San Mateo City Council
July 28, 2025

21752589.2
San Mateo County Transportation Authority & City of San Mateo Project Supplement No. 1
SECTION A: Primary Agreement
The San Mateo County Transportation Authority (TA) and City of San Mateo (Sponsor) entered into a Primary Grant Agreement on March 19, 2025 (Primary Agreement).

This Project Supplement is entered into on __________________ pursuant to the Primary Grant Agreement and is subject to the terms set forth therein.

SECTION B: Project Background
Measure(s):
☐ Original Measure A
☒ New Measure A
☐ Measure W
Program Category:

Measure A Measure W
☐ Transit
☐ Highways
☐ Local Streets/Transportation
☐ Grade Separations
☒ Pedestrian and Bicycle
☐ Alternative Congestion Relief Programs
☐ Countywide Highway Congestion
Improvements
☐ Local Safety, Pothole & Congestion Relief
Improvements – Local Investment Share
☐ Local Safety, Pothole & Congestion Relief
Improvements – Grade Separation
☐ Bicycle and Pedestrian Improvements
☐ Regional Transit Connections
Program Subcategory (if applicable): Small Capital Project Project: Hillsdale High School/31st Avenue Pedestrian Safety Improvement Project Scope of Work: Planning (PLAN), Project Approval and Environmental Document (PA/ED), Plans, Specifications, and Estimates (PS&E)
Scope of Work Costs: $72,000 (PLAN)
$18,000 (PA/ED)
$261,648 (PS&E)
$351,648 Total
TA Technical Assistance (if applicable): N/A
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Date Funding Programmed: December 5, 2024
Date Funding Allocated: December 5, 2024
Applicable Resolutions (attached): SMCTA Resolution 2023-24 and San Mateo City Council Resolution 82 (2024)
Additional Terms: The following Agreement Section(s) apply to this Project Supplement:
☒ Section 5 (Additional Terms Applicable to Sponsor-Performed Projects) ☐ Section 6 (Additional Terms Applicable to TA-Performed Projects) ☐ Section 7 (Additional Terms Applicable to Shuttle Operations) ☐ Section 8 (Additional Terms Applicable to All Other Project Supplements for Operations)
SECTION C: Matching Funds
Sponsor will contribute, or provide for the contribution of, the entire amount in excess of $351,648 needed to complete the Scope of Work and must provide at least 10% pro rata share of the Scope of Work Costs.

SECTION D: Description of Scope of Work
Sponsoring Agency: City of San Mateo
Lead/Implementing Agency: City of San Mateo
Contact: Jay Yu
Engineering Manager
(650) 522-7323
[email protected]
Project Description and Scope of Work:
31st Avenue is a busy, multimodal corridor providing direct access to Hillsdale High School, the Hillsdale Shopping Center, Hillsdale Caltrain Station, and Rail Corridor TOD area.

Approximately 60% of Hillsdale High School students use 31st Avenue to access school, and 31st Avenue is served by two SamTrans bus routes to bring students from Foster City to Hillsdale High School and a San Mateo Union High School District to transport students by bus.

The Project aims to address pedestrian safety concerns voiced by Hillsdale High School students, parents, staff, and nearby residents, including pedestrian visibility issues, illegally parked vehicles at crosswalks, and speeding.

The Project includes design, environmental, community outreach, and planning phases to make improvements in the school parking lot and at the driveway. The outcome is expected to be a construction-ready design with a number of pedestrian safety improvements, including curb extensions and raised crosswalks at major crossings, high-visibility crosswalks at all 145 of 983

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intersections, ADA compliant curb ramps, and a new signal and protected intersection at 31st Avenue and Alameda de las Pulgas. The improvements will provide added safety and mobility benefits for students and community members walking, biking, and accessing transit on 31st Avenue.

This Project Supplement No. 1 provides funding for the completion of the PLAN, PA/ED, and PS&E phases of the Project.

Scope of Work Schedule:

Begin End
PLAN 03/2025 07/2025
PA/ED 07/2025 01/2026
PS&E 07/2025 05/2026
Scope of Work Budget/ Source of Funding:

Include funding plan for the Scope of Work defined above, including use of TA Technical Assistance if applicable
List Fund Source Amount
PLAN** $72,000 Local Match $8,000 $80,000
PA/ED $18,000 Local Match $2,000 $20,000
PS&E $261,648 Local Match $29,072 $290,720
TA Technical Assistance,
if applicable
Total: $351,648 $39,072 $390,720
Measure A/W Other Sources*
Funding Amount Phase Total
* The other fund sources are provided for informational purposes. ** The Sponsor mistakenly indicated that they were requesting funding for the ROW phase in the Ped/Bike application which is listed in SMCTA Resolution 2023-24. However, the Sponsor correctly listed the PLAN phase in the funding plan included with the Ped/Bike application (Exhibit A). Given that the funding table correctly listed the PLAN phase, the TA will fund the Project based on the funding table.

Operating Responsibility: City of San Mateo
Maintenance Responsibility: City of San Mateo
Project Implementation Responsibility: City of San Mateo Project Oversight Responsibility: City of San Mateo
SECTION E: Time of Performance

1. Time of Performance. The Scope of Work must be completed no later than the end of 4th quarter, Fiscal Year 2026-2027 (the TA's fiscal year runs July 1 through June 30). All reimbursement requests need to be submitted no later than the end of 2nd quarter, Fiscal Year 2027-2028.

2. Timely Use of Funds. Sponsor must expend Measures A funds expeditiously. If Sponsor fails to invoice the TA for two consecutive quarters, the TA will require a meeting with 146 of 983

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Sponsor’s executive and Project staff to review Project progress. A Project Supplement found to be non-compliant with this requirement may be terminated for default by the TA.

SECTION F: Notice
Notices. All notices required or permitted to be given under this Agreement must be in writing and delivered by email to the addresses specified below. Notices will be deemed given when the email was sent. A recipient’s failure to acknowledge receipt of the emailed notice will not affect the effectiveness of notice if (a) the sender can show that the notice was properly addressed and sent by email, and (b) the sender did not receive any email system notification that the email could not be delivered.

To TA: San Mateo County Transportation Authority
1250 San Carlos Avenue
P.O. Box 3006
San Carlos, CA 94070-1306
Attn: TA Secretary and Executive Officer
Emails: Margaret Tseng, [email protected]
Peter Skinner, [email protected]
To Sponsor: City of San Mateo
330 W. 20th Avenue
San Mateo, CA 94403
Attn: Jay Yu
Engineering Manager
Email: [email protected]
In 2025/2026, the TA plans to relocate its administrative building to 166 N. Rollins Road in Millbrae, California and when that occurs, the TA’s address will be at that location.

SECTION G: Insurance
The following types of insurance are required for this Project Supplement. See Section 6 of the Primary Agreement for additional requirements.

Insurance Type Required Coverage Amount
Workers’
Compensation and
Employer’s Liability
Insurance
Yes Statutory limits for Workers’ Compensation and
at least $1 million for Employers Liability.

Commercial General
Liability Insurance
Yes $1 million
Business Automobile
Liability Insurance
Yes $1 million
Property Insurance Yes
Professional Liability
Insurance
Yes $2 million
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Cyber Liability
Insurance
No
Crime Insurance No
Contractors’ Pollution
Liability Insurance
and/or Environmental
Liability Insurance
No
Railroad Protective
Liability Insurance
No
IN WITNESS WHEREOF, the Parties have hereunder subscribed their names as of the last date written below.

CITY OF SAN MATEO
By:

Name: Alex Khojikian
Its: City Manager
Date:

Approved as to Form:

Legal Counsel for the City of San Mateo
Date:

SAN MATEO COUNTY TRANSPORTATION

AUTHORITY
By:

Name: April Chan
Its: Executive Director
Date:

Approved as to Form:

Legal Counsel for the TA
Date:

Exhibit A: Sponsor's Ped/Bike Application Funding Table 148 of 983

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EXHIBIT A: SPONSOR'S PED/BIKE APPLICATION FUNDING TABLE 149 of 983

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: 72-4671 File ID: 25-10100 TO: City Council
FROM: Alex Khojikian, City Manager
PREPARED BY: Public Works Department
MEETING DATE: July 28, 2025
SUBJECT:

Wastewater Treatment Plant Upgrade Engineering Services During Construction – Amendment and Contingency Increase RECOMMENDATION:

Approve Amendment No. 13 to the agreement with HDR Engineering, Inc. for engineering services during construction for the Wastewater Treatment Plant Upgrade and Expansion Project extending the term of the Agreement from August 31, 2025 through May 31, 2026; increase the contingency reserve by $1,500,000; and authorize the Public Works Director to execute the amendment and issue change orders within the contingency 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 improvement projects that are currently under construction and intended to comply with the Cease and Desist Order. The WWTP Upgrade and Expansion Project (Project) is the largest of these projects, which will result in a new treatment plant for processing wastewater. The project designer is HDR Engineering Inc. (HDR). As the project designer, HDR has also been contracted by the City to provide engineering services during construction (ESDC).

Construction of the Project by Sundt Construction Inc. has been underway since May 2019. The Project is being delivered in three construction packages:
 Package 1 - Site preparation: Work was substantially completed in July 2022.  Package 2 - Foundation piles: Work was substantially completed in January 2022.  Package 3 - WWTP process facilities, Administration Building, and Maintenance Warehouse: In progress.

Below is the history of the HDR ESDC agreement and the amendments to date:
 June 2019, City Council approved an agreement with HDR to provide ESDC services for Package 1 of the Project in the amount of $450,221.
 June 2020, City Council approved Amendment No. 1 to include ESDC for Package 2 in the amount of $419,830.  November 2020, City Council approved Amendment No. 2 to include ESDC for Package 3 in the amount of $12,273,376 and authorized a contingency reserve of $2,244,000 to address future scope needs.  Using the contingency budget from Amendment 2, the Public Works Director executed six additional amendments (Nos. 3 through 8) to HDR’s agreement.
 July 2023, City Council approved an increase in the contingency reserve by $1,100,000 to address additional scope needs.
 Using the increased contingency budget, the Public Works Director executed two additional amendments (Nos. 9 and 10) to HDR’s agreement.
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CITY OF SAN MATEO
 September 2024, City Council approved Amendment No. 11 to extend ESDC services for Package 3 in the amount of $1,607,808 and authorized an increase to the contingency reserve of $320,000 to address future scope needs.  Using the increased contingency budget, the Public Works Director executed Amendment 12 to HDR’s agreement.  The total contract value awarded to HDR for Packages 1, 2, and 3, including the additional amendments using contingency funds is $18,233,097.
 Currently, the remaining contingency budget is $182,138.

On February 18, 2025, staff presented an update to Council for the WWTP Project including construction progress updates, causes for delays and budget increases, and updated schedules. Construction has been challenging while still progressing forward. The Project has required several significant changes, including changes related to the emergency generators fuel storage system, the fire suppression system in the new Administration Building, the chemical piping system, the aeration piping system, piping in the Biological Nutrient Removal Basin due to corrosion from dissimilar metals, timing issues related to the completion of leak testing of the concrete basins, and delays in remote monitoring system programming.

In the February 2025 Council meeting, staff also noted that due to risks, changes, delays, and unknowns identified over the past year, the WWTP Project’s estimate at completion has increased by approximately $25 million from $572.5 million to $597.5 million, which is still subject to change. To ensure there is sufficient funding to complete the WWTP Project, staff proposed a $25 million budget increase in the Fiscal Year 2025-26 Capital Improvement Program to fund the completion of the project. The proposed budget increase was approved by Council on June 16, 2025. This $25 million increase includes costs associated with the construction contract ($19.5 million) and extended soft costs ($5.5 million). Under the extended soft costs, $1.5 million is associated with additional ESDC services – mainly project management, resident engineer, startup and commissioning assistance, design modifications, cost estimating, and change order cost reviews. The $1.5 million budget increase is based on information known today and is subject to change as the project progresses closer to completion.

Overall, construction of Package 3 is approximately 96% complete and in its final stages. Construction of the new Administration Building and the Maintenance Warehouse is completed and occupied. Construction of the new treatment facilities is anticipated to be complete in mid-summer 2025. Clean water testing began in January 2025 and will be ongoing until the whole new plant is ready for process startup. Process seeding, startup, and performance testing is expected to occur in the July - August 2025 timeframe. The new WWTP is anticipated to be in full service by September 2025. Once liquids treatment operations are fully transitioned from the existing to the new WWTP, the remaining scope of work includes conversion of the existing aeration basins to wet weather flow equalization basins, and miscellaneous sitewide improvements including site lighting, landscaping, paving, signage, site security, etc. Currently, final completion and project closeout is forecasted to be at the end of May 2026.

The current term of HDR’s ESDC agreement is through August 31, 2025. As a result of the construction contract extension (approved and potential), extension of associated ESDC services is also necessary. Staff requests approval of Amendment No. 13 extending the term of HDR’s ESDC Agreement through May 31, 2026.

As noted above, the remaining contingency budget at this time is $182,138. Staff requests approval for increasing the contingency reserve by $1,500,000 for extension of HDR’s ESDC services to cover potential modifications to scope items that may be necessary to successfully complete the Project. Over the remaining project duration, staff will continue to be thorough in review and negotiations of potential amendments to manage the overall cost impact within the approved contingency budget.

BUDGET IMPACT:

Sufficient funds are available in the WWTP and Flow Management Upgrade and Expansion Project No. 46t003 to award Amendment No. 13 and increase the contingency reserve for HDR’s agreement for engineering services during construction.

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

NOTICE PROVIDED
All meeting noticing requirements were met.

ATTACHMENTS
Att. 1 – Amendment

STAFF CONTACT
Thomas Ruark, Senior Project Manager
[email protected]
650-522-7280
Tom Williams, Engineering Manager
[email protected]
(650) 522-7307
Matt Fabry, Director of Public Works
[email protected]
(650) 522-7309
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AMENDMENT NO. 13 TO THE AGREEMENT

BETWEEN THE CITY OF SAN MATEO AND
HDR ENGINEERING, INC. FOR

WASTEWATER TREATMENT PLANT NUTRIENT REMOVAL AND WET

WEATHER FLOW MANAGEMENT UPGRADE AND EXPANSION PROJECT

ENGINEERING DESIGN SERVICES DURING CONSTRUCTION
($450,221 [Original Amount], $419,830 [Amendment 1], $12,273,376 [Amendment 2], $44,621 [Amendment 3], $42,163 [Amendment 4], $11,792 [Amendment 5], $980,103 [Amendment 6], $903,609 [Amendment 7], $84,158 [Amendment 8], $199,894 [Amendment 9], $1,077,660 [Amendment 10], $1,607,808 [Amendment 11], $137,862 [Amendment 12], $0 [Amendment 13])
WHEREAS, the City of San Mateo (“City”), a municipal corporation of the State of California, and HDR ENGINEERING, INC. (“CONSULTANT”), entered into an Agreement for engineering design services during construction (“Agreement”) for the Wastewater Treatment Plant Nutrient Removal and Wet Weather Flow Management Upgrade and Expansion Project on June 24, 2019; and
WHEREAS, on June 24, 2020, CITY and CONSULTANT executed Amendment No. 1 increasing the scope of services, extending the term of the Agreement, and increasing the compensation of the Agreement by $419,830, for a total not to exceed amount of $870,051; and
WHEREAS, on November 3, 2020, CITY and CONSULTANT executed Amendment No. 2 increasing the scope of services, extending the term of the Agreement, and increasing the compensation of the Agreement by $12,273,376, for a total not to exceed amount of $13,143,427; and
WHEREAS, on September 13, 2021, CITY and CONSULTANT executed Amendment No. 3 increasing the scope of services, extending the term of the Agreement, and increasing the compensation of the Agreement by $44,621, for a total not to exceed amount of $13,188,048; and
WHEREAS, on December 17, 2021, CITY and CONSULTANT executed Amendment No. 4 increasing the scope of services, extending the term of the Agreement, and increasing the compensation of the Agreement by $42,163, for a total not to exceed amount of $13,230,211; and
WHEREAS, on January 31, 2022, CITY and CONSULTANT executed Amendment No. 5 increasing the scope of services, extending the term of the Agreement, and increasing the compensation of the Agreement by $11,792, for a total not to exceed amount of $13,242,003; and
WHEREAS, on May 17, 2022, CITY and CONSULTANT executed Amendment No. 6 increasing the scope of services, extending the term of the Agreement, and increasing the compensation of the Agreement by $980,103, for a total not to exceed amount of $14,222,106; and
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WHEREAS, on October 18, 2022, CITY and CONSULTANT executed Amendment No. 7 increasing the scope of services, extending the term of the Agreement, and increasing the compensation of the Agreement by $903,609, for a total not to exceed amount of $15,125,715; and
WHEREAS, on June 14, 2023, CITY and CONSULTANT executed Amendment No. 8 increasing the scope of services, extending the term of the Agreement, and increasing the compensation of the Agreement by $84,158, for a total not to exceed amount of $15,209,873; and
WHEREAS, on December 6, 2023, CITY and CONSULTANT executed Amendment No. 9 increasing the scope of services, extending the term of the Agreement, and increasing the compensation of the Agreement by $199,894, for a total not to exceed amount of $15,409,767; and
WHEREAS, on April 30, 2024, CITY and CONSULTANT executed Amendment No. 10 increasing the scope of services, extending the term of the Agreement, and increasing the compensation of the Agreement by $1,077,660, for a total not to exceed amount of $16,487,427; and
WHEREAS, on September 9, 2024, City and CONSULTANT, executed Amendment No. 11 increasing the scope of services, extending the term of the Agreement, and increasing compensation of the Agreement by $1,607,808, for a new total not to exceed amount of $18,095,235; and
WHEREAS, on May 6, 2025, City and CONSULTANT, executed Amendment No. 12 increasing the scope of services, and increasing compensation of the Agreement by $137,862, for a new total not to exceed amount of $18,233,097; and WHEREAS, City and CONSULTANT, wish to amend the Amendment to extend the term of the Agreement from the current end date of August 31, 2025, to the new end date of May 31, 2026.

NOW, THEREFORE, the parties agree as follows:

1. Section 7, “Term, Progress and Completion” of the Agreement is amended to read:

The services to be performed under this Agreement shall commence and be completed as set forth in Exhibits B, B1, B2, B3, B4, B5, B6, B7, B8, B9, B10, B11, and B13, Project Schedule.

It is understood and agreed that time is of the essence of this Agreement.

CONSULTANT agrees to perform the services within the time limits set forth in Exhibits B, B1, B2, B3, B4, B5, B6, B7, B8, B9, B10, B11, and B13.

CITY agrees to exercise due diligence in performing its tasks to implement the CONSULTANT's timetable.
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2. Exhibit B13 is attached and herein incorporated by reference.

3. The remaining terms of the Agreement remain in full force and effect.

CITY OF SAN MATEO CONSULTANT
HDR ENGINEERING, INC.
______________________________ ___________________________________ Matthew Fabry Holly Kennedy
Director of Public Works Its Authorized Agent
Vice President
Date: _________________________ Date: ______________________________ APPROVED AS TO FORM:
______________________________
Linh Nguyen
Assistant City Attorney
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Exhibit B13
Project Schedule
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Amendment No. 13 will extend the term of the Agreement with HDR Engineering Inc. for engineering services during construction for the Wastewater Treatment Plant Upgrade and Expansion Project through May 31, 2026.
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CITY OF SAN MATEO

CITY OF SAN MATEO
Agenda Report
City Hall
330 W. 20th Avenue
San Mateo CA 94403
www.cityofsanmateo.org
Agenda Number: 11 Section Name: CONSENT CALENDAR Account Number: 10-4662 File ID: 25-10107 TO: City Council
FROM: Alex Khojikian, City Manager
PREPARED BY: Public Works Department
MEETING DATE: July 28, 2025
SUBJECT:

Humboldt Street Paving with the City of Burlingame — Revised Cost Sharing Agreement RECOMMENDATION:

Approve a Cost Sharing Agreement with the City of Burlingame for the Paving of Humboldt Street in conjunction with Burlingame’s 2025 Street Resurfacing Project with an estimated cost to the City in the amount of $150,000.00; and authorize the City Manager to execute the Agreement in substantially the form presented.

BACKGROUND:

Both the City of San Mateo and the City of Burlingame administer pavement management programs and construct annual pavement rehabilitation projects. The City of Burlingame has selected North Humboldt Street, between Peninsula Avenue and Amphlett Boulevard, as part of its 2025 Street Resurfacing Project. The city limit between the two cities lies within the center of the roadway in this portion of Humboldt Street. This joint effort aligns with both cities’ goals to leverage resources, promote regional cooperation, and improve infrastructure in a fiscally responsible manner.

This Cost Sharing Agreement will provide the City of Burlingame funds to include the City of San Mateo’s portion of Humboldt Street for pavement rehabilitation as part of their 2025 street resurfacing project. The agreement proposes that the City of Burlingame will serve as the lead agency for project delivery, including design, bidding, construction management, and inspection. The estimated fiscal obligation for the City of San Mateo is $150,000. This amount will be funded from the Citywide Street Rehabilitation Program budget.

Update: The original Cost Sharing Agreement was adopted by City Council on June 16, 2025, but was not executed. The previously attached version did not include minor revisions made by Burlingame staff and agreed upon with the City of San Mateo. The updated agreement, incorporating those changes, is now being submitted for approval.

The work will take place on North Humboldt Street, between Rollins Road and Peninsula Avenue, and will consist of a standard 2-inch mill and overlay of the top layer of asphalt. In addition to this pavement rehabilitation, a Class III bike facility will be implemented, which includes shared lane markings. The project will not alter travel lanes or parking. All work will be confined to North Humboldt Street, with no construction occurring on Peninsula Avenue.

BUDGET IMPACT:

Sufficient funds are available in the Citywide Street Rehabilitation Program (469997) to fund this Agreement.

ENVIRONMENTAL DETERMINATION:
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CITY OF SAN MATEO
Approval of this Cost Sharing Agreement is categorically exempt from CEQA, because the underlying project within the City of San Mateo consists of the operation, repair, maintenance, permitting, leasing, licensing, or minor alteration of existing public or private structures, facilities, mechanical equipment, or topographical features, involving negligible or no expansion of existing or former use. (CEQA Guidelines Section 15301.)

NOTICE PROVIDED
All meeting noticing requirements were met.

ATTACHMENTS
Att 1 – Agreement

STAFF CONTACT
Jimmy Vo, Senior Engineer
[email protected]
(650) 522-7319
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Cost Share Agreement –Humboldt Street Paving

COST SHARING AGREEMENT BY AND BETWEEN THE CITY OF BURLINGAME

AND THE CITY OF SAN MATEO FOR PAVING OF HUMBOLDT STREET IN CONJUNCTION WITH THE CITY OF BURLINGAME’S
2025 STREET RESURFACING PROJECT
This Cost Sharing Agreement for the paving of Humboldt Street in conjunction with the City of Burlingame’s 2025 Street Resurfacing Project, Project No. 86970 (“Agreement”) is entered into by and among the CITY OF BURLINGAME, a municipal corporation in the County of San Mateo, State of California, hereinafter called “Burlingame”, and the CITY OF SAN MATEO, a municipal corporation in the County of San Mateo, State of California, hereinafter called “San Mateo” (each a “Party” and collectively the “Parties”), and is made effective as of _________________, 2025 and is based on the following:

RECITALS
WHEREAS, the Parties desire to enter into an agreement to provide for the allocation of costs for the construction and construction management of street resurfacing on Humboldt Street (between Rollins Road and Peninsula Avenue), including staff costs, in conjunction with the City of Burlingame’s 2025 Street Resurfacing Project, Project No. 86970 (“Project”), as further described below, and to establish the roles and responsibilities of the Parties for completion of construction and construction management, and to enter into this Agreement to establish the terms, conditions, and obligations thereon; and,
WHEREAS, certain elements incorporated into the Project may provide benefit to only one of the Parties to this Agreement and each Party agrees to pay the full costs of any element(s) which is/are to its sole benefit and to share the cost of those elements that are of mutual benefit to the Parties; and,
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Cost Share Agreement –Humboldt Street Paving
WHEREAS, the portions of the Project of interest to San Mateo are shown on Exhibit “A”, attached to and incorporated into this Agreement by this reference; and, WHEREAS, a detailed estimate of costs for construction, construction management, and design are shown on Exhibit “B”, attached to and incorporated into this Agreement by this reference.

AGREEMENT
NOW, THEREFORE, based terms and conditions set forth herein, IT IS HEREBY AGREED by and between Burlingame and San Mateo as follows:

Section 1. Recitals.

The foregoing Recitals are true and correct and incorporated into this Agreement by reference.

Section 2. Definitions.

The following definitions apply to terms used in this Agreement:
“Line-Specific Costs” means the actual cost of materials, labor and all associated incidentals to construct the improvements on Humboldt Street, including the billings of the contractor and any consultants.
“Shared Costs” means the costs of labor and materials that are for the mutual benefit of the Parties including mobilization, storm water control, traffic control, and construction inspection.
“Project Costs” includes all costs incurred by the Lead Agency specifically to implement and complete construction of the Project, including construction contractor costs and consultant construction inspection. In addition, Project Costs include any liability the Lead 161 of 983

Cost Share Agreement –Humboldt Street Paving
Agency incurs in prosecuting the Project and any claims adjusting, claims investigation, and costs incurred in defending claims (including reasonable attorney’s fees) brought by any contractor or third party for damages arising out of the prosecution of the Project. “Lead Agency” means the agency responsible for performance of tasks required to implement and complete construction of the Project, or a portion thereof, on behalf of all Parties, including tasks such as obtaining and overseeing construction contractors and professional services. Burlingame shall be the Lead Agency for the Project.

Section 3. City of Burlingame 2025 Street Resurfacing Project.

Burlingame performs an annual Street Resurfacing Project on various roadways in need of repair or treatment. Humboldt Street (between Rollins Road and Peninsula Avenue) is scheduled for resurfacing during the 2025 Street Resurfacing Project and has been selected for a mill and overlay treatment with pavement section repairs. This portion of Humboldt Street between Rollins Road and Peninsula Avenue is half within the jurisdictional boundary of Burlingame and half within the jurisdictional boundary of San Mateo. In addition, striping improvements will be made in conformance with Caltrans Standard Specifications and Standard Details.

The improvements are shown on Exhibit “A”, and estimated costs associated with this construction are shown on Exhibit “B”.

Section 4. Party Responsibilities.

A. As Lead Agency, Burlingame will prepare bid documents, conduct the public bidding process, award the contract for the Project, and cause the Project to be constructed, all in compliance with applicable law. Burlingame will be the primary contact with the contractor who is awarded the contract, subject to San Mateo’s right to initiate change orders or other reasonable directives with respect to San Mateo’s line-specific work. To the furthest extent permitted by law, Burlingame shall issue a categorical 162 of 983

Cost Share Agreement –Humboldt Street Paving
exemption for the Project pursuant to Public Resources Code § 21000 et seq. and California Code of Regulations, Title 14, Sections 15000 et seq. (collectively, “CEQA”). Burlingame shall include, in its contract with the contractor on the Project, a requirement that the contractor include San Mateo, its officials, officers, employees and agents as additional insureds and indemnify, defend, and hold harmless San Mateo, its officials, officers, employees and agents from any liability, claims, demands, suits or actions which may be made by any person resulting from the Project.

B. San Mateo shall review the design documents, bid documents and contract to be awarded. Upon opening of the bids, San Mateo may decline to participate in the Project if costs exceed San Mateo’s expectations and may terminate this Agreement, with at least five (5) business days’ written notice to Burlingame. In the event of termination, San Mateo shall be responsible for its Line-Specific Costs which were incurred prior to termination. This Agreement is subject to San Mateo obtaining authorization from its City Council for the Expenditure Limit as defined in Section 5(C) below. San Mateo shall issue any categorical exemption or other CEQA notice which San Mateo may determine to be required for its line-specific work in addition to the categorical exemption noted in Section 4(A) above.

Section 5. Financial Participation.

A. Burlingame and San Mateo shall each be responsible for the independent funding of their respective portions of the Project Costs.

B. Each Party shall pay its own Line-Specific Costs, which are estimated in Exhibit “B.” In addition, Burlingame and San Mateo shall pay Shared Costs as identified in this Agreement and on Exhibit “B.” However, Burlingame and San Mateo understand and agree that the amounts in Exhibit “B’ are estimates and that actual, total amounts will be unknown until the Project is completed. It is understood that the total sum to be reimbursed to Burlingame by San Mateo shall be determined from the Project Costs reasonably incurred by Burlingame to construct those certain improvements on behalf of San Mateo 163 of 983

Cost Share Agreement –Humboldt Street Paving
that do not exceed the Expenditure Limit (as defined below) approved by San Mateo’s City Council.

C. San Mateo’s estimated fiscal obligation for work performed under this Agreement by Burlingame on behalf of San Mateo is $150,000 (one hundred fifty thousand and no/100 dollars). (“Expenditure Limit”). If San Mateo’s share of the Project Costs exceed the Expenditure Limit due to unforeseen conditions, San Mateo may seek further authorization from its City Council for funding.

D. Either Party may make changes to its own line-specific work, provided that any additional costs incurred shall be solely borne by the Party making the change.

E. No additional work or changes to San Mateo’s scope of work shall be done without prior written authorization from San Mateo.

Section 6. Financial Commitments.

A. San Mateo shall pay to Burlingame the amounts calculated in accordance with Section 5 above. Burlingame shall invoice San Mateo monthly for costs incurred during the calendar month preceding the invoice.

B. Fund deposits and payments for costs incurred for the Project shall be made directly and without offset for any other financial obligations of the Parties.

Section 7. Limitations.

This Agreement shall not affect, modify, amend, or replace the allocation of costs for treatment, capital improvements, or other services under any prior agreement between the Parties. The Parties shall continue to share costs for those services in accordance with the procedures set forth in prior agreements until they are amended or replaced. Except as modified herein, the terms of previous agreements shall continue in full force and effect. 164 of 983

Cost Share Agreement –Humboldt Street Paving
Section 8. Indemnification.

Each Party shall indemnify, defend and hold the other Party, its officials, officers, employees, agents, consultants and contractors free and harmless from and against any and all claims, demands, causes of action, costs, expenses, liabilities, losses, damages or injuries, in law or in equity, to property or persons, including wrongful death, (“Claims”) in any manner arising out of or incident to any negligent acts or omissions or willful misconduct of the indemnifying Party, its officials, officers, employees, agents, consultants or contractors in the performance of the indemnifying Party’s obligations under this Agreement, including the payment of interest, penalties, reasonable attorney’s fees and expert fees, and amounts paid in settlement of any Claims.

Each Party shall give the other Party prompt written notice of any Claim coming within the scope of this Section 8. Each Party will cooperate in the investigation, defense, and settlement of any such Claim.

Section 9. Notices.

Any notice required, contemplated by, or made pursuant to this Agreement shall be in writing and shall be deemed delivered on the date of delivery if delivered personally or five (5) calendar days after the date of mailing if sent by U.S. Mail. Written notice to the Parties shall be directed to the following:

IF TO BURLINGAME:

City of Burlingame
Attn: Public Works Director
501 Primrose Road, 2nd Fl.

Burlingame, CA 94010
--with courtesy copy to--
City of Burlingame
Attn: City Attorney
501 Primrose Road
Burlingame, CA 94010
IF TO SAN MATEO:

City of San Mateo
Attn: Public Works Director
330 W. 20th Avenue
San Mateo, CA 94403
--with courtesy copy to--
City of San Mateo
Attn: City Attorney
330 W. 20th Avenue
San Mateo, CA 94403
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Cost Share Agreement –Humboldt Street Paving
IN WITNESS WHEREOF, the Parties hereto, by their duly authorized representatives, have affixed their hands on the day and year first above written.

BURLINGAME: CITY OF BURLINGAME
501 Primrose Road
Burlingame, CA 94010
__________________________________
Lisa K Goldman
City Manager
ATTEST:
___________________________
Meaghan Hassel-Shearer
City Clerk
APPROVED AS TO FORM:
___________________________
Michael Guina
City Attorney

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Cost Share Agreement –Humboldt Street Paving
SAN MATEO: CITY OF SAN MATEO
330 W. 20th Avenue
San Mateo, CA 94403
__________________________________
Alex Khojikian
City Manager
ATTEST:
___________________________
Martin McTaggart
City Clerk
APPROVED AS TO FORM:
___________________________
Linh Nguyen
Assistant City Attorney
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HUMBOLDT ST ROLLINS ROAD PENINSULA AVE

CITY OF BURLINGAME
2025 STREET RESURFACING

PROGRAM
LEGEND
STREET: Total Length (L.F.): Avg. Width (FT.): Total Area (S.F.): From: To:

TREATMENT:
1,640 28 55,006

2.0" MILL, 2.0" OVERLAY, 6" DIGOUT

HOWARD AVE

ROLLINS RD

HUMBOLDT ST
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N
0 SCALE IN FEET
30 30 60

CITY OF BURLINGAME
2025 STREET RESURFACING

PROGRAM
LEGEND
STREET: Total Length (L.F.): Avg. Width (FT.): Total Area (S.F.): From: To:

TREATMENT:

HUMBOLDT ST 1,640 28 55,006 ROLLINS ROAD PENINSULA AVE

2.0" MILL, 2.0" OVERLAY, 6" DIGOUT

BAYSWATER AVE

HUMBOLDT ST

PENINSULA AVE

HUMBOLDT ST
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Bid Item Description of Work Unit Price Unit Quantity Total Cost San Mateo Cost 1 Mobilization and Demobilization@ 5% $ 7,807.59 LS 1 $ 7,808 $ 3,904 2 Traffic Control and Construction Signs $ 16,873.54 LS 1 $ 16,874 $ 8,437 3 Water Pollution Prevention Control $ 944.92 LS 1 $ 945 $ 472 4 6" A.C. Digout Repair $ 231.00 Tons 27 $ 6,237 $ 3,119 7 A.C. Overlay $ 140.00 Tons 690 $ 96,600 $ 48,300
8 Cold Plane A.C. $ 110.00 CY 340 $ 37,400 $ 18,700
9 Adjust Manholes & Utility Boxes to Grade $ 1,150.00 Each 2 $ 2,300 $ 1,150 10 Adjust & Replace Water Valve Boxes,
Lampholes, Cleanouts, Monuments, Etc. to
Grade $ 900.00 Each 3 $ 2,700 $ 1,350
11 Fire Hydrant Pavement Markers Blue $ 18.00 Each 2 $ 36 $ 18 12 Thermoplastic - 24" Solid Line $ 18.00 LF 270 $ 4,860 $ 2,430 13 Thermoplastic - 12" Solid Line $ 10.00 LF 96 $ 960 $ 480 17 Thermoplastic Legends and Arrows $ 9.00 SF 128 $ 1,152 $ 576 18 Grind Thermoplastic/Paint and Pavement
Markers $ 809.93 LS 1 $ 810 $ 405
21 Bike Proof Grates $ 1,300.00 Each 4 $ 5,200 $ 2,600
Total Construction Cost $ 183,881 $ 91,940
Estimated Inspection Cost 15% $ 27,582.15 $ 13,791
Estimated Staff Time and Testing 5% $ 9,194.05 $ 4,597
Construction Contingency 15% $ 27,582.15 $ 13,791
Total Project Cost $ 248,000.00 $ 124,000
1 Notes
Estimated Project Costs for Cost Sharing Agreement
Exhibit B
This estimate does not include the final total amount. The total amounts will be unknown until the Project is completed. It is understood that the total sum to be reimbursed to Burlingame by San Mateo shall be determined from the actual costs incurred by Burlingame to construct those certain improvements on behalf of San Mateo. 170 of 983

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: 82-4681 File ID: 25-10111 TO: City Council
FROM: Alex Khojikian, City Manager
PREPARED BY: Public Works Department
MEETING DATE: July 28, 2025
SUBJECT:

Citywide Elevator Maintenance Services – Agreement
RECOMMENDATION:

Adopt a Resolution approving an alternative purchasing procedure to award a three-year agreement to Advanced Elevator Solutions, Inc. for Citywide Elevator Maintenance Services in the amount of $232,200, with two optional one-year extensions subject to future Council approval; establish an annual contingency in the amount of $8,000 per year of the initial three-year agreement; and authorize the Public Works Director to execute the agreement in substantially the form presented and issue amendments within the contingency amount.

BACKGROUND:

The City of San Mateo is the largest city on the Peninsula, with a population exceeding 100,000 residents. The City has over 19 conveyances, such as elevators and wheelchair lifts, across its facilities and parking garages, all of which require ongoing repair and maintenance. To ensure public safety and protect workers in the elevator industry, elevators and wheelchair lifts must undergo monthly inspections to comply with State Division of Occupational Safety and Health permit requirements, as well as pass annual inspections by the State of California. As such, certified specialists are required to perform regular inspections, testing, and maintenance of the elevators and lifts in City-owned facilities. The City’s existing elevator maintenance services agreement expires on July 31, 2025.

In May 2025, the City issued a Request for Proposals (RFP) outlining specific criteria for performing elevator maintenance services for a three-year term with two (2) optional one-year extensions. An RFP was issued rather than a using competitive bidding process, as explained below. Staff reviewed and assessed each submitted proposal based on the following criteria: Organization and Experience, Key Personnel, Approach and Understanding, and Cost Proposal. These factors were then assessed and weighted according to the RFP guidelines. The results of the scoring were:

Based on the results of the evaluation, in addition to checking references with other municipal agencies, staff identified Advanced Elevator Solutions, Inc., to be the recommended firm. The breakdown of Advanced Elevator Solutions, Inc.’s annual elevator maintenance services cost proposal is shown below:

Company
Avg Score
(200 Max) Ranking
Advanced Elevator Solutions, Inc. 175 1
Metro Elevator Northern California, Inc. 170 2
TK Elevator 145 3
Peninsula Elevator Company 140 4
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CITY OF SAN MATEO
The initial agreement period will be in place for three years with an option to extend the agreement for up to two (2) additional one-year periods, bringing the total potential agreement term to a maximum of five (5) years. For the proposed three-year term, the agreement amount results in a total of $232,000. The two additional one-year periods may only be granted through an amendment to the agreement, which will require Council approval.

To address any market fluctuations and any unknown additional expenses, staff also recommends establishing an annual contingency in the amount of $8,000 renewing each agreement year to be utilized within the agreement term for which it is reserved. If the service provider's initial three-year term performance warrants staff to recommend pursuing any of the optional term extensions, staff will return to Council to request an amendment for the term extension and associated increase in fee.

San Mateo Municipal Code Section 3.60.030 generally requires competitive bidding for agreements of $100,000 or more.

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. In this case, utilizing the RFP process is more beneficial to the City because the City is not required to accept the lowest bid, but rather may evaluate other factors in addition to price such as Organization and Experience, Key Personnel, and Approach and Understanding. In addition, an RFP allows the City to consider proposals where the purpose and/or performance is known but for which no unique specification exists.

This process is in the best interest of the City as proposals are considered based upon ability along with cost savings to the City.

Staff recommends awarding the Citywide Elevator Maintenance Services agreement to Advanced Elevator Solutions, Inc. to ensure a service provider is in place for the next three fiscal years, and as the proposal received the highest scoring based on the established rating criteria.

BUDGET IMPACT:

Funding for Citywide elevator maintenance services is budgeted annually through the operating budgets of the Fleet and Building Maintenance Fund. Sufficient funding is available to cover the cost of this agreement.

