Agenda packet, regular meeting — San Mateo City Council, July 28, 2025 (part 1 of 4)

CITY OF SAN MATEO
City Council Regular Meeting
July 28, 2025
7:00 PM
City Hall Council Chamber
Entrance is on O’Farrell Street

COUNCIL MEMBERS
Robert Newsom Jr.

Adam Loraine
Nicole Fernandez
Danielle Cwirko-Godycki
Lisa Diaz Nash
AGENDA
THIS MEETING CAN BE ATTENDED IN PERSON OR REMOTE BY JOINING ZOOM – SEE CODES BELOW.

PUBLIC COMMENTS WILL BE ACCEPTED BOTH IN PERSON AND REMOTELY.

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

To join via Zoom – click here: July 28, 2025
To join via telephone: (408) 638-0968
Webinar ID: 889 4043 4720 Passcode: 751453
The City Council meeting will conclude by 11:00 p.m. unless otherwise extended by council vote.

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

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

CEREMONIAL

1. Park and Recreation Month – Proclamation

2. Disability Pride Month – Proclamation

3. Rethink Waste 2025 Trash to Art Contest Winners - Recognition

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

4. City Council Meeting Minutes – Approval
Approve the minutes of the City Council meetings as follows: the special and regular meetings held on May 5, 2025, May 19, 2025, June 2, 2025, and June 16, 2025; and the special meetings held on May 6, 2025, May 7, 2025, May 10, 2025, May 15, 2025, May 27, 2025.

CEQA: This minutes approval is not a project subject to CEQA, because it is an organizational or administrative activity that will not result in direct or indirect physical changes in the environment. (CEQA Guidelines Section 15378(b)(5).)
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5. Zoning Code Amendments and Below Market Rate Program Update — Ordinance Adoption Adopt an Ordinance amending the Zoning Code (Title 27) to address affordable housing compliance options, planning application procedures, and set minimum densities for residential mixed-use development projects; and find that the Ordinance is exempt from further environmental review pursuant to California Environmental Quality Act (CEQA) Section 15183.

CEQA: The Environmental Impact Report (EIR) for General Plan 2040 analyzed new residential development of up to 19,764 new housing units and growth around the City through 2040. On March 18, 2024, the City Council certified the EIR.

6. Small Wireless Facility Permit Support Services — Agreements Approve professional consultant services agreements for small wireless facilities permit review support services through May 31, 2027, with up to two optional one-year extensions, with: Anchor Engineering, Inc. d/b/a ANCHOR, in an amount not to exceed $250,000; and Gunnerson Consulting & Communication Site Services, LLC in an amount not to exceed $250,000; and authorize the Public Works Director to execute the agreements in substantially the form presented and issue amendments within the budget amount including no-cost term extensions.

CEQA: These agreements are not a project subject to CEQA, because it can be seen with certainty that they will not cause a physical change in the environment. (Public Resources Code Section 21065.)(CEQA Guidelines Section 15378(b)(4).)

7. Citywide Custodial Services – Agreement
Adopt a Resolution approving an alternative purchasing procedure to award a three-year agreement to Impec Group, LLC for Citywide Custodial Services in the amount of $3,581,907.00, with two optional one-year extensions subject to future Council approval; establish an annual contingency in the amount of $110,000 per agreement year; and authorize the Public Works Director to execute the agreement in substantially the form presented and issue amendments within the contingency amount.

CEQA: This project is 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.)

8. Wastewater Treatment Plant Upgrade Construction Services – Contingency Increase Approve an increase in the amount of $19,500,000 to the City’s contingency budget for its contract with Sundt Construction, Inc. for construction of the Wastewater Treatment Plant Upgrade and Expansion Project; and authorize the Public Works Director to issue change orders within the contingency amount.

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

9. Hillsdale High School/31st Avenue Pedestrian Safety Improvement Project – Grant Acceptance, Appropriation, and Supplemental Agreement
Adopt a Resolution to accept a San Mateo County Transportation Authority Cycle 7 Measure A and Measure W Pedestrian and Bicycle Program grant in the amount of $351,648 and appropriate the grant funding and $39,072 of the City’s Measure A funds as a local match to the Hillsdale High School/31st Avenue Pedestrian Safety Improvement Project; approve a supplemental agreement with San Mateo County Transportation Authority to receive the grant funding; and authorize the City Manager to execute the agreement in substantially the form 2 of 983
presented and any necessary future no-cost term extensions.

CEQA: This item is not a project subject to CEQA, because the adoption of a resolution approving a Supplemental Agreement with the TA and approving local matching funds 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).)

10. Wastewater Treatment Plant Upgrade Engineering Services During Construction – Amendment and Contingency Increase
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.

CEQA: The City prepared a Final Programmatic Environmental Impact Report (Final PEIR) in accordance with the California Environmental Quality Act (CEQA) (SCH No. 2015032006).

11. Humboldt Street Paving with the City of Burlingame — Revised Cost Sharing Agreement 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.

CEQA: 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.)

12. Citywide Elevator Maintenance Services – Agreement
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.

CEQA: 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.)

13. Poplar Creek Tenant Improvements – Agreement
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.

CEQA: This project is categorically exempt from CEQA as an “existing facility,” because it consists of the operation, repair, maintenance, permitting, leasing, licensing, or minor alteration of existing public or private structures, facilities, mechanical equipment, or topographical features, involving negligible or no expansion of use. (CEQA 3 of 983
Guidelines Section 15301.)

14. Citywide Street Rehabilitation Package 6B-1 — Agreement 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.

15. Main Library Lighting Controls Equipment – Purchase Agreement 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.

16. Citywide Surface Treatment Package 4A-1 Project — Agreement 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.

17. North Shoreview Flood Assessment District - Compensation Agreement 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.

CEQA: 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).)

18. 2nd and El Camino Real and Central Parking Garages Elevator Controls Upgrade – Agreement 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 4 of 983
contingency amount.

19. City Hall Council Chambers Audio-Visual Upgrades – Construction Contract Award a contract to Mark Latimer & Associates, Inc. dba Coda Technology Group for the City Hall Council Chambers Audio-Visual 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.

CEQA: 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).)

20. Juvenile Diversion Program Case Management Services – Contract and Amendment 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.

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

21. Police Recruit Training Officer Assignment - Agreement 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.

CEQA: 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.)

22. Building Inspector, Development Review Technician, and Housing Specialist Series; and Salary Schedule: Senior Housing Specialist – Job Specification Updates
Adopt a Resolution to approve updates to the job specifications for three series: 1) Building Inspector I-II-Senior, 2) Development Review Technician I-II-Senior, and 3) Housing Specialist I-II-Senior; and to approve the salary schedule for the classification of Senior Housing Specialist.

CEQA: The job specification updates are not 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).)

23. Solid Waste Technician Reclassification – Approval
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Adopt a Resolution to approve the reclassification of the incumbent in the Administrative Assistant position in the Waste Management division of the Public Works Department to Solid Waste Technician.

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

24. Finance and Human Resources Services for San Mateo Consolidated Fire Department – Agreement Approve an agreement between the City of San Mateo and the San Mateo Consolidated Fire Department for Finance and Human Resources services for a five-year term beginning August 1, 2025, and ending June 30, 2030, with estimated compensation to the City in the amount of $6,147,039.18; and authorize the City Manager to execute the Agreement in substantially the form presented.

CEQA: Approval of this agreement is not a project subject to CEQA, because the provision of finance and human resources services to SMC Fire is an administrative activity which will not result in direct or indirect physical changes in the environment. (CEQA Guidelines Section 15378(b)(5).)

25. Congregate Nutrition Program — Interagency Agreement Approve an interagency agreement with the County of San Mateo for Fiscal Year 2025-2026 to partially fund a congregate nutrition program through the Older Americans Act for up to $48,096; and authorize the Director of Parks and Recreation to execute the agreement in substantially the form presented.

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

26. Central Park Phase 1 Playground Improvements Project – Agreement Amendment No. 3 Approve Amendment No. 3 to the agreement with RRM Design Group (RRM) to extend the term of the agreement from December 31, 2025 to December 31, 2026.

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

27. Climate Adaptation Plan for Sea Level Rise – Agreement Approve an agreement with Environmental Science Associates (ESA) for the development of a Climate Adaptation Plan for Sea Level Rise in the amount of $420,000 for a term from August 1, 2025, through August 1, 2028; and authorize the City Manager to execute the agreement in substantially the form presented.

CEQA: 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.) CEQA review will be included as part of the Climate Adaptation Plan.
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28. Electrify San Mateo Sustainable Building Strategy – Adoption Adopt a Resolution to adopt the Electrify San Mateo Sustainable Building Strategy establishing policy direction for decarbonizing existing buildings in San Mateo.

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

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

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

OLD BUSINESS

29. Amendment to Contribution Limits for City Candidate Campaigns – Ordinance Introduction and Public Financing Briefing
Introduce an Ordinance to amend San Mateo Municipal Code Chapter 2.80: "Contributions and Loans to City Candidate Campaigns” to adjust contribution limits for individuals to $1,000, thereby aligning with organizational contribution limits, link future contribution limits adjustments to the CPI, and enhance incentives for participation in the voluntary expenditure limits program, all in accordance with Council direction. Receive an informational briefing on Public Financing of City Candidate Campaigns and provide direction on future action.

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

NEW BUSINESS

30. Emergency Rental Assistance Program - Adoption and Agreement Adopt a Resolution to establish an Emergency Rental Assistance Program, appropriate $168,000 from the Low and Moderate Income Asset Fund for FY 2025-26, approve an agreement with Samaritan House to administer the program, and authorize the City Manager to execute the agreement in substantially the form presented.

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

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

ADJOURNMENT
----------------------------------------------------------------------------------------------------------------------------- AGENDAS: Agendas and material are posted on the City’s website on the Friday preceding each Council Meeting and can be viewed on the City's website at www.cityofsanmateo.org . Any supplemental material distributed to the Council after the posting of the agenda will be made part of the official record.
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WATCHING A MEETING ON TV: City Council meetings are broadcast live on Comcast/channel 27, Wave/channel 26, or AT&T/channel 99.

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

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

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

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

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

In Person: At the meeting complete a “Request to Speak” form.

ACCESSIBILITY: In compliance with the Americans with Disabilities Act and to ensure meaningful access for all participants, including those with limited English proficiency, individuals requiring special accommodations or language assistance to participate in this meeting may contact the City Clerk’s Office at (650) 522-7040 or [email protected] . Notification 48 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to this meeting.
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CITY OF SAN MATEO

CITY OF SAN MATEO
Agenda Report
City Hall
330 W. 20th Avenue
San Mateo CA 94403
www.cityofsanmateo.org
Agenda Number: 4 Section Name: CONSENT CALENDAR Account Number: 10-1111 File ID: 2018 - 25-10240 TO: City Council
FROM: Alex Khojikian, City Manager
PREPARED BY: City Clerk's Office
MEETING DATE: July 28, 2025
SUBJECT:

City Council Meeting Minutes – Approval
RECOMMENDATION:

Approve the minutes of the City Council meetings as follows: the special and regular meetings held on May 5, 2025, May 19, 2025, June 2, 2025, and June 16, 2025; and the special meetings held on May 6, 2025, May 7, 2025, May 10, 2025, May 15, 2025, May 27, 2025.

BUDGET IMPACT:

There is no budgetary impact associated with this minutes approval.

ENVIRONMENTAL DETERMINATION:

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

NOTICE PROVIDED
All meeting noticing requirements were met.

ATTACHMENTS
Att 1 – Minutes 2025-05-05 Special
Att 2 – Minutes 2025-05-05 Regular
Att 3 – Minutes 2025-05-06 Special
Att 4 – Minutes 2025-05-07 Special
Att 5 – Minutes 2025-05-10 Special
Att 6 – Minutes 2025-05-15 Special
Att 7 – Minutes 2025-05-19 Special
Att 8 – Minutes 2025-05-19 Regular
Att 9 – Minutes 2025-05-27 Special
Att 10 – Minutes 2025-06-02 Special
Att 11 – Minutes 2025-06-02 Regular
Att 12 – Minutes 2025-06-16 Special
Att 13 – Minutes 2025-06-16 Regular

STAFF CONTACT
Martin McTaggart, City Clerk
[email protected]
(650) 522-7044
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City Council Special Meeting Minutes – 5/5/2025 Page 1

COUNCIL MEMBERS
Rob Newsom Jr., Mayor
Adam Loraine, Deputy Mayor
Nicole Fernandez
Danielle Cwirko-Godycki
Lisa Diaz Nash

CITY OF SAN MATEO
Special Meeting Minutes
City Council
City Hall
330 W. 20th Avenue
San Mateo CA 94403
www.cityofsanmateo.org
May 5, 2025
City Hall Council Chambers 5:30 PM
Special Meeting
CALL TO ORDER at 5:30 p.m.

Roll Call

Present: Mayor Newsom, Deputy Mayor Loraine, Council Members: Fernandez, Cwirko-Godycki, and Diaz Nash AB 2449 Requests and Considerations for Meeting Participation by Teleconference due to Just Cause or Emergency Circumstances – there were no requests.

STUDY SESSION

1. San Mateo Police Department Youth Services Unit — Presentation Ed Barberini, Chief of Police; Tracy Unga, Police Sergeant; and Kimber Joyce, Police Lieutenant; gave an informational presentation on the San Mateo Police Department Youth Services Unit.

Public Comment: There were no speakers.

Council asked questions and made comments.

ADJOURNMENT –The meeting adjourned at 6:27 p.m.

APPROVED BY: SUBMITTED BY:

Rob Newsom Jr., Mayor Martin McTaggart, City Clerk
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City Council Regular Meeting Minutes – 5/5/2025 Page 1

COUNCIL MEMBERS
Rob Newsom Jr., Mayor
Adam Loraine, Deputy Mayor
Nicole Fernandez
Danielle Cwirko-Godycki
Lisa Diaz Nash

CITY OF SAN MATEO
Regular Meeting Minutes
City Council Meeting
City Hall
330 W. 20th Avenue
San Mateo CA 94403
www.cityofsanmateo.org
May 5, 2025
City Hall Council Chambers 7:00 PM
Regular Meeting
CALL TO ORDER at 7:00 p.m.

Pledge of Allegiance
Roll Call

CEREMONIAL

1. Aragon High School – 4.0 Grade Recognition - Students from Aragon High School were recognized for their scholastic achievements.

2. Asian American Pacific – Islander Heritage Month – Proclamation - Kenneth Szeto (ZEE toe), Self-Help for the Elderly, San Mateo Program Manager; Wesley Taoka, San Mateo Japanese-American Community Center; and Tolifili Fa – Mosquito & Vector Control District Trustee, received the proclamation.

3. Jewish American Heritage Month – Proclamation - Scott E. Hartley, President at Peninsula Temple Beth El, received the proclamation.

4. National Police Week – Proclamation - Ed Barberini, Chief of Police, received the proclamation.

CONSENT CALENDAR
The following items, 5 through 12, were considered to be routine by the City Council. After the titles of the items were read by the City Clerk, the public was invited to comment and there were two speakers: Mike Swire commented on his support of the Council’s letter in opposition to the 101/92 direct connector project but wants the Council to consider removing a particular statement from the letter. Giuliano Carlini is also concerned with the language in the letter regarding highway widening. Council discussed the language of the letter and decided to keep it in. Motion passed 5-0.

Moved: Loraine, Seconded: Fernandez
Ayes: Newsom, Loraine, Fernandez, Cwirko-Godycki, and Diaz Nash Noes: None

5. Citywide Operations Management System – Master Services Agreement Adopt a Resolution to approve an alternative purchasing procedure and approve a Master Services Agreement (MSA) with OpenGov for a three-year renewal of software subscription, cloud hosting, and technical support in the amount of $403,057.37; and authorize the City Manager to execute the agreement in substantially the form presented.
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City Council Regular Meeting Minutes – 5/5/2025 Page 2

Enactment: Resolution No. 39 (2025)

6. 2655, 2755 Campus Drive Public Improvements – Adoption Adopt a Resolution to accept public improvements in accordance with the April 27th, 2023, Subdivision Improvement Agreement between the City of San Mateo and 2655 Campus Pop Owner, LLC and 2755 Campus Pop Owner, LLC for 2655 and 2755 Campus Drive.

Enactment: Resolution No. 40 (2025)

7. Downtown Business Improvement Area – Approval
Adopt a Resolution of Intent to Levy the Annual Assessments for the Downtown Business Improvement Area for fiscal year 2025-26; accept the fiscal year 2024-25 Downtown San Mateo Association Annual Report; and set a public hearing for the May 19, 2025, City Council meeting for the annual levy.

Enactment: Resolution No. 41 (2025)

8. Side Letter of Agreement - Police Technical Services Administrator Classification Representation – Adoption Adopt a Resolution to reflect the change in representation of the Police Technical Services Administrator (PTSA) from the San Mateo Management Employees’ Association (SMMEA) to the San Mateo Safety Management Association (SMSMA).

Enactment: Resolution No. 42 (2025)

9. Minimum Wage Enforcement – Agreement
Approve an agreement with the County of San Mateo’s Office of Labor Standards Enforcement (OLSE) to provide minimum wage enforcement services for the City’s minimum wage ordinance, in an amount not to exceed $60,000, and authorize the City Manager to execute the agreement in substantially the form presented.

10. Electric Vehicle Fleet Program Terms and Conditions – Approval Approve the PG&E Program Electric Vehicle Fleet Program Terms and Conditions and authorize the City Manager to execute the documents in substantially the form presented and to negotiate an easement agreement for the deployment of PG&E facilities to serve electric vehicle infrastructure, including relocation as needed, for future Council approval.

11. 385 2nd Avenue Lease Agreement Renewal – Reauthorization Re-approve a lease renewal extending the term to March 31, 2026 with a one-year option for the property located at 385 2nd Avenue in the Main Street Garage with Elmer Vasquez and Anavela Vasquez with an initial base rent of $1,374.00 per month; and authorize the City Manager to execute the lease renewal in substantially the form presented.

12. Letter of Opposition to the Current U.S. 101/SR 92 Interchange Direct Connector Project Proposal – Approval Authorize the Mayor to send a letter on behalf of the City Council to the San Mateo County Transportation Authority (SMCTA), the City/County Association of Governments of San Mateo County (C/CAG), the California Department of Transportation (Caltrans), Assemblymember Diane Papan, and State Senator Josh Becker, expressing the City of San Mateo’s opposition to the current U.S. 101/SR 92 Interchange Direct Connector Project proposal.

Authorize the Mayor to transmit a letter to the Mayor of the City of Foster City requesting consideration for cosigning the opposition letter. 12 of 983
City Council Regular Meeting Minutes – 5/5/2025 Page 3

PUBLIC COMMENT
An organized presentation by Farzaneh Yountehi and Melissa Toboni on behalf of the Parkside neighborhood regarding the disruption to their lives caused by the noise and damage from the Parkside Montessori Construction. Kevin Simpson urged for traffic calming and better safety measures on Humboldt and Second. Michael Sevillia stated he has a petition with over 113 signatures to end the 14-day reservation window for VIP members at Poplar Creek Golf Course. Allison McQueen commented on keeping the Humboldt Street bike lanes. Tony Paul announced a new material cellular concrete to protect houses from fire and wants it to be an agenda item. Mike Swire concerned about bike lanes. Andrew Ryan expressed concerns regarding the historic district in Glazenwood’s lack of formal adoption as a historic district, costing residents thousands of dollars to remodel their homes. Trina Pierce wants the parking restored on Humboldt. Anna Lieb encouraged keeping the Humboldt bike lanes and increase safety. Robert Whitehair and John McKenna asked the Council to formally take a position against Assembly Bill 306 and oppose it. Giuliano Carlini encouraged Council to improve bike lanes and not remove them. Lynna is concerned with the large moving trucks parked on El Camino day and night which blocks the views of the businesses on the street and would like something done about that.

City Manager Khojikian stated that the Montessori construction matter can be discussed at the May 29th meeting with San Mateo/Foster City School District. He also noted that staff would look into the noise issue raised by the public.

Council recessed from 8:14 p.m. to 8:24 p.m.

NEW BUSINESS

13. Delaware Street Safe Routes to School Corridor Bike Lane Improvements – Update Sang Hee Cho, Associate Engineer, gave an update on the Delaware Street Safe Routes to School Corridor Bike Lane Improvements project.

Public Comment:

Kevin Simpson urged support for the bike lane project, highlighting its alignment with 2040 goals, youth benefits, and strong usage even without perfect outreach. Dana Stoer expressed concern that narrowing Delaware could hinder emergency and event access, suggesting Pacific Boulevard as an alternate route. Allison McQueen supported the protected bike lane for its safety, climate, and connectivity benefits, encouraging San Mateo to keep pace with peer cities. Mike Swire praised project outreach, emphasized student safety, and opposed rerouting via Pacific due to access challenges. Kai shared that his family bikes Delaware but avoids parts due to traffic, and voiced strong support for protected lanes. Karvin Dassanayake described Delaware as unsafe for cyclists and said protected lanes would significantly improve safety. Phil King, with his daughter, urged the City to keep the Delaware route to ensure safe school commutes for students. Anna Lieb supported the project, citing safety concerns during pregnancy and the need for more accessible infrastructure. Leo Stoll endorsed the project as a complement to parking restrictions and a means to reduce speeding and car dependency. Debra Rosenfeld opposed the lane reduction, citing inadequate outreach, safety concerns, and poor road conditions near the Arco station. Giuliano Carlini strongly supported the project, urged prioritizing cyclist safety, and requested flex posts near 28th Street. Sschochet supported the project for safety and environmental reasons, advocating for buffered bike lanes and improved connections. Seema Patel, speaking personally, supported the bike lanes and suggested enhancements near Bermuda and Sunnybrae Elementary to close safety gaps. Max Mautner praised the plan’s cost-effectiveness and appeal to cautious riders, while raising concerns about emergency access. Maria opposed the project, arguing it would worsen congestion, limit mobility for working-class residents, and pose safety risks. David Hunt supported the project for improving school bike routes and urged extending protected lanes to 19th Avenue.

Council asked questions and made comments.
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City Council Regular Meeting Minutes – 5/5/2025 Page 4
City Council expressed general support for the proposed improvements, acknowledging the need to enhance safety for bicyclists along the corridor. Councilmembers emphasized the importance of hearing and incorporating concerns from residents on the west side of Delaware, where appropriate. As part of the next steps, staff will coordinate with the event center and the Fire Department to identify and address any potential issues related to the proposed southbound lane reduction before finalizing the project.

City Manager, Khojikian, received direction to return with a comprehensive overview of upcoming projects, categorized by priority levels, low, medium, and high. This overview should include details on the source of funding for each project, highlighting which are locally funded and which rely on grants or other external funding sources. No changes to existing policy were made at this time.

Council recessed from 10:20 p.m. to 10:25 p.m.

14. City Council Priority List – Adoption
Christina Horrisberger, Assistant City Manager, gave the presentation.

Public Comment
Kevin Simpson strongly supported prioritizing item #6, a traffic survey necessary for radar-based speed enforcement, emphasizing its urgency due to increasing traffic-related deaths. He also urged attention to item #12, citing safety and quality-of-life concerns caused by mobile food trucks operating late and creating hazards in residential neighborhoods. Mark voiced strong support for item #9, the regulation of gas-powered leaf blowers, citing their negative impact on neighborhood quality of life and the environment. He urged the city to keep the item at least a medium priority, ideally moving it to high.

Council asked questions and made comments.

Council gave direction at 11:00 p.m. to continue the meeting through 11:40 p.m.

City Council reviewed the Priority List and provided additional direction to staff. The next step in the adoption of the Fiscal Year 2025-26 Priority List will be through the Budget in June.

REPORTS AND ANNOUNCEMENTS
City Manager, City Attorney and Council Members reported on their various assignments and liaison roles and noted past and future events, along with updates. Council Member Fernandez requested agendizing a study session to investigate implementing speed limits for electronic bikes. City Manager Khojikian offered that this item could be brought forward at a future Council goal setting session. Chief of Police Ed Barberini provided some clarification on current regulations. Deputy Mayor Loraine requested Council action on Assembly Bill 306, City Manager Alex Khojikian shared that this bill will be included within the Council’s upcoming legislative briefing. Assistant City Manager Horrisberger reported on a staff coordinated community meeting on April 22, 2025 on the resumption of parking enforcement in Bay Meadows. Following Assistant City Manager Horrisberger’s report, the Council acknowledged community input.

ADJOURNMENT –The meeting adjourned at 11:50 p.m.

APPROVED BY: SUBMITTED BY:

Rob Newsom Jr., Mayor Martin McTaggart, City Clerk
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City Council Special Meeting Minutes – 5/6/2025 Page 1

APPOINTMENT SUBCOMMITTEE

MEMBERS
Rob Newsom Jr.

Adam Loraine
Danielle Cwirko-Godycki

CITY OF SAN MATEO
Special Meeting Minutes
City Council
Community Relations Commission
Appointment Subcommittee
City Hall
330 W. 20th Avenue
San Mateo CA 94403
www.cityofsanmateo.org
May 6, 2025
City Hall Conference Room C, 6:00 PM
Special Meeting
CALL TO ORDER at 6:00 p.m.

Roll Call

Present: Mayor Newsom, Deputy Mayor Loraine, Council Member: Cwirko-Godycki AB 2449 Requests and Considerations for Meeting Participation by Teleconference due to Just Cause or Emergency Circumstances – there were no requests.

NEW BUSINESS

1. Community Relations Commissioner – Interviews
The Appointment Subcommittee for the Community Relations Commission, comprised of Mayor Robert Newsom Jr., Deputy Mayor Adam Loraine, and Councilmember Danielle Cwirko-Godycki, with Community Development, Housing & Neighborhood Services Manager, Rachel Horst advising. The Subcommittee interviewed the following applicants to fill one vacant seat on the commission and to establish an eligibility list for a future vacancy:

Josef Elguhiem
Charles Hansen
Lamoin Werlein-Jaén
Zaida Bowers
Tammie Pereira
Davin Cole
Manu Finau
Meghan Crowell
John Dollard
Michelle Conn
Arianna Avendano
Laura Herrera-Sarabia
Public Comment: No speakers.

The appointment subcommittee deliberated and concluded with the following recommendations: Lamoin WerleinJaen appointed to a full term from June 10, 2025, through June 10, 2029, and Meghan Crowell and David Cole be placed on a six-month eligibility list.
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City Council Special Meeting Minutes – 5/6/2025 Page 2
ADJOURNMENT –The meeting adjourned at 8:35 p.m.

APPROVED BY: SUBMITTED BY:

Rob Newsom Jr., Mayor Martin McTaggart, City Clerk
16 of 983
City Council Special Meeting Minutes – 5/7/2025 Page 1

APPOINTMENT SUBCOMMITTEE

MEMBERS
Rob Newsom Jr.

Adam Loraine
Nicole Fernandez
Danielle Cwirko-Godycki

CITY OF SAN MATEO
Special Meeting Minutes
City Council
Planning Commission
Appointment Subcommittee
City Hall
330 W. 20th Avenue
San Mateo CA 94403
www.cityofsanmateo.org
May 7, 2025
City Hall Conference Room C, 6:00 PM
Special Meeting
CALL TO ORDER at 6:00 p.m.

Roll Call

Present: Mayor Newsom, Deputy Mayor Loraine, Council Members: Fernandez and Cwirko-Godycki AB 2449 Requests and Considerations for Meeting Participation by Teleconference due to Just Cause or Emergency Circumstances – there were no requests.

NEW BUSINESS

1. Planning Commissioner – Interview
The Appointment Subcommittee for the Planning Commission, comprised of Mayor Robert Newsom Jr., Deputy Mayor Adam Loraine, Councilmember Danielle Cwirko-Godycki, and Councilmember Nicole Fernandez, with Community Development Director, Zachary Dahl advising interviewed the following applicants to fill two seats on the commission and the establish an eligibility list for a future vacancy.

John Lovell
Vikash Bhagwandin
Adam Nugent
Caiti Busch
Kevin Simpson
Lisa Maley
Rebecca Dun
William Mader
Maxwell Schaemkel
Public Comment: Dave Cohen urged the appointment subcommittee to consider ethical standards when selecting their recommended candidate for appointment. Michael Ragan and Tom Lease commented on the strong applicant pool for potential selection.

The appointment subcommittee deliberated and concluded with the following recommendations: Maxwell Schaumkel and Caiti Busch appointed to a full term from June 10, 2025, through June 10, 2029, and Lisa Maley and John Lovell be placed on a six-month eligibility list.
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City Council Special Meeting Minutes – 5/7/2025 Page 2
ADJOURNMENT –The meeting adjourned at 9:45 p.m.

APPROVED BY: SUBMITTED BY:

Rob Newsom Jr., Mayor Martin McTaggart, City Clerk
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COUNCIL MEMBERS
Rob Newsom Jr., Mayor
Adam Loraine, Deputy Mayor
Nicole Fernandez
Danielle Cwirko-Godycki
Lisa Diaz Nash

CITY OF SAN MATEO
Special Meeting Minutes
City Council
Senior Center
2645 Alameda de las Pulgas
San Mateo CA 94403
www.cityofsanmateo.org
May 10, 2025
San Mateo Senior Center 9:00 AM
Special Meeting
CALL TO ORDER at 2:00 p.m.

Roll Call

Present: Mayor Newsom, Deputy Mayor Loraine, Council Members: Fernandez, Cwirko-Godycki, and Diaz Nash

PUBLIC COMMENT
Dave Cohen, Ethics San Mateo, spoke in support of the need for a code of conduct and ethics standards that are clear, enforceable and contain consequences for violations. Michael Ragan also spoke to the need for an enforcement structure for violations of the Council’s code of conduct.

STUDY SESSION

1. Code of Conduct - Workshop
Tim Dunkin facilitated a workshop on the City Council and Boards and Commissions Code of Conduct. The City Council received a presentation from City Attorney Prasanna Rasiah on a draft enforcement mechanism and provided clarifying questions and feedback. The Council directed staff to develop a formal enforcement framework to be presented for adoption at a future regular meeting. Council also directed staff to prepare related amendments to the Council Rules and Procedures addressing the use of electronic devices while on the dais, adherence to federal, state, and local laws, and the importance of avoiding the appearance of impropriety. The amendments are expected to return to the Council for consideration in June 2025.

ADJOURNMENT –The meeting adjourned at 5:15 p.m.

APPROVED BY: SUBMITTED BY:

Rob Newsom, Jr, Mayor Martin McTaggart, City Clerk
19 of 983
City Council Special Meeting Minutes – 5/15/2025 Page 1

APPOINTMENT SUBCOMMITTEE

MEMBERS
Rob Newsom Jr.

Adam Loraine
Nicole Fernandez
Danielle Cwirko-Godycki
Lisa Diaz Nash

CITY OF SAN MATEO
Special Meeting Minutes
City Council
Appointment Subcommittee to the
Sustainability & Infrastructure
Commission
City Hall
330 W. 20th Avenue
San Mateo CA 94403
www.cityofsanmateo.org
May 15, 2025
City Hall Conference Room C, 6:00 PM
Special Meeting
CALL TO ORDER at 6:00 p.m.

Roll Call

Present: Mayor Newsom, Deputy Mayor Loraine, Council Members: Fernandez, Cwirko-Godycki and Diaz Nash AB 2449 Requests and Considerations for Meeting Participation by Teleconference due to Just Cause or Emergency Circumstances – there were no requests.

NEW BUSINESS

1. Sustainability & Infrastructure Commissioner – Interview The Appointment Subcommittee for the Sustainability & Infrastructure Commission, Comprised of Mayor, Robert Newsom, Deputy Mayor, Adam Loraine, Councilmember, Nicole Fernandez, Councilmember, Lisa Diaz Nash, and Councilmember, Danielle Cwirko-Godycki, with Public Works Director, Matt Fabry advising interviewed the following applicants to fill one seat on the Commission, two Youth Commissioner seats, and establish an eligibility list for each, should another vacancy occur..

Ellie C Chiu
Zachary Scott
Pranav Sathish
Gabriella Pate
Advika Singh
Fernando Lorenzo
Aidin Sarabi
Gabrielle Godoy
Robert Hogg
Lindsay Raike
Kevin Simpson
Susan Rowinski
Rebecca Dun
Stephen Mayer
Nathan Stump
Jean-Paul Renaud
Nadisha Silva
Public Comment: No speakers.
20 of 983
City Council Special Meeting Minutes – 5/15/2025 Page 2 The appointment subcommittee deliberated and concluded with the following recommendations: Jean-Paul Renaud appointed to a full term from June 10, 2025, through June 10, 2029, and Kevin Simpson, Susan Rowinski, and Lindsay Raike be placed on a six-month eligibility list. 12. The appointment subcommittee also formed the recommendations that Zachary Scott and Advika Singh be appointed as Youth Commissioners to the Sustainability and Infrastructure Commission for a one-year term, and that Ellie Chiu be placed on a six-month eligibility list.

ADJOURNMENT –The meeting adjourned at 9:35 p.m.

APPROVED BY: SUBMITTED BY:

Rob Newsom Jr., Mayor Martin McTaggart, City Clerk
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COUNCIL MEMBERS
Rob Newsom Jr., Mayor
Adam Loraine, Deputy Mayor
Nicole Fernandez
Danielle Cwirko-Godycki
Lisa Diaz Nash

CITY OF SAN MATEO
Special Meeting Minutes
City Council
City Hall
330 W. 20th Avenue
San Mateo CA 94403
www.cityofsanmateo.org
May 19, 2025
City Hall Council Chambers 5:30 PM
Special Meeting
CALL TO ORDER at 5:30 p.m.

Roll Call

STUDY SESSION

1. Legislative and Grant Opportunities Briefing – Study Session California State Senator Josh Becker, California State Assemblymember Diane Papan, and Jacki Rigoni, Chief of staff, presented legislative updates on behalf of San Mateo County Supervisor Noelia Corzo (District 5). The City’s state legislative consultant, California Public Policy Group, and federal legislative consultant, Smith Garson gave briefings as well.

Public Comment:

Robert Whitehair urged the Council to oppose Assembly Bill 306, cautioning that it would undermine local electrification efforts and building reach codes under the pretext of expediting construction in certain areas of Southern California. Max Mautner expressed support for Senate Bill 63, citing its significance to Bay Area transit agencies such as Caltrain and BART, and encouraged the development of more housing near transit. Rick Bonilla supported SB 63, advocating for improved, equitable, and integrated regional transit. Jordan Grimes voiced support for both SB 63 and SB 79, emphasizing the importance of regional collaboration on transit and housing, and commended SB 79’s flexible, tiered approach to increasing affordable housing without placing undue burden on cities. Adina Levin spoke in favor of AB 1250 to improve paratransit access and supported SB 63, noting its consistency with San Mateo’s goals related to housing, equity, and climate.

Council members called to separate votes for each bill.

Motion to support Senate Bill 63 (SB63):

Moved: Loraine, Seconded: Newsom
Ayes: Loraine, Cwirko-Godycki
Noes: Newsom, Fernandez, Diaz Nash
Motion failed 3–2.
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City Council Special Meeting Minutes – 5/19/2025 Page 2 Motion to oppose AB 306:

Moved: Loraine, Seconded: Fernandez
Ayes: Loraine, Fernandez, Newsom
Noes: Cwirko-Godycki, Diaz Nash
Motion passed 3-2.

ADJOURNMENT –The meeting adjourned at 7:23 p.m.

APPROVED BY: SUBMITTED BY:

Rob Newsom Jr., Mayor Martin McTaggart, City Clerk
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City Council Regular Meeting Minutes – 5/19/2025 Page 1

COUNCIL MEMBERS
Rob Newsom Jr., Mayor
Adam Loraine, Deputy Mayor
Nicole Fernandez
Danielle Cwirko-Godycki
Lisa Diaz Nash

CITY OF SAN MATEO
Regular Meeting Minutes
City Council Meeting
City Hall
330 W. 20th Avenue
San Mateo CA 94403
www.cityofsanmateo.org
May 19, 2025
City Hall Council Chambers 7:00 PM
Regular Meeting
CALL TO ORDER at 7:00 p.m.

Pledge of Allegiance
Roll Call

CEREMONIAL

1. Public Works Week – Proclamation - Matt Fabry, Public Works Director, received the proclamation.

2. LGBTQIA+ Commission – Proclamation - Dana Johnson, Commissioner, received the proclamation.

3. Mental Health Month – Proclamation - Walter Ng, Community Engagement Supervisor at StarVista Crisis Center, received the proclamation.

4. Lew Cohen – Proclamation – (Item was removed from the agenda at the request of staff to be rescheduled.)

CONSENT CALENDAR
The following items, 5 through 16, were considered to be routine by the City Council. After the titles of the items were read by the Deputy City Clerk, the public was invited to comment and there was one speaker.

Allison MacQueen expressed support for Item 14 and urged the city to prioritize daylighting near schools before classes resume in August to ensure student safety. She also recommended coordinating with school districts and PTAs to amplify communication about the new safety measures.

Moved: Cwirko-Godycki, Seconded: Fernandez
Ayes: Newsom, Loraine, Fernandez, Cwirko-Godycki, and Diaz Nash Noes: None
Motion passed 5-0.

5. City Council Meeting Minutes – Approval
Approve the minutes of the City Council meetings as follows: the special and regular meetings held on April 7, 2025, and April 21, 2025; and the special meetings held on April 17, 2025, and April 24, 2025. 24 of 983
City Council Regular Meeting Minutes – 5/19/2025 Page 2

6. LGBTQIA+ Progress Pride Flag Display at City Hall – Adoption Adopt a Resolution to direct that the LGBTQIA+ Progress Pride Flag be flown in recognition of Pride Month Pursuant to the City's Flag Policy beginning June 1, 2025, and continuing through June 30, 2025.

Enactment: Resolution No. 43 (2025)

7. 29 Baytree Way and 22 De Sabla Road – Final Parcel Map Approval Adopt a Resolution to approve the final parcel map for a condominium conversion located at 29 Baytree Way and 22 De Sabla Road in substantially the form presented.

Enactment: Resolution No. 44 (2025)

8. Metropolitan Transportation Commission Transit-Oriented Communities Policy Grant – Adoption Adopt a Resolution committing to completing the City of San Mateo’s tasks toward achieving compliance with the Metropolitan Transportation Commission’s (MTC) Transit-Oriented Communities (TOC) Policy, as a condition for MTC to allocate regional discretionary funding to the Housing Policy Development Project (Grand Nexus Study).

Enactment: Resolution No. 45 (2025)

9. Fleet Maintenance Services – Agreement Approval
Adopt a Resolution approving an alternative purchasing procedure to award a two-year agreement to Vector Fleet Management, LLC, for Fleet Maintenance Services in the amount of $2,261,226.42, with three one-year extensions subject to future Council approval; establish an annual contingency in the amount of $75,000 per agreement year; and authorize the Public Works Director to execute the agreement in substantially the form presented and issue amendments within the contingency amount.

Enactment: Resolution No. 46 (2025)

10. Wastewater Treatment Plant, Digester 2 Coating Project – Agreement Approval Approve an Agreement with Brand Safway to conduct Wastewater Treatment Plant Digester 2 Coatings in an amount not to exceed $406,881.35; approve a contingency of $82,000.00; and authorize the Public Works Director to execute the agreement in substantially the form presented and approve any necessary change orders within the approved contingency amount.

11. East San Mateo Sanitary Sewer Lift Station Rehabilitation Project – Amendment Approve Amendment No. 6 with Schaaf & Wheeler for professional design services for the East San Mateo Sanitary Sewer Lift Station Rehabilitation Project to provide engineering services during construction in an amount not to exceed $334,247, for a total agreement amount of $2,396,431; amend the Scope of Project; extend the term; and authorize the Public Works Director to execute the amendment in substantially the form presented and issue amendments within the balance of the previously approved contingency.

12. On-Call Professional Consultant Services Agreement – Amendment Approval Approve Amendment No. 3 to the agreement with Sanbell-Bay Area, formerly Bellecci & Associates, for on-call professional design services increasing the agreement amount by $200,000, for a new agreement total of $450,000; extending the term of the Agreement to June 30, 2027; and authorizing the Director of Public Works to execute amendments within the Agreement amount including no-cost extensions.

13. 2025 Annual Investment Policy – Approval
Adopt a Resolution approving the City of San Mateo 2025 Investment Policy and authorizing investments in United States Treasury obligations, Federal Agency obligations and State and Local Municipal obligations with a maximum 25 of 983
City Council Regular Meeting Minutes – 5/19/2025 Page 3 maturity of up to seven years and an aggregate amount not to exceed ten percent of the City’s investment portfolio at the time of purchase.

Enactment: Resolution No. 47 (2025)

14. Citywide Curb Painting, AB413 Red zones, Markers, Delineators, and Striping Services – Amendment Approve Amendment No. 1 to the Agreement with Quality Striping, Inc. for thermoplastic, painting, and marking services to increase the Agreement amount by $230,000, for a total revised Agreement amount of $320,000; update the payment rates; extend the term through June 30, 2026; and authorize the Public Works Director to execute the amendment in substantially the form presented and issue no-cost time extensions.

15. 2000 South Delaware Affordable Housing Development – Agreements Approve the subordination of specified sections of the City Regulatory Agreement with MP Delaware LLC for the 2000 South Delaware Affordable Housing Development to the Deed of Trust of the senior lender, Housing Trust Silicon Valley, and authorize the City Manager to execute a Subordination Agreement and other agreements associated with this transaction that do not differ from the term sheet approved by the City Council on August 19, 2024.

16. Investment Advisory Services – Agreement
Approve an agreement with Chandler Asset Management for Investment Advisory Services and authorize the Finance Director to execute the agreement in substantially the form presented.

PUBLIC COMMENT
Michael Sevillia reiterated his request to eliminate the 14-day reservation window for VIP golf memberships at Poplar Creek, citing ongoing accessibility challenges for residents and concerns about revenue loss associated with the restaurant and event space closure. Andrew Reback expressed disappointment over the planned 18-month closure of the Marina Library without a temporary replacement, urging the City to consider establishing a modest interim facility to serve Parkside residents, particularly students and seniors. Andrew Ryan commented on the City’s administration of Mills Act contracts, citing a lack of inspections and significant tax breaks to affluent property owners, and called for contract cancellations and stronger enforcement measures before any expansion of preservation programs. Frank Elliott raised concerns about the financial and operational sustainability of the City’s historic preservation initiative and the Rincon contract, recommending that the Council reconsider or reduce the scope of the project due to anticipated costs and limited benefits. Rick Bonilla echoed concerns regarding Mills Act administration and the Rincon contract, calling for an immediate investigation, public disclosure of findings, and cancellation of the contract. Laurie Hietter expressed support for the City’s commitment to historic preservation, stating that the Rincon project is consistent with the General Plan and long-established goals, and clarified that the contract amount is $330,000, not $500,000 as previously stated.

Council recessed from 8:30 p.m. to 8:35 p.m.

PUBLIC HEARING

17. Downtown Business Improvement Area – Annual Renewal Jennifer Chen, Economic Development Manager, and Mackenzie Jakoubek, Executive Director of the DSMA, gave the presentation.
26 of 983
City Council Regular Meeting Minutes – 5/19/2025 Page 4 Public Comment
Cathy Levitt praised the Downtown San Mateo Association (DSMA) for helping her bank engage with weekend visitors through events which brought in referrals and boosted visibility despite being closed on weekends. Amy Lee shared how downtown events have shifted her view of downtown from a destination to a community space, citing Boba Day and the Head West Market as examples that brought new vibrancy and business discovery. Robert Anderson emphasized the DSMA’s role in supporting small businesses and praised the city’s strong partnership across departments in keeping downtown clean, safe, and vibrant. Erica Wood supported DSMA’s work, highlighting the city’s growing regional reputation and the positive impact of downtown events, banners, and new business celebrations. Lorry Morales expressed appreciation for the increased visibility and support DSMA has brought to her area through videos, new banners, and consistent advocacy. Rick applauded the transformation of downtown since the early 1990s, crediting the DSMA’s leadership and local merchants for creating a more vibrant, engaging environment and voiced his support for the resolution to renew DSMA’s funding.

Council asked questions and made comments. The council requested expanding merchant education and volunteer outreach, strategic use of the $240,000 DSMA reserve, and consideration of staff salary increases. They also encouraged more diverse downtown events, targeted programming for teens and seniors, and praised new initiatives like the pedestrian scramble.

Motion to Adopt a Resolution to Levy the Annual Assessments for the Downtown Business Improvement Area for fiscal year 2025-26.

Moved: Fernandez, Seconded: Loraine
Ayes: Newsom, Loraine, Fernandez, Cwirko-Godycki, and Diaz Nash Noes: None
Motion passed 5-0.

Enactment: Resolution No. 48 (2025)

18. 2025-26 Community Development Block Grant Annual Action Plan – Adoption Rachel Horst, Housing Manager, and Jennifer Mora, Housing Specialist, gave the presentation.

Public Comment – there were no speakers.

Motion to Adopt the 2025-26 Community Development Block Grant (CDBG) Annual Action Plan and direct staff to submit the plan to the U.S. Department of Housing and Urban Development (HUD); authorize the City Manager to execute the Funding Agreement with HUD for CDBG funds.

Moved: Fernandez, Seconded: Cwirko-Godycki
Ayes: Newsom, Loraine, Fernandez, Cwirko-Godycki, and Diaz Nash Noes: None
Motion passed 5-0.

NEW BUSINESS

19. Worker Resource Center Update and Agreement Renewal Terms – Presentation Rachel Horst, Housing Manager, gave the presentation from Samaritan House on the Worker Resource Center. 27 of 983
City Council Regular Meeting Minutes – 5/19/2025 Page 5 The City Council gave direction to move forward with renewing the agreement with Samaritan House to continue operations of the Worker Resource Center for a three-year term at $195,000 annually. Housing staff will draft the operations agreement and pursue a three-year lease renewal, both of which will return to Council for formal approval.

Public Comment – there were no speakers.

20. Climate Action Plan – Annual Progress Report
Andrea Chow, Sustainability Analyst, gave a progress report on the implementation of the City's Climate Action Plan. The City Council gave feedback and encouraged staff to continue promoting rebates and resources to help residents save money while reducing their carbon footprint. Councilmembers also emphasized the importance of the City’s electric vehicle fleet goals and commended staff for being responsive to community concerns by implementing pedestrian safety improvements in Downtown.

Public Comment – there were no speakers.

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

City Manager, Khojikian, is reviewing tenant concerns about overnight parking in city-owned garages and will report back to Council with an update.

ADJOURNMENT –The meeting adjourned at 10:25 p.m.

APPROVED BY: SUBMITTED BY:

Rob Newsom Jr., Mayor Martin McTaggart, City Clerk
28 of 983
City Council Special Meeting Minutes – 5/27/2025 Page 1

APPOINTMENT SUBCOMMITTEE

MEMBERS
Rob Newsom Jr.

Adam Loraine
Nicole Fernandez
Danielle Cwirko-Godycki

CITY OF SAN MATEO
Special Meeting Minutes
City Council
Appointment Subcommittee to the
Park and Recreation Commission
City Hall
330 W. 20th Avenue
San Mateo CA 94403
www.cityofsanmateo.org
May 27, 2025
City Hall Conference Room C, 6:00 PM
Special Meeting
CALL TO ORDER at 6:00 p.m.

Roll Call

NEW BUSINESS

1. Park and Recreation Commissioner – Interviews
The Appointment Subcommittee to the Park and Recreation Commission, consisting of Mayor Newsom, and Council Members Fernandez and Cwirko-Godycki, with Parks and Recreation Director Joanne Magrini advising. The Subcommittee interviewed the following applicants to fill two regular seats on the commission, one youth commissioner seat on the commission, and the establish an eligibility list for a future vacancies.

Oliver Aren Baker
Ellie C Chiu
Zachary Scott
Dahlia Anapolsky
Pranav Sathish
Advika Singh
Sabrina Ocampo
Paul Costello
Carol Palacio
Cecilia Teng
Sarah Fields
Andrew Reback
Stephen Mayer
Dianne Whitaker
Andrew Ryan
Public Comment: No speakers.

The appointment subcommittee deliberated and concluded with the following recommendations: Sarah Fields and Sabrina Ocampo be appointed to a full term from June 10, 2025 through June 10, 2029; Ceclia Teng and Andrew 29 of 983
City Council Special Meeting Minutes – 5/27/2025 Page 2 Ryan be placed on a six-month eligibility list; and Dahlia Anapolsky be appointed as a Youth Commissioner for a one-year term.

ADJOURNMENT –The meeting adjourned at 9:30 p.m.

APPROVED BY: SUBMITTED BY:

Rob Newsom Jr, Mayor Martin McTaggart, City Clerk
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COUNCIL MEMBERS
Rob Newsom Jr., Mayor
Adam Loraine, Deputy Mayor
Nicole Fernandez
Danielle Cwirko-Godycki
Lisa Diaz Nash

CITY OF SAN MATEO
Special Meeting Minutes
City Council
City Hall
330 W. 20th Avenue
San Mateo CA 94403
www.cityofsanmateo.org
June 2, 2025
City Hall Council Chambers 5:30 PM
Special Meeting
CALL TO ORDER at 5:32 p.m.

Roll Call

STUDY SESSION

1. Historic Policy Update Effort and Preservation Ordinance — Update Zachary Dahl, Director Community Development, gave a presentation on how to proceed with updating the City’s Historic Preservation Ordinance.

Public Comment:

Mike Ethridge expressed opposition to the historic district designation and urged the Council to prioritize broad community input rather than the interests of a small group. Shawn Fahrenbruch raised concerns that historic designation could affect homeowners’ insurance and noted that staff had not yet addressed this issue. Kolja Schluetter stated that the historic preservation proposal does not align with community priorities, referencing a recent survey showing only 2.8% of residents identified it as a concern. Rich Hedges voiced concern about community division and supported including an opt-out provision to protect working-class neighborhoods, while also supporting collaboration with historic homeowners. Connie Weiss urged the Council to focus on adopting a strong ordinance that aligns with the General Plan, cautioned against misinformation from opponents, and called for a respectful, well-run process. Dave Cohen commended the Council’s commitment to fair governance and opposed assigning preservation oversight to the Planning Commission due to past bias. Anna Kuhre supported a consent threshold—up to 90%—to avoid spreading conflict into other neighborhoods and criticized city spending on preservation efforts without demonstrated community demand. Jay Kuhre clarified that he does not oppose preservation but criticized the state’s default-consent process as undemocratic. Frank Elliott supported recognizing San Mateo’s history but called for more clarity around the legal implications of state-mandated preservation processes and urged a deeper understanding before proceeding. Rick Bonilla cautioned against repeating exclusionary historical practices and emphasized the need for high standards of homeowner consent and inclusive policymaking. Zev Simon shared his experience with delays due to historic preservation policies, warning that such approaches could harm property owners and deter development, and urged strong consent requirements to prevent ongoing conflict. Eleanor Dogan stated that Baywood residents largely oppose the historic district and suggested using the city’s existing parking permit model to guide owner consent, also citing financial and insurance-related concerns. Andrew Ryan opposed residential historic districts, highlighted vague state criteria and irreversible impacts, and supported requiring at least 80% affirmative owner consent. Laurie Watanuki encouraged proceeding with the historic preservation ordinance update as envisioned in the General Plan, recommended deferring consent discussions until a draft is available, and supported oversight by a dedicated historic commission or qualified staff. Tom Lease opposed requiring owner consent, arguing that doing so would undermine preservation goals by introducing loopholes. Lisa Vander Voorde objected to giving property owners the power to 31 of 983
City Council Special Meeting Minutes – 6/2/2025 Page 2
determine historic designations, stating that preservation serves the public interest. Michael Weinhauer opposed assigning oversight to the Planning Commission.

Council asked questions and made comments.

The City Council directed staff to proceed with drafting updates to the Historic Preservation Ordinance that establish enabling authority, designate the Community Relations Commission as the reviewing body, and outline procedures for resource designation, appeals, enforcement, and definitions. The Council supported aligning local designation criteria with the California Register of Historical Resources while exploring additional criteria to reflect San Mateo’s unique history. The updated ordinance should include a process for designating local historic districts, requiring majority support from affected property owners, and incorporate a requirement for affirmative, expressed owner consent for all local historic designations.

ADJOURNMENT –The meeting adjourned at 7:11 p.m.

APPROVED BY: SUBMITTED BY:

Rob Newsom, Jr., Mayor Martin McTaggart, City Clerk
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COUNCIL MEMBERS
Rob Newsom Jr., Mayor
Adam Loraine, Deputy Mayor
Nicole Fernandez
Danielle Cwirko-Godycki
Lisa Diaz Nash

CITY OF SAN MATEO
Regular Meeting Minutes
City Council Meeting
City Hall
330 W. 20th Avenue
San Mateo CA 94403
www.cityofsanmateo.org
June 2, 2025
City Hall Council Chambers 7:00 PM
Regular Meeting
CALL TO ORDER at 7:17 p.m.

Pledge of Allegiance
Roll Call

CEREMONIAL

1. Mayor’s Quarterly Award – Dana Stoehr and San Mateo County Fair – Proclamation - Dana Stoehr, Chief Executive Officer of the San Mateo County Event Center, received the proclamation.

2. Building Safety Appreciation Month – Proclamation - Zachary Dahl, Director of Community Development, received the proclamation.

3. Older Americans’ Month – Proclamation - Tom Lease, Chair of Senior Advisory Commission, and Debbie Soon, SelfHelp For the Elderly, received the proclamation.

CONSENT CALENDAR
The following items, 4 through 21, were considered to be routine by the City Council. After the titles of the items were read by the City Clerk, the public was invited to comment and there was one speaker:

Public Comment: Kevin Simpson raised concerns about a lack of a crossing guard at a busy school bus stop near Humboldt and Cypress, where hundreds of children cross daily. Simpson urged the city to add a permanent crossing guard at that location.

The City Manager, Khojikian, agreed to follow up, noting that crossing guard services are a joint effort with the school district. They will discuss the issue in a future meeting.

Moved: Loraine, Seconded: Fernandez
Ayes: Newsom, Loraine, Fernandez, Cwirko-Godycki, and Diaz Nash Noes: None
Motion passed 5-0.
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4. Community Composting Program — Agreement
Adopt a Resolution approving an alternative purchasing procedure for an agreement with the non-profit Fresh Approach for community composting services in an amount not to exceed $225,000 for a three-year term ($75,000 per year) ending on June 30, 2028; and authorize the City Manager to execute the agreement in substantially the form submitted.

Enactment: Resolution No. 49 (2025)

5. SB 1383 Recovered Organics Waste Products Procurement Services — Agreement and Amendments Approve SB 1383 recovered organics waste product procurement services as follows: (1) an agreement with the Placer County Resource Conservation District for a one-year term in an amount not to exceed $100,000, with three optional one-year extensions at $100,000 each, for a total potential not to exceed amount of $400,000; (2) Amendment No. 1 with the Resource Conservation District of Santa Cruz County to increase the payment rate for compost from $60 per ton to $75 per ton; (3) Amendment No. 2 to the Agreement with the Tuolumne County Resource Conservation District to increase the payment rate for compost from $60 per ton to $75 per ton; and authorize the City Manager to execute the Agreement and the Amendments in substantially the form presented.

6. Citywide Street Rehabilitation/Seal Project 3-A — Agreement Approve an agreement with O’Grady Paving, Inc. for Citywide Street Rehabilitation/Seal Project 3-A in the amount of $1,871,621.50; establish a contingency reserve in the amount of $281,000.00; 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.

7. Gasoline Fuel Procurement and Delivery — Agreement
Award a two-year agreement to Pinnacle Petroleum, Inc. in the amount of $1,030,000 for gasoline fuel procurement and delivery; and authorize the Public Works Director to execute the agreement in substantially the form presented.

8. Diesel Fuel Procurement and Delivery — Agreement
Award a two-year agreement to Bosco Oil, Inc. DBA Valley Oil Company for diesel fuel procurement and delivery in the amount of $400,000; and authorize the Public Works Director to execute the contract in substantially the form presented.

9. 2025-2026 School Crossing Guards — Agreement
Approve an agreement with the San Mateo-Foster City School District for school crossing guards in an amount not to exceed $78,000.00 and authorize the Chief of Police to execute the agreement in substantially the form presented.

10. Local Streets and Roads Maintenance and Rehabilitation - Project List Fiscal Year 2025-26 — Adoption Adopt a Resolution to submit a list of projects proposed to be funded with the Road Maintenance and Rehabilitation Account, Senate Bill 1 funding, to the California Transportation Commission for Fiscal Year 2025-26.

Enactment: Resolution No. 50 (2025)

11. Library Personal Computer Replacements — Adoption
Adopt a Resolution to approve an alternative purchasing procedure and approve a Master Purchasing Agreement with Lenovo Inc. for the purchase of 91 computers for staff in an amount not-to-exceed $122,993.35; establish a contingency reserve in the amount of $18,449.00, for a total amount of $141,442.35; and authorize the Director of Information Technology to execute the agreement in substantially the form presented. 34 of 983
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Enactment: Resolution No. 51 (2025)

12. Bulk Mailing and Printing — Agreements Approval
Approve bulk mailing and printing services agreements with: 1) Bay Central Printing; 2) Commerce Printing and Marketing Solutions; and 3) Road Runner Print and Mail, each for an amount not to exceed $80,000 annually for a three-year term, for a total not to exceed amount of $240,000 for each agreement; and authorize the City Manager to execute the agreements in substantially the form presented.

13. Senior Transportation “Get Around” Program — Agreement Adopt a Resolution to approve an alternative purchasing procedure for an agreement with Serra Yellow Cab of Daly City, Inc. for the Senior Transportation “Get Around” program up to the amount of $250,000 for fiscal year 2025-26, with two (2) one (1) year extensions, July 1, 2026-June 30, 2027 and July 1, 2027-June 30, 2028 for $250,000 each year, for a total not to exceed amount of $750,000 for three years; and authorize the Director of Parks and Recreation to execute the agreement in substantially the form presented.

Enactment: Resolution No. 52 (2025)

14. Fiscal Year 2025-26 General Obligation Bond — Adoption Adopt a Resolution to levy the property tax rate of $0.0030 per $100 of assessed value, equating to $3.00 per $100,000 assessed value for fiscal year 2025-26, for the voter-approved General Obligation Bond annual debt service payment.

Enactment: Resolution No. 53 (2025)

15. Bus Transportation Services: 2025 Summer Camp Field Trips —Agreement Approve an agreement for $95,615 with LuxBus America, Co.; All Aboard America, Holdings Inc. to provide bus transportation services for City of San Mateo summer camps; authorize a contingency reserve of $14,385 for a total amount not to exceed $110,000; and authorize the Director of Parks and Recreation to execute the agreement in substantially the form presented.

16. Side Letter of Agreement - Community Services Supervisor Classification Representation — Adoption Adopt a Resolution to reflect the change in representation of the Community Services Supervisor (“CSS”) from the San Mateo City Employees’ Association (“SMCEA”) to the San Mateo Management Employees’ Association (“SMMEA”).

Enactment: Resolution No. 54 (2025)

17. Legal Advertising Services — Agreement
Award an agreement to San Mateo Daily Journal for the City of San Mateo’s legal advertising in an amount not to exceed $100,000 over a period of five years; and authorize the City Clerk to execute the agreement in substantially the form presented.

18. East Hillsdale Park Playground Improvements Project — Contract Award a Construction Contract to Suarez & Munoz Construction, Inc. (SMC) for the East Hillsdale Park Playground Improvements Playground Improvement Project (Project) in the amount of $2,050,000; authorize a contingency in an amount $307,500, for a total not to exceed amount of $2,357,500; authorize the Parks & Recreation Director to execute the contract, in substantially the form presented, and to approve change orders within the contingency amount.
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19. San Mateo County Measure K Grant — Agreement
Approve Measure K grant agreement with San Mateo County in an amount not to exceed $25,000 and authorize Finance Director to execute the agreement in substantially the form presented.

20. Wastewater Treatment Plant, Digester 2 Coating Project — Agreement Adopt a Resolution to approve an alternative purchasing procedure and approve an Agreement with Brand Energy Services of California, Inc. to conduct Wastewater Treatment Plant Digester 2 Coatings in an amount not to exceed $406,881.35; approve a contingency of $82,000.00; and authorize the Public Works Director to execute the agreement in substantially the form presented and approve any necessary change orders within the approved contingency amount.

Enactment: Resolution No. 55 (2025)

21. Boards and Commission Appointment Subcommittee — Appointment Recommendations

1. Appoint Lamoin Werlein-Jaen to the Community Relations Commission for a full term from June 10, 2025, through June 10, 2029, and place Meaghan Crowell and Davin Cole on a six-month eligibility list, should a vacancy occur.

2. Appoint Sheila Canzian and Annie Tsai to full terms on the Library Board for the same period, and Alison Joly to a partial term from June 30, 2025, through June 10, 2026; place Tedi Taylor on a six-month eligibility list.

3. Appoint Maxwell Schaumkel and Caiti Busch to the Planning Commission for full terms, and place Lisa Maley and John Lovell on a six-month eligibility list.

4. Appoint Thomas Lease to the Senior Advisory Commission for a full term, and Susan Rowinski to a partial term from June 2, 2025, through June 10, 2026; place Alison Joly, Stephen Mayer, and Arthur Cote on a six-month eligibility list. 5. Appoint Jean-Paul Renaud to the Sustainability and Infrastructure Commission for a full term, and place Kevin Simpson, Susan Rowinski, and Lindsay Raike on a six-month eligibility list.

6. Appoint Stephen Mayer to the Measure S Oversight Committee for a full term, and Valerie Oblath to a partial term from June 2, 2025, through June 10, 2027; place Nathan Stump and Michele King on a six-month eligibility list.

7. Appoint Sarah Fields and Sabrina Ocampo to the Park and Recreation Commission for full terms from June 10, 2025, through June 10, 2029, and place Cecilia Teng and Andrew Ryan on a six-month eligibility list.

8. Appoint Debra Kaiser and Sally Porush to the Personnel Board for full terms for the same period, and place John Ferneborg on a six-month eligibility list.

9. Appoint Erin Emma Finn and Oliver Aren Baker as Youth Commissioners to the Library Board for a one-year term, and place Advika Singh and Pranav Sathish on a six-month eligibility list.

10. Appoint Dahlia Anapolsky as a Youth Commissioner to the Park and Recreation Commission for a one-year term, and place Oliver Aren Baker on a six-month eligibility list.

11. Appoint Pranav Sathish and Ellie Chiu as Youth Commissioners to the Senior Advisory Commission for a one-year term.

12. Appoint Zachary Scott and Advika Singh as Youth Commissioners to the Sustainability and Infrastructure Commission for a one-year term, and place Ellie Chiu on a six-month eligibility list.

PUBLIC COMMENT
Kevin Simpson urged the city to take stronger action against illegal fireworks, describing last year’s July 4th as dangerous and chaotic. He called current enforcement ineffective and asked for a more proactive solution to protect the community.

Michael Sevilla raised concerns about the 14-day VIP reservation policy at San Mateo Municipal Golf Course, linking it to neglect in facility maintenance and a recent lawsuit. He called for the policy to end and for proper staffing to maintain and operate the course.
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NEW BUSINESS
City Manager Khojikian made a request to the Council that agenda item 23 be considered as the first discussion item due to public interest and attendance. City Council provided a consensus to approve this request.

23. 2025 Transportation Program Annual Review — Progress Update Jay Yu, Engineering Manager, gave the presentation summarizing progress on ongoing transportation plans and initiatives, key project updates, and performance metrics including citywide mode share and safety data.

PUBLIC COMMENT:

Kevin Simpson expressed frustration that the traffic safety presentation was not shared earlier, commenting on the city’s lack of urgency in addressing fatal traffic incidents, and questioned decisions like potentially removing key bike infrastructure while safety issues persist. Sean Schochet urged the city to address dangerous conditions on Alameda de las Pulgas, especially between 24th and 26th Avenues, and advocated for an elevated crosswalk and better bike infrastructure to protect students and families. Mike Swire called for prioritizing impactful safety projects over politically easier ones, criticized the removal of popular bike lanes, and emphasized that underutilized parking and reduced traffic show a disconnect between perception and data-driven needs. Michael Reagan emphasized the long-standing need for a traffic light at Hillsdale and 31st Avenue, citing safety and traffic concerns, especially with increasing development. Max Mautner recommended the city focus on lower-cost, resilient traffic calming measures like speed bumps instead of expensive signal systems. Elaine Salinger emphasized that many cyclists avoid riding due to fear and lack of safety, calling near misses underreported and emotionally traumatic. She strongly advocated for protected bike lanes and urged the city not to remove existing ones in North Central. Anna Lieb supported prioritizing safety and accessibility, urging the city not to remove bike lanes despite some parking complaints. Andrea Stewart shared personal fears about safety and underscored the importance of protected bike lanes. She stated Bay Meadows feels isolated due to unsafe crossings and stressed that real change requires deprioritizing car dominance. Allison McQueen urged the council not to expand Highway 92 in response to school traffic congestion, arguing instead that investment in safe bike infrastructure near schools—like that in Palo Alto—can significantly reduce car trips. She called for full implementation of the 2020 Bike Master Plan.

Council recessed from 9:05p.m. to 9:17p.m.

City Council emphasized the need to fully implement the 2020 Bike Master Plan and Safe Routes to School, improve project outreach, increase protected bike lanes, enhance downtown parking and signage and accelerate projects while federal funding remains available. Council also called for better data tracking, filling key staff vacancies, and integrating delayed planning efforts. Council discussed the idea of creating a dedicated bike lane budget within the CIP and City Manager will explore the option.

PUBLIC HEARING

22. Fiscal Year 2025-26 Proposed Budget and 2025-30 Capital Improvement Program – Review Karen Huang, Finance Director, gave the presentation.

Public Comment – there were no speakers.

Councilmembers Cwirko-Godycki and Fernandez volunteered to join a revenue measure ad hoc committee to explore funding options for both capital projects and ongoing general services, with findings to be brought back to the full council. City Manager, Khojikian, noted that staff will review parking fees and hours, especially free evening parking, to ensure competitiveness and reduce subsidies. 37 of 983
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REPORTS AND ANNOUNCEMENTS
City Manager, City Attorney and Council Members reported on their various assignments and liaison roles and noted past and future events, along with updates.

Council Member Nash proposed a future agenda item to review and potentially standardize garage branding citywide, noting inconsistencies across locations. Council member Fernandez proposed honoring former State Senator Jerry Hill by potentially naming a street after him. The idea, supported by Supervisor Corzo and County Executive Mike Callagy, received unanimous support from council members and will be discussed with Public Works.

ADJOURNMENT –The meeting adjourned at 10:54 p.m.

APPROVED BY: SUBMITTED BY:

Rob Newsom Jr., Mayor Martin McTaggart, City Clerk
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COUNCIL MEMBERS
Rob Newsom Jr., Mayor
Adam Loraine, Deputy Mayor
Nicole Fernandez
Danielle Cwirko-Godycki
Lisa Diaz Nash

CITY OF SAN MATEO
Special Meeting Minutes
City Council
City Hall
330 W. 20th Avenue
San Mateo CA 94403
www.cityofsanmateo.org
June 16, 2025
City Hall Council Chambers 5:30 PM
Special Meeting
CALL TO ORDER at 5:30 p.m.

Roll Call

Present: Mayor Newsom, Deputy Mayor Loraine, Council Members: Fernandez, Diaz Nash and Cwirko-Godycki AB 2449 Requests and Considerations for Meeting Participation by Teleconference due to Just Cause or Emergency Circumstances – there were no requests.

CLOSED SESSION
Following the opportunity for public comment, there were no speakers, the City Council convened into Closed Session at 5:32 p.m. to consider:

1. Conference with Legal Counsel – Existing Litigation
(Paragraph (1) of subdivision (d) of Section 54956.9)
Name of case: Housing Action Coalition v. City of San Mateo (San Mateo Superior Court Case No.: 24-CIV-03126) Council reconvened at 5:42 p.m.

STUDY SESSION

2. Prohibiting Lodging in Vehicles — Ordinance Enforcement Zachary Reda, Senior Management Analyst, gave a presentation on enforcement of Section 10.04.140 of the Municipal Code, entitled “Prohibiting Vehicle Use for Habitation and Sleep”.

Public Comment: Laurie Watanuki urged the city to resume enforcement of the ordinance and emphasized the need to act promptly to prevent an influx of RVs from neighboring cities tightening their regulations. Julia Bonfiglio and Sebastian Bonfiglio support adopting "option one" with outreach and deadlines, and emphasized the need for both enforcement and assistance for those living in the vehicles. David Light supports “option one” as the most compassionate and practical solution. He acknowledged alternatives like designated parking areas with facilities but believes they are less feasible for San Mateo. Jeremy Levine acknowledged the need for short-term solutions to RV encampments but urged the council to also consider longer-term strategies, such as collaborating with nearby cities and exploring a safe parking program. He emphasized that while RV living isn't a permanent housing solution, it could offer greater stability as the city processes new housing developments.

Council agreed to proceed with Option 1: enforce Municipal Code Section 10.04.140, but direct the Police Department to conduct outreach at least twice prior to issuing a 24-hour warning. After this warning, citations or other appropriate enforcement actions may be taken. A 45-day grace period will be observed before any citations are issued. The city will focus on educational outreach (in English and Spanish) and engagement by the HOT (Homeless Outreach Team). Council requested progress updates at six months and one year, and staff will explore options for a waste pump-out station and continued coordination with the county on long-term solutions. 39 of 983
City Council Special Meeting Minutes – 6/16/2025 Page 2 ADJOURNMENT –The meeting adjourned at 6:30 p.m.

APPROVED BY: SUBMITTED BY:

Rob Newsom, Jr., Mayor Martin McTaggart, City Clerk
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COUNCIL MEMBERS
Rob Newsom Jr., Mayor
Adam Loraine, Deputy Mayor
Nicole Fernandez
Danielle Cwirko-Godycki
Lisa Diaz Nash

CITY OF SAN MATEO
Regular Meeting Minutes
City Council Meeting
City Hall
330 W. 20th Avenue
San Mateo CA 94403
www.cityofsanmateo.org
June 16, 2025
City Hall Council Chambers 7:00 PM
Regular Meeting
CALL TO ORDER at 7:00 p.m.

Pledge of Allegiance
Roll Call

CEREMONIAL

1. Juneteeth – Proclamation – Claire Mack, Former Mayor, received the proclamation.

2. Leadership Council San Mateo – Presentation - Kaarin Hardy and Margi Power, Co-Presidents Leadership Council San Mateo County, gave the presentation.

3. Fire Hazard Maps and Code – Presentation - Fire Marshal Workman gave the presentation.

CONSENT CALENDAR
The following items, 4 through 12, 14, 16 through 30, and 33 through 37, were considered to be routine by the City Council. Items 13, 15, 31, and 32 were removed to be considered separately. After the titles of the items were read by the City Clerk, the public was invited to comment and there were no speakers. Motion passed 5-0.

Moved: Cwirko-Godycki, Seconded: Diaz Nash
Ayes: Newsom, Loraine, Fernandez, Cwirko-Godycki, and Diaz Nash Noes: None

4. Police Digital Forensic Analyst Classification and Reclassification — Approval Adopt a Resolution to approve the job specification and salary range for the new classification Police Digital Forensic Analyst and reclassify the incumbent in the Police Digital Forensic Specialist position to Police Digital Forensic Analyst.

Enactment: Resolution No. 56 (2025)

5. Deputy Director of Public Works Job Specification Updates — Approval Adopt a Resolution to approve the updates to the job specification of the Deputy Director of Public Works position.

Enactment: Resolution No. 57 (2025)

6. 2nd and El Camino Public Garage — Licensing Agreement 41 of 983
City Council Regular Meeting Minutes – 6/16/2025 Page 2 Approve a licensing agreement, substantially in the form presented, between the City of San Mateo and Sutter Bay Hospital (dba Mills-Peninsula Medical Center) to permit use of 60 City-owned parking spaces on the 5th floor of the 2nd Avenue and El Camino Real public garage for hospital staff parking.

7. Fiscal Year 2025-26 General Liability and Property Insurance — Purchase Authorization Authorize a staff committee comprised of the City Manager, the Finance Director, and the City Attorney to select the most cost-effective program to ensure the City's general liability, property risks, and Library; and authorize the City Attorney to execute all required documents to purchase the selected insurance for fiscal year 2025-26.

8. Fiscal Year 2024-25 Year-End Supplemental Budget Adjustments – Approval Adopt a Resolution approving year-end supplemental budget adjustments for fiscal year 2024-25.

Enactment: Resolution No. 58 (2025)

9. Poplar Creek Golf Course Well Drilling Project — Contract Approval Adopt a Resolution authorizing a transfer of $215,423 from the Golf Course Upgrades FY 18-19 Project (618280) to the Golf Course Well Drilling Project (618278) for a total project budget of $718,794. Award a contract to GeoCon Consultants, Inc. in the amount of $511,000; establish a 15 percent contingency reserve of $76,650 for a total amount not to exceed $587,650; authorize the Director of Parks and Recreation to execute the contract in substantially the form presented and issue change orders up to the contingency amount.

Enactment: Resolution No. 59 (2025)

10. East Hillsdale Park Playground Improvements Project – Construction Management Services Contract Award Award a contract to 4LEAF, Inc. (Consultant) for construction management services for the East Hillsdale Park Playground Improvements Project (Project); on a time and expense reimbursement basis for actual work performed, in an amount of $200,000; authorize a contingency amount of $30,000, for a total amount not to exceed $230,000; and authorize the Parks and Recreation Director to execute the contract, in substantially the form presented.

11. East Hillsdale Park Playground Improvements Project – Approval Adopt a Resolution to approve an alternative purchasing procedure for awarding a purchase contract with Miracle Playsystems (Vendor) for the purchase of playground equipment, for the East Hillsdale Park Playground Improvements Project (Project) in the amount of $191,246.54; authorize a contingency amount of $19,124.65 for a total amount not to exceed $210,371.19; and authorize the Parks & Recreation Director to execute the contract in substantially the form presented.

Enactment: Resolution No. 60 (2025)

12. Citywide Median Island Mulching — Agreement
Approve an agreement with JetMulch, Inc., for the application of mulch to 153 median islands in the amount of $326,727; authorize a 10 percent contingency of $32,627, for a total amount not to exceed $359,354; and authorize the Director of Parks and Recreation to execute the agreement in substantially the form presented and issue change orders within the contingency amount.

14. Below Market Rental Rates, Sales Prices and Unit Community Priorities – Adoption Adopt a Resolution to establish 2025 maximum rental rates and sales prices for affordable housing as required by the City of San Mateo's Below Market Rate (BMR) housing program; and establish Community Priority for units containing three or more bedrooms, which may allow a developer to provide fewer BMR units in exchange for units with more bedrooms as long as all other BMR program provisions are followed. 42 of 983
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Enactment: Resolution No. 61 (2025)

16. Public Use Easement Dedication Acceptance for Property Located at 200 N. Quebec Street – Adoption Adopt a Resolution to accept the grant of public use easement for pedestrian and vehicular parking access along Monte Diablo Avenue for the property located at 200 N. Quebec Street in substantially the form presented.

Enactment: Resolution No. 62 (2025)

17. Humboldt Street Paving with the City of Burlingame – Cost Sharing Agreement 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; and authorize the City Manager to execute the agreement in substantially the form presented.

18. Citywide Fire, Life, and Safety Inspection Testing and Maintenance Services — Agreement Adopt a Resolution to approve an alternative purchasing procedure to award a five-year agreement with APi National Service Group, Inc. for inspection, testing, and maintenance of Citywide fire, life, and safety systems in the amount of $591,375; approve a contingency reserve of $60,000; and authorize the Public Works Director to execute the agreement in substantially the form presented and issue change orders within the contingency amount.

Enactment: Resolution No. 63 (2025)

19. Building Access Control System Maintenance — Agreement Adopt a Resolution to approve an alternative purchasing procedure to award an agreement to Edgeworth Integration, LLC, DBA VAS Security Systems for Building Access Control System Maintenance in the amount of $120,000; establish a contingency in the amount of $12,000; and authorize the Public Works Director to execute the agreement in substantially the form presented and issue change orders within the contingency amount.

Enactment: Resolution No. 64 (2025)

20. Wastewater Treatment Plant Chemicals — Purchase Contracts Award Award purchase contracts of chemical supplies necessary for Wastewater Treatment Plant operations to the following chemical suppliers: 1) Univar Solutions USA LLC to supply sodium hypochlorite in the amount of $1,455,820.00; sodium bisulfite in the amount of $285,134.63; sodium hydroxide in the amount of $457,985.51; and citric acid in the amount of $55,689.50; 2) Pencco, Inc. to supply ferric chloride in the amount of $496,272.38; and authorize the Public Works Director to execute the contracts in substantially the form presented.

21. Wastewater Treatment Plant Biosolids Hauling and Disposal — Contract Change Order Approve Contract Change Order No. 3 to an agreement with Synagro-WWT, Inc. for wastewater treatment plant biosolids hauling and disposal services to exercise a one-year extension in the amount of $750,000, for a revised total contract amount not to exceed $2,794,250; establish a contingency reserve of $100,000; and authorize the Public Works Director to execute future change orders and extensions within the contingency balance.

22. Integrated Supervisory Control and Data Acquisition System Maintenance and Improvement – Contract Change Order
Approve Contract Change Order No. 4 to an agreement with Enterprise Automation for upgrading and maintaining the City’s Supervisory Control and Data Acquisition system in an amount not to exceed $125,000, for a revised total contract amount of $475,679; establish a contingency reserve of $20,000; and authorize the Public Works Director 43 of 983
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23. Water Quality Control Plant Supply of Liquid Emulsion Polymer – Contract Award Adopt a Resolution to approve an alternative purchasing procedure and award a contract to SNF Polydyne, Inc. for the supply of liquid emulsion polymer in the amount of $548,973.94; establish a 10 percent contingency reserve in the amount of $54,900; and authorize the Public Works Director to execute the contract in substantially the form presented and issue change orders within the contingency amount.

Enactment: Resolution No. 65 (2025)

24. Wastewater Treatment Plant Grit, Rag, and Scum Hauling and Disposal — Agreement Approve an agreement with Compactor Management Company LLC, for Wastewater Treatment Plant grit, rag, and scum hauling and disposal in the amount of $160,300; establish a contingency reserve in the amount of $40,000; and authorize the Public Works Director to execute the agreement in substantially the form presented and issue amendments within the contingency reserve.

25. Staff Augmentation Services for the Wastewater Treatment Plant — Amendment Approve Amendment No. 2 with waterTALENT LLC for staff augmentation services for the wastewater treatment plant in the amount of $200,000, for a new total agreement amount of $699,000, and extending the term through June 30, 2026; establish a $100,000 contingency reserve; and authorize the Public Works Director to execute the amendment in substantially the form presented and issue change orders within the contingency amount.

26. Purchase of a Telehandler — Approval
Adopt a Resolution to approve an alternative purchasing procedure to award a purchase contract to PAPE Material Handling, Inc. for the purchase of a JLG 1055 Telehandler to facilitate Wastewater Treatment Plant and Field Maintenance operations in the amount of $182,924.27; establish a contingency reserve amount of $7,000; and authorize the Public Works Director to execute the agreement and any change orders within the contingency amount.

Enactment: Resolution No. 66 (2025)

27. Wastewater Treatment Plant On-Call Consulting Services — Amendment Approve Amendment No. 2 to the On-Call Professional Consultant Services Agreement with Carollo Engineers, Inc. for Wastewater Treatment Plant-related services in the amount of $475,000, for a new total agreement of $1,325,000; and authorize the Public Works Director to execute the amendment in substantially the form presented and to amend the agreement within the agreement amount.

28. Marina Branch Public Library Restoration Project – Agreements Approve an agreement with DL Falk Construction, Inc. for construction of the Marina Branch Public Library Restoration Project in the amount of $5,405,000; establish a contingency reserve for said agreement in the amount of $540,500; approve an agreement with Consor PMCM, Inc. for construction management services for the Marina Branch Public Library Restoration Project in the amount of $824,900; and authorize the Public Works Director to execute the agreements in substantially the form presented, issue change orders as allowed by the contract documents, and approve change orders within the construction agreement contingency amount.

29. Traffic Signal Modification at Poplar Avenue and Humboldt Street — Agreement Approve an agreement with Phoenix Electric Company for construction of the Traffic Signal Modification at Poplar Avenue and Humboldt Street in the amount of $367,000; establish a contingency reserve in the amount of $55,000; 44 of 983
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30. East 3rd Avenue Landfill Hydrogen Sulfide Monitoring – Agreement Amendment Adopt a Resolution to appropriate $95,000 from the unassigned balance of the Landfill Fund to the Public Works operating budget; approve Amendment No. 1 to the Agreement with Stearns Conrad and Schmidt Consulting, Inc. dba SCS Engineers for monitoring and reporting services for hydrogen sulfide at the landfill in the amount of $57,650, for a new agreement total of $107,405; establish a contingency reserve in the amount of $9,300; extend the term of the Agreement until December 31, 2026; and authorize the Public Works Director to execute the amendment in substantially the form presented and future amendments within the contingency amount.

Enactment: Resolution No. 67 (2025)

33. Wastewater Treatment Plant Supervisory Control and Data Acquisition Monitoring and Upgrade Project – Contract Change Order
Approve Contract Change Order #3 with Technology Management Professionals dba TMPros, LLC in the amount of $156,864 to monitor and maintain the Supervisory Control and Data Acquisition Network at the Wastewater Treatment Plant for a revised total contract amount of $485,408; extend the term through June 30, 2026; establish a contingency amount of $20,000; and authorize the Public Works Director to execute the contract in substantially the form presented and issue change orders up to the contingency amount.

34. Wastewater Treatment Plant Centrifuge Parts, Service and Repair Services — Agreement Adopt a Resolution approving the award of a three-year agreement with GEA Mechanical Equipment US, Inc. (GEA) for parts, service, and repair services of centrifuges at the Wastewater Treatment Plant in the amount of $600,000, with two, one-year options to extend at $200,000 each, for a potential not-to-exceed total agreement amount of $1,000,000; and authorize the Public Works Director to execute the agreement and no-cost time extensions in substantially the form presented.

Enactment: Resolution No. 68 (2025)

35. Citywide Custodial Services — Amendment
Approve Amendment No. 8 to the service agreement with Imperial Maintenance Services, Inc. for Citywide Custodial Services to increase the agreement by $78,665.32, for a revised total agreement amount not to exceed $6,499,300.54; extend the agreement term an additional month to July 31, 2025; establish a contingency reserve in the amount of $8,000.00; and authorize the Public Works Director to execute Amendment No. 8 in substantially the form presented and issue change orders within the contingency amount.

36. Bay Meadows Community Facilities District - Special Tax Levy Fiscal Year 2025-26 — Adoption Adopt a Resolution to authorize the levy of special taxes for Fiscal Year 2025-26 for the Community Facilities District No. 2008-1 (Bay Meadows).

Enactment: Resolution No. 69 (2025)

37. City Council and Boards and Commission Rules and Procedures – Update Approve the proposed amendments to the Rules and Procedures for both the City Council and Boards and Commissions to reflect the direction provided by City Council, primarily regarding the Chapter on conduct of Council Members and Commissioners.

END OF CONSENT CALENDAR
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REMOVED FROM CONSENT CALENDAR

13. Worker Resource Center and Amendment for 171 N Amphlett Blvd. – Operations and Lease Agreements Council Member Cwirko-Godycki pulled this item to ask questions.

Motion to 1. Adopt a Resolution appropriating $864,900 from the General Fund and General Fund Housing SetAside for Samaritan House to operate the Worker Resource Center for three years, a three-year lease for the building at 171 North Amphlett Boulevard, and trash collection and miscellaneous maintenance costs for three years; 2. Approve an agreement with Samaritan House to provide services to operate the Worker Resource Center, for a three-year term, in the amount of $195,000 annually for a total amount of $585,000, and authorize the City Manager to execute the agreement in substantially the form presented; and 3. Approve Amendment No. 2 to the lease agreement with Sakai Family Partnership for the property at 171 North Amphlett Boulevard in the amount of $279,900 and authorize the City Manager to execute the amendment in substantially the form presented. Motion passed 5-0.

Moved: Cwirko-Godycki, Seconded: Fernandez
Ayes: Newsom, Loraine, Fernandez, Cwirko-Godycki, and Diaz Nash Noes: None

Enactment: Resolution No. 70 (2025)

15. Comprehensive Zoning Code Update Professional Services – Appropriation and Agreement Council Member Cwirko-Godycki pulled this item to ask questions.

Motion to Adopt a Resolution to appropriate $926,846 from the Advanced Planning Fund to the Comprehensive Zoning Code Update project, approve a professional services agreement with PlaceWorks to provide technical planning support, community outreach and project management to complete the Comprehensive Zoning Code Update project, and authorize the City Manager to execute the agreement in substantially the form presented.

Motion passed 5-0.

Moved: Cwirko-Godycki, Seconded: Newsom
Ayes: Newsom, Loraine, Fernandez, Cwirko-Godycki, and Diaz Nash Noes: None

Enactment: Resolution No. 71 (2025)

31. Wastewater Treatment Plant Mosquito Abatement – Agreement Mayor Newson pulled this item to ask questions.

Motion to Approve a three-year agreement with the San Mateo County Mosquito and Vector Control District for mosquito monitoring and abatement at the Wastewater Treatment Plant in an amount not to exceed $45,000; establish a contingency reserve of $5,000; and authorize the Public Works Director to execute the agreement in substantially the form presented and issue change orders within the contingency amount. Motion passed 5-0.

Moved: Newsom, Seconded: Loraine
Ayes: Newsom, Loraine, Fernandez, Cwirko-Godycki, and Diaz Nash Noes: None
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City Council Regular Meeting Minutes – 6/16/2025 Page 7

32. Hillsdale Caltrain Commuter Shuttle – Agreement
Council Member Cwirko-Godycki pulled this item to ask questions.

Motion to Approve a two-year agreement with Commute.org (Peninsula Traffic Congestion Relief Alliance) for the Hillsdale Caltrain Commuter Shuttle in the amount of $169,028; and authorize the Public Works Director to execute the agreement in substantially the form presented. Motion passed 5-0.

Moved: Newsom, Seconded: Cwirko-Godycki
Ayes: Newsom, Loraine, Fernandez, Cwirko-Godycki, and Diaz Nash Noes: None

PUBLIC COMMENT
Marjorie Ruiz, PG&E’s new Local Government Affairs Representative, offered ongoing support to the City of San Mateo, and proposed a wildfire safety presentation ahead of fire season. Michael Sevilla expressed concern over the legal complaint filed by the Par 3 restaurant owners, criticizing the city's handling of the San Mateo Municipal Golf Course and urging the city to end the 14-day VIP reservation window and restore the facility for public use.

Jordan Grimes urged the City Council to publicly affirm that San Mateo and its police department will not cooperate with federal immigration enforcement, citing rising fear among immigrant communities and calling for leadership in upholding the California Values Act.

The City Manager reaffirmed that San Mateo and its police department do not engage in immigration enforcement or inquire about immigration status, in line with a 2017 City Council resolution. Council agreed to direct staff to draft a public statement in multiple languages to clearly communicate this policy to the community.

OLD BUSINESS
City Manager Khojikian made a request to the Council that agenda item 41 be considered as the first discussion item due to public interest and attendance. City Council provided a consensus to approve this request.

41. Electrify San Mateo: Sustainable Building Strategy — Policy Feedback Andrea Chow, Sustainability Analyst, gave an informational report on the "Electrify San Mateo: Sustainable Building Strategy" project. Staff is requesting direction on which policy pathways to include in the final strategy (Option 1: Business as Usual, Option 2: Reach Codes for Renovations, Option 3: Zero NOx equipment requirements, Option 4: Commercial Building Performance Standards, Option 5: Municipal Electric First Policy).

Public Comment:

San Mateo Climate Action Team: Terry Whitehair, Robert Whitehair, Michelle Hudson, and Vivian Scott gave a presentation and strongly supports all five decarbonization policy options under consideration. Harry Moody emphasized climate threats and praised the city for leadership. Advocated for options 2 and 3. Fernando Peña (San Mateo County Association of Realtors) opposed Option 3, which would accelerate the Bay Area’s proposed gas ban to 2026. Argued it’s unrealistic due to aging homes and infrastructure challenges. Expressed concerns about equity, rebates, and hidden costs (panel upgrades, rewiring). Rhovy Lyn Antonio (California Apartment Association) urged thorough discussion with property owners before enforcing electrification mandates and asked for clear distinction between residential and commercial regulations and warned against rushed implementation.

Dashiell Leeds (Sierra Club – Loma Prieta Chapter) supports all proposed options, with emphasis on Option 2 (ACto-heat pump replacement). Sam Fishman (SPUR Policy Think Tank) strongly supports the full decarbonization plan and encourages early implementation of regulations to stay ahead of 2027/2029 state mandates. Wendy Chow 47 of 983
City Council Regular Meeting Minutes – 6/16/2025 Page 8 (Acterra) supports all five strategies. Elaine Salinger (Citizens Climate Lobby – San Mateo County) supports all five options. Mike Swire supports all five electrification strategies.

The City Council provided direction to support Option 1, Business as Usual and Option 5 Municipal Electric First Policy. City Council also supported Option 2, Reach Codes for Renovations, and Option 4, Commercial Building Performance Standard, with the understanding that additional analysis will be reviewed by Council prior to Ordinance development. The Sustainable Building Strategy will be presented for Council review at a future City Council meeting.

Council recessed from 9:47 p.m. to 10:01 p.m.

PUBLIC HEARING

38. Zoning Code Amendments and Below Market Rate Program Update — Ordinance Introduction Steve Golden, Principal Planner, gave the presentation.

Public Comment – there were no speakers.

Council asked questions and made comments.

Motion to Introduce an Ordinance amending the Zoning Code (Title 27) to address affordable housing compliance options, planning application procedures, and set minimum densities for residential mixed-use development projects; and approve a Resolution to update the City’s Below Market Rate (Inclusionary) Program to implement various policies and programs established in San Mateo’s 2023-2031 Housing Element (Sixth Housing Cycle); and find that the Ordinance and Resolution are exempt from further environmental review pursuant to California Environmental Quality Act (CEQA) Section 15183. Motion passed 5-0.

Moved: Cwirko-Godycki, Seconded: Fernandez
Ayes: Newsom, Loraine, Fernandez, Cwirko-Godycki, and Diaz Nash Noes: None

Enactment: Resolution No. 72 (2025)
Direction given by Council at 10:40 to continue the meeting beyond 11:00 pm.

39. Fiscal Year 2025-26 Budget, Capital Improvement Program, Gann Limit, and Capital Reserve Contribution – Approval
Karen Huang, Finance Director, gave the presentation.

Public Comment – there were no speakers.

Motion to Adopt Resolutions to approve the fiscal year 2025-26 operating and capital budgets, the 2025-30 Capital Improvement Program, the fiscal year 2025-26 Gann appropriations limit, and a contribution to the Capital Investment Reserve. Motion passed 5-0.

Moved: Fernandez, Seconded: Cwirko-Godycki,
Ayes: Newsom, Loraine, Fernandez, Cwirko-Godycki, and Diaz Nash Noes: None

Enactment: Resolution Nos. 73, 74, 75, and 76 (2025)
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City Council Regular Meeting Minutes – 6/16/2025 Page 9

40. Community Flood and Storm Protection Fee Increase for Fiscal Year 2025-26 — Adoption Jimmy Vo, Engineering Manager, gave the presentation.

Public Comment – there were no speakers.

Motion to Conduct a public hearing and adopt a Resolution to increase the Community Flood and Storm Protection Fee by 2.4 percent to account for the annual Consumer Price Index (CPI) increase. Motion passed 5-0.

Moved: Cwirko-Godycki,, Seconded: Fernandez
Ayes: Newsom, Loraine, Fernandez, Cwirko-Godycki, and Diaz Nash Noes: None

Enactment: Resolution No. 77 (2025)

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

Councilmember Cwirko-Godycki brought up the SF Bay Restoration and requested that staff explore potential partnership opportunities, with findings to be included in a future Council Weekly Update.

Mayor Newsom brought up the Labor Board’s proposal for a Community Workforce Agreement. City Manager Khojikian noted staff will provide the council with a memo containing staff analysis in the coming weeks; once released, Council can review and decide whether to pursue it as a Blue Sky item or reprioritize existing initiatives.

ADJOURNMENT –The meeting adjourned at 11:08 p.m.

APPROVED BY: SUBMITTED BY:

Rob Newsom, Jr., Mayor Martin McTaggart, City Clerk
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CITY OF SAN MATEO
Agenda Report
City Hall
330 W. 20th Avenue
San Mateo CA 94403
www.cityofsanmateo.org
Agenda Number: 5 Section Name: CONSENT CALENDAR Account Number: 25-3112 File ID: 25-10146 TO: City Council
FROM: Alex Khojikian, City Manager
PREPARED BY: City Clerk's Office
MEETING DATE: July 28, 2025
SUBJECT:

Zoning Code Amendments and Below Market Rate Program Update — Ordinance Adoption RECOMMENDATION:

Adopt an Ordinance amending the Zoning Code (Title 27) to address affordable housing compliance options, planning application procedures, and set minimum densities for residential mixed-use development projects; and find that the Ordinance is exempt from further environmental review pursuant to California Environmental Quality Act (CEQA) Section 15183.

BACKGROUND:

On June 16, 2025, City Council introduced the attached proposed Ordinance (Attachment 1) to amend several chapters of Title 27 (Zoning) of the San Mateo Municipal Code (SMMC) to implement programs to support the goal of housing production within the Housing Element. These updates include the following:
• Allow for alternative compliance options for required onsite affordable dwelling units in housing development projects (Policy H1.3)
• Add provisions for appeal procedures for processing planning applications (Policy H1.6) • Modify provisions for approved planning application expiration and extensions (Policy H1.6) • Modify language for approval authority of development projects that exceed height thresholds (Policy H1.6) • Set minimum densities for residential mixed-use development projects (Policy H1.9) If adopted, this Ordinance will be effective 30 days after its adoption.

BUDGET IMPACT:

The Zoning Code Amendments to implement the Housing Element and General Plan are fully funded in the Community Development Department’s annual operating budget, utilizing the Advanced Planning Fund (Fund 225), and does not impact the City’s General Fund.

ENVIRONMENTAL DETERMINATION:

The Environmental Impact Report (EIR) for General Plan 2040 analyzed new residential development of up to 19,764 new housing units and growth around the City through 2040. On March 18, 2024, the City Council certified the EIR.

In accordance with California Environmental Quality Act (CEQA) Guidelines Section 15183, the zoning amendment to modify housing development provisions and development standards (“Project”) is exempt from further environmental review because the Project, which generally allows for more housing types to be permitted uses in specific zoning districts and remove regulatory barriers from the zoning code, is consistent with the anticipated land uses under the land use designations adopted as part of General Plan 2040 for which an EIR was certified. There are no specific proposed changes 50 of 983

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to residential development densities, and it is consistent with the development densities established by General Plan 2040.

The Project is also consistent with the implementation policies of the adopted and certified Housing Element and pursuant to certain mandates in state law.

Applying Section 15183, there are no project specific effects that are peculiar to the project; there are no project specific impacts that the General Plan EIR failed to analyze as significant effects; there are no potentially significant off-site and cumulative impacts that the EIR failed to evaluate; there is no substantial new information which results in more severe impacts than anticipated by the EIR; and projects will be required to comply with mitigation measures contained in the EIR.

Furthermore, any future development of sites where these code amendments would apply would be evaluated as a potential “Project” under CEQA and if necessary, be further assessed for their potential environmental impacts prior to City entitlement.

NOTICE PROVIDED
All meeting noticing requirements were met.

ATTACHMENTS
Att 1 – Proposed Ordinance

STAFF CONTACT
Chantal Eaton, Deputy City Clerk
[email protected]
(650) 522-7044
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PROPOSED ORDINANCE
Amending Several Chapters of Title 27, Zoning, of the San Mateo Municipal Code to Implement the 2023-2031 San Mateo Housing Element (Sixth Housing Cycle)
WHEREAS, the State Housing Element Law (Government Code Section 65580 et seq.) requires that the City Council adopt a Housing Element for the 2023-2031 period to accommodate the City of San Mateo (“City”) regional housing need allocation (RHNA) of 7,015 housing units; and WHEREAS, on May 20, 2024, the City Council adopted a resolution to adopt the revised Housing Element of the General Plan for the period of 2023-2031 (Housing Element); and WHEREAS, under Housing Element Goal 1 – Production and the Policies H1.3, H1.6, and H1.9, the City commits to reviewing and amending the City’s Zoning Code to update the City’s Inclusionary Housing requirements to allow for alternative compliance options to increase affordable housing production, update standards to support housing production, and create minimum residential densities for mixed-use projects; and WHEREAS, the Environmental Impact Report (EIR) for the San Mateo General Plan 2040 analyzed new residential development of up to 19,764 new housing units and growth around the City through 2040; and WHEREAS, on March 18, 2024, at a duly noticed public hearing, the City Council certified the EIR for the San Mateo General Plan 2040, pursuant to the California Environmental Quality Act of 1970, together with related State implementation guidelines promulgated thereunder (CEQA); and WHEREAS, on May 13, 2025, the Planning Commission held a duly noticed public hearing, received all written and oral public comments, and recommended that the City Council approve the proposed ordinance to amend several Chapters of Title 27, Zoning, of the San Mateo Municipal Code to Implement the 2023-2031 San Mateo Housing Element (Sixth Housing Cycle); and
WHEREAS, on June 16, 2025, at a duly noticed public hearing, the City Council introduced an ordinance to adopt the amendments to several Chapters of Title 27, Zoning, of the San Mateo Municipal Code to Implement the 2023-2031 San Mateo Housing Element (Sixth Housing Cycle).

NOW, THEREFORE, THE COUNCIL OF THE CITY OF SAN MATEO ORDAINS AS FOLLOWS:

Section 1. Legislative Findings. At a duly noticed public hearing on June 16, 2025, the City Council of the City of San Mateo reviewed and considered the accompanying staff report and attachments thereto, the exemption from environmental review, together with comments received during the public review process, and hereby finds and determines that the proposed ordinance is consistent with the adopted General Plan in that it supports the development of housing and achieves the General Plan’s stated goals and policies.

Section 2. Section 27.02.230 of the San Mateo Municipal Code is added to Chapter 27.02 as follows:
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27.02.230 RESIDENTIAL MIXED-USE DEVELOPMENT PROJECTS.
(a) Within a 1/2 mile radius of a Caltrain Station as shown on the General Plan Land Use Map, a mixeduse development project with a residential component that includes five or more residential units shall comply with the following minimum residential densities if the development project is within one of the following General Plan Land Use Designations. If the project area is within more than one General Plan Land Use Designations, the lowest density requirement applies.
(1) Mixed-Use Low and Mixed-Use Medium I – 30 dwelling units per acre (2) Mixed-Use Medium II and Mixed-Use High – 50 dwelling units per acre (b) A mixed-use development project with a residential component that includes five or more residential units outside of a TOD area are required to comply with minimum residential densities when the development project is within one of the following General Plan Land Use Designations. If the project area is within more than one General Plan Land Use Designations, the lowest density requirement applies. (1) Mixed-Use Low – 10 dwelling units per acre
(2) Mixed-Use Medium I – 15 dwelling units per acre
(3) Mixed-Use Medium II – 30 dwelling units per acre
(4) Mixed-Use High – 50 dwelling units per acre
(c) The City Council may consider a request to reduce the required minimum residential density in a mixed-use development project with a residential component for a project that provides a greater percentage of affordable housing units than required by Section 27.16.050 Affordable Housing or by providing public community benefits.

Section 3. Section 27.04.130 of the San Mateo Municipal Code is amended as follows:

27.04.130 SITE PLAN AND ARCHITECTURAL REVIEW (SPAR).
(a) The following projects, as well as other projects that may be designated in this code, require a site plan and architectural review and no such project shall commence until the approval body has approved a planning application for site plan and architectural review: any building, new parking lot, fence over seven (7) feet in height, or an extension, alteration, or addition of or to an existing building or parking lot; historic buildings within the Downtown Specific Plan area as specified in Chapter 27.66. Single family and accessory buildings that conform to the standards contained in Chapter 27.18, or minor facade modifications as defined in Section 27.04.313, and which conform with Section 27.08.031, are exempt from this requirement, unless they are specifically designated by this section as requiring review. In making its review, the Zoning Administrator, Development Review Board, and Planning Commission shall be guided by the standards adopted by the Planning Commission and City Council. The application shall be approved if the Zoning Administrator or Commission finds all of the following to exist:
(1) The structures, site plan, and landscaping are in scale and harmonious with the character of the neighborhood;
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(2) The development will not be detrimental to the harmonious and orderly growth of the City; (3) The development will not impair the desirability of investment or occupation in the vicinity, and otherwise is in the best interests of the public health, safety, or welfare; (4) The development meets all applicable standards as adopted by the Planning Commission and City Council, conforms with the General Plan, and will correct any violations of the zoning ordinance, building code, or other municipal codes that exist on the site; (5) The development will not adversely affect matters regarding police protection, crime prevention, and security.
(b) All buildings, structures, landscaping, and other establishments shall be constructed in accordance with the approved drawings.
(c) The City Council shall review and make the final determination on all buildings that exceed the height limit in the General Plan.

Section 4. Subsection (d) of Section 27.06.050 of the San Mateo Municipal Code is amended as follows:
(d) Site Plan and Architectural Review for buildings that exceed the height limit in the General Plan; Section 5. Section 27.08.035 of the San Mateo Municipal Code is amended as follows:

27.08.035 COMPLETION OF PLANNING APPLICATION.
(a) A planning application is determined to be complete when all documents, reports, data, maps, fees, and other information prescribed in Section 27.08.010 are submitted and are determined to be adequate to allow the approval body to determine if the required findings can be made. (b) For any application determined to be incomplete, an applicant may appeal the incompleteness determination to the Planning Commission within 14 days of the date of the incomplete letter. Any appeal shall be submitted in writing, and be accompanied by payment of the filing fee. Pursuant to California Government Code Section 65943, the Planning Commission shall make a final written determination on the appeal not later than 60 calendar days after receipt of the applicant’s written appeal. The appeal process shall toll any timing requirements to resubmit incomplete application materials. (c) The Zoning Administrator may close out an application, if information is requested in writing by the Zoning Administrator, and the information has not been submitted to the Zoning Administrator or the action has not occurred within 120 days. Applications which are closed out are considered to be withdrawn and any unspent fees from the application will be refunded. An applicant for a housing development project, as defined in California Government Code Section 65905.5(b)(3) shall follow timelines and provisions outlined in California Government Code Section 65941.1 to maintain preliminary application eligibility. 54 of 983
(d) The Zoning Administrator's action may be appealed to the Planning Commission within ten (10) days of the Zoning Administrator's action closing out an application, or of determining that a new planning application is required.

Section 6. Section 27.08.085 of the San Mateo Municipal Code is amended as follows:

27.08.085 PLANNING APPROVAL EXPIRATION.

Final approval of a planning application shall expire two years from the date of approval, with the following exceptions:
(a) A completed building permit application is filed before the expiration date and a building permit is issued prior to or within six months after the two year expiration date. (b) The property within two years has been used in conformance with the final order. (c) Approvals granted to the City of San Mateo shall be in force and effect for such time period as funds are budgeted in whole or in part for the project by the City or Agency. (d) Projects for which an extension has been obtained in accordance with Section 27.08.087 below.

Section 7. Section 27.08.087 of the San Mateo Municipal Code is amended as follows:

27.08.087 PLANNING APPROVAL EXTENSION.

The following extensions to planning approvals are available:
(a) Extensions required by state or federal law. Where state or federal law requires that extension of a planning approval be considered, the Zoning Administrator shall approve an extension if they find that the project complies with all applicable zoning, planning, and general plan regulations and conditions. (b) City extensions. The Zoning Administrator may approve up to two extensions of a planning approval, each for up to two years, subject to the following provisions:
(1) Application required. To apply for a planning approval extension, an applicant must submit the application prior to the expiration date of the planning approval, pay the application fee and provide the reason(s) for the extension request.
(2) Findings required. To approve a time extension, the Zoning Administrator must find all of the following:
(A) The approved project is still consistent with the City's General Plan; and (B) The approved project is still consistent with the City's Zoning Ordinance; and (C) The extension will not result in any new environmental impacts or an increase in severity of previously identified environmental impacts. 55 of 983
(c) Notice of Zoning Administrator Decision on Extension. Notice will be provided to the neighborhood by the same process followed for the original project approval. Notice will also be provided to the Planning Commission and City Council within ten days of the Zoning Administrator's decision. (d) Appeals. The decision of the Zoning Administrator is appealable to the Planning Commission within ten days of the Zoning Administrator's decision by filing a written appeal with the Planning Division and payment of applicable fees. When an appeal is filed, the expiration date of a planning approval is tolled until a final action is taken. The provisions of Municipal Code Chapter 26.48 govern all projects with associated subdivision maps.

Section 8. Section 27.16.050 of the San Mateo Municipal Code is amended as follows:

27.16.050 AFFORDABLE HOUSING.

To implement the affordable housing goals and policies in the General Plan, the City Council adopted the Below Market Rate (BMR) Program. Specific requirements for the development of affordable units under the BMR Program, including the alternative compliance option of providing offsite affordable units and other proposed alternatives, are regulated by resolution adopted by the City Council.

Section 9. Environmental Determination In accordance with California Environmental Quality Act (CEQA) Guidelines Section 15183, the zoning amendment to streamline the processing of development applications, and establish minimum densities for mixed-use housing development projects is exempt from further environmental review because the Project is consistent with the anticipated land uses under the land use designations adopted as part of General Plan 2040 for which an EIR was certified by the City Council on March 18, 2024. Also, there are no specific proposed changes to maximum residential development densities and is consistent with the development density established by the General Plan. The Project is also consistent with the implementation policies of the adopted and certified Housing Element and pursuant to certain mandates in state law. There are no project specific effects that are peculiar to the project or the sites; there are no project specific impacts that the General Plan Update EIR failed to analyze as significant effects; there are no potentially significant off-site and cumulative impacts that the general plan EIR failed to evaluate; and there is no substantial new information which results in more severe impacts than anticipated by the general plan EIR.

Section 10. Severability. In the event any section, clause or provision of this ordinance shall be determined invalid or unconstitutional, such section, clause or provision shall be deemed severable and all other sections or portions hereof shall remain in full force and effect.

Section 11. Publication. This Ordinance shall be published in summary in a newspaper of general circulation, posted in the City Clerk's Office, and posted on the City's website, all in accord with Section 2.15 of the City Charter.

Section 12. Legislative History and Effective Date. This ordinance was introduced on Clerk to complete., and adopted on Clerk to complete., and shall be effective 30 days after its adoption. 56 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: 6 Section Name: CONSENT CALENDAR Account Number: 10-4662 File ID: 25-9813 TO: City Council
FROM: Alex Khojikian, City Manager
PREPARED BY: Public Works Department
MEETING DATE: July 28, 2025
SUBJECT:

Small Wireless Facility Permit Support Services — Agreements RECOMMENDATION:

Approve professional consultant services agreements for small wireless facilities permit review support services through May 31, 2027, with up to two optional one-year extensions, with: Anchor Engineering, Inc. d/b/a ANCHOR, in an amount not to exceed $250,000; and Gunnerson Consulting & Communication Site Services, LLC in an amount not to exceed $250,000; and authorize the Public Works Director to execute the agreements in substantially the form presented and issue amendments within the budget amount including no-cost term extensions.

BACKGROUND:

The Public Works Development Section is responsible for providing review and permitting for Small Wireless Facility (SWF) Permits within the public right-of-way. Over the last 5 years, staff have seen an increase in SWF permit applications being submitted to the City. Public Works received 178 wireless permit applications in 2023 and 11 wireless permit applications in 2024. As required by the Federal Communications Commission (FCC), City staff must review SWF applications within a review timeframe also known as the "shot clock” (90 days for installations on new structures and 60 days for installations on existing structures). The shot clock starts once the applicant submits the application and stops when the permit is approved, which includes the appeal process and decision. If staff cannot complete the review within the shot clock, the application is automatically deemed approved by existing federal law.

In 2024, Public Works amended the San Mateo Municipal Code (SMMC) Chapter 17.10 "Wireless Communication Facilities in the Public Right-of-Way” and adopted a new City policy for regulating small wireless facilities within the public right-ofway. As part of that adoption process, the City Council directed staff to pursue additional third-party consultant services for application review.

FCC RF Emission Compliance:

Pursuant to 47 U.S.C 332(c)(7), the City may not regulate the placement, construction, and modification of wireless service facilities to the extent that such facilities comply with the FCC’s regulations concerning radio frequency (RF) emissions.

SWF applications are required to include an RF compliance report prepared by an RF engineer to certify the proposed facility, as well as any collocated facilities and any cumulative emissions from adjacent areas, will comply with applicable FCC regulations. These reports are prepared and stamped by licensed Electrical Engineers; however, City staff typically does not have the technical expertise to verify the calculations and results of these reports.

Consultant Proposals:

In November 2024, Public Works issued a request for proposals (RFP) to multiple firms capable of providing comprehensive SWF review services on an on-call basis. In total, Public Works received responses from two (2) firms and 57 of 983

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evaluated those submissions based on the firms’ experience in SWF application review, RF Report preparation and/or review, the proposed firms’ staff qualifications, and the pricing structures. Ultimately, Public Works utilized those criteria to consider awarding agreements for on-call SWF review services to both firms. The firms selected by Public Works are:
 Anchor Engineering, Inc. d/b/a ANCHOR
 Gunnerson Consulting & Communications Site Services, LLC Conflicts of Interest:

Gunnerson Consulting & Communications Site Services, LLC (Gunnerson Consulting) has no known conflicts of interest with the City. ANCHOR includes EBI Consulting as a sub-consultant, which has or currently provides services to wireless service providers (such as AT&T, Crown Castle, T-Mobile, and Verizon). EBI Consulting has confirmed that they will cease working for providers within the City while under contract with the City and will not review any submitted reports that were previously created by their firm. These two firms are recommended for award to allow staff to assign RF Report reviews to prevent a firm from reviewing their own reports.

Contract Terms:

These firms will each enter into separate agreements with the City for approximately two-year terms ending on May 31, 2027, with up to two optional one-year extensions (with no contract value increases) pending performance review by staff.

Based on the above, staff recommends executing professional consultant agreements with ANCHOR and Gunnerson Consulting to provide SWF review services for a term of two years, with two optional one-year extensions, for not-toexceed amounts of $250,000 for each agreement.

BUDGET IMPACT:

The expenses of these small wireless facility review services will be fully cost recoverable as they will be charged to the small wireless facility permit deposit accounts as set forth in the most current adopted fee schedule.

ENVIRONMENTAL DETERMINATION:

These agreements are not a project subject to CEQA, because it can be seen with certainty that they 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 with Anchor Engineering, Inc. d/b/a ANCHOR Att 2 – Agreement with Gunnerson Consulting & Communications Site Services, LLC

STAFF CONTACT
Jason Hallare, Senior Engineer
[email protected]
650-522-7316
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Professional Services Page 1 of 11
Rev 12/23
AGREEMENT WITH ANCHOR ENGINEERING, INC. D/B/A ANCHOR

FOR PROFESSIONAL CONSULTANT SERVICES
FOR

SMALL WIRELESS FACILITY PERMIT REVIEW SERVICES
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 Anchor Engineering, Inc. d/b/a ANCHOR, a corporation, (“CONSULTANT”), whose address is 7600 Dublin Boulevard Unit 200, Dublin, California 94568.

RECITALS:

A. CITY desires certain professional services hereinafter described.

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

NOW, THEREFORE, IT IS AGREED as follows:

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

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

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

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

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

SECTION 3 - DUTIES OF CITY
CITY shall provide pertinent information regarding its requirements for the project. 59 of 983
Professional Services Page 2 of 11
Rev 12/23
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 be completed on May 31, 2027, with up to two (2) optional one-year extensions by the CITY.

SECTION 5 - PAYMENT
Payment shall be made by CITY only for services rendered and upon submission of a payment request upon completion and CITY approval of the work performed. In consideration for the full performance of the services set forth in Exhibit A, CITY agrees to pay CONSULTANT a fee in an amount of $250,000.00, pursuant to rates stated in Exhibit B to this Agreement, attached and incorporated by reference.

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

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

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

SECTION 8 - CONFIDENTIALITY
All reports and documents prepared by CONSULTANT in connection with the performance of this Agreement are confidential until released by CITY to the public. CONSULTANT shall not make any such documents or information available to any individual or organization not employed by CONSULTANT or CITY without the written consent of CITY before any such release. 60 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 C to this Agreement.

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

SECTION 14 - RELIANCE UPON PROFESSIONAL

SKILL OF CONSULTANT
It is mutually understood and agreed by and between the parties hereto that CONSULTANT is skilled in the professional calling necessary to perform the work agreed to be done under this Agreement and that CITY relies upon the skill of CONSULTANT to do and perform the work consistent with, and limited to, the professional skill and care ordinarily provided by similar professionals practicing in the same or similar locality under the same or similar circumstances. The acceptance of CONSULTANT's work by CITY does not operate as a release of CONSULTANT from said obligation. 61 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. 62 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: Jason Hallare
City of San Mateo
330 W. 20th Avenue
San Mateo, CA 94403
To CONSULTANT: ANCHOR
Attn: Natasha Ikponwonba
7600 Dublin Blvd #200
Dublin, CA 94568
SECTION 22 - AGREEMENT CONTAINS ALL
UNDERSTANDINGS; AMENDMENT
This document represents the entire and integrated agreement between CITY and CONSULTANT and supersedes all prior negotiations, representations, and agreements, either written or oral.

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

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

SECTION 24 - GOVERNING LAW AND VENUE
This Agreement shall be governed by the laws of the State of California and, in the event of litigation, venue will be in the County of San Mateo.
[SIGNATURE PAGE FOLLOWS]
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IN WITNESS WHEREOF, CITY OF SAN MATEO and ANCHOR have executed this Agreement the day and year first above written.

CITY OF SAN MATEO CONSULTANT
Matthew Fabry
Director of Public Works
Date Bisa Grant
President & CEO
Date

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

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

SCOPE OF SERVICES

SWF PERMIT REVIEW SERVICES
• Invoicing
o Consultant shall track the total amount of work performed for each Small Wireless Permit under that permit’s specific wireless permit number (SWF# or WC#). • Application Packet Review
o Perform complete review of all submittal documents for compliance with the City’s Wireless Ordinance and the City Policy for Small Wireless Facilities in the Right of Way.

This may include, but is not limited to, the following documents:
▪ Project Narrative and Justification
▪ Public Noticing proof
▪ Construction Drawings
▪ Photo-simulations
▪ Alternative Sites Analysis
▪ Environmental Impact Assessments
▪ Exceptions Requests
o Perform complete technical review of technical reports for compliances with applicable City code, FCC regulations, and/or other applicable health and safety regulations. This may include:
▪ RF/EME Compliance Reports (pre-construction and post-construction) ▪ Structural Analysis
▪ Noise Compliance Analysis
o Utilize the City’s Permitting Portal (Tyler’s EnerGov). City Staff will provide access and training if necessary.
o Attend site visits as necessary to review proposed SWF locations. o Attend Coordination Meetings with City staff for clarification or direction on reviews. o Attend applicant meetings when requested by applicants. o Draft comment letters for Notices of Incomplete during the application review or for the post-construction RF certification.
o Draft Director Decision Letters and Notices for approval/denial of applications. o Send/communicate NOIs, comment letters, or Decision Letters to applicants. • Deliverables
o Reviews to be completed within seven (7) calendar days to meet shot clock deadlines. o Acceptance or Comment letters for NOIs or Post-Construction RF certs. o Director’s Decision Letters and Notices of Director’s Decision 65 of 983
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EXHIBIT B

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

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

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. 69 of 983
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AGREEMENT WITH GUNNERSON CONSULTING & COMMUNICATION SITE SERVICES, LLC

FOR PROFESSIONAL CONSULTANT SERVICES
FOR

SMALL WIRELESS FACILITY PERMIT REVIEW SERVICES
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 Gunnerson Consulting & Communication Site Services, LLC, a Washington limited liability company, (“CONSULTANT”), whose address is 231 River Run Road, Sequim, Washington 98382.

RECITALS:

A. CITY desires certain professional services hereinafter described.

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.

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.

SECTION 3 - DUTIES OF CITY
CITY shall provide pertinent information regarding its requirements for the project. 70 of 983
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CITY shall examine documents submitted by CONSULTANT and shall render decisions pertaining thereto promptly, to avoid unreasonable delay in the progress of CONSULTANT's work.

SECTION 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. 71 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 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. 72 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.

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. 73 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: Jason Hallare
City of San Mateo
330 W. 20th Avenue
San Mateo, CA 94403
To CONSULTANT: Gunnerson Consulting &
Communications Site Services, LLC
Attn: Bryon Gunnerson
231 River Run Road
Sequim, WA 98382
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 24 - GOVERNING LAW AND VENUE
This Agreement shall be governed by the laws of the State of California and, in the event of litigation, venue will be in the County of San Mateo.
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[SIGNATURE PAGE FOLLOWS]
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IN WITNESS WHEREOF, CITY OF SAN MATEO and GUNNERSON CONSULTING & SITE SERVICES have executed this Agreement the day and year first above written.

CITY OF SAN MATEO CONSULTANT
Matthew Fabry
Director of Public Works
Date Bryon Gunnerson
Its Authorized Agent
Governor
Date

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

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

SCOPE OF SERVICES

This may include, but is not limited to, the following documents:
▪ Project Narrative and Justification
▪ Public Noticing proof
▪ Construction Drawings
▪ Photo-simulations
▪ Alternative Sites Analysis
▪ Environmental Impact Assessments
▪ Exceptions Requests
o Perform complete technical review of technical reports for compliances with applicable City code, FCC regulations, and/or other applicable health and safety regulations. This may include:
▪ RF/EME Compliance Reports (pre-construction and post-construction) ▪ Structural Analysis
▪ Noise Compliance Analysis
o Utilize the City’s Permitting Portal (Tyler’s EnerGov). City Staff will provide access and training if necessary.
o Attend site visits as necessary to review proposed SWF locations. o Attend Coordination Meetings with City staff for clarification or direction on reviews. o Attend applicant meetings when requested by applicants. o Draft comment letters for Notices of Incomplete during the application review or for the post-construction RF certification.
o Draft Director Decision Letters and Notices for approval/denial of applications. o Send/communicate NOIs, comment letters, or Decision Letters to applicants. • Deliverables
o Reviews to be completed within seven (7) calendar days to meet shot clock deadlines. o Acceptance or Comment letters for NOIs or Post-Construction RF certs. o Director’s Decision Letters and Notices of Director’s Decision 77 of 983
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EXHIBIT B

FEE RATES
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EXHIBIT C

INSURANCE REQUIREMENTS

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

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:

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. 79 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.

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.

CITY OF SAN MATEO

CITY OF SAN MATEO
Agenda Report
City Hall
330 W. 20th Avenue
San Mateo CA 94403
www.cityofsanmateo.org
Agenda Number: 7 Section Name: CONSENT CALENDAR Account Number: 82-4681 File ID: 25-9957 TO: City Council
FROM: Alex Khojikian, City Manager
PREPARED BY: Public Works Department
MEETING DATE: July 28, 2025
SUBJECT:

Citywide Custodial Services – Agreement
RECOMMENDATION:

Adopt a Resolution approving an alternative purchasing procedure to award a three-year agreement to Impec Group, LLC for Citywide Custodial Services in the amount of $3,581,907.00, with two optional one-year extensions subject to future Council approval; establish an annual contingency in the amount of $110,000 per agreement year; 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 owns a variety of buildings, including City Hall, Recreation Centers, Libraries, Police and Fire Stations, Police SubStations, Public Park Restrooms, and more. Each facility requires different levels of custodial maintenance, depending on its function and usage. The City requires a combination of after-hours custodial services, daily porter services, and specialized cleaning including, but not limited to, carpet cleaning and exterior window washing. Some facilities experience heavy public use while others provide part-time services to children. The City’s existing custodial services agreement expires on July 31, 2025.

In May 2025, the City issued a Request for Proposals (RFP) outlining specific criteria for performing custodial services for a three-year term with two (2) optional one-year extensions. The scope of services is increased in comparison with the existing contract, with additional facilities being added, such as the new Administration Building at the Wastewater Treatment Plant and multiple locations at the Golf Course that were previously addressed through separate contracts with the Parks and Recreation Department. The RFP also required compliance with California Labor Code Section 1060 et seq., also known as the Displaced Janitor Opportunity Act, to provide an opportunity for existing custodial staff to remain servicing City facilities. 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:

Company
Avg Score
(200 Max) Ranking
Impec Group, LLC 171 1
Universal Building Services and Supply Co. 163.3 2
Talos Management, LLC 160.3 3
Karla’s Janitorial & Suppliers, LLC 156.6 4
Kleen-Tech Services, LLC 156 5
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CITY OF SAN MATEO
Based on the results of the evaluation, in addition to checking references with other municipal agencies, staff identified Impec Group, LLC to be the recommended firm. The breakdown of Impec Group, LLC’s annual custodial services cost proposal is shown below:

Total Annual Base Cost $1,128,300.70
Performance Based Compensation (5.5%) $65,668.30
Total Annual Agreement Amount $1,193,969.00
The overall cost is approximately $250,000 more annually than the City’s existing contract, due in part to the increased scope of services described above. The RFP requested proposers to submit a Performance Based Compensation (PBC) amount, listed above, as part of their annual agreement amount. The PBC is intended to be a portion of the vendor’s acceptable profit margin and therefore an incentive to both meet and exceed performance standards. The criteria for evaluating the PBC will be based on the overall vendor performance and a set of Key Performance Indicators (KPIs) established by the City. Examples of KPI types are performance standards, vendor cost savings/control, innovation, customer focus, etc. The PBC will be reviewed quarterly between staff and the vendor and up to 25 percent of annual PBC may be paid upon quarterly review. In the event of subpar performance, guidance will be provided by staff to assist the vendor toward improvement upon identified areas.

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.

The annual agreement amount, with the base cost and performance-based compensation allowance, is $1,193,969.00. For the proposed three-year term, the total agreement amount is 3,581,907.00. 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 $110,000 renewing each agreement year and 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 compensation.

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 upon ability along with cost savings to the City.

Staff recommends awarding the Citywide Custodial Services agreement to Impec Group, LLC to ensure a service provider is in place for the upcoming Fiscal Year 2025-26, and as the proposal received scoring highest based on the established rating criteria.

BUDGET IMPACT:

Funding for Citywide custodial services is budgeted annually through the operating budgets of the Fleet and Building Maintenance Fund and the departments receiving these services for the City facilities each department manages.

Imperial Maintenance Services, Inc. 140 6
CCS Facility Services 136.6 7
Central Maintenance Company 133.3 8
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CITY OF SAN MATEO
Sufficient funding in the Fiscal Year 2025-26 budget, is available to cover the cost of this agreement.

ENVIRONMENTAL DETERMINATION:

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

NOTICE PROVIDED
All meeting noticing requirements were met.

ATTACHMENTS
Att 1 – Proposed Resolution
Att 2 – Agreement

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 CUSTODIAL SERVICES WITH IMPEC GROUP, LLC IN THE AMOUNT OF $3,581,907.00, WITH TWO

ONE-YEAR EXTENSIONS SUBJECT TO FUTURE COUNCIL APPROVAL
WHEREAS, the City of San Mateo currently owns a variety of buildings, including the Municipal Government Center, Recreation Centers, Libraries, Police and Fire Stations, Police Sub-Stations, Public Park Restrooms, etc.; and
WHEREAS, the City has contracted custodial services since 2017 and the term of the current custodial services agreement expires on July 31, 2025; and
WHEREAS, in May 2025, staff issued a request for proposals (RFP) on the City website, in the local paper (San Mateo Daily Journal May 5, 2025), and posted on Barker Blue’s Bid Board to seek qualified candidates; 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 Impec Group, LLC as the recommended firm based on a review of its proposal; and
WHERAS, sufficient funding is available in the Building Maintenance Fund for these custodial 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 Impec Group, LLC in the amount of $3,581,907.00 for custodial 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 Impec Group, LLC is not a project subject to CEQA, because it can be seen with certainty that 84 of 983
there is no possibility that custodial services may have a significant effect on the environment. (CEQA Guidelines Section 15061(b)(3).)

2. In accordance with San Mateo Municipal Code Section 3.60.070(h)(3), the award of an agreement to Impec Group, LLC 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 custodial services agreement to Impec Group, LLC in the amount of $3,581,907.00, with a contingency reserve in the amount of $110,000 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. 85 of 983
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AGREEMENT WITH IMPEC GROUP, LLC

FOR CITYWIDE CUSTODIAL 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 IMPEC GROUP, LLC, a corporation (“CONTRACTOR”), whose address is 3350 Scott Blvd.

Bldg. 8, Santa Clara, CA 95054.

RECITALS:

A. CITY desires certain custodial services hereinafter described.

B. CITY desires to engage CONTRACTOR to provide these custodial 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 shall be in compliance with all laws, including California Labor Code and California prevailing wage laws.

CONTRACTOR shall ensure it procures for the CITY’s use recycled content paper products in compliance with California Senate Bill 1383 California Code of Regulations (CCR), Title 14, Section 18993.3 by providing recycled-content paper products that consists of a specified percentage of postconsumer recycled (PCR) content by fiber weight, postconsumer fiber, if fitness and quality are equal to that of non-recycled item, and available at equal or lesser price or available at no more than ten percent (10%) of the total cost for non-recycled Paper Products as follows:
a) Toilet Paper: 45% PCR
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b) Paper towels, general purpose paper wipers: 40% PCR
c) Toilet seat covers: 20% PCR
d) Facial tissue: 10% PCR
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.

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 $3,581,907 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. 87 of 983
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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.

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.
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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.

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.

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: Impec Group, LLC
Attn: Richard Peterson
3350 Scott Blvd. Bldg. 8
Santa Clara, CA 95054
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. 90 of 983
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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 Raffy Espiritu
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
PART I - SECTION 1: GENERAL INFORMATION/LOCATIONS

1.0 OVERVIEW: There are specific locations associated with this base-scope of work/services. Each location has unique tasks and requirements associated with them and the specific scope of duties are detailed in this document. There are also three specific levels of cleaning and each location description will identify one of the three levels of cleaning (or a combination of 2 or all). These levels are described in SECTION 3.

Each location has a person assigned as the Building Manager, the Building Manager is the primary “Customer” and is responsible for reviewing the work performed and providing feedback to the City Project Manager who will work with the assigned Contract or Program Manager for the Contractor. There are also Division Managers who oversee multiple sites. As an example, there are three Library locations and each building has an assigned manager; however, all Library functions are overseen by one individual and that person will be involved in quality review as well.

Each location has requirements based on both size of the facility as well as services performed. Therefore, each has differing custodial staffing requirements from night-time cleaning only to full time day porter(s).

2.0 LOCATIONS: The following is a list of each location, general size of facility and type of functions associated with that facility (Square Footage numbers listed are approximate).

2.1 City Hall – 330 W. 20th Ave. 38,000 sf of office and meeting space including a large auditorium, 4 Public Restrooms, 4 Staff restrooms and a large Atrium/Lobby. Operates primarily M-F 8-5 with public meetings on select weekday evenings.

2.2 Main Library – 55 W 3rd Ave. 93,806 sf of open Library, Meeting Rooms, Lobby and staff offices, 8 public restrooms and 4 staff restrooms. Operates at various hours from 10 AM to 9 PM and weekends. Open to public with significant amount of daily visitors.

2.3 Marina Library Branch – 1530 Susan Court 5,329 sf off primarily open Library space, 2 public, and 1 staff restrooms. Open various hours including some weekend hours.

2.4 Hillsdale Library Branch – 205 W. Hillsdale Ave. 6,468 sf off primarily open Library space, 2 restrooms. Open various hours including some weekend hours.

2.5 Shoreview Recreation Center – 950 Ocean View Dr. 3,820 sf, 2 restrooms, class rooms, offices and kitchen. Operations are M-F 8-5.

2.6 Lakeshore Recreation Center – 1550 Marina Court, 2,400 sf, 2 restrooms, class rooms and kitchen.

Operations are M-F 8-5.

2.7 Beresford Recreation Center – 2720 Alameda De Las Plugas, 34,800 sf, classrooms, auditorium, offices. 4 restrooms, kitchen. Various hours from 8 to 10 M-F and some weekends.

2.8 Senior Center – 2645 Alameda De Las Pulgas, 13,200 sf, meeting rooms, auditoriums, 2 restrooms and kitchen.

2.9 M.L. King Recreation Center – 725 Monte Diablo. This location is for special provision services only as described in site specific details. M-F 9am-9pm

2.10 Police Station Headquarters – 200 Franklin Parkway, 55,000 sf of office space and meeting rooms. 2 public restrooms, 5 staff restrooms, 2 locker rooms. Some operations are 24/7, however, primary operations are M-F 8-5.

2.11 Police Sub-Station - 360 1st Ave. 324 sf of office space. No restrooms. 24/7 operations

2.12 Police Barracks – 1812 South Norfolk Street. 3,120 Sf. Office space, restrooms, locker room, Conference room, 3 bedrooms. 24/7 operations
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2.13 Main Street Garage Restrooms – 300 1st Ave 100 sf men’s and women’s restrooms (not public). 24/7 Operations

2.14 Municipal Service Center – 1949 Pacific Blvd. Consists of two buildings and 1 office trailer, totaling approximately 6,600 sf. 6 staff restrooms. Operations generally M-F 7-5.

2.15 Park Maintenance Offices – 2001 Pacific Blvd. 2,050 sf, 2 rest rooms. Primarily office space. 2 restrooms. Operations M-5, 7-4.

2.16 Wastewater Treatment Plant – 2050 Detroit Dr. 15,488 sf, meeting rooms and offices, labs, breakrooms, lunchrooms, patios, kitchenettes 14 restrooms and 4 locker rooms. Operations 24/7

2.17 Shoreline Parks – approximately 1020 sf. Seal Point Park 1901 J. Hart Clinton Drive, 4 restrooms total North and South, Ryder Park – approximately 510 sf.- 1801 J. Hart Clinton Drive, 2 restrooms total. Operations 7am-9pm.

2.18 Poplar Creek Golf Course – 1700 Coyote Point Drive. 3 buildings and one trailer restroom. 6 restrooms total, 1 lobby/administrative office area and 1 copy room. Operations 6am-7pm

3.0 BUILDING ACCESS and SECURITY: Each on site contractor employee is required to have a City Issued Identification Badge on their person at all times. For those buildings and areas controlled by card access the contractor employee badge will provide access. For those areas not controlled by card-reader keys will be issued to the contractor. The contractor is responsible for maintaining control of all badges and keys issued to their employees.

Exception: For specialty, non-regular work such as annual window washing or carpet cleaning, the crews who perform the work will not be required to have City issued IDs, however at least one lead or supervisor who does have a City Contractor’s Badge must be on-site with the crew at all times.

3.1 All areas shall be locked and the lights turned off when cleaning in each unoccupied area has been completed. Security lights (as directed) shall be turned on prior to leaving the facility.

3.2 Keys or other entry devices required by the Service Provider will be furnished by the City to designated Service Provider employee on a custody receipt and shall be returned to the City on demand.

3.3 Any loss of keys or entry devices must be reported to the City representative immediately. A charge of twenty-five dollars ($25.00) will be made for each lost key or device. Keys are to be made/duplicated by the City ONLY with no exceptions.

3.4 Should a lost or stolen key jeopardize the security of the particular City facility, the Service Provider shall be totally responsible for all costs incurred by the City in re-keying the lock system.

Service Provider is advised that this process could be quite costly.

3.5 Electronic security system (where installed) shall be properly disarmed and armed each time after-hours access is made.

3.6 All exiting doors are to remain locked while the Service Provider is in the space, except for designated doors to remain open for meetings. Do not block open occupant or exterior doors for any reason.

4.0 SAFETY REQUIREMENTS AND TRAINING: Service Provider shall provide safety training for its employees as required by federal, state and local laws and/or regulations. Service Provider shall provide documentation of this training to the City of San Mateo, Building Maintenance Supervisor and shall be responsible for all costs associated with this training.

5.0 REPORTING REQUIREMENTS: The Service Provider agrees to furnish all information as required by the City in order to fulfill the responsibilities of the City for reporting on compliance with laws and regulations. 94 of 983
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PART I - SECTION 2: GENERAL RESPONSIBILITIES AND DUTIES

1.0 WORK SCHEDULES: Custodial work is generally to be performed during "off hours" to minimize interference with normal building use. However, this scope of work also includes full time and part time Day Porter service as specified by building in PART II - SECTION 1. Non-weekly services such as carpet cleaning and window service will be performed per agreed to schedules, these schedules will be set in advance with each building manager.

1.1 Other than Day-Porter services, general Custodial work shall be performed between 5:00 PM and 6:00 AM local time Monday through Friday. Exceptions may be noted for specific locations as described in PART II - SECTION 1.

1.2 The custodial Service Provider will provide twenty-four (24) hour emergency response service.

2.0 QUALIFICATIONS OF EMPLOYEES: The Service Provider is responsible for the selection of employees and the evaluation of each applicant’s capabilities and experience as related to performance of custodial and day porter services as required in the scope of work. However, the City of San Mateo reserves the right to dismiss from custodial work, day porter and supervision, those employees which it deems incompetent, careless or otherwise objectionable to the public interest.

A. The Service Provider shall provide at the commencement of the contract a complete list of all employees assigned to perform the contract work.

B. All of the Service Provider’s employees will be required to wear a company uniform, identifying Service Provider and employee, and shall carry proper visible identification on their person at all times.

C. Service Provider shall notify the Facility Manager at each service location or his/her representative immediately in writing of all changes in contract personnel by submitting name and address of employee and effective date of employment or termination. A revised and dated complete list of all employees assigned to perform the contract work shall also be provided.

D. When in the opinion of the City, an employee does not constitute a satisfactory security risk, his employment on the contract will be denied.

E. The San Mateo Police Department will run security checks of all personnel assigned to perform janitorial work or supervision at any City facility. The following information must be provided to the SMPD:
a. Full name
b. Social Security Number
c. California Driver’s License or ID number
d. Birth Date
e. Address
The records check will include fingerprinting.

3.0 CONTRACT MANAGEMENT: The Service Provider shall designate a “Contract Manager” to be the primary person responsible for providing overall management of the contract relationship and shall be responsible for communicating with the City Project Manager responsible for the contract (Typically the Building Maintenance Supervisor).

3.1 The Contract Manager will inspect the contract work at least once per week and determine if quality of standards are being met.

3.2 The Contract Manager is to inspect the work not less than once a week at a designated time and communicate with each Facility Manager not less than every two weeks.

3.3 The Contract Manager and all supervisory personnel shall have the ability to communicate effectively in the English language.
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4.0 SUPERVISION: The city considers effective supervision by Service Provider assigned and trained supervisors key to the success of the contract.

4.1 The Service Provider shall arrange for daily on site supervision of the employees performing the contract work.

4.2 The Service Provider or his supervisors shall be available at all times, when the contract work is in progress and during the day when the buildings are occupied by the City, to receive instructions from the Facility Manager at each service location or his/her representative.

4.3 The Service Provider’s supervisor shall be fully and adequately trained and have experience in cleaning supervision, sufficient in scope to meet the approval of the City Project Manager.

4.4 Service Provider’s supervisor will be required to perform daily inspections of all buildings serviced under the contract.

4.5 The Service Provider’s supervisory personnel shall be able to communicate clearly in the English language and with non-English speaking personnel who may be employed by the Service Provider to perform the services described in the contract.

4.6 Service Provider’s employees shall not be accompanied in their work area by acquaintances, family members or any other person unless said person is an authorized employee of the Service Provider.

4.7 The results of each inspection tour will be recorded on an agreed upon inspection form, signed by the supervisor, and stating that the work was completed. The form shall be completed for each facility or site, submitted weekly, and will become part of the contract file. This information shall be available to be faxed or e-mailed to City representatives if requested within 48 hours.

4.8 Service Provider’s monthly invoice will not be approved for payment until the overall performance of the Service Provider is deemed satisfactory by the City Project Manager.

5.0 CONFERENCE PRIOR TO START OF WORK: After the contract is awarded, the Custodial Service Provider, or his designated representative and his employees who will be doing the custodial work, shall attend the Conference for the purpose of reviewing the specifications.

5.1 This shall occur at least one week prior to the start of the contract.

6.0 COMMUNICATIONS: A binder or a cloud file sharing service will be maintained in a suitable place for the collection of pertinent information such as:

6.1 Schedule of work (Check List)

6.2 Instructions from Service Provider to its employees

6.3 Instructions from City to the Service Provider representative(s)

6.4 Names and Contact information for key persons

6.5 Normal Scheduled Work Hours for each Custodian, Day Porter or Crew

6.6 Report of “Needs” of building occupants.

Day Porters and Supervisors are expected to respond to phone calls from Building Managers at all times during their shifts.

7.0 DISPLACED JANITOR OPPORTUNITY ACT: The Custodial Service Provider shall be in compliance with California Labor Code Section 1060 – 1065.

8.0 RESTRICTED PERSONNEL: No visitors, guests, pets, or companions other than bonded personnel will be permitted inside any City facility any time the facility is not open to the public at large, nor may such persons enter the areas not open to the public at large at any time.

8.1 Exception: The contractor may bring specialized crews not specifically assigned to the contract with the City for specialized services such as window and carpet cleaning. However, these are restricted to employees of the Service Provider or bonded sub-contractors to the Service Provider. In such cases the Service Provider shall provide a bonded employee assigned to the City contract on site during such work and services, to provide over-sight and security. The Service Provider is 96 of 983
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responsible for all persons brought on to City Property for the purposes of performing contracted work.

9.0 CLEANING SCHEDULES: For non-weekly tasks that are included in the scope of work, which may include, carpet cleaning, resilient floor strip/wax deep clean, window cleaning and or any other specified services.

The Service Provider shall, provide to each Facility Manger a schedule of planned dates for such tasks that meets the contractual requirement.

9.1 Schedules will be provided to Facility Manager within 30 days of the start of the contract. The schedules will be updated on or about July 1 of each succeeding year of the contract or extensions of contract.

9.2 Once schedules are provided any deviation from schedules will require prior approval from the Facility Manager.

9.3 It is understood that un-planned circumstances may cause a missed date of such services, however these should be the exception and very rare. In such an event the Service Provider will work with the Facility Manager to schedule the soonest possible date for the service that does not impact City business needs.

10.0 HOLIDAY SCHEDULE: The city observes the following holiday schedule:

New Year’s Day January 1
Martin Luther King Day 3rd Monday in January
Presidents Day 3rd Monday in February
Memorial Day Last Monday in May
Juneteenth June 19th
Independence Day July 4th
Labor Day 1st Monday in September
Veteran’s Day November 11
Thanksgiving Day 4th Thursday in November
Day after Thanksgiving Friday after Thanksgiving
Christmas Day December 25
If a holiday falls on a Saturday it is observed the previous Friday, if it falls on a Sunday it is observed on the following Monday.

See Details for Police Department Exceptions to Holiday Schedule. 97 of 983
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PART I - SECTION 3: BASE SCOPE OF WORK/REQUIREMENTS

1. QUALITY: As described in EXHIBIT A Scope of work, a component of the contract shall be PERFORMANCED BASE COMPENSATION (PBC). The City has established a Performance Based Compensation (PBC) system whereby a portion of the contractor’s anticipated profit will be based upon satisfactory contract performance and measured performance in selected key performance indicators (KPI). However, general quality and expectations of work performed are a component of the Base Compensation as well. Failure to perform the cleaning levels as described in SECTION 3 to a level of reasonable satisfaction are grounds for withholding of payment or portions thereof as described within the contract agreement. General Cleaning Quality Requirements are as follows:

1.1 Services performed under this contract shall be subject to inspection and approval of the Facility Manager at each service location or his/her representative.

1.2 First quality cleaning and provision of restroom supplies will be required.

1.3 Careless performance of the contract work will not be tolerated.

1.4 Unsatisfactory work will be called to the attention of the Service Provider and he/she will be required to correct the work deficiencies within four (4) hours, and improve the overall work results to the satisfaction of the Facility Manager or his/her representative.

1.5 Service Provider shall respond to the work site within (1) hour should unsatisfactory work cause an emergency condition as determined by the City. Failure by the Service Provider to comply with such requests will result in either the corrective work being performed by other means and the cost charged to the Service Provider or in termination of the contract.

1.6 Notification of unsatisfactory work shall be deemed given as soon as City leaves telephone, e-mail or fax message notifying Service Provider of deficient performance.

1.7 Service Provider shall provide e-mail addresses as well as telephone and fax numbers for this purpose, and shall provide a telephone number for emergency calls, and respond within 15 minutes with a phone call back.

2. LIGHT BULB CHANGE OUT: The contractor shall perform basic light bulb change outs for all ceiling fixtures at twelve (12) feet or below in all assigned work locations and table lamp fixtures at the Main Library. Light bulbs will be provided by the City and are available at the City corporation yard warehouse.

3. RECYCLE/COMPOST: Where provided by the city, recycle and composting containers shall be emptied and materials kept separated and shall be disposed of in proper collection bins. All batteries and fluorescent lamps shall be disposed of properly utilizing recycling containers at the City corporation yard.

4. SUPPLIES AND EQUIPMENT: The delivery of tools, equipment and supplies must be handled by the Service Provider. City staff will not be available to sign for deliveries and unlock storage closets.

4.1 The Service Provider will furnish all necessary tools, equipment and supplies such as mops, vacuum cleaners, brooms, buffer, ladder, and hoses; and will supply all waxes and cleaners, paper and sanitary supplies, urinal blocks and cartridges (for waterless urinals), hand soaps, waste can liners and deodorant blocks and batteries for air freshening units.

4.2 The City will consider product alternatives not included in this list on a case-by-case basis when presented with detailed information by the Service Provider.

4.3 The City may request a change of products to obtain a more satisfactory appearance, odor or other improvement.

4.4 Use of high quality recycled paper products is required.

4.5 If requested by City, the Service Provider shall supply to City the actual monthly cost of bathroom supplies for each facility. In this case, Service Provider and City shall meet no more than two times annually to review such expenditures.

4.6 Should the actual cost vary significantly from Service Provider’s estimated monthly cost, the contract administrator shall negotiate to make equitable adjustments in such situations.

4.7 All products used by the Service Provider shall meet all EPA and Cal OSHA standards. The City will not be held liable for Service Provider’s failure to comply with these requirements. 98 of 983
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4.8 All products/chemicals will have proper identifying labels affixed to them as well as secondary containers (i.e. spray bottles).

4.9 Any chemical used in the performance of the contract work shall have the appropriate Material Safety Data Sheet in a labeled safety binder in each area/closet in which they are stored. A list of approved products is attached to this document.

5. STORAGE OF SUPPLIES AND TOOLS: All supplies and equipment shall be stored by the Service Provider in neat and orderly fashion in janitorial closets as designated by Facility Managers at each assigned location.

A central storage area at the City Corporation Yard shall be supplied for the storage of bulk items and back-up stock.

5.1 All equipment and materials shall be used per manufacturer’s directions for each application.

6. SCHEDULE OF WORK TO BE PERFORMED: The following basic services shall be performed in all buildings unless otherwise specified. See the special conditions listed under each building for additional specifications which are specific to each site found in PART II - SECTION 1 and may include or vary from these basic services.

7. CLINICAL LEVEL OF CLEANING: Requires the removal of all dirt of any kind, including bacteria and viruses from all surfaces;

CLINICAL LEVEL OF CLEANING
Restrooms
Fill and clean all dispensers (e.g. soap, paper, sanitary).

Empty, clean and disinfect all waste and recycling receptacles including sanitary containers and insert new liners.

Clean and disinfect all wash basins, counters, and fixtures with nonabrasive cleanser.

Clean all mirrors, chrome, stainless steel, and polish to a shine.

Wash and disinfect all urinals and toilets, removing stains and cleaning under rims and flush holes. Clean and disinfect toilet seats, fixtures and outside surfaces or urinals and toilets.

Dust and spot clean with detergent all partitions, walls, doors and other surfaces.

Daily
Sweep and damp mop floor with disinfectant detergent solution.

Weekly Pour deodorizer down floor drains.

Replace any burned out light bulbs/lamps 12’ high or below (notify Project Manager if changing lamp doesn’t work/there is a ballast issue) Bi-weekly Replace deodorant blocks in urinals.

Monthly Dust, wash and disinfect walls, partitions, frames, and doors. Replace urinal filters and urinal cartridges in waterless urinals (Main Library). Spot clean more frequently as needed.

Annually Machine-wash all ceramic tile walls.

As Needed Change air freshener refills and batteries, as well as urinal/toilet/faucet sensor batteries.

Shower/Locker Rooms
Fill and clean all dispensers.

Empty, clean and disinfect all waste and recycling receptacles and insert new liners.

Scrub and disinfect with antifungal cleanser, all shower areas and fixtures. All surfaces shall be free of soap scum, body oils, mineral deposits, stains and odors.

Daily
Sweep and damp mop floors with disinfectant.
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Dust and spot clean lockers and benches. Benches shall be left dry.

Dust and spot clean all doors, walls, partitions, mirrors and other surfaces.

Clean floor drains of hair, soap and all other materials.

Scrub entrances and walk ways with scrub brush and disinfectant cleanser.

Clean and disinfect exterior of all lockers.

Clean and disinfect all doors, walls, partitions, and benches. Leave benches completely dry.

Weekly
Replace any burned out light bulbs/lamps 12’ high or below (notify Project Manager if changing lamp doesn’t work/there is a ballast issue) As needed Change air freshener refills and batteries, as well as urinal/toilet/faucet sensor batteries.

Lunchroom
Fill and clean all dispensers.

Empty, clean and disinfect all waste and recycling receptacles, and insert new liners.

Clean and disinfect all sinks, counters, and lunch tables Sweep and damp mop floor with disinfectant.

Daily
Dust and spot clean refrigerator, microwave, and vending machines.

Clean inside and outside of refrigerators on Fridays.

Replace any burned out light bulbs/lamps 12’ high or below (notify Project Manager if changing lamp doesn’t work/there is a ballast issue) Weekly
Empty refrigerators of all expired items.

Monthly Wash exterior of vending machines.

Semi-Annually Strip, seal and buff all resilient and hard surface floors.

8. PRESTIGE LEVEL OF CLEANING: Requires regularly scheduled cleaning of surfaces regardless of whether dirt is visible or not. Examples include daily cleaning of counters and regular vacuuming of carpeted areas.

PRESTIGE LEVEL OF CLEANING
Entry Ways, Lobbies, Hallways, Corridors, Traffic Areas, Stairs Vacuum all carpets and spot clean carpet stains.

Dust mop floors.

Empty and clean wastebaskets, all recycling bins, compost bins, and trash barrels, including those outside entrances, and replace liners if soiled with damp or wet substances. Wastebaskets and trashcans shall be free of stains and odors.

Clean drinking fountains.

Clean doors, door glass, frames, kick plates and adjacent windows on both sides.

Sweep and damp mop stairways, damp wipe handrails.

Dust and wipe clean with damp or treated cloth: partitions, walls, baseboards, counters, cabinets and all other horizontal surfaces. Remove fingerprints and smudges.

Sweep outