – Presentation - Brent Tietjen, External Affairs Manager, gave the presentation.

CONSENT CALENDAR
The following items, 4 through 11, were considered to be routine by the City Council. After the titles of the items were read by the City Clerk, the public was invited to comment and there were no speakers. Item # 8 was not pulled for discussion, but additional comments were provided by City Manager and Finance Director. Motion passed 5-0.

Moved: Hedges, Seconded: Newsom
Ayes: Diaz Nash, Newsom, Hedges, Lee, and Loraine
Noes: None

4. City Council 2025 Regular Meeting Calendar — Adoption Adopt the City Council Regular Meeting schedule for the calendar year 2025.

5. Mosquito & Vector Control District Board of Trustees Appointment Subcommittee — Appointment Recommendation
Appoint Tolifili Fa to the Mosquito & Vector Control District Board of Trustees for a two-year term through October 7, 2026.

6. King Recreation Center - New Fire Alarm System – Construction Contract Approve a construction contract with Newton Construction & Management, Inc. for a new Fire Alarm System in the amount of $173,353.48; establish a contingency reserve in the amount of $17,000; and authorize the Public Works Director to execute the contract in substantially the form presented and issue change orders within the contingency amount.
31 of 456
City Council Regular Meeting Minutes – 10/7/2024 Page 2

7. Administration of Sewer Service Charge — Agreement
Adopt a Resolution to approve an alternative purchasing procedure to award a three-year professional service agreement with NBS Government Finance Group for administration of the sewer service charge in an amount of $100,050; and authorize the Public Works Director to execute the agreement in substantially the form presented.

Enactment: Resolution No. 88 (2024)

8. California Municipal Finance Authority — Conduit Financing Adopt a Resolution to authorize the City Manager to approve issuances of taxable bonds by the California Municipal Finance Authority for the benefit of local governments, non-profit organizations, and businesses to finance projects that provide community benefits and require no financial or other legal obligation from the City of San Mateo.

Enactment: Resolution No. 89 (2024)

9. Police Department and Public Works Department — Classification Updates Adopt a Resolution to 1) update the job specification for the classification of Dispatch Services Supervisor in the Police Department; 2) approve the job specification and salary range for the new classification of Police Communications and Public Relations Analyst; 3) reclassify the incumbent in the Communications and Public Relations Analyst position in the Police Department to the new classification of Police Communications and Public Relations Analyst; and 4) update the job specification for the classification of Maintenance Planner in Public Works Department.

Enactment: Resolution No. 90 (2024)

10. Central Park Phase 1 Playground Improvements Project – Bid Rejection Adopt a Resolution to reject all bids received for the Central Park Phase 1 Playground Improvements Project; and authorize the Parks and Recreation Director to negotiate a contract directly with Suarez & Munoz Construction, Inc.

Enactment: Resolution No. 91 (2024)

11. SEIU Maintenance Unit - Memorandum of Understanding Changes Adopt a Resolution to amend the Memorandum of Understanding with the SEIU Maintenance Unit for a term through June 25, 2027, and to approve a supplemental budget appropriation in the amount of $345,000 to the Fiscal Year 2024-25 Budget. This includes $127,500 to the General Fund, $9,500 to the Solid Waste Fund, $22,500 to the Fleet and Building ISF Fund, and $185,500 to the Sewer Enterprise Fund.

Enactment: Resolution No. 92 (2024)
The City Clerk swore in Tolifili Fa to the Mosquito & Vector Control District Board of Trustees.

PUBLIC COMMENT
Maria Mavridis requested the city address excessive train noise in Sunnybrae and implement quiet zones sooner than 2026. Deborah Rosenfield urged the city to reduce train horn noise near South Delaware Street, which has significantly increased since August. Michael Egan questioned the frequent train horn blasts near 10th and Delaware and raised concerns about parking and road maintenance on Pacific Boulevard. Ann de la Rosa highlighted issues with train vibrations affecting homes near the Hayward Park set-out track and called for mitigation before further development. 32 of 456
City Council Regular Meeting Minutes – 10/7/2024 Page 3

OLD BUSINESS

12. New Construction Reach Codes for the 2022 Code Cycle Andrea Chow, Sustainability Analyst, gave the presentation on potential new construction reach codes for the 2022 Code Cycle.

Public Comment – Robert Whitehair commended the City for leadership in reducing greenhouse gas emissions, urged further action on eliminating natural gas from both new and existing buildings, and recommended deferring new reach codes until 2025.

Council members emphasized the importance of continuing leadership in sustainability and preparing for the 2025 building code cycle, with a focus on electrification and ensuring that developers are able to comply with both current and future standards.

REPORTS AND ANNOUNCEMENTS
City Manager, City Attorney and Council Members reported on their various assignments and liaison roles and noted past and future events. Request from Mayor for staff to bring back for discussion regarding leaf blowers and short-term rentals. City Manager suggested providing a report as a first step and evaluating further actions during the next Blue-Sky initiative.

ADJOURNMENT –The meeting adjourned at 9:32 p.m. in honor and recognition of the 101st Airborne Division who will assist in the response efforts for Hurricane Helene.

APPROVED BY: SUBMITTED BY:

Lisa Diaz Nash, Mayor Martin McTaggart, City Clerk
33 of 456

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: 10-1511 File ID: 24-9203 TO: City Council
FROM: Alex Khojikian, City Manager
PREPARED BY: City Clerk's Office
MEETING DATE: October 21, 2024
SUBJECT:

Legal Advertising Services – Bid Rejection
RECOMMENDATION:

Reject all proposals received for the City's Legal Advertising Services.

BACKGROUND:

The San Mateo Daily Journal newspaper has served as the Official City Newspaper for publication of legal notices since 2018. Section 9.07 of the San Mateo City Charter specifies that the Council shall periodically call for bids from all newspapers adjudicated to be newspapers of general circulation within the City, or if none, within the County of San Mateo, for the publication of all ordinances and other legal notices. In addition, the same section of the Charter specifies that the contract “shall be awarded to the lowest responsible bidder” and that “the council may designate the requirements for award of contract” to become the City’s official city newspaper.

The agreement with the San Mateo Daily Journal expired on December 5, 2023 and the City entered into a short-term agreement for services rendered for 2023-2024 on August 15, 2024. On September 6, 2024, the City invited adjudicated newspapers of general circulation to submit proposals for Legal Advertising Services. Two newspapers submitted proposals: The San Mateo Daily Journal and the San Mateo County Times.

The Request for Proposals included specific information regarding the rate for number of lines per column inch and average word count per column inch. Additional information requested included publishing schedule, deadlines for publication, submittal process, and similar engagements with other government agencies. The proposals were evaluated based on cost, adjudication, potential conflicts of interest, experience, and any proposed changes to the standard City contract for services.

Staff recommends that the City Council reject both bids as the information submitted by each requires further clarification.

For instance, clarification is needed on which newspaper one bidder will use to publish the notices, word count and pricing, as well as evidence of the San Mateo Superior Court’s Judgement and Order designating the paper that is applying as a Newspaper of General Circulation. Rejecting the bids will also allow staff to seek the Council’s input on designating any requirements for the award of the contract.

BUDGET IMPACT:

There is no budgetary impact for the rejection of bids.

ENVIRONMENTAL DETERMINATION:

This bid rejection 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).) 34 of 456

CITY OF SAN MATEO

NOTICE PROVIDED
All meeting noticing requirements were met. The Request for Bids was published on the City’s Bids webpage beginning on September 6, 2024. Newspapers in circulation in San Mateo were also contacted by email to announce the request for bids.

ATTACHMENTS
Att 1 - Bid Results

STAFF CONTACT
Erin Fellers, Management Analyst I
[email protected]
(650) 522-7066
35 of 456

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: 5 Section Name: CONSENT CALENDAR Account Number: 10-1511 File ID: 24-9216 TO: City Council
FROM: Alex Khojikian, City Manager
PREPARED BY: City Clerk's Office
MEETING DATE: October 21, 2024
SUBJECT:

Park and Recreation Commission Youth Commissioner – Reappointment RECOMMENDATION:

Reappoint Thomas Jacob Jelniker as a Youth Commissioner to the Park and Recreation Commission for one additional oneyear term, expiring November 6, 2025.

BACKGROUND:

Thomas Jacob Jelniker was appointed to the Park and Recreation Commission as a Youth Commissioner on November 6, 2023. Youth Commissioner Jelniker’s term is scheduled to expire on November 6, 2024, and he has expressed a preference to serve an additional one-year term.

In accordance with Municipal Code Section 2.27.010 “Youth Commissioners may be reappointed for one additional oneyear term.” In addition, at the time of appointment, Youth Commissioners must be at least 13 years old, and no more than 17 years old. Youth Commissioner Jelniker will be 17 at the time of reappointment and is therefore eligible for a one-year reappointment as a Youth Commissioner to the Parks and Recreation Commission.

Early this year, Audrey Li vacated her position on the Commission, prompting recruitment for this role will commence in early 2025.

BUDGET IMPACT:

There is no budgetary impact associated with this administrative action ENVIRONMENTAL DETERMINATION:

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

NOTICE PROVIDED
All meeting noticing requirements were met.

ATTACHMENTS
Att 1 - Boards, Commissions, and Committees List

STAFF CONTACT
Chantal Eaton, Deputy City Clerk
[email protected]
(650) 522-7040
40 of 456
41 of 456
42 of 456

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: 21-4678 File ID: 24-8937 TO: City Council
FROM: Alex Khojikian, City Manager
PREPARED BY: Public Works Department
MEETING DATE: October 21, 2024
SUBJECT:

Solid Waste Rate Setting Consultant - Agreement
RECOMMENDATION:

Approve an agreement with HF&H Consultants, LLC for solid waste rate setting consultant services through March 31, 2028, in an amount not to exceed $217,646, with up to three optional one-year extensions in the amount of $64,018 each, and each subject to an annual inflationary adjustment capped at 5% based on the change in the CPI-U (San Francisco) published by the Bureau of Labor Statistics, for a total potential agreement amount not to exceed $409,700 plus CPI-U increases; and authorize the Director of Public Works to execute the agreement in substantially the form presented and issue amendments for no-cost time extensions.

BACKGROUND:

Each year the City is required to set solid waste rates. On June 7, 2024, staff published a Request for Proposals for solid waste rate setting consultant services. HF&H Consultants, LLC (HF&H) was selected from among the three consultants that responded.

HF&H has successfully provided solid waste rate setting consultation services for the City for the past four years and has extensive knowledge of the solid waste rates and rate setting procedures of the City and the South Bayside Management Authority (SBWMA) of which the City is a member.

HF&H specializes in calculating and establishing solid waste rate structure recommendations that reflect the actual cost of provided services and is fully acquainted with both the City’s current solid waste rate structure and the State’s current and future waste diversion mandate requirements. By contracting with HF&H, the City will continue to obtain the consulting services of an expert in the field.

Under this agreement, HF&H will assist the City, for the term of January 2025 through March 2028, with various consulting services including a solid waste cost of service analysis and rate setting assistance during each of the rate setting years of 2025 (partial) and 2026-2028.

BUDGET IMPACT:

Sufficient funding is budgeted for rate setting services in the Solid Waste Management operating budget.

ENVIRONMENTAL DETERMINATION:

This agreement is not a project subject to CEQA, because it can be seen with certainty that there is no possibility that approving an agreement for solid waste rate setting consultant services will have a significant effect on the environment. (CEQA Guidelines Section 15061(b)(3).)
43 of 456

CITY OF SAN MATEO

NOTICE PROVIDED
All meeting noticing requirements were met.

ATTACHMENTS
Att 1 - Agreement

STAFF CONTACT
Jack Johnson, Waste Management Supervisor
[email protected]
6505227346
44 of 456
Professional Services Page 1 of 15
Rev 9/22

AGREEMENT WITH HF&H CONSULTANTS, LLC

FOR PROFESSIONAL CONSULTANT SERVICES
FOR

SOLID WASTE RATE SETTING
This Agreement, made and entered into this day of ____________________, by and between the CITY OF SAN MATEO, a municipal corporation existing under the laws of the State of California (“CITY”), and HF&H Consultants, LLC, a limited liability company (“CONSULTANT”), whose address is 590 Ygnacio Valley Road, Suite 105, Walnut Creek, CA 94596.

RECITALS:

A. CITY desires certain professional consulting services hereinafter described.

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

NOW, THEREFORE, IT IS AGREED as follows:

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

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

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

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

CONSULTANT agrees to comply with the City’s minimum wage ordinance as codified in Municipal Code Chapter 5.92, which differs from the state minimum wage and includes a Consumer Price Index escalator.
45 of 456
Professional Services Page 2 of 15
Rev 9/22
SECTION 3 - DUTIES OF CITY
CITY shall provide pertinent information regarding its requirements for the project.

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

SECTION 4 - TERM
The services to be performed under this Agreement shall commence on January 1, 2025 and be completed on March 31, 2028, with up to three (3) optional one-year extensions by the CITY.

SECTION 5 - PAYMENT
Payment shall be made by CITY only for services rendered and upon submission of a payment request upon completion and CITY approval of the work performed. In consideration for the full performance of the services set forth in Exhibit A, CITY agrees to pay CONSULTANT a fee in an amount not to exceed $217,646, pursuant to rates stated in Exhibit B to this Agreement, attached and incorporated by reference. For each one-year extension option exercised by the CITY, the CITY agrees to pay CONSULTANT a fee not to exceed $64,018, subject to an annual inflationary adjustment capped at 5% based on the change in the CPI-U (San Francisco) published by the Bureau of Labor Statistics.

The total amount payable to CONSULTANT under this Agreement shall not exceed $409,700, as adjusted by the annual inflationary adjustments for 2029-2031, if the extension(s) are exercised.

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

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

SECTION 7 - OWNERSHIP OF DOCUMENTS
All documents prepared by CONSULTANT in the performance of this Agreement, although instruments of professional service, are and shall be the property of CITY, whether the project for which they are made is executed or not.
46 of 456
Professional Services Page 3 of 15
Rev 9/22
SECTION 8 - CONFIDENTIALITY
All reports and documents prepared by CONSULTANT in connection with the performance of this Agreement are confidential until released by CITY to the public. CONSULTANT shall not make any such documents or information available to any individual or organization not employed by CONSULTANT or CITY without the written consent of CITY before any such release.

SECTION 9 - INTEREST OF CONSULTANT
CONSULTANT covenants that it presently has no interest, and shall not acquire any interest, direct or indirect, financial or otherwise, which would conflict in any manner or degree with the performance of the services under this Agreement.

SECTION 10 - CONSULTANT'S STATUS
It is expressly agreed that in the performance of the professional services required under this Agreement, CONSULTANT shall at all times be considered an independent contractor as defined in Labor Code Section 3353, under control of the CITY as to the result of the work but not the means by which the result is accomplished. Nothing herein shall be construed to make CONSULTANT an agent or employee of CITY while providing services under this Agreement.

SECTION 11 - INDEMNITY
CONSULTANT agrees to hold harmless and indemnify CITY, its elected and appointed officials, employees, and agents from and against any and all claims, loss, liability, damage, and expense arising out of CONSULTANT’s performance of this Agreement, except those claims arising out of CITY’s sole negligence or willful misconduct. CONSULTANT agrees to defend City, its elected and appointed officials, employees, and agents against any such claims. The CONSULTANT’S duty to indemnify shall survive expiration or early termination of this Agreement.

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

SECTION 13 - NON-ASSIGNABILITY
Both parties hereto recognize that this Agreement is for the personal services of CONSULTANT and cannot be transferred, assigned, or subcontracted by CONSULTANT without the prior written consent of CITY.
47 of 456
Professional Services Page 4 of 15
Rev 9/22
SECTION 14 - RELIANCE UPON PROFESSIONAL

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

SECTION 15 - WAIVERS
The waiver by either party of any breach or violation of any term, covenant, or condition of this Agreement or of any provisions of any ordinance or law shall not be deemed to be a waiver of such term, covenant, condition, ordinance or law or of any subsequent breach or violation of the same or of any other term, condition, ordinance, or law. The subsequent acceptance by either party of any fee or other money which may become due hereunder shall not be deemed to be a waiver of any preceding breach or violation by the other party of any term, covenant, or condition of this Agreement or of any applicable law or ordinance.

SECTION 16 - SEVERABILITY
If any term or portion of this Agreement is held to be invalid, illegal, or otherwise unenforceable by a court of competent jurisdiction, the remaining provisions of this Agreement shall continue in full force and effect.

SECTION 17 - COSTS AND ATTORNEY FEES
Attorney fees in total amount not exceeding $5,000, 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 $5,000 limit is the total of attorney fees recoverable whether in the trial court, appellate court, or otherwise, and regardless of the number of attorneys, trials, appeals, or actions. It is the intent of this Agreement that neither party shall have to pay the other more than $5,000 for attorney fees arising out of an action, or actions to enforce the provisions of this Agreement.

SECTION 18 - NON-DISCRIMINATION
CONSULTANT warrants that it is an Equal Opportunity Employer and shall comply with applicable regulations governing equal employment opportunity. Neither CONSULTANT nor any of its subcontractors shall discriminate in the employment of any person because of race, color, national origin, ancestry, physical handicap, medical condition, marital status, sex, or age, unless based upon a bona fide occupational qualification pursuant to the California Fair Employment and Housing Act. 48 of 456
Professional Services Page 5 of 15
Rev 9/22
SECTION 19 - MEDIATION
Should any dispute arise out of this Agreement, any party may request that it be submitted to mediation. The parties shall meet in mediation within 30 days of a request. The mediator shall be agreed to by the mediating parties; in the absence of an agreement, the parties shall each submit one name from mediators listed by either the American Arbitration Association, the State Mediation and Conciliation Service, or other agreed-upon service. The mediator shall be selected by a blind draw.

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

SECTION 20 - LITIGATION
CONSULTANT shall testify at CITY'S request if litigation is brought against CITY in connection with CONSULTANT's services under this Agreement. Unless the action is brought by CONSULTANT, or is based upon CONSULTANT's wrongdoing, CITY shall compensate CONSULTANT for preparation for testimony, testimony, and travel at CONSULTANT's standard hourly rates at the time of actual testimony.

SECTION 21 - NOTICES
All notices hereunder shall be given in writing and mailed, postage prepaid, addressed as follows:

To CITY: Jack Johnson
City of San Mateo
330 W. 20th Street
San Mateo, CA 94403
To CONSULTANT: HF&H Consultants, LLC
Attn: Rick Simonson
590 Ygnacio Valley Road, Suite 105
Walnut Creek, CA 94596
SECTION 22 - AGREEMENT CONTAINS ALL
UNDERSTANDINGS; AMENDMENT
This document represents the entire and integrated agreement between CITY and CONSULTANT and supersedes all prior negotiations, representations, and agreements, either written or oral.
49 of 456
Professional Services Page 6 of 15
Rev 9/22
This document may be amended only by written instrument, signed by both CITY and CONSULTANT.

SECTION 23 - AUTHORITY TO ENTER INTO AGREEMENT
CONSULTANT has all requisite power and authority to conduct its business and to execute, deliver, and perform the Agreement. Each party warrants that the individuals who have signed this Agreement have the legal power, right, and authority to make this Agreement and to bind each respective party.

SECTION 24 - GOVERNING LAW AND VENUE
This Agreement shall be governed by the laws of the State of California and, in the event of litigation, venue will be in the County of San Mateo.
[SIGNATURE PAGE FOLLOWS]
50 of 456
Professional Services Page 7 of 15
Rev 9/22
IN WITNESS WHEREOF, CITY OF SAN MATEO and HF & H Consultants, LLC have executed this Agreement the day and year first above written.

CITY OF SAN MATEO CONSULTANT
Matt Fabry
Director of Public Works
Date Rob Hilton
Its Authorized Agent
President
If a Corporation, can be either 1)
President or 2) Vice President
plus an additional corporate
officer (i.e., Secretary, Treasurer)
who shall sign below.

Date

APPROVED AS TO FORM ADDITIONAL CORPORATE

OFFICER
(if necessary per the above)
Linh P. Nguyen
Assistant City Attorney
Date Rick Simonson
Senior Vice President
Date
Attachments:

Exhibit A: Scope of Services
Exhibit B: Fee Rates
Exhibit C: Insurance Requirements
51 of 456
Professional Services Page 8 of 15
Rev 9/22

EXHIBIT A

SCOPE OF SERVICES
The project will result in the establishment of solid waste rates for calendar years (CY) 2025, 2026, 2027, and 2028.
 Establish a yearly project schedule based on the established compensation and revenue reporting of the SBWMA to support the City in its solid waste ratemaking objectives.  Create a financial model which accounts for any solid waste service expenses funded by ratemaking, the City’s solid waste enterprise reserve balance, rate revenue projections, and the balancing account maintained by Recology for any surpluses or shortfalls occurring between revenues collected from City ratepayers and Recology’s annual compensation.  Develop cost-of-service based rates to be re-visited on an annual basis. Demonstrate that the proposed rates reasonably reflect the cost of providing service and are fair and equitable to all customer classes and are consistent with Proposition 218.  Review the City’s existing solid waste rates and evaluate pros and cons of other approaches, including revising the structure of the City’s collection rates charged to multi-family and commercial customers.
 Communicate recommendations based on analysis of alternatives, impacts, and projections for City staff consideration. Incorporate revisions, as necessary.  Prepare draft memoranda and agenda reports for solid waste rate analysis findings and recommendations. Assist in the preparation of the Proposition 218 notification.  Virtually attend public meetings and make presentations on the proposed solid waste rates and analysis to provide implementation support for the recommended rates each year.  Conduct a survey of other applicable regional solid waste rates and summarize findings.  Provide ongoing consultation on best practices for solid waste rate setting and provide analysis of the impact on proposed state legislation on rates and solid waste programs.

Detailed scope of work involved for each rate setting year follows:

1. Rate Setting Tasks for CY 2025 Rates
Task 1.1. Update Model
Analysis performed to update the rate model after December 31, 2024, will be covered by this task.

This includes any work to update the revenue requirement, cost-of-service analysis, or proposed rate design. It is anticipated that modifications will be made to the model based on staff feedback prior to any presentation made to the City Council.
52 of 456
Professional Services Page 9 of 15
Rev 9/22
Task 1.2. Communicate Results
This task includes presentations to the City Manager’s office and presentations to the City Council.

Meetings with the City Manager’s office may include all of the following personnel: Public Works Director, Deputy Public Works Director, City Finance Director, City Attorney, and City Manager. We expect to produce up to two separate presentations to City staff and up to two separate presentations to City Council. City staff presentations will be conducted by guiding staff through the model and our findings and recommendations.

Presentations to City Council will entail a formal slide show presentation. We understand approval by City staff is required before meetings with City Council.

This task also includes documentation of our analysis. We will issue a Draft Memorandum, a Revised Draft Memorandum, and a Final Memorandum during the study. The Draft Memorandum will be prepared prior to the first presentation to City Council for their authorization to City staff to begin the Proposition 218 process. Upon receiving feedback and direction from the presentation to Council, we will prepare and issue a Revised Draft Memorandum to City staff that includes documentation of the analysis that was conducted and the recommended rate adjustments. The Revised Draft Memorandum will be submitted prior to the Public Hearing. A Final Memorandum will be issued once the Public Hearing takes place. In addition, we will draft the staff agenda reports for each City Council meeting that includes a presentation of the solid waste rates.

Our rate designs are presented so that impacts are easily understood by staff, elected officials, and ratepayers. We compare rate structure alternatives with the current rate structure and with comparable agencies’ rate structures. We also compare the customer bills produced by those rate structures. We will prepare a typical bill to show the cost per material stream that a customer subscribes to. We use tabular and graphical techniques to clearly communicate the differences. These techniques allow us to make refinements during meetings to achieve the optimal result. Presentations to City Council will also include a survey of other applicable regional solid waste rates to help the public gauge how their rates compare to their neighbors.

Task 1.3. Implementation
The purpose of this task is to conclude the project with successful implementation of the preferred alternative. We will attend the protest hearing, at the end of the 45-day protest period required by Proposition 218, to answer any questions raised by City staff’s presentation. The Public Hearing is assumed to be scheduled for March 2025. HF&H will assist the City with creating the Proposition 218 notice to ratepayers. We recommend the City’s legal counsel review the notice for compliance with all rules and regulations, as well.

Task 1.4. Post-Implementation Support
Our proposed scope of work shall result in approval of up to a five-year rate plan with the initial rate adjustment effective April 1, 2025. Subsequently, the City anticipates additional follow-up assistance may be necessary. HF&H staff will be available to assist with post-implementation customer and City staff support of 2025 rates through the end of the Calendar Year (CY). 53 of 456
Professional Services Page 10 of 15
Rev 9/22
Task 1.5. Engagement Management
Throughout the project, HF&H staff will meet via teleconference with the City staff on a bi-weekly basis, or less frequently at the City’s discretion, from the beginning of January 2025 through the end of April 2025. Meetings beyond this period are captured under the subsequent years included in this scope of work.

2. Rate Setting Tasks for CY 2026, CY 2027, and CY 2028 Rates The tasks identified for CY 2026,CY 2027, and CY 2028 are included below. Each of the six tasks will be performed in support of assisting the City to set rates for the given year.

Task 2.1. Revenue Requirement Projections
Following the successful implementation of rates for the current calendar year, HF&H will update the five- year financial planning model based on the revenue requirement calculated for setting rates in next calendar year, incorporating the latest operating and capital budgets of the City and Recology, and other financial policies and planning documents that we receive. In addition to City and Recology financial data, HF&H will request customer account information from Recology, and tip fee projections and the upcoming year Recology compensation application from the SBWMA. The resulting annual revenue requirement projections will be compared with the revenue from current rates to forecast the required revenue increases. We will review the City’s existing franchise agreement with Recology to ensure all financial aspects of the agreement are addressed in the development of the revenue requirement.

The model will incorporate:
 The impact of projected growth and inflation to expenses, reserves, revenues, and rates.  The financial impacts of new programs (e.g., the City’s purchase of an additional street sweeping vehicle, City-wide organics education, and community composting).  The allocation of existing revenues, operating expenses, and capital expenses to the solid waste program.
 The use of alternative funding sources (e.g., Refuse Vehicle Street Impact Reimbursement), if desired.
 The maintenance of necessary operating reserves.

Key model components will be included in the analysis. These include but are not limited to:
 Lines of collection services such as recycling, organics, and trash collection.  Other operations funded through solid waste rates such as street sweeping and solid waste program expenses, the franchise fee, the landfill closure fee, and trash related capital improvement projects.
54 of 456
Professional Services Page 11 of 15
Rev 9/22
 Customer subscription data by material stream(s), size of container, and frequency of pick-up.  Modeling assumptions (assumed growth, assumed disposal tonnages, landfill tip fees, recyclable materials processing fees, annual reserve targets, etc.).  Recology balancing account projections to assist the City with accounting for any collection shortfalls while maintaining a prudent level of reserves.

The model will allow the City to input the financial data directly from Recology’s annual compensation application submitted to the SBWMA and from the City’s financial system.

This task also includes any work to update the revenue requirement to address City feedback or updated information. HF&H will perform a quality control check of the model and results during the study.

Task 2.2. Cost-of-Service Analysis and Rate Design
The cost-of-service analysis builds on the first year of the revenue requirement projections for the upcoming ratemaking year. We are particularly mindful of the administrative record that is called for in today’s litigious rate-making environment. The City is aware that its rates must be cost based. Court cases in recent years have provided additional guidance.

The cost-of-service analysis will allocate the revenue requirements between the fixed and volumetric charges and among the various customer classes.

HF&H will update the Excel-based spreadsheet, previously developed from the prior year City rate study, to summarize the reported cost and operating data, and allocate costs. The initial step is to determine the cost of service by residential and commercial service sector. The second step will be to determine the cost of service by subscription levels (size of container and frequency of service). We will determine the costs as follows:
 Direct costs will be assigned to the appropriate service category based on a fixed and variable component. Specifically, a methodology to determine the fixed and variable costs will be discussed and agreed to with City staff.
 Indirect costs and overhead costs will be allocated based on parameters to be discussed with City staff such as number of accounts, tons, container capacity, routes, etc.

The results will be compared with the revenue from current charges for each customer class to determine the difference and the transitional strategy that may be needed to align the updated rates with the cost of service without causing rate shock or hardships for any class.

Based on our experience working with the City over the last four years, we anticipate some form of phased, multi-year realignment will be the City’s preferred option. However, we will present up to three options for City staff’s input prior to presenting to Council: 1) achieving cost-of-service in one 55 of 456
Professional Services Page 12 of 15
Rev 9/22
year; 2) achieving cost-of- service in four to five years; and 3) achieving cost-of-service in eight to ten years. Thus, providing a high, medium, and low-level scenario for the City to consider.

This task also includes any work to update cost-of-service analysis or proposed rate design to address City feedback or updated information. HF&H will perform a quality control check of the model and results during the study.

Task 2.3. Communicate Results
The scope of this task for 2026, 2027, and 2028 is the same as the scope specified in Task 1.2.

Task 2.4. Implementation
The scope of this task for 2026, 2027, and 2028 is the same as the scope specified in Task 1.3.

Task 2.5. Post-Implementation Support
Our proposed scope of work shall result in approval of up to a five-year rate plan each calendar year with the initial rate adjustment effective April 1, 2026, followed by a revised five-year rate plan and rate adjustment effective April 1, 2027. A subsequent five-year rate plan and rate adjustment will become effective April 1, 2028. HF&H staff will be available to assist with post-implementation customer and City staff support through the end of the term of the contract.

Task 2.6. Engagement Management
Throughout the project, HF&H staff will meet with the City via teleconference on a bi-weekly basis from April 2025 through the end of March 2028. The meetings will allow us to review the model for the forthcoming rate year, discuss expense projections, answer City staff questions, and obtain feedback. 56 of 456
Professional Services Page 13 of 15
Rev 9/22

EXHIBIT B

FEE RATES
[1] Subject to an annual inflationary adjustment capped at 5% based on the change in the CPIU (San Francisco) published by the Bureau of Labor Statistics.

Simonson Sasser
City of San Mateo Project Project Project
2025-2028 Solid Waste Rate Studies Director Manager Analyst Admin Total 2025 Rates
2025 Hourly Rates $340 $265 $195 $120
Task 1.1 - Update Model 2 4 8 0 14
Task 1.2 - Communicate Results 8 28 24 6 66
Task 1.3 - Implementation 2 8 2 0 12
Task 1.4 - Post-Implementation Support 4 8 2 0 14
Task 1.5 - Engagement Management 10 13 0 0 23
Subtotal hours 26 61 36 6 129
Subtotal fees $8,840 $16,165 $7,020 $720 $32,745
2026 Rates
2026 Hourly Rates $354 $276 $203 $125
Task 2.1 - Revenue Requirement Projections 2 5 12 0 19
Task 2.2 - Cost-of-Service Analysis/Rate Design 8 8 20 0 36 Task 2.3 - Communicate Results 12 32 30 20 94
Task 2.4 - Implementation 4 10 2 0 16
Task 2.5 - Post-Implementation Support 4 8 2 0 14
Task 2.6 - Engagement Management 20 30 0 0 50
Subtotal hours 50 93 66 20 229
Subtotal fees $17,700 $25,668 $13,398 $2,500 $59,266
2027 Rates
2027 Hourly Rates $368 $287 $211 $130
Task 3.1 - Revenue Requirement Projections 2 5 12 0 19
Task 3.2 - Cost-of-Service Analysis/Rate Design 8 8 20 0 36 Task 3.3 - Communicate Results 12 32 30 20 94
Task 3.4 - Implementation 4 10 2 0 16
Task 3.5 - Post-Implementation Support 4 8 2 0 14
Task 3.6 - Engagement Management 20 30 0 0 50
Subtotal hours 50 93 66 20 229
Subtotal fees $18,400 $26,691 $13,926 $2,600 $61,617
2028 Rates
2028 Hourly Rates $383 $298 $219 $135
Task 4.1 - Revenue Requirement Projections 2 5 12 0 19
Task 4.2 - Cost-of-Service Analysis/Rate Design 8 8 20 0 36 Task 4.3 - Communicate Results 12 32 30 20 94
Task 4.4 - Implementation 4 10 2 0 16
Task 4.5 - Post-Implementation Support 4 8 2 0 14
Task 4.6 - Engagement Management 20 30 0 0 50
Subtotal hours 50 93 66 20 229
Subtotal fees $19,150 $27,714 $14,454 $2,700 $64,018
Total Hours 176 340 234 66 816
2025-2028 Total Fees $64,090 $96,238 $48,798 $8,520 $217,646 % of Total Hours 22% 42% 29% 8% 100%
Optional Extension
Annual Extension Total [1] $19,150 $27,714 $14,454 $2,700 $64,018 3 Years (2029, 2030, 2031) 3 3 3 3
2029-2031 Total Fees $57,450 $83,142 $43,362 $8,100 $192,054 Grand Total $409,700
57 of 456
Professional Services Page 14 of 15
Rev 9/22

EXHIBIT C

INSURANCE REQUIREMENTS

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

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

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

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

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

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

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

Primary Coverage
For any claims related to this contract, the CONSULTANT’s insurance coverage shall be primary insurance as respects the City, its elected and appointed officials, employees, and agents. Any insurance or self-insurance maintained by the City, its elected and appointed officials, employees, or agents shall be excess of the CONSULTANT’s insurance and shall not contribute with it. 58 of 456
Professional Services Page 15 of 15
Rev 9/22
Notice of Cancellation
Each insurance policy required above shall provide that coverage shall not be canceled, except after thirty (30) days’ prior written notice (10 days for non-payment) has been given to the City.

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

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

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

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

Verification of Coverage
CONSULTANT shall furnish the City with original certificates and amendatory endorsements or copies of the applicable policy language effecting coverage required by this clause. All certificates and endorsements are to be received and approved by the City before work commences. However, failure to obtain the required documents prior to the work beginning shall not waive the CONSULTANT’s obligation to provide them. The City reserves the right to require complete, certified copies of all required insurance policies, including endorsements required by these specifications, at any time. 59 of 456

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: 7 Section Name: CONSENT CALENDAR Account Number: 82-4681 File ID: 24-9130 TO: City Council
FROM: Alex Khojikian, City Manager
PREPARED BY: Public Works Department
MEETING DATE: October 21, 2024
SUBJECT:

Citywide Facilities Condition Assessments – Amendment
RECOMMENDATION:

Approve Amendment No. 1 to the agreement with ELS Architecture & Urban Design for professional services to perform Citywide Facilities Condition Assessments Tasks 2, 3, and 4 in the amount of $556,433.75, for a new agreement total of $607,500; and authorize the Public Works Director to execute the amendment in substantially the form presented.

BACKGROUND:

The City's property portfolio includes over a hundred buildings of varying types, ages, and conditions. To optimize resource use, the Facilities Division is creating a Citywide maintenance program that will assess each facility individually, identify potential issues based on their physical condition, and prioritize repairs according to the severity of deficiencies using a weighted scoring system.

The purpose of the Facilities Condition Assessments (FCA) is to evaluate and document the physical condition of the City’s buildings, including their structures and systems. This will be achieved through a review of existing documentation, consultations with City staff, and on-site inspections of each property. A comprehensive report will be produced, detailing the probable costs to address any significant physical or design deficiencies identified during the assessment.

In April 2024, a Request for Proposals (RFP) was advertised outlining the objectives in four tasks:

Task 1: Orientation to the Properties/Development of the Work Plan & Investigation Task 2: Property Condition Assessments and Observations Task 3: 90 percent Property Condition Assessment Report Task 4: Final Property Condition Assessment Report
Ten (10) proposals were received, evaluated, and scored by staff based on criteria, such as experience with facility condition assessments, forensic building analysis, similar types of buildings, team qualifications and references. The City executed an agreement with ELS Architecture and Urban Design in the amount of $51,066.25 to complete Task 1 because they achieved the highest average score of 92.25 out of 100 out of proposals received.

Task 1 was completed in August 2024 and resulted in a comprehensive work plan detailing the evaluation procedures and specifying the specialized consultants needed for each facility. The plan also included a schedule with milestones for key tasks, outlining completion and submission dates for deliverables. This groundwork was used to define the scope of work for Tasks 2, 3, and 4.

For Task 2, the scope involves both non-destructive and, if necessary, destructive observation methods for each facility. 60 of 456

CITY OF SAN MATEO
Task 3 will produce a 90 percent property condition assessment report, which will feature recommended modernization projects, preventative maintenance plans, and a prioritization of needs. This will be developed collaboratively by the consultant and City staff, creating a prioritized list of facilities to repair, complete with construction and maintenance cost estimates and schedules. Task 4 will deliver a 100 percent property condition report, incorporating the findings from Task 3, to provide necessary information for a comprehensive presentation to the City Council in 2025.

Staff recommends amending the professional services agreement with ELS Architecture and Urban Design due to their successful completion of Task 1. This achievement has positioned the City well to complete the Citywide Facilities Condition Assessment within the projected budget and timeline. Staff reviewed and negotiated the scope and fee and recommend approval of the amendment.

BUDGET IMPACT:

There is sufficient funding in the Citywide Facilities Condition Assessment (46f030) project to fund this amendment.

ENVIRONMENTAL DETERMINATION:

Approval of this amendment is not a project subject to CEQA, because it can be seen with certainty that there is no possibility that a conditions assessment of City facilities will have a significant effect on the environment. (CEQA Guidelines Section 15061(b)(3).)

NOTICE PROVIDED
All meeting noticing requirements were met.

ATTACHMENTS
Att1 – Amendment No. 1

STAFF CONTACT
Steve Wu, Acting Facilities & Fleet Services Manager
[email protected]
(650) 522-7345
61 of 456
Contract Amendment Page 1 of 7
CAO Approved June 2024
AMENDMENT NO. 1 TO THE AGREEMENT

BETWEEN THE CITY OF SAN MATEO AND

ELS ARCHITECTURE & URBAN DESIGN FOR

CITYWIDE FACILITIES CONDITION ASSESSMENTS
($51,066.25 [Original Amount]; $556,433.75 [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 ELS ARCHITECTURE & URBAN DESIGN ("CONSULTANT”).

WHEREAS, CITY and CONSULTANT entered into a professional services agreement on July 8, 2024 for condition assessments for citywide facilities; and WHEREAS, CITY and CONSULTANT wish to amend the Agreement to provide additional services and increase compensation by $556,433.75, for a new total Agreement amount of $607,500.00.

NOW, THEREFORE, the Parties agree as follows:

1. Section 4,“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 Exhibits A and B, CITY agrees to pay CONSULTANT a fee in an amount of $607,500.00.”

2. Exhibit A, “Scope of Services,” is replaced in its entirety with the attached Exhibit A, incorporated by reference.

3. Exhibit B, “Fee Schedule,” is replaced in its entirety with the attached Exhibit B, incorporated by reference.

4. The remaining terms of the Agreement remain in full force and effect. [SIGNATURE PAGE FOLLOWS]
62 of 456
Contract Amendment Page 2 of 7
CAO Approved June 2024
IN WITNESS WHEREOF, CITY OF SAN MATEO and CONSULTANT have executed this Amendment No. 1 on ___________________.

CITY OF SAN MATEO CONSULTANT
Matt Fabry
Public Works Director
Date David Masenten
Principal
If a Corporation, can be either 1)
President or 2) Vice President plus
an additional corporate officer
(i.e., Secretary, Treasurer) who
shall sign below.

Date

APPROVED AS TO FORM ADDITIONAL CORPORATE

OFFICER
(if necessary per the above)
Linh Nguyen
Assistant City Attorney
Date Gerald Navarro
Chief Financial Officer
Date
63 of 456

EXHIBIT A

SCOPE OF SERVICES
Project Scope
The City of San Mateo is in the process of assessing the future budget needs for the 87 city-owned properties which range from large facilities to a number of park restroom facilities. In the process of the initial study of the sites, ELS and the City decided to exclude several sites for the following reasons:
buildings are actively being worked on or studied, a number of buildings have been built within the last few years and show few visible signs of issues, or facilities that are small enough that study is not needed. The remaining 57 facilities are represented in the scope below. The ELS team has divided these facilities into two parts: buildings in need of a detailed evaluation reports to identify deficiencies in more detail and help determine the best course forward, and facilities that can be walked for a visual assessment suitable to generate a ROM cost estimate for the City to use in their budget. The following describes these two approaches by task:

TASK 1: Detailed Facilities Assessment of the following existing City facilities:

1. BERESFORD RECREATION CENTER

2. CENTRAL RECREATION CENTER

3. FIRE STATION #27

4. HILLSDALE LIBRARY

5. LAKESHORE PARK RECREATION CENTER

6. OLD FIRE STATION #26

7. SENIOR CENTER

8. SHOREVIEW RECREATION CENTER

9. TRANSIT CENTER BRIDGE

10. TRINTA PARK RESTROOM BUILDING
For these facilities, the ELS team will do the following detailed feasibility study:
 Conduct (1) site visit to observe the existing facility and identify the following:
o Assess structural systems to the extent that is visible without destructive investigation. o Review existing electrical service and systems.
o Review existing plumbing and mechanical systems.
o Identify building issues including wear, water intrusion and age and accessibility concerns.
 Review any plans if available.
 Provide direction if any destructive investigation is needed.  Prepare a cost estimate for the identified improvements.  Prepare a draft report with the findings and cost estimate for City review and comment.  Deliver final report with City comments incorporated. 64 of 456
TASK 2: Facilities Walkthrough and Visual Assessment for a ROM Cost Estimate for the following existing City Facilities:

1. AQUATIC PARK RESTROOM - SOUTH

2. AQUATIC PARK RESTROOM - NORTH

3. AQUATIC PARK RANGER STATION/BOAT HOUSE

4. BAY MEADOWS PARK RESTROOM

5. BERESFORD PARK - ROSE ROOM

6. BERESFORD PARK - RESTROOM

7. BERESFORD BOCCE COURTS RESTROOM

8. BERESFORD - PICNIC SHELTER

9. BERESFORD PARK - CHANGE BUILDING

10. BERESFORD PARK - GARDEN CENTER

11. CENTRAL CERAMICS STUDIO BUILDING

12. CENTRAL GARAGE

13. CENTRAL PARK GRANDSTANDS

14. CENTRAL PARK RESTROOMS

15. CENTRAL PARK - TEA HOUSE

16. CENTRAL PARK - KOHL PUMP HOUSE

17. CENTRAL PARK - MAINTENANCE SHED

18. CORPORATION YARD PARKS WAREHOUSE

19. CORPORATION YARD ADMIN MOBILE OFFICE

20. CORPORATION YARD ADMINISTRATION BUILDING/AUTO/CARPENTERS

21. CORP YARD - PARKS SHELTER

22. CORPORATION YARD - STREETS SHELTER

23. CORPORATION YARD - ENVIRONMENTAL COMPLIANCE

24. CORPORATION YARD FACILITIES WAREHOUSE

25. CORPORATION YARD - SIGN SHOP

26. FIRE STATION #23 HOSE TOWER ONLY

27. FIESTA MEADOWS PARK RESTROOM

28. GOLF COURSE SHED

29. GOLF COURSE RESTROOM - 3RD HOLE

30. GOLF COURSE RESTROOM - 9TH HOLE

31. HARBORVIEW PARK RESTROOM

32. INDIAN SPRINGS PARK RESTROOM

33. JOINVILLE PARK RESTROOM

34. LAKESHORE PARK RESTROOM/CONCESSION

35. LAURELWOOD PARK RESTROOM

36. LOS PADROS PARK RESTROOM BUILDING

37. MARINERS ISLAND PARK RESTROOM

38. MARTIN LUTHER KING PARK RESTROOM

39. OLD FIRE STATION #25 AND HOSE TOWER

40. PADDOCK PARK RESTROOM

41. RYDER PARK RESTROOM

42. SEAL POINT PARK RANGER OFFICE/BARN

43. SEAL POINT PARK RESTROOM - NORTH

44. SEAL POINT PARK RESTROOM - SOUTH
65 of 456

1. SEAL POINT PARK GUARD HOUSE

2. SHOREVIEW PICNIC SHELTER

3. SHOREVIEW EQUIPMENT SHED
For these facilities, the ELS team will do the following for each site:
 Conduct (1) site visit of the facility;
 Create a bullet point list of improvements/maintenance needed from the visual observation.  No destructive investigation is included.
 The cost estimator will generate a draft Rough Order of Magnitude estimate for the listed improvements for City review and comment.
 Deliver a final cost estimate for each site with City comments incorporated.

Any facility not included in the two lists above has been excluded from this study. ELS and its team is available and welcomes the opportunity to do additional sites as an additional service should the city deem them necessary as it works through its budget exercise.

Schedule
Based on our conversations with the City, it is our understanding these feasibility studies need to be complete no later than June 2025. Our team will work with the City to schedule a few site visits at a time, working through approximately 2 full assessments per month, and spacing the necessary site walks for the Task 2 assessments that work with City availability and the team’s schedule.

Additional Services and Reimbursable Expenses
Certain items of work are not included in basic services but can be performed as additional services, based upon ELS attached hourly rates, if required. These items include, but are not necessarily limited to, the following:

1. Project scope in addition to that described above, including additional sites;

2. Design beyond the Needs Assessment and Schematic Level Narrative Recommendations, such as Schematic Design, Design Development, Construction Documents, Bid and/or Construction Administration;

3. Work and scope to be performed by any consultants not included above;

4. Any costs associated with destructive testing;

5. Providing professional renderings or models;

6. Fees paid for securing approval of authorities having jurisdiction over the project.

Exclusions/Provisions
The following items of work are excluded:

1. Removal of hazardous materials;

2. Site, boundary, utility, and topographic survey;

3. Geotechnical analysis and soils report;

4. Duct leakage tests (if deemed necessary, would recommend testing be conducted by an HVAC contractor);

5. Obtaining and paying for construction permits; and
66 of 456

6. Unless otherwise provided, ELS and its Consultants shall have no responsibility for the discovery, presence, handling, removal, or disposal of, or exposure of persons to, hazardous materials in any form at the Project site, including but not limited to asbestos, asbestos products, polychlorinated biphenyl (PCB), or other toxic substances. +
67 of 456

EXHIBIT B

FEE SCHEDULE
Reimbursable expenses are in addition to the Basic Services amount. The City of San Mateo should budget $7,500 for reimbursable expenses.
68 of 456

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: 8 Section Name: CONSENT CALENDAR Account Number: 20-5150 File ID: 24-9136 TO: City Council
FROM: Alex Khojikian, City Manager
PREPARED BY: Police Department
MEETING DATE: October 21, 2024
SUBJECT:

Office of Traffic Safety - Appropriation and Grant Spending Plan RECOMMENDATION:

Adopt a Resolution to approve a grant spending plan and appropriate funds for the Office of Traffic Safety Selective Traffic Enforcement Program grant totaling $200,000 and authorize the Chief of Police to accept and execute the agreement in substantially the form presented and expend the funds.

BACKGROUND:

For several years, the federal and state governments, through the National Highway Traffic Safety Administration and the California Office of Traffic Safety, have awarded yearly grants to the San Mateo Police Department. The grants come with very specific spending criteria and require a Resolution to approve the spending plans and appropriate the funds.

The success of this program hinges on high-profile enforcement and public awareness. The grant funds will enable the Police Department to conduct DUI checkpoints, DUI saturation patrols, targeted speed enforcement, red light enforcement, distracted driver enforcement, and other specialized enforcement programs. The funds will assist the Police Department in focusing its efforts on the primary collision factors (PCF’s) that lead to collisions.

The strategies used by the City of San Mateo will involve the “Three E’s” of traffic safety – Education, Enforcement, and Engineering, to further our City’s efforts towards reducing injury accidents. Specifically, for the Education component, SMPD traffic officers will conduct safety talks for seniors, as well as school age children regarding pedestrian and bicycle safety. For the Enforcement component, SMPD traffic officers will continue targeted enforcement at problem locations where injury collisions, especially auto-pedestrian collisions, have occurred in the past. For the Engineering component, SMPD will continue collaboration with the Public Works Department regarding engineering and design responses to problem locations. This involves meetings with Public Works personnel twice a month for study and implementation of new strategies to improve pedestrian safety.

The Office of Traffic Safety funds will primarily be used to staff overtime details for traffic enforcement and distracted driving enforcement with the objective of decreasing injury collisions and the threat of auto-pedestrian collisions. Other uses of the funds will include addressing DUI drivers through the staffing of DUI checkpoints and DUI saturation details, as well as the purchase of equipment including a changeable message sign trailer with radar and related supplies.

SMPD will also continue its collaboration with county-wide Selective Traffic Enforcement Program (STEP) programs whereby officers work with other San Mateo County law enforcement agencies as part of a traffic enforcement strike team that focuses on two cities at a time conducting high-profile enforcement at high-collision locations. SMPD officers will continue proactive traffic enforcement during National Distracted Driving Awareness Month in April, the Click it or Ticket Campaign in May, and the AVOID (DUI Enforcement) operations throughout the year. 69 of 456

CITY OF SAN MATEO
Finally, to comply with grant requirements, SMPD will issue press releases, including using NIXLE, Nextdoor, Twitter, Instagram, and Facebook posts over the grant term calling attention to the innovative program strategies and outcomes in furtherance of the grant and to enhance overall traffic safety. These will include a press release announcing the grant award and other press releases that call attention to proactive enforcement efforts against DUIs, basic traffic and motorcycle safety, and strategies to combat future auto-pedestrian collisions.

BUDGET IMPACT:

The Office of Traffic Safety Selective Traffic Enforcement Program (STEP) grant requires no matching funds and covers all contract and equipment expenditures. There is no impact to the General Fund and once appropriated, $200,000 in funds will be added to the Police Grant (Fund 200) budget.

ENVIRONMENTAL DETERMINATION:

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.)

NOTICE PROVIDED
All meeting noticing requirements were met.

ATTACHMENTS
Att 1 - Proposed Resolution
Att 2 - Grant Spending Plan Agreement

STAFF CONTACT
Ed Barberini, Chief of Police
[email protected]
(650) 522-7600
Craig Collom, Traffic Sergeant
[email protected]
(650) 522-7742
70 of 456

CITY OF SAN MATEO
RESOLUTION NO. ____ (2024)

APPROPRIATING FUNDS AND AUTHORIZING THE CHIEF OF POLICE TO EXECUTE THE GRANT AGREEMENT TO

EXPEND THE OFFICE OF TRAFFIC SAFETY SELECTIVE TRAFFIC ENFORCEMENT PROGRAM GRANT FUNDS TOTALING $200,000
WHEREAS, the Office of Traffic Safety (OTS) has awarded the City a grant totaling $200,000 through its Selective Traffic Enforcement Program (STEP) for local law enforcement traffic control/safety purposes; and WHEREAS, OTS requires that recipient cities adopt resolutions to appropriate funds, which would be reimbursed through the grant, and authorize the expenditure of STEP grant monies.

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

1. 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).

2. The appropriation of $200,000 in Selective Traffic Enforcement Program grant funds to the police grant fund budget is approved.

3. The grant spending plan is approved, and the Chief of Police is authorized to accept and execute the Office of Traffic Safety Selective Traffic Enforcement Program grant agreement and to expend the Office of Traffic Safety Selective Traffic Enforcement Program grant funds for traffic control/safety purposes.
71 of 456
72 of 456
73 of 456
74 of 456
75 of 456
76 of 456
77 of 456
78 of 456
79 of 456
80 of 456
81 of 456
82 of 456
83 of 456
84 of 456
85 of 456
86 of 456
87 of 456
88 of 456

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: 9 Section Name: CONSENT CALENDAR Account Number: 10-5112 File ID: 24-9138 TO: City Council
FROM: Alex Khojikian, City Manager
PREPARED BY: Police Department
MEETING DATE: October 21, 2024
SUBJECT:

Community Wellness and Crisis Response Team Mental Health Partnership Services – Agreement RECOMMENDATION:

Approve an agreement with the County of San Mateo for the provision of the Community Wellness and Crisis Response Team Program in FY24/25 in the estimated amount of $79,100; approve a change order in the amount of $35,267.46 to cover the final costs for CWCRT services rendered in FY23/24; 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; and authorize the Chief of Police to execute the agreement in substantially the form presented.

BACKGROUND:

The City of San Mateo has partnered with San Mateo County Behavioral Health and Recovery Services along with Daly City, Redwood City and South San Francisco on the Community Wellness and Crisis Response Team (CWCRT) Mental Health Clinician Cost-Sharing Pilot Program since 2021. This program embedded a clinician, provided by local non-profit Star Vista, with the participating police departments to optimally respond to individuals experiencing a mental health crisis. Since implementation, the clinician and overall program have been a resounding success and a valuable addition to public safety in the City of San Mateo.

The original CWCRT pilot program (whereby the County of San Mateo shared in the costs) concluded at the end of the 23/24 Fiscal Year. In recognition of the tremendous value the clinician has provided in meeting the behavioral health crisis needs of the San Mateo community, the City Council authorized the addition of a new position (1.00 FTE) to provide these important services as part of the adoption of the 24/25 budget. Staff has completed the recruitment process and effective September 29, 2024, has hired a clinician who is a full-time merit employee to operate the CWCRT moving forward.

The new proposed agreement will accomplish two important tasks. First, it will provide for the continuation of the CWCRT program and partnership between the County of San Mateo, Star Vista, and the City of San Mateo from July 1 to September 28, 2024, while the City continued to partner with the County and Star Vista to provide contracted crisis clinical co-response within the CWCRT program. It also outlines program operations, data sharing and access, and the City’s funding responsibility for that time frame, which is estimated at $79,100. Second, the new agreement outlines how the program will operate from September 29, 2024 to June 30, 2025, with the City providing a clinician as our own employee, defining operations, respective responsibilities, data sharing and access, etc. This MOU will ensure the City clinician will have the data access, support, and network to continue to operate within the CWCRT program.

Additionally, when the CWCRT pilot agreement was initially approved by the City Council in 2021, the contractual cost authorization sought was an estimate. The initial contract concluded June 30, 2024 and the final invoice exceeds the cumulative spend authorization by $35,267.46. This is due to the City of San Mateo completing the hiring/onboarding process of our contracted clinician sooner than the partner agencies, as well as Cost of Living Adjustment increases which 89 of 456

CITY OF SAN MATEO
were called for, but not quantified, in the agreement. It is recommended the City Council approve a change order in the amount of $35,267.46 to cover the final cost for the CWCRT services rendered in FY23/24 bringing the total contractual cost for the initial pilot program contract to $191,449.46.

BUDGET IMPACT:

These actions can be accommodated in the Police Department’s operating budget with no net impact to the General Fund.

ENVIRONMENTAL DETERMINATION:

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.)

NOTICE PROVIDED
All meeting noticing requirements were met.

ATTACHMENTS
Att 1 – Proposed Agreement

STAFF CONTACT
Ed Barberini, Chief of Police
[email protected]
(650) 522-7600
Matt Lethin, Captain
[email protected]
(650) 522-7663
90 of 456
91 of 456
92 of 456
93 of 456
94 of 456
95 of 456
96 of 456
97 of 456
98 of 456
99 of 456
100 of 456
101 of 456
102 of 456

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: 10 Section Name: CONSENT CALENDAR Account Number: 18-6114 File ID: 24-9155 TO: City Council
FROM: Alex Khojikian, City Manager
PREPARED BY: Parks and Recreation Department
MEETING DATE: October 21, 2024
SUBJECT:

Congregate Nutrition Program — Interagency Agreement
RECOMMENDATION:

Approve an interagency agreement with the County of San Mateo for Fiscal Year 2024-2025 to partially fund a congregate nutrition program through the Older Americans Act up to $47,686; and authorize the Director of Parks and Recreation to execute the agreement.

BACKGROUND:

A congregate nutrition program provides nutrition services for older individuals in a congregate setting. Services include meals, nutrition and health education, nutrition risk screening and opportunities for socialization. The Dr. Martin Luther King Jr. Community Center has long been the site for such a federally funded lunch program, serving 3,840 senior meals a year. Since 2004, the City of San Mateo has been the contractor for this service. San Mateo County administers the program which is federally funded through the Older Americans Act (OAA). The program operates in accordance with state licensing regulations, applicable federal laws, and the standards and requirements established by Aging and Adult Services (AAS) of San Mateo County. The City of San Mateo has successfully met all criteria. The federal funds received go directly toward the cost of meals for eligible individuals and for nutrition education presentations on topics such as salt intake, portions sizes, or the importance of staying hydrated. Services set forth in this agreement first commenced on July 1, 2024, and are to be completed on June 30, 2025.

BUDGET IMPACT:

This program is currently allocated $60,883 for meals and related services of which $47,686 will be reimbursed through federal funds. Patron donations also contribute to partially offsetting the cost.

ENVIRONMENTAL DETERMINATION:

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).)

NOTICE PROVIDED
All meeting noticing requirements were met.

ATTACHMENTS
Att 1 - Agreement

STAFF CONTACT
Stephanie Douglas, Community Services Manager
[email protected]
(650) 522-7442
103 of 456
104 of 456
105 of 456
106 of 456
107 of 456
108 of 456
109 of 456
110 of 456
111 of 456
112 of 456
113 of 456
114 of 456
115 of 456
116 of 456
117 of 456
118 of 456
119 of 456

125 of 456
126 of 456
127 of 456
128 of 456
129 of 456
130 of 456
131 of 456
132 of 456
133 of 456
134 of 456
135 of 456

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: 11 Section Name: CONSENT CALENDAR Account Number: 11-6114 File ID: 24-9158 TO: City Council
FROM: Alex Khojikian, City Manager
PREPARED BY: Parks and Recreation Department
MEETING DATE: October 21, 2024
SUBJECT:

Lifeline Grant Cycle 7 — Interagency Memorandum of Understanding RECOMMENDATION:

Adopt a Resolution to approve an interagency Memorandum of Understanding (MOU) between the San Mateo County Transit District ("DISTRICT") and the City of San Mateo ("RECIPIENT") for the funding of the Get Around! Senior Transportation Program and authorize the acceptance of $314,000 in grant funds to support the program for Fiscal Year 2024-2025; and authorize the Director of Parks and Recreation to execute the MOU.

BACKGROUND:

The Lifeline Transportation Program (LTP), established by the Metropolitan Transportation Commission (MTC), provides critical funding to improve mobility for low-income residents in the San Francisco Bay Area. In San Mateo County, the City/County Association of Governments of San Mateo (C/CAG) administers LTP funds, allocating resources to eligible local projects. The City of San Mateo applied for and was awarded $320,000 in LTP funds to support the Get Around! Senior Transportation Program, aimed at improving transportation access for senior citizens in the community. To implement this project, the DISTRICT, as the only eligible recipient of State Transit Assistance (STA) funds in San Mateo County, will file claims on behalf of the City. This MOU formalizes the partnership between the San Mateo County Transit District and the City of San Mateo to support funding for the Get Around! Senior Transportation Program, ensuring the efficient use of the awarded funds and compliance with all administrative requirements.

The MOU outlines several key terms that define the partnership between the San Mateo County Transit District and the City of San Mateo. Under this agreement, the San Mateo County Transit District will claim and manage the Lifeline Transportation Program (LTP) funds on behalf of the City of San Mateo, ensuring that the necessary resources are available for the project. In exchange for handling the administrative aspects of the funding, the San Mateo County Transit District will retain $6,000 of the $320,000 grant to cover its administrative costs. Meanwhile, the City of San Mateo has already secured the required local match for the program in its existing budget and will be fully responsible for the facilitation of the Get Around! Senior Transportation Program.

This partnership is designed to improve transportation access for seniors in San Mateo, enhancing their mobility and fostering greater independence for this vulnerable group. The approval of this MOU is essential for the successful continuation of the Get Around! Senior Transportation Program, which provides valuable transportation services to over 400 senior residents in San Mateo monthly. Services set forth in this memorandum of understanding first commenced on July 1, 2024, and are to be completed on June 30, 2025.

BUDGET IMPACT:

The City will receive $314,000 of the $320,000 awarded for the project after administrative deductions, with no additional fiscal impact to the City, as the required local match has been secured in the existing budget. 136 of 456

CITY OF SAN MATEO
ENVIRONMENTAL DETERMINATION:

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

NOTICE PROVIDED
All meeting noticing requirements were met.

ATTACHMENTS
Att 1 - Proposed Resolution
Att 2 - Memorandum of Understanding (MOU)

STAFF CONTACT
Stephanie Douglas, Community Services Manager
[email protected]
(650) 522-7442
137 of 456

CITY OF SAN MATEO
RESOLUTION NO. ___ (2024)

APPROVING THE INTERAGENCY MEMORANDUM OF UNDERSTANDING WITH THE SAN MATEO COUNTY TRANSITDISTRICT FOR THE LIFELINE TRANSPORTATION PROGRAM AND AUTHORIZING ACCEPTANCE OF $314,000 IN GRANT FUNDS FOR FISCAL YEAR 2024-2025
WHEREAS, the Lifeline Transportation Program (LTP) established by the Metropolitan Transportation Commission (MTC) provides essential funding to enhance mobility for low-income residents in the San Francisco Bay Area; and
WHEREAS, the City of San Mateo has applied for and been awarded $320,000 in LTP funds to support the Get Around! Senior Transportation Program, which is designed to improve transportation access for senior citizens in our community; and
WHEREAS, the San Mateo County Transit District is the only eligible recipient of State Transit Assistance (STA) funds in San Mateo County and will file claims on behalf of the City for the LTP funds; and WHEREAS, an interagency Memorandum of Understanding (MOU) has been developed to formalize the partnership between the City of San Mateo and the San Mateo County Transit District for the implementation of the Get Around! Senior Transportation Program, ensuring efficient use of the awarded funds and compliance with all administrative requirements; and
WHEREAS, the MOU stipulates that the San Mateo County Transit District will retain $6,000 of the awarded funds to cover its administrative costs, resulting in $314,000 available for direct program use, with the City having already secured the necessary local match within its existing budget; and WHEREAS, the Get Around! Senior Transportation Program is critical for enhancing the mobility and independence of senior residents, providing transportation services to over 400 seniors monthly; and WHEREAS, the services outlined in this MOU commenced on July 1, 2024, and are set to conclude on June 30, 2025.

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

1. Approval of the MOU 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.)

2. The Director of Parks and Recreation is authorized to execute the Interagency Memorandum of Understanding for the Lifeline Transportation Program with the San Mateo County Transit District.

3. Acceptance of $320,000 in grant funds to support the Get Around! Senior Transportation Program for FY 2024- 2025, with San Mateo County Transit District retaining $6,000 of these funds for administrative costs is approved.
138 of 456
139 of 456
140 of 456
141 of 456
142 of 456
143 of 456
144 of 456

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: 12 Section Name: CONSENT CALENDAR Account Number: 72-4671 File ID: 24-9080 TO: City Council
FROM: Alex Khojikian, City Manager
PREPARED BY: Public Works Department
MEETING DATE: October 21, 2024
SUBJECT:

Wastewater Treatment Plant On-Call Consulting Services – Amendment RECOMMENDATION:

Approve Amendment No. 1 to the professional consultant services agreement with Carollo Engineers, Inc. for Wastewater Treatment Plant On-Call Consulting Services, increasing the agreement by $450,000 for a new total agreement amount of $850,000 and authorize the Public Works Director to execute the amendment in substantially the form presented and to amend the agreement within the budget amount.

BACKGROUND:

The City is currently under a Regional Water Quality Control Board Cease and Desist Order requiring improvements to its sewer collection system and Wastewater Treatment Plant (WWTP) to eliminate sanitary sewer overflows and unauthorized discharges of untreated or partially treated wastewater to San Francisco Bay. The Clean Water Program (CWP) includes several capital improvements that are currently under construction and intended to comply with the Cease-and-Desist Order.

As part of the CWP, the City identified capital improvements needed to maintain and/or improve wastewater treatment plant (WWTP) reliability, performance, and safety. On-call professional services consultants provide support for the CWP capital improvement projects, as well as maintenance projects implemented through the WWTP’s Operations and Maintenance divisions. On-call professional services needs include but are not limited to; alternative analyses and engineering studies; design services; bid phase services; engineering services during construction; and operational support.

On August 15, 2022, City Council approved an agreement with Carollo Engineers, Inc. (Carollo) for on-call professional consulting services for a total of $400,000 to assist the City in designing rehabilitations of the existing WWTP. Council approved a three-year agreement with the option for two, one-year extensions with additional budget of up to $100,000 for each extension year.

Under this agreement, staff is utilizing Carollo for design and bidding services for the 3-Water Pumping and Ferric Chloride Improvements Project scope, which has utilized most of the $400,000 agreement budget. Through the course of design, along with construction of other active WWTP construction contracts, additional scope was identified to be added to the 3-Water Pumping and Ferric Chloride Improvements Project, including conversion of the spent backwash pumps into stormwater pumps, and replacing the ferric chloride tank, pumps, and associated piping to address structural load constraints identified during the WWTP Upgrade & Expansion Project construction. Both of these efforts are recommended to be added to Carollo’s design and bid services and will exceed the remaining budget balance of their agreement.

Staff is also recommending Carollo address the condition of the Dissolved Air Flotation Thickener (DAFT) tanks. The City’s 145 of 456

CITY OF SAN MATEO
WWTP currently operates a DAFT for thickening of Waste Activated Sludge (WAS) prior to digestion and centrifuge dewatering of sludge post-digestion. The DAFT is over 32 years old and a condition assessment was recently performed by V&A Consulting Engineers in October 2022 that recommended extensive structural and mechanical improvements. Carollo will be scoped to further understand the condition of the electrical and support facilities along with the structural and mechanical conditions to compare the life cycle cost of rehabilitating the DAFT or switching to a more current WAS thickening technology. Construction for a potential new facility will be under a separate contract.

For Carollo to provide engineering services for this additional scope, staff is recommending approval of Amendment No. 1 to increase the agreement by $450,000 to complete this work and sustain the budget through August 2025 when the option to extend for an additional year and increase the budget by $100,000 exists or the agreement expires. In addition, the amendment also updates staff names supporting the facilitation of the contract and project activities.

BUDGET IMPACT:

There are sufficient funds available in the CWP WWTP Annual Major Components (46t090) project budget.

ENVIRONMENTAL DETERMINATION:

The proposed action is exempt from environmental review under the California Environmental Quality Act (CEQA), since entering on-call professional services agreements is an organizational or administrative activity that will not result in direct or indirect significant physical changes in the environment. (CEQA Guidelines Section 15378(b)(5).) In addition, on June 6, 2016, the City Council certified a Final Programmatic Environmental Impact Report (Final PEIR) (SCH No. 2015032006), which serves as the primary environmental compliance document for implementation of the Clean Water Program. On July 16, 2018, the City approved Addendum 1 to the Final PEIR, and on April 15, 2019, approved Addendum 2. Any resultant capital improvement or operations and maintenance-related projects resulting from the on-call professional consulting services shall be reviewed on an individual basis or evaluated for consistency with the PEIR and Addenda.

NOTICE PROVIDED
All meeting noticing requirements were met.

ATTACHMENTS
Att 1 – Amendment No. 1

STAFF CONTACT
Thomas Ruark, Senior Project Manager
[email protected]
650-522-7280
Deryk Daquigan, Deputy Director of Public Works
[email protected]
(650)522-7287
Matthew Fabry, Director of Public Works
[email protected]
(650)522-7303
146 of 456
Contract Amendment Page 1 of 3
CAO Approved June 2024
AMENDMENT NO. 1 TO THE AGREEMENT

BETWEEN THE CITY OF SAN MATEO AND
CAROLLO ENGINEERS, INC. FOR

PROFESSIONAL CONSULTANT SERVICES FOR WASTEWATER TREATMENT PLANT ON-CALL

CONSULTING SERVICES
($400,000 [Original Amount], $450,000 [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 CAROLLO ENGINEERS, INC. ("CONSULTANT").

WHEREAS, CITY and CONSULTANT entered into an Agreement for professional consultant services (“Agreement”) on September 2, 2022; and
WHEREAS, CITY and CONSULTANT wish to amend the Agreement effective ________________ to amend the total compensation amount and revise the points of contact of this Agreement.

NOW, THEREFORE, the Parties agree as follows:

1. Section 3.1, “City,” of the Agreement is amended to read as follows:

MATT FABRY, PUBLIC WORKS DIRECTOR, will be the representative of the City for all purposes under this agreement. THOMAS RUARK is hereby designated as the PROJECT MANAGER and shall be supervise the day-to-day progress and execution of this Agreement.

2. The first paragraph of Section 8, “Payment,” of the Agreement is amended to read as follows:
“Payment shall be made by the 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 performances of the services and any reimbursable expenses set forth in this Agreement, CITY agrees to pay CONSULTANT a fee based on verified time and materials not to exceed $850,000 without prior written authorization.

Requests for payments shall be itemized and correspond to the various items of work described in Exhibit A and shall be based on the rate and cost schedule set forth in Exhibit B.”

3. Section 21, “Notices,” of the Agreement is amended to read as follows:
“All notices hereunder shall be given in writing and mailed, postage prepaid, addressed as follow:
147 of 456
Contract Amendment Page 2 of 3
CAO Approved June 2024
To CITY: Thomas Ruark
WWTP On-Call Engineering Services
City of San Mateo
2050 Detroit Drive
San Mateo, CA 94404
To CONSULTANT: Carollo Engineers Inc.

Attn: Rick Chan
2795 Mitchell Drive
Walnut Creek, CA 94598

4. The remaining terms of the Agreement remain in full force and effect. [SIGNATURE PAGE FOLLOWS]
148 of 456
Contract Amendment Page 3 of 3
CAO Approved June 2024
IN WITNESS WHEREOF, CITY OF SAN MATEO and CONSULTANT have executed this Amendment No. 1 on ___________________.

CITY OF SAN MATEO CONSULTANT
Matt Fabry
Public Works Director
Date Rick Chan
Its Authorized Agent
Senior Vice President
If a Corporation, can be either 1)
President or 2) Vice President plus
an additional corporate officer (i.e.,
Secretary, Treasurer) who shall sign
below.

Date

APPROVED AS TO FORM ADDITIONAL CORPORATE OFFICER
(if necessary per the above)
Linh P. Nguyen
Assistant City Attorney
Date Michael Barnes
Corporate Secretary
Date
149 of 456

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: 13 Section Name: CONSENT CALENDAR Account Number: 82-4683 File ID: 24-9132 TO: City Council
FROM: Alex Khojikian, City Manager
PREPARED BY: Public Works Department
MEETING DATE: October 21, 2024
SUBJECT:

Parks and Recreation Department Field Mowers - Purchase Contract RECOMMENDATION:

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 Z Master Revolution 5-foot Wide Mower and one (1) Toro Groundsmaster 4700D 12-foot Wide Area Mower 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.

BACKGROUND:

The Parks Division of the Parks and Recreation Department manages over 200 acres of greenway in the City of San Mateo.

To ensure these fields remain healthy, attractive, and safe for the community, regular maintenance is paramount. A highly efficient wide-path mower is essential for this upkeep, capable of trimming a 12-foot-wide swath of lawn with each pass.

Additionally, staff operates a versatile, maneuverable mower designed to handle narrower 5-foot-wide sections, ideal for areas with various obstacles.

The proposed purchase of one (1) Toro Z Master Revolution 5-foot Electric Mower (S3) and one (1) Toro Groundsmaster 4700D 12-foot Wide Area Mower (S86) will replace similar existing lawn equipment that has exceeded its useful life with units that will provide modern, reliable, efficient, and environmentally friendly technology.

Staff evaluated several commercial mower options and found the 5-foot-wide Toro Z Master Revolution to be the best suitable electric vehicle (EV) mower to replace an existing internal combustion zero turn mower. This Toro Z Master Revolution will operate quietly and produce zero pollution, resulting in a cleaner, quieter environment for our community.

For production efficiency, Fleet staff selected the Toro 4700D 12-foot Wide Area Mower, which features a 58-horsepower diesel engine that meets California Air Resources Board’s (CARB) strictest Tier 4 emissions standards, resulting in significant reduction of greenhouse gasses and improved fuel economy. Currently, a mower of this size does not have an electric counterpart available. When electric options are not feasible, diesel alternatives are considered, particularly because the City uses renewable diesel in place of fossil fuels. Renewable diesel, derived from organic feedstocks, helps lower carbon emissions. The Toro 4700D’s environmentally friendly Tier 4 diesel engine allows us to use renewable diesel, which is a non-fossil-based fuel option.

As part of the City’s Green Fleet transition, staff consistently explores electric alternatives during the procurement process and aims to replace vehicles with battery electric or alternative-fueled technologies whenever possible. The 5-foot-wide Toro Z Master Revolution was selected as an electric-powered lawn mower to replace an existing gas-powered model. This 150 of 456

CITY OF SAN MATEO
new mower will significantly reduce both airborne pollution and noise in its operational areas.

In October 2021, Governor Newsom signed Assembly Bill 1346 (Green Lawn Care Law) into law, granting CARB the authority to regulate emissions from Small Off-Road Engines (SORE). This law mandates that new gasoline engines with 25 horsepower or less, manufactured after December 31, 2023, must meet zero-emission standards. While the law applies to the purchase of new gasoline engines, it does not affect the use of existing engines or the sale and use of diesel-powered engines. The 5-foot-wide Toro Z Master Revolution, an electric mower with zero emissions, complies with this regulation, whereas the 12-footwide Toro 4700D, a 58-horsepower diesel-powered mower, is not subject to these requirements.

Staff utilized Sourcewell pricing through Turf Star for the purchase of the Toro Z Master Revolution EV and Toro Groundsmaster 4700D. Through this pricing structure, the city realizes triple net pricing with an average cost savings of 20 percent off manufacturer’s suggested retail price (MSRP). San Mateo Municipal Code Section 3.60.070(h)(3) authorizes the City Council to approve an alternative purchasing procedure when it finds doing so is in the best interest of the City.

Sourcewell is a government organization that solicits, receives, and reviews competitive bids for various specialty equipment, including the Toro Z Master Revolution and Toro Groundsmaster 4700D. Sourcewell has conducted competitive public bids to select vehicle vendors to achieve competitive pricing and has selected Turf Star. The City may rely on bids obtained from Sourcewell because it has solicited, received, and reviewed competitive bids for the desired Toro Z Master Revolution and Toro Groundsmaster 4700D through its cooperative purchasing program. Based on the above, staff recommends the purchase of this Toro Z Master Revolution and Toro Groundsmaster 4700D from Turf Star Inc.

A contingency reserve is being requested to address any price fluctuations from market instability that may occur between the time the original quote was submitted to the time the contract is executed. Recent findings have determined this may result in a 10 percent to 20 percent fluctuation.

BUDGET IMPACT:

Sufficient funding is available in the Vehicle and Equipment Replacement Fund for this purchase.

ENVIRONMENTAL DETERMINATION:

Approval of 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 these two field mowers 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 – Proposed Resolution
Att 2 – Contract

STAFF CONTACT
Daniel Heffelfinger, Fleet Services Supervisor
[email protected]
650-522-7366
Stephen Wu, Acting Facilities & Fleet Services Manager
[email protected]
650-522-7345
Deryk Daquigan, Deputy Public Works Director
[email protected]
650-522-7287
151 of 456

CITY OF SAN MATEO
RESOLUTION NO. ____ (2024)
APPROVING AN ALTERNATIVE PURCHASING PROCEDURE FOR THE PURCHASE OF ONE (1) TORO Z MASTER REVOLUTION (60-INCH) ELECTRIC MOWER AND ONE (1) TORO GROUNDSMASTER 4700D 12’ WIDE AREA MOWER WITH TURF STAR INC. IN THE AMOUNT OF $182,782.62
WHEREAS, the Parks and Recreation Department maintains more than 200 acres of greenway in the City of San Mateo and regular maintenance of these fields is necessary to ensure a healthy, attractive and safe environment for the community to enjoy; and
WHEREAS, a primary tool in maintaining these fields is the use of a highly efficient wide path mower capable of manicuring a 12-foot wide section of lawn and a highly maneuverable mower capable of efficiently manicuring a 5-foot wide section for use in areas with an array of obstructions; and WHEREAS, the City Council is being asked to award a contract for the purchase of one (1) new Toro Z Master Revolution 60-inch Electric Mower AND one (1) new Toro Groundsmaster 4700D 12-foot Wide Area Mower to replace similar existing lawn equipment that has exceeded its useful life with units that will provide modern, reliable, efficient, and more environmentally friendly technology; and WHEREAS, as part of the transition to a Green Fleet, staff continually research electrical options during the procurement process and aim to replace vehicles with battery electric or alternative-fueled vehicles when available; and
WHEREAS, when an electric version is not available, staff evaluates diesel options because the City purchases renewable diesel to replace the use of fossil-based fuel; and WHEREAS, the Toro Z Master Revolution is a Zero Emission Electric Mower and, WHEREAS, the Toro 4700D is an environmentally friendly Tier IV diesel engine that uses renewable diesel, which is a non-fossil-based option; and
WHERAS, the Toro Z Master Revolution and Toro 4700D are both compliant with AB 1346 also known as “The Green Lawn Care Law”, and
WHEREAS, staff will utilize Sourcewell pricing through Turf Star Inc. for the purchase of this Toro Z Master Revolution and Toro Groundsmaster 4700D; and
WHEREAS, San Mateo Municipal Code Section 3.60.070(h)(3) authorizes the City Council to approve an alternative purchasing procedure when it finds doing so is in the best interest of the City; and WHEREAS, Sourcewell (formerly NJPA) is a government organization that solicits, receives, and reviews competitive bids for various specialty equipment, including the Toro Z Master Revolution and Toro Groundsmaster 4700D; and
WHEREAS, Sourcewell has conducted competitive, public bids to select vehicle vendors to achieve competitive pricing and has selected Turf Star; and
WHEREAS, based on these circumstances, staff recommends approval of the purchase of one (1) new Toro Z Master Revolution 60-inch Electric Mower and one (1) Toro Groundsmaster 4700D 12-foot Wide Area Mower from Turf Star Inc. because it is in the best interest of the City without standard competitive bid practice. 152 of 456

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

1. The purchase of one (1) new Toro Z Master Revolution and one (1) Toro Groundsmaster 4700D is not a project subject to CEQA, because it can be seen with certainty that there is no possibility that the purchase of these two field mowers may have a significant effect on the environment. (CEQA Guidelines Section 15061(b)(3).)

2. In accordance with Municipal Code Section 3.60.070(h)(3), the purchase of one (1) new Toro Z Master Revolution and one (1) Toro Groundsmaster 4700D from Turf Star Inc. based on pricing from Sourcewell is in the City’s best interest for these reasons:
a. Sourcewell is a government organization that solicits, receives, and reviews competitive bids for various specialty equipment; and
b. Toro Z Master Revolution and Toro Groundsmaster 4700D are the sole models for the City’s Park and Recreation Departments desired vehicle; and
c. Sourcewell competitively bid the contracts to provide the Toro Z Master Revolution and the Toro Groundsmaster 4700D, and Turf Star was selected pursuant to Sourcewell – Contract # 031121-TTC; and
d. The City may rely on Sourcewell’s selected vendor and contract, as it offers competitive pricing without the need for the City to conduct its own bidding process.

3. The purchase one (1) new Toro Z Master Revolution and one (1) Toro Groundsmaster 4700D in the amount of $182,782.62, with a contingency reserve in the amount of $30,000, is approved.

4. The Public Works Director is authorized to issue change orders within the contingency amount and execute the purchase contract in substantially the form presented. 153 of 456
Purchase Contract for Goods Page 1 of 9
Rev 1/24

PURCHASE CONTRACT
FOR ONE (1) NEW TORO Z MASTER REVOLUTION AND ONE (1) NEW TORO GROUNDSMASTER 4700D FROM TURF STAR, INC.

This Purchase Contract (“Contract”), 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 TURF STAR, INC. (“VENDOR”).

RECITALS:

A. CITY desires to purchase certain one (1) New Toro Z Master Revolution one (1) New Toro Groundsmaster 4700D hereinafter described.

B. CITY desires to engage VENDOR to provide one (1) New Toro Z Master Revolution and one (1) New Toro Groundsmaster 4700D by reason of its qualifications and experience and VENDOR has offered to provide the required goods on the terms and in the manner set forth herein.

NOW, THEREFORE, IT IS AGREED as follows:

SECTION 1 - PURCHASE
The goods to be purchased from VENDOR under this Contract are described in Exhibit A to this Agreement, which is attached and incorporated by reference.

SECTION 2 - PRICE AND TAXES
All prices shall be as stated in this Contract and are firm and not subject to escalation. This purchase is subject to all California sales tax. Municipalities are exempt from federal excise and transportation taxes. Prices shall exclude these taxes.

SECTION 3 - PAYMENT
Unless otherwise agreed in writing, payment terms shall be net thirty (30) days from date of receipt of invoice or acceptance of goods, whichever occurs last. Invoices must cite the purchase order number to prevent delay in payment. All invoices must be mailed to City of San Mateo, Attn: Accounts Payable, 330 West 20th Avenue, San Mateo, CA 94403.
154 of 456
Purchase Contract for Goods Page 2 of 9
Rev 1/24
SECTION 4 - DELIVERY AND PERFORMANCE
Time is of the essence in the performance of this Contract. If delivery of goods cannot be made at the specified time, VENDOR shall promptly notify the CITY of the earliest possible date for delivery.

Notwithstanding such notice, if VENDOR for any reason fails to deliver goods within the time specified or to the CITY’s satisfaction the CITY may terminate this Contract or any part thereof without liability except for goods previously provided and accepted. The CITY’s receipt or acceptance of all or part of a non-conforming delivery shall not constitute a waiver of any claim, right or remedy the CITY has under this Contract or applicable law.

SECTION 5 - SHIPMENT AND INSPECTION
VENDOR assumes full responsibility for all transportation, transportation scheduling, packing, handling, insurance, and other services associated with delivery of all products. No charges for transportation containers, packing, etc., will be allowed the vendor unless so specified in this Contract.

All shipments shall be F.O. B. 1961 Pacific Blvd. San Mateo. Transportation charges shall be shown as a separate item on the invoice.

The CITY may revise shipping instructions as to any goods not as yet shipped. The CITY shall have the right to inspect any or all of the goods at VENDOR’s place of business or upon receipt by the CITY. By reason of its failure to inspect the goods, the CITY shall not be deemed to have accepted any defective goods or goods which do not conform to the specifications provided or to have waived any of the CITY’s rights or remedies arising by virtue of such defects or non-conformance. VENDOR shall be responsible for payment of shipping for the return of any defective goods. Shipping documents and invoices must cite the Purchase Order number.

SECTION 6 - WARRANTIES
In addition to any other expressed or implied warranties and unless otherwise agreed in writing, VENDOR warrants that all products delivered hereunder will be new, suitable for use as described, of the grade and quality specified, free from all defects in design, material and workmanship; in conformity with all samples, drawings, descriptions and specifications furnished; in compliance with all applicable federal, state and local laws and regulations, and free of any liens and encumbrances. These warranties shall not be deemed to exclude VENDOR’s standard warranties or other rights or warranties which the CITY may have or obtain. 155 of 456
Purchase Contract for Goods Page 3 of 9
Rev 1/24
SECTION 7 - INDEMNITY
VENDOR 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 VENDOR’s performance of this Contract, except for those claims arising out of CITY’s sole negligence or willful misconduct. VENDOR agrees to defend CITY, its elected and appointed officials, employees, and agents against any such claims. The VENDOR’S duty to indemnify shall survive expiration or early termination of this Agreement.

SECTION 8 - TERMINATION
This Contract may be terminated by mutual consent of both parties or by the CITY at its discretion. The CITY may cancel an order for goods at any time with written notice to VENDOR, stating the extent and effective date of termination. Upon receipt of this written notice, VENDOR shall stop performance under this Contract as directed by the CITY. If the Contract is terminated, VENDOR shall be paid in accordance with the terms of the Contract for goods delivered and accepted.

SECTION 9 - REMEDIES
In the event of VENDOR’s breach of this Contract, City may take any or all of the following actions, without prejudice to any other rights or remedies available to the City by law: (a) require Vendor to repair or replace such goods, and upon VENDOR’s failure or refusal to do so, repair or replace the same at VENDOR’s expense; (b) reject any shipment or delivery containing defective or nonconforming goods and return for credit or replacement at VENDOR’s option, said return to be made at VENDOR’s cost and risk; (c) cancel any outstanding deliveries and treat such breach by VENDOR as VENDOR’s repudiation of this contract. In the event of the CITY’s breach hereunder, VENDOR’s exclusive remedy shall be VENDOR’s recovery of the goods or the purchase price payable for goods shipped prior to such breach.

SECTION 10 - COMPLIANCE WITH LAW
VENDOR warrants that it will comply with all federal, state, and local laws, ordinances, rules and regulations applicable to its performance under this Contract. VENDOR shall obtain and maintain throughout the life of the Contract all permits or licenses required in connection with the manufacture, sale, and shipment of the products ordered under this Contract.

SECTION 11 - ASSIGNMENT
VENDOR shall not delegate or subcontract any duties and services or assign any rights or claims under this Contract without the CITY’s prior written consent. 156 of 456
Purchase Contract for Goods Page 4 of 9
Rev 1/24
SECTION 12 - ARTWORK, DESIGNS, PATENTS, COPYRIGHTS AND TRADEMARKS VENDOR hereby agrees that the sale, use or incorporation into manufactured products of all machines, software, hardware, materials and other devices furnished under this Contract are free and clear of infringement of any valid patent, copyright, or trademark. VENDOR shall hold the CITY harmless from any and all costs and expenses, including attorney fees, liability, and loss of any kind growing out of claims, suits or actions alleging such infringement, and VENDOR agrees to defend such claims, suits or actions.

SECTION 13 - GOVERNING LAW
This Purchase Order and the contract between the parties evidenced hereby or attached thereto shall be deemed to be made in the State of California and shall in all respects be construed and governed by the laws of that state.

SECTION 14 - VENUE
In the event of litigation, venue will be in the County of San Mateo.

SECTION 15 - WAIVER
The waiver by either party of any breach or violation of any term, covenant, or condition of this Agreement or of any provisions of any ordinance or law shall not be deemed to be a waiver of such term, covenant, condition, ordinance or law or of any subsequent breach or violation of the same or of any other term, condition, ordinance, or law. The subsequent acceptance by either party of any fee or other money which may become due hereunder shall not be deemed to be a waiver of any preceding breach or violation by the other party of any term, covenant, or condition of this Agreement or of any applicable law or ordinance.

SECTION 16 - COSTS AND ATTORNEY FEES
Attorney fees in total amount not exceeding $5000, shall be recoverable as costs (by the filing of a cost bill) by the prevailing party in any action or actions to enforce the provisions of this Agreement. The above $5000 limit is the total of attorney fees recoverable whether in the trial court, appellate court, or otherwise, and regardless of the number of attorneys, trials, appeals, or actions. It is the intent of this 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.

SECTION 17 - NON-DISCRIMINATION
CONTRACTOR warrants that it is an Equal Opportunity Employer and shall comply with applicable regulations governing equal employment opportunity. Neither CONTRACTOR nor any of its subcontractors shall discriminate in the employment of any person because of race, color, national 157 of 456
Purchase Contract for Goods Page 5 of 9
Rev 1/24
origin, ancestry, physical handicap, medical condition, marital status, sex, or age, unless based upon a bona fide occupational qualification pursuant to the California Fair Employment and Housing Act.

SECTION 18 - MEDIATION
Should any dispute arise out of this Contract, 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 "blindfolded" process.

SECTION 19 - LITIGATION
VENDOR shall testify at CITY's request if litigation is brought against CITY in connection with VENDOR's services under this Agreement. Unless the action is brought by VENDOR, or is based upon VENDOR's wrongdoing, CITY shall compensate VENDOR for preparation for testimony, testimony, and travel at VENDOR's standard hourly rates at the time of actual testimony.

SECTION 20 - NOTICES
All notices hereunder shall be given in writing and mailed, postage prepaid, addressed as follows:

To CITY: Daniel Heffelfinger
Fleet Services Supervisor
City of San Mateo
1961 Pacific Blvd.

San Mateo, CA. 94403
To VENDOR: Turf Star Inc.

Attn: Brian Daum
Account Executive
3928 N. Blattela Lane
Fresno, CA. 93727
158 of 456
Purchase Contract for Goods Page 6 of 9
Rev 1/24
SECTION 21 - AGREEMENT CONTAINS ALL UNDERSTANDINGS; AMENDMENT This document represents the entire and integrated agreement between CITY and VENDOR and supersedes all prior negotiations, representations, and agreements, either written or oral.

This document may be amended only by written instrument, signed by both CITY and VENDOR. [SIGNATURE PAGE FOLLOWS]
159 of 456
Purchase Contract for Goods Page 7 of 9
Rev 1/24
IN WITNESS WHEREOF, CITY OF SAN MATEO and Turf Star, Inc. have executed this Agreement the day and year first above written.

CITY OF SAN MATEO VENDOR
Matt Fabry
Public Works Director,
City of San Mateo
Date Brian Daum
Account Executive,
Turf Star, Inc.

Date

APPROVED AS TO FORM
Linh P. Nguyen
Assistant City Attorney
Date
160 of 456
Purchase Contract for Goods Page
8 of 9
Rev 1/24
161 of 456
Purchase Contract for Goods Page
9 of 9
Rev 1/24
162 of 456

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: 14 Section Name: CONSENT CALENDAR Account Number: 81-2100 File ID: 24-9169 TO: City Council
FROM: Alex Khojikian, City Manager
PREPARED BY: Information Technology Department
MEETING DATE: October 21, 2024
SUBJECT:

Personal Computer Replacements — Purchase
RECOMMENDATION:

Adopt a Resolution to approve an alternative purchasing procedure and approve a Master Purchasing Agreement with Lenovo Inc. for the purchase of 93 personal computers in an amount not-to-exceed $120,342.82; establish a contingency reserve in the amount of $18,051.42, for a total amount of $138,394.24; and authorize the Director of Information Technology to execute the agreement in substantially the form presented.

BACKGROUND:

The City’s personal computer (PC) replacement strategy is to replace PCs after five years of service to mitigate maintenance issues and support problems, and to keep equipment within industry standards. The PC replacement fund is based on this amortization schedule with approximately 93 PCs currently identified as due for replacement.

On Nov 20, 2023, Council approved the previous cycle of PC replacements. A not-to-exceed purchase agreement with a preferred vendor was also approved, providing benefits over a fixed bid purchase for Lenovo brand PCs. This purchase agreement represents a continuation of these established PC replacement purchasing practices.

Staff obtained the quotation for the proposed purchase through a national government purchasing cooperative known as the National Cooperative Purchasing Alliance (NCPA). NCPA contracts allow participants to pay less through competitively solicited, evaluated, and awarded contracts that leverage the cooperative buying power of local government agencies.

During this process, a lead agency issued a Request for Proposals for the establishment of a Master Agreement, and vendors are selected through a competitive process. Lenovo Inc. (Lenovo) is a participating vendor under NCPA contract # 01-146. A quotation from Lenovo is provided for reference as Attachment 2. The continued use of Lenovo products is recommended due to Lenovo’s customer support and service quality, efficient warranty and replacement policy, and because Lenovo products have proven to be of high quality, stable and reliable, with a low hardware failure rate. In addition to the Lenovo quote, staff recommends a 15 percent contingency reserve to account for changes in PC models during the replacement cycle or any unforeseen changes in departmental needs.

Municipal Code section 3.60.070(h)(3) provides that the City may use any purchasing procedures approved by the City Council if the City Council makes a finding concurrent with the award of the contract that the procedures are in the best interest of the City. The NCPA procurement service offers competitively priced contracts for goods and services, avoiding costs normally associated with the development of highly technical bid specifications, while assuring that competitive prices were received. Based on the above, staff recommends approving the purchase of 93 PCs pursuant to the Master Purchasing Agreement with Lenovo for an amount not to exceed $120,342.82 and a contingency reserve of $18,051.42, for a total amount of $138,394.24.
163 of 456

CITY OF SAN MATEO
BUDGET IMPACT:

Funds have been accrued and are available through the Computer Replacement Fund for this purchase. The total amount of the purchase will be an amount not-to-exceed $138,394.24 ENVIRONMENTAL DETERMINATION:

This Council action is exempt from CEQA, because it can be seen with certainty that there is no possibility the purchase of personal replacement computers may have a significant effect on the environment. (CEQA Guidelines Section15061(b)(3).)

NOTICE PROVIDED
All meeting noticing requirements were met.

ATTACHMENTS
Att 1 - Proposed Resolution
Att 2 - Lenovo Inc. pricing quote
Att 3 - Master Agreement

STAFF CONTACT
Curtis Joe, Customer Service Manager
[email protected]
(650) 522-7075
Pete Owen, Director, Information Technology
[email protected]
(650) 522-7074
164 of 456

CITY OF SAN MATEO
RESOLUTION NO. ____ (2024)

APPROVING AN ALTERNATIVE PURCHASING PROCEDURE FOR THE MASTER PURCHASING AGREEMENT WITH LENOVO INC. FOR THE PURCHASE OF REPLACEMENT PERSONAL COMPUTERS FOR A TOTAL AMOUNT OF 138,394.24
WHEREAS, the City replaces personal computers on an ongoing basis once they have exceeded their operational lifespan; and
WHEREAS, the City has identified approximately 93 personal computers that have reached the end of their operational lifespan per the replacement schedule; and WHEREAS, City staff determined Lenovo brand personal computers purchased from Lenovo Inc. best meets the City’s needs; and
WHEREAS, Municipal Code section 3.60.070(h)(3) provides that the City may use purchasing procedures approved by the City Council if the City Council makes a finding concurrent with the award for the contract that the procedures are in the best interest of the City for the particular contract; and WHEREAS, the City as a public sector agency may participate in the National Cooperative Purchasing Alliance (NCPA) which offers contracts that have been competitively bid and negotiated; and WHEREAS, Lenovo Inc. is a participating vendor under the NCPA contract; and WHEREAS, the Department of Information Technology has determined Lenovo Inc. brand personal computers best meet the City’s needs since Lenovo Inc. brand personal computers have proven to be of high quality, reliable, and with a low hardware failure rate.

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

1. This Council action is exempt from CEQA, because it can be seen with certainty that there is no possibility the purchase of personal replacement computers may have a significant impact on the environment. (CEQA Guidelines Section 15061(b)(3).)

2. Pursuant to Municipal Code section 3.60.070 (h)(3), the purchase approximately 93 personal computers from Lenovo Inc. through the National Cooperative Purchasing Alliance (NCPA) is in the best interest of the City because:
 The NCPA procurement service offers competitively priced contracts for goods and services;  The NCPA procurement service avoids costs normally associated with the development of highly technical bid specifications, while assuring that competitive prices were received.

3. The purchase order with Lenovo Inc. for approximately 93 personal computers in a total amount not to exceed $120,342.82, and a 15 percent contingency reserve in the amount of $18,051.42, for a total amount of $138,394.24 is approved, in accordance with the terms of the NCPA Contract Number # 01-146.

4. The Director of Information Technology is authorized to execute the purchase order on behalf of the City.
165 of 456
166 of 456
167 of 456
168 of 456
169 of 456
170 of 456
171 of 456
172 of 456
173 of 456
174 of 456
175 of 456
176 of 456
177 of 456
178 of 456
179 of 456
180 of 456
181 of 456
182 of 456
183 of 456
184 of 456
185 of 456
186 of 456
187 of 456
188 of 456
189 of 456
190 of 456
191 of 456
192 of 456
193 of 456
194 of 456
195 of 456
196 of 456
197 of 456
198 of 456
199 of 456
200 of 456
201 of 456
202 of 456
203 of 456
204 of 456
205 of 456
206 of 456
207 of 456
208 of 456
209 of 456
210 of 456
211 of 456
212 of 456
213 of 456
214 of 456
215 of 456
216 of 456
217 of 456
218 of 456
219 of 456
220 of 456
221 of 456
222 of 456
223 of 456
224 of 456
225 of 456
226 of 456
227 of 456
228 of 456
229 of 456

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: 15 Section Name: CONSENT CALENDAR Account Number: 72-4674 File ID: 24-9179 TO: City Council
FROM: Alex Khojikian, City Manager
PREPARED BY: Public Works Department
MEETING DATE: October 21, 2024
SUBJECT:

Clean Water Program — Program Management Amendment
RECOMMENDATION:

Approve Amendment No. 10 to the agreement with CH2M Hill Engineers, Inc. to authorize scope and funding for program management services for the Clean Water Program; authorize payment in an amount not to exceed $7,945,378; establish a contingency amount of $2,520,000; and authorize the Public Works Director to execute this amendment in substantially the form presented and execute task amendments within the contingency amount.

BACKGROUND:

The Clean Water Program (CWP) is a $1 billion capital improvement program necessary to replace aging infrastructure in the Wastewater Treatment Plant (WWTP) and sewer collection system to meet regulatory requirements. On October 20, 2014, Council approved a professional services agreement with CH2M Hill Engineers, Inc. (CH2M) to provide program management for the Clean Water Program for one year with automatic extensions for five additional years, with scope and funding for subsequent years to be authorized annually by the City Council. Council authorized the scope of services for Years 2 through 10 under Amendment Nos. 1 through 9, respectively. The scope and funding for each subsequent year continues to be jointly developed and negotiated between City and CH2M staff, with annual authorization by Council. The recommended Amendment No. 10 details the scope of services and funding for the upcoming contract year.

In accordance with the City’s municipal code and policy for procurement of services, the City selected CH2M through a Request for Proposals issued in July 2014. City staff selected CH2M based on the quality of the firm’s proposal, qualifications, and experience in similar programs; quality of key staff and program organization; understanding of unique project issues; well-defined scope and approach; capacity for innovative approaches; identification of sufficient staffing and appropriate level of effort; and client references.

Year 1 activities focused on developing the structure and team needed to deliver the CWP, performing validation studies for the WWTP, and continuing progress on current improvement projects. Year 2 activities focused on refining established project scopes, budgets, and schedules; shifting project delivery and execution; certifying and adopting the Programmatic Environmental Impact Report; and selecting the In-System Storage Program Approach. Years 3 and 4 activities focused on project implementation; completion of project-level alternative analyses; preliminary and final design; development of financing strategies; evaluation of impacts to ratepayers; public outreach; continuing environmental and permitting requirements for the projects; and evaluation of underground flow equalization system sites. Years 5 and 6 activities focused on shifting to construction phase for most of its projects; implementing financing strategies through bond financing and submission of letters of interest and applications to request State and Federal loans; continuing public outreach; continuing environmental and permitting requirements for projects; and completion of some of the projects.

Years 7, 8, 9, and 10 activities have focused largely on construction management services for the WWTP projects, Underground Flow Equalization System, and Dale Ave Pump Station Improvements, as well as several other projects in the 230 of 456

CITY OF SAN MATEO
City’s collection system; securing two Federal Water Infrastructure Finance and Innovation Act (WIFIA) loans and one Clean Water State Revolving Fund (SRF) loan, saving ratepayers nearly $120 million; continued project delivery; and programmatic support.

Year 11 activities will continue to focus on project delivery, shifting the final capacity improvement and flow management projects from design phase to construction phase, and project completions. It is anticipated that the new facilities associated with the Wastewater Treatment Plant Upgrade and Expansion project will be commissioned during this contract year. The delivery of several other WWTP improvements will continue through and beyond Year 11. The scope continues to be based on a project and functional services structure designed to support the CWP. Tasks include program administration, program controls, engineering and project management, construction management and inspection, environmental and permitting support, and public outreach. The detailed scope of services is described in Attachment 1 - Exhibit A. The following projects will be in design; starting or in construction; or completing construction during this coming contract year:
 In Design
o WWTP Annual Major Components (various packages)
o Basin A Sewer Rehabilitation
o El Camino Real and Large Diameter Sewer Rehabilitation  Starting or In Construction
o WWTP Upgrade & Expansion (Package 3) (WIFIA- & SRF-Funded) o WWTP Immediate Action Projects, Package 3
o WWTP Annual Major Components (various packages)
o East San Mateo Lift Station Improvements, Package 2
o Basin C Sewer Rehabilitation
o Basin D Sewer Rehabilitation
 Scheduled for Anticipated Construction Completion
o WWTP Immediate Action Projects, Package 2
o WWTP Annual Major Components (various packages)
o Basin E Sewer Rehabilitation
o Basin B Sewer Rehabilitation
o Basins 2 & 3 – Underground Flow Equalization System Project (WIFIA Funded) o Basins 2 & 3 – Dale Avenue Pump Station Improvements (WIFIA Funded) o Basins 2 & 3 – El Camino Real Capacity Improvements (WIFIA Funded) CH2M will continue to provide project and construction management for the wastewater treatment plant and construction management oversight of the collection system projects. Amendment No. 10 includes the jointly developed scope of services for the new contract year and the associated budget of $7,945,378. The level of effort and fee was negotiated based on quantity and complexity of projects and program needs anticipated for the ensuing year. The scope and funding for each subsequent year will continue to be jointly developed and negotiated between City and CH2M staff, with annual authorization by City Council.

For Year 11, the requested contingency budget is $2,520,000. The majority of this contingency budget is based on estimated costs of additional project management and construction management services the City may require if there are delays to active construction projects. This contingency budget also accounts for supporting legal claims, operations evaluation, hydraulic modeling and flow studies necessary to determine if additional capacity issues have not yet been addressed, odor control support, sewer system management plan audit and update support, general risks associated with program/project delivery, and unanticipated scope that may arise through the year.

BUDGET IMPACT:

On October 20, 2014, City Council approved a professional services agreement with CH2M to provide program management for the Clean Water Program. Amendments were approved for each subsequent year. The following table shows the agreement and amendment contracted values and the actuals spent per year. 231 of 456

CITY OF SAN MATEO
Year Agreement /
Amendment
Amount Approved Actuals Spent Underrun
1 Original Agreement $4,856,900 $4,856,900 $0
2 Amendment No. 1 $8,998,731 $8,998,731 $0
3 Amendment No. 2 $14,366,405 $11,270,001 $3,096,404
4 Amendment No. 3 $17,493,206 $13,722,696 $3,770,510
5 Amendment No. 4 $23,670,000 $12,180,400 $11,489,600
6 Amendment No. 5 $17,600,000 $13,641,446 $3,958,554
7 Amendment No. 6 $14,330,000 $13,198,689 $1,131,311
8 Amendment No. 7 $11,132,000 $10,828,744 $303,256
9 Amendment No. 8 $9,942,836* $9,793,790 $149,046
10 Amendment No. 9 $8,794,900* $8,675,926** $118,974
* Value includes the amounts approved by Council, plus contingencies approved by the Public Works Director and added to the contract amount via task amendments for the year.
**Value includes Actuals as an estimate at completion of the subject year and will be confirmed in November this year.

The level of effort for Amendment No. 10 is estimated at an amount not to exceed $7,945,378. A contingency budget of $2,520,000 is requested to fund increased level of effort for certain tasks if determined necessary and authorized by the Public Works Director.

Program Management tasks constitute approximately $2,253,427 and will be charged to the Program Management Project (469981). Project-specific tasks such as project management and construction inspection, estimated at approximately $5,691,951 have been included in the budgets for, and will be charged to, the individual projects to which they pertain (469988, 46s003, 46s005, 46s090, 46s091, 46s092, 46s093, 46t003, 46t009, 46t010, and 46t090).

ENVIRONMENTAL DETERMINATION:

Council approval of the amendment to the Agreement between the City and CH2M is exempt from CEQA review because entering into a professional services agreement amendment for continued program management can be seen with certainty that there is no possibility that the amendment 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).

NOTICE PROVIDED
All meeting noticing requirements were met.

ATTACHMENTS
Att 1 - Amendment No. 10

STAFF CONTACT
Tom Williams, Engineering Manager
[email protected]
(650) 522-7307
232 of 456
233 of 456
234 of 456
235 of 456
236 of 456
237 of 456
238 of 456
239 of 456
240 of 456
241 of 456
242 of 456
243 of 456
244 of 456
245 of 456
246 of 456
247 of 456
248 of 456
249 of 456
250 of 456
251 of 456
252 of 456
253 of 456
254 of 456
255 of 456
256 of 456
257 of 456
258 of 456
259 of 456
260 of 456

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: 16 Section Name: CONSENT CALENDAR Account Number: 10-5112 File ID: 24-9180 TO: City Council
FROM: Alex Khojikian, City Manager
PREPARED BY: Police Department
MEETING DATE: October 21, 2024
SUBJECT:

Unmanned Aerial Systems Program – Amendment
RECOMMENDATION:

Approve Amendment No. 3 to the master services and purchasing agreement with Axon Enterprise, Inc., to provide additional equipment and software for the unmanned aerial systems program for a five-year term in the amount of $83,348.90, for a new cumulative agreement total of $1,759,352.53; 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; and authorize the Chief of Police to execute the agreement in substantially the form presented.

BACKGROUND:

The San Mateo Police Department has utilized unmanned aerial system (UAS) technology since 2020. Often referred to as a drone, a UAS is an aircraft that is controlled remotely from the ground. UAS are used to provide aerial observation to enhance the efficiency and safety of police operations. The uses include, but are not limited to, scene documentation, area searches for people and/or evidence, disaster response, tactical operations, and critical incident management.

Drone technology has improved significantly over the last several years, making the use of this equipment an increasingly essential part of law enforcement operations. The Police Department wishes to augment the UAS program and has identified Skydio X10 as providing a comprehensive solution which is the best fit for our agency.

The Skydio X10 drone and Skydio Remote Flight Deck Software is a program built for law enforcement. The Remote Flight Deck software will allow us to fly the drone from a remote location such as a computer terminal in a Real Time Information Center or dispatch center. The system includes automated tracking of pilot, aircraft, flight logs, and live streaming for situational awareness, which increases opportunities for de-escalation. Purchase of the Skydio system through Axon will allow for seamless integration with the Police Department’s other UAS systems. All video evidence recorded will upload to Axon’s Evidence.com and can easily be transmitted for discovery purposes. The integration of video storage from body worn cameras, in-car cameras, and UAS provides for a time-efficient and cost-effective solution to data storage.

All UAS operations are conducted by personnel who have received the required training and certification. Flights are approved in advance by the UAS unit commander and pilot, who ensure compliance with Department policy as well as FAA flight restrictions. A primary concern with any UAS program is privacy. During flight, the remote pilot takes all steps to ensure the camera is focused on the areas necessary to the mission and refrains from the collection of data concerning uninvolved persons or places. The FAA and the SMPD policy have strict rules and regulations as to when, where, how, and why a UAS operation is permitted. The UAS are not equipped with any weapons.

The San Mateo Police Department currently has a multi-year master services and purchasing agreement (MSPA) with Axon Enterprise, Inc., for body worn cameras, tasers, a virtual reality training simulation system and the Axon Air drone 263 of 456

CITY OF SAN MATEO
program. The proposed amendment will incorporate a 5-year contract for the Skydio equipment and software into our existing Axon contract, and effectively consolidate operations of our existing UAS equipment onto one platform and provide the necessary systems, software licenses, maintenance, hardware, training, and related services for a comprehensive public safety UAS program with seamless integration with all of our current technologies. Axon does not own Skydio; however, purchasing the Skydio program through Axon is the best way to ensure seamless integration and inter-operability with all our current Axon technologies, which is essential. Staff proposes amending the Axon MSPA for a five-year term in the amount of $83,348.90.

BUDGET IMPACT:

The cost of amending the Axon MSPA to provide for the Skydio program amounts to $34,077.70 in fiscal year 2024-25 and funding for this purpose has been included in the adopted operating budget. Future annual cost of $12,317.80 will be included in subsequent operating budgets.

ENVIRONMENTAL DETERMINATION:

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.)

NOTICE PROVIDED
All meeting noticing requirements were met.

ATTACHMENTS
Att 1 – Master Services and Purchasing Agreement
Att 2 – Amendment No. 3

STAFF CONTACT
Ed Barberini, Chief of Police
[email protected]
(650) 522-7600
Anthony Riccardi, Lieutenant
[email protected]
(650) 522-7689
264 of 456
265 of 456
266 of 456
267 of 456
268 of 456
269 of 456
270 of 456
271 of 456
272 of 456
273 of 456
274 of 456
275 of 456
276 of 456
277 of 456
278 of 456
279 of 456
280 of 456
281 of 456
282 of 456
283 of 456
284 of 456
285 of 456
286 of 456
287 of 456
288 of 456
289 of 456
290 of 456
291 of 456
292 of 456
293 of 456
294 of 456
295 of 456
296 of 456
297 of 456
298 of 456
299 of 456
300 of 456
301 of 456
302 of 456
303 of 456

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: 17 Section Name: CONSENT CALENDAR Account Number: 72-4674 File ID: 24-9183 TO: City Council
FROM: Alex Khojikian, City Manager
PREPARED BY: Public Works Department
MEETING DATE: October 21, 2024
SUBJECT:

Payment of Capital Costs of Clean Water Program Projects – Interim Agreement RECOMMENDATION:

Adopt a Resolution to approve an Interim Agreement with the Crystal Springs County Sanitation District and the County of San Mateo for the Payment of Capital Costs of Clean Water Program Projects that establishes 30-year amortized payment schedules for the District and County in the amount of $206,568.49 and $17,591.53 per quarter, respectively and authorize the City Manager to execute the Interim Agreement in substantially the form presented and amend the payment schedule, as specified.

BACKGROUND:

The Town of Hillsborough (Town), Crystal Springs County Sanitation District (District), and the County of San Mateo (County) discharge sanitary sewage flow into the City’s sewer system. A sanitary sewage agreement exists between the parties to define the relationship, rights, and responsibilities of the parties for the discharge, pumping, transmission, and treatment of sewage contributed to the system. The most recent agreement is known as the “1989 Agreement,” and has been amended three times.

In March 2009, the San Francisco Bay Regional Water Quality Control Board issued Cease and Desist Order R2-2009-0020 (CDO) to the Town, City, and District (managed by the County) mandating actions to eliminate wet weather sanitary sewer overflows (SSOs) and unauthorized discharges of untreated or partially treated wastewater into the San Francisco Bay. The CDO also required the City to conduct an evaluation of options to increase capacity at the City’s Wastewater Treatment Plant (WWTP) to reduce and eventually eliminate a practice known as "blending." To address the CDO requirements, the City established the Clean Water Program (CWP) in 2014, a comprehensive $1 billion plan that includes a series of capital projects to upgrade and increase the wet weather capacity of the WWTP and collection system to eliminate SSOs and meet current and future National Pollutant Discharge Elimination System (NPDES) permit requirements. The CWP is progressing well and approximately 94 percent of the funding has been encumbered.

Construction on the collection system and WWTP projects are underway and compliance with the CDO is anticipated to occur in 2026.

While the CWP has been underway for several years, negotiations on a fourth amendment to the 1989 Agreement for the allocation and payments by the Town, District, and County for costs incurred by the City for the design and construction of certain CWP projects stalled and bifurcated in 2022, resulting in the City and Town executing an Interim Agreement to address the capital costs to be paid for by the Town, excluding the District and County.

Because the District and County acknowledge their responsibilities to pay for their share of the capital costs of the CWP, the proposed Interim Agreement for Payment of Capital Costs of Clean Water Program Projects between the City, County, 312 of 456

CITY OF SAN MATEO
and District will allow for amortized payments toward such capital costs.

Staff continues to discuss with the Town, District, and County a fourth amendment to the 1989 Agreement to update terms related to the capital improvement costs for projects after the completion of the Clean Water Program and methods for calculating operational cost shares.

BUDGET IMPACT:

The percentage shares of the costs were developed using maximum allowable flows into the City's sewer collection system and WWTP and CWP project costs. The agreed percentage share and estimated contributions are as follows:

Clean Water Program Projects Section District / County Percentage Shares WWTP Projects 5.2 percent / 0.4 percent
Dale Avenue Pump Station Projects 5.6 percent / 0.4 percent Underground Flow Equalization System Project 5.6 percent / 0.4 percent Program Management Office 3.9 percent / 0.3 percent
The District and County have already paid portions of their CWP capital costs and upon execution of the agreement have agreed to pay quarterly payments over a 30-year schedule at 1.91 percent interest; these amounts are shown below:

Description District County
Total Capital Cost Share $32,527,428 $2,466,401
Capital Costs Paid to Date $13,691,878.51 $862,351.35
Quarterly Payment Amounts $206,568.49 $17,591.53
Revisions to the total contribution will also be made once the capital costs are finalized at the close out of the CWP. Under the terms of the Agreement, and as indicated in the recommendation, the City Manager would be authorized to amend the payment schedule when there is a change in the District’s or County’s share of costs.

ENVIRONMENTAL DETERMINATION:

The City prepared a Final Programmatic Environmental Impact Report (PEIR) in accordance with the California Environmental Quality Act (CEQA) (SCH No. 2015032006) for the Clean Water Program. The PEIR was certified by Council on June 6, 2016. In accordance with CEQA, the Final PEIR serves as the primary environmental compliance document for implementation of the CWP. The City prepared Addenda to the Final PEIR that was 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.

In accordance with CEQA Guidelines section 15080 through 15093, the City prepared an Environmental Impact Report (EIR) for the Underground Flow Equalization Project (SCH No. 2018092013) and on October 21, 2019, Council certified the Final EIR and adopted the requisite findings, statement of overriding considerations, and mitigation monitoring and reporting program.

NOTICE PROVIDED
All meeting noticing requirements were met.

ATTACHMENTS
Att 1 - Proposed Resolution
Att 2 - Interim Agreement
313 of 456

CITY OF SAN MATEO

STAFF CONTACT
Deryk Daquigan, Deputy Public Works Director
[email protected]
(650) 522-7287
Matt Fabry, Public Works Director
[email protected]
(650) 522-7309
314 of 456

CITY OF SAN MATEO
RESOLUTION NO. ____ (2024)

APPROVING AND AUTHORIZING EXECUTION OF THE INTERIM AGREEMENT FOR PAYMENT OF CAPITAL COSTS

OF CLEAN WATER PROGRAM PROJECTS BETWEEN THE CRYSTAL SPRINGS COUNTY SANITATION DISTRICT, THE

COUNTY OF SAN MATEO, AND THE CITY OF SAN MATEO
WHEREAS, the City of San Mateo (“City”), the Crystal Springs County Sanitation District (“District”), and the County of San Mateo (“County”) (collectively, the “parties”), have previously entered into agreements dating back to 1955 which set forth their arrangements and relationships regarding the discharge, pumping, transmission, and treatment of wastewater; and
WHEREAS, the parties’ most recent agreement is the Sanitary Sewage Agreement made and entered into on July 18, 1989 (the “1989 Agreement”) and includes the Town of Hillsborough (“Town”); and WHEREAS, the parties’ wastewater is treated at the regional wastewater treatment plant (“WWTP”) operated by the City under a National Pollutant Discharge Elimination System (“NPDES”) permit issued by the San Francisco Bay Regional Water Quality Control Board; and WHEREAS, the parties have executed three Amendments to the 1989 Agreement to provide for allocation of costs for the design and construction of improvements to the Crystal Springs/El Cerrito Trunk Sewers and El Cerrito Relief Line, as required by Cease and Desist Order R2-2009-0020 issued by San Francisco Bay Regional Water Quality Control Board; and
WHEREAS, the Cease and Desist Order also required the City to conduct an evaluation of options to increase capacity at the WWTP to reduce and eventually eliminate a practice known as "blending" and the NPDES permits issued in 2013 and 2018 incorporate as special provisions the requirements of the Cease and Desist Order regarding WWTP capacity; and
WHEREAS, in accordance with the Cease and Desist Order and the NPDES permit special provisions, the City developed a comprehensive suite of capital improvement projects known as the Clean Water Program to eliminate sanitary sewer overflows and increase the capacity of both its sewer collection system and the WWTP; and
WHEREAS, the District and County do not benefit from some components of the Clean Water Program and are not required to participate in the cost of such components; and WHEREAS, negotiations on a fourth amendment to the 1989 Agreement, for the allocation and payments by the Town, District, and County for costs incurred by the City for the design and construction of certain CWP projects, stalled and bifurcated in 2022, which resulted in the City and Town pursuing an Interim Agreement to address the capital costs to be paid for by the Town; and WHEREAS, in June 2022, City Council adopted a resolution to approve and execute the Interim Agreement with the Town, which excluded the District and County; and WHEREAS, the District and County acknowledges their responsibilities to pay for their shares of the capital costs of the Clean Water Program and are willing to make payments toward such capital costs. The District’s and County’s percentage shares consist of project costs incurred by City beginning in October 2014 through the completion of construction of Clean Water Program Projects; and WHEREAS, the City desires to receive the payment of capital costs from the District and County and 315 of 456
cooperate on other procedures between the agencies until a fourth amendment can be executed; and WHEREAS, a fourth amendment to the 1989 Agreement is still in discussion with the Town, District, and County to update terms related to the capital improvement costs for projects after the completion of the Clean Water Program, plus modifications to the method of calculating and sharing operational costs.

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

1. The Clean Water Program projects include upgrades to the WWTP and the Dale Avenue Pump Station, construction of an Underground Flow Equalization System, and program management. The City prepared a Final Programmatic Environmental Impact Report (PEIR) for the Clean Water Program in accordance with the California Environmental Quality Act (CEQA) (SCH No. 2015032006). The PEIR was certified by Council on June 6, 2016. In accordance with CEQA, the Final PEIR serves as the primary environmental compliance document for implementation of the CWP. The City prepared Addenda 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.

2. In accordance with CEQA Guidelines section 15080 through 15093, the City prepared an Environmental Impact Report (EIR) for the Underground Flow Equalization Project (SCH No. 2018092013), and on October 21, 2019 the Council certified the Final EIR and adopted the requisite findings, statement of overriding considerations, and mitigation monitoring and reporting program.

3. The Interim Agreement for Payment of Capital Costs of Clean Water Program Projects between the Crystal Springs County Sanitation District, the County of San Mateo, and the City of San Mateo is approved.

4. The City Manager is authorized to execute the interim agreement, in substantially the form submitted, on behalf of the City. The City Manager is further authorized to amend the payment schedule. 316 of 456
317 of 456
318 of 456
319 of 456
320 of 456
321 of 456
322 of 456
323 of 456

326 of 456
327 of 456
328 of 456
329 of 456

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: 18 Section Name: CONSENT CALENDAR Account Number: 10-3159 File ID: 24-9195 TO: City Council
FROM: Alex Khojikian, City Manager
PREPARED BY: Community Development Department
MEETING DATE: October 21, 2024
SUBJECT:

Child Care Facilities Fund Loan for Improvements at 847-849 N. San Mateo Drive – Agreement RECOMMENDATION:

Adopt a Resolution to approve a Child Care Facilities Fund loan of $1,143,800 to Mi Second Casa Spanish Immersion Preschools, Inc. for tenant improvements at 847-849 N. San Mateo Dr. to establish a new childcare facility and authorize the City Manager to execute the loan agreement, promissory note, short form deed of trust and agreement containing covenants affecting real property and all related documents in such a manner that does not substantially change the loan terms.

BACKGROUND:

The Child Care Facilities Fund was originally established in 2004 with the Child Care Development Fee to address the critical need for more childcare spaces in the City. It took several years to receive sufficient fee revenue to facilitate financial assistance for projects that result in an increase in new, licensed, and high-quality childcare spaces. In October 2018, the City Council approved the Interim Child Care Fund Guidelines and authorized the release of a Notice of Funding Available (NOFA) in 2019, making San Mateo the first jurisdiction in the County to offer funds for childcare construction.

That NOFA resulted in the completion of three childcare projects which created a total of 98 new, licensed childcare spaces; with six of those spaces dedicated for infants of low-income families. The three projects completed construction and opened in 2020 and 2021. A fourth childcare project was funded in December 2023 and completed construction in August 2024, adding 48 new licensed childcare spaces.

The 2019 NOFA experience provided lessons and new ideas. There has been a longtime need for greater amount of information and assistance for potential childcare providers who are interested in starting or expanding their businesses.

With input from childcare professionals and the lessons learned from the first completed projects, the City developed a comprehensive program for creating childcare facilities. The first and most important tool is the Child Care Start Up Guide, which is available in both English and Spanish. This publication is available on the City’s website (www.cityofsanmateo.org/childcarefacilitiesfund) and provides information about local and state requirements, and steps to complete the City's permitting process.

The first step in the process is the Site Assessment Report, which is a unique service offered by the City to support childcare providers in selecting a viable location for their facility. This is a service available for anyone who has identified a location, has a set of plans for the facility and needs help in determining if the location and/or building is viable and feasible. The site assessment is conducted by Building, Planning, Public Works, and San Mateo Consolidated Fire Department staff. This is a free service that provides an assessment of a site’s existing conditions, summary of applicable codes and requirements, and recommendations to facilitate establishment of a childcare facility at the site. The feasibility of a location and if it is appropriate for a childcare facility is also assessed. Loan applicants are required to complete this assessment to use for project planning and budgeting.
330 of 456

CITY OF SAN MATEO
For those interested in obtaining financial assistance, the program offers various options, with the primary funding method being a secured loan. The funds are legally restricted to capital expenditures only, which is limited to construction and elements that are fixed in the property. The funds may not be used for operational or programmatic expenditures. These loans are available to childcare providers and/or developers to specifically develop, expand, or otherwise enhance childcare facilities resulting in new licensed childcare spaces. The benefits to the loan option are that the terms include zero percent interest, deferred/no payments, and a loan forgiveness schedule based on the amount of money borrowed.

The loan forgiveness is contingent upon consistently meeting the annual performance requirements.

The City completed a comprehensive fee study in 2021 that included updates for applicability and increase of the Child Care Development Fee, and adopted the Fee via Municipal Code Chapter 23.65. The City Council revised the Interim Child Care Fund Guidelines in August 2022 to include the revised fee, new ordinance, additional information about the loan terms, and program processes. Upon approval of the interim guidelines, the Child Care Facility Fund (CCFF) program was initiated and made available to applicants on a first-come first-serve basis with a priority for requests from projects that are the most “shovel ready”. The Child Care Development Fee that was adopted for FY23-24 is $4,677.29 for a new singlefamily residential unit and $3,373.46 for a new multi-family unit. For new commercial development, which includes retail, office, industrial, and hotels, the fee ranges from $0.14 to $0.67 per square-foot of new floor area.

DISCUSSION:

In December 2023, Michael Tejada inquired about the CCFF program. Michael Tejada, along with Graciela Tejada and Miguel Tejada, currently own and operate Mi Second Casa (MSC) as a family-owned in-home daycare business located at 601 Rand St. in San Mateo, which provides care for children aged three months to five years old. Their mission is to empower young children to reach their full potential through holistic development in an inclusive, Spanish immersion program. As part of their commitment to inclusivity, they work closely with local agencies to offer subsidized care spaces for low-income families, ensuring that services remain accessible and affordable for all members of the community. Since opening in 2007, the family daycare has flourished and has operated at or near max capacity. Graciela has a BA in Early Childhood Education from San Francisco State University and over 30 years working in early childhood education. Miguel joined MSC in 2012 and has 24 units of early childhood education credits. Michael joined MSC in 2022, has a BA in Economics from California State University, Sacramento and holds a Child Development Site Supervisor Permit from the California Commission on Teacher Credentialing. Michael also works with the San Mateo Small Business Development Center as a business advisor to other in-home daycare providers in the area and volunteers as a member of the Childcare Care Partnership Council of the San Mateo County Office of Education. They have identified a new location at 847-849 N.

San Mateo Dr. in San Mateo to expand their business to create a new childcare center with a significantly larger capacity.

Prior to his inquiry, Mr. Michael Tejada had already reviewed the CCFF program materials and submitted his request for the Site Assessment Report with his inquiry. The assessment was completed onsite in January 2024 with Mr. Tejada and City staff. The report outcome supported the determination that the proposed location is viable, concurrent with the plans of the applicants. With a viable location confirmed, the next step was for the applicants to complete and submit the loan application, which was originally submitted on February 15, 2024, with an updated, revised application submitted on June 9, 2024, based on staff feedback related to additional required tenant improvements. The updated application and plans were deemed complete later in the summer, with the proposed budget appropriate for the size and scope of the project.

With the determination of the loan application as viable and meeting CCFF requirements, staff recommends approval of the $1,143,800 loan to Mi Second Casa Spanish Immersion Preschools, Inc., to support the production of up to 60 new licensed childcare spaces per the proposed Resolution (Attachment 1). This loan and tenant improvements are comparable to one of the earlier project loans provided by the CCFF program, which was for $430,000 but supports a significantly greater number of childcare spaces in a high need, low-income area of San Mateo. The borrowers will be required to enforce prevailing wage requirements in accordance with California law, and the loan forgiveness period will be 10 years.

The documents to process the loan are included as Exhibit 1. Property owner Great Wall Advertising Inc. has reviewed the loan and understands that the agreement is effective upon the executing signature of the City. Termination of the loan agreement will occur after one of the following occurs: 1) Borrower satisfies the Program requirements for 10 years, in which case the entire loan amount shall be forgiven; 2) Full repayment of the loan; or 3) Thirty years after the effective 331 of 456

CITY OF SAN MATEO
date.

BUDGET IMPACT:

The Child Care Facility Fund currently has approximately $1,800,000 allocated funds available for projects, which is sufficient to fund the $1,143,800 loan.

ENVIRONMENTAL DETERMINATION:

This loan agreement and related childcare facility improvements are 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, involving negligible or no expansion of use. (CEQA Guidelines Section 15301.) NOTICE PROVIDED:

All meeting noticing requirements were met.

ATTACHMENTS
Att 1 – Proposed Resolution
Exhibit 1 – Loan Agreement
Exhibit 2 – Promissory Note
Exhibit 3 – Short Form Deed of Trust
Exhibit 4 – City Use Agreement

STAFF CONTACT
Jennifer Rosas, Business Manager
[email protected]
(650) 522-7164
332 of 456
333 of 456
334 of 456
335 of 456
336 of 456
337 of 456
338 of 456
339 of 456
340 of 456
341 of 456
342 of 456
343 of 456
344 of 456
345 of 456
346 of 456
347 of 456
348 of 456
349 of 456
350 of 456
351 of 456
352 of 456
353 of 456
354 of 456
355 of 456
356 of 456
357 of 456
358 of 456
359 of 456
360 of 456
361 of 456
362 of 456
363 of 456
364 of 456
365 of 456
366 of 456
367 of 456
368 of 456
369 of 456
370 of 456
371 of 456
372 of 456
373 of 456
374 of 456
375 of 456
376 of 456
377 of 456
378 of 456
379 of 456
380 of 456
381 of 456
382 of 456
383 of 456
384 of 456
385 of 456
386 of 456
387 of 456
388 of 456
389 of 456
390 of 456
391 of 456
392 of 456

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: 19 Section Name: CONSENT CALENDAR Account Number: 10-1311 File ID: 24-9209 TO: City Council
FROM: Alex Khojikian, City Manager
PREPARED BY: City Manager's Office
MEETING DATE: October 21, 2024
SUBJECT:

Peninsula Clean Energy Solar and Storage on Public Buildings Program — Power Purchase Agreement RECOMMENDATION:

Approve an agreement with Peninsula Clean Energy (PCE) for a Power Purchase Agreement (PPA) to procure, install, operate, and maintain a solar photovoltaic system at the Beresford Park parking lot; and authorize the City Manager to execute the agreement in substantially the form presented and to execute any amendments necessary to implement the solar photovoltaic system.

BACKGROUND:

The City of San Mateo is a longtime leader in sustainability with ambitious Climate Action Plan goals to reduce greenhouse gas emissions by 49 percent below the 2005 baseline by 2030. The City’s most recent greenhouse gas emissions inventory shows that the City reduced emissions 22 percent below the 2005 baseline in 2019. While this marks great progress in Climate Action Plan implementation, more work is needed to advance the City’s climate goals.

Peninsula Clean Energy (PCE) is a joint powers authority developed in 2016 to reduce greenhouse gas emissions by providing electricity from clean energy sources. PCE’s Solar and Storage on Public Buildings Program collaborates with jurisdictions across San Mateo County to identify public facilities for solar installations through a Power Purchase Agreement (PPA). Through the program, jurisdictions can install solar systems to generate on-site electricity to meet and exceed the energy demand of municipal facilities. While much of San Mateo’s electricity already comes from carbon-free sources, increasing the amount of energy in the community from renewable sources not only further reduces greenhouse gas emissions but also has the potential to reduce electricity costs and enhance the local green economy.

The PPA with PCE to install solar carports at Beresford Park was initially scheduled for City Council approval at the March 18, 2024, City Council meeting but was withdrawn by City staff after an in-person site visit in March revealed the need for further site analysis. This agreement was approved on the September 16, 2024, City Council consent agenda, but due to an administrative error, an incomplete version of the agreement was included in the Council agenda packet. Thus, the complete Power Purchase Agreement is now before the Council for reapproval. This report provides an overview of the power purchase agreement, project, impacts, outreach, and next steps.

Power Purchase Agreement
Through their Solar and Storage on Public Buildings Program and PPA approach, PCE is offering a group procurement model to local government partners across San Mateo County to increase local renewable generation, help reduce energy costs, and help its jurisdictions achieve sustainability goals.

Key elements of the PPA include:
 Fixed $/kWh price for energy produced by the system
393 of 456

CITY OF SAN MATEO
 0 percent escalation over the contract term
 20-year initial term with option for up to two additional, five-year terms or customer buyout  PPA rate is projected to provide savings in Year 2
 PCE provides operations and maintenance, which is included in the PPA price Project Overview and Impacts
The California Public Utilities Commission (CPUC) has updated the tariffs governing solar photovoltaic resources. The next iteration of solar tariffs, known as the Net Billing Tariff (NBT), will be less advantageous for solar projects that do not include battery storage and will negatively affect solar-only project economics. Staff worked with PCE to evaluate and identify City facilities to install solar before 2026, and meet the three-year deadline associated with interconnection applications. In April 2023, PCE submitted interconnection applications on behalf of the City of San Mateo to lock in the tariff structure that is more favorable to solar-only projects before NBT goes into effect.

Because of the 20-year term of the Power Purchase Agreement, City facilities where there are necessary roof replacements or planned major repairs or renovations which could have sitewide impacts were ultimately removed from consideration. Beresford Recreation Center was identified to move forward in the program because it affords the greatest degree of certainty that the City can maintain adherence to the terms of the agreement for the 20-year term. The project team evaluated the Beresford Recreation Center building and all three parking lots at Beresford Park for solar installation.

The Beresford Recreation Center was built in 1967 and the roof is overdue for replacement. The Recreation Center is on a priority list for replacement but funding and timing for the roof replacement has not yet been identified, thus the roof could not be considered for solar installation. The parking lots on Parkside Way and Alameda de Las Pulgas are heavily shaded by existing trees along the perimeter of the parking lots and would require the removal of heritage trees to accommodate the solar carports. Furthermore, in the Alameda de las Pulgas parking lot there was a concern about the potential conflict with the existing light fixtures that provide light to the bus stop on Alameda de Las Pulgas. These lots also required the greatest amount of trenching and traversing paved areas for infrastructure installation, which is more costly, disruptive, and time and labor intensive in terms of project construction. The lot on Parkview Way is the sunniest of the three locations and requires no tree or light standard removals and the least trenching through paved areas. However, the Parkview Way lot is the one that is closest to residences, with three living room windows directly on the other side of Parkview Way and some nearby second story windows having views of where the solar panels will be visible.

The parking lot on Parkview Way next to the basketball court and community garden was identified as the project site. The project team estimates the installation of two carport structures with 76 kW of solar. The system is expected to generate 118,033 kWh in the first year and will power the Beresford Recreation Center. Through the PPA, there are no upfront costs to the City and savings are expected in the second year of solar generation. The fixed PPA rate is anticipated to result in cost savings since electricity rates are expected to increase over time. Attachment 3 shows the site map and solar carport project renderings. The project team anticipates trimming trees and removing bushes to accommodate the carport structures; however, the project will not result in the removal of trees or the loss of parking. The project team is evaluating the costs of boring and hand trenching for conduit and will aim for minimal disturbance to the park. A subsurface soil scan and existing underground utilities will inform the project team’s design for wiring and interconnection to Beresford Recreation Center. The solar carports will include motion-activated lighting. Lighting will be shielded and directed downwards to illuminate the parking lot without providing glare to the adjacent residences.

PCE estimates project construction to begin in Spring 2025, with construction lasting about six to eight weeks. Most of the heavy construction, excavating foundations and erecting the carport structures, will be completed in about two weeks.

Construction staging is anticipated to be limited to the project site. Construction will include drilling piers into the ground and the use of a scissor lift to lift materials up to the carports. During heavy construction, the parking lot will be closed, however, the north side of the parking lot next to the picnic shelter will remain open to the public. Other construction activities include wiring, trenching, and interconnection. Temporary impacts during construction will likely include noise, minor vibrations, temporary parking removal and construction vehicle traffic. 394 of 456

CITY OF SAN MATEO
Project Outreach
Staff provided an informational presentation about the project to the Park and Recreation Commission at the September 4, 2024 meeting. Adjacent residences on Parkview Way, 27th Avenue, and 28th Avenue were notified of the project and the Commission meeting via in-person visits and mailers as the new solar carports will be visible from adjacent residences.

Mailers were also sent to residents extending to the ends of the surrounding blocks and notices were posted on-site to ensure those who could be impacted by project construction are aware of it. Additionally, Community Garden users were notified of the project and the meeting by email. Feedback from the community has been mixed, with some supportive of the project while others were opposed because of the aesthetics of the solar carports. There were three public commenters present at the meeting who expressed concerns about project aesthetics and location. The speakers were heard and informed they could submit further comments in writing and verbally at the City Council meeting. After a brief round of questions to staff, the Commission indicated support of the project.

Next Steps
In Fall 2023, PCE ran a competitive Request for Proposals (RFP) process and selected McMillan and Intermountain Electric (IME) to be the engineering, procurement, and construction providers for the program. PCE’s program includes solar installations in jurisdictions across San Mateo County including Daly City, Menlo Park, and Redwood City. Once the PPA is approved by City Council, PCE’s team will work closely with City staff to install the solar carports with construction estimated for Spring 2025.

The project will generate local renewable energy in alignment with the City’s Climate Action Plan and provide shade to the parked cars. Through the PPA with PCE, there are no upfront costs to the City and the City will benefit from reduced electricity costs for the lifetime of the project. Furthermore, PCE will lead the procurement, construction management, and operations and maintenance of the solar panels. Based on the information provided above, staff recommends the City Council approve the PPA and authorize the City Manager to execute the agreement.

BUDGET IMPACT:

There is no fiscal impact for entering the Power Purchase Agreement with Peninsula Clean Energy. There is no upfront cost to the City for entering into the Agreement. The solar photovoltaic system is anticipated to provide utility cost savings over the life of the project beginning in Year 2. The estimated 20-year NPV at 3 percent discount rate is $185,900.

ENVIRONMENTAL DETERMINATION:

This agreement is 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. Staff notified residences located adjacent to the project site on Parkview Way, 27th Avenue and 28th Avenue of the September 16 City Council meeting through in-person visits and a mailer.

ATTACHMENTS
Att 1 – Public Comment
Att 2 – Power Purchase Agreement
Att 3 – Site Maps and Project Renderings

STAFF CONTACT
Andrea Chow, Sustainability Analyst
[email protected]
(650) 522-7007
395 of 456
396 of 456
397 of 456
398 of 456
399 of 456
400 of 456
401 of 456
402 of 456
403 of 456
404 of 456
405 of 456
406 of 456
407 of 456
408 of 456

411 of 456
412 of 456
413 of 456
414 of 456
415 of 456
416 of 456
417 of 456
418 of 456
419 of 456
420 of 456
421 of 456
422 of 456
423 of 456
424 of 456
425 of 456
426 of 456
427 of 456
428 of 456
429 of 456
430 of 456
431 of 456
432 of 456
433 of 456
434 of 456
435 of 456
436 of 456

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: 20 Section Name: NEW BUSINESS Account Number: 10-1311 File ID: 24-9188 TO: City Council
FROM: Alex Khojikian, City Manager
PREPARED BY: City Manager's Office
MEETING DATE: October 21, 2024
SUBJECT:

Climate Action Plan – Annual Progress Report
RECOMMENDATION:

Receive a progress report on the implementation of the City's Climate Action Plan.

BACKGROUND:

The Climate Action Plan (CAP) was updated and adopted in April 2020 and includes strategies and measures to reduce greenhouse gas (GHG) emissions. The CAP contains implementation measures in the following categories: building electrification, renewable energy, energy efficiency, municipal energy efficiency, clean transportation fuels, sustainable transportation, solid waste, water and wastewater, and off-road equipment.

In 2023, the CAP technical update was completed. The technical update focused on quantitative data points, including providing a 2019 GHG inventory and updating GHG reduction targets and forecasts, to align with state laws and regional guidance for the new 2045 horizon year, and in alignment with the 2040 General Plan. This scope of work did not provide a comprehensive review and update of the CAP’s GHG reduction measures since staff are actively working on implementation of CAP measures, and modifications to the GHG reduction measures were not necessary to maintain General Plan consistency. The updated CAP was adopted in March 2024 in conjunction with the General Plan.

To track CAP implementation, staff provides annual progress reports to the Sustainability and Infrastructure Commission and City Council on the status of the different strategies. The CAP progress report is typically provided in the spring of each year but was delayed due to staffing. At the October 9, 2024 Sustainability and Infrastructure Commission meeting, staff provided this annual progress report on CAP implementation. Commissioners were supportive of the City’s progress and expressed interest in building decarbonization, reach codes, leaf blower regulations and the City’s electric fleet.

Annual Progress Report Key Highlights
Attachment 1 to this report provides both qualitative and quantitative data to show how progress has been made on each of the CAP measures over the 2023 calendar year.

Some key highlights of implementation of the CAP are as follows:
• Building decarbonization: In 2023, staff began work on the City of San Mateo Sustainable Building Strategy to electrify San Mateo’s existing buildings stock that centers on equity and promotes a collaborative pathway to electrification. The City released a Request for Proposals (RFP) to select a technical consultant and selected Rincon for the project. Rincon completed an analysis framework incorporating equity and effectiveness, building inventory and market segmentation, and building electrification cost analysis. At the January 16, 2024 City Council meeting, the project team presented the cost analysis and five building decarbonization policy options for feedback and direction. The City Council directed staff to explore of all five policy options. The project was put on 437 of 456

CITY OF SAN MATEO
hold due to staffing and in Summer 2024 staff began to reengage Rincon on this work. • Reach codes: In 2022, the City adopted reach codes requiring all new construction to be all-electric beginning January 1, 2023 through December 31, 2025 (the end of the triennial code cycle). The City suspended the enforcement of its reach codes that prohibit the installation of new gas infrastructure because of a 2024 federal court decision. The Ninth Circuit Court of Appeals in California Restaurant Association v. City of Berkeley determined that a local ordinance that generally prohibited the installation of natural gas infrastructure was preempted by federal law. At the October 7th City Council meeting, City Council directed staff to bring forward an Energy Performance Reach Code ordinance for Council consideration at a future meeting to replace the City’s currently suspended reach codes.
• Electric equipment at city facilities: The City participated in PG&E’s Government program administered by Willdan Energy Solutions to replace gas water heaters with electric equipment. City staff and Willdan assessed 17 City facilities to identify existing equipment and evaluate space for siting new electric equipment. Beginning February 2024, the project team installed 13 electric heat pump water heaters at seven City facilities including City Hall, Main Library, Senior Center, Fire Station 21, Fire Station 23, Fire Station 26 and Fire Station 27. The City received a total incentive of over $200,000 from PG&E to offset 100% of project costs. • City electric fleet and charging infrastructure: The City purchased electric fleet units and applied for grant funding for electric replacements. The City is also working with PCE and PG&E to install charging infrastructure at municipal facilities.
• City-owned electric vehicle chargers: In April 2023, the City finished installation of the 14 Level 2 charging ports at the 2nd and El Camino Garage. In Spring 2024, the Kiku Public Parking Garage opened with 27 Level 2 charging ports. Both projects utilized funding from Peninsula Clean Energy to reduce project costs. • Bike infrastructure: The City completed construction of a bicycle boulevard on Sunnybrae Boulevard from Delaware Street to South Amphlett Boulevard in Winter 2023. The project also included traffic calming elements and pedestrian improvements. The City completed construction of Class II bike lanes on 5th Avenue between South B Street and Railroad Avenue in November 2023.
• Leaf blowers: The Parks team developed a transition plan for replacing gas equipment with electric equipment. In 2023, an electrical upgrade was completed at the Park Yard for equipment charging. Additionally, a Multihog Compact Sweeper was purchased to reduce the need for blower cleanup work of parking lots and some pathways.

The City owns a total of 26 gas-powered blowers and staff plan on a phased replacement approach replacing all within a two-year period.
• Rebates: Community members took advantage of all types of rebates to reduce water and energy consumption in their homes. Peninsula Clean Energy and BayREN provided rebates for heat pump water heaters, heat pump HVAC systems, induction cooktops, and panel upgrades. Cal Water provided rebates for water efficient equipment and turf replacement for residents and businesses. The City of San Mateo continues to provide rebates for rain barrels and electric leaf blowers. Through these programs, community members save money while reducing their carbon footprint. Of note, the City increased marketing of the electric leaf blower rebate program and saw 14 rebate applications in 2023 and 28 rebate applications in 2024 to date.

Related to climate action, staff are preparing the City’s application to the Peninsula Clean Energy (PCE) Member Agency Grant program aimed at electrifying transportation, buildings, and operations. This grant is a noncompetitive funding source for jurisdictions in San Mateo County, and the City of San Mateo is eligible for $1.4 million. Through multidepartment collaboration, staff identified a number of projects that reduce greenhouse gas emissions by switching from fossil fuels to clean electricity. Based on the constraints of the grant program and in alignment with the City Council’s priorities, staff identified five projects to include in the City’s application: 1) electric vehicle charging infrastructure for City fleet, 2) electrification improvements at Marina Library, 3) high voltage street light conversion, 4) electric landscaping equipment for city operations, and 5) pilot electric motorcycles for the Police Department. The grant application is due 438 of 456

CITY OF SAN MATEO
December 31, 2024. After PCE approves the City’s application, staff will bring forward PCE’s Member Agency Grant Program agreement for City Council consideration in early 2025.

BUDGET IMPACT:

There is no fiscal impact.

ENVIRONMENTAL DETERMINATION:

This informational report 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.)

NOTICE PROVIDED
All meeting noticing requirements were met.

ATTACHMENTS
Att 1 - Climate Action Plan Progress Report

STAFF CONTACT
Andrea Chow, Sustainability Analyst
[email protected]
(650) 522-7007
439 of 456
CAP PROGRESS REPORT - 2024
1 Climate Action Plan Progress Report
2024

BUILDING ELECTRIFICATION
BE 1 ALL-ELECTRIC NEW CONSTRUCTION
Building Electrification Reach Codes for New Construction  In 2022, the City adopted reach codes requiring all new construction to be all-electric beginning January 1, 2023 through December 31, 2025 (the end of the triennial code cycle). In 2024, due to a federal court decision, the City suspended the enforcement of its reach codes that prohibit the installation of new gas infrastructure. The Ninth Circuit Court of Appeals in California Restaurant Association v. City of Berkeley determined that a local ordinance that generally prohibited the installation of natural gas infrastructure was preempted by federal law, namely the Energy Policy and Conservation Act (EPCA).

All-electric new construction permits issued
Single
Family
Home
Duplex ADU Multifamily Commercial
2023 12 2 39 0 0
2022 4 1 25 0 5-story office bldg
2021 1 4 23 Kiku Crossing: 225 units 0
2020 0 0 6 Waters Park: 190 units 0
BE 2 ALL-ELECTRIC EXISTING BUILDINGS
 In 2023, staff began work the City of San Mateo Sustainable Building Strategy to electrify San Mateo’s existing buildings stock that centers equity and promotes a collaborative pathway to electrification. The City released a Request for Proposals (RFP) to select a technical consultant and selected Rincon for the project. Rincon completed an analysis framework incorporating equity and effectiveness, building inventory and market segmentation, and building electrification cost analysis. At the January 16, 2024 City Council meeting, the project team presented the cost analysis and five building decarbonization policy options for feedback and direction. The City Council directed staff to explore of all five policy options. The project was put on hold due to staffing and in Summer 2024 staff began to reengage Rincon on this work.  On March 15, 2023, the Bay Area Air Quality Management District (BAAQMD) adopted rules to phase out the sale and installation of gas water heaters by 2027 and gas furnaces by 2029.  In June 2022, the City launched the Induction Cooktop Loaner Program that offers hands-on experience with a portable induction cooktop. Residents can borrow an induction cooktop and cookware for two weeks. In 2022, 16 residents borrowed the induction cooktop kits and in 2023, 27 residents borrowed the induction cooktop kits.
440 of 456
CAP PROGRESS REPORT - 2024
2 Building Electrification Reach Codes for Existing Buildings  In November 2022, the City Council adopted reach codes impacting residential building upgrades to encourage electric-readiness and require electric equipment. These reach codes went into effect on January 1, 2023 and are summarized as follows:
o Electric readiness panel capacity: Requires panel replacement and panel upgrade projects to include panel capacity and breaker space for future electrification of building systems for all residential buildings.
o Electric-readiness outlets installed: Requires kitchen and laundry area renovations include the installation of an outlet for the use of future electric appliances in single family homes and duplexes.
o Heat pump HVAC: Requires the installation of heat pump HVAC system when new air conditioning is installed ore replaced in single family homes and duplexes. o Gas infrastructure: Prohibits the extension of fuel gas infrastructure for new uses such as new fireplaces, fire pits, grills and pools in residential buildings. o Heat pump water heater: Requires heat pump water heater installation in addition and alteration projects that include water heater replacement in single family homes and duplexes.
 As stated above, in July 2024, due to a federal court decision, the City suspended the enforcement of its reach codes that prohibit the installation of new gas infrastructure.

Electric Equipment Rebate Data
 Peninsula Clean Energy (PCE) provides rebates for electrical panel upgrades, heat pump HVAC systems and heat pump water heaters:

PCE Electric Equipment Rebates
Year Electrical Panel Heat Pump
HVAC
Heat Pump
Water Heater
2023 37 161 97
2022 6 3 28
2021 4 - 24
Source: Peninsula Clean Energy
 In October 2022, PCE launched the Zero Percent Interest Loan program that helps customers install heat pump water heaters, heat pump HVAC systems and energy efficiency upgrades. The loans are zero percent interest with no money-down for a term of up to 5 years. The payments are conveniently included on your monthly electric bill. In 2023, 78 households participated in the program. Note that the homes that receive loans also receive rebates. 441 of 456
CAP PROGRESS REPORT - 2024
3  Through the BayREN Home + Program, residents can receive rebates for the installation of electric equipment including, heat pump hot water heaters, heat pump dryers or induction cooktops. The BayREN Single Family Home+ program is expected to sunset by October 31st or until the budget is exhausted, whichever comes first.

BayREN Electric Equipment Rebates
Year Heat Pump
Clothes Dryer
Heat Pump
Water Heater
Induction
Cooktop
2023 1 70 20
2022 0 22 1
2021 0 30 1
Source: BayREN

RENEWABLE ENERGY
RE 1 PENINSULA CLEAN ENERGY
 Peninsula Clean Energy provides clean and renewable electricity.

Peninsula Clean Energy Electricity Usage and GHGs Avoided Year Total PCE Usage
(kWh)
ECOplus Usage
(kWh)
GHGs Avoided
(MTCO2e)
2023 436,935,356 430,173,796 57,097
2022 414,688,681 388,514,576 53,715
2021 414,131,873 383,596,168 54,357
2020 431,559,650 402,980,299 55,175
2019 455,581,927 424,884,661 41,176
2018 448,917,281 425,385,217 34,827
2017 457,510,644 446,960,009 32,170
Source: Peninsula Clean Energy
 The City of San Mateo had a total of 91 opt-outs in 2023 and a 97% participation rate to end the year.
 Since launching in 2016, Peninsula Clean Energy has been providing cleaner electricity, with a 96% reduction in the greenhouse gas emissions rate for electricity from 2016 to 2023. Peninsula Clean Energy procures 100% clean energy that is at least 50% renewable for our ECOplus service and 100% renewable for ECO100. Their goal is to deliver 100% renewable energy by 2030 while maximizing energy matching on a time-coincident, hourly basis.

RE 2 RENEWABLE ENERGY SYSTEMS FOR NEW AND EXISTING RESIDENCES  The City provided information to property owners about discounts for solar including the annual Bay Area Sun Shares program and Peninsula Clean Energy’s rebate for solar and battery storage. 442 of 456
CAP PROGRESS REPORT - 2024
4 Solar and Battery Storage Permits for Residential Buildings Issued* Year # of Solar Permits
Issued
# of Battery Storage
Permits Issued
2023 460 65
2022 384 115
2021 416 92
2020 248 87
*Note: some projects include both solar and battery storage RE 3 RENEWABLE ENERGY SYSTEMS FOR NEW AND EXISTING NONRESIDENTIAL

BUILDINGS
Solar Permits for Nonresidential Buildings
Year # of Solar Permits
Issued Total kW
2023 2 47
2022 5 801
2021 3 205
2020 2 11.8

ENERGY EFFICIENCY
EE 1 RESIDENTIAL ENERGY EFFICIENCY RETROFITS
 The BayREN Home + program provides rebates for energy efficiency upgrades including building air sealing, insulation, duct replacement and sealing, and more. In 2023, 134 single family home upgrade projects were completed and 246 individual measure rebates issued. In 2022, 46 single family home upgrade projects were completed, and 102 individual measure rebates issued. This amounts to 240 home upgrades and 501 individual measure rebates issued since 2020. The BayREN Single Family Home+ program is expected to sunset by October 31st or until the budget is exhausted, whichever comes first.
 The Energy Advisors are a resource to residents interested in making an energy upgrade or in the BayREN Home + program. In 2023, there were 54 new Energy Advisor leads and in 2022 there were a total of 35 leads, amounting to 158 leads since 2020.  The Bay Area Multifamily Building Enhancements (BAMBE) program provides rebates for saving 15% of the building’s energy usage for project measures that include heating and cooling systems, water heating systems, lighting and appliances, building sealing and insulation and more. 25 units have participated in the program since 2020.  The Home Energy Score program provides a score of home energy use on a scale of 1 to 10. It estimates home energy use, associated costs, and provides energy solutions to cost-effectively improve home efficiency. In 2023, there were 32 home energy score rebates and in 2022, there were 26 home energy rebates in San Mateo, amounting to 179 home energy score rebates since 2020.
 PCE’s Home Upgrade program serves income-qualified homeowners with home repairs and 443 of 456
CAP PROGRESS REPORT - 2024
6 energy efficiency upgrades at no cost. Eligible improvements include door and window repair, water heating, heating and cooling, cooking, and more. In 2022, 11 households completed the program and in 2022 and 23 households completed the program.

EE 2 NONRESIDENTIAL ENERGY EFFICIENCY RETROFITS
 There are 27 certified businesses in San Mateo certified through the San Mateo County Green Business Program.

EE 3 RESIDENTIAL TREE PLANTING
 In addition to tree plantings in City parks, 150 trees are planted in City streets annually. Not all tree plantings are in residential areas but nonetheless help reduce the urban heat island effect and reduce cooling loads.

MUNICIPAL ENERGY EFFICENCY
ME 1 ENERGY EFFICIENCY FOR NEW BUILDINGS
 No new municipal facilities to report.

ME 2 ENERGY EFFICIENCY AT EXISTING MUNICIPAL BUILDINGS
 The City completed the City Hall Staff restroom remodeling project which included the installation of water efficient plumbing fixtures and low voltage lighting with automatic timers and vacancy sensors.
 The City completed Indian Springs Park and is in construction at Casanova Park, Shoreview Park and Lakeshore Park for the Phase IV and Phase V upgrades to restrooms at park locations with water efficient plumbing fixtures and low voltage lighting with automatic timers and vacancy sensors.
 The City completed the construction of a new accessible family changing room at the King Swim Center with efficient plumbing fixtures and low voltage lighting with automatic timers and vacancy sensors. The City updated one of the King Center kitchens to include energy efficient appliances. The City is in construction to install a Fire Alarm System at the King Recreation Center that includes low voltage instruments and controls. Part of the project includes replacing an existing air handling unit with a new energy efficient unit.  The City is in construction for the elevator controls at two City parking garages, the 2nd and El Camino Garage in 2023 and the Central Garage in 2024. The modernization project includes the installation of resilient materials and efficient components such as low voltage lighting, vacancy sensors and timers.
 The City is in construction at Beresford Park for the ADA improvement project that includes low voltage pathway lighting.

ME 3 ALL-ELECTRIC MUNICIPAL BUILDINGS
 The City participated in PG&E’s Government program administered by Willdan Energy Solutions to replace gas water heaters with electric equipment. City staff and Willdan assessed 17 City facilities to identify existing equipment and evaluate space for siting new electric equipment. 444 of 456
CAP PROGRESS REPORT - 2024
6 Beginning February 2024, the project team installed 13 electric heat pump water heaters at seven City facilities including City Hall, Main Library, Senior Center, Fire Station 21, Fire Station 23, Fire Station 26 and Fire Station 27. The City received a total incentive of over $200,000 from PG&E to offset 100% of project costs.
 In 2022, PCE expanded their Solar and Storage for Public Buildings program and is working with jurisdictions across the region to identify sites for solar and battery storage installation. PCE will provided energy and savings analyses, vendor selection via public solicitation, management, and facilitation of a Power Purchase Agreement (PPA). A PPA provides the City with a fixed price for electricity without any capital outlay. Staff coordinated with PCE to identify Beresford Park Recreation Center to install a solar carport system in Spring 2025.  The City is part of a public/private partnership to construct a new residential building and parking garage on two City-owned parcels Downtown. The project was completed in Spring 2024 and included the development of an all-electric seven-story affordable housing project, known as Kiku Crossing, and all-electric five-story parking garage with 27 Level 2 charging ports and solar PV, in compliance with the City’s reach code requirements.

CLEAN TRANSPORTATION FUELS
CF 1 ELECTRIC VEHICLE CHARGING INFRASTRUCTURE
 In April 2022, the City completed installation of 13 Level 2 EV charging ports at the Main Street Garage in Downtown San Mateo. The project includes the installation of Powerflex equipment utilizing CALeVIP rebate funding, greatly reducing project costs.  In April 2023, the City completed installation of 14 Level 2 charging ports at the 2nd and El Camino Garage in Downtown San Mateo. The project also included the installation of Powerflex equipment utilizing PCE funding to greatly reduce project costs.  In Spring 2024, the City completed construction of the new Kiku Public Parking Garage that includes the installation of 27 Level 2 charging ports. The project included the installation of Chargepoint equipment using PCE funding to reduce project costs.  There are 70 EV charging ports at City-owned facilities, this includes 2 DCFC charging ports and 68 Level 2 charging ports. Additionally, there are 168 charging ports that are publicly available in the city; this includes 20 DCFC charging ports, 104 Level 2 charging ports and 44 Tesla charging ports.
 In 2022, the City adopted a reach code requiring a higher percentage of electric vehicle (EV) readiness in all new construction. These requirements went into effect on January 1, 2023.

CF 2 ELECTRIC VEHICLE EDUCATION AND OUTREACH
 City staff promoted Peninsula Clean Energy’s incentives for electric vehicles. Some programs are ongoing including the PCE Used EV Rebate Program that offers rebates for San Mateo County residents for the purchase of a used EV. PCE also offers an EV rental discount for those interested in experiencing an EV.

CF 3 CLEAN CITY FLEET
445 of 456
CAP PROGRESS REPORT - 2024
8  The City Council prioritized evaluation of the feasibility of a Green Fleet by 2030 for the FY 2021- 22 Strategic Plan. As part of this effort, the City purchased electric fleet units and applied for grant funding for electric replacements. The City is also working with PCE and PG&E to install charging infrastructure at municipal facilities.
 The City operates a fleet of 233 units, 34 units are CNG or electric.

City Fleet by Fuel Type
Fuel Type # of Units
Bi-fuel (CNG/Gas) 1
CNG 19
Electric 15
 City fleet electric units include:
o 4 Chevrolet Bolt passenger cars
o 2 Ford Lightning trucks
o 2 Ford E-Transit vans
o 6 electric utility vehicles
o 1 electric forklift
CF 4 CLEAN FUEL AND VEHICLE EMISSIONS
 In 2022, the City implemented traffic signal optimizations on the Fashion Island Blvd corridor from Delaware Street to Norfolk Street, and on a short segment of Humboldt Street from 3rd Avenue to 4th Avenue. Traffic signal optimizations help reduce vehicle emissions related to vehicle idling.
 The California Energy Commission1 provides data on new zero-emission vehicle sales in San Mateo County. Zero Emission Vehicles (ZEV) includes battery electric vehicles, plug-in hybrid electric vehicles and fuel cell electric vehicles.

Sale of Light-Duty Zero-Emission Vehicles in San Mateo County Year Sale of Light-Duty
ZEV
Percent of Total
Light-Duty Sales
2023 16,403 32.38%
2022 14,624 34.45%
2021 7,005 17.32%
2020 5,489 12.23%
Source: California Energy Commission

SUSTAINABLE TRANSPORTATION
ST 1 BICYCLE MODE SHARE
 The City completed construction of the 2nd and 4th highest priority projects in the 2020 Bike Master Plan in Spring 2022, which consists of Class II bike lanes and a bicycle boulevard on Poplar 1 California Energy Commission (2024). New ZEV Sales in California. Data last updated June 30, 2024. Retrieved September 17, 2024 from https://www.energy.ca.gov/zevstats. 446 of 456
CAP PROGRESS REPORT - 2024
9 Avenue, Delaware Street, Indian Avenue, and Humboldt Street. The project was funded by the Department of Housing and Urban Development (HUD) Community Development Block Grant (CDBG).
 The City completed construction of a bicycle boulevard on Sunnybrae Boulevard from Delaware Street to South Amphlett Boulevard in Winter 2023. The project also included traffic calming elements and pedestrian improvements.
 The City completed construction of Class II bike lanes on 5th Avenue between South B Street and Railroad Avenue in November 2023.
 The City was awarded $1.66M from the 2021 Regional ATP Cycle 5 to fund the design and construction of a Safe Routes to School corridor comprised of a new Class IV separated bike lane and bicycle boulevard on Delaware Street from 19th Avenue to Pacific Boulevard. The City collected feedback from the community on the proposed bikeway design through an online survey and pop-up events in Spring 2024. The project is anticipated to be constructed in Summer 2025.
 The City received $153,000 in grant funding to design a new bike facility on 28th Avenue from Edison Street to El Camino Real that will close a gap in the bicycle network and connect bicyclists to the Caltrain station at 28th Avenue. The project scope was extended to Kyne Street in January 2024 to design a fully connected bikeway on 28th Avenue. The City held a community meeting and an online survey in Fall/Winter 2023 to collect feedback from the community on three proposed bikeway designs. Additional outreach will be conducted in Fall 2024 to inform the preferred bikeway design.
 The City is working on a joint project with SamTrans and the San Mateo County Transportation Authority to design a Class IV separated bikeway on 19th Avenue and Fashion Island. Community outreach was conducted in Summer 2023 that consisted of pop-up stations, a community workshop, and an online survey. Feedback from the community is being incorporated into the final design and implementation strategy, which is anticipated to be complete in Summer/Fall 2024.
 The City is constructing a bicycle boulevard on South Grant Street from Concar Drive to 16th Avenue as part of a pavement management project. The bike facility is anticipated to be constructed in early Fall 2024.

ST 2 PEDESTRIAN MODE SHARE
 The Transit-Oriented Development Pedestrian Access Plan was adopted in November 2022. This Plan strives to improve pedestrian conditions within one-half mile radius to the City’s Caltrain three stations and high-quality transit stops. The City received $75,117 in grant funding to develop this Plan.
 The City is modifying the traffic signals at the Poplar Avenue and Humboldt Street intersection where there is a history of collisions involving pedestrians and left-turning vehicles. The project will improve pedestrian safety and walkability by restricting vehicle left turn movements except when a green left turn arrow is displayed, also called a protected left turn. The project is expected to be constructed in Fall 2024.
 The City is constructing pedestrian safety improvements at the entrance and exits of three downtown parking garages: Central Parking Garage, Main Street Parking Garage, and 2nd and El Camino Real Parking Garage. Improvements include protected walkways, wayfinding signage, and warning devices and will make pedestrians and exiting vehicles aware of each other where the driveway and sidewalk intersect. Construction at Central and Main Street Parking Garage is 447 of 456
CAP PROGRESS REPORT - 2024
10 anticipated to begin in Fall 2024.

ST 3 MICROMOBILITY AND SHARED MOBILITY
 The City updated its shared mobility permit program to allow shared mobility operators to submit applications on an on-going basis. No applications were received when the program was initially launched in 2019. The permit program continues to be available to interested parties.  Staff continues to participate in a Shared Mobility Working Groups coordinated by San Mateo County and Caltrain to facilitate regional partnerships and share best practices as related to shared mobility.

ST 4 PUBLIC TRANSIT SERVICE
 City staff participate in Reimagine SamTrans effort to assess existing transit service and evaluate options for future mobility services.
 City staff worked with SamTrans to implement signal priority on El Camino Real that was installed in 2020 through the length of the City.
 The City was awarded $253,800 grant funding in May 2024 for designing a new pedestrian and bicycle entrance on the northeast side of the San Mateo Caltrain Station to reduce the barrier to transit for transit riders coming from north of the station. The project will also improve pedestrian access to the new entrance on Cypress Avenue to make biking and walking to transit safer and more comfortable. City staff begin the bid process to procure a consultant in Winter 2024.

ST 5 COMMUTER PROGRAMS
 San Mateo County’s Transportation Demand Management Agency, Commute.org maintains a suite of programs aimed at reducing vehicle miles traveled. Commute.org provides carpool incentives to employers and conducts outreach campaigns about available shuttle and vanpool options.
 Commute.org has maintained shuttle services in San Mateo and pivoted to providing employer resources focused on telework. The City contributes funding to Commute.org shuttles including the Campus Drive and Norfolk shuttle routes.

ST 6 TRANSPORTATION DEMAND MANAGEMENT
 The City was awarded grant funding to develop a citywide Transportation Demand Management ordinance. Focus group meeting with local developers and the Chamber of Commerce were held in February 2024 to review the draft TDM guidelines. The TDM ordinance is anticipated to be adopted in Winter 2024.

ST 7 TRANSIT-ORIENTED DEVELOPMENT
 Transit-Oriented Development projects approved in:
o 2020: Kiku Crossing, Concar Passage, and 2600 S. Delaware Street (Bay Meadows Phase II, RES 6)
o 2021: 1919 O’Farrell, 2600 S. Delaware Street (Bay Meadows Phase II, MU 2 and MU 3) 448 of 456
CAP PROGRESS REPORT - 2024
10 o 2022: 500 E. 3rd Ave (Block 21 mixed-use development), 222 E. 4th Ave (Draeger’s Market), 401 Concar Dr (Hayward Park Caltrain Station parking lot) o 2023: 435 E. 3rd Ave, 616 S. B St. (Nazareth Vista)
 Transit-Oriented Development projects that are currently under construction include Station Park Green development and 2600 S. Delaware Street (Bay Meadows Phase II). In 2023, Kiku Crossing and RES 6 were under construction but were completed in 2024 by the time of this report.

SOLID WASTE
SW 1 COMPOSTING PROGRAM
 Currently there are 749 multi-family dwellings (MFDs) with 5 units or more. Of the 749 MFDs, 610 are participating in the organics collection program. The Waste Zero team is working diligently to reach out to those accounts that remain non-compliant with Senate Bill 1383.

Compost Diverted
Year Compost Diverted
(tons)
Total Diversion Rate
2023 20,984 48.82%
2022 19,004 47.67%
2021 18,699 47.35%
2020 18,573 47.77%
Source: Recology San Mateo County
SW 2 EXPANDED RECYCLING SERVICE
 Recology’s Waste Zero team helps to educate the community of proper sorting by providing trainings, presentations on different platforms, as well as conducting site visits and handing out educational outreach materials such as posters and stickers.

SW 3 WASTE AWARENESS AND SOURCE REDUCTION
 The City of San Mateo is partnering with OKAPI Reusables, thanks to leadership and funding from the County of San Mateo Office of Sustainability. OKAPI is a simple borrow and return cup service featuring trendy insulated stainless steel cups for hot drinks and glass tumblers for iced drinks.

The program launched in December 2022.
 The Team Up to Clean Up program continues to unite San Mateo residents and neighborhoods in the shared goal of preserving our waterways. Our annual Bayfront cleanup mobilizes up to 600 volunteers, who collectively removed approximately 12.5 cubic yards of litter from the bay this past year. In addition to our annual event, our staff organize monthly cleanups in various locations throughout San Mateo. In 2023, these efforts resulted in an average of 1.5 cubic yards of trash collected per cleanup, along with the diversion of approximately 26 gallons of recyclable materials. These cleanups, which attracted an average of 20 volunteers per event, are crucial in maintaining the cleanliness and environmental health of our community.

Disposable Food Service Ware Ordinance
449 of 456
CAP PROGRESS REPORT - 2024
12  The City Council adopted the “Disposable Food Service Ware Ordinance” modeled after the County of San Mateo’s ordinance. The ordinance requires food facilities distribute disposable items that are fiber-based and compostable. The ordinance went into effect in October 2022.  The San Mateo County Sustainability Department continues to engage and educate food facilities in San Mateo on the Disposable Food Ware Ordinance requirements. In 2023, the team notified all 657 facilities of the requirements and had direct one-on-one contact with 67% of those facilities. The SMC Sustainability Department provided funding to 13 food facilities for the purchase of compostable single-use foodware and provided funding to 28 food facilities for reusable foodware in San Mateo.
 The Ordinance is enforced through complaints. The SMC Sustainability Department logs all complaints and follows up by emailing the food facility. The email explains the nature of the complaint and introduces the consultant team. The consultant team contacts the food facility to ensure they understand the Ordinance requirements and offer assistance if needed. The team will email the food facility three times and then attempt an on-site visit. If contact cannot be made, the County will try to reach the food facility. A complaint is considered "resolved" when the County confirms the food facility's understanding of the Ordinance and necessary changes for compliance. Inspections are not part of the complaint process. The SMC Sustainability Department received 23 complaints for food facilities in the City of San Mateo. There were 2 pending complaints and 21 resolved complaints at the time of County’s 2024 report.

WATER AND WASTEWATER
WW 1 WATER EFFICIENCY RETROFITS FOR EXISTING BUILDINGS
 Cal Water provides rebates for high-efficiency toilets and high-efficiency clothes washers for residents. Cal Water provides rebates for high-efficiency toilets and high-efficiency urinals, for commercial customers.

Cal Water Rebates for Washers and Toilets in Mid-Peninsula* High-Efficiency Clothes Washer Rebates High-Efficiency
Toilet
Year Residential Multifamily Residential
2023 153 9 21
2022 214 2 33
2021 214 9 25
2020 162 8 21
Source: Cal Water, *Cal Water does not provide data on city-level and thus Mid-Peninsula data is provided; Mid-Peninsula includes San Carlos, San Mateo and adjacent unincorporated areas WW 2 WATER EFFICIENT LANDSCAPING
Rain Barrels
 On November 6, 2023, Flows to Bay hosted a rain barrel rebate event at the City Corp Yard. San Mateo County residents were able to reserve and purchase discounted 50-gallon rain barrels. 450 of 456
CAP PROGRESS REPORT - 2024
13  The City of San Mateo continues to provide matching funds for rain barrel rebates for residents.

Data in this table reflects the number of rain barrels distributed, residents can receive a maximum of two rebates per household.

Rain Barrel Rebates
Year
Number of Rain
Barrel Rebates
Distributed
2023 68
2022 82
2021 37
2020 8
Cal Water Rebates
 Cal Water provides Smart Landscape Tune-Up Direct Installation Program Evaluations. Through this program irrigation system efficiency evaluations were conducted by professional landscape contractors to customers. Irrigation system improvements included leak repairs and installation of a smart irrigation controller and/or high-efficiency sprinkler nozzles. The Program is available at no charge to customers.
 Cal Water provide rebates for weather-based irrigation controllers were offered as part of Cal Water's standard rebate program portfolio and as a direct installation through the Smart Landscape Tune-Up Program.
 Through Cal Water’s Spray-to-Drip Rebate Program, eligible participants received a rebate of $0.50 for every square foot of landscape area converted from a standard spray irrigation system to a drip irrigation system. The program requires a minimum of 250 square feet to be converted to a drip system. Drip irrigation uses 20-50% less water than spray irrigation and delivers water directly to the root zone of plants.
 Through the “Lawn-to-garden” (turf replacement) rebate program, Cal Water incentivized customers to replace their lawn with drought-tolerant and water-wise landscaping with a rebate of up to $3 and $5 per square foot for residential and commercial customers, respectively. Cal Water provides rebates for smart irrigation controllers and high-efficiency sprinkler nozzles for residential customers.

Cal Water Rebates for Landscaping in Mid-Peninsula*
Spray-to Drip Rebate (Sq. Ft.) Lawn-to Garden Turf (Sq. Ft.) Year Residential Commercial Residential Commercial
2023 7,110 41,210 14,600 1,210
2022 14,046 8,726 19,658 0
2021 0 0 1,400 0
Source: Cal Water;*Cal Water does not provide data on city-level and thus Mid-Peninsula data is provided; Mid-Peninsula includes San Carlos, San Mateo and adjacent unincorporated areas City Operations
451 of 456
CAP PROGRESS REPORT - 2024
14  Parks updated 21 irrigation controllers to improve communication and operations of the central irrigation control system. Parks is in the process of replacing 20 more outdated irrigation controllers.
 In 2023, Parks made landscape improvements at the entrance to Ryder Park to reduce water use by improving irrigation, installing drought tolerant plants and adding mulch for conservation of moisture. In 2022, Parks made similar landscape improvements at Beresford Park along Alameda de las Pulgas and at the Senior Center.

WW 3 WATER EFFICIENCY IN NEW CONSTRUCTION
 City staff ensure compliance with the State of California’s Water Efficient Landscape Ordinance (WELO) that applies to all new construction projects with landscape area greater than 500 square feet. This ordinance was created to reduce water usage and ensure landscapes are constructed to allow for the efficient use of water.

OFF-ROAD EQUIPMENT
OR 1 ALTERNATIVE FUEL LAWN AND GARDEN EQUIPMENT
 In October 2021, Governor Newsom signed Assembly Bill 1346 that requires most newly manufactured small off-road engines (SORE) such as those found in leaf blowers, lawn mowers and other equipment be zero emission starting in 2024. Californians can continue to operate their current CARB-compliant gasoline-powered SORE equipment; there will be no “ban” on using older models or used equipment purchased in the future. Older models on store shelves can also be purchased even if they are gasoline-powered.  The City launched an electric leaf blower equipment rebate in July 2021. Landscaping businesses can receive a rebate of up to 75% of the purchase price of an electric leaf blower, maximum $500 rebate. Residents can receive a rebate of up to 50% of the purchase price of an electric leaf blower, maximum $100 rebate.

Electric Leaf Blower Rebates
Year Rebates Distributed
to Businesses
Rebates Distributed
to Residents
2024 (as of September) 4 24
2023 4 10
2022 5 9
2021 3 22
City Operations
 Staff purchased a variety of electric equipment (backpack leaf blowers, handheld leaf blowers, chainsaws, and multi-tools) to use at City parks and during Spare the Air days.  The Parks team developed a transition plan for replacing gas equipment with electric equipment. In 2023, an electrical upgrade was completed at the Park Yard for equipment charging. Additionally, a Multihog Compact Sweeper was purchased to reduce the need for blower cleanup work of parking lots and some pathways. The City owns a total of 26 gas452 of 456 CAP PROGRESS REPORT - 2024
15 powered blowers and staff plan on a phased replacement approach replacing all within a twoyear period. 453 of 456
454 of 456
455 of 456
456 of 456

San Mateo City CouncilOctober 21, 2024

San Mateo City Council
October 21, 2024