ENVIRONMENTAL DETERMINATION:

This City Council action is exempt from CEQA review as an “existing facility,” because inspections, testing, and maintenance of the City’s elevator and wheelchair lifts consists of the operation, repair, maintenance, permitting, leasing, licensing, or minor alteration of existing public or private structures, facilities, mechanical equipment, or topographical features, involving negligible or no expansion of existing or former use. (CEQA Guidelines Section 15301.)

NOTICE PROVIDED
All meeting noticing requirements were met.

ATTACHMENTS
Att 1 – Proposed Resolution
Att 2 – Agreement
Total Year 1 $77,400
Total Year 2 $77,400
Total Year 3 $77,400
Total Agreement Amount $232,200
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CITY OF SAN MATEO

STAFF CONTACT
Derek Bahamondes, Facilities Maintenance Supervisor
[email protected]
(650) 522-7355
Steve Wu, Facilities and Fleet Services Manager
[email protected]
(650) 522-7345
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CITY OF SAN MATEO
RESOLUTION NO. ____ (2025)

APPROVING AN ALTERNATIVE PURCHASING PROCEDURE TO AWARD A THREE-YEAR AGREEMENT FOR CITYWIDE ELEVATOR MAINTENANCE SERVICES WITH ADVANCED ELEVATOR SOLUTIONS, INC. IN THE AMOUNT OF $232,000, WITH TWO OPTIONAL ONE-YEAR EXTENSIONS SUBJECT TO FUTURE COUNCIL APPROVAL WHEREAS, the City of San Mateo currently has over 19 conveyances, such as elevators and wheelchair lifts, across its facilities and parking garages which require ongoing inspections, repair and maintenance services to ensure public safety; and
WHEREAS, the City has contracted these elevator services since 2017 and the term of the current elevator maintenance services agreement expires on July 31, 2025; and WHEREAS, in May 2025, staff issued a request for proposals (RFP); and WHEREAS, staff received inquiries from multiple qualified participants, conducted a mandatory facilities walk through, and received proposals for a three-year term; and WHERAS, staff analyzed each submitted proposal and evaluated each on the following factors:

Organization and Experience, Key Personnel, Approach and Understanding and Cost proposal; and WHEREAS, staff selected Advanced Elevator Solutions, Inc. as the recommended firm based on a review of its proposal; and
WHERAS, sufficient funding is available in the Building Maintenance Fund for these elevator maintenance services; and
WHEREAS, San Mateo Municipal Code Section 3.60.030 generally requires competitive bidding for contacts of $100,000 or more; and
WHEREAS, San Mateo Municipal Code Section 3.60.070(h)(3) authorizes the City Council to approve an alternative purchasing procedure when it is in the best interest of the City; and WHEREAS, utilizing the RFP process is more beneficial to the City because the City is not required to accept the lowest bid, but rather may evaluate other factors in addition to price such as Organization and Experience, Key Personnel, and Approach and Understanding; and WHEREAS, an RFP allows the City to consider proposals where the purpose and/or performance is known but for which no unique specification exists; and WHEREAS, the RFP process is in the best interest of the City as proposals are considered upon ability along with cost savings to the City; and
WHEREAS, based on these circumstances, staff recommends award of a three-year agreement to Advanced Elevator Solutions, Inc. in the amount of $232,000.00 for elevator maintenance services.

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

1. Adoption of this resolution approving an alternative purchasing procedure to award an agreement to Advanced Elevator Solutions, Inc. is exempt from CEQA review as an “existing facility,” because inspections, testing, and maintenance of the City’s elevator and wheelchair lifts 174 of 983
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.)

2. In accordance with San Mateo Municipal Code Section 3.60.070(h)(3), the award of an agreement to Advanced Elevator Solutions, Inc. based on an RFP process is in the City’s best interest for these reasons:
a. The RFP process is more beneficial to the City for these services because the City is not required to accept the lowest bid, but rather may evaluate other factors in addition to price such as Organization and Experience, Key Personnel, and Approach and Understanding.
b. The RFP process allows the City to consider proposals where the purpose and/or performance is known but for which no unique specification exists. c. The RFP process is in the best interest of the City as proposals are considered upon ability along with Cost savings to the City.

3. The award of a three-year elevator maintenance services agreement to Advanced Elevator Solutions, Inc. in the amount of $232,000, with a contingency reserve in the amount of $8,000 per contract year, is approved.

4. The Public Works Director is authorized to issue change orders within the contingency amount and execute the agreement in substantially the form presented. 175 of 983
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AGREEMENT WITH ADVANCED ELEVATOR SOLUTIONS, INC.

FOR CITYWIDE ELEVATOR MAINTENANCE SERVICES

FOR THE CITY OF SAN MATEO
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 Advanced Elevator Solutions, Inc., a corporation (“CONTRACTOR”), whose address is 5650 Imhoff Drive, Suite B, Concord, CA 94520.

RECITALS:

A. CITY desires certain elevator maintenance services hereinafter described.

B. CITY desires to engage CONTRACTOR to provide these elevator maintenance services by reason of its qualifications and experience for performing such services and CONTRACTOR 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 CONTRACTOR under this Agreement is as described in Exhibit A to this Agreement, which is attached and incorporated by reference.

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

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

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

CONTRACTOR or subcontractor shall not be qualified to bid on, be listed in a bid proposal, or engage in the performance of any contract for public work unless currently registered and qualified to perform public work pursuant to Section 1725.5 of the Labor Code. For the work performed for the City, the CONTRACTOR and his subcontractors shall pay the workers at the prevailing wage rate as determined by the California Department of Industrial Relations, for this locality. This project is subject to compliance monitoring and enforcement by the Department of Industrial Relations. CONTRACTOR agrees to comply with the City’s minimum wage ordinance as codified in Municipal Code Chapter 5.92, which differs from the state minimum wage and includes a Consumer Price Index escalator. 176 of 983
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SECTION 3 - DUTIES OF CITY
CITY shall provide pertinent information regarding its requirements for the project.

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

SECTION 4 - TERM
The services to be performed under this Agreement shall be provided starting on August 1, 2025 and ending on June 30, 2028. At the City’s discretion, up to two (2) optional one-year extensions may be granted through amendment of this Agreement.

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 CONTRACTOR a fee in an amount not to exceed $232,200 pursuant to rates stated in Exhibit B, attached and incorporated by reference.

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

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

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

SECTION 9 - INTEREST OF CONTRACTOR
CONTRACTOR covenants that it presently has no interest, and shall not acquire any interest, direct or indirect, financial or otherwise, which would conflict in any manner or degree with the performance of the services under this Agreement.
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SECTION 10 - CONTRACTOR'S STATUS
It is expressly agreed that in the performance of the services required under this Agreement, CONTRACTOR 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 CONTRACTOR an agent or employee of CITY while providing services under this Agreement.

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

SECTION 12 - INSURANCE
Contractor shall procure and maintain for the duration of the contract the insurance specified in Exhibit C to this Agreement.

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

SECTION 14 - RELIANCE UPON SKILL OF CONTRACTOR
It is mutually understood and agreed by and between the parties hereto that CONTRACTOR is skilled in the performance of the work agreed to be done under this Agreement and that CITY relies upon the skill of CONTRACTOR to do and perform the work in the most skillful manner, and CONTRACTOR agrees to thus perform the work. The acceptance of CONTRACTOR's work by CITY does not operate as a release of CONTRACTOR from said obligation. 178 of 983
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SECTION 15 - WAIVERS
The waiver by either party of any breach or violation of any term, covenant, or condition of this Agreement or of any provisions of any ordinance or law shall not be deemed to be a waiver of such term, covenant, condition, ordinance or law or of any subsequent breach or violation of the same or of any other term, condition, ordinance, or law. The subsequent acceptance by either party of any fee or other money which may become due hereunder shall not be deemed to be a waiver of any preceding breach or violation by the other party of any term, covenant, or condition of this Agreement or of any applicable law or ordinance.

SECTION 16 - 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 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 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. 179 of 983
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SECTION 19 - LITIGATION
CONTRACTOR shall testify at CITY'S request if litigation is brought against CITY in connection with CONTRACTOR'S services under this Agreement. Unless the action is brought by CONTRACTOR, or is based upon CONTRACTOR'S wrongdoing, CITY shall compensate CONTRACTOR for preparation for testimony, testimony, and travel at CONTRACTOR'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: Attn: Derek Bahamondes, Facilities Maintenance Supervisor City of San Mateo
1961 Pacific Blvd.

San Mateo, CA 94403
To CONTRACTOR: Attn: Patrick S. Ansari
Advanced Elevator Solutions, Inc.
5650 Imhoff Drive, Suite B,
Concord, CA 94520
SECTION 21 - AGREEMENT CONTAINS ALL
UNDERSTANDINGS; AMENDMENT
This document represents the entire and integrated agreement between CITY and CONTRACTOR 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 CONTRACTOR.

SECTION 22 - CONFLICTS
In the event of any conflict between the provisions of any other referenced exhibit or document attached to this Agreement, the language and terms of this Agreement shall control.

SECTION 23 - GOVERNING LAW AND VENUE
This Agreement shall be governed by the laws of the State of California and, in the event of litigation, venue will be in the County of San Mateo.
[SIGNATURE PAGE FOLLOWS]
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IN WITNESS WHEREOF, this agreement has been duly executed by the parties hereinabove named, as of the day and year first above written.

CITY OF SAN MATEO CONTRACTOR
Matthew Fabry
Public Works Director
Date Victor Latronica
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 Date
Attachments:

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

SCOPE OF SERVICES
The work under this section includes elevator maintenance, repairs and emergency response services.

There are twenty-one (21) operable elevators in fifteen (15) locations across the City.

Contractor’s Duties:
a) The work to be performed by the Contractor under this agreement will consist of furnishing all material, labor, tools and equipment necessary to provide full preventative maintenance on the equipment described.
b) Any work not specifically mentioned but which is needed to make the maintenance complete with the intent of this agreement will be performed after quoting the additional work and receiving City authorization.
c) The contractor will perform, coordinate and complete the requirements of this agreement in cooperation with any other contractors or trades doing any work on the property. d) The contractor will guarantee that a member of their supervisory personnel regularly engaged in inspection and supervision will visit each elevator semi-annually to ensure the quality of maintenance meets the specified and intended standards. The Contractor’s supervisor will schedule site visits with the Public Works Facilities Maintenance Supervisor or designee. e) The Contractor agrees that they can maintain this equipment to its original design capabilities based on the equipment conditions as surveyed and all the technical information available at the 182 of 983
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time of the award of this agreement.
f) Provide routine service of equipment, time expended on routine service will consist of examination, minor adjustment, cleaning and lubricating the equipment. All lubrication frequencies and types of lubricants will meet the manufacturers’ specifications. g) At the City’s reasonable request, the Contractor will provide a hall call traffic analysis report on any or all elevators. The analyzer will be capable of gathering and printing information about the elevator performance and group operation.
h) Contractor will notify Public Work Facilities Maintenance Supervisor if hydraulic fluid is added to a tank due to an unaccountable loss of fluid. The contractor will notify the City of the implication of possible underground leakage and provide a proposal with a complete description of the procedure for individually testing the integrity of the cylinder and underground to/from oil line if applicable.

Exclusions
The following work is excluded and will not be the responsibility of the Contractor:
a) Power supply feeders, switches and fuses
b) Repair or replacement of products of combustion detectors for fire recall. c) Car enclosure finishes and lighting lamps, hoistway enclosures, door panels and frames d) Other items caused by vandalism or negligence by persons other than the Contractor, its representatives and employees, excluding normal wear and tear. Contractor will obtain the Public Works Facilities Maintenance Supervisor or his designee’s written approval to repair vandal related problems. Payment will not be made for any unauthorized work. e) New attachments may be recommended or directed by insurance companies or by Federal, State, Municipal or other Government Authorities.

Conditions of Service
Contractor will maintain all elevator equipment in good operating condition in accordance with manufacturer’s specifications and should conditions warrant, repair or replace the equipment, including, without limitation, the following:

Traction Elevators
a) Machine, drive sheave, drive sheave shaft bearings, brake pulley, brake coil, brake contact, linings and component parks, gears, worms, thrusts.
b) Motor and motor generator windings, rotating element, commutator, brushes, brush holders and bearings.
c) Controller, selector and dispatching equipment, all relays, solid state components, resistors, condensers, transformers, contacts, leads, dashpots, timing devices, computer devices, steel selector tape or cable and mechanical and electrical driving equipment. d) Governor, governor sheave and shaft assembly, bearings, contacts and governor jaws.

Deflector, car and counterweight sheaves, bearings, car and counterweight buffers, car and counterweight guide rails and brackets, top and bottom limit switches, governor tension sheave assembly, compensating sheave assembly, counterweight and counterweight guide shoes including rollers and gibs. Contractor is not responsible for alignment when affected by building compression or shifting hoistway enclosures.
e) Hoistway door interlocks, door hangers, bottom door guides and auxiliary door closing devices. Automatic power operated door operator, car door hanger, car door contact, door protective devices, load-weighting equipment, car frame, safety mechanisms, platform, platform sub-flooring, elevator guide shoes, gibs and rollers, signal and operating fixtures 183 of 983
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including lights, buzzers and gongs in all signal and operation fixtures. f) Renew all wire ropes as needed, equalize the tension on all hoisting ropes, repair or replace conductor cables, hoistway and elevator machine room to maintain adequate factor of safety. g) Shorten, reshackle and retention hoist cables if stretching of ropes makes this necessary. • Contractors will check the condition and operation of detectors, safety edges and of light rays on cars at every visit. If they are inoperative, the contractor will repair within one business day. Seismic triggers and/or derailment devices; collision switches. • Fire related elevator controls.
• Respond to discrepancies identified by the local elevator enforcing authorities.

Hydraulic Elevators
a) Complete pumping plan, valves, exposed piping fittings, piston (less damaged by cylinder failure), packing tank, heaters and mufflers.
b) If flexible hose and fitting assemblies are used, they will be changed as required by California Code of Regulations, Title 8, Safety Orders, sooner if necessary. c) Materials and services covered as applicable by Contractor. d) Furnish all oil, lubricants, packing and other materials required.

Wheelchair Lifts
a) Materials and services covered by Traction Elevators or Hydraulic Elevators as applicable.

Performance
a) The Contractor will maintain the original contract speed in feet per minute and the performances for elevators as indicated under basic performance requirements. b) If the performance of the elevator does not meet the times established for the elevators of speed and type of control, the Contractor will restore the elevator to its optimal potential. c) If there are no exceptions taken, performance will be as provided as specified hereinafter. d) Basic Performance Requirements: Electric elevators will be adjusted to meet the following performance standards and will maintain these standards for the life of the agreement.

Operating Characteristics
a) Starting, acceleration, stopping and leveling will be smooth and free from jars or bumps. b) Full speed riding will be without swaying or vibration. c) Elevator and door operation will be quiet.
d) Emergency stop by way of emergency stop switch will be sudden but not violent. e) Door pressure will be maintained below 30 pounds closing. f) Keep group control systems operating at design criteria for the lifetime of the maintenance agreement. If systems check requires test/corrections on overtime hours, Contractor will provide at no additional costs.
g) Door standing times. Car Call – 5 seconds. Hall Call – 5 seconds.

Special Tests
a) Elevators provided with fire service, derailment devices, seismic switches or other special circuitries will be checked once every year to make certain these devices operate correctly as designed. The Contractor and Public Works Facilities Maintenance Supervisor or his designee will arrange for mutually acceptable dates to perform the tests. The City will test the emergency power operation and if the elevator system fails, Contractor will make corrections and retest. b) The Contractor will examine periodically each car safety devices and governors and conduct an annual no load test and will, during the term of this agreement, or more if required by 184 of 983
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applicable law, ordinance or regulation but no less than once every five years, and perform one full load, full speed test of the safety mechanism, over-speed governors, car and counterweight buffers. The car balance will be checked electrically and the governor set. If required, the governor will be recalibrated and sealed for proper tripping speed. The City will witness these tests and the Contractor will furnish a written report indicating the results of such tests. All testing will conform to the requirements of AMSE A17.1 and/or local code testing requirements. c) Hydraulic elevators will have a load test performed during the term of this agreement at least once every five years, or more often if required by applicable law, ordinance or regulation and will conform to the requirement of the State.
d) Contractor will create a form for each car describing tests and deliver a signed copy to the Public Works Facilities Maintenance Supervisor after successful tests are concluded. The forms will also describe any malfunctions along with corrective actions taken.

Housekeeping
a) Within the first three (3) months after this agreement is in effect, the Contractor will thoroughly clean all elevator hoistways, pits, car tops, controller interiors including filters and machine rooms. In addition, during the same period of time, all cars and hoistway door tracks, hangers, interlocks and closers will be cleaned, lubricated and adjusted. Continuing cleaning must be ongoing and at the following minimum intervals or sooner where conditions warrant:
• Quarterly: Car tops, pits, and machine rooms
• Semi-Annually: Hoist ways and door equipment
b) Exterior of machinery and other parts of equipment subject to rust will be properly painted and presentable at all times. The motor windings and controller coils will be periodically treated with insulating compound. Contractor will maintain cleanliness of elevator room. c) All debris such as wiping rags, empty oil cans, trash from pits, etc. resulting from this work will be promptly removed by Contractor.

Stock of Materials
Contractor will maintain an adequate supply of contact in each machine room, switch parts, coils, conductors, springs, holders, resistors, relays, lamps, condensers, tubes, transformers, car and hall buttons, fuses and other parts which are required for prompt replacements together with an adequate supply of lubricants and wiping rags. All supplies will be stored in metal cabinets or shelves and oily rags in closed metal containers. All cabinets, shelves and containers to be provided by the Contractor for use during the term of the contract. In addition, keep on the premises or in a warehouse within fifty (50) miles of the project or reasonably obtainable within 24 hours:
• One set of motor brushes and holders for each type of motor and generator • One door operator for each type used
• Hanger sheaves for car and hoistway doors
• Two complete door interlocks
• One set of generator bearing for each type of generator • One set of brake linings for each type of brake
• Parts for door protective devices
• Power supplies
• Coils, relays, motor brushes and all other parts as needed to ensure prompt replacement in the event of the shutdown of any elevator
• SCR drive components
• One spare control board of each type installed. Cylinder head packing and pump motor belts Wiring Diagrams and Digitization
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maintained in their respective machine rooms. All changes in circuitry made by the Contractor will be properly recorded on the City’s and the machine room copies of diagrams, including the date of change and the name of the person making the change. The Contractor is responsible for digitizing all existing wiring diagrams into a PDF format. This will include all relevant details and annotations.

The Contractor will ensure the accuracy and completeness of the digitized diagrams. The digitization process will be completed within the first 12 months of contract execution and will be provided to the Public Works Facilities Maintenance Maintenance Supervisor. The wiring diagrams are the property of the City and are to remain in their respective machine rooms. The City will supply wiring diagrams if not in the machine rooms.

Telephone Monitoring
Contractor will provide 24-hour telephone monitoring for each elevator and be able to dispatch both service technicians for trouble/entrapment calls and relay calls to emergency services (911) as appropriate.

Schedules and Records
a) Contractor will provide a work schedule for each machine room. b) These work schedules will be designed for each type of equipment to be serviced, such as geared elevators, hydraulic elevators, etc., and will conform to the manufacturer’s recommended practice for the particular equipment concerned. They will show the kind and frequency of service and lubrication proposed by the Contractor for the duration of the agreement.
c) Minimum routine service all inspections, lubrication, adjustments, tests, cleaning, routing repairing and other preventative maintenance activities will be performed in accordance with schedules submitted by the Contractor.
d) Schedules posted will be of the chart type, which will be initialed by the service technician when each scheduled inspection is performed.
e) Contractor will also maintain an accurate and complete log of all work performed in addition to routine service at each location. These logs will include call back service describing the nature of all complaints and the resolution. The logs will be kept in the equipment rooms at each location. In addition to the specified machine room log, Contractor’s staff or supervisor will log in and out of each facility/building on each and every visit. This includes, but is not limited to, routine maintenance, trouble calls, repairs and supervisor’s visits. These logs will remain the property of the City.
f) The Contractor, on a monthly basis, will deliver to the Public Works Facilities Maintenance Supervisor, a copy of the callback and repair log.

Performance Guarantee
a) All repairs will be pre-scheduled in writing. If an elevator is out of service for longer than two consecutive workdays for a non-scheduled repair, the monthly maintenance cost of that unit will be credited to the next monthly billing.
b) If the Contractor does not respond in the time frames listed below under “Trouble/Entrapment Calls,” the following month’s billing will be credited $500 for each extended trouble call. c) Contractors will be contacted on a rotating basis at the discretion of the City based on factors such as cost, expertise, and availability.

Trouble/Entrapment Calls
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of labor for overtime hours, but only a maximum of one hour travel time will be billed per overtime callback.
b) In the event an elevator is shut down with trapped passengers (entrapment), Contractor will guarantee thirty (30) minute response time between 8:00 am and 5:00 pm, Mondays through Fridays and a one (1) hour response time between 5:00 pm and 8:00 am, Mondays through Fridays, Saturdays, Sunday, and holidays.
c) In the event an elevator shuts down without trapped passengers, Contractor will guarantee a one (1) hour response time between 8:00 am and 5:00 pm, Mondays through Fridays and a two (2) hour response time between 5:00 pm and 8:00 am, Mondays through Fridays, Saturdays, Sunday, and holidays.
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EXHIBIT B

PAYMENT RATES
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EXHIBIT C

INSURANCE REQUIREMENTS

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

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

2. Automobile Liability: ISO Form Number CA 00 01 covering any auto (Code 1), or if Contractor 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.

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

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

Additional Insured Status
The City of San Mateo and the Estero Municipal Improvement District, their 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 Contractor; and on the CGL policy with respect to liability arising out of work or operations performed by or on behalf of the Contractor including materials, parts or equipment furnished in connection with such work or operations. General liability coverage can be provided in the form of an endorsement to the Contractor’s insurance (at least as broad as ISO Form CG 20 10, 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 Contractor’s insurance coverage shall be primary insurance as respects the City of San Mateo and the Estero Municipal Improvement District, their elected and appointed officials, employees, and agents. Any insurance or self-insurance maintained by the City of San Mateo and the Estero Municipal Improvement District, their elected and appointed officials, employees, or agents shall be excess of the Contractor’s insurance and shall not contribute with it.

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

Waiver of Subrogation
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Contractor hereby grants to the City of San Mateo and the Estero Municipal Improvement District a waiver of any right to subrogation which any insurer of said Contractor may acquire against the City by virtue of the payment of any loss under such insurance. Contractor 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 Contractor 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
Contractor 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 Contractor’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. 190 of 983

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: 82-4681 File ID: 25-10112 TO: City Council
FROM: Alex Khojikian, City Manager
PREPARED BY: Public Works Department
MEETING DATE: July 28, 2025
SUBJECT:

Poplar Creek Tenant Improvements – Agreement
RECOMMENDATION:

Approve and authorize the City Manager to execute an agreement with Jon K Takata Corporation d/b/a Restoration Management company to provide contractual services in an amount not to exceed $1,265,263.23; increase the construction contract contingency to $50,000; and authorize the Public Works Director to issue change orders within the contingency amount.

BACKGROUND:

Poplar Creek Golf Course has been in operation for over 90 years, with the current clubhouse built in 2000. The City and PAR3SM, LLC (PAR 3) entered into a lease agreement on April 3, 2019. In October 2024, an environmental hygienist conducted an air test which revealed high levels of bacteria, rendering the space unsafe for occupancy. Therefore, the restaurant tenant space was evacuated and has since remained closed to PAR 3 staff and the public during repairs.

In October 2024, the City engaged Jon K Takata Corporation dba Restoration Management Company (RMC) to develop the following phases of work:
• Phase 1: Establish containment, decontaminate the area, remove and store equipment and furniture, and document existing building conditions. Investigate the source of water infiltration by removing finish materials and inspecting the drain lines. Identify the remaining tasks required to complete Phase 1 and incorporate them into a subsequent change order. Develop a detailed scope, schedule, and fee of repairs for Phase 2. • Phase 2: Restoration work to remove contaminants, repair or replace structural components, and install new finish materials. Reinstall equipment and furniture.
• Phase 3: Coordinate with County Health officials to recommission the restaurant for operations. Provide a plumbing report and remediation report.

On November 21, 2024, the City entered into a $79,606.90 construction contract with RMC to initiate Phase 1. Subsequent change orders totaling $1,185,656.33 were issued to cover Phases 2 and 3, bringing the overall contract amount to $1,265,263.23. This included Change Order No. 1 for $1,072,649.41 approved on February 3, 2025 by the City Council, which also authorized a construction contract contingency of $115,300. However, City staff inadvertently allowed the original construction contract to expire, thus necessitating the proposed agreement attached to this staff report in the amount of $1,265,263.23. This agreement will cover all work performed since January 1, 2025 and going forward.

Additionally, an increase in the remaining contingency from $2,292.18 to $50,000 is to address the additional work not in the original scope to ensure the project meets aesthetic standards. 191 of 983

CITY OF SAN MATEO
BUDGET IMPACT:

This work is funded by the Capital Improvement Program budget through the Poplar Creek Tenant Improvements Project (46f053).

ENVIRONMENTAL DETERMINATION:

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

NOTICE PROVIDED
All meeting noticing requirements were met.

ATTACHMENTS
Att 1 – Agreement

STAFF CONTACT
Steve Wu, Facilities and Fleet Services Manager
[email protected]
(650) 522-7345
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AGREEMENT WITH JOHN K TAKATA CORPORATION DBA RESTORATION MANAGEMENT COMPANY

FOR CONTRACTUAL SERVICES
FOR

POPLAR CREEK TENANT IMPROVEMENTS PROJECT
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 JON K TAKATA CORPORATION DBA RESTORATION MANAGEMENT COMPANY, a COPRPORATION ("CONTRACTOR"), whose address is 3090 Independence Drive, Livermore, CA 94551.

RECITALS:

A. CITY desires certain contractual services hereinafter described.

B. CITY desires to engage CONTRACTOR to provide these contractual services by reason of its qualifications and experience for performing such services and CONTRACTOR 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 CONTRACTOR under this Agreement is as described in Exhibit A to this Agreement, which is attached and incorporated by reference.

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

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

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

CONTRACTOR and his subcontractors shall comply with State’s Prevailing Wage Laws.

CONTRACTOR agrees to comply with the City’s minimum wage ordinance as codified in Municipal Code Chapter 5.92, which differs from the state minimum wage and includes a Consumer Price Index escalator.
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CONTRACTOR or subcontractor shall not be qualified to bid on, be listed in a bid proposal, or engage in the performance of any contract for public work unless currently registered and qualified to perform public work pursuant to Section 1725.5 of the Labor Code. For the work performed for the City, the CONTRACTOR and his subcontractors shall pay the workers at the prevailing wage rate as determined by the California Department of Industrial Relations, for this locality. This project is subject to compliance monitoring and enforcement by the Department of Industrial Relations.

SECTION 3 - DUTIES OF CITY
CITY shall provide pertinent information regarding its requirements for the project.

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

SECTION 4 - TERM
The services to be performed under this Agreement shall commence upon execution of this Agreement and be completed on December 31, 2025.

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 CONTRACTOR in an amount of $1,265,263.23.

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 CONTRACTOR. CONTRACTOR agrees to cease all work under this Agreement upon receipt of said written notice.

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

SECTION 8 - CONFIDENTIALITY
All reports and documents prepared by CONTRACTOR in connection with the performance of this Agreement are confidential until released by CITY to the public. CONTRACTOR shall not make any such documents or information available to any individual or organization not employed by CONTRACTOR or CITY without the written consent of CITY before any such release. 194 of 983
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SECTION 9 - INTEREST OF CONTRACTOR
CONTRACTOR 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 - CONTRACTOR'S STATUS
It is expressly agreed that in the performance of the services required under this Agreement, CONTRACTOR 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 CONTRACTOR an agent or employee of CITY while providing services under this Agreement.

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

SECTION 12 - INSURANCE
Contractor shall procure and maintain for the duration of the contract the insurance specified in Exhibit B to this Agreement.

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

SECTION 14 - RELIANCE UPON SKILL OF CONTRACTOR
It is mutually understood and agreed by and between the parties hereto that CONTRACTOR is skilled in the performance of the work agreed to be done under this Agreement and that CITY relies upon the skill of CONTRACTOR to do and perform the work in the most skillful manner, and CONTRACTOR agrees to thus perform the work. The acceptance of CONTRACTOR's work by CITY does not operate as a release of CONTRACTOR from said obligation. 195 of 983
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SECTION 15 - WAIVERS
The waiver by either party of any breach or violation of any term, covenant, or condition of this Agreement or of any provisions of any ordinance or law shall not be deemed to be a waiver of such term, covenant, condition, ordinance or law or of any subsequent breach or violation of the same or of any other term, condition, ordinance, or law. The subsequent acceptance by either party of any fee or other money which may become due hereunder shall not be deemed to be a waiver of any preceding breach or violation by the other party of any term, covenant, or condition of this Agreement or of any applicable law or ordinance.

SECTION 16 - 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 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 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. 196 of 983
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SECTION 19 - LITIGATION
CONTRACTOR shall testify at CITY's request if litigation is brought against CITY in connection with CONTRACTOR's services under this Agreement. Unless the action is brought by CONTRACTOR, or is based upon CONTRACTOR's wrongdoing, CITY shall compensate CONTRACTOR for preparation for testimony, testimony, and travel at CONTRACTOR'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: Matt Fabry, Public Works Director
City of San Mateo
330 W. 20th Avenue
San Mateo, CA 94403
To CONTRACTOR: Restoration Management Company
Attn: Dave Glover
3090 Independence Drive
Livermore, CA 94551
SECTION 21 - AGREEMENT CONTAINS ALL
UNDERSTANDINGS; AMENDMENT
This document represents the entire and integrated agreement between CITY and CONTRACTOR 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 CONTRACTOR.

SECTION 22 - GOVERNING LAW AND VENUE
This Agreement shall be governed by the laws of the State of California and, in the event of litigation, venue will be in the County of San Mateo.
[SIGNATURE PAGE FOLLOWS]
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IN WITNESS WHEREOF, CITY OF SAN MATEO and Restoration Management Company have executed this Agreement the day and year first above written.

CITY OF SAN MATEO CONTRACTOR
Alex Khojikian
City Manager
Date Jon Takata
Its Authorized Agent
President
Date

APPROVED AS TO FORM CONTRACTOR
Linh P. Nguyen
Assistant City Attorney
Date Dave Glover
Chief Risk Officer
Date
Attachments:

Exhibit A: Scope of Services
Exhibit B: Insurance Requirements
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EXHIBIT A

SCOPE OF SERVICES

FOR POPLAR CREEK TENANT IMPROVEMENTS PROJECT
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EXHIBIT B

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 Contractor 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.

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

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 Contractor; and on the CGL policy with respect to liability arising out of work or operations performed by or on behalf of the Contractor including materials, parts or equipment furnished in connection with such work or operations. General liability coverage can be provided in the form of an endorsement to the Contractor’s insurance (at least as broad as ISO Form CG 20 10, 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 Contractor’s insurance coverage shall be primary insurance as respects the City, its elected and appointed officials, employees, and agents. Any insurance or selfinsurance maintained by the City, its elected and appointed officials, employees, or agents shall be excess of the Contractor’s insurance and shall not contribute with it.

Notice of Cancellation
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Waiver of Subrogation
Contractor hereby grants to City a waiver of any right to subrogation which any insurer of said Contractor may acquire against the City by virtue of the payment of any loss under such insurance. Contractor 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 Contractor 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
Contractor 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 Contractor’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. 220 of 983

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: 10-4662 File ID: 25-10119 TO: City Council
FROM: Alex Khojikian, City Manager
PREPARED BY: Public Works Department
MEETING DATE: July 28, 2025
SUBJECT:

Citywide Street Rehabilitation Package 6B-1 — Agreement RECOMMENDATION:

Approve an agreement with G. Bortolotto & Company, Inc. in the amount of $2,588,392.25; establish a contingency reserve in the amount of $389,000; and authorize the Public Works Director to execute the agreement in substantially the form presented and issue change orders as allowed by the contract documents and within the contingency amount.

BACKGROUND:

The Citywide Street Rehabilitation Package 6-B (Package) is part of the Public Works Pavement Management Program (PMP). The City entered into an Agreement with Nichols Consulting Engineers, Inc. in May 2024 to design Package 6-B, and the Package was split into two phases, PMP 6B-1 and PMP 6B-2. The first phase of the Package (PMP 6B-1) will repave nine street segments (see Attachment 2) with an Engineer’s Estimate for the Project of $3,800,000. The second phase of the Package (PMP 6B-2) is under design and is anticipated for bid in summer of 2026.

In accordance with Municipal Code section 3.60.030, a competitive public process was used to obtain bids for PMP 6B-1.

PMP 6B-1 was advertised on May 22, 2025. On June 23, 2025, five bids were received. The bids received are listed below in order of increasing bid amount.

Contractor Base Bid
G. Bortolotto & Company, Inc. $2,588,392.25
O’Grady Paving, Inc. $3,042,555.00
Graniterock $3,130,888.00
Interstate Grading and Paving, Inc. $3,211,862.00
McGuire and Hester $3,344,757.00
After review of bid documents, staff determined that G. Bortolotto & Company, Inc. is the lowest responsive, responsible bidder. Therefore, staff recommends G. Bortolotto & Company, Inc. be awarded this construction agreement. In addition, staff recommends a contingency of 15% be established given potential unforeseen subgrade conditions.

Construction is anticipated for late summer and fall of 2025.

BUDGET IMPACT:

Currently, there are sufficient funds in the Citywide Street Rehabilitation Program (Project No. 469997) project budget to award this agreement and establish the contingency reserve. 221 of 983

CITY OF SAN MATEO
ENVIRONMENTAL DETERMINATION:

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

NOTICE PROVIDED
All meeting noticing requirements were met.

ATTACHMENTS
Att 1 – Agreement
Att 2 – Location Map

STAFF CONTACT
Stephanie Piñon, Senior Engineer
[email protected]
650-522-7315
Karen Cornejo, Assistant Engineer
[email protected]
(650) 522-7576
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AGREEMENT WITH G. BORTOLOTTO & COMPANY, INC.

FOR PUBLIC IMPROVEMENT
FOR
CITYWIDE STREET REHABILITATION PACKAGE 6B-1 PROJECT
CITY PROJECT NO. 469997-02
THIS AGREEMENT FOR PUBLIC IMPROVEMENTS (“Agreement”), made and entered into in the City of San Mateo, County of San Mateo, State of California, by and between the CITY OF SAN MATEO, a municipal corporation existing under the laws of the State of California, (hereinafter called "City") and G. BORTOLOTTO & COMPANY, INC., a corporation, with offices at 582 Bragato Road, San Carlos, CA 94070 (hereinafter called "Contractor"), entered into this day of ____________________.

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

IT IS AGREED, as follows:

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

CITYWIDE STREET REHABLITATION PACKAGE 6B-1 PROJECT
CITY PROJECT NO. 469997-02

2. Contract Price. City shall pay, and the Contractor shall accept, the sum of two million, five hundred eighty-eight thousand, three hundred ninety-two dollars and twenty-five cents ($2,588,392.25) in full payment for the work set forth above.

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

3. The Contract Documents. The complete contract consists of the following documents: this Agreement; the Notice Inviting Sealed Proposals; the Accepted Proposal; the Contract Book which includes the Special Provisions, Revised Standard Specifications dated April 16, 2021, and Contract Drawings, the State of California Standard Specifications 2018 Edition, the State of California Department of Transportation Standard Plans, 2018 Edition, the Faithful Performance Bond, and the Labor and Material Bond (hereinafter referred to as the “contract documents”). 223 of 983
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All rights and obligations of City and Contractor are fully set forth and described in the contract documents. The contract documents constitute the entire contract between the parties hereto pertaining to the subject matter hereof, fully supersede any and all prior understandings, representations, warranties and agreements between the parties hereto, or any of them, pertaining to the subject matter hereof, and may be modified only by written agreement signed by all of the parties hereto.

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

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

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

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

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

7. Prevailing Wage Scale. The prevailing wage scale as determined by the Director of Industrial Relations of the State of California, in force on the day the bid was announced, will be the minimum paid to all craftsmen and laborers working on this project. Contractor shall also require any subcontractors who work or provide any services related to the project to pay all persons performing labor or rendering service under said subcontract or other arrangement at least the general prevailing rate of wages, determined as set forth herein for the respective crafts and 224 of 983
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employments, including such wages for holiday and overtime work. A copy of the correct determination will be posted at the job site. It is understood that it is the responsibility of Contractor to determine the correct scale. Copies of the prevailing wage rates are on file at the City Clerk's office, however, errors or defects in the materials in the City Clerk's office will not excuse a bidder's failure to comply with the actual scale then in force. Contractor must submit certified payrolls to the Department of Industrial Relations in accordance with Labor Code Section 1776.

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

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

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

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

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

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

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

The cost of mediation shall be borne equally by the parties. Neither party shall be deemed the prevailing party. No party shall be permitted to file a legal action without first meeting in mediation and making a good faith attempt to reach a mediated settlement. The mediation 225 of 983
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process, once commenced by a meeting with the mediator, shall last until agreement is reached by the parties but not more than 60 days, unless the maximum time is extended by the parties.

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

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

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

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

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

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

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

19. Severability. If any part or provision of the contract documents is determined by any court to be illegal, invalid, or unenforceable, in whole or in part, the contract documents shall continue to be valid as to its other provisions and the remainder of the affected provision, unless it can be concluded from the circumstances that, in the absence of the provisions found to be null and void, the parties would not have entered into the contract documents. The parties shall use all reasonable efforts to replace any and all provisions or parts found to be null and void with provisions that are valid under the applicable law and come closest to their original intention. 226 of 983
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20. Waiver. None of the following shall operate as a waiver of any provision of the contract documents, or of any power herein reserved by the City, or any right to damages herein provided:
1) inspection by the City or its authorized agents or representatives; 2) any order or certificate for payment, or any payment for, or acceptance of the whole or any part of the work by the City; 3) an extension of time; or 4) any position taken by the City or its authorized agents or representatives.

21. Warranty. Contractor warrants and guarantees that the materials and equipment provided shall be at least of the quality specified and new unless otherwise required or permitted by the contract documents, and, if no quality is specified, then the materials and equipment shall be of commercial grade, suitable for heavy public use in facilities of similar size and complexity, that the work performed hereunder will be free from defects, and that the work will conform to the requirements of the contract documents.
[SIGNATURE PAGE FOLLOWS]
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IN WITNESS WHEREOF, CITY OF SAN MATEO and G. BORTOLOTTO & COMPANY, INC. have executed this Agreement the day and year first above written.

CITY OF SAN MATEO CONTRACTOR
Matt Fabry
Public Works Director
Date Robert Bortolotto
Its Authorized Agent
President
Date

APPROVED AS TO FORM
Linh Nguyen
Assistant City Attorney
Date

CITY OF SAN MATEO
Attachments:

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

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

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

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

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

4. Builder’s Risk (Course of Construction) insurance utilizing an “All Risk” (Special Perils) coverage form, with limits equal to the completed value of the project and no coinsurance penalty provisions.

5. Surety Bonds as described below.

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

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

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

Other Insurance Provisions
The insurance policies are to contain, or be endorsed to contain, the following provisions:
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1. The Entity, its officers, officials, employees, and volunteers are to be covered as additional insureds on the CGL policy with respect to liability arising out of work or operations performed by or on behalf of the Contractor including materials, parts, or equipment furnished in connection with such work or operations and automobiles owned, leased, hired, or borrowed by or on behalf of the Contractor. General liability coverage can be provided in the form of an endorsement to the Contractor’s insurance (at least as broad as ISO Form CG 20 10, CG 11 85 or both CG 20 10, CG 20 26, CG 20 33, or CG 20 38; and CG 20 37 forms if later revisions used).

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

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

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

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

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

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

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

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

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

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

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

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

Waiver of Subrogation
Contractor hereby agrees to waive rights of subrogation which any insurer of Contractor may acquire from Contractor by virtue of the payment of any loss. Contractor agrees to obtain any endorsement 230 of 983
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that may be necessary to affect this waiver of subrogation. The Workers’ Compensation policy shall be endorsed with a waiver of subrogation in favor of the Entity for all work performed by the Contractor, its employees, agents and subcontractors.

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

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

Surety Bonds
Contractor shall provide the following Surety Bonds:

1. Bid bond

2. Performance bond

3. Payment bond

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

Special Risks or Circumstances
Entity reserves the right to modify these requirements, including limits, based on the nature of the risk, prior experience, insurer, coverage, or other circumstances. 231 of 983
Highland Avenue (E. Poplar Ave to Peninsula Ave)
Gramercy Dr (El Cerrito Ave to Ericson
Rd/Santa Inez Ave)
Mounds Rd (Gramercy Dr to Cul De Sac)
El Cerrito Ave (El Camino Real to City Limit)
Hacienda St (W. 25th Ave to 27th Ave)
StD(StClWtEHilldlBld)

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: 82-4681 File ID: 25-10131 TO: City Council
FROM: Alex Khojikian, City Manager
PREPARED BY: Public Works Department
MEETING DATE: July 28, 2025
SUBJECT:

Main Library Lighting Controls Equipment – Purchase Agreement RECOMMENDATION:

Adopt a Resolution approving a purchase agreement with Graybar Electric Company, Inc. to provide lighting controls equipment to the Main Library in an amount not to exceed $183,911.28; establish a contingency of $18,000.00; and authorize the Public Works Director to issue change orders within the contingency and execute the agreement in substantially the form presented.

BACKGROUND:

The Main Library, constructed in 2006, has been a vital resource for San Mateo, providing a wide range of media and services to support the educational, informational, and personal development needs of individuals and groups. The facility is currently equipped with a Wattstopper lighting control system, an energy-efficient solution that automates and manages lighting throughout the building. This system integrates sensors, timers, switches, and digital controllers to optimize lighting based on occupancy, daylight availability, and scheduling. Its features include occupancy and vacancy sensors that respond to motion, daylight sensors that adjust lighting levels according to natural light, and relay panels that provide centralized control over multiple circuits. These components work together to reduce energy consumption, improve user comfort, and ensure compliance with energy efficiency standards such as ASHRAE 90.1 and California Title

24. The existing lighting control system has exceeded its useful life, is considered obsolete, and needs replacement. In 2022, library staff reported frequent malfunctions in the lighting controls, including lights operating outside programmed schedules and failing to function during regular business hours. These issues have also disrupted the integrated shade and window systems. Following an assessment, it was recommended that the existing components, such as sensors, timers, and switches, be retained, and the faulty control system be replaced.

In 2023, a capital improvement project was initiated and funded for the current fiscal year. Subsequently, in November 2024, the City engaged an electrical engineer to develop specifications for replacement equipment aligned with the library’s operational needs and user requirements. Since Wattstopper is a proprietary system available exclusively through three (3) certified vendors, issuing a public bid is deemed impracticable, ,unavailing, or impossible in accordance with San Mateo Municipal Code Section 3.60.050(b). Therefore, in June 2025, the City requested quotes from the three (3) certified vendors, resulting in the following:

Graybar Electric Company, Inc.: $183,911.28
Contractors Electrical Distributors: $195,961.27
One Source Distributors: No Quote
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CITY OF SAN MATEO
All received quotes include sales tax and freight. Therefore, staff recommends purchasing the lighting controls equipment unit from Graybar Electric Company, Inc., as they provided the lowest quote. The contingency amount of $18,000.00 accounts for potential price fluctuations due to the current tariffs in place during the procurement process. The installation of the lighting control system will be performed by the City's electrical vendor under an existing blanket Purchase Order.

BUDGET IMPACT:

There is sufficient funding budgeted in the Capital Improvement Program budget through the Main Library: Lighting Controls Upgrade Project (46f049) to fund this agreement and establish the contingency reserve.

ENVIRONMENTAL DETERMINATION:

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

NOTICE PROVIDED
All meeting noticing requirements were met.

ATTACHMENTS
Att 1 – Proposed Resolution
Att 2 – Purchase Agreement

STAFF CONTACT
Steve Wu, Facilities & Fleet Services Manager
[email protected]
(650) 522-7345
234 of 983

CITY OF SAN MATEO
RESOLUTION NO. ____ (2025)

APPROVING A PURCHASE AGREEMENT FOR LIGHTING CONTROLS EQUIPMENT WITH GRAYBAR ELECTRIC COMPANY, INC. IN THE AMOUNT OF $183,911.28
WHEREAS, the Main Library is currently equipped with a Wattstopper lighting control system; and WHEREAS, the existing lighting control system has exceeded its useful life, is considered obsolete, and is in need of replacement; and
WHEREAS, in 2023, a capital improvement project was initiated and funded for the current fiscal year; and
WHEREAS, in 2024, the City engaged an electrical engineer to develop specifications for replacement equipment aligned with the library’s operational needs and user requirements; and WHEREAS, Wattstopper is a proprietary system available only through certified vendors; and WHEREAS, in accordance with San Mateo Municipal Code Section 3.60.050(b) calling for bids is impracticable, unavailing, or impossible because staff has determined that only three (3) certified vendors may provide and distribute the lighting controls equipment specific to Wattstopper; and WHEREAS, in June 2025, the City solicited quotes from these three (3) certified vendors; and WHEREAS, staff determined that Graybar Electric Company, Inc. submitted the lowest quote and is one of three companies that distributes the specific type of lighting controls equipment that is compatible with the Wattstopper system currently being used at the Main Library.

WHEREAS, based on these circumstances, staff recommends award of a purchase agreement to Graybar Electric Company, Inc. in the amount of $183,911.28 for lighting controls equipment.

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

1. Adoption of this resolution approving an agreement with Graybar Electric Company, Inc. is not a project subject to CEQA, because it is an “existing facility” consisting of the operation, repair, maintenance, permetting, 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.)

2. In accordance with San Mateo Municipal Code Section 3.60.050(b), calling for bids is impracticable, impossible, or unavailing because:
a. The Main Library is currently equipped with a Wattstopper lighting control system, which is a proprietary system available only through certified vendors; b. Certified vendors for the specified Wattstopper lighting controls equipment; c. There are only three (3) certified vendors that provide and distribute the lighting controls equipment specific to Wattstopper;
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d. Graybar Electric Company, Inc. is one of three companies that distributes the specific type of lighting controls equipment compatible with the Wattstopper system currently used at the Main Library;
e. Of the three certified vendors, Graybar Electric Company, Inc. provided the lowest quote for the purchase of the lighting controls equipment unit.

3. The award of a purchase agreement for lighting controls equipment for the Main Library to Graybar Electric Company, Inc. in the amount of $183,911.28, with a contingency reserve in the amount of $18,000.00 per contract year, is approved.

4. The Public Works Director is authorized to issue change orders within the contingency amount and execute the agreement in substantially the form presented. 236 of 983
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PURCHASE CONTRACT

FOR MAIN LIBRARY LIGHTING CONTROLS EQUIPMENT
FROM GRAYBAR ELECTRIC COMPANY, 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 Graybar Electric Company, Inc, a Corporation (“VENDOR”).

RECITALS:

A. CITY desires to purchase certain Lighting Controls Equipment hereinafter described.

B. CITY desires to engage VENDOR to provide these Lighting Controls Equipment 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.
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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. City Hall, 330 W. 20th Avenue, San Mateo, CA 94403. 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.

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.
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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.

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

SECTION 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: Attn: Steve Wu
City of San Mateo
330 W. 20th Avenue
San Mateo, CA 94403
To VENDOR: Attn: Maribella Flores
Graybar Electric Company, Inc.
11505 Dublin Blvd.

Dublin, CA 94568
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]
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IN WITNESS WHEREOF, CITY OF SAN MATEO and ________________ have executed this Agreement the day and year first above written.

CITY OF SAN MATEO VENDOR
Matt Fabry
Public Works Director
Date Kathleen Mazzarella
President
Date
APPROVED AS TO FORM Date
Linh Nguyen
Assistant City Attorney
Date
Attachments:

Exhibit A: Customer Quote
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Exhibit A
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CITY OF SAN MATEO

CITY OF SAN MATEO
Agenda Report
City Hall
330 W. 20th Avenue
San Mateo CA 94403
www.cityofsanmateo.org
Agenda Number: 16 Section Name: CONSENT CALENDAR Account Number: 10-4662 File ID: 25-10144 TO: City Council
FROM: Alex Khojikian, City Manager
PREPARED BY: Public Works Department
MEETING DATE: July 28, 2025
SUBJECT:

Citywide Surface Treatment Package 4A-1 Project — Agreement RECOMMENDATION:

Approve an agreement with American Asphalt Repair & Resurfacing Co., Inc. for Citywide Surface Treatment Package 4A-1 Project in the amount of $3,110,671; establish a contingency reserve in the amount of $311,000; 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 amount of the contingency reserve.

BACKGROUND:

The Citywide Surface Treatment Package 4A-1 Project (Project) is part of the Public Works Pavement Management Program (Program). The Project will repair (via slurry seal or microsurfacing) approximately 10 miles of streets across 49 locations with an Engineer’s Estimate for the Project of $3,400,000. Project locations are listed in the attached Street List (Attachment 2).

The Project was advertised on June 2, 2025, and a total of two (2) bids were received and opened on June 26, 2025. The bids received are listed below in order of increasing bid amount.

Contractor Total Bid Amount
American Asphalt Repair & Resurfacing Co., Inc. $3,110,671 VSS International, Inc. $3,120,120
After review of bid documents, staff determined that American Asphalt Repair & Resurfacing Co., Inc. is the lowest responsive, responsible bidder. Therefore, staff recommends American Asphalt Repair & Resurfacing Co., Inc. be awarded this construction agreement.

BUDGET IMPACT:

This agreement will be funded by the Citywide Street Rehabilitation Program (Project No. 469997). Sufficient funds are available in the project balances to fund the agreement and contingency reserve.

ENVIRONMENTAL DETERMINATION:

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

NOTICE PROVIDED
All meeting noticing requirements were met.

ATTACHMENTS
Att 1 – Agreement
Att 2 – Street List

STAFF CONTACT
Stephanie Piñon, Senior Engineer
[email protected]
650-522-7315
Jerred Cayabyab, Assistant Engineer
[email protected]
650-522-7578
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AGREEMENT WITH AMERICAN ASPHALT REPAIR & RESURFACING CO., INC.

FOR PUBLIC IMPROVEMENT
FOR
CITYWIDE SURFACE TREATMENT PACKAGE 4A-1 PROJECT
CITY PROJECT NO. 469997-03
THIS AGREEMENT FOR PUBLIC IMPROVEMENTS (“Agreement”), made and entered into in the City of San Mateo, County of San Mateo, State of California, by and between the CITY OF SAN MATEO, a municipal corporation existing under the laws of the State of California, (hereinafter called "City") and AMERICAN ASPHALT REPAIR & RESURFACING CO., INC., a corporation, with offices at 24200 Clawiter Road, Hayward, CA 94545 (hereinafter called "Contractor"), entered into this day of ____________________.

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

IT IS AGREED, as follows:

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

CITYWIDE SURFACE TREATMENT PACKAGE 4A-1 PROJECT
CITY PROJECT NO. 469997-03

2. Contract Price. City shall pay, and the Contractor shall accept, the sum of three million one hundred ten thousand six hundred seventy-one dollars and zero cents ($3,110,671.00) in full payment for the work set forth above.

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

3. The Contract Documents. The complete contract consists of the following documents: this Agreement; the Notice Inviting Sealed Proposals; the Accepted Proposal; the Contract Book which includes the Special Provisions, Revised Standard Specifications dated April 15, 2022, and Contract Drawings, the State of California Standard Specifications 2018 Edition, the State of California Department of Transportation Standard Plans, 2018 Edition, the Faithful Performance Bond, and the Labor and Material Bond (hereinafter referred to as the “contract documents”). 247 of 983
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All rights and obligations of City and Contractor are fully set forth and described in the contract documents. The contract documents constitute the entire contract between the parties hereto pertaining to the subject matter hereof, fully supersede any and all prior understandings, representations, warranties and agreements between the parties hereto, or any of them, pertaining to the subject matter hereof, and may be modified only by written agreement signed by all of the parties hereto.

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

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

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

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

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

7. Prevailing Wage Scale. The prevailing wage scale as determined by the Director of Industrial Relations of the State of California, in force on the day the bid was announced, will be the minimum paid to all craftsmen and laborers working on this project. Contractor shall also require any subcontractors who work or provide any services related to the project to pay all persons performing labor or rendering service under said subcontract or other arrangement at least the 248 of 983
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general prevailing rate of wages, determined as set forth herein for the respective crafts and employments, including such wages for holiday and overtime work. A copy of the correct determination will be posted at the job site. It is understood that it is the responsibility of Contractor to determine the correct scale. Copies of the prevailing wage rates are on file at the City Clerk's office, however, errors or defects in the materials in the City Clerk's office will not excuse a bidder's failure to comply with the actual scale then in force. Contractor must submit certified payrolls to the Department of Industrial Relations in accordance with Labor Code Section 1776.

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

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

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

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

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

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

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

The cost of mediation shall be borne equally by the parties. Neither party shall be deemed the prevailing party. No party shall be permitted to file a legal action without first meeting in 249 of 983
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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.

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

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

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

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

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

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

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

19. Severability. If any part or provision of the contract documents is determined by any court to be illegal, invalid, or unenforceable, in whole or in part, the contract documents shall continue to be valid as to its other provisions and the remainder of the affected provision, unless it can be concluded from the circumstances that, in the absence of the provisions found to be null and void, the parties would not have entered into the contract documents. The parties shall use all reasonable efforts to replace any and all provisions or parts found to be null and void with provisions that are valid under the applicable law and come closest to their original intention. 250 of 983
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20. Waiver. None of the following shall operate as a waiver of any provision of the contract documents, or of any power herein reserved by the City, or any right to damages herein provided:
1) inspection by the City or its authorized agents or representatives; 2) any order or certificate for payment, or any payment for, or acceptance of the whole or any part of the work by the City; 3) an extension of time; or 4) any position taken by the City or its authorized agents or representatives.

21. Warranty. Contractor warrants and guarantees that the materials and equipment provided shall be at least of the quality specified and new unless otherwise required or permitted by the contract documents, and, if no quality is specified, then the materials and equipment shall be of commercial grade, suitable for heavy public use in facilities of similar size and complexity, that the work performed hereunder will be free from defects, and that the work will conform to the requirements of the contract documents.
[SIGNATURE PAGE FOLLOWS]
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IN WITNESS WHEREOF, CITY OF SAN MATEO and AMERICAN ASPHALT REPAIR & RESURFACING CO., INC. have executed this Agreement the day and year first above written.

CITY OF SAN MATEO CONTRACTOR
Matt Fabry
Public Works Director
Date Allan Henderson
Its Authorized Agent
President
Date

APPROVED AS TO FORM
Linh Nguyen
Assistant City Attorney
Date

CITY OF SAN MATEO
Attachments:

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

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

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

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

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

4. Builder’s Risk (Course of Construction) insurance utilizing an “All Risk” (Special Perils) coverage form, with limits equal to the completed value of the project and no coinsurance penalty provisions.

5. Surety Bonds as described below.

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

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

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

Other Insurance Provisions
The insurance policies are to contain, or be endorsed to contain, the following provisions:
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1. The Entity, its officers, officials, employees, and volunteers are to be covered as additional insureds on the CGL policy with respect to liability arising out of work or operations performed by or on behalf of the Contractor including materials, parts, or equipment furnished in connection with such work or operations and automobiles owned, leased, hired, or borrowed by or on behalf of the Contractor. General liability coverage can be provided in the form of an endorsement to the Contractor’s insurance (at least as broad as ISO Form CG 20 10, CG 11 85 or both CG 20 10, CG 20 26, CG 20 33, or CG 20 38; and CG 20 37 forms if later revisions used).

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

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

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

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

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

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

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

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

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

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

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

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

Waiver of Subrogation
Contractor hereby agrees to waive rights of subrogation which any insurer of Contractor may acquire from Contractor by virtue of the payment of any loss. Contractor agrees to obtain any endorsement 254 of 983
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that may be necessary to affect this waiver of subrogation. The Workers’ Compensation policy shall be endorsed with a waiver of subrogation in favor of the Entity for all work performed by the Contractor, its employees, agents and subcontractors.

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

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

Surety Bonds
Contractor shall provide the following Surety Bonds:

1. Bid bond

2. Performance bond

3. Payment bond

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

Special Risks or Circumstances
Entity reserves the right to modify these requirements, including limits, based on the nature of the risk, prior experience, insurer, coverage, or other circumstances. 255 of 983
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List of Street Segments:
o 2nd Avenue (Lindbergh Street to S Norfolk Street)
o 5th Avenue (El Camino Real to S B Street & S Claremont Street to S Delaware Street) o 9th Avenue (S Humboldt Street to S Amphlett Boulevard) o 10th Avenue (El Camino Real to S Railroad Avenue)
o 12th Avenue (El Camino Real to S B Street)
o 14th Avenue (El Camino Real to S Railroad Avenue)
o Avila Road (Alameda de las Pulgas to Edinburgh)
o Beacon Avenue (S Norfolk Street to Bayshore Boulevard) o Birch Avenue (Sunnybrae Avenue to E 16th Avenue)
o Bridgepointe Parkway (Bridgepointe Circle to Bridgepointe Circle) o Castilian Way (Notre Dame Avenue to Maple Street)
o Catalpa Street (San Mateo Drive to N Railroad Avenue) o Costa Rica Avenue (Warren Road to W Poplar Avenue)
o Crescent Avenue (Barroilhet Avenue to Clark Drive)
o Delaware Street (Birch Avenue to Sunnybrae Boulevard) o El Portal Avenue (W Poplar Avenue to City Limit)
o Ellsworth Avenue (Baldwin Avenue to E 4th Avenue)
o Ericson Road (W Santa Inez Avenue to City Limit)
o Fremont Street (E 3rd Avenue to E 4th Avenue)
o Fremont Street (Indian Avenue to E Santa Inez Avenue) o Garvey Way (S Delaware Street to Pavement Change)
o Georgetown Avenue (Alameda de las Pulgas to Virginia Avenue) o Hobart Avenue (Maple Street to El Camino Real)
o Huron Avenue (Trollman Avenue to Monte Diablo Avenue) o Ivy Street (17th Avenue to 18th Avenue)
o Jefferson Court (Peninsula Avenue to State Street)
o Laurel Avenue (7th Avenue to 9th Avenue)
o Lawrence Road (S Fremont Street to End)
o Lodi Avenue (Kehoe Avenue to S Norfolk Street)
o Maple Street (Barneson Avenue to Borel Avenue)
o Mounds Road (W Santa Inez Avenue to City Limit)
o Neptune Court (Shoal Drive to End)
o Nevada Avenue (Yale Drive to Alameda de las Pulgas)
o Norfolk Street (2nd Avenue to Shoreview Avenue)
o Norfolk Street (Darwin Avenue to Roberta Drive)
o Occidental Avenue (Barroilhet Avenue to W Poplar Avenue) o Ocean View Avenue (Shoreview Avenue to Newbridge Avenue) o Parrott Drive (Treetop Lane to Wildwood Drive)
o Peninsula Avenue (Bayshore Boulevard to Airport Boulevard) o Railroad Avenue (E 3rd Avenue to E 4th Avenue)
o Railroad Avenue (Monte Diablo Avenue to N B Street)
o Sonora Drive (Alameda de las Pulgas to Harvard Road & Edinburgh Street to Maple Street)
o State Street (El Camino Real to San Mateo Drive)
o Taylor Street (Pershing Avenue to Hancock Avenue)
o Verano Court (Parrott Drive to Tournament Drive)
o Washington Street (Pershing Avenue to Queens Avenue)
o Wolfe Drive (Betty Lane to Connie Avenue)
o Woodland Drive (City Limit Avenue to Barneson Avenue) o Young Street (Patricia Avenue to Cottage Grove Avenue) Attachment 2
256 of 983

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: 10-4679 File ID: 25-10152 TO: City Council
FROM: Alex Khojikian, City Manager
PREPARED BY: Public Works Department
MEETING DATE: July 28, 2025
SUBJECT:

North Shoreview Flood Assessment District - Compensation Agreement RECOMMENDATION:

Approve a compensation agreement with County of San Mateo for levying of the North Shoreview Flood Assessment District fee and authorize the City Manager to execute the agreement in substantially the form presented.

BACKGROUND:

In October 2001, Federal Emergency Management Agency (FEMA) issued a new Flood Insurance Rate Map (FIRM) for the City of San Mateo (City), which included a portion of the City in a Special Flood Hazard Area (SFHA). Properties within the SFHA that have federally backed loans are required to purchase flood insurance.

Since the issuance of the 2001 FIRM, the City has invested significant resources in flood protection and has made substantial progress. The City conducted a comprehensive citywide hydraulic study to identify flood improvement needs and completed several high priority projects. The South Bayfront Levee Improvement projects completed in 2010 effectively removed approximately 8,000 residential properties and the North Shoreview Flood Improvements removed approximately 1,600 additional residential properties in 2024.

The North Shoreview Flood Improvement project was approximately $30 million and was designed to protect northern San Mateo residents from 100-year storm floods and remove 1,600 residential properties in the North Shoreview and North Central neighborhoods from FEMA’s SFHA, similar to the South Bayfront Levee Improvement projects completed in 2010.

In order to fund the project, the City raised construction funds through Measure S and future contributions from the newly formed North Shoreview Flood Assessment District.

In March 2018, voters of the North Shoreview and North Central neighborhoods approved the formation of a Special Assessment District to contribute funding toward the flood improvements. The City deferred collecting fees until a formal resolution from FEMA was finalized to avoid property owners paying both mandatory flood insurance and the assessment district fees.

On October 11, 2024, FEMA formally updated flood maps for portions of the North Central and North Shoreview neighborhoods. The updated flood maps show significant portions of the neighborhoods as removed from Special Flood Hazard Areas (SFHA). In mailed updates to North Shoreview and North Central residents for the flood zone determination, the City reminded residents in October 2024 that they would be moving forward with levying assessment district fees beginning in Fiscal Year 25/26. Staff plans to send a follow up letter in early fall to remind residents of the new assessment.

The proposed assessment district will contribute approximately $197,000 in FY 2025-26, with average single residential 257 of 983

CITY OF SAN MATEO
rates ranging between $99.42 and $156.52, with the typical amount being $108, annually. The special assessment will be placed on county property tax rolls and is set to expire in 20 years, after which the fee will no longer be collected. The compensation agreement with the County includes a charge of $1.42 per parcel for each property assessed. The total for FY 25/26 amounts to approximately $2,400 or roughly 1.2% of the total assessment.

Staff recommends moving forward with the compensation agreement with the County of San Mateo to initiate levying of assessment district fees.

BUDGET IMPACT:

The revenue from the North Shoreview Flood Assessment is expected to generate approximately $197,000 for FY 2025-26.

ENVIRONMENTAL DETERMINATION:

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

NOTICE PROVIDED
All meeting noticing requirements were met.

ATTACHMENTS
Att 1 - Compensation Agreement

STAFF CONTACT
Jimmy Vo, Senior Engineer
[email protected]
(650) 522-7319
258 of 983

AGREEMENT FOR COMPENSATION

TO COUNTY OF SAN MATEO FOR COLLECTION

OF SPECIAL ASSESSMENTS
THIS AGREEMENT, is entered into this ____ day of ________, 2025 by and between the COUNTY OF SAN MATEO, hereinafter called “County,” and CITY OF SAN MATEO; W I T N E S S E T H:

WHEREAS, as a service to cities, school districts, special districts, and other taxing entities (the “Taxing Entities”), the County collects certain special assessments through the countywide property tax bill and, in exchange for collecting such special assessments, the County is compensated pursuant to agreements with each of the affected Taxing Entities.

NOW, THEREFORE, IT IS HEREBY AGREED BY THE PARTIES HERETO AS FOLLOWS:

1. Term, Renewal, and Termination
This Agreement shall be in full force and effect for the billing and collection of special assessments by the County for and on behalf of the CITY OF SAN MATEO for a period of one (1) year commencing July 1, 2025, for the FY 2025-26.

This Agreement shall automatically renew containing the same terms and conditions for Fiscal Year 2026-27 and each subsequent fiscal year thereafter unless either party notifies the other party in writing at least ninety (90) days prior to the close of the fiscal year of its intention not to renew.

2. Determination of Special Assessments
No later than August 1st of each fiscal year that this Agreement remains in effect, the CITY OF SAN MATEO shall provide, in electronic format (diskette, CD, magnetic tape, or electronic mail), a complete list of its special assessments that are to be included in the County’s annual tax billing to the County of San Mateo’s Controller’s Office.

3. Inclusion of Special Assessments; Collection and Remittance In consideration for the payments set forth herein, the County shall include the special assessments levied by the CITY OF SAN MATEO as part of the County’s annual tax roll and tax bill. The County shall collect amounts based upon the CITY OF SAN MATEO’s list of special assessments, as referenced in Section 2 above, for the CITY OF SAN MATEO and shall remit the same to the CITY OF SAN MATEO at the same time and in the same manner as provided for other public agencies for whom the County acts as a collecting agent. 259 of 983

4. Compensation
As compensation for services to be performed by the County pursuant to this Agreement, the CITY OF SAN MATEO agrees to pay the County, commencing with the Fiscal Year 2025-26, according to the following fee schedule:
(a) $1.42 per parcel for each special assessment to be collected unless the aggregate amount of the fees to be paid pursuant to this subsection (a) exceeds 5% of total special assessment collected by the County on behalf of the CITY OF SAN MATEO pursuant to this Agreement, in which case the CITY OF SAN MATEO agrees that, as payment pursuant to this subsection, it will pay the County an amount equal to 5% of such total special assessment collected by the County. The parties further agree that the “per parcel” fee set forth herein shall be subject to a percentage increase or decrease each fiscal year in accordance with the annual change in the County Labor Service Charge rate announced by the County Manager’s Office in connection with the County’s budgeting process.
(b) $25 for each correction submitted by the CITY OF SAN MATEO to the tax roll after the tax roll has been prepared to the extent such corrections are necessary due to errors in the proofs approved by the CITY OF SAN MATEO prior to August 10th.
(c) If the aggregate amount of the fees to be paid pursuant to subsection (a) above are equal to or less than $10.00, then such fees will be waived due to their immaterial fiscal impact.

5. Warranties; Hold Harmless
The CITY OF SAN MATEO hereby warrants and represents, to the best of its knowledge, that the special assessments do not violate applicable laws and regulations, including but not limited to Proposition 218, and further represents that the special assessments are not illegal in any respect.

The CITY OF SAN MATEO agrees to indemnify and hold harmless the County, its officers, agents, and employees from all claims, suits, or actions of every name, kind, or description, brought for or on account of, the County’s collection of the special assessments, including but not limited to the payment of any and all attorney’s fees. The CITY OF SAN MATEO shall have the right to select counsel or to use its own counsel, in its discretion, in the County’s defense. The duty of the CITY OF SAN MATEO to indemnify and save harmless, as set forth herein, shall include the duty to defend as set forth in Section 2778 of the California Civil Code. 260 of 983

6. Merger Clause
This Agreement, including any exhibits attached hereto and incorporated herein by reference, constitutes the sole Agreement of the parties hereto with respect to the subject matter herein and correctly states the rights, duties, and obligations of each party as of this document’s date. In the event that any term, condition, provision, requirement or specification set forth in this body of the agreement conflicts with or is inconsistent with any term, condition, provision, requirement or specification in any exhibit and/or attachment to this agreement, the provisions of this body of the agreement shall prevail. Any prior agreement, promises, negotiations, or representations between the parties not expressly stated in this document. No subsequent modification of this Agreement shall be valid unless it is in writing and signed by the parties.

7. Controlling Law and Venue
The validity of this Agreement and of its terms or provisions, as well as the rights and duties of the parties hereunder, the interpretation, and performance of this Agreement shall be governed by the laws of the State of California. Any dispute arising out of this Agreement shall be venued either in the San Mateo County Superior Court or in the United States District Court for the Northern District of California.

8. Notices
Any notice, request, demand, or other communication required or permitted hereunder shall be deemed to be properly given when both (1) transmitted via facsimile to the telephone number listed below and (2) either deposited in the United State mail, postage prepaid, or when deposited for overnight delivery with an established overnight courier that provides a tracking number showing confirmation of receipt, for transmittal, charges prepaid, addressed to:

In the case of County, to: Juan Raigoza, Controller
555 County Center
Redwood City, CA 94063
Facsimile 650 363 7888
In the case of the CITY OF SAN MATEO, to:

Abby Veeser, Deputy Finance Director
330 West 20th Avenue
San Mateo, CA 94403
In the event that the facsimile transmission is not possible, notice shall be given both by United States mail and an overnight courier as outlined above. 261 of 983

IN WITNESS WHEREOF, the parties hereto, by their duly authorized representatives, have affixed their hands.

COUNTY OF SAN MATEO
By:

Juan Raigoza, Controller, San Mateo County
Date:

CITY OF SAN MATEO
By:

Alex Khojikian, City Manager, City of San Mateo
262 of 983
Parcel Property Owner Name Assessment
029-311-010 KAHN ELVA L TR 110.11
029-311-020 BOULD FRED 128.41
029-311-030 OSWALD WILLIAM H & ELLEN S 128.41
029-311-050 SODINI PETER D & VICTORIA A 110.11
029-311-060 SODINI PETER D & VICTORIA A 128.41
029-311-070 SODINI PETER TR 128.41
029-311-080 GOGOL DORIS TR 110.11
029-311-090 SARAFIAN ALICE M TR 64.57
029-311-100 SARAFIAN ALICE M TR 64.57
029-311-120 MADRIGAL MARTIN & GRISELDA 128.41
029-312-010 MEAKIN THOMAS E TR 64.57
029-312-020 CRAVALHO MARY M TR 110.11
029-312-030 CRAVALHO MARY M TR 110.11
029-312-090 HOWER JOHN C TR 208.45
029-312-100 ABRANTES PURIFICACION I 125.51
029-312-110 VASQUEZ RAUL ELISEO GARCIA TR 134.01
029-312-120 IANNONE ANDREW R & CHELSEA M 125.51
029-312-140 CHIU TAMI L TR 137.94
029-312-150 WONG VICTOR & JONATHAN 137.94
029-312-160 NEPOTE PETER ET AL 134.01
029-312-170 HELIN ALMA J TR 125.51
029-312-180 JENSEN PREBEN & ERNESTINE 125.51
029-312-190 FERRIS PAMELA D 125.51
029-312-200 ELLIS EDA JO ELLEN 118.38
029-312-210 ELLIS EDA JO ELLEN 114.91
029-312-220 BALDWIN STEVEN F TR 134.01
029-312-230 PARKER WALTER M TR 107.62
029-312-240 ZHENG MICHAEL JIZHONG 107.62
029-312-250 BOGDANOFF ENRIQUE W & MARIA TRS 118.38
029-312-260 HARDERS DAVID S TR 118.38
029-312-270 GRECH MANUEL TR 118.38
029-312-280 ZHENG MICHAEL JIZHONG 114.91
029-312-290 ANEZINOS PETER K TR 208.45
029-312-310 CRAVALHO MARY M TR 128.41
029-313-010 MURPHY JAMES TR 118.38
029-313-020 DELBARGA GIOVANNI TR 107.62
029-313-030 COMOLLI DOMINIC & ERIN 107.62
029-313-040 CRONIN PAUL & DANIELLE DEVENCENZI 134.01
029-313-050 MCCOY GILBRY C 137.94
029-313-060 BAKER RICHARD M & BARBARA J & ERIC M & LOSALINE H 137.94 029-313-070 BENNETT JOANNE TR 114.91
029-313-080 ZLATIC ROBERT K TR 118.38
029-313-090 WEINGAND HANS PETER & KATHRYN SUZANNE 114.91 029-313-110 LEISURE JERRY JR 114.91
029-313-120 TURNER CYNTHIA JEAN TR 114.91
029-313-130 KALBSKOPF HERBERT H & M H TRS & HEIDI 114.91 029-313-140 SCHLESINGER HERBERT TR 114.91
029-313-150 BAKER STEVEN N TR 114.91
029-313-160 NUCKELS R E & LORRAINE G 114.91
029-313-220 FRANCO JORGE R TR 118.38
029-313-230 ZHOU EUGENE W 114.91
029-313-240 NORIEGA SERGIO & RAMONA 118.38
029-313-250 SINGER VIRGINIA R TR 114.91
029-313-260 LAI MAE J 107.62
029-314-010 HAMBLIN DONALD LEON TR 128.41
029-314-020 STELLA PAINTING INC 128.41
029-314-030 TORRES MANUEL & MARIA J 128.41
Exhibit A
List of Property Owner Assessments
City of San Mateo North Shoreview Flood Control Facilities Imporvement Assessment District 263 of 983
029-314-040 TORRES MANUEL & MARIA J 75.31
029-314-050 ASADA HIROKI & KATHERINE 128.41
029-314-060 ELLIS EDA JO ELLEN 75.31
029-314-070 ELLIS EDA JO ELLEN 75.31
029-314-080 DOWD GERALD K & SYLVIA M 128.41
029-314-090 FUMAGALLI DIANE M TR 128.41
029-314-120 LINDSTROM DONALD ROBERT TR 75.31
029-314-130 SWARTZ RICHARD ALLEN TR 128.4
029-314-140 SWARTZ RICHARD ALLEN TR 128.41
029-314-150 OHLUND JOHN F & KIMBERLY A 128.41
029-314-160 GIOTINIS MICHAEL C & ATHIA M TRS 128.41
029-314-170 LINDSTROM DONALD ROBERT TR 75.31
029-314-190 CRAVALHO MARY M TR 75.31
029-315-010 ELLIS EDA JO ELLEN 128.41
029-315-020 BEZDJIAN JOSEPH TR 128.41
029-315-030 LENARDON JAMES C TR 128.41
029-315-080 FUATA DAVID & VERONICA 128.4
029-315-090 USMAN KHALID & ROMANA 110.11
029-315-100 YODER MARK RICHARD 134.01
029-315-110 KOZACZUK PETER & LILIAN 125.51
029-315-120 PEASE DAVID KEITH TR 114.91
029-315-140 VENTURELLI FRANK J & LENA I TR 251.02
029-315-150 MONSO LINDA JEAN TR 208.45
029-315-160 DE NEVI ELMO TR 137.94
029-315-170 PAPPAS DIANA T TR 137.94
029-315-180 WOODS STEVEN H & NANCY J 137.94
029-315-200 COLLINS VICKI TR 137.94
029-315-210 MCKENNA BRIAN TR 137.94
029-315-220 HEREDIA EDILBERTO 137.94
029-315-230 BASSO RAYMOND W & MARY K TRS EST OF 75.31
029-315-240 ALFARO PIERRE ROBERT TR 75.31
029-315-250 CACCIA GENO & ANTHONY 75.31
029-321-060 COUNTY OF SAN MATEO 2572.92
029-350-020 SAN MATEO CITY 1855.33
032-206-060 SIMPKINS THOMAS & PATSY R TRS 107.62
033-010-020 SAN MATEO UNION HIGH SCH DIST 2427.91
033-021-010 HO ALEX TSUN 114.91
033-021-020 NEGRINI ITALO Y & MARIA E 114.91
033-021-030 CRAWFORD ZELTE & CUBIE D 114.91
033-021-040 MARTINEZ ANA M TR 118.38
033-021-050 BAVOL CYNTHIA 114.91
033-021-060 BENNETT JAMES B & JOANNE P 114.91
033-021-070 WHITE KENNETH R 114.91
033-021-080 FICHET ERIC A & SUYEN D 114.91
033-021-090 VOS REMKO 114.91
033-021-100 MAYS DAN & DOROTHY M L/E 114.91
033-021-110 MINERVA MICHEL C & MARIA ELENA 114.91
033-021-150 COUNTY OF SAN MATEO 220.21
033-021-160 CHANG FELICIA 114.91
033-021-170 PHAN SANG 114.91
033-021-180 HORSLEY JONATHAN P 114.91
033-021-190 DOUGHERTY DONALD G TR ET AL 357.51
033-023-120 GELINI FRANK P & DORIS M TRS 118.38
033-023-130 FENG STACIE T 118.38
033-023-140 MCCOWAN PATRICIA A 118.38
033-023-150 RIGGS HENRY L 118.38
033-023-160 AURANICKY JANELE M & AMY E 114.91
033-023-170 HALL CYNTHIA TURNER 118.38
033-023-180 KAWAHARA HIDEO H TR 114.91
033-023-190 FARRIS JOE L & SANDRA L TRS 107.62
033-023-200 ESHAGHI BEHZAD 107.62
033-023-210 BROWN GLORIA R TR 114.91
264 of 983
033-023-220 FINNEGAN LAUREL M 114.91
033-023-230 MANAVIRAD NAHID GHABI 118.38
033-023-240 SCULLY YOGI TRUST 114.91
033-023-250 SOLORZANO ANNA E 114.91
033-023-260 GILBERTS BAY VIEW ENTERPRISES LLC 357.51
033-024-010 REYNARD MILTON TR 178.74
033-024-020 D & C LEE THIRD LP 178.74
033-024-030 D & C LEE THIRD LP 178.74
033-024-060 WHEELER GROVER TR 114.91
033-024-090 NIELSEN ERIK WILLIAM & WEILING 114.91
033-024-100 N CONGREGATION JEHOVAHS WITNESSES 110.11
033-024-110 LXS INVESTMENTS LLC 178.74
033-031-010 ASHFORD HOWARD D & ANITA P 114.91
033-031-020 ORNELAS MIRANDA 114.91
033-031-030 GRIEGO PAUL A 114.91
033-031-040 OIWA ALAN TR 114.91
033-031-050 TATSUNO FUMIYE TR 114.91
033-031-060 OIWA THOMAS Y TR 118.38
033-031-070 HARA SUE SUEKO TR 114.91
033-031-080 SAKAGUCHI MISAO TR 107.62
033-031-090 ESTRADA STEVEN D TR 107.62
033-031-100 TAKESHITA HITOSHI & MARIKO TRS 107.62
033-031-110 ABUNDANCE HILL ENTERPRISES LLC 118.38
033-031-120 HUANG KOU CHENG & WEN-SHU 110.11
033-031-130 SHIMO FRED T TR 114.91
033-031-140 KAVANAUGH JUANA D TR 107.62
033-031-150 CHIESA JOSEPH L & SILVIA 114.91
033-031-160 PALACIO CAROL M 107.62
033-032-010 GONZALEZ BENJAMIN MONROY TR 107.62
033-032-020 RAYNER JULI A TR 114.91
033-032-030 COLPITTS PETER F 107.62
033-032-040 SATO HIDEKI & CHRISTINE T 114.91
033-032-050 BROWN ARTHUR L & GLORIA R 114.91
033-032-060 UNG TYMAN 107.62
033-032-070 FUENTES SHARON M 107.62
033-032-080 SHERWIN DAVID & SHEMA 114.91
033-032-090 WANG TED T 107.62
033-032-100 NAGAI MUTSUKO KOMORI TR 107.62
033-032-110 CHOW MARCELLA P TR 107.62
033-032-120 WANG SONG PING 114.91
033-032-130 FU NELSON 118.38
033-032-140 JACKSON JANET L 107.62
033-032-150 HILL VERNON A & LOUISE 114.91
033-032-160 SILVA ELENITA C & DENNIS 107.62
033-032-170 MEDINA JORGE 107.62
033-032-180 OGO MITSUKO TR 107.62
033-032-190 FEENEY MICHAEL J 107.62
033-032-200 NAKAMURA NOBUO 114.91
033-032-210 CHEN RICK L & WENDY C 114.91
033-032-220 LINGAAS ROBERT L & DEBORAH B 114.91
033-032-230 SUZUKI YASUKAZU & MIDORI 107.62
033-032-240 LAU WENDY T TR 107.62
033-033-010 GREENPOINT I LLC 178.74
033-033-020 GREENPOINT I LLC 178.74
033-033-030 CHEONG JUSTIN LEK KUAN & SUSAN MEI 178.74
033-033-040 PARAS GEORGE D TR 178.74
033-033-050 CHEN DONALD 118.38
033-033-060 BALLING PROPERTIES 178.74
033-033-070 CHIA WENG SENG 178.74
033-033-080 SPITERI PATRICK M TR 178.74
033-033-090 MA WAI KOU 107.62
033-033-100 SUTOW TOSHIKO TR 107.62
265 of 983
033-033-110 YOUNG JENNIE TR 107.62
033-033-120 OUYE ALLAN H & ALAN H 215.24
033-033-130 REYES BORIS E 118.38
033-033-140 IMAGAWA SUEKO TR 114.91
033-033-150 SUYEYASU R KEVIN 107.62
033-033-160 LEMON FRANKLIN & KATHLEEN 107.62
033-034-030 THANNISCH FAMILY LLC 208.45
033-034-040 LEE XING H 208.45
033-034-070 TAM FARRAH 137.94
033-034-080 RICE CLAYTON BOYD 208.45
033-034-090 CHAND MANIK & DAYA 107.62
033-034-100 BANCHEREAU ROMAIN 107.62
033-034-110 PARK SUNGHI TR 107.62
033-034-120 TOY CECILIA & HERBERT 134.01
033-034-130 TOY BEN L/E ET AL 134.01
033-034-140 TOY KAREN J TR 125.51
033-034-150 DANA PAUL M TR 125.51
033-034-160 OUYE TOSHIKO TR 114.91
033-034-170 JERKUNICA MARCO 107.62
033-034-180 HO WING TAK TR 107.62
033-034-190 LEE MARILYN M TR 107.62
033-034-200 HO JOANN CHAI YING TR 107.62
033-034-210 DEGUZMAN VILMA M 208.45
033-034-220 LEE WAYNE S & EVA RONG 137.94
033-041-050 SAN MATEO ELEMENTARY SCH DIST 831.18
033-042-020 WADA RUTH Y TR 107.62
033-042-030 BERGLIND RYAN C & NICOLE M 107.62
033-042-040 CONWAY PATRICIA A 107.62
033-042-050 YOSHIFUJI MARY N TR 107.62
033-042-060 HOWARTH KENNETH A TR 107.62
033-042-070 WILMER GLORIA S 114.91
033-042-080 COLEMAN LOUIS JR TR 107.62
033-042-090 ROBINSON TYRONE TR 107.62
033-042-100 WU DAVID HONG YU TR 114.91
033-042-110 BROSNAN JOHN TR 107.62
033-042-120 CHANG CRYSTAL YU-CHING 118.37
033-042-130 SAWAMURA KIMIKO TR 118.37
033-043-010 SINGH REVENDRA & MEENA K 114.91
033-043-020 DAANE JACK 107.62
033-043-030 LOUIE GARY C Y & DAVID C K 107.62
033-043-040 WILSON ROBERTA T TR 118.38
033-043-050 PEREZ REALTY GROUP LLC 118.38
033-043-060 IMAZUMI PAUL SUSUMU 107.62
033-043-070 XOLOCOTZI JOSE LUIS HERNANDEZ 107.62
033-043-080 MILLER PETER B 107.62
033-043-090 LAL CHANDRA WATI TR 107.62
033-043-100 CARBALLAR ROBERT A 107.62
033-043-110 OKINE ALICE MICHIKO TR 107.62
033-043-120 LIM OI-LING TR 107.62
033-044-010 LIN SHIHCHIEH 107.62
033-044-020 CARDOZA CAROLYN 225.89
033-044-030 PADRE RAMIL M 114.91
033-044-040 GENTNER ERNEST KEITH TR 118.37
033-044-050 NOBLES JUNE A I & GREGORIA G & ONOFRE I 118.37 033-044-060 MUKAI MICHIKO TR 118.38
033-044-070 FLEET GENE 107.62
033-044-080 NOCEDA ROBERTO TR 114.91
033-044-090 NAKADA LYNN H TR 107.62
033-044-100 WANG CHIH-HUNG 107.62
033-044-110 SINGH DHIRENDRA & ROHINI 114.91
033-044-120 NAKAMURA KENNETH TR 114.91
033-044-130 FERNANDEZ STEVEN & ELVIRA I 118.38
266 of 983
033-045-010 JOINER WALTER & CLARA L 107.62
033-045-020 SIU DONNA M TR 118.38
033-045-030 BILLIMORIA HARIVADAN J TR 114.91
033-045-040 ZHAO LI CHANG 107.62
033-045-050 NORTON KEVIN MAURICE 114.91
033-045-060 NELSON JOHN D TR 107.62
033-045-070 LI KE 107.62
033-045-080 TROTTER KEVIN D & SELENA RENEE 114.91
033-045-090 SUE FRANCES TR 215.24
033-045-100 ERNEST KAREN VALAINE TR 107.62
033-045-110 VILCHEZ FLORENTINO & ROSA M 215.24
033-045-120 IWAOKA BESSIE Y TR 107.62
033-045-130 ZELLNER DAVID S 107.62
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033-241-520 FEWKES TIMOTHY ALFRED II TR 125.51
033-241-530 TAPIA ANITA A 114.91
033-241-540 CARDELLI ROBERT L TR 114.91
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033-241-550 CIRZ RYAN & TANAYA 134.01
033-241-560 SCHOENTHALER DANIEL C TR 107.62
033-241-570 GOODMAN REBECCA J & JASON 107.62
033-241-580 MOLINELLI PHYLLIS G TR 107.62
033-241-590 NORRBOM JOHN M TR 107.62
033-241-600 FUNG NORMAN & LORETTA T TR 107.62
033-241-610 FELDER JONATHAN EDWARD 114.91
033-241-620 YORO NELSON APIGO & MARILYN DELA CRUZ 114.91 033-241-630 CITY OF SAN MATEO 0
033-241-640 PAGARIGAN REY DICION JR 107.62
033-241-650 THOMPSON ROBERT TR 107.62
033-241-660 TOH RUSSELL W 107.62
033-241-670 CHEN MICHAEL & HEATHER A 114.91
033-241-680 MOYCE DENISE MADELEINE TR 107.62
033-241-690 MUNK ALEXANDER & MOLLY A 107.62
033-241-700 WYRSCH KEN STEVEN 107.62
033-241-710 STURMER FUMI 114.91
033-241-770 CITY OF SAN MATEO 15.11
033-241-780 ARCHDIOCESE OF SAN FRANCISCO 329.32
033-241-790 ARCHDIOCESE OF SAN FRANCISCO 330.32
033-242-010 DABIR-EBRAHIMI MEHRDAD M 107.62
033-242-020 BUCHANAN KYLE D & SARAH A 114.91
033-242-030 VERNALI RYAN T & MEGAN 114.91
033-242-040 PENAGOS JOSE ROLDAN & JAN M 107.62
033-242-050 ACEVEDOGAETE SUSAN CAROL 107.62
033-242-060 KISHORE ANAND & SEEMA S 107.62
033-242-070 TULLOCH TIMOTHY 114.91
033-242-080 BAZZANI JOHN E TR 107.62
033-242-090 LIN XU 107.62
033-242-100 FRANCO EVERARDO & GRACIELA 107.62
033-242-110 AGUILAR TRUST 114.91
033-242-120 FICKEN RAYMOND 107.62
033-243-010 MANAWIL ELIAS & JANINA 110.11
033-250-030 CITY OF SAN MATEO 0
033-391-130 SAN MATEO CITY JT POWERS LESSEE 511.03
033-401-020 EQR SOMBRA LP 1608.6
109-830-010 SV PENINSULA PROPERTIES LLC 62.96
109-830-020 KIPP ERIC 87.6
109-830-030 UPCHURCH ROBERT JIRO 62.96
109-830-040 URMAN SCOTT D & CYNTHIA S 62.96
109-830-050 PACLEB MARISSA 87.6
109-830-060 CHEUNG SAI KIT 87.6
109-830-070 IWAMOTO MARC 87.6
109-830-080 ESCALANTE CRISTINA D 62.96
109-830-090 OOI YUEN-TSING 62.96
109-830-100 TAYLOR MARK D 62.96
109-830-110 SCHINDLER DEBORAH 87.6
109-830-120 NOGLES-DE GUZMAN JULIET 87.6
109-830-130 LEE LAUREN & ANDREW 87.6
109-830-140 SV PENINSULA PROPERTIES LLC 62.96
109-830-150 SV PENINSULA PROPERTIES LLC 87.6
109-830-160 CHATTERJEE TANUJ TR 87.6
109-830-170 MAN PATRICK P TR 87.6
109-830-180 LI YING & XIANG 87.6
109-830-190 DOLLINGER SEAN & LEALDA 87.6
109-830-200 RATKOVIC CRISTOPHER G & MARY 87.6
109-830-210 PATRICIO ANTHONI 87.6
109-840-010 CHEN HELEN XIAO YAN 62.96
109-840-020 HUANG SHELLEY QI 87.6
109-840-030 GEE STEFANIE T 62.96
109-840-040 GLASCOCK GARRET S 62.96
109-840-050 IVESON SUZANNE E 87.6
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109-840-060 MONTALVO LINDA WONG 87.6
109-840-070 FUNG QING TR 87.6
109-840-080 GIESER CATHERINE & BRENTON 62.96
109-840-090 SO GEORGE 62.96
109-840-100 LIRON SAMUEL TR 62.96
109-840-110 SUN BAOXING 87.6
109-840-120 WONG LISA M 87.6
109-840-130 KHOURY FADY J 87.6
109-840-140 LACAYO ARNOLDO 62.96
109-840-150 HAMM ROBERT L 87.6
109-840-160 LEE WAH CHANG TR ET AL 87.6
109-840-170 TRACY VIVIAN A 87.6
109-840-180 TONG MICHAEL 87.6
109-840-190 LIU XIAOMING 87.6
109-840-200 DUNNE PEADER J 87.6
109-840-210 CHANG CHEUNG YEE & HSIAMEI 87.6
109-850-010 FERRERAS ANGELO MAANO & ALMIRA RANIDO 62.96 109-850-020 SANDOVAL JOSE 87.6
109-850-030 KUANG SU LAN 62.96
109-850-040 HEANEY PEGGY J 62.96
109-850-050 CADIZ JESSE REY 87.6
109-850-060 GUERRERO MARIO 87.6
109-850-070 BRILLANTES BOBBY & HELEN 87.6
109-850-080 CHAN CHAK WING 62.96
109-850-090 YONG YEE-TENG & YUEN-CJEN 62.96
109-850-100 PRADO EDGARDO R 62.96
109-850-110 ARROYO BELINDA S 87.6
109-850-120 PRADO ARMANDO V & DONALITA M 87.6
109-850-130 KOLCAK RASIM D 87.6
109-850-140 LOEFFLER MICHAEL J 62.96
109-850-150 WU SOPHIA 87.6
109-850-160 MESA NALENE A 87.6
109-850-170 RIDEOUT DAVID 87.6
109-850-180 XU GUODONG & NENGYUAN 87.6
109-850-190 TAN SHAO ZHONG & STELLA HO 87.6
109-850-200 KWAN RICHARD JAMES TR 87.6
109-850-210 GOFMAN YEVGENY 87.6
109-910-010 RUMA LOUIS V & STACEY M 102.17
109-910-020 LOTT GRETCHEN LOUISE TR 102.17
109-910-030 FRENDL CHRISTOPHER M 102.17
123-480-010 FONG NICOLE LIU 87.6
123-480-020 ELSOUSOU NICOLAS & MICHAEL 102.17
123-480-030 BROWN MIKE W 102.17
123-760-010 YIM LAUREN YUET WAI 87.6
123-760-020 YIM EDDIE K & CARRIE K 87.6
123-760-030 YIM LANA YUETTING 87.6
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CITY OF SAN MATEO

CITY OF SAN MATEO
Agenda Report
City Hall
330 W. 20th Avenue
San Mateo CA 94403
www.cityofsanmateo.org
Agenda Number: 18 Section Name: CONSENT CALENDAR Account Number: 46F025 File ID: 25-10167 TO: City Council
FROM: Alex Khojikian, City Manager
PREPARED BY: Public Works Department
MEETING DATE: July 28, 2025
SUBJECT:
2nd and El Camino Real and Central Parking Garages Elevator Controls Upgrade – Agreement RECOMMENDATION:

Approve an agreement with Consolidated CM, Inc. for professional construction management services for an elevator controls upgrade at the 2nd and El Camino Parking Garage in an amount not to exceed $147,950 for a term through June 30, 2026; 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 within the contingency amount.

BACKGROUND:

The elevator at the 2nd & El Camino Parking Garage was installed in 1991 and serves five (5) floors. The elevator at Central Parking Garage was installed in 1999 and serves four (4) floors. Both elevators have experienced reliability issues and are out of service at times as they operate on obsolete control systems. Following an assessment in 2018 and the completion of design specifications in 2023, the work to replace the elevator controls equipment began at the 2nd & El Camino Parking Garage in October 2024, and the Central Garage in Fall 2025. Continued support for construction management and other professional services is still needed as the project progresses.

On September 5, 2023, City Council approved an agreement with Consolidated CM, Inc. to provide the needed elevator controls upgrade professional services through June 30, 2024. Amendment No. 1 was subsequently executed to extend the term to June 30, 2025. Due to timing challenges, an amendment was not able to be executed in time to extend the agreement term before the agreement term end date of June 30, 2025. As continued support is needed for this project, a new agreement in the original amount of $147,950 based on the same terms and conditions, with a contract term end date of June 30, 2026, is recommended to continue the remaining services under the agreement.

BUDGET IMPACT:

There is sufficient funding available in the Elevator Modernization Project (46F035) for the continued services provided under this agreement.

ENVIRONMENTAL DETERMINATION:

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

NOTICE PROVIDED
All meeting noticing requirements were met.
290 of 983

CITY OF SAN MATEO

ATTACHMENTS
Att 1 – Agreement

STAFF CONTACT
Steve Wu, Facilities and Fleet Services Manager
[email protected]
(650) 522-7345
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AGREEMENT WITH CONSOLIDATED CM, INC.

FOR PROFESSIONAL SERVICES
FOR
2 ND & EL CAMINO REAL & CENTRAL PARKING GARAGES

ELEVATOR CONTROLS UPGRADE
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 CONSOLIDATED CM, INC., a Corporation (“CONSULTANT”), whose address is 180 Grand Avenue, Suite 1520, Oakland, CA 94612.

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.
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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 upon execution of this Agreement and end on June 30, 2026.

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 $147,950, pursuant to the rates stated in Exhibit B attached herein and incorporated by reference.

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

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

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

SECTION 8 - CONFIDENTIALITY
All reports and documents prepared by CONSULTANT in connection with the performance of this Agreement are confidential until released by CITY to the public. CONSULTANT shall not make any such documents or information available to any individual or organization not employed by CONSULTANT or CITY without the written consent of CITY before any such release. 293 of 983
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SECTION 9 - INTEREST OF CONSULTANT
CONSULTANT covenants that it presently has no interest, and shall not acquire any interest, direct or indirect, financial or otherwise, which would conflict in any manner or degree with the performance of the services under this Agreement.

SECTION 10 - CONSULTANT'S STATUS
It is expressly agreed that in the performance of the professional services required under this Agreement, CONSULTANT shall at all times be considered an independent 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 B to this Agreement.

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

SECTION 14 - RELIANCE UPON PROFESSIONAL

SKILL OF CONSULTANT
It is mutually understood and agreed by and between the parties hereto that CONSULTANT is skilled in the professional calling necessary to perform the work agreed to be done under this Agreement and that CITY relies upon the skill of CONSULTANT to do and perform the work in the most skillful manner, and CONSULTANT agrees to thus perform the work. The acceptance of CONSULTANT's work by CITY does not operate as a release of CONSULTANT from said obligation. 294 of 983
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SECTION 15 - WAIVERS
The waiver by either party of any breach or violation of any term, covenant, or condition of this Agreement or of any provisions of any ordinance or law shall not be deemed to be a waiver of such term, covenant, condition, ordinance or law or of any subsequent breach or violation of the same or of any other term, condition, ordinance, or law. The subsequent acceptance by either party of any fee or other money which may become due hereunder shall not be deemed to be a waiver of any preceding breach or violation by the other party of any term, covenant, or condition of this Agreement or of any applicable law or ordinance.

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

SECTION 17 - COSTS AND ATTORNEY FEES
Attorney fees in total amount not exceeding $5000, shall be recoverable as costs (by the filing of a cost bill) by the prevailing party in any action or actions to enforce the provisions of this Agreement. The above $5000 limit is the total of attorney fees recoverable whether in the trial court, appellate court, or otherwise, and regardless of the number of attorneys, trials, appeals, or actions. It is the intent of this Agreement that neither party shall have to pay the other more than $5000 for attorney fees arising out of an action, or actions to enforce the provisions of this Agreement.

SECTION 18 - NON-DISCRIMINATION
CONSULTANT warrants that it is an Equal Opportunity Employer and shall comply with applicable regulations governing equal employment opportunity. Neither CONSULTANT nor any of its subcontractors shall discriminate in the employment of any person because of race, color, national origin, ancestry, physical handicap, medical condition, marital status, sex, or age, unless based upon a bona fide occupational qualification pursuant to the California Fair Employment and Housing Act.

SECTION 19 - MEDIATION
Should any dispute arise out of this Agreement, any party may request that it be submitted to mediation. The parties shall meet in mediation within 30 days of a request. The mediator shall be agreed to by the mediating parties; in the absence of an agreement, the parties shall each submit one name from mediators listed by either the American Arbitration Association, the State Mediation and Conciliation Service, or other agreed-upon service. The mediator shall be selected by a blind draw.

The cost of mediation shall be borne equally by the parties. Neither party shall be deemed the prevailing party. No party shall be permitted to file a legal action without first meeting in mediation and making a good faith attempt to reach a mediated settlement. The mediation process, once commenced by a meeting with the mediator, shall last until agreement is reached by the parties but not more than 60 days, unless the maximum time is extended by the parties. 295 of 983
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SECTION 20 - LITIGATION
CONSULTANT shall testify at CITY'S request if litigation is brought against CITY in connection with CONSULTANT's services under this Agreement. Unless the action is brought by CONSULTANT, or is based upon CONSULTANT's wrongdoing, CITY shall compensate CONSULTANT for preparation for testimony, testimony, and travel at CONSULTANT's standard hourly rates at the time of actual testimony.

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

To CITY: Steve Wu, Facilities & Fleet Manager
City of San Mateo
330 W. 20th Avenue
San Mateo, CA 94403
To CONSULTANT: Consolidated CM, Inc.

Attn: Scott Ritter, Sr. Project Manager
180 Grand Avenue, Suite 1520
Oakland, CA 94612
SECTION 22 - AGREEMENT CONTAINS ALL
UNDERSTANDINGS; AMENDMENT
This document represents the entire and integrated agreement between CITY and CONSULTANT and supersedes all prior negotiations, representations, and agreements, either written or oral.

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

SECTION 23 - AUTHORITY TO ENTER INTO AGREEMENT
CONSULTANT has all requisite power and authority to conduct its business and to execute, deliver, and perform the Agreement. Each party warrants that the individuals who have signed this Agreement have the legal power, right, and authority to make this Agreement and to bind each respective party.
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SECTION 24 - GOVERNING LAW AND VENUE
This Agreement shall be governed by the laws of the State of California and, in the event of litigation, venue will be in the County of San Mateo.
[SIGNATURE PAGE FOLLOWS]
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IN WITNESS WHEREOF, CITY and CONSULTANT have executed this Agreement the day and year first above written.

CITY OF SAN MATEO CONSULTANT
Matt Fabry
Public Works Director
Date Lang Scoble
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 Nguyen
Assistant City Attorney
Date
Attachments:

Exhibit A: Scope of Services
Exhibit B: Rate Schedule
Exhibit C: Insurance Requirements
298 of 983
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EXHIBIT A

SCOPE OF SERVICES
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EXHIBIT B

CONSOLIDATED CM
PROFESSIONAL SERVICES HOURLY RATE SCHEDULE 2025

POSITION YEARS OF EXPERIENCE HOURLY RATE
Principal >25 $235
Sr. Project Manager Q/A >20 $208 – 218
Project Manager >12 $199 – 207
Construction Manager >10 $195 – 200
Resident Engineer >10 $195 – 200
Senior Claims Analyst >20 $200 – 225
Cost Engineer / Estimator >20 $185 – 195
Scheduling Engineer >10 $185 – 195
Office Engineer / Utility Coordinator >7 $135 – 145
Building Official >10 $215-225
CASp/Architect Support >20 $205 – 210
Inspector (prevailing wage) >5 $164 – 179*
Internet & Computer Systems Specialist $140
Labor Compliance $115
Office Manager/ Document Control $99 – 110
STANDARD PROVISIONS:

A. Reimbursable Expenses:

Reimbursable expenses invoiced at cost plus 10% (category includes sub consultant reimbursable expense) Other Direct Costs (ODC) invoiced at cost plus 10% (ODC’s include such items as travel, lodging, meals, postage, express mail, office supplies for project, assignment related materials, graphics, exhibit development, etc.) B. Mileage:

Mileage reimbursed per mile at current rate published by Internal Revenue Service (70 cents as of January 2025).

Project assigned vehicle for inspection staff $7.50 per labor hour.

C. Computer equipment, networking equipment, servers, printers, cell phones, and other related hardware costs for assigned staff is $3.50 per labor hour.

D. Escalation to be applied per calendar year at a rate of between 3%-4% as a function of the U.S. published consumer price index except for prevailing wage positions which are adjusted independently. * Please Note: Construction Inspection is a prevailing wage position subject to overtime rates should the occur. ** This information contained on this page is considered proprietary by Consolidated CM, Inc. and should not disseminated to third parties without our written approval. 302 of 983
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EXHIBIT C

INSURANCE REQUIREMENTS

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

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

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

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

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

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

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

Primary Coverage
For any claims related to this contract, the CONSULTANT’s insurance coverage shall be primary insurance as respects the City, its elected and appointed officials, employees, and agents. Any insurance or self-insurance maintained by the City, its elected and appointed officials, employees, or agents shall be excess of the CONSULTANT’s insurance and shall not contribute with it. 303 of 983
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Notice of Cancellation
Each insurance policy required above shall provide that coverage shall not be canceled, except after thirty (30) days’ prior written notice (10 days for non-payment) has been given to the City.

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

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

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

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

Verification of Coverage
CONSULTANT shall furnish the City with original certificates and amendatory endorsements or copies of the applicable policy language effecting coverage required by this clause. All certificates and endorsements are to be received and approved by the City before work commences. However, failure to obtain the required documents prior to the work beginning shall not waive the CONSULTANT’s obligation to provide them. The City reserves the right to require complete, certified copies of all required insurance policies, including endorsements required by these specifications, at any time. 304 of 983

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: 10-2131 File ID: 25-10186 TO: City Council
FROM: Alex Khojikian, City Manager
PREPARED BY: City Clerk's Office
MEETING DATE: July 28, 2025
SUBJECT:

City Hall Council Chambers Audio-Visual Upgrades – Construction Contract RECOMMENDATION:

Award a contract to Mark Latimer & Associates, Inc. dba Coda Technology Group for the City Hall Council Chambers AudioVisual Upgrades project in the amount of $562,389.08; establish a contingency of $56,000; authorize the City Manager to execute the contract in substantially the form presented; and authorize the Public Works Director to issue change orders within the contingency amount.

BACKGROUND:

The audiovisual (AV) system in the San Mateo City Hall Council Chamber has exceeded its useful lifespan. Persistent failures stemming from outdated technology and aging equipment have significantly disrupted public meetings, causing delays and limiting participant engagement. Over the years, the system has been modified with various components, including updates to support hybrid meetings and infrastructure repairs. However, as newer technologies were added, compatibility issues with legacy components have emerged, further compromising the system's reliability.

To address these ongoing challenges, the City intends to procure comprehensive AV build services to modernize the outdated system. The last major AV upgrade occurred in 2015, and a full replacement is necessary to support current broadcasting and streaming standards.

To guide this effort, the City partnered with The Shalleck Collaborative, an engineering firm specializing in AV systems. The firm conducted a technical assessment and developed detailed plans and specifications for the reconfiguration, demolition, and reconstruction of the broadcast booth along with full systems integration. They also provided bidding support. The scope of work includes implementing upgrades to the AV control system and making comprehensive improvements to the AV and communications equipment.

The notice inviting bids was advertised on June 18, 2025, and a mandatory pre-bid conference was held on June 23, 2025.

Four contractors submitted bids on July 3, 2025, with the following results:
• Mark Latimer & Associates, Inc. dba Coda Technology Group $562,389.08 • Conti, LLC Corporation $573,333.00
• EIDIM Group, Inc. $584,215.93
• Integrated Communication Systems $625,468.00
After review, staff recommends for City Council to award the contract to Mark Latimer & Associates, Inc. dba Coda Technology Group as the lowest responsive and responsible bidder. 305 of 983

CITY OF SAN MATEO
BUDGET IMPACT:

This project is eligible for reimbursement under the Public Education and Government funds (PEG). This project is funded through CIP Project #210001 for $750,000 which is sufficient for this contract work.

ENVIRONMENTAL DETERMINATION:

This City Council action is exempt from CEQA review under the “common sense” exemption, because it can be seen with certainty that there is no possibility that upgrades to the audio-visual system located in City Council chambers 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 – Construction Contract

STAFF CONTACT
Erin Fellers, Management Analyst I
[email protected]
(650) 522-7066
Steve Wu, Facilities & Fleet Services Manager
[email protected]
(650) 522-7345
306 of 983
AGREEMENT WITH MARK LATIMER & ASSOCIATES, INC. DBA CODA TECHNOLOGY GROUP

FOR PUBLIC IMPROVEMENT
FOR

CITY HALL COUNCIL CHAMBERS AUDIO-VISUAL UPGRADES
CITY PROJECT NO. 46F031
THIS AGREEMENT FOR PUBLIC IMPROVEMENTS (“Agreement”), made and entered into in the City of San Mateo, County of San Mateo, State of California, by and between the CITY OF SAN MATEO, a municipal corporation existing under the laws of the State of California, (hereinafter called "City") and Mark Latimer & Associates, Inc. dba Coda Technology Group, a Corporation, with offices at 1370 Redwood Way, Suite C, Petaluma, CA 94954 (hereinafter called "Contractor"), entered into this day of __________________.

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

IT IS AGREED, as follows:

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

CITY HALL COUNCIL CHAMBERS AUDIO-VISUAL UPGRADES PROJECT CITY PROJECT NO. 46F031

2. Contract Price. City shall pay, and the Contractor shall accept, the sum of Five Hundred Sixty-Two, Three Hundred Eighty-Nine dollars and Eight cents ($562,389.08) in full payment for the work set forth above.

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

3. The Contract Documents. The complete contract consists of the following documents: this Agreement; the Notice Inviting Sealed Proposals; the Accepted Proposal; the Contract Book which includes the Special Provisions and Contract Drawings, Addendum Number 1 issued to the Contract Book, the APWA-AGC Standard Specifications for Public Works Construction, 2015 Edition, the Faithful Performance Bond, and the Labor and Material Bond (hereinafter referred to as the “contract documents”).
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All rights and obligations of City and Contractor are fully set forth and described in the contract documents. The contract documents constitute the entire contract between the parties hereto pertaining to the subject matter hereof, fully supersede any and all prior understandings, representations, warranties and agreements between the parties hereto, or any of them, pertaining to the subject matter hereof, and may be modified only by written agreement signed by all of the parties hereto.

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

The precedence of the remaining contract documents will be as specified in the Contract Book.

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

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

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

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

7. Prevailing Wage Scale. The prevailing wage scale as determined by the Director of Industrial Relations of the State of California, in force on the day the bid was announced, will be the minimum paid to all craftsmen and laborers working on this project. Contractor shall also require any subcontractors who work or provide any services related to the project to pay all persons performing labor or rendering service under said subcontract or other arrangement at least the general prevailing rate of wages, determined as set forth herein for the respective crafts and employments, including such wages for holiday and overtime work. A copy of the correct determination will be posted at the job site. It is understood that it is the responsibility of Contractor to determine the correct scale. Copies of the 308 of 983
prevailing wage rates are on file at the City Clerk's office, however, errors or defects in the materials in the City Clerk's office will not excuse a bidder's failure to comply with the actual scale then in force.

Contractor must submit certified payrolls to the Department of Industrial Relations in accordance with Labor Code Section 1776.

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

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

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

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

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

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

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

The cost of mediation shall be borne equally by the parties. Neither party shall be deemed the prevailing party. No party shall be permitted to file a legal action without first meeting in mediation and making a good faith attempt to reach a mediated settlement. The mediation 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. 309 of 983

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

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

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

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

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

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

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

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

20. Waiver. None of the following shall operate as a waiver of any provision of the contract documents, or of any power herein reserved by the City, or any right to damages herein provided: 1) inspection by the City or its authorized agents or representatives; 2) any order or certificate for payment, or any payment for, or acceptance of the whole or any part of the work by the City; 3) an extension of time; or 4) any position taken by the City or its authorized agents or representatives. 310 of 983

21. Warranty. Contractor warrants and guarantees that the materials and equipment provided shall be at least of the quality specified and new unless otherwise required or permitted by the contract documents, and, if no quality is specified, then the materials and equipment shall be of commercial grade, suitable for heavy public use in facilities of similar size and complexity, that the work performed hereunder will be free from defects, and that the work will conform to the requirements of the contract documents.
[SIGNATURE PAGE FOLLOWS]
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IN WITNESS WHEREOF, this agreement between the CITY OF SAN MATEO and Mark Latimer & Associates, Inc. dba Coda Technology Group has been duly executed by the parties hereinabove named, as of the day and year first above written.

CITY OF SAN MATEO CONTRACTOR
Alex Khojikian
City Manager
Date Mark Latimer
President
If a Corporation, can be either 1)
President or 2) Vice President plus an
additional corporate officer (i.e.,
Secretary, Treasurer) who shall sign
below.

Date

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

Exhibit A: Scope of Work
Exhibit B: Insurance Requirements
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Exhibit A
Scope of Work
SECTION 054000

COLD-FORMED METAL FRAMING
PART 1 - GENERAL

1.1 SUMMARY
A. Section Includes:

1. Interior non-load-bearing wall framing.

1.2 ACTION SUBMITTALS
A. Product Data: For the following:

1. Cold-formed steel framing materials.

2. Interior non-load-bearing wall framing.

3. Single deflection track.

4. Soffit framing.

5. Post-installed anchors.

6. Power-actuated anchors.

1.3 INFORMATIONAL SUBMITTALS
A. Product Certificates: For each type of code-compliance certification for studs and tracks.

B. Product Test Reports: For each listed product, for tests performed by a qualified testing agency.

1. Steel sheet.

2. Expansion anchors.

3. Power-actuated anchors.

4. Mechanical fasteners.

5. Miscellaneous structural clips and accessories.

C. Research Reports:

1. For nonstandard cold-formed steel framing post-installed anchors and power-actuated fasteners, from ICC-ES or other qualified testing agency acceptable to authorities having jurisdiction.

1.4 QUALITY ASSURANCE
A. Product Tests: Mill certificates or data from a qualified independent testing agency indicating steel sheet complies with requirements, including base-metal thickness, yield strength, tensile strength, total elongation, chemical requirements, and metallic-coating thickness.

B. Code-Compliance Certification of Studs and Tracks: Provide documentation that framing members are certified according to the product-certification program of the Certified Steel Stud Association, the Steel Framing Industry Association or the Steel Stud Manufacturers Association. 313 of 983
PART 2 - PRODUCTS

2.1 PERFORMANCE REQUIREMENTS
A. Cold-Formed Steel Framing Standards: Unless more stringent requirements are indicated, framing shall comply with AISI S100, AISI S200, and the following:

1. Wall Studs: AISI S211.

2. Headers: AISI S212.

3. Lateral Design: AISI S213.

B. Fire-Resistance Ratings: Comply with ASTM E119; testing by a qualified testing agency. Identify products with appropriate markings of applicable testing agency.

1. Indicate design designations from UL's "Fire Resistance Directory" or from the listings of another qualified testing agency acceptable to authorities having jurisdiction.

2.2 COLD-FORMED STEEL FRAMING MATERIALS
A. Steel Sheet: ASTM A1003/A1003M, Structural Grade, Type H, metallic coated, of grade and coating designation as follows:

1. Grade: As shown on Drawings.

2. Coating: G60 (Z180).

2.3 INTERIOR NON-LOAD-BEARING WALL FRAMING
A. Steel Studs: Manufacturer's standard C-shaped steel studs, of web depths indicated, punched, with stiffened flanges, and as follows:

1. Minimum Base-Metal Thickness: As shown on Drawings.

2. Flange Width: As shown on Drawings.

3. Section Properties: As shown on Drawings.

B. Steel Track: Manufacturer's standard U-shaped steel track, of web depths indicated, unpunched, with unstiffened flanges, and as follows:

1. Minimum Base-Metal Thickness: As shown on Drawings.

2. Flange Width: As shown on Drawings.

C. Single Deflection Track: Manufacturer's single, deep-leg, U-shaped steel track; unpunched, with unstiffened flanges, of web depth to contain studs while allowing free vertical movement, with flanges designed to support horizontal loads and transfer them to the primary structure, and as follows:

1. Minimum Base-Metal Thickness: As shown on Drawings.

2. Flange Width: As shown on Drawings.

2.4 FRAMING ACCESSORIES
A. Fabricate steel-framing accessories from ASTM A1003/A1003M, Structural Grade, Type H, metallic coated steel sheet, of same grade and coating designation used for framing members.

B. Provide accessories of manufacturer's standard thickness and configuration, unless otherwise indicated, as follows:
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1. Bracing, bridging, and solid blocking.

2. Stud kickers and knee braces.

3. Hole-reinforcing plates.

4. Backer plates.

2.5 ANCHORS, CLIPS, AND FASTENERS
A. Post-Installed Anchors: Fastener systems with bolts of same basic metal as fastened metal, if visible, unless otherwise indicated; with working capacity greater than or equal to the design load, according to an evaluation report acceptable to authorities having jurisdiction, based on ICC-ES AC193 as appropriate for the substrate.

1. Uses: Securing cold-formed steel framing to structure.

2. Material for Interior Locations: Carbon-steel components zinc plated to comply with ASTM B633 or ASTM F1941 (ASTM F1941M), Class Fe/Zn 5, unless otherwise indicated.

B. Power-Actuated Anchors: Fastener systems with working capacity greater than or equal to the design load, according to an evaluation report acceptable to authorities having jurisdiction, based on ICC-ES AC70.

C. Mechanical Fasteners: ASTM C1513, corrosion-resistant-coated, self-drilling, self-tapping, steel drill screws.

1. Head Type: Low-profile head beneath sheathing; manufacturer's standard elsewhere. D. Welding Electrodes: Comply with AWS standards.

2.6 MISCELLANEOUS MATERIALS
A. Nonmetallic, Non-shrink Grout: Factory-packaged, nonmetallic, noncorrosive, non-staining grout, complying with ASTM C1107/C1107M, and with a fluid consistency and 30-minute working time.

B. Shims: Load-bearing, high-density, multimonomer, non-leaching plastic; or cold-formed steel of same grade and metallic coating as framing members supported by shims.

2.7 FABRICATION
A. Fabricate cold-formed steel framing and accessories plumb, square, and true to line, and with connections securely fastened, according to referenced AISI's specifications and standards, manufacturer's written instructions, and requirements in this Section.

1. Fabricate framing assemblies using jigs or templates.

2. Cut framing members by sawing or shearing; do not torch cut.

3. Fasten cold-formed steel framing members by welding, screw fastening, clinch fastening, pneumatic pin fastening, or riveting as standard with fabricator. Wire tying of framing members is not permitted. a. Comply with AWS D1.3/D1.3M requirements and procedures for welding, appearance and quality of welds, and methods used in correcting welding work.
b. Locate mechanical fasteners and install according to Shop Drawings, with screws penetrating joined members by no fewer than three exposed screw threads.

B. Reinforce, stiffen, and brace framing assemblies to withstand handling, delivery, and erection stresses. Lift fabricated assemblies by means that prevent damage or permanent distortion.

C. Tolerances: Fabricate assemblies level, plumb, and true to line to a maximum allowable variation of 1/8 inch in 10 feet (1:960) and as follows:

1. Spacing: Space individual framing members no more than plus or minus 1/8 inch (3 mm) from plan location.

Cumulative error shall not exceed minimum fastening requirements of sheathing or other finishing materials. 315 of 983

2. Squareness: Fabricate each cold-formed steel framing assembly to a maximum out-ofsquare tolerance of 1/8 inch (3 mm).

PART 3 - EXECUTION

3.1 EXAMINATION
A. Examine substrates, areas, conditions, and abutting structural framing for compliance with requirements for installation tolerances and other conditions affecting performance of the Work. B. Proceed with installation only after unsatisfactory conditions have been corrected.

3.2 INSTALLATION, GENERAL
A. Install cold-formed steel framing according to AISI S200, AISI S202, and manufacturer's written instructions unless more stringent requirements are indicated.

B. Install cold-formed steel framing and accessories plumb, square, and true to line, and with connections securely fastened.

1. Cut framing members by sawing or shearing; do not torch cut.

2. Fasten cold-formed steel framing members by welding, screw fastening, clinch fastening, or riveting. Wire tying of framing members is not permitted.
a. Comply with AWS D1.3/D1.3M requirements and procedures for welding, appearance and quality of welds, and methods used in correcting welding work.
b. Locate mechanical fasteners, install according to Shop Drawings, and comply with requirements for spacing, edge distances, and screw penetration.

C. Install framing members in one-piece lengths unless splice connections are indicated for track or tension members.

D. Install temporary bracing and supports to secure framing and support loads equal to those for which structure was designed. Maintain braces and supports in place, undisturbed, until entire integrated supporting structure has been completed and permanent connections to framing are secured.

E. Install insulation, specified in Section 072100 "Thermal Insulation," in framing-assembly members, such as headers, sills, boxed joists, and multiple studs at openings, that are inaccessible on completion of framing work.

F. Fasten hole-reinforcing plate over web penetrations that exceed size of manufacturer's approved or standard punched openings.

3.3 INSTALLATION OF INTERIOR NONLOADBEARING WALL FRAMING A. Install continuous tracks sized to match studs. Align tracks accurately and securely anchor to supporting structure.

B. Fasten both flanges of studs to bottom track unless otherwise indicated. Space studs as follows:

1. Stud Spacing: As shown on Drawings.

C. Set studs plumb, except as needed for diagonal bracing or required for non -plumb walls or warped surfaces and similar requirements.

D. Isolate non-load-bearing steel framing from building structure to prevent transfer of vertical loads while providing lateral support.
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1. Install single deep-leg deflection tracks and anchor to building structure.

E. Install horizontal bridging in wall studs, spaced vertically in rows not more than 48 inches (1220 mm) apart. Fasten at each stud intersection.

1. Channel Bridging: Cold-rolled steel channel, mechanically fastened to webs of punched studs.

2. Strap Bridging: Combination of flat, taut, steel sheet straps of width and thickness indicated and stud -track solid blocking of width and thickness to match studs. Fasten flat straps to stud flanges and secure solid blocking to stud webs or flanges.

F. Top Bridging for Single Deflection Track: Install row of horizontal bridging within 12 inches (305 mm) of single deflection track.

G. Install miscellaneous framing and connections, including stud kickers, web stiffeners, clip angles, continuous angles, anchors, and fasteners, to provide a complete and stable wall-framing system.

3.4 INSTALLATION TOLERANCES
A. Install cold-formed steel framing level, plumb, and true to line to a maximum allowable tolerance variation of 1/8 inch in 10 feet (1:960) and as follows:

1. Space individual framing members no more than plus or minus 1/8 inch (3 mm) from plan location. Cumulative error shall not exceed minimum fastening requirements of sheathing or other finishing materials.

3.5 PROTECTION
A. Provide final protection and maintain conditions, in a manner acceptable to manufacturer and Installer, that ensure that cold-formed steel framing is without damage or deterioration at time of Substantial Completion.

END OF SECTION 054000
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SECTION 092900

GYPSUM BOARD
PART 1 - GENERAL

1.1 SUMMARY
A. Section Includes:

1. Interior gypsum board.

1.2 ACTION SUBMITTALS
A. Product Data.

B. Samples: For the following products:

1. Trim Accessories: Full-size Sample in 12-inch- (300-mm-) long length for each trim accessory indicated.

1.3 DELIVERY, STORAGE AND HANDLING
A. Store materials inside under cover and keep them dry and protected against weather, condensation, direct sunlight, construction traffic, and other potential causes of damage. Stack panels flat and supported on risers on a flat platform to prevent sagging.

1.4 FIELD CONDITIONS
A. Environmental Limitations: Comply with ASTM C 840 requirements or gypsum board manufacturer's written recommendations, whichever are more stringent.

B. Do not install paper-faced gypsum panels until installation areas are enclosed and conditioned.

C. Do not install panels that are wet, those that are moisture damaged, and those that are mold damaged.

1. Indications that panels are wet or moisture damaged include, but are not limited to, discoloration, sagging, or irregular shape.

2. Indications that panels are mold damaged include, but are not limited to, fuzzy or splotchy surface contamination and discoloration.

PART 2 - PRODUCTS

2.1 PERFORMANCE REQUIREMENTS
A. Low-Emitting Materials: For ceiling and wall assemblies, provide materials and construction identical to those tested in assembly and complying with the testing and product requirements of the California Department of Health Services' "Standard Practice for the Testing of Volatile Organic Emissions from Various Sources Using Small-Scale Environmental Chambers." 318 of 983

2.2 GYPSUM BOARD, GENERAL
A. Size: Provide maximum lengths and widths available that will minimize joints in each area and that correspond with support system indicated.

2.3 INTERIOR GYPSUM BOARD
A. Manufacturers: Subject to compliance with requirements, available manufacturers offering products that may be incorporated into the Work include, but are not limited to, the following:

1. American Gypsum.

2. CertainTeed Corp.

3. Georgia-Pacific Gypsum LLC.

4. Lafarge North America Inc.

5. National Gypsum Company.

6. PABCO Gypsum.

7. Temple-Inland.

8. USG Corporation.

B. Gypsum Board, Type X: ASTM C 1396/C 1396M.

1. Thickness: 5/8 inch (15.9 mm).

2. Long Edges: [Tapered] [Tapered and featured (rounded or beveled) for prefilling].

2.4 TRIM ACCESSORIES
A. Interior Trim: ASTM C 1047.

1. Material: Galvanized or aluminum-coated steel sheet or rolled zinc.

2. Shapes:
a. Cornerbead.
b. L-Bead: L-shaped; exposed long flange receives joint compound.

2.5 JOINT TREATMENT MATERIALS
A. General: Comply with ASTM C 475/C 475M.

B. Joint Tape:

1. Interior Gypsum Board: Paper.

C. Joint Compound for Interior Gypsum Board: For each coat use formulation that is compatible with other compounds applied on previous or for successive coats.

1. Prefilling: At open joints and damaged surface areas, use setting-type taping compound.

2. Embedding and First Coat: For embedding tape and first coat on joints, fasteners, and trim flanges, use setting-type taping compound.
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a. Use setting-type compound for installing paper-faced metal trim accessories.

3. Fill Coat: For second coat, use setting-type, sandable topping compound.

4. Finish Coat: For third coat, use setting-type, sandable topping compound.

5. Skim Coat: For final coat of Level 5 finish, use setting-type, sandable topping compound.

2.6 AUXILIARY MATERIALS
A. General: Provide auxiliary materials that comply with referenced installation standards and manufacturer's written recommendations.

B. Laminating Adhesive: Adhesive or joint compound recommended for directly adhering gypsum panels to continuous substrate.

1. Laminating adhesive shall comply with the testing and product requirements of the California Department of Health Services’ “Standard Practice for the Testing of Volatile Organic Emissions from Various Sources Using Small-Scale Environmental Chambers.”
C. Steel Drill Screws: ASTM C 1002, unless otherwise indicated.

1. Use screws complying with ASTM C 954 for fastening panels to steel members from 0.033 to 0.112 inch (0.84 to 2.84 mm) thick.

D. Sound Attenuation Blankets: ASTM C 665, Type I (blankets without membrane facing) produced by combining thermosetting resins with mineral fibers manufactured from glass, slag wool, or rock wool.

1. Fire-Resistance-Rated Assemblies: Comply with mineral-fiber requirements of assembly.

E. Acoustical Joint Sealant: Manufacturer's standard non-sag, paintable, non-staining latex sealant complying with ASTM C 834. Product effectively reduces airborne sound transmission through perimeter joints and openings in building construction as demonstrated by testing representative assemblies according to ASTM E 90.

1. Products: Subject to compliance with requirements, available products that may be incorporated into the Work include, but are not limited to, the following:
a. Accumetric LLC; BOSS 824 Acoustical Sound Sealant
b. Grabber Construction Products; Acoustical Sealant GSC c. Specified Technologies.; Smoke N Sound Acoustical Sealant d. USG Corporation; SHEETROCK Acoustical Sealant

2. Acoustical joint sealant shall comply with the testing and product requirements of the California Department of Health Services’ “Standard Practice for the Testing of volatile Organic Emissions from Various Sources Using Small-Scale Environmental Chambers.”
F. Thermal Insulation: As specified in Section 072100 “Building Insulation.” PART 3 - EXECUTION
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3.1 EXAMINATION
A. Examine areas and substrates including welded hollow-metal frames and framing, with Installer present, for compliance with requirements and other conditions affecting performance.

B. Examine panels before installation. Reject panels that are wet, moisture damaged, and mold damaged.

C. Proceed with installation only after unsatisfactory conditions have been corrected.

3.2 APPLYING AND FINISHING PANELS, GENERAL
A. Comply with ASTM C 840
B. Install ceiling panels across framing to minimize the number of abutting end joints and to avoid abutting end joints in central area of each ceiling. Stagger abutting end joints of adjacent panels not less than one framing member.

C. Install panels with face side out. Butt panels together for a light contact at edges and ends with not more than 1/16 inch (1.5 mm) of open space between panels. Do not force into place.

D. Locate edge and end joints over supports, except in ceiling applications where intermediate supports or gypsum board back-blocking is provided behind end joints. Do not place tapered edges against cut edges or ends. Stagger vertical joints on opposite sides of partitions. Do not make joints other than control joints at corners of framed openings.

E. Form control and expansion joints with space between edges of adjoining gypsum panels.

F. Cover both faces of support framing with gypsum panels in concealed spaces (above ceilings, etc.), except in chases braced internally.

1. Unless concealed application is indicated or required for sound, fire, air, or smoke ratings, coverage may be accomplished with scraps of not less than 8 sq. ft. (0.7 sq. m) in area.

2. Fit gypsum panels around ducts, pipes, and conduits.

3. Where partitions intersect structural members projecting below underside of floor/roof slabs and decks, cut gypsum panels to fit profile formed by structural members; allow 1/4- to 3/8-inch- (6.4- to 9.5-mm-) wide joints to install sealant.

G. Isolate perimeter of gypsum board applied to non-load-bearing partitions at structural abutments, except floors. Provide 1/4-to 1/2-inch- (6.4- to 12.7-mm-) wide spaces at these locations and trim edges with edge trim where edges of panels are exposed. Seal joints between edges and abutting structural surfaces with acoustical sealant.

H. Attachment to Steel Framing: Attach panels so leading edge or end of each panel is attached to open (unsupported) edges of stud flanges first.

I. STC-Rated Assemblies: Seal construction at perimeters, behind control joints, and at openings and penetrations with a continuous bead of acoustical sealant. Install acoustical sealant at both faces of partitions at perimeters and through penetrations. Comply with ASTM C 919 and with manufacturer's written recommendations for locating edge trim and closing off sound-flanking paths around or through assemblies, including sealing partitions above acoustical ceilings.

J. Install sound attenuation blankets before installing gypsum panels unless blankets are readily installed after panels have been installed on one side.
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3.3 APPLYING INTERIOR GYPSUM BOARD
A. Install interior gypsum board in the following locations:

1. Type X: Vertical surfaces unless otherwise indicated. B. SingleLayer Application:

1. On partitions/walls, apply gypsum panels vertically (parallel to framing) unless otherwise indicated or required by fire-resistance-rated assembly, and minimize end joints. a. Stagger abutting end joints not less than one framing member in alternate courses of panels. b. At high walls, install panels horizontally unless otherwise indicated or required by fire - resistance-rated assembly.

2. On Z-furring members, apply gypsum panels vertically (parallel to framing) with no end joints.

Locate edge joints over furring members.

3. Fastening Methods: Apply gypsum panels to supports with steel drill screws. C. Multilayer Application:

1. On partitions/walls, apply gypsum board indicated for base layers and face layers vertically (parallel to framing) with joints of base layers located over stud or furring member and face-layer joints offset at least one stud or furring member with base-layer joints, unless otherwise indicated or required by fire-resistance-rated assembly. Stagger joints on opposite sides of partitions.

2. Fastening Methods: Fasten base layers and face layers separately to supports with screws.

3.4 INSTALLING TRIM ACCESSORIES
A. General: For trim with back flanges intended for fasteners, attach to framing with same fasteners used for panels. Otherwise, attach trim according to manufacturer's written instructions.

B. Control Joints: Install control joints according to ASTM C 840 and in specific locations approved by Architect for visual effect.

C. Interior Trim: Install in the following locations:

1. Cornerbead: Use at outside corners.

2. L-Bead: Use at window and door openings.

3.5 FINISHING GYPSUM BOARD
A. General: Treat gypsum board joints, interior angles, edge trim, control joints, penetrations, fastener heads, surface defects, and elsewhere as required to prepare gypsum board surfaces for decoration. Promptly remove residual joint compound from adjacent surfaces. B. Prefill open joints and damaged surface areas.

C. Apply joint tape over gypsum board joints, except for trim products specifically indicated as not intended to receive tape.

D. Gypsum Board Finish Levels: Finish panels to levels indicated below and according to ASTM C 840:

1. Level 1: Ceiling plenum areas, concealed areas, and where indicated. 322 of 983

2. Level 2: Panels that are substrate for tile and panels that are substrate for acoustical tile.

3. Level 4: At panel surfaces that will be exposed to view unless otherwise indicated. a. Primer and its application to surfaces are specified in Section 099123 "Interior Painting."

3.6 PROTECTION
A. Protect adjacent surfaces from drywall compound and promptly remove from floors and other non -drywall surfaces. Repair surfaces stained, marred, or otherwise damaged during drywall application.

B. Protect installed products from damage from weather, condensation, direct sunlight, construction, and other causes during remainder of the construction period.

C. Remove and replace panels that are wet, moisture damaged, and mold damaged.

1. Indications that panels are wet or moisture damaged include, but are not limited to, discoloration, sagging, or irregular shape.

2. Indications that panels are mold damaged include, but are not limited to, fuzzy or splotchy surface contamination and discoloration.

END OF SECTION 092900
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SECTION 099123

INTERIOR PAINTING
PART 1 - GENERAL

1.1 SUMMARY
A. Section includes surface preparation and the application of paint systems on the following interior substrates:

1. Wood.

2. Gypsum board.

1.2 DEFINITIONS
A. Gloss Level 1: Not more than 5 units at 60 degrees and 10 units at 85 degrees, according to ASTM D 523.

B. Gloss Level 2: Not more than 10 units at 60 degrees and 10 to 35 units at 85 degrees, according to ASTM D 523.

C. Gloss Level 3: 10 to 25 units at 60 degrees and 10 to 35 units at 85 degrees, according to ASTM D 523.

D. Gloss Level 4: 20 to 35 units at 60 degrees and not less than 35 units at 85 degrees, according to ASTM D 523.

E. Gloss Level 5: 35 to 70 units at 60 degrees, according to ASTM D 523.

F. Gloss Level 6: 70 to 85 units at 60 degrees, according to ASTM D 523.

G. Gloss Level 7: More than 85 units at 60 degrees, according to ASTM D 523.

1.3 ACTION SUBMITTALS
A. Product Data: For each type of product. Include preparation requirements and application instructions.

B. Samples for Verification: For each type of paint system and in each color and gloss of topcoat.

1. Submit Samples on rigid backing, 8 inches (200 mm) square.

2. Step coats on Samples to show each coat required for system.

3. Label each coat of each Sample.

4. Label each Sample for location and application area.

C. Product List: For each product indicated, include the following:

1. Cross-reference to paint system and locations of application areas. Use same designations indicated on Drawings and in schedules.

2. Printout of current "MPI Approved Products List" for each product category specified in Part 2, with the proposed product highlighted.

3. VOC content.
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1.4 MAINTENANCE MATERIAL SUBMITTALS
A. Furnish extra materials, from the same product run, that match products installed and that are packaged with protective covering for storage and identified with labels describing contents.

1. Paint: 5 percent, but not less than 1 gal. (3.8 L) of each material and color applied.

1.5 DELIVERY, STORAGE, AND HANDLING
A. Store materials not in use in tightly covered containers in well-ventilated areas with ambient temperatures continuously maintained at not less than 45 deg F (7 deg C).

1. Maintain containers in clean condition, free of foreign materials and residue.

2. Remove rags and waste from storage areas daily.

1.6 FIELD CONDITIONS
A. Apply paints only when temperature of surfaces to be painted and ambient air temperatures are between 50 and 95 deg F (10 and 35 deg C).

B. Do not apply paints when relative humidity exceeds 85 percent; at temperatures less than 5 deg F (3 deg C) above the dew point; or to damp or wet surfaces.

PART 2 - PRODUCTS

2.1 MANUFACTURERS
A. Products: Subject to compliance with requirements, provide product listed in other Part 2 articles for the paint category indicated.

2.2 PAINT, GENERAL
A. MPI Standards: Provide products that comply with MPI standards indicated and that are listed in its "MPI Approved Products List." B. Material Compatibility:

1. Provide materials for use within each paint system that are compatible with one another and substrates indicated, under conditions of service and application as demonstrated by manufacturer, based on testing and field experience.

2. For each coat in a paint system, provide products recommended in writing by manufacturers of topcoat for use in paint system and on substrate indicated. C. Colors: Match Architect's samples.

1. Approximately 30 percent of surface area will be painted with deep tones.

2.3 PRIMERS/SEALERS
A. Primer, Latex, for Interior Wood: Dunn-Edwards, Inter-Kote acrylic enamel undercoat W6325, MPI #39. 325 of 983

1. Physical Properties:

Physical Properties Spec
Resin Type 100% acrylic
Solids by Volume 40% +/-2%
EG Free Yes
VOC 50 g/L
RAVOC
Conforms to LEED 2009 IEQ Credit 4.2
B. Primer Sealer, Latex, Interior: Dunn-Edwards, Vinylastic Select VNSL00, MPI #50.

1. Physical Properties:

Physical Properties Spec
Resin Type Acrylic Copolymer
Solids by Volume 30% +/-2%
EG Free Yes
VOC 20 g/L
RAVOC 10 g/L
Conforms to LEED 2009 IEQ Credit 4.2

2. Testing:

Test Results
Water Resistance per MPI #50
Detailed Performance
Specification
No blistering, peeling, loss of adhesion after
submerged 4 hours in water
Enamel holdout per MPI #50
Detailed Performance
Specification
<10% gloss difference between coated, uncoated
charts
Hiding Power per MPI #50
Detailed Performance
Specification
Contrast ratio greater than 95
EPR 2

2.4 WATER-BASED PAINTS
A. Latex, Interior, Eggshell, (Gloss Level 3): Dunn-Edwards, Spartawall SWLL30. MPI #52.

1. Physical Properties:

Physical Properties Spec
Resin Type Acrylic
Solids by Volume 36% +/-2%
EG Free Yes
VOC 50 g/L
RAVOC 30 g/L
Conforms to LEED 2009 IEQ Credit 4.2

2. Testing:
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Test Results
Scrubbability per MPI #52
Detailed Performance Standard
2,000 Scrubs with no breakthrough of the film and no
more than 25% loss of gloss measured at 85 degrees
Hide per ASTM D2805 Rating of 98 or higher
EPR 3.0
PART 3 - EXECUTION

3.1 EXAMINATION
A. Examine substrates and conditions, with Applicator present, for compliance with requirements for maximum moisture content and other conditions affecting performance of the Work.

B. Maximum Moisture Content of Substrates: When measured with an electronic moisture meter as follows:

1. Wood: 15 percent.

2. Gypsum Board: 12 percent.

C. Gypsum Board Substrates: Verify that finishing compound is sanded smooth.

D. Verify suitability of substrates, including surface conditions and compatibility with existing finishes and primers.

E. Proceed with coating application only after unsatisfactory conditions have been corrected.

1. Application of coating indicates acceptance of surfaces and conditions.

3.2 PREPARATION
A. Comply with manufacturer's written instructions and recommendations in "MPI Manual" applicable to substrates indicated.

B. Remove hardware, covers, plates, and similar items already in place that are removable and are not to be painted. If removal is impractical or impossible because of size or weight of item, provide surface -applied protection before surface preparation and painting.

1. After completing painting operations, use workers skilled in the trades involved to reinstall items that were removed. Remove surface-applied protection if any.

C. Clean substrates of substances that could impair bond of paints, including dust, dirt, oil, grease, and incompatible paints and encapsulants.

1. Remove incompatible primers and reprime substrate with compatible primers or apply tie coat as required to produce paint systems indicated.

D. New Wood Subtrates:
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1. Scrape and clean knots and apply coat of knot sealer before applying primer.

2. Sand surfaces that will be exposed to view, and dust off.

3. Prime edges, ends, faces, undersides, and backsides of wood.

4. After priming, fill holes and imperfections in the finish surfaces with putty or plastic wood filler.

Sand smooth when dried.

3.3 APPLICATION
A. Apply paints according to manufacturer's written instructions and to recommendations in "MPI Manual."

1. Use applicators and techniques suited for paint and substrate indicated.

2. Paint surfaces behind movable equipment and furniture same as similar exposed surfaces. Before final installation, paint surfaces behind permanently fixed equipment or furniture with prime coat only.

3. Paint front and backsides of access panels, removable or hinged covers, and similar hinged items to match exposed surfaces.

4. Do not paint over labels of independent testing agencies or equipment name, identification, performance rating, or nomenclature plates.

5. Primers specified in painting schedules may be omitted on items that are factory primed or factory finished if acceptable to topcoat manufacturers.

B. If undercoats or other conditions show through topcoat, apply additional coats until cured film has a uniform paint finish, color, and appearance.

C. Apply paints to produce surface films without cloudiness, spotting, holidays, laps, brush marks, roller tracking, runs, sags, ropiness, or other surface imperfections. Cut in sharp lines and color breaks.

D. Painting Fire Suppression, Plumbing, HVAC, Electrical, Communication, and Electronic Safety and Security Work:

1. Paint the following work where exposed in equipment rooms:
a. Uninsulated metal piping
b. Uninsulated plastic piping
c. Pipe hangers and supports
d. Metal conduit
e. Tanks that do not have factory-applied final finishes f. Duct, equipment, and pipe insulation having cotton or canvas insulation covering or other paintable jacket material.

2. Paint the following work where exposed in occupied spaces:
a. Equipment, including panelboards
b. Uninsulated metal piping
c. Uninsulated plastic piping
d. Pipe hangers and supports
e. Metal conduit
f. Plastic conduit
g. Duct, equipment, and pipe insulation having cotton or canvas insulation covering or other paintable jacket material
h. Other items as directed by Architect
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3. Paint portions of internal surfaces of metal ducts, without liner, behind air inlets and outlets that are visible from occupied spaces.

3.4 FIELD QUALITY CONTROL
A. Dry Film Thickness Testing: Owner may engage the services of a qualified testing and inspecting agency to inspect and test paint for dry film thickness.

1. Contractor shall touch up and restore painted surfaces damaged by testing.

2. If test results show that dry film thickness of applied paint does not comply with paint manufacturer's written recommendations, Contractor shall pay for testing and apply additional coats as needed to provide dry film thickness that complies with paint ma nufacturer's written recommendations.

3.5 CLEANING AND PROTECTION
A. At end of each workday, remove rubbish, empty cans, rags, and other discarded materials from Project site.

B. After completing paint application, clean spattered surfaces. Remove spattered paints by washing, scraping, or other methods. Do not scratch or damage adjacent finished surfaces.

C. Protect work of other trades against damage from paint application. Correct damage to work of other trades by cleaning, repairing, replacing, and refinishing, as approved by Architect, and leave in an undamaged condition.

D. At completion of construction activities of other trades, touch up and restore damaged or defaced painted surfaces.

3.6 INTERIOR PAINTING SCHEDULE
A. Wood Substrates: Including wood trim and architectural woodwork.

1. Latex System:
a. Prime Coat: Primer, latex, for interior wood, Dunn-Edwards, Inter-Kote W6325. b. Intermediate Coat: Latex, interior, matching topcoat. c. Topcoat: Latex, interior, eggshell, Dunn-Edwards, Spartawall SWLL30, (Gloss Level 3).

B. Gypsum Board Substrates:

1. Latex System:
a. Prime Coat: Primer sealer, latex, interior, Dunn-Edwards, Vinylastic Select VNSL00, MPI #50.
b. Intermediate Coat: Latex, interior, matching topcoat. c. Topcoat: Latex, interior, eggshell, Dunn-Edwards, Spartawall SWLL30 (Gloss Level 3), MPI #52.

END OF SECTION 099123
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SECTION 260010

BASIC ELECTRICAL REQUIREMENTS
PART 1 - GENERAL

1.01 SUMMARY
A. Table of Contents, Division 26 - Electrical:

SECTION NO. SECTION TITLE
260010 BASIC ELECTRICAL REQUIREMENTS
260519 BUILDING WIRE AND CABLE
260531 CONDUIT
260553 ELECTRICAL IDENTIFICATION
262726 WIRING DEVICES
B. Work included: This Section includes general administrative and procedural requirements for Division

26. The following administrative and procedural requirements are included in this Section to supplement the requirements specified in Division 01.

1. Quality assurance.

2. Definition of terms.

3. Submittals.

4. Coordination.

5. Record documents.

6. Operation and maintenance manuals.

7. Rough-in.

8. Electrical installation.

9. Cutting, patching, painting, and sealing.

10. Field quality control.

11. Cleaning.

12. Project closeout.

C. Related Work: Consult all other Sections, determine the extent and character of related Work, and properly coordinate Work specified herein with that specified elsewhere to produce a complete and operable installation.

1. General and supplementary conditions: Drawings and general provisions of Contract and Division 01 of the Specifications, apply to all Division 26 Sections.

2. Selective demolition: Nondestructive removal of materials and equipment for reuse or salvage as indicated. Also dismantling electrical materials and equipment made obsolete by these installations. Refer to Division 02, Selective Demolition.

3. Concrete work: Include forming, steel bar reinforcing, cast-in- place concrete, finishing and grouting as required for underground conduit encasement, light pole foundations, pull box slabs, vaults, housekeeping pads, etc. Also includes
setting of floor boxes in existing concrete slabs, saw-cutting of existing slabs and grouting of conduits in saw-cut. Refer to Division 03, Concrete.

4. Miscellaneous metal work: Include fittings, brackets, backing, supports, rods, welding and pipe as required for support and bracing of raceways, luminaires, panelboards, distribution boards, switchboards, motor control centers, etc. Refer to Division 05, Miscellaneous Metals.

5. Painting: Include surface preparation, priming and finish coating as required for electrical cabinets, exposed conduit, pull and junction boxes, etc. where indicated as field painted in this Division. Refer to Division 09, Painting.
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1.02 QUALITY ASSURANCE

1. Reference to Codes, Standards, Specifications and recommendations of technical societies, trade organizations and governmental agencies shall mean that latest edition of such publications adopted and published prior to submittal of the bid. Such codes or standards shall be considered a part of this Specification as though fully repeated herein.

2. When codes, standards, regulations, etc. allow Work of lesser quality or extent than is specified under this Division, nothing in said codes shall be construed or inferred authority for reducing the quality, requirements, or extent of the Contract Documents. The Contract Documents address the minimum requirements for construction.

3. Work shall be performed in accordance with all applicable requirements of the latest edition of all governing codes, rules and regulations including but not limited to the following minimum standards, whether statutory or not:

1. California Electrical Code (CEC).

2. California Building Code (CBC).

3. California Fire Code (CFC).

4. Standards: Equipment and materials specified under this Division shall conform to the following standards where applicable:

ACI American Concrete Institute
ANSI American National Standards Institute
ASTM American Society for Testing Materials
CBM Certified Ballast Manufacturers
FS Federal Specification
IEEE Institute of Electrical and Electronics Engineers, Inc.

IPCEA Insulated Power Cable Engineer Association
NEMA National Electrical Manufacturer's Association
UL Underwriters' Laboratories

5. Independent Testing Agency qualifications:

1. Testing Agency shall be an independent testing organization that will function as an unbiased authority, professionally independent of Manufacturer, Supplier and Contractor, furnishing and installing equipment or system evaluated by Testing Agency.

2. Testing Agency shall be regularly engaged in the testing of electrical equipment, devices, installations, and systems.

3. Testing Agency shall meet Federal Occupational Safety and Health Administration (OSHA) requirements for accreditation of independent testing laboratories, Title 9, Part 1907.

4. On-site technical personnel shall be currently certified by the International Electrical Testing Association in electrical power distribution system testing.

5. Testing Agency shall use technicians who are regularly employed by the firm for testing services.

6. Contractor shall submit proof of above Testing Agency qualifications with bid documentation upon request.

6. All base material shall be ASTM and/or ANSI standards.

7. All electrical apparatus furnished under this Section shall conform to NEMA standards and the CEC and bear the UL label where such label is applicable.

8. Certify that each welder performing Work has satisfactorily passed AWS qualification tests for welding processes involved and, if pertinent, has undergone re-certification.

1.03 DEFINITION OF TERMS
A. The following list of terms as used in the Division 26 documents shall be defined as follows:

1. "Provide": Shall mean furnish, install, and connect unless otherwise indicated. 331 of 983

2. "Furnish": Shall mean purchase and deliver to Project site.

3. "Install": Shall mean to physically install the items in-place.

4. "Connect": Shall mean make final electrical connections for a complete operating piece of equipment.

5. "As directed": Shall be as directed by the Owner or their authorized Representative.

6. "Utility Companies": Shall mean the company providing electrical, telephone or cable television services to the Project.

1.04 SUBMITTALS
A. Format: Furnish submittal data in electronic format for each Specification Section with a table of contents listing materials by Section and paragraph number.

B. Submittals shall consist of detailed Shop Drawings, Specifications, block wiring diagrams, "catalog cuts" and data sheets containing physical and dimensional information, performance data, electrical characteristics, materials used in fabrication and material finish. Clearly indicate by arrows or brackets precisely what is being submitted on and those optional accessories which are included and those which are excluded. Furnish quantities of each submittal as noted in Division 01.

C. Each submittal shall be labeled with the Specification Section Number and shall be accompanied by a cover letter or shall bear a stamp stating that the submittal has been thoroughly reviewed by the Contractor and is in full compliance with the requirements of the Contract Documents or provide a Specification Section line-byline compliance response statement with detailed exception/ deviation response statements for all applicable provisions for the applicable Specification Section. Any Specification Section lines without a detailed exception/ deviation response statement shall be treated as the Contractor or Vendor is submitting in full
compliance with the applicable Specification Section requirements. Cover letters shall list in full the items and data submitted. Failure to comply with this requirement shall constitute grounds for rejection of data.

D. Review of submittals is for general conformance to design concept and general compliance with the Specification Sections. Submittal Review Comments do not imply waiver of Specifications Section requirements unless specifically noted.

E. All resubmittals shall include a cover letter that lists the action taken and revisions made to each Drawing and equipment data sheet in response to Submittal Review Comments. Resubmittal packages will not be reviewed unless accompanied by this cover letter. Failure to include this cover letter will constitute rejection of the resubmittal package.

1.05 COORDINATION
A. Discrepancies:

1. In the event of discrepancies within the Contract Documents, the Engineer shall be so notified, within sufficient time, as delineated in Division 01, prior to the Bid Opening to allow the issuance of an Addendum.

2. If, in the event that time does not permit notification or clarification of discrepancies prior to the Bid Opening, the following shall apply: The Drawings govern in matters of quantity and the Specifications govern in matters of quality. In the event of conflict within the Drawings involving quantities or within the Specifications involving quantities or within the Specifications involving quality, the greater quantity and higher quality shall apply. Such discrepancies shall be noted and clarified in the Contractor's Bid. No additional allowances will be made because of errors, ambiguities or omissions that reasonably should have been discovered during the preparation of the Bid.

B. Project conditions:

1. Examination of Project site: The Contractor shall visit the Project site and thoroughly review the locale, working conditions, conflicting utilities, and the conditions in which the Electrical Work will take place. Verify all existing conditions in the field. No allowances will be made subsequently for any costs that may be incurred because of any error or omission due to failure to 332 of 983
examine the Project site and to notify the Engineer of any discrepancies between Contract Documents and actual Project site conditions.

2. Protection: Keep conduits, junction boxes, outlet boxes and other openings closed to prevent entry of foreign matter. Cover fixtures, equipment, devices, and apparatus and protect them against dirt, paint, water, chemical or mechanical damage, before and during construction period. Prior to final acceptance, restore to original condition any fixture, apparatus or equipment damaged including restoration of damaged factory applied painted finishes. Protect bright finished surfaces and similar items until in service. No rust or damage will be permitted.

3. Supervision: Contractor shall personally or through an authorized and competent representative constantly supervise the Work from beginning to completion and, within reason, keep the same foreman and workmen on the Project throughout the Project duration.

C. Preparation:

1. Drawings:
a. Layout: General layout indicated on the Drawings shall be followed except where other Work may conflict with the Drawings.
b. Accuracy: Drawings for the Work under this Section are essentially diagrammatic within the constraints of the symbology applied.

1.06 RECORD DOCUMENTS
A. Provide Project Record Drawings as described herein:

1. Drawings shall fully represent installed conditions including actual locations of outlets, true panelboard connections following phase balancing routines, correct conduit, and wire sizing as well as routing, revised luminaire schedule listing Manufacturers and products installed and revised panel schedules.

Contractor shall record all changes in the Work during the course of construction on blue or black line prints.

These prints shall be made subject of monthly review by the Owner's Representative to ascertain that they are current. If not current, monthly payments may be withheld.

B. Panel schedules:

1. Typewritten panel schedules shall be provided for panelboards indicating the loads served and the correct branch circuit number. Schedules shall be prepared on forms provided by the Manufacturer and inserted in the pocket of the inner door of each panelboard.

PART 2 - PRODUCTS (NOT APPLICABLE)
PART 3 - EXECUTION

3.01 ROUGH-IN
A. Contractor shall verify lines, levels and dimensions indicated on the Drawings and shall be responsible for the accuracy of the setting out of Work and for its strict conformance with existing conditions at the Project site.

B. Verify final locations for rough ins with field measurements and with the requirements for the actual equipment to be connected.

C. Refer to equipment specification in Divisions 22 through 33 for rough-in requirements.

3.02 ELECTRICAL INSTALLATION
A. Preparation, sequencing, handling, and installation shall be in accordance with Manufacturer's written instructions and technical data particular to the product specified and/or accepted equal except as otherwise specified. Comply with the following requirements:

1. Shop Drawings prepared by Manufacturer.
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2. Verify all dimensions by field measurements.

3. Arrange for chases, slots, and openings in other building components during progress of construction, to allow for electrical installations.

4. Coordinate the installation of required supporting devices and sleeves to be set in poured -in-place concrete and other structural components, as they are constructed.

5. Sequence, coordinate and integrate installations of electrical materials and equipment for efficient flow of the Work. Give attention to large equipment requiring positioning prior to closing in the building.

6. Where mounting height is not detailed or dimensioned, contact the Architect for direction prior to proceeding with rough-in.

7. Install systems, materials, and equipment to conform with approved submittal data, including coordination Drawings, to greatest extent possible. Conform to arrangements indicated by the Contract Documents, recognizing that portions of the Work are indicated only in diagrammatic form. Where coordination requirements conflict with individual system requirements, refer conflict to the Architect.

8. Install systems, materials, and equipment level and plumb, parallel, and perpendicular to other building systems and components, where installed exposed in finished spaces.

9. Install electrical equipment to facilitate servicing, maintenance and repair or replacement of equipment components. As much as practical, connect equipment for ease of disconnecting, with minimum of interference with other installations.

10. Coordinate electrical systems, equipment, and materials installations with other building components.

11. Provide access panel or doors where devices or equipment are concealed behind finished surfaces.

Furnish and install access doors per the requirements of Division 08.

12. Install systems, materials and equipment giving right-of-way priority to other systems that are required to maintain a specified slope.

13. Conform to the National Electrical Contractors Association "Standard of Installation" for general installation practice.

3.03 CUTTING, PATCHING, PAINTING AND SEALING
A. Structural members shall in no case be drilled, bored, or notched in such a manner that will impair their structural value. Cutting of holes, if required, shall be done with core drill and only with the approval of the Architect and Structural Engineer.

B. Protection of Installed Work: During cutting and patching operations, protect adjacent installations.

3.04 FIELD QUALITY CONTROL
A. General testing requirements:

1. The purpose of testing is to ensure that all tested electrical equipment, both Contractor and Owner supplied, is operational and within industry and Manufacturer’s tolerances and is installed in accordance with design Specifications.

2. Tests and inspections shall determine suitability for energization.

3. Perform tests in presence of the Owner's Representative and furnish test equipment, facilities and technical personnel required to perform tests.

4. Tests shall be conducted during the construction period and at completion to determine conformity with applicable codes and with these Specifications. 334 of 983
B. Tests: In addition to specific system test described elsewhere, tests shall include:

1. Circuit numbering verification: Select on a random basis, various circuit breakers within the panelboards and cycle them on and off to verify compliance of the typed panel directories with actual field wiring.

2. Voltage check:
a. At completion of job, check voltage at several points of utilization on the system that has been installed under this Contract. During test, energize all installed loads. b. If proper voltage cannot be obtained, inform the Owner and the serving Utility Company.

C. Contractor shall provide test power required when testing equipment before service energization and coordinate availability of test power with General Contractor after service energization. The Contractor shall provide any specialized test power as needed or specified herein.

D. Testing safety and precautions:

1. Safety practices shall include the following requirements:
a. Applicable State and Local safety operating procedures. b. OSHA.
c. NSC.
d. NFPA 70E.

2. All tests shall be performed with apparatus de-energized and grounded except where otherwise specifically required ungrounded by test procedure.

E. Calibration of test equipment:

1. Testing Agency shall have calibration program that assures test instruments are maintained within rated accuracy.

2. Instruments shall be calibrated in accordance with the following frequency schedule:
a. Field instruments: Analog, 6-months maximum; Digital, 12-months maximum. b. Laboratory instruments: 12-months.
c. Leased specialty equipment: 12-months where accuracy is guaranteed by lessor.

3. Dated calibration labels shall be visible on test equipment.

4. Records, which show date and results of instruments calibrated or tested, must be kept up to date.

5. Up-to-date instrument calibration instructions and procedures shall be maintained for test instrument.

6. Calibration standards shall be of higher accuracy than instrument tested.

7. Equipment used for field testing shall be more accurate than instrument being tested.

F. Coordinate with General Contractor regarding testing schedule and availability of equipment ready for testing.

G. Notify Owner and Engineer one week in advance of any testing.

H. Any products which fail during the tests or are ruled unsatisfactory by the Owner's Representative shall be replaced, repaired, or corrected as prescribed by the Owner's Representative at the expense of the Contractor. Tests shall be performed after repairs, replacements or corrections until satisfactory performance is demonstrated.

I. Testing Agency shall maintain written record of tests and shall assemble and certify final test report.

J. Include all test results in the maintenance manuals.

3.05 CLEANING
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A. Prior to energizing of electrical equipment, the Contractor shall thoroughly clean the interior of enclosures from construction debris, scrap wire, etc. using Manufacturer's approved methods and materials.

B. Upon completion of Project, prior to final acceptance, the Contractor shall thoroughly clean both the interior and exterior of all electrical equipment per Manufacturers approved methods and materials.

Remove paint splatters and other spots, dirt, and debris.

C. Touch-up paint any marks, blemishes or other finish damage suffered during installation.

END OF SECTION
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SECTION 260519 - BUILDING WIRE AND CABLE
PART 1 - GENERAL

1.1 SUMMARY
A. Work included: Labor, materials, and equipment necessary to complete the installation required for the item specified under this Division, including but not limited to:

1. Building wire.

B. Related Work: Consult all other Sections, determine the extent and character of related Work, and properly coordinate Work specified herein with that specified elsewhere to produce a complete installation.

1.2 REFERENCES
A. Comply with the latest edition of the following applicable Specifications and standards except as otherwise indicated or specified:

1. Underwriters Laboratories, Inc. (UL):

UL 44; Thermoset-Insulated Wires and Cables.

UL 83; Thermoplastic-Insulated Wires and Cables.

2. National Electrical Manufacturer Association (NEMA):

NEMA WC-70; Power Cables Rated 2,000 V or Less for the Distribution of Electrical Energy.

3. Institute of Electrical and Electronic Engineers (IEEE):

IEEE 82; Test Procedure for Impulse Voltage Tests on Insulated Conductors.

IEEE 576; Recommended Practice for Installation, Termination, and Testing of Insulated Power Cable as Used in Industrial and Commercial Applications.

1.3 SUBMITTALS
A. Submit in accordance with the requirements of Section 260010: Basic Electrical Requirements, the following items:

1. Data/catalog cuts for each product and component specified herein, listing all physical and electrical characteristics and ratings indicating compliance with all listed standards.

2. Clearly mark on each data sheet the specific item(s) being submitted and the proposed application.

3. Submit Manufacturer's installation instructions.

4. Final test results.

1.4 QUALITY ASSURANCE
A. All materials, equipment and parts comprising the units specified herein shall be new, unused, and currently under production.

B. Only products and applications listed in this Section may be used on the Project unless otherwise submitted.

C. Independent Testing Agency qualifications: Refer to Section 260010: Basic Electrical Requirements.

PART 2 - PRODUCTS

2.1 MANUFACTURERS
A. Products furnished by the following Manufacturers shall be acceptable if in compliance with all features specified herein and indicated on the Drawings.

1. Building wire:
a. Cerrowire
b. General Cable
c. Southwire Company

2. Wiring connectors and terminations:
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a. 3M Company.
b. Ideal.
c. Blackburn-Holub.
d. Burndy.
e. Thomas & Betts Corp.

B. Substitutions: Under provisions of Section 260010: Basic Electrical Requirements.

2.2 BUILDING WIRE
A. Conductor material:

1. Provide annealed copper for all wire, conductor, and cable, unless otherwise indicated.

2. Copper wire AWG #10 and smaller may be solid or stranded as best suited for the installation.

B. Insulation material:

1. All insulated wire, conductor and cable shall be 600 volt rated, unless otherwise noted on the Drawings.

2. Thermoplastic-insulated building wire.

3. Rubber-insulated building wire.

4. Copper feeders and branch circuits #6 AWG and smaller: Type TW, THW-2, XHHW-2 or dual rated THHN/THWN-2.

2.3 WIRING CONNECTIONS AND TERMINATIONS
A. Bolted pressure connectors: Provide wide range-taking connectors with cast bronze compression bolts, designed for parallel taps, tees, crosses or end-to-end connections.

B. Electrical spring wire connectors:

1. Provide multi-part construction incorporating a non-restricted, zinc coated square crosssection steel spring enclosed in a steel sheet with an outer jacket of plastic and insulating skirt.

2. Self-striping pigtail and tap U-contact connectors shall not be used.

C. Push-in wire connectors:

1. Multi-port push-in wire connectors for a maximum of 8-wires, as required for specific application.

Connectors are manufactured to accommodate a wide range of sizes with either solid or stranded conductors, up to a maximum wire size of #10 AWG. Low insertion force required for ease of installation.

2. Housing shall be 105-degrees C and transparent for visual connection verification.

3. 600 volt maximum rating with copper contacts.

4. UL Listed to UL 486C and UL 467 Listed for grounding and bonding applications.

D. Mechanical conductor connectors:

1. Multi-port conductor connectors as required for specific application. Connectors are manufactured to accommodate a wide range of sizes with either solid or stranded conductors, up to a maximum wire size of #750 kCMIL.

2. Dual rated AL9CU for copper and aluminum conductors.

3. Conductor ports pre-filled with oxide inhibitor.

4. 600 volt maximum rating.

5. UL Listed to 486A/B for dry applications, UL 486D for underground, damp or wet applications, and UL 467 Listed for grounding and bonding applications.

E. Compression type terminating lugs:
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1. Provide tin-plated copper high-compression type lugs for installation with hand or hydraulically operated circumference-crimping tools and dies as stipulated by the lug Manufacturer or as indicated on Drawings. Notch or single point type crimping is NOT acceptable.

2. Two-hole, long barrel lugs shall be provided for size #4/0 and larger wire where terminated to bus bars. Use minimum of three crimps per lug, on sizes where possible.

F. Terminal strips:

1. Provide box type terminal strips in the required quantity plus 25% spare. Install in continuous rows in terminal cabinets.

2. Use the box type terminal strips with barrier open backs and with ampere ratings as required.

3. Identify all terminals with numbering sequence being used for a system.

G. Crimp type connectors:

1. Provide insulated fork or ring crimp terminals with tinned electrolytic copperbrazed barrel with funnel wire entry and insulation support

2. Fasten crimp type connectors or terminals using a crimping tool recommended by the connector Manufacturer.

3. Provide insulated overlap splices with tinned seamless electrolytic copper barrel with funnel wire entry and insulation support.

4. Provide insulated butt splices with tinned seamless electrolytic copper barrel with center stop, funnel wire entry and insulation support.

H. Cable ties: Provide harnessing and point-to-point wire bundling with nylon cable ties. All cable ties shall be installed using tool supplied by Manufacturer of ties.

I. Wire lubricating compound:

1. UL listed for the wire insulation and conduit type and shall not harden or become adhesive.

2. Shall not be used on wire for isolated type electrical power systems.

J. Bolt termination hardware:

1. Bolts shall be plated, medium carbon steel heat-treated, quenched and tempered equal to ASTM A-325 or SAE grade 5; or silicon bronze alloy ASTM B-9954 Type B.

2. Nuts shall be heavy semi-finished hexagon, conforming to ANSI B18.2.2, threads to be unified coarse series (UNC), class 2B steel or silicon bronze alloy.

3. Flat washers shall be steel or silicon bronze, Type A plain standard wide series, confirming to ANSI B27.2. SAE or narrow series shall not be used.

4. Belleville conical spring washers shall be hardened steel, cadmium plated or silicon bronze.

5. Each bolt connecting lug(s) to a terminal or bus shall not carry current exceeding the following values:
a. 1/4" bolt: 125 amps
b. 5/16" bolt: 175 amps
c. 3/8" bolt: 225 amps
d. 1/2" bolt: 300 amps
e. 5/8" bolt: 375 amps
f. 3/4" bolt: 450 amps
PART 3 - EXECUTION

3.1 EXAMINATION
A. Contractor shall thoroughly examine Project site conditions for acceptance of wire and cable installation 339 of 983
to verify conformance with Manufacturer and Specification tolerances. Do not commence with installation until all conditions are made satisfactory.

3.2 APPLICATION
A. All wire, conductor and cable with their respective connectors, fittings and supports shall be UL listed for the installed application and ambient condition. B. Minimum conductor size:

1. Provide minimum AWG #12 for all power and lighting branch circuits. C. Color coding:

1. For 120/208 volt, 3-phase, 4-wire systems:
a. Phase A - Black
b. Phase B - Red
c. Phase C - Blue
d. Neutral - White
e. Ground - Green

2. Grounded neutral conductors #6 AWG or smaller must be color coded with a white or gray continuous outer finish (no taping). Grounded conductors #4 AWG or larger are allowed to be taped for identification.

3.3 WIRING METHODS
A. Install wires and cables in accordance with Manufacturer's written instructions, CEC Article 310 Part III, as indicated on Drawings and as specified herein.

B. Install all single conductors in raceway system, unless otherwise noted.

C. Parallel circuit conductors and terminations shall be equal in length and identical in all ways.

D. Provide adequate length of conductors within electrical enclosures and train the conductors to terminal points with no excess. Bundle multiple conductors, with conductors larger than #10 AWG cabled in individual circuits. Make terminations so there is no bare conductor at the terminal.

E. 20 amp power and lighting branch circuit containing no more than four (4) current carrying conductors (phases and neutrals). Use #10 AWG conductor for 120/208 volt circuits located outside a 75 -foot radius of panel source and, unless otherwise noted.

F. Neatly form, train, and tie the cables in individual circuits. For panelboards, cabinets, wireways, switches, and equipment assemblies.

3.4 WIRING INSTALLATION IN RACEWAYS
A. Install wire in raceway in accordance with IEEE 576, Manufacturer’s written instructions, as indicated on the Drawings and as specified herein after interior of building has been physically protected from the weather and all mechanical Work likely to injure conductors has been completed. Pull all conductors into a raceway at the same time. Exercise care in pulling conductors so that insulation is not damaged. Use UL listed, non-petroleum base and insulating type pulling compound as needed.

B. Completely and thoroughly swab raceway system before installing conductors.

C. Do not use block and tackle, power driven winch or other mechanical means for pulling conductors of size smaller than #1 AWG. D. Wire pulling:

1. Provide installation equipment that will prevent the cutting or abrasion of insulation during pulling of cables.

2. Use rope made of nonmetallic material for pulling feeders.

3. Attach pulling lines for feeders by means of either woven basket grips or pulling eyes attached directly to the conductors.

4. Pull in together multiple conductors or cables in a single conduit.

5. Pulling tensions and sidewall pressures shall not exceed 60% of the manufacturer’s recommended maximum values. Pulling tension shall be continuously monitored during the pull by a calibrated 340 of 983
dynamometer. If pulling tension is exceeded during the pull, immediately notify the engineer to determine if the cables will be considered damaged and require contractor replacement.

E. Install and test all cables in accordance with Manufacturer's instructions and warranty.

3.5 WIRE SPLICES, JOINTS AND TERMINATION
A. Join and terminate wire, conductors, and cables in accordance with the equipment UL Listing, CEC and Manufacturer's instructions.

B. Thoroughly clean wires before installing lugs and connectors.

C. Make splices, taps and terminations to carry full ampacity of conductors without perceptible temperature rise.

D. Splices and terminations shall be made mechanically and electrically secure.

E. Branch circuits (#10 AWG and smaller):

1. Connectors: Solderless, screw-on, reusable spring pressure cable type, 600 volt, 105-degree C. with integral insulation, approved for copper conductors.

2. The integral insulator shall have a skirt to completely cover the stripped wires.

3. The number, size and combination of conductors as listed on the Manufacturers packaging shall be strictly complied with.

F. Termination hardware assemblies:

1. AL/CU lugs connected to aluminum plated or copper buss, shall be secured using a steel bolt, flat washer (two per bolt), Belleville washer and nut.

2. Copper lugs connected to copper bus, shall be secured using silicon bronze alloy bolt, flat washer (two per bolt), Belleville washer and nut.

3. The crown of Belleville washers shall be under the nut.

4. Bolt assemblies shall be torque to Manufacturer recommendation. Where manufacture recommendations are not obtainable, the following values shall be used:
a. 1/4" - 20 bolt at 80-inch pounds torque.
b. 5/16" - 18 bolt at 180-inch pounds torque.
c. 3/8" - 16 bolt at 20-foot pounds torque.
d. 1/2" - 13 bolt at 40-foot pounds torque.
e. 5/8" - 11 bolt at 55-foot pounds torque.
f. 3/4" - 10 bolt at 158-foot pounds torque.

3.6 IDENTIFICATION
A. Refer to Section 260553: Electrical Identification for additional requirements.

B. Securely tag all branch circuits. Mark conductors with specified vinyl wrap-around markers. Where more than two conductors run through a single outlet, mark each conductor with the corresponding circuit number.

3.7 FIELD QUALITY CONTROL
A. Independent testing: Contractor shall arrange and pay for the services of an independent Testing Agency to perform all quality control electrical testing required herein. Independent Testing Agency shall meet the requirements as outlined in Section 260010: Basic Electrical Requirements.

B. Prefunctional testing:

1. Visual and mechanical inspection:
a. Compare cable data with Contract Documents.
b. Inspect exposed sections of wires and cables for physical damage and proper connections. 341 of 983
c. Verify tightness of accessible bolted connections with calibrated torque wrench in accordance with Manufacturer’s published data.
d. Inspect compression applied connectors for correct cable match and indention. e. Verify visible cable bend meet or exceed ICEA and Manufacturer’s minimum allowable bending radius.
f. If cables are terminated through window type current transformers, inspect to verify neutral and ground conductors are correctly placed for operation of protective devices. g. Ensure wire and cable identification has been installed as specified herein.

2. Electrical testing:
a. Contractor shall perform feeder and branch circuit insulation test after installation and prior to connection to utilization devices such as fixtures, motors, or appliances. Testing shall be as follows:
1) 10% of all branch circuits at each individual panelboard. b. Perform insulation-resistance test using megohm meter with applied potential of 1000 volt DC for a continuous duration of 60-seconds. Test conductors’ phase-to-phase and phase-toground. Conductors shall test free from shortcircuit and ground faults. c. Perform continuity test of all feeder and branch circuits to ensure correct cable connections.

Test all neutrals for improper grounds.
d. Contractor shall furnish instruments, materials, and labor for these tests.

3. Test values: Investigate resistance values less than 50-megohms.

4. Furnish test results in typewritten report form for review and inclusion in the operation and maintenance manuals.

END OF SECTION
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SECTION 260526

GROUNDING AND BONDING
PART 1 - GENERAL

1.01 SUMMARY
A. Work included: Labor, materials, and equipment necessary to complete the installation required for the item specified under this Division, including but not limited to:

1. Power system grounding.

2. Electrical equipment and raceway grounding and bonding.

B. Related Work: Consult all other Sections, determine the extent and character of related Work, and properly coordinate Work specified herein with that specified elsewhere to produce a complete installation.

1. Division 05: Building Steel.

2. Division 22: Cold Water Piping.

1.02 REFERENCES
A. Comply with the latest edition of the following applicable Specifications and standards except as otherwise indicated or specified:

1. Underwriters Laboratories, Inc. (UL):

UL 467; Grounding and Bonding Equipment.

2. Institute of Electrical and Electronics Engineers, Inc. (IEEE):

IEEE No. 142; Recommended Practice for Grounding of industrial and Commercial Power Systems.

IEEE No. 81 Guide for Measuring Earth Resistivity, Ground Impedance, and Earth Surface Potentials of a Ground System.

1.03 SYSTEM DESCRIPTION
A. Ground each separately derived system neutral as described herein and indicated on Drawings.

B. Except as otherwise indicated, the complete electrical installation including the neutral conductor, metallic conduits and raceways, boxes, and equipment shall be completely and effectively grounded in accordance with all code requirements, whether or not such connections are specifically indicated or specified. C. Resistance:

1. Resistance from the main switchboard ground bus through the ground electrode to earth shall not exceed 5-OHMS unless otherwise noted.

2. Resistance from the farthest panelboard, switchboard, etc. ground bus through the ground electrode to earth shall not exceed 20-OHMS

1.04 SUBMITTALS
A. Submit in accordance with the requirements of Section 260010: Basic Electrical Requirements, the following items:

1. Data/catalog cuts for each product and component specified herein, listing all physical and electrical characteristics and ratings indicating compliance with all listed standards.

2. Clearly mark on each data sheet the specific item(s) being submitted and the proposed application.

3. Submit Manufacturer's installation instructions.

1.05 QUALITY ASSURANCE
A. All materials, equipment and parts comprising the units specified herein shall be new, unused, and currently under production.

B. Only products and applications listed in this Section may be used on the Project unless otherwise submitted.

PART 2 - PRODUCTS

2.01 MANUFACTURERS
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A. Products furnished by the following Manufacturers shall be acceptable if in compliance with all features specified herein and indicated on the Drawings.

1. Ground Rods:
a. Weaver.
b. Erico "Cadweld" Products, Inc.

2. Ground Wells:
a. Christy Concrete Products, Inc.
b. Forni Corp.

3. Ground Bushings, Connectors, Jumpers and Bus:
a. O-Z/Gedney.
b. Thomas & Betts Corp.

B. Substitutions: Under provisions of Section 260010: Basic Electrical Requirements.

2.02 GROUND CONDUCTORS
A. Refer to Specification Section 260519: Building Wire and Cable for conductor specifications.

B. General purpose insulated:

1. UL approved and code sized copper conductor, with dual rated THHN/THWN insulation, color identified green.

2. Where continuous color-coded conductors are not commercially available, provide a minimum 4" long color band with green, non-aging, plastic tape in accordance with CEC.

C. Bare conductors in direct contact with earth or encased in concrete: #4/0 AWG copper minimum, U.O.N.

D. Bonding pigtails: Insulated copper conductor, identified green, sized per code, and provide with termination screw or lug. Provide solid conductors for #10 AWG or smaller and stranded conductors for #8 AWG or larger.

2.03 DRIVEN (GROUND) RODS
A. Copper clad steel, minimum 3/4-inch diameter by 8 feet long, unless otherwise noted.

2.04 GROUND WELL BOXES FOR GROUND RODS
A. Precast concrete box nominal 9" throat diameter x 14" deep with light duty concrete cover for non - traffic areas or steel plate for traffic areas. Cover shall be embossed or engraved with "GROUND ROD".

2.05 INSULATED GROUNDING BUSHINGS
A. Plated malleable iron or steel body with 150-degree Centigrade molded plastic insulating throat and layin grounding lug.

2.06 CONNECTIONS TO PIPE
A. For cable to pipe: UL and CEC approved bolted connection.

2.07 CONNECTIONS TO STRUCTURAL STEEL, GROUND RODS OR SPLICES A. Where required by the Drawings, grounding conductors shall be spliced together, connected to ground rods or connected to structural steel using exothermic welds or high-pressure compression type connectors.

1. Exothermic welds shall be used for cable-to-cable and cable-to-ground rod and for cable to structural steel surfaces. Exothermic weld kits shall be as manufactured by Cadweld or equal.

Each particular type of weld shall use a kit unique to that type of weld.

2. High-pressure compression type connectors shall be used for cable-to-cable and cable-to-ground rod connections.

PART 3 - EXECUTION

3.01 EXAMINATION
A. Contractor shall thoroughly examine Project site conditions for acceptance of grounding system installation to verify conformance with Manufacturer and Specification tolerances. Do not commence 344 of 983
with installation until all conditions are made satisfactory.

3.02 INSTALLATION
A. Grounding electrodes:

1. Metal underground water pipe: Cold water metal piping system: Where the underground cold water service line is metal, in direct contact with the earth for 10-feet or more, the Contractor shall install a grounding electrode conductor from the main incoming cold water line ahead of the meter and extend to the main building reference ground bus in the main electrical room. The electrode shall be sized per CEC Article 250. Electrode connection should be accessible.

2. Concrete encased grounding electrode (UFER ground): Provide a #4/0 AWG minimum bare copper conductor encased along the bottom of concrete foundation or footings which are in direct contact with the earth and where there
is no impervious water-proofing membrane between the footing and the soil. The electrode shall extend through a horizontal length of 30 feet minimum and shall be encased in not less than 2 or more than 5 inches of concrete separating it from surrounding soils. The electrode shall emerge from the concrete slab through a protective non-metallic sleeve and shall be extended to the main building reference ground bus.

3. Concrete encased grounding electrode (UFER ground) with ground rods: When there is a waterproof membrane between earth the concrete slab, foundation, or footing, there shall be no penetration of the membrane with the bare copper grounding electrode conductor. Instead the 30 feet of #2/0 AWG bare copper conductor shall be routed in the foundation floor slab, above the waterproof membrane, with four 10-foot long ground rods, spaced at 10-feet intervals and exothermically welded to ground electrode conductor in slab. Only the ground rods shall penetrate the membrane, so that a minimum of 8-feet of rod is exposed to earth at each of the four locations.

4. Supplementary grounding electrode (ground ring, grid and driven rods): Provide, as indicated on the Drawings, driven ground rod(s) installed in listed ground well box(s) and filled with gravel after connection is made. Interconnect ground rod with structural steel and adjacent rods with minimum #2 AWG bare copper conductor. Ground rod shall not be less than 10 foot from any other electrode of another electrical system or from adjacent ground rod(s).

B. Grounding electrode conductor: Provide grounding electrode conductor as indicated on the Drawings or sized per CEC Article 250, whichever is greater.

C. Power system grounding:

1. Provide, unless otherwise indicated, a main building power system ground bus mounted on the wall in the main electrical room. Connect the following items using CEC sized copper grounding conductors to lugs on the main building ground bus:
a. Grounding conductor from building reference ground bus in main service switchboard. b. Bonding conductor to metallic cold-water piping system. c. Bonding conductor to building structural steel.
d. Separately derived system grounding conductors in same room.

2. At the building power system reference ground bus in the main service switchboard, connect the grounding electrode conductor from concrete encased UFER ground or other grounding electrode systems as indicated on the Drawing or herein.

D. Separately derived electrical system grounding:

1. Ground each separately derived system per requirements in CEC Article 250 as a minimum, unless greater requirements are required elsewhere in the Contract Documents.

2. Transformers: Provide copper terminal bar for grounding and bonding the transformer in accordance with CEC Articles 250.30 and 450.10. Bond the terminal bar to the enclosure and connect the following to the terminal bar:
a. Primary feeder equipment ground conductor(s).
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b. Secondary feeder supply-side bonding jumper(s).
c. Grounding electrode conductor.
d. Main bonding jumper to neutral (when present).
e. Isolated ground conductor(s).
f. Supplemental grounding electrodes. E. Equipment bonding/grounding:

1. Provide a CEC sized insulated copper ground conductor in all 120 volt AC through 600 volt AC feeder and branch circuit distribution conduits and cables.

2. Provide a separate grounding bus at panelboards. Connect all metallic enclosed equipment so that with maximum fault current flowing, shall be maintained at not more than 35 volts above ground.

3. Conduit terminating in concentric, eccentric, or oversized knockouts at panelboards, cabinets, gutters, etc. shall have grounding bushings and bonding jumpers installed interconnecting all such conduits.

4. Provide bonding jumpers across expansion and deflection couplings in conduit runs, pipe connections to water meters, dielectric couplings in metallic cold-water piping system.

5. Provide internal ground wire in flexible conduit connected at each end via grounding bushing.

3.03 FIELD QUALITY CONTROL
A. Independent Testing: Contractor shall arrange and pay for the services of an independent Testing Agency to perform all quality control electrical testing required herein.

B. Prefunctional testing:

1. Provide Testing Agency with Contract Documents for their review prior to the commencement of ground testing.

2. Visual and mechanical inspection:
a. The Testing Agency shall inspect the grounding electrode and connections prior to concrete encasement, burial, or concealment.
b. Check tightness and welds of all ground conductor terminations. c. Verify installation complies with the intent of the Contract Documents

3. Obtain and record ground resistance measurements both from electrical equipment ground bus to the ground electrode and from the ground electrode to earth. Furnish and install additional bonding and add grounding electrodes as required complying with resistance limits specified under this Section of the Specification.

4. A typewritten record of measured resistance values shall be submitted for review and included with the operation and maintenance manual furnished to the Owner at the time of Project closeout and before certificate of final payment is issued.

END OF SECTION
346 of 983
SECTION 260531 – CONDUIT
PART 1 - GENERAL

1.1 SUMMARY
A. Work included: Labor, materials, and equipment necessary to complete the installation required for the item specified under this Division, including but not limited to:

1. Electrical metallic tubing and fittings.

B. Related Work: Consult all other Sections, determine the extent and character of related Work, and properly coordinate Work specified herein with that specified elsewhere to produce a complete installation.

1. Division 01: Cutting and patching.

2. Division 07: Sheet metal flashing and trim.

3. Division 09: Painting. Exposed conduit and other devices.

1.2 REFERENCES
A. Comply with the latest edition of the following applicable Specifications and standards except as otherwise indicated or specified:

1. American National Standards Institute, Inc. (ANSI):

ANSI C80.3; Electrical Metallic Tubing, Zinc Coated.

2. Underwriters Laboratories, Inc. (UL):

UL 797; Electrical Metallic Tubing - Steel.

1.3 SUBMITTALS
A. Submit in accordance with the requirements of Section 260010: Basic Electrical Requirements the following items:

1. Data/catalog cuts for each product and component specified herein, listing all physical and electrical characteristics and ratings indicating compliance with all listed standards.

2. Clearly mark on each data sheet the specific item(s) being submitted and the proposed application.

3. Submit Manufacturer's installation instruction. Provide written instructions for raceway products requiring glues, special tools, or specific installation techniques.

1.4 QUALITY ASSURANCE
A. All materials, equipment and parts comprising the units specified herein shall be new, unused, and currently under production.

B. Only products and applications listed in this Section may be used on the Project unless otherwise submitted and approved.

PART 2 - PRODUCTS

2.1 MANUFACTURERS
A. Products furnished by the following Manufacturers shall be acceptable if in compliance with all features specified herein and indicated on the Drawings.

1. Metal conduit:
a. Allied Tube and Conduit Co.
b. Triangle PWC, Inc.
c. Western Tube and Conduit Corp.
d. Spring City Electrical Manufacturing Co.
e. Occidental Coating Co. (OCAL).

2. Fittings:
a. Appleton Electric Co.
b. OZ/Gedney.
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c. Thomas & Betts Corp.
d. Spring City Electrical Manufacturing Co.
e. Occidental Coating Co. (OCAL).

B. Substitutions: Under provisions of Section 260010: Basic Electrical Requirements.

2.2 ELECTRICAL METALLIC TUBING (EMT)
A. Conduit: Shall be formed of cold rolled strip steel, electrical resistance welded continuously along the longitudinal seam and hot dip galvanized after fabrication. Conduit shall conform to ANSI C80.3 Specifications and shall meet UL requirements.

B. Set screw type couplings: Hot dip galvanized, steel or cast malleable iron, UL listed concrete tight.

Use set screw type couplings with four setscrews each of conduit sizes over 2 inches. Setscrews shall be of case-hardened steel with hex-head and cup point to firmly seat in wall of conduit for positive grounding.

C. Set screw type connectors: Hot dip galvanized, steel or cast malleable iron UL listed concrete tight with male hub and insulated plastic throat, 150-degree C temperature rated. Setscrew shall be same as for couplings.

D. Raintight couplings: Hot dip galvanized, steel or cast malleable iron; UL listed raintight and concrete tight, using gland and ring compression type construction.

E. Raintight connectors: Hot dip galvanized, steel or cast malleable iron, UL listed raintight and concrete tight, with insulated throat, using gland and ring compression type construction.

2.3 MISCELLANEOUS CONDUIT FITTINGS AND PRODUCTS
A. Watertight conduit entrance seals: Steel or cast malleable iron bodies and pressure clamps with PVC sleeve, neoprene sealing grommets and PVC coated steel pressure rings. Fittings shall be supplied with neoprene sealing rings between the body and PVC sleeve.

B. Watertight cable sealing bushings: One piece, compression molded sealing ring with PVC coated steel pressure disks, stainless steel sealing screws and zinc plated cast malleable iron locking collar.

C. Expansion fittings: Multi-piece unit comprised of a hot dip galvanized malleable iron or steel body and outside pressure bussing designed to allow a maximum of 4" conduit movement (2" in either direction). Furnish with external braid tinned copper bonding jumper. Unit shall be UL listed for wet or dry locations.

D. Expansion/deflection couplings: Multi-piece unit comprised of a neoprene sleeve with internal flexible tinned copper braid attached to bronze end couplings with stainless steel bands. Coupling shall accommodate 0.75-inch deflection, expansion or contraction in any direction and allow 30-degree angular deflections. Flexible, corrosion-resistant, watertight, moisture and heat resistant molded rubber jacket and stainless-steel jacket clamps. Unit shall comply with UL467 and UL514.

Manufacturer shall be OZ/Gedney Type DX, Steel City Type EDF or equal.

E. Fire rated penetration seals:

1. UL building materials directory classified.

2. Conduit penetrations in fire rated separation shall be sealed with a UL classified fill, void or cavity material.

3. The fire rated sealant material shall be the product best suited for each type of penetration and may be a caulk, putty, composite sheet, or wrap/strip.

F. Standard products not herein specified:

1. Provide listing of standard electrical conduit hardware and fittings not herein specified for approval prior to use or installation, i.e. locknuts, bushings, etc.

2. Listing shall include Manufacturers name, part numbers and a written description of the item indicating type of material and construction.
348 of 983

3. Miscellaneous components shall be equal in quality, material and construction to similar items herein specified.

PART 3 - EXECUTION

3.1 EXAMINATION
A. Contractor shall thoroughly examine Project site conditions for acceptance of conduit system installation to verify conformance with Manufacturer and Specification tolerances. Do not commence with installation until all conditions are made satisfactory.

3.2 APPLICATION
A. Electrical metallic tubing (EMT): Can be used exposed or concealed for interior electrical feeders 4" and smaller, interior power and lighting branch circuits and low tension distribution system where run above suspended ceilings, in concrete slabs and walls not in contact with earth; in stud walls, furred spaces and crawl spaces. EMT shall not be installed exposed below 6 feet above the finish floor except within electrical, communication or signal rooms or closets.

3.3 PREPARATION
A. Locations of conduit runs shall be planned in advance of the installation and coordinated with ductwork, plumbing, ceiling and wall construction in the same areas and shall not unnecessarily cross other conduits or pipe, nor prevent removal of ceiling tiles or panels, nor block access to mechanical or electrical equipment.

B. Where practical, install conduits in groups in parallel vertical or horizontal runs and at elevations that avoid unnecessary offsets.

C. All conduits shall be run parallel or at right angles to the centerlines of columns and beams, whether routed exposed, concealed above suspended ceiling or in concrete slabs.

D. Conduits shall not be placed closer than 12-inches to a flue, parallel hot water, steam line or other heat producing source or three inches from such lines when crossing perpendicular to the runs.

E. Exposed conduit installation shall not encroach into the ceiling height headroom of walkways or doorways. Where possible, install horizontal raceway runs above water and below steam piping.

F. The largest trade size conduits in concrete floor and wall slabs shall not exceed 1/3 the floor or wall thickness and conduits shall be spaced a minimum of three conduit diameters apart unless otherwise noted on the Drawings. All conduits shall be installed in the center of concrete slabs or wall and shall not be placed between reinforcing steel and the bottom of floor slabs.

G. In long runs of conduit, provide sufficient pull boxes inside buildings to facilitate pulling wires and cables, with spacing not to exceed 150-feet. Support pull boxes from structure independent of conduit supports. These pull boxes are not indicated on the Drawings.

H. Provide all reasonably inferred standard conduits fitting and products required to complete conduit installation to meet the intended application whether noted, indicated, or specified in the Contract Documents or not.

3.4 INSTALLATION
A. Install conduit in accordance with Manufacturer's written instructions, as indicated on Drawings and as specified herein.

B. Minimum Conduit Size: Unless otherwise noted herein or on Drawings, minimum conduit size shall be 1/2" for interior applications and 3/4" for exterior and underground applications.

C. All conduit sizes indicated on the Drawings are sized for copper conductors with THHN/THWN insulation. If conductor type or size is changed the Contractor shall be responsible for resizing conduits upward to meet Code.

D. In general, all conduit work shall be concealed where possible. Exceptions shall be electrical, communication and mechanical rooms, exposed ceiling areas, and parking garages.

E. Conduit connections to motors and surface cabinets shall be concealed, except for electrical, communication and mechanical rooms, or unless exposed Work is clearly called for on the Drawings.

F. Install conduits in complete runs before pulling in cables or wires. 349 of 983
G. Install conduit free from dented, bruises or deformations. Remove and replace any damaged conduits with new undamaged material.

H. Conduits shall be well protected and tightly covered during construction using metallic bushings and bushing "pennies" to seal open ends.

I. In making joints in rigid steel conduit, ream conduit smooth after cutting and threading. Coat all field - threaded joints with UL approved conductive type compound to ensure low resistance ground continuity through conduit and to prevent seizing and corrosion.

J. Clean any conduit in which moisture or any foreign matter has collected before pulling in conductors.

Paint all field-threaded joints to prevent corrosion.

K. In all empty conduits or ducts, install a “True Tape” conduit measuring tape line to provide overall conduit length for determining length of cables/conductors for future use.

L. Conduit systems shall be mechanically and electrically continuous throughout. Install code size, insulated, copper, green-grounding conductors in all conduit runs for branch circuits and feeders. This conductor is not indicated on the Drawings.

M. Metallic conduit shall not be in contact with other dissimilar metal pipes (i.e. plumbing).

N. Make bends with standard conduit bending hand tool or machines. The use of any item not specifically designed for the bending of electrical conduit is strictly prohibited.

O. A run of conduit between terminations at wire pulling points shall not contain more than the equivalent of four quarter bends (360-degrees, total).

3.5 PENETRATIONS
A. Locate penetrations and holes in advance where they are proposed in the structural sections such as footings, beams, wall, etc. Penetrations are acceptable only when the following occurs:

1. Where indicated on the Structural Drawings.

2. As approved by the Structural Engineer prior to construction and after submittal of Drawing showing location, size, and position of each penetration.

B. Cutting or holes:

1. Cut holes through concrete, masonry block or brick floors and floors of structure with a diamond core drill or concrete saw. Pneumatic hammer, impact electric, hand or manual hammer type drills are not allowed, except where permitted by the Structural Engineer as required by limited working space. Obtain the approval of the Structural Engineer prior to drilling through structural sections.

2. Provide sleeves or “can outs” for cast-in-place concrete floors and walls. Following conduit installation, seal all penetrations using non-iron bearing, chloride free, non-shrinking, dry-pack grouting compounds; or fire rated penetration-sealing materials.

3. Cut holes for conduit penetrations through non-concrete and non-masonry walls, partitions, or floors with a hole saw. The hole shall be only as large as required to accommodate the size of the conduit.

4. Provide single piece escutcheon plates around all exposed conduit penetrations in public places.

C. Sealing:

1. Non-rated penetrations: Pack opening around conduits with non-flammable insulating material and seal with gypsum wallboard taping compound.

2. Fire stop: Where conduits, wireways and other electrical raceways pass through fire rated partitions, walls, smoke partitions or floor; install a UL classified fire stop material to provide an effective barrier against the spread of fire, smoke, and gases. Completely fill and seal clearances between raceways and openings with the fire stop material.

D. Waterproofing: At floor, exterior wall, and roof conduit penetrations, completely seal clearances around the conduit and make watertight as specified in Division 07: Sealants and Caulking. 350 of 983

1. Install specified watertight conduit entrance seals at all below grade wall and floor penetrations.

Conduits penetrating exterior building walls and building floor slab shall be PVC coated rigid galvanized steel.

2. For roof penetrations furnish and install roof flashing, counter flashing and pitchpockets as specified under Roofing and Sheet Metal Sections of the Specifications.

3. Provide membrane clamps and cable sealing fittings for any conduit that horizontally penetrates the waterproof membrane.

4. Conduits that horizontally penetrate a waterproof membrane shall fall away from and below the penetration on the exterior side a minimum of two times the conduit diameters.

3.6 TERMINATIONS AND JOINTS
A. Use raceway fittings that are of types compatible with the associated raceway and suitable for the use and location. For intermediate steel conduit, use threaded rigid steel conduit fittings except as otherwise indicated.

B. Raceways shall be joined using specified couplings or transition couplings where dissimilar raceway systems are joined.

C. Conduits shall be securely fastened to cabinets, boxes and gutters using two locknuts and an insulating bushing or specified insulated connectors. Where joints cannot be made tight, use bonding jumpers to provide electrical continuity of the raceway system. Where terminations are subject to vibration, use bonding bushings or wedges to assure electrical continuity. Where subject to vibration or dampness, use insulating bushings to protect conductors. Install grounding bushings or bonding jumpers on all conduits terminating at concentric or eccentric knockouts.

D. Conduit terminations exposed at weatherproof enclosures and cast outlet boxes shall be made watertight using specified connectors and hubs.

E. Install specified cable sealing bushings on all conduits originating outside the building walls and terminating in switchgear, cabinets, or gutters inside the building. Install cable sealing bushings or raceway seal for conduit terminations in all grade level or below grade exterior pull, junction, or outlet boxes.

F. Install expansion couplings where any conduit crosses a building separation or expansion joint as follows:

1. Conduits smaller than three inches shall be rigidly secured to the building structure on opposite sides of a building expansion joint with junction boxes on both sides of the joint. Connect conduits to junction boxes with 15 inches of slack flexible conduit. Flexible conduit shall have a green copper groundbonding jumper installed. For concrete embedded conduit, use expansion and deflection couplings as specified above for three inches and larger conduits.

3.7 SUPPORTS
A. All raceways systems shall be secured to building structures using specified fasteners, clamps and hangers spaced according to the CEC.

B. Support single runs of conduit using one-hole pipe straps. Where run horizontally on walls in damp or wet locations, install "clamp backs" to space conduit off the surface.

C. Multiple conduit runs shall be supported using "trapeze" hangers fabricated from specified construction channel, mounted to 3/8-inch diameter, threaded steel rods secured to building structures.

Fasten conduit to construction channel with standard one-hole pipe clamps or the equivalent. Provide lateral seismic bracing for hangers.

D. Individual 3/4" conduits installed above suspended ceilings may be attached to the ceiling's hanger wire using spring steel support clips provided that not more than two conduits are attached to any single support wire.

E. Support exposed vertical conduit runs at each floor level, independent of cabinets or switches to which they run, by means of acceptable supports.
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F. Fasteners and supports in solid masonry and concrete:

1. Use steel or malleable iron concrete inserts set in place prior to placing the concrete.

2. After concrete installation:
a. Steel expansion anchors not less than ¼ inch bolt size and not less than 1-1/8” embedment. b. Power set fasteners not less than ¼ inch diameter with depth of penetration not less than three inches.
c. Use vibration and shock resistant anchors and fasteners for attaching to concrete ceilings.

G. Hollow masonry: Toggle bolts are permitted. Bolts supported only by masonry block are not acceptable.

H. Metal structures: Use machine screw fasteners or other devices specifically designed and approved for the application.

END OF SECTION
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SECTION 260553 - ELECTRICAL IDENTIFICATION
PART 1 - GENERAL

1.1 SUMMARY
A. Work included: Labor, materials, and equipment necessary to complete the installation required for the item specified under this Division, including but not limited to:

1. Panelboard directories.

2. Wire and cable identification.

3. Junction box identification.

4. Inscribed device coverplates.

B. Related Work: Consult all other Sections, determine the extent and character of related Work, and properly coordinate Work specified herein with that specified elsewhere to produce a complete installation.

1. Division 09: Painting.

1.2 SUBMITTALS
A. Submit in accordance with the requirements of Section 260010: Basic Electrical Requirements, the following items:

1. Data/catalog cuts for each product and component specified herein.

2. Schedules for nameplates to be furnished.

PART 2 - PRODUCTS

2.1 MANUFACTURERS
A. Products furnished by the following Manufacturers shall be acceptable if in compliance with all features specified herein and indicated on the Drawings.

1. Conduit and wire markers:
a. Thomas & Betts Corp
b. Brady
c. Griffolyn

2. Inscription Tape:
a. Kroy
b. Merlin
B. Substitutions: Under provisions of Section 260010: Basic Electrical Requirements.

2.2 PANELBOARD DIRECTORIES (400 AMP OR LESS)
A. Directories: A 6" x 8" minimum size circuit directory frame and card with clear plastic covering shall be provided inside the inner panel door.

B. Circuit numbering: Starting at the top, odd numbered circuits in sequence down the left-hand side and even numbered circuits down the right-hand side. Multi-section panelboards shall have continuous consecutive circuit numbers, i.e. Section 1 (circuit numbers 1-42), Section 2 (circuit numbers 43-84), Section 3 (circuit numbers 85-126) for all 42-pole panelboards. For 84-pole panelboards the numbering is Section 1 (circuit numbers 1-84), Section 2 (circuit numbers (85-168), etc.

2.3 WIRE AND TERMINAL MARKERS
A. Provide self-adhering, pre-printed, machine printable or write-on, self-laminating vinyl wrap around strips.

B. Blank markers shall be inscribed using the printer or pen recommended by Manufacturer for this purpose.
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2.4 CONDUCTOR PHASE MARKERS
A. Colored vinyl plastic electrical tape, 3/4" wide, for identification of phase conductors. Scotch 35 Brand Tape or equal.

2.5 INSCRIBED DEVICE COVERPLATES
A. Coverplate material shall be as specified in Section 262726: Wiring Devices.

B. Methods of inscription: (Unless otherwise noted)

1. Type-on-tape:
a. Imprinted or thermal transfer characters onto tape lettering system.

PART 3 - EXECUTION

3.1 EXAMINATION
A. Contractor shall thoroughly examine Project site conditions for acceptance of identification device installation to verify conformance with Manufacturer and Specification tolerances. Do not commence with installation until all conditions are made satisfactory.

3.2 PANELBOARD DIRECTORIES (400 AMP OR LESS)
A. Provide typewritten directories arranged in numerical order denoting loads served by room number or area for each circuit.

B. Verify room numbers or area designation with Project Manager.

C. Mount panelboard directories in a minimum 6" x 8" metal frame under clear plastic cover inside every panelboard.

3.3 WIRE AND CABLE IDENTIFICATION
A. Provide wire markers on each conductor in panelboards, pull boxes, outlet, and junction boxes and at load connection. Identify with branch circuit or feeder number for power and lighting circuits and with control wire number as indicated on equipment Manufacturer's Shop Drawings for control wiring.

B. Provide colored phase markers for conductors as noted in Section 260519: Building Wire and Cable.

Apply colored, pressure sensitive plastic tape in half-lapped turns for a distance of 3-inches from terminal points and in boxes where splices or taps are made. Apply the last two laps of tape with no tension to prevent possible unwinding. Do not cover cable identification markings by taping.

3.4 JUNCTION BOX IDENTIFICATION
A. The cover of junction, pull and connection boxes for both power and signal systems, located above suspended ceilings and below ceilings in non-public areas, shall be clearly marked with a permanent ink felt pen. Identify the circuit(s) (panel designation and circuit numbers) contained in each box, unless otherwise noted or specified.

3.5 INSCRIBED DEVICE COVERPLATE
A. General:

1. Lettering type: Helvetica, 12 point or 1/8" high.

2. Color of characters shall be black.

3. Locate the top of the inscription ½” below the top edge of the coverplate.

4. Inscription shall be centered and square with coverplate.

B. Application:

1. Provide inscribed coverplates for devices as outlined below:
a. Receptacles.

END OF SECTION
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SECTION 262726 - WIRING DEVICES
PART 1 - GENERAL

1.1 SUMMARY
A. Work included: Labor, materials, and equipment necessary to complete the installation required for the item specified under this Division, including but not limited to:

1. Receptacles.

2. Coverplates.

B. Related Work: Consult all other Sections, determine the extent and character of related Work, and properly coordinate Work specified herein with that specified elsewhere to produce a complete installation.

1.2 REFERENCES
A. Comply with the latest edition of the following applicable Specifications and standards except as otherwise indicated or specified.

1. National Electrical Manufacturer's Association (NEMA):

NEMA WD-1; General-Purpose Wiring Devices.

2. Underwriter's Laboratories (UL):

UL 231; Power Outlets.

UL 498; Attachment Plugs and Receptacles.

UL 514D; Cover Plates for Flush-Mounted Wiring Devices.

UL 1681; Wiring Device Configurations.

1.3 SUBMITTALS
A. Submit in accordance with the requirements of Section 260010: Basic Electrical Requirements, the following items:

1. Data/catalog cuts for each product and component specified herein, listing all physical and electrical characteristics and ratings indicating compliance with all listed standards.

2. Clearly mark on each data sheet the specific item(s) being submitted and the proposed application.

3. Provide color finishes for Architect to select from.

4. Submit Manufacturer's installation instructions.

B. Where inscribed device coverplates are noted on the Drawings or in the Specifications, conform to the requirements of Section 260553: Electrical Identification.

1.4 QUALITY ASSURANCE
A. All materials, equipment and parts comprising the units specified herein shall be new, unused, and currently under production.

B. Only products and applications listed in this Section may be used on the Project unless otherwise submitted.

1.5 WARRANTY
A. Occupancy sensors offered under this Section shall be covered by a 1-year parts and labor warranty for malfunctions resulting from defects in materials and workmanship. Warranty shall begin upon acceptance by the Owner.

PART 2 - PRODUCTS

2.1 MANUFACTURERS
A. Products furnished by the following Manufacturers shall be acceptable if in compliance with all features specified herein and indicated on the Drawings.

1. Switches, receptacles and coverplates:
a. Hubbell.
b. Pass & Seymour.
c. Leviton.
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B. Substitutions: Under provisions of Section 260010: Basic Electrical Requirements.

2.2 RECEPTACLES
A. Standards:

1. Provide general purpose 20 amp, 125/250 volt AC receptacles that conform to NEMA WD-1 Specifications. Specialty receptacles shall conform to NEMA WD-5 Specifications as applicable.

2. Provide NEMA 5-20R, industrial (heavy-duty) grade as noted herein, 20 amp, 125 volt AC, 2- pole, 3-wire grounding type receptacles.

3. Receptacles shall match existing style of device.

4. Receptacles shall be tamper-resistant in areas specified in CEC Article 406.12 or as indicated on Drawings. B. Color:

1. Device color shall match existing, unless otherwise noted. C. General purpose duplex receptacles:

1. Provide self-grounding, back and side wired with binding head staked terminal screws and break -off strip for two-circuit wiring.

2.3 COVERPLATES
A. General:

1. Provide all coverplates with rounded edges and corners, smooth and free of grooves, embossing or other embellishment.

2. Provide mounting screws to match the plate finish.

3. Provide gang type coverplates where two or more devices are installed at one location. Individual gangable coverplates are not acceptable.

4. Provide plates that match existing, throughout the Project unless otherwise specified.

B. Color: Coverplate color shall match existing, unless otherwise noted.

C. Plastic coverplates:

1. Provide smooth, high impact, self-extinguishing thermoplastic coverplates and 0.100 inches thick with rounded edges and corners.

2. Provide openings to accommodate the devices indicated on the Drawings and in the Specifications.

PART 3 - EXECUTION

3.1 EXAMINATION
A. Contractor shall thoroughly examine Project site conditions for acceptance of wiring device installation to verify conformance with Manufacturer and Specification tolerances. Do not commence with installation until all conditions are made satisfactory.

3.2 INSTALLATION
A. Install wiring devices in accordance with Manufacturer's written instructions, as indicated on the Drawings and as specified herein.

B. Install devices with the vertical centerline plumb and with all edges of the device flush against the adjacent wall surfaces.

C. Provide coverplates for all outlet boxes, switches, receptacles, etc.

D. Install blank coverplates on all outlet boxes in which no device is required or installed.

E. Provide coverplates that completely cover wall opening and seat against wall.

3.3 CLEANING
A. Clean interior of all boxes from dirt and paint prior to installation of devices.

B. Clean wiring devices and coverplates from dirt and paint over spray. 356 of 983

END OF SECTION
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SECTION 27 41 16 – AUDIO VIDEO SYSTEMS
PART 1 - GENERAL

1.1 SUMMARY:

A. Section Includes: Services as listed herein and related to the furnishing, installation, and commissioning of audio, video, lighting and communications equipment.

B. Related Documents: The Conditions of the Contract and Division 01 – General Requirements apply to this section as fully as if repeated herein.

1.2 BID DOCUMENTS
A. Provide line-item pricing.

1.3 REFERENCES:

A. Comply with all national, state and local regulations and the procedures and requirements of the local authorities. In the event of conflict between these specifications and the applicable regulations, the more stringent shall govern.

B. Equipment shall be provided in accordance with the related trade and regulatory guidelines including but not limited to UL/ETL, NEC, IEEE, and all manufacturer’s recommendations and requirements.

Contractor shall be responsible if work under their control voids or jeopardizes manufacturers’ warranties.

C. Labor shall be provided in accordance with applicable labor regulations and practices.

D. Reference Standards

1. Provide the most current AV and associated industry standards. Standards organizations include, but are not limited to:
a. AES – Audio Engineering Society
b. ANSI – American National Standards Institute
c. AVIXA (Infocomm) – Audiovisual and Integrated Experience Association d. CEA – Consumer Electronics Association
e. EIA – Electronics Industries Association of America
f. ICEA – Insulated Cable Engineers Association
g. IEC – International Electrotechnical Commission
h. IEEE – Institute of Electrical and Electronics Engineers i. ISO – International Organization for Standardization j. NARA – US National Archives and Records Administration k. NCTA – National Cable and Telecommunications Association l. NEC – National Electrical Code
m. NFPA – National Fire Protection Association
n. SMPTE – Society of Motion Pictures and Television Engineers o. TIA – Telecommunications Industry Association
p. UL – Underwriter Laboratories Incorporated

1.4 DEFINITIONS:

A. Refer to the General Conditions for definitions.
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B. Architect: For the scope in this Section, authorized personnel representing Owner and the Theater Consultant.

C. Contractor: Contractor/Manufacturer responsible for the work of this section. Note: Where work relates to other trades, the trade will be identified by name preceding the word contractor or by the associated division.

D. Owner: Authorized personnel representing the ultimate occupant of the completed project site. Also:

Client; User; Operator.

E. Install: Integrate into proper location on the project site.

F. Provide: Furnish and install, unless otherwise noted G. Technical Definitions:

1. SDI - Serial Digital Interface (HD- resolutions up to 4:2:2 10-bit 1080p30; 3G- resolutions up to 4:2:2 10-bit 1080p60; 6G- Resolutions up to 4:2:2 10-bit 4K-UHD including 4:4:4 10-bit 1080p60; 12G- resolutions up to 4:2:2 12-bit 4K-UHD including 4:4:4 10-bit 4K-UHD p60)

2. 4K-DCI- 17:9 Digital Cinema 4K resolution at 4096x2160

3. 4K-UHD-Computer/Video UHD resolution at 3840x2160

4. AFF - Above Finished Floor

5. ALS - Assistive Listening System

6. ASM- Assistant Stage Manager

7. AV- Audiovisual

8. A/R- As Required

9. BYOD- Bring your own device

10. CAT- Catergory (i.e., Category 5e, 6, 6a, 7, etc.)

11. CATV- Cable Television or Community Antenna Television

12. CC- Closed Captions

13. CCU- Camera Control Unit

14. CFCI- Contractor-Furnished Contractor-Installed

15. DI- Direct Injection Box

16. DP- Display Port

17. DSP- Digital Signal Processor

18. EAE- Electro-acoustic Enhancement

19. HD- High Definition

20. HDMI- High Definition Multimedia Interface

21. I/O- Inputs/Outputs

22. MATV- Master Antenna Television

23. MIX- Sound Operator Position

24. MM- Miltimode (Fiberoptics)

25. MPEG- Moving Picture Experts Group

26. OC- Open Captions

27. OFCI- Owner-furnished Contractor-Installed

28. OFOI- Owner-furnished Owner-Installed

29. RF- Radio Frequency

30. RX- Receiver

31. SD- Standard Definition

32. SM- Singlemode (fiberoptics); or Stage Manager (Production)

33. TD- Technical Director

34. TX- Transmitter

35. USB- Universal Serial Bus

36. UPS- Uninterruptible Power Supply

37. VIF- Verify in Field

1.5 SYSTEM DESCRIPTION:
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A. General

1. Some pieces of existing equipment will be reused. See the equipment list for a complete listing.

2. It is in the scope of this section to examine the reused equipment for any issues, update firmware, and otherwise fully commission. Notify the owner if any issues are discovered.

B. Electrical, Patch/Paint, Framing/Wall work

1. Remove existing rear projection system, including projector, mount and rear projection screen.

2. Frame resultant opening with new stud wall as shown in the drawings. a. The wall shall be plumb and within manufacturer-allowed tolerances for the LED wall to ensure flatness and ability to calibrate in the Z axis. b. Coordinate power and signal locations as needed in the new wall, located as needed to properly integrate with the LED display.
c. Retain a qualified contractor with contractor’s license to construct the new wall. Obtain any necessary building permits.
d. See architectural drawings and related specifications. All work indicated in the architectural drawings and specifications are part of this scope of work.

3. Structural Engineering
a. Provide stamped structural engineered drawings from a licensed California Structural Engineer for both the new wall assembly and the LED mounting assembly. b. Submit this stamped drawing for deferred approval by the City engineer team and the design team.

4. It is in the scope of this project to run new free-air low-voltage cabling behind the drywall (new conduit not required) for any devices that do not currently have conduit installed.

5. For all 120VAC electrical work, retain a qualified electrical contractor for the work. a. See electrical drawings and specifications.
b. Obtain any necessary electrical permits.
c. See electrical drawings. All work indicated in the electrical drawings is part of this scope of work.

6. It is in the scope of this work to patch, paint and/or repair any disturbed finishes to match original.

C. Demolition

1. It is under the scope of this work to provide demolition services at locations as indicated in the drawings and specifications.

2. The contractor shall remove existing AV equipment that will not be re-used, and notify the Owner’s Representative when ready for handover.

3. The contractor shall remove the existing rear projection glass screen and rear projection mirror/frame assembly and remove from the property.

4. Any existing wiring that will not be re-used shall be removed from conduit and transferred to owner.

5. See AV systems equipment list for items that are to be removed.

D. AV Network
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1. The AV systems primarily operate using an IP backbone. In order for this to work properly, care must be taken to properly configure the network systems in a clear, expandable and cohesive manner.

2. The AV network will run independent of the building-wide data network, with some exceptions where internet or building data access is required.

3. Coordinate with internal IT forces.

E. Council Chambers

1. Audio Systems
a. The reinforcement audio system is comprised of an automatic mixer system with automatic echo cancellation.
b. The internal programming of the DSP is under the scope of this work, and shall be submitted for approval during the shop drawing process. The contractor is responsible to provide standard & customary DSP blocks, including necessary EQ, protection limiting, etc. c. Two channels of wireless microphone shall be provided, complete rechargeable batteries, drop-in chargers, remote antennas, and antenna combiner. d. At council chambers: The loudspeaker system is comprised of existing ceilingmounted speakers and a network-based multi-channel amplifier.
e. At lobby: replace existing speaker driver and grille, but retain existing backbox. Field confirm fit prior to ordering.
f. A conferencing/discussion system shall be provided, with both delegate and chairman units.

The system shall support remote microphone control, request-to-speak queuing, and interface to third party controls for individual microphone control. 1) Configure all units with push-to-talk initially.
2) Each conferencing unit shall have a pluggable microphone. 3) Configure the unit on the control network.
4) Configure for multiple meeting presets (ie- City Council, Planning, Public Safety, etc) as directed by owner.
5) Provide software licenses as indicated.
6) Provide training as indicated in the specifications. g. At the public lectern, a wired microphone with remote control shall be provided. On/off control shall be available at the mayor’s position, as well as the system control touchpanels. h. All functions necessary to operate a meeting shall be accessible from the touchpanels located at the video control suite and the clerk’s position at the dais. i. An audio and data patchbay and patchcords shall be provided.

2. Assistive Listening
a. The existing assistive listening system shall be reused. Provide new antenna and plate at location indicated.

3. Video Systems- Presentation
a. An IP-based production video switching and routing system with scaling shall be provided to handle signals from all video devices. All input and output devices shall use CAT6A/STP cable as the means of transport to the AV rack room, where the ethernet switch is located. The switcher shall be fully HDCP compliant and support EDID. 361 of 983
1) It is within the scope of this project to completely define and configure the EDID table.

The presentation system shall operate at 1080p with scaling as needed. 2) Audio from the IP-based switching system shall be fed to the audio DSP via AES67 protocol.
b. A cable tv receiver shall be provided by owner for installation. c. A direct-view LED screen shall be provided, complete with windowing processor, wall mount, trim kit, controller, spares and all required accessories. 1) Provide with the following minimum specifications:
a) Pixel Pitch: 1.2mm
b) Brightness: 800 nit
c) Refresh rate: 3840
d) Total system resolution: 1620x2880
2) Provide with 10% spares kit.
3) Coordinate with manufacturer field installation and commissioning. Prepare as needed for on-site field commissioning prior to manufacturer representative arriving. d. Two 86” LCD monitors shall be provided, on the side walls. Reuse existing mounting and configure complete.
e. At council member dais locations:
1) Install owner-provided CPU’s and new monitors at each station. Provide ergo-style articulating mount.
2) The user shall have a button to select between local CPU or presentation feed. 3) Cable for the monitor shall be routed internal to the monitor mount, and dressed in an aesthetically pleasing manner. Presentation signal shall be fed to the monitors via HDMI distribution amplifiers and local 2x1 HDMI switches located under the dais. f. At staff dais positions:
1) Provide new monitors at each station with ergo-style articulating mount. 2) Cable for the monitor shall be routed internal to the monitor mount, and dressed in an aesthetically pleasing manner. Presentation signal shall be fed to the monitors via HDMI distribution amplifiers located under the dais.
g. At Clerk & Staff locations:
1) Install owner-provided CPU, two monitors on ergo-style mount and keyboard/mouse.

Configure one monitor and the keyboard/mouse on the KVM system to allow access to any other connected computer in the system.
2) Provide an input plate with HDMI connections.
3) The clerk shall be able to show their computer on the screen. 4) Cable for the monitor shall be routed internal to the monitor mount, and dressed in an aesthetically pleasing manner.
h. At lectern:
1) Provide an input plate with HDMI connections.
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4. Broadcast Systems
a. A broadcast-style production video switcher with integrated multiviewer, video playback from HDD, and CG software shall be provided with all accessories as shown in the equipment list and in the drawings.
b. The broadcast system shall operate at 1080/29.97p.
c. The program final output for both remote and in-person viewers shall be the Zoom output. 1) Configure a “zoom override” button on the touchscreen to allow the meeting to seamlessly switch to the Tricaster program output in case of Zoom computer failure. 2) In this mode, the YouTube/Facebook stream and CivicClerk stream would continue, but the input to those streaming devices would switch from Zoom to Tricaster output. d. Provide the Tricaster switcher with the following:
1) Configure Newtek Live Panel to allow for basic controls to be accessed via weblink clerk’s CPU when necessary. Controls should include everything needed to start and switch a very simple meeting.
2) Live panel configuration shall include up to (10) macros. Work with staff to configure the macros as desired to make remote operation as simple as possible. 3) Base Tricaster configuration shall include (8) separate recallable configurations, to match the various use cases. Work with staff to configure as desired. 4) Configure the control system with preset recalls, to be triggered by button presses and/or audio detect on the dias microphones using audio-over-IP connections and programming as necessary. Configure up to (40) preset/macros. The recall shall include PTZ camera positions (primary & secondary for each camera shot), CG/Titlebug recall, switcher input to match active camera and other routing/switching configurations as needed. This function shall allow for simple automation to allow basic meetings to operat e with minimum operator intervention.
a) This macro recall / control shall occur in the Crestron programming, as the native Tricaster automation support offers limited functionality. b) Primary & secondary camera shots shall be configured to prevent seeing any camera movements on program output.
5) Reference the Newtek Automation Guide.
6) Configure the switcher to accept audio via AES67/Dante connection from the audio DSP.

Setup the internal mixer with typically-used audio feeds and configure complete. 7) Configure the switcher control surface for PTZ camera controls. e. Configure the system to natively operate using NDI signals. f. A separate SDI setup using the router shall be provided as a backup, in case the main switcher fails. Program the macro recall control panel with buttons and printed labels as needed to setup a complete backup configuration to allow the meeting to proceed in the event the tricaster needs to be rebooted.
1) Configure the video switcher to reboot weekly, at a time determined by the owner. 2) Save the video switcher configuration to the hard drive, to allow for restoration in case the file becomes altered.
g. The video switcher shall be configured and programmed to be fully operable and be delivered in a “turn-key” manner.
h. Two 22” rack monitors shall be provided for use with the switcher’s multiviewer outputs. 363 of 983
i. Provide a reclocking SDI router. Configure the router as an SDI backup to the main switcher / NDI setup as described above.
j. Provide signal processing, sync and DA units as indicated. k. Provide powered, rack mount audio monitoring device with video preview. l. Provide (4) pan/tilt/zoom cameras with SDI and NDI connectivity. Provide wall mount bracket, remote power supply, and install complete.
m. Provide (1) fixed-view camera with NDI output as a confidence camera. Provide lens for wide shot of the dias, and balance as needed to match the PTZ cameras. n. Provide one SD-based rack mount recorder/streaming unit. Connect input/output to the router, and provide additional media as indicated.
1) Configure for YouTube/Facebook live streaming to start automatically when a meeting starts.
2) Configure unit to begin recording automatically when a meeting starts. o. Provide zoom appliances for soft-codec integration with the system, complete with Zoom compatible I/O units as indicated.
p. Provide operations & monitoring computer, and load all software as needed to configure and monitor all equipment including:
1) QSC audio system
2) Shure wireless mics
3) Crestron NVX video routing system
4) dvLED control software
5) Panasonic cameras
6) Marshall cameras
7) Newtek switcher
8) Blackmagic router, recorder
9) Televic system
10) Dante Virtual Soundcard
11) NDI Tools
12) Others as needed
q. Configure all system computers for remote KVM management thru the NVX system. From either control room or clerk station, users shall be able to remote control/monitor any CPU. r. Several video scalers, converters, and a sync/test generator shall be provided. s. Manufacturer training & setup time shall be provided as part of this scope. t. Extended warranties shall be provided as indicated.

5. Control System
a. A touch screen-based control system shall be provided for control over all applicable AV devices. b. 10” color touchscreens with table base shall be provided at the control booth, clerk and staff position at the dais.
c. Provide a dedicated gigabit Power-Over-Ethernet switch for control system use. d. All control system programming is the responsibility of the AV contractor and shall be submitted during the shop drawing phase for approval. See control system section below. e. An additional (25) hours of programming time after on-site system acceptance shall be provided to work directly with the City Clerk and related staff to configure the GUI exactly as desired over the course of the first several months of meetings.

6. Public Speaker Timer
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a. Provide a public speaker timing system, complete with clock/signal units at the wall and ias. The master control device shall be located at the clerks’ station. b. A central power supply shall be located in the AV equipment rack. Follow all manufacturer recommendations for connection and configuration.
c. Provide a speaker timer accessory to allow the clock to show on video, and integrate into the system.
1) The speaker timer clock shall be able to be shown on the outbound broadcast as needed. 2) Use NDI as transport to the broadcast switcher.
3) The clerk and/or broadcast staff shall be able to view the timer CPU as needed via USB/KVM connection.
d. Provide a speaker timer accessory to allow full timer control via touchpanel.

7. Utility/General
a. Provide stamped, engineered structural drawings for all mounting assemblies. b. Reuse existing equipment racks. Provide new rack lights at rear of racks. c. Provide all required mounting hardware.
d. Provide new power conditioning and grounding as indicated in the electrical drawings and specifications.

8. Furniture
1) Reuse existing furniture.
2) Provide (2) new under-table pull-out keyboard shelves.

9. Control System Programming
a. Touchpanels shall be configured with the most often-used device functions. Do not attempt to put every possible device function on the touchpanel.
b. Touchpanel programming is the responsibility of the contractor. An outline has been provided but does not include all functions required. The contractor is responsible to design a graphic user interface using the following guidelines:
1) User must be able to complete typical functions within two button presses. 2) More important functions shall be more prominent on the interface. 3) Like functions shall appear at the same place on every screen.
c. Colors shall be modified to match the organization’s colors, and the splash screen shall show the organization’s logo.
d. The touchpanel shall be configured to work in two modes: Council Meeting and Community Room.

10. GUI Layout – Clerk Station (Council Meeting mode)
a. Passcode required to access – provide page to change/update b. Power button in top right corner
c. Home Page
1) Presentation Section
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a) Video Input: Select (brings up plan of dais w/ sources) b) Streaming: Start/Stop (starts Agenda System and other streams) c) Clock: turns video clock on/off
2) Public Comment Section
a) Timer: on/off w/ controls
b) Lectern mic: on/off
3) Camera Section
a) Autoswitch: on/off
b) Titles: on/off
c) View select: lectern/council/wide/floor
d) Recess: on/off (mutes mics, puts up logo w/ message) 4) Zoom Bypass: on/off
a) When active, re-routes program video source to be switcher, and maintains output to agenda system and social media streams, giving time to reboot Zoom computer and/or activate backup Zoom computer.
d. Audio Page
1) Dias Mic Controls: (brings up plan of dais w/ mics)
2) Mic Level (brings up level control for all mics)
3) Lobby on/off and level
4) Include “save current level” and “recall saved level” buttons e. Zoom Page
1) Brings up native Zoom Room screen
f. Room Control Page
1) LED screen on/off
2) LCD displays on/off
g. Volume Control Page
1) Pop-up window with master controls for speech & program h. Timer Control Page
1) Brings up speaker timer controls

11. GUI Layout – Control Room Station (Council Meeting mode) All functions as indicated at Clerk station, with the addition of:
1) Tricaster Page: macro trigger (same as Live Panel macros) 366 of 983
2) Audio Page: enhanced controls

12. GUI Layout – Meeting (Community Room mode)
a. Presentation Source select
1) Lectern
b. Wireless mic and program select/volume
c. LED screen on/off
F. Lobby
a. Provide flat panel display in the lobby. Reuse existing mount. b. Replace existing speakers and grilles in lobby. Configure as separate zone.

G. Network Configuration

1. Coordinate IP address ranges and assignments with the Owner’s IT forces for all AV devices.

2. AV systems that operate on IP-based networks shall be properly configured, using manufacturerrecommended settings.

3. Unless otherwise noted in the Contract Documents, provide separate VLAN for each AV system sub - network: audio, video, broadcast and control.

4. It is within the scope of this section to fully coordinate with Owner’s IT forces for proper network configuration, and to provide a properly designed, fully documented network system.

H. FF&E / Loose Equipment

1. Provide portable equipment as listed in the equipment list.

2. On all loose cables, provide a color heatshrink label or engraved shell reading “City of San Mateo”, and an affixed Velcro cable tie. Color of heatshrink or connector boot shall determine length. Patchcords need not be labeled. Use the following color scheme:
a. 10’ or less: White
b. 25’: Orange
c. 50’: Green
d. 100’: Red
I. Warranty / SLA

1. Provide warranty as indicated in warranty section below. Provide separate line item cost for additional years beyond the initial (2) years.

2. Provide separate line-item yearly cost for a Service Level Agreement (SLA). The SLA should generally include the following, subject to the specific offerings of each contractor. Provide option to extend the SLA on a yearly basis.
a. Remote support via internet
b. Telephone & email support (during business hours): 2-hour response time c. On-site support (during business hours): 8-hour response time d. Telephone & email support (outside business hours): 2-hour response time e. On-site support (outside business hours): 16-hour response time 367 of 983
f. Preventative Maintenance: (2) visits per year
g. Parts repair/replacement: labor included, non-warranty parts at cost h. Shipping: Ground included
i. Loaner equipment included
j. User training included

3. Provide on-site CPU/appliance to enable remote support. Coordinate with owner for necessary connectivity.

1.6 CURRENT TECHNOLOGY:

A. Only the most current hardware and software shall be provided. In no case will discontinued or superseded products be acceptable. If the manufacturer has developed and successfully released products that meet or exceed the criteria within this specification, the Contractor shall notify the Architect and submit the new product for review. If accepted, the products shall be provided at no additional cost to the Owner. Software upgrades and authorized support services for its proper integration into the sy stem shall be provided at no cost to the Owner throughout the warranty period.

B. In the event of known product defaults or recall, the Contractor shall immediately notify the Architect and make immediate arrangements for remedy.

C. None of the stipulations herein shall be grounds for revision to the Project schedule.

D. See related procedures under Warranties in this Section.

1.7 SUBSTITUTIONS:

A. All requests for substitutions from the specified materials, assemblies or related services shall be submitted for review by Architect in accordance with Section 01 – Substitution Procedures. Requests shall be made in a timely fashion to not affect the Project schedule in either case of the substitution being accepted or rejected.

B. Documentation for the substitution shall be submitted with supporting material and shall including the related information for the item as specified so that equivalence can be demonstrated. The burden of proof rests solely upon the Contractor. The Architect shall be the sole evaluator of the fitness of the substitution.

C. All expenses related to the substitution including, but not be limited to, all fees and expenses incurred in the evaluation of the substitution, and any effect on the costs and schedule of other trades whether or not the substitution is accepted, shall be borne by the Contractor.

1.8 SUBMITTALS:

A. General:

1. If permitted under Section 01– Submittal Procedures, all submittals shall be made in electronic format.
a. Files shall be in .pdf format and submitted electronically. b. Clearly indicate submittal number and description in the file name of the document c. Each document shall be separate file
d. Markups will be made electronically, and the submittal returned via electronic means.

2. Submittals shall be made in a timely fashion so as to not affect the Project schedule and shall allow for adequate time for review and resubmittal. Partial submittals will not be acceptable and will be returned without review.
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3. Submittals shall be reviewed, and field dimensions verified prior to commencing acquisition for, and fabrication of the Work in this section. All services and parts of the work in this section shall be verified through the submittal process.

4. Acceptance of any submitted data or shop drawings for material, equipment, apparatus, devices, arrangement and layout shall not relieve contractor from responsibility of furnishing same of proper dimensions and weight, capacities, sizes, quantity, and installation details to perform efficiently the requirements and intents of the systems design. Such acceptance shall not relieve the contractor from responsibility for error, omissions or inadequacies of any sort on submitted data or shop drawings.

5. Copies of contract drawings will not be accepted as shop drawings and will be returned without review.

B. Prior to commencing work on shop drawings, the contractor shall facilitate a meeting between the contractor and Architect and their consultant to “walk through” the AV systems.

C. Conduit, Backboxes and Electrical Systems Verification Letter:

1. Within 30 days of contract award, the AV contractor shall review all relevant information pertaining to the AV systems low-voltage conduit, backboxes, and line voltage electrical work to be performed by Division 26. A formal memo, indicating acceptance (or desired changes) of the Contract Drawings shall be provided. Failure to provide this memo indicates acceptance of, and liability for, the conduit, backboxes and electrical systems as indicated in the Contract Drawings. a. Coordinate conduit/wire routing, sizing, and quantities with Division 26. Routing shall be designed to minimize overall conduit/wire length. Refer to industry and manufacturer requirements regarding maximum wire length for all AV systems and indicated operating formats. Submit RFI’s for any wire/conduit runs that are anticipated to be over recommended maximum lengths. If installed lengths exceed maximum wire length recommendations, the Contractor is required to provide alternative infrastructure or equipment to meet the AV systems operational requirements.

2. If the contractor chooses to exercise the option to place conduit in-slab and ongrade or under-slab and in-grade, the contractor shall submit a revised AV conduit riser with new conduit size calculations using cables from the “wet-rated” AV cable schedule. See section 260535 for additional information.

D. Shop Drawings:

Submit full-size (minimum 30” x 42”) scaled shop drawings that show the following:
a. Installation requirements and mounting conditions.
b. Provide stamped structural drawings by a structural engineer licensed in the state in which the project takes place showing complete mounting details for all AV devices over 20 pounds. c. Full system riser diagram(s) illustrating interconnection of system components, wiring requirements, back box sizes and any special installation considerations. d. Block diagrams, showing equipment interconnection.
e. Equipment rack and patchpanel drawings.
f. Full-scale drawings of custom plates.
g. Run sheets or field wiring drawings.
h. Equipment modification drawings, including statement of purpose for modification and agreement to provide full manufacturer warranty, if modifications cause a voided warranty. i. Final schematic drawings of any custom circuitry.

E. AV Control System Touchpanels:

1. Provide a hosted web link for approval of working touchpanel files. 369 of 983
a. This generally requires the contractor to setup and host an active control system processor, with a secure web link to allow remote parties to view & control.

2. The AV contractor is responsible for design of touchpanel layouts, but shall be subject to consultant and Architect approval.
a. If the organization has an existing template, the AV contractor shall use that template and modify as needed to suit the project.

F. Product Data:

1. Submit a detailed equipment list, including manufacturer, model number, description and quantity for each item.

2. Do not submit equipment cut sheets, except for custom or non-standard devices. G. Color Data:

1. Submit spreadsheet with color schedule for all equipment and devices, including custom plates, speakers, racks, furniture, etc. Room name and number shall be listed.

2. Show standard color options to allow design team to select.

3. Where no option for color is available, indicate as much. H. DSP Programming:
a.Internal DSP programming (submit as software file) I.

Samples:
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1. Submit samples for review if requested. Samples may include, but are not limited to:
a. Connector, panel and cable assemblies
b. Panel finish samples
c. Custom switch, button or similar assemblies
J. Record Documents: Submit record documents in accordance with Section 01.

1. At time of final acceptance, submit regulatory listings and certifications as required by prevailing building codes.

2. Submit electronic “as-builts” including:
a. Shop drawings, product data, operations and instructions manuals for all products provided. b. Equipment list, with manufacturer, model number, and serial number for all installed devices. c. Electronic backup of control system programming.
d. Electronic backup of DSP systems programming.
e. Care and maintenance instructions, service line and online contacts. f. Warranty documents.

3. Additionally, a USB thumb drive with all final configuration files for all system equipment (ie - control system, DSP system, etc.) shall be provided to the job site.

The drive should be labeled and zip-tied inside the rear of the equipment rack.

1.9 WARRANTY:

A. Warranty shall provide coverage of material and product defects and assembly workmanship or installation for a period of two years following the date of acceptance by the Architect.

B. Items under warranty shall be serviced to the satisfaction of the Owner with 14 days of notification to the Contractor.

C. The Contractor shall bear all costs that arise because of the warranty claim when service time exceeds 14 days, including, but not limited to, the use of temporary replacement components, additional Owner staffing or overtime, shipping, cancelled uses or performances.

D. Activate all manufacturers’ warranties in the name of the Owner, within one week of the date of acceptance.

E. Provide three return visits following system acceptance to fine tune or repair any items requested by the Owner:

1. 1 month following acceptance

2. 1 year following acceptance

3. 2 years following acceptance, prior to warranty expiration

1.10 QUALITY ASSURANCE:

A. Equipment in this Section shall be provided by specialty subcontractors and manufacturers meeting the qualifications listed herein.

B. Specialty subcontractor shall have been continuously engaged in the sales and integration of audio, video and communications equipment similar to that specified herein for a minimum of 10 years.

C. Specialty subcontractors shall have at time of bid, and continuously maintain throughout the project and warranty period, a low voltage Specialty Contractor’s license appropriate for the work in this Section, and in the state in which the project takes pla ce.

D. Specialty subcontractors shall employ field service technicians within a four-hour driving distance from the Project site.
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E. Specialty subcontractors shall employ personnel with the following minimum certifications:

1. Avixa/Infocomm CTS-I Certification

2. Dante Level 3 Certification

3. QSC – QSYS Level 2 Certification

4. Crestron – Master Certified Programmer (MCP)

5. Crestron – Master Technology Architect (MTA)

6. Televic – Authorized Dealer

7. Newtek- Authorized Dealer

8. Netgear Networks – AV Certification Level 1
F. All equipment shall be UL or ETL listed, or listed by UL-approved testing facilities, and bear the appropriate labels.

1.11 DELIVERY, STORAGE AND HANDLING:

A. Packing shall prevent damage to the equipment during transit. Costs to repair or replace all equipment damaged during the course of the contract services shall be borne by the Contractor.

B. Do not deliver materials in this Section until building is ready for installation. Contractor is responsible to properly sequence the work and to protect from damage during delivery, handling, storage and installation.

C. Contractor is responsible to coordinate and provide secure and protected storage as required for the execution of the Contract.

1. Devices shall not be delivered to the project site until the project is suitably clean and all adjacent finish work that may be painted or produce dust has been completed. The contract shall provide and maintain complete protection of all devices until the Project has been made available for occupancy by the Owner. The contractor shall thoroughly clean and remove any dirt or dust that infiltrates system components and be responsible for timely replacement of any damaged components.

2. Device labels and connectors shall be delivered with temporary dust and paint protection installed.

1.12 PROJECT CONDITIONS:

A. Defects in the field which may impact the work in this Section shall be reported to the Architect and corrected in accordance with the requirements of the applicable Section of Work prior to commencement of the Work in this Section.

1.13 MAINTENANCE:

A. Provide maintenance stock of User-serviceable components within the system. Maintenance stock shall be packaged in weather resistant box labeled “spare parts for AV system” and turned over to the Client at time of system commissioning. B. Maintenance stock shall include:

1. Package of spare parts for User-serviceable portions of the AV System 2. In addition, provide:
a. Five connectors of each type in the system.
b. Six spare keys of each type in the system.
c. 10% of other miscellaneous parts required to service and maintain systems PART 2 - PRODUCTS
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2.1 SPECIALTY SUBCONTRACTORS
A. All AV contractors must submit proof of qualifications at time of bid. Failure to submit any of the required information may disqualify the contractor from consideration of approval.

B. Submit the following at time of bid:

1. List of personnel who will be working on this Project, including skills, experience, and accreditations.

2. List of union affiliations, contractor licenses, and other applicable trade certifications.

3. List of projects completed within the past 5 years, with references. Provide phone and/or e -mail addresses for reference contacts.

4. Proof that at least 5 jobs in the past 5 years have a minimum contract value equal to or greater than the project listed herein and are of similar type.

5. Proof that all requirements of Section 1.10 – Quality Assurance are met.

6. Any other items required by the project RFP documents.

2.2 MANUFACTURERS:

A. AV equipment in this Section shall be provided by specialty manufacturers providing products meeting the specifications herein.

B. Provide all equipment as listed in 274116-A, equipment list.

2.3 SYSTEMS:

A. Audio Systems General Requirements:

1. Grounding: All grounding in racks is the responsibility of the AV contractor. All devices shall be appropriately grounded to the isolated grounding system busbar.

2. Unbalanced Devices: Provide a balancing transformer for any unbalanced audio device, at both input and output.

3. Loudspeaker Rigging: All overhead loudspeaker rigging shall be reviewed and stamped by a licensed structural engineer working in the State in which the project takes place. The contractor is responsible to secure the structural stamp, including all expenses associated therein. B. Video Systems General Requirements:

1. Per SMPTE requirements for SDI video. Refer to Contract Documents for SDI video standards requirements. Note – Assume a minimum format of 1080p59.94.

2.4 MATERIALS:

A. All components supplied under this Section shall be new. Used or factory reconditioned components will not be acceptable.

B. Cabling

1. Provide cabling as indicated in the drawings. C.

Connectors:

1. Microphone and Line Level Audio
a. XLR-M, 3-pin:
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1) For panel-mount, Provide Neutrik NC3MD-L-1, 3-pole male XLR connector in black. 2) For cable-end, provide Neutrik NC3MXX, 3-pole male connector. b. XLR-F, 3-pin, Standard
1) For panel-mount, Provide Neutrik NC3FD-L-1, 3-pole female XLR connector in black. 2) For cable-end, provide Neutrik NC3FXX, 3-pole female connector. c. XLR-F, 3-pin, Automixing (BLUE)
1) For panel-mount, Provide Whirlwind WC3F, 3-pole female XLR connector in blue color shell.
2) No colored trim rings allowed, such as Neutrik.
d. 1/4” Tip/Ring/Sleeve
1) For panel-mount, Provide Neutrik NJ3FP6C, locking tip/ring/sleeve connector. 2) For cable-end, provide Neutrik NP3X, tip/ring/sleeve connector. e. Phono
1) For panel-mount, Provide Neutrik NF-2D series, with appropriate color isolation washer. 2) For cable-end, provide Neutrik NF2C-B-2 “Profi” connector.

2. Production Intercom:
a. XLR-M, 3-pin, Intercom (RED)
1) For panel-mount, Provide Whirlwind WC3M, 3-pole male XLR connector in red color shell.
2) No colored trim rings allowed, such as Neutrik.

3. Integrated Control Systems:
a. For panel-mount in configurations using legacy data and power bus (AxLink or Cresnet), provide Neutrik NC4FD-L-1, 4-pole female XLR connector. b. For panel-mount in configurations using networked control bus, refer to RJ-45 data information below.
c. Cable-end configurations are project dependent. See drawings.

4. Loudspeaker:
a. For panel-mount in 2 or 4-conductor applications, use Neutrik Speakon NL4MP 4-pole connector.
b. For panel-mount in 8-conductor applications, use Neutrik Speakon NL8MPR 8- pole connector.
c. For cable-end in 2 or 4-conductor applications, use Neutrik Speakon NL4FC 4- pole connector.
d. For cable-end in 8-conductor applications, use Neutrik Speakon NL8FC 8-pole connector.

5. Video:
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a. Production Video/12G:
1) For panel-mount, Provide Neutrik NBB75DFIX, recessed bulkhead jack, feed through, isolated connector.
2) For cable-end, provide Neutrik NBNC75B-series, push-pull style connector. Use appropriate connector for cable specified.
b. “F” Connector:
1) For panel-mount, provide Holland G-F81F* inline barrel connector with

3.0 GHz minimum performance.
2) For cable-end, provide Holland Superlok G-series compression connector with 3.0 GHz minimum performance.

6. RF Antenna – 50-ohm
a. For panel-mount, Provide Canare BJ-JRUD, recessed bulkhead jack, feed through, isolated connector.
b. For cable-end, provide Canare BP-C series. Use appropriate connector for cable specified.

7. Data:
a. RJ-45
1) For panel-mount, provide Neutrik Ethercon NE8 series punch-down connector in black to match cable type.
2) For cable end, provide Neutrik Ethercon NE8-series connectors in black to match cable type.
b. Fiber
1) For panel-mount, provide Neutrik Opticalcon NO2-4FD feed-thru panel mount connectors.
2) For cable end, provide Neutrik Opticalcon cables in quantities shown in 274116 -A equipment list.
a) For SMPTE broadcast camera applications where Neutrik Opticalcon is indicated provide with both fiberoptic and copper terminations.

D. Patchbays:

1. Microphone and Line Level Audio (Longframe):
a. Provide Bittree 489 programmable series with 3-pin molex style termination with the following options:
1) Longframe ¼”-style connectors
2) 2x24 jacks with 12” deep chassis
3) 2 designation strips in over/under configuration
4) Mono spacing, 2 RU
5) Isolated Grounding
6) Normals per Drawings
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7) Black in color
8) Paper designation strips. Provide .doc file to Owner for future use. 9) Provide Middle Atlantic “CLAW” patchcord holder, one per rack.
b. Patchbay layout shall be in standard “output at top, inputs at bottom” scheme with clear method for showing normals. Contractor shall be responsible for exact patchbay layout. c. Labeling shall be as follows:
1) All labeling shall exactly match circuit in field.
2) Labeling shall be sequential per circuit type, beginning at 1.

2. 12G-SDI Production Video:
a. Provide Bittree Video MINI-WECO 12G+ series patchbay. b. Provide the following configuration:
1) WECO-style connectors
2) 2x32 jacks with 12” deep chassis
3) 2 designation strips in over/under configuration
4) 2 RU
5) Normals per Drawings. Provide looping plugs in quantities needed. 6) Black in color
7) Paper designation strips. Provide .doc file to Owner for future use. 8) Provide Middle Atlantic “CLAW” patchcord holder, one per rack.

3. Data - Copper:
a. Provide Belden REVConnect Series Flush-Mount Modular Keystone Panel. b. Provide with the following configuration:
1) CAT 6A Shielded
2) RJ45 jack with shielding to match 10GX cable type
3) 1x24 jacks with 6” deep removeable rear lacing bar
4) 1 designation strip in over configuration
5) 1 RU
6) Black in color
7) Paper designation strips. Provide .doc file to Owner for future use. 8) Provide Middle Atlantic “CLAW” patchcord holder, one per rack.

4. Data - Fiber
a. Provide Corning CCH Series fiber optic patching systems. b. Provide housing, LC patchpanels, and required accessories for a complete installation.

2.5 PANELS:

A. General: The control receptacle panels shall consist of the appropriate connectors required for the system. B. Physical:

1. Faceplates shall be 0.080” aluminum, edges eased, finished in fine texture, scratch-resistant powder 376 of 983
coat, with fasteners countersunk.
a. Panels specified as flush mounted shall overlap back box by 1/2”. Surface mounted panels shall match back box size with no gaps or overlap.
b. Coordinate back box type, size and mounting with Division 26 - Electrical.

2. Color shall match the finished wall color of the wall onto which it will be mounted, unless otherwise noted. Submit color table for review.

3. Panels noted as custom color shall be factory powder coated a color selected by the Architect.

Legends shall be laser etched.

4. Laser etched labels 1/4” high characters minimum, unless otherwise noted. a. Labeling shall be as indicated on the Drawings.
b. Use Arial font.

5. Wall mounted panels shall mount into an industry standard back box, depending on size and quantity of connectors.

6. Rack mounted panels shall mount within industry standard equipment racks.

7. Panels mounted in floor boxes shall include a translucent flexible vinyl dirt guard as indicated on Drawings.

8. Provide complete hardware for mounting on gridiron/catwalk/pipe grid hangers where indicated on the Drawings.

9. Provide aluminum cable tie-off bars in matching color on all panels 8” wide and larger, as indicated on the Drawings.
a.Keystone Electronics Corporation “Aluminum Oval Instrumentation Handles”, part number 546, 5” wide x 2” deep handle. www.keyelco.com; 800-221- 5510 C. Floor Pockets:

1. Provide flush, floor mounted pockets with cover and cable slot. Lid finish and lid type to be determined during submittal period from manufacturer’s standard line.

2. Provide interior, flexible translucent PVC/vinyl dirt guard to cover receptacles. Labels shall remain visible.

3. Provide floor pocket backboxes and pour pans (if conditions warrant) to Division 26 - Electrical for installation.

PART 3 - EXECUTION

3.1 INSTALLATION- GENERAL:

A. Coordinate with Division 26 - Electrical for the proper installation of the conduit, backboxes, and electrical service as specified herein.

B. Coordinate scheduling and access with the General Contractor or Construction Manager and provide personnel lifts or ladders as required for access to the AV equipment.

C. Remove all packing materials from the Project Site. Insert operations and maintenance information into the Project record documents as specified above in Submittals.

D. Record Block Diagram: Post a laminated 11x17 as-built block diagram of the entire system (split into multiple sheets as necessary), and physically attached to the equipment rack in a logical location for Owner reference.

3.2 CABLE INSTALLATION:
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A. Mark cables, regardless of length, with permanent, non-handwritten number or letter cable markers within 6-inches of both ends. There shall be no unmarked cables in the system. Marking codes used on cables shall correspond to codes used on Drawings and schedules.

B. As indicated on the Drawings, group cables according to signal type. Up to 6 separate conduit systems may be in place, divided as follows:

1. A: Microphone Level Audio

2. B: Line Level Audio

3. C: Video and Communication Level

4. D: Loudspeaker Level

5. E: Empty/Future expansion

6. F: Fiber Optic Level
C. Maintain separation of signal types when outside of conduit.

D. No cable shall be installed with a bend radius less than recommended by the manufacturer.

E. Cable types shall be as indicated on the Drawings. In plenum spaces, provide the plenum version of the specified cable type. F. No cable splicing is allowed.

3.3 PROTECTION OF PROPERTY:

A. Contractor is responsible to provide protection for all equipment, tools and materials delivered to the Project Site prior to final acceptance by Owner. Any loss or damage is the responsibility of the contractor, until final acceptance by Owner.

3.4 SEQUENCING:

A. The Contractor shall not install any electronic equipment until the room where the equipment shall be located has been finally painted or otherwise finished and cleaned by the Contractor or Owner’s Representative to be free of all dust and debris. Any damage to equipment resulting from failure to follow this requirement will result in the Contractor replacing the damaged equipment at their cost.

3.5 COMMISSIONING AND DEMONSTRATION:

A. Coordinate with Division 26 - Electrical.

B. Appropriately trained personnel shall review, test, program and otherwise complete the system, following completion of installation.

C. Upon completion of the installation, the Contractor shall notify the Architect that the system is available for formal checkout. Notification shall be provided in writing.

Checkouts shall be scheduled in accordance with the Architect’s schedule. D. Audio System Tuning:

1. Following complete system installation, each device shall be set for correct gainstaging. a. This is best accomplished with an oscilloscope and a 400Hz tone generator, but other methods may be used.
b. If the system has been set correctly, the console’s VU meters will be at zero when the system is accomplishing the specified dB-SPL level. Every device in the audio signal path should clip at the same level, maximizing headroom and keeping the noise floor to a minimum.

2. System shall be tuned prior to final checkout by contractor, using a computerbased audio analysis program, such as SMAART, TEF, or SIMM. A factorycertified individual shall carry out the tuning.

E. Provide to the Architect and or their Consultant the following upon arrival:
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1. Measurements of impedance of each loudspeaker prior to connecting it to an amplifier.

2. Measurements confirming the polarity of each loudspeaker, from output of console through entire system.

3. Measurements showing all Ethernet wiring complies with Category 5e or Category 6 requirements for full bandwidth operation.

4. Verification that every line has been sweep tested and conforms to standard requirements per signal level.

5. Demonstration of input and output of signal throughout the entire audio system. F.Make available for review by the Architect and or their Consultant:

1. All components for physical inspection and inventory.

2. A computer to access any DSP units.

3. All installed devices in full operation, with no temporary equipment in place.

4. All portable devices, fully complete, and available to test at all plug-in locations.

5. Test equipment, including:
a. High quality media for every presentation source
b. HDMI & HD-SDI test generators
c. AC voltmeter
d. Sound level meter
e. Portable amplified loudspeaker
f. Audio analysis equipment (provides real time display, pink noise source, test oscillator, level and THD+N measurements)
g. Cablesets, adapters, and connectors for inserting the test equipment into and out of the system’s user interfaces and connector plates.

G. The Contractor shall be liable for any return visits by the Architect and/or their consultant as a result of incomplete or incorrect installation, or erroneous representation that the Systems are complete and ready for the Architect to carry out its work.

H. The Contractor shall arrange for access as necessary for inspection of equipment by the Architect and or their consultant
I. Upon completion of the commissioning, Contractor shall demonstrate operation and maintenance of the system to the Owner. Coordinate with the Owner’s schedules two weeks in advance minimum.

3.6 TRAINING:

A. Provide training as follows:

1. Two days during commissioning period for maintenance staff.

2. Two days with user group one week prior to initial handover to users.

3. One day with user group and maintenance staff one month after initial training.

4. One day with user group and maintenance staff one year after initial training, but prior to warranty expiration.

B. Training shall include, but not be limited to:

1. Safety precautions.

2. Identification of all elements provided under this section.

3. Maintenance, diagnostics and trouble shooting.
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4. Operation of system, including necessary software training.

5. Operations and maintenance manual orientation.

3.7 PROJECT CLOSEOUT:

A. See submittal section above for required closeout documents.

3.8 APPENDIX:

A. 27 41 16-A Equipment List
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Exhibit B
Insurance Requirements for Construction Contracts
Contractor shall procure and maintain for the duration of the contract, and for x years thereafter, insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder by the Contractor, his agents, representatives, employees, or subcontractors.

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

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

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

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

4. Builder’s Risk (Course of Construction) insurance utilizing an “All Risk” (Special Perils) coverage form, with limits equal to the completed value of the project and no coinsurance penalty provisions.

5. Surety Bonds as described below.

6. Professional Liability (if Design/Build), with limits no less than $2,000,000 per occurrence or claim, and $2,000,000 policy aggregate.

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

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

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

1. The Entity, its officers, officials, employees, and volunteers are to be covered as additional insureds on the CGL policy with respect to liability arising out of work or operations performed by or on behalf of the Contractor including materials, parts, or equipment furnished in connection with such work or operations and automobiles owned, leased, hired, or borrowed by or on behalf of the Contractor. General liability coverage can be provided in the form of an endorsement to the Contractor’s insurance (at least as broad as ISO Form CG 20 10, CG 11 85 or both CG 20 10, CG 20 26, CG 20 33, or CG 20 38; and CG 20 37 forms if later revisions used).

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

Surety Bonds
Contractor shall provide the following Surety Bonds:

1. Bid bond

2. Performance bond

3. Payment bond

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

Special Risks or Circumstances
Entity reserves the right to modify these requirements, including limits, based on the nature of the risk, prior experience, insurer, coverage, or other circumstances. 406 of 983

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: CONSENT CALENDAR Account Number: 10-5141 File ID: 25-10097 TO: City Council
FROM: Alex Khojikian, City Manager
PREPARED BY: Police Department
MEETING DATE: July 28, 2025
SUBJECT:

Juvenile Diversion Program Case Management Services – Contract and Amendment RECOMMENDATION:

Approve a three year contract with the Youth Service Bureau of the YMCA of San Francisco for Juvenile Diversion Program case management services in the total amount of $623,308; approve Amendment No. 6 to the agreement with the County of San Mateo to increase the reimbursement amount by $270,892 for case management services for the San Mateo Police Department Juvenile Diversion Program; approve a change order in the amount of $38,576 to cover the final costs for juvenile diversion case management services rendered in FY24/25; approve a contingency reserve of $50,000 and authorize the Chief of Police to issue change orders within that reserve; and authorize the Chief of Police to execute the documents in substantially the form presented.

BACKGROUND:

In 2013, the San Mateo Police Department created a Youth Services Bureau and assigned personnel to focus on juvenile diversion. Statistics show that once youth are introduced to the juvenile justice system, they are more likely to be involved in future criminal activity, as well as an increased likelihood of school truancy and drop-out. The Police Department is committed to youth and the desire to not unnecessarily introduce them into the system. Our Juvenile Diversion Program targets youth ages 11-17 that have either committed a minor offense or seem predestined to do so by current behavior.

Each youth enters into an individualized contract based on specific needs. The contract may consist of school attendance requirements, counseling for the youth and their family, utilization of outside resources such as medical or mental health professions and community service. The goal of this extraordinary program is to intervene and assist at-risk youth, with the hopes of ultimately deterring them from the juvenile justice system, and keep them on track in school and positively engaged with their family and community.

In 2015, staff initiated a partnership with the Youth Services Bureau of the YMCA and the County of San Mateo for provision of a Juvenile Diversion Capstone Case Manager. The YMCA provides a skilled case manager who performs a multi-disciplinary assessment of the juvenile participants to determine the core cause of issues leading to their delinquency, and develops strategies for rehabilitation. The services provided are multi-faceted and offer a culminating “capstone” experience for the youths in the program. The Case Manager has oversight of the juveniles and ensures a comprehensive plan tailored to the unique situation and circumstances is in place to address each participant’s individual needs.

Both the YMCA as well as the County of San Mateo have indicated interest in continuing this important effort and wish to continue the agreement. The total cost negotiated with the YMCA for provision of case management services for three years is detailed in Figure 1 and totals $623,308.
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CITY OF SAN MATEO
Fig 1: Year 1
FY25/26
Year 2
FY26/27
Year 3
FY27/28 Total
Program Costs $202,307 $207,715 $213,286 $623,308
We are grateful the County of San Mateo has recognized the value in the Juvenile Diversion Program as it diverts youth out of their corrections and probation systems, and fills a gap in much needed services. The County has offered reimbursement to the City for expenditures related to the Case Manager since 2015. The County has indicated a willingness to reimburse the City in the amount of $202,307 for fiscal year 2025-26, resulting in no net cost to the City for provision of diversion services for the next year. Staff plans to work with the County to seek recovery of costs on an annual basis for future years. The contract with the YMCA for provision of the case manager can be terminated with 30 days notice. Should the County reimbursement funds not be available in future years, staff would return to the City Council to seek direction on continuing the case management contract with the YMCA in advance of the 30 day termination requirement.

Additionally, the final invoice from the YMCA for the 24/25 Fiscal Year exceeds the cumulative spend authorized by the City Council by $38,576, due to the additional provision of much-needed bilingual case management services. It is recommended the City Council approve a change order in the amount of $38,576 to cover the final cost for the case management services rendered in FY24/25, bringing the total FY24/25 authorized costs to $201,249. The County has agreed to reimburse the City for this cost resulting in in no net financial impact to the City.

BUDGET IMPACT:

Funding for this contract has been planned for and included in the Police Department adopted operating budget. The costs will be entirely reimbursed by the County, resulting in 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 – Contract with YMCA
Att 2 – Amendment No. 6 to Agreement with County of San Mateo Att 3 – Change Order

STAFF CONTACT
Ed Barberini, Chief of Police
[email protected]
(650)522-7600
Kimber Joyce, Lieutenant
[email protected]
(650) 522-7658
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Juvenile Justice Case Management Program Contract
THE YOUTH SERVICE BUREAUS of the URBAN SERVICES BRANCH of the YMCA OF SAN FRANCISCO and the CITY OF SAN MATEO, by and through the SAN MATEO POLICE DEPARTMENT WHEREAS the YOUTH SERVICE BUREAU of the Urban Services Branch of the YMCA of San Francisco (“YMCA”) and the CITY OF SAN MATEO by through the SAN MATEO POLICE DEPARTMENT (“CITY”) mutually desire to effect a Memorandum of Understanding (“Contract”) to define their relationship effective on July 1, 2025.

SECTION 1. THE PARTIES’ INTENT
A. To establish and define the business relationship between YMCA and CITY as it relates to the Juvenile Justice Case Management Program at the San Mateo Youth Service Bureaus, located at 1486 Huntington Ave Suite 100 South San Francisco, CA 94080.

B. To serve as the guiding document as to the responsibilities of YMCA and CITY for the operation of the Juvenile Justice Case Management Program.

SECTION 2. TERM
A. This contract will begin July 1, 2025 and span three fiscal years ending on June 30, 2028.

This Agreement may be terminated by either party at any time by giving prior written notice to the other party at least 30 days in advance of the effective date of such termination or may be terminated by mutual agreement of both parties.

B. No alterations of variation of the terms of this Agreement shall be valid unless made in writing and signed by the CITY signator or their designee and the YMCA signator.

SECTION 3. YMCA ROLE
In consideration of the payment hereinafter set forth, YMCA shall perform the following services:
a) To Provide individual and/or family counseling to youth arrested for minor offenses referred by the CITY as eligible for the mandated diversion counseling program, including supervising monthly Diversion classes.
b) Provide case management and service linkages to youth and families referred c) Conduct a psycho-social assessment to determine emotional, behavioral or mental health issues. d) Consult with teachers, school counselors, and school psychologists as needed. e) Maintain confidential clinical charts in compliance with HIPPA requirements. f) Abide by all legal and ethical standards set by field, including HIPAA laws; ensuring all hiring criteria and procedures, such as fingerprint clearance and criminal background checks, are met by all staff and volunteers and becoming familiar with State and District policies.

SECTION 4. CITY ROLE
In consideration of the services set forth above, the CITY shall:
a) Assign a point person in the CITY to make referrals to San Mateo Youth Service Bureau and communicate regularly with the Intake Coordinator of the San Mateo Youth Service Bureau b) Make decisions about the eligibility and appropriateness of juvenile-justice involved youth to be referred into the clinical case management segment of the program and ensure sufficient referrals to the clinical case manager.
c) Make payment to the YMCA of SF in the amount shown below for each of three consecutive fiscal years for the above services to the YMCA, invoiced on the following schedule:
$202,307for FY2025-26; $207,715 for FY2026-27, and $213,286 for FY2027-28. Each fiscal year half of the total program cost will be invoiced both in December and May. 409 of 983
CITY of SAN MATEO and YMCA Contract 2025-2028
PAL Program Clinical Case Management 2025-26 2026-27 2027-28 MFT or Social Worker Clinical Case
Manager (Full Time)
35 hours a week: Includes individual and
group supervision, paperwork completion
time & travel
$80,041 $82,443 $84,916
Clinical Supervisor for full-time case
manager

3.75 hours/week: 3 hours direct clinical
supervision labor and .75 hours of
documentation review and cosigning
$13,170 $13,565 $13,972
MFT or Social Worker Clinical Case
Manager (Part Time Bilingual)
20 hours a week: Includes individual and
group supervision, paperwork completion
time & travel
$37,020 $38,131 $39,275
Clinical Supervisor for part-time case
manager

1.875 hours/week: 1.5 hours direct
clinical supervision labor and .375 hours
of documentation review and cosigning
$6,585 $6,782 $6,986
401K retirement benefits 12% $16,418 $16,910 $17,418
Medical Benefits Full Time Clinical Case Manager and
Clinical Supervisor: $9101*1.125 FTE $10,239 $10,239 $10,239 Medical Benefits Part Time Clinical Case Manager and
Clinical Supervisor: $9101*.625 FTE $5,688 $5,688 $5,688 Subtotal Salaries and Benefits $169,161 $173,758 $178,493 Mileage for field services $4,500 $4,500 $4,500
Program and Office Supplies $340 $340 $340
Electronic Health Care Records
Database $929 $929 $929
Licenses $340 $340 $340
Subtotal Operating Expenses $6,109 $6,109 $6,109
Indirect Expenses (Admin, Overhead,
Payroll) $27,038 $27,849 $28,684
Total Program Cost $202,307 $207,715 $213,286
SECTION 5. INDEMNITY AND INSURANCE
A YMCA’S OBLIGATIONS
1) YMCA of San Francisco shall defend, indemnify and hold harmless CITY, its City Council, officers, employees and agents against all claims, damages, losses, expenses (including reasonable attorneys’ fees) and liabilities (referred to collectively as “losses”) of any kind or character arising out of and in the course of YMCA’S performance under this Agreement. This obligation shall not lie in those instances where the losses are caused solely by the negligence or intentional misconduct of CITY, its agents or employees.
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2) YMCA of San Francisco shall procure and maintain for the duration of this Agreement, the insurance specified in Exhibit A to this Agreement. 3) YMCA agrees to notify CITY in writing immediately upon knowledge of any claim, suit, action or proceeding for which either party may be entitled to indemnity under this Agreement.
4) YMCA agrees to name the CITY as additional insured and to provide an additional insured endorsement prior to commencement of this Contract.

B. CITY’S OBLIGATIONS
1) CITY shall defend, indemnify and hold harmless YMCA of San Francisco, its Board, officers, employees and agents against all claims, damages, losses, expenses (including reasonable attorneys’ fees) and liabilities (referred to collectively as “losses”) of any kind or character arising out of CITY’s performance under this Agreement. This obligation shall not lie in those instances where the losses are caused solely by the negligence or intentional misconduct of YMCA of San Francisco, its agents or employees.
2) CITY shall maintain during this Agreement, at its cost, general liability insurance insuring itself and YMCA of San Francisco against liability for bodily injury, including death, or property damage resulting from CITY’s performance under this Agreement or use of the Facility for the Programs, with a limit of not less than One Million Dollars, and automobile liability insurance with a combined single limit of not less than One Million Dollars, Worker’s compensation insurance as required by applicable law, and Employer’s Liability insurance with limits of not less than One Million Dollars per employee for bodily injury or disease. 3) All insurance required hereunder shall be primary (so that any contingent liability insurance of YMCA of San Francisco will not be called upon for contribution); noncancelable without thirty (30) days advance written notice to YMCA of San Francisco; cover the indemnification obligations of CITY to YMCA of San Francisco under this Agreement; and be evidenced by a certificate of insurance and related endorsement from CITY’s insurance carrier.
4) CITY agrees to notify YMCA in writing immediately upon knowledge of any claim, suit, action or proceeding for which either party may be entitled to indemnity under this Agreement.

SECTION 6 NOTIFICATION
A. Formal notice between the parties under this agreement shall be addressed as follows:

San Mateo Police Department Youth Service Bureaus: YMCA of San Francisco Chief Ed Barberini Deidra Somerville, Executive Director 200 Franklin Parkway 1486 S. Huntington Avenue #100
San Mateo, CA 94403 South San Francisco, CA 94080
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SECTION 7 MISCELLANEOUS
This contract constitutes an understanding between the parties, and supersedes all offers, negotiations and other contracts concerning the subject matter contained herein. There are no representations or understandings of any kind not set forth herein. Any amendments to this contract must be in writing and executed by both parties.

APPROVED AND AGREED:
______________________________ _________________________________________ Chief Ed Barberini Wesley “Chip” Rich, Co-Chief Operating Officer San Mateo Police Department YMCA of San Francisco
Youth Service Bureaus
Date Date
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CITY of SAN MATEO and YMCA Contract 2025-2028

EXHIBIT A

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 Contractor 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.

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

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 Contractor; and on the CGL policy with respect to liability arising out of work or operations performed by or on behalf of the Contractor including materials, parts or equipment furnished in connection with such work or operations. General liability coverage can be provided in the form of an endorsement to the Contractor’s insurance (at least as broad as ISO Form CG 20 10, 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 Contractor’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 Contractor’s insurance and shall not contribute with it.

Notice of Cancellation
Each insurance policy required above shall provide that coverage shall not be canceled, except after thirty (30) days’ prior written notice (10 days for non-payment) has been given to the City. 413 of 983
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Waiver of Subrogation
Contractor hereby grants to City a waiver of any right to subrogation which any insurer of said Contractor may acquire against the City by virtue of the payment of any loss under such insurance. Contractor 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 Contractor 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
Contractor 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 Contractor’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. 414 of 983
Amendment Template Version May 2021 Page 1

SIXTH AMENDMENT TO AGREEMENT

BETWEEN THE COUNTY OF SAN MATEO AND

THE CITY OF SAN MATEO
THIS SIXTH AMENDMENT TO THE AGREEMENT, is entered into this 24th day of June, 2025 by and between the COUNTY OF SAN MATEO, hereinafter called "County," and the City of San Mateo, hereinafter called "Contractor".

W I T N E S S E T H:

WHEREAS, pursuant to Government Code, Section 31000, County may contract with independent contractors for the furnishing of such services to or for County or any Department thereof;
WHEREAS, on November 1, 2016, the parties entered into that certain Agreement between the County of San Mateo and San Mateo Police Department (the “Agreement”), by which Contractor agreed to provide juvenile diversion case management services for the term July 1, 2015 through June 30, 2017, in an amount not to exceed $150,000; and WHEREAS, on September 12, 2017, the parties entered into an amendment to the Agreement, increasing the County’s maximum fiscal obligation amount by $95,000 to a new amount not to exceed $245,000 and extending the term through June 30, 2018; and WHEREAS, on January 29, 2019, the parties entered into a second amendment to the Agreement, increasing the contract amount by $85,263 to a new amount not to exceed $330,263 and extending the term through June 30, 2019; and WHEREAS, on March 24, 2020, the parties entered into a third amendment to the Agreement, increasing the amount by $287,868 to a new amount not to exceed $618,131 and extending the term through June 30, 2022; and
WHEREAS, on September 13, 2022, the parties entered into a fourth amendment to the Agreement, increasing the contract amount by $100,000, to a new amount not to exceed $718,131 and extending the term through June 30, 2023; and WHEREAS, on June 13, 2023, the parties entered into a fifth amendment to the Agreement, increasing the contract amount by $353,000, to a new amount not to exceed $1,071,431 and extending the term through June 30, 2025; and WHEREAS, the parties wish to amend the Agreement a sixth time in order to increase 415 of 983
Amendment Template Version May 2021 Page 2
the contract amount by $270,892 including $68,585 for Fiscal Year 2024-25 and $202,307 for Fiscal Year 2025-26 a new total amount not to exceed $1,342,323 and to extend the term of the Agreement through June 30, 2026.

NOW, THEREFORE, IT IS HEREBY AGREED BY THE PARTIES HERETO AS FOLLOWS:

1. Section 3 of the Agreement is amended and restated in its entirety to read as follows:

Payments: In consideration of the services provided by Contractor in accordance with all terms, conditions, and specifications set forth in his Agreement and in Exhibit A1, County shall make payment to Contractor based on the rates and in the manner specified in Exhibit B4 (rev. June 24, 2025). County reserves the right to withhold payment if the County determines that the quantity or quality of the work performed is unacceptable. In no event shall the County’s total fiscal obligation under this Agreement exceed ONE MILLION THREE HUNDRED FORTY TWO

THOUSAND THREE HUNDRED AND TWENTY -THREE DOLLARS AND ZERO CENTS ($1,342,323.00). In the event that the County makes advance payments, Contractor agrees to refund any amounts in excess of the amount owed by the County at the time of contract termination or expiration.

2. Section 4 of the Agreement is amended and restated in its entirety to read as follows:

Subject to compliance with all terms and conditions, the term of this Agreement shall be from July 1, 2015 through June 30, 2026.

3. Revised Exhibit A1 (rev. June 13, 2023) of the Agreement is replaced with and superseded by Revised Exhibit A1 (rev. June 24, 2025) attached hereto and incorporated by reference.

4. Revised Exhibit B3 (rev. June 13, 2023) of the Agreement is replaced with and superseded by Revised Exhibit B4 (rev. June 24, 2025) attached hereto and incorporated by reference.

5. All other terms and conditions of the Agreement as amended, shall remain in full force and effect.
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Amendment Template Version May 2021 Page 3
In witness of and in agreement with this Agreement’s terms, the parties, by their duly authorized representatives, affix their respective signatures:

For Contractor: CITY OF SAN MATEO
Contractor Signature Date Contractor Name (please print) For County:

COUNTY OF SAN MATEO
By:

President, Board of Supervisors, San Mateo County
Date:

ATTEST:

By:

Clerk of Said Board
Resolution No. 081295
June 24, 2025
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Amendment Template Version May 2021 Page 4
Exhibit A1 (rev. June 24, 2025)
In consideration of the payments set forth in Exhibit B1 (rev. June 24, 2025), Contractor shall provide the following services:

Contractor shall provide part time (20 hours/week) bilingual case management services.

PAL Program Clinical Case Management - Part Time Bilingual Case Manager 2024-25 & 2025-26
MFT or Social Worker Clinical Case Manager
20 hours a week: Includes
individual and group supervision,
paperwork completion time &
travel
$35,942
Clinical Supervisor for full-time case manager

3.75 hours/week: 3 hours direct
clinical supervision labor and .75
hours of documentation review and
cosigning
$11,821
401K retirement benefits 12% $4,313
Medical Benefits
Clinical Case Manager and
Clinical Supervisor: $8836 *.625
FTE
$5,523
Subtotal Salaries and Benefits $57,599
Mileage for field services $1,500
Program and Office Supplies $115
Electronic Health Care Records Database $310
Licenses $115
Subtotal Operating Expenses $2,040
Indirect Expenses (Admin, Overhead, Payroll) $8,946
Total Program Cost $68,585
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Amendment Template Version May 2021 Page 5
Exhibit B4 (rev. June 24, 2025)
In consideration of the services provided by Contractor described in Exhibit A1 (rev. June 24, 2025) and subject to the terms of the Agreement, County shall pay Contractor based on the following fee schedule and terms.

Contractor shall submit an invoice to the County for approval prior to receiving payment which shall be sufficiently detailed to substantiate the basis for reimbursement. County will remit payment within fortyfive (45) days of receipt of an approved invoice. County will reimburse Contractor for an amount up to $201,229 for FY 2024-25 and for an amount up to $202,307 for FY 2025-26 for the cost of the YMCA case management services for the Juvenile Diversion Program and the Prevention Services Program as included in the Memorandum of Understanding between the San Mateo Police Department and the YMCA, and bilingual case management services.

As set forth in Section 3 of the Agreement, in no event shall the County’s total fiscal obligation under this Agreement exceed $1,342,323.
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PROJECT: Juvenile Diversion Capstone Case Management Services PO-0001329
YMCA of San Francisco

CITY OF

SAN MATEO, CALIFORNIA
Change Order No. 2
Distribution: Purchasing Division,
Department File, Contractor.

To Purchasing Date: 07/28/25
You are hereby directed to make the herein described changes from the plans and specifications or do the following described work not included in the plans and specifications on your contract.

From POLICE

Description of work to be done, estimate of quantities, and prices to be paid. Segregate between additional work at contract price, agreed price, and force account. Unless otherwise stated, rates for rental of equipment cover only such time as equipment is actually used and no allowance will be made for idle time.

DESCRIPTION OF WORK
Approve a change order for an additional $38,576 to cover the cost of juvenile diversion case management services rendered during FY24/25.

To date, $150,936.75 of the $162,673 authorized under the Purchase Order for this vendor has been expended. There is an available balance of $11,736.25 remaining on the Purchase Order. The final invoice for services provided for the 24/25 Fiscal Year (attached) is in the amount of $50,312.25, and therefore exceeds the available balance of funds authorized. This is due to the provision of additional bilingual case management services. A change order in the amount of $38,576 is requested to cover the final cost for case management services rendered in FY24/25.

Total cost of change not to exceed
We, the undersigned contractor, have given careful consideration to the change proposed and hereby agree, if this proposal is approved, that we will provide all equipment, furnish all materials, except as may otherwise be noted above, and perform all services necessary for the work above specified, and will accept as full payment therefore for the prices shown above.

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

Accepted, Date
Contractor
By
Title

STATEMENT OF ACCOUNT
Original Contract Price . . . . . . . . . . . . . . . $132,664 Previous Change Orders . . . . . . . . . . . . . . $ 30,009 Total to date . . . . . . . . . . . . . . . . . . $162,673 This Change Order . . . . . . . . . . . . . . . . . . $38,576 Revised Contract Price . . . . . . . . . . . . . . . $201,249 Approved By: /s/ Ed Barberini , Ed Barberini – Chief of Police Department: Police_______
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CITY OF SAN MATEO

CITY OF SAN MATEO
Agenda Report
City Hall
330 W. 20th Avenue
San Mateo CA 94403
www.cityofsanmateo.org
Agenda Number: 21 Section Name: CONSENT CALENDAR Account Number: 10-5141 File ID: 25-10173 TO: City Council
FROM: Alex Khojikian, City Manager
PREPARED BY: Police Department
MEETING DATE: July 28, 2025
SUBJECT:

Police Recruit Training Officer Assignment - Agreement
RECOMMENDATION:

Approve an agreement with Alameda County Sheriff's Office for the assignment of one police officer to the Alameda County Sheriff's Office Regional Training Center, and authorize the Chief of Police to execute the agreement in substantially the form presented.

BACKGROUND:

The San Mateo Police Department wishes to assign a Recruit Training Officer (RTO) to the Alameda County Sheriff’s Office (ACSO) Regional Training Center, the police department’s primary police academy, as part of a strategy to ensure that future officers are trained to the highest standards. This is a natural extension of our long-standing practice of assigning an RTO to the College of San Mateo Police Academy. Having one officer serve as an RTO provides for the opportunity to shape the instruction, mentorship, and overall culture that recruits are exposed to. In return, ACSO has committed to granting the City of San Mateo priority when onboarding recruits, including access to academy seats, regardless of class size limits. This relationship allows for the San Mateo Police Department to stay competitive in a highly competitive hiring environment. Assigning an RTO also provides early insight into the progress and performance of recruits, ensuring a smoother transition from the academy to field training. Ultimately, this partnership strengthens the quality of the San Mateo Police Department and reinforces its commitment to proactive and professional policing. The term of the assignment would begin October 1, 2025 and end on September 30, 2026, and the City can withdraw the officer at any time with 30 days notice.

It is City policy that intergovernmental agreements be approved by the City Council.

BUDGET IMPACT:

There is no net financial impact associated with this agreement. The City of San Mateo will continue to pay the salary and benefits of the officer assigned, which is included in the adopted operating budget.

ENVIRONMENTAL DETERMINATION:

This agreement 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 - Agreement
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CITY OF SAN MATEO

STAFF CONTACT
Ed Barberini, Chief of Police
[email protected]
(650) 522-7600
Michael Haobsh, Sergeant
[email protected]
(650) 522-7629
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Recruit Training Officer Agreement 07/03/2025

MASTER SERVICES AGREEMENT
This Master Services Agreement (the “Agreement”) is effective as of October 1, 2025 (the “Effective Date”) and is made between the County of Alameda by and through Alameda County Sheriff's Office, Yesenia L. Sanchez, Sheriff, 1401 Lakeside Drive 12th Floor, Oakland, CA 94612 (“Alameda”) and the San Mateo Police Department, Ed Barberini, Chief of Police, 200 Franklin Parkway, San Mateo Ca. 94403 (“San Mateo”). Alameda and San Mateo agree as follows:

For and in consideration of the mutual covenants set forth herein and for other good and valuable consideration, the receipt and adequacy of which are hereby acknowledged, the parties hereto agree as follows:

1. Services and Compensation. As mutually agreed upon, San Mateo will provide a Recruit Training Officer (RTO) to Alameda during the Regular Basic Academies between October 1, 2025 and September 30, 2026. San Mateo shall pay the compensation of the RTO while he/she is at the academy. Alameda will pay the cost of the required RTO uniform.

2. Time of Performance. San Mateo will provide a RTO from October 1, 2025 through September 30, 2026. This Agreement shall terminate on September 30, 2026, or at the request of the Sheriff of Alameda or the Chief of San Mateo.

3. Withdrawal from the Agreement. San Mateo shall notify Alameda within thirty (30) days in writing, stating their anticipated withdrawal from this agreement.

4. Insurance. During the term of this Agreement, San Mateo will maintain, at its expense, the minimum insurance coverage necessary for the RTO assigned to the academy as specified in Exhibit A, which is attached hereto and incorporated herein. In the event of an injury to the RTO, San Mateo will provide the Workers Compensation benefits to the RTO.

5. Entry on Alameda’s Property. While RTO is on Alameda’s property, he/she will comply with Alameda’s reasonable site policies, procedures, and programs relevant to the duties of a RTO. In the event of any accident or other occurrence resulting in personal injury or illness when the RTO is on Alameda’s property, Alameda shall immediately notify San Mateo of the incident, if the RTO is unable to make the notification. Upon Alameda’s request, San Mateo shall provide Alameda with documentation fully describing the accident and injury or illness and the actions implemented to prevent similar occurrences.

6. Independent Contractor. In the performance of this Agreement, San Mateo is acting as an independent contractor of Alameda, and neither San Mateo nor its employees are the servants, agents or employees of Alameda. Except as expressly provided in this Agreement, Alameda shall have no direction, supervision or control over San Mateo or its employees. San Mateo shall perform all administrative duties relating to the fulfillment of Services, including, but not limited to, maintaining personnel and time records, processing payroll, providing all insurance liability coverage, and meeting with Alameda management to discuss and clarify Services, when and if requested. San Mateo shall bear sole responsibility for payment of compensation and provision of benefits to its personnel. San Mateo shall pay and report, for all personnel assigned to Alameda, 424 of 983
Recruit Training Officer Agreement 07/03/2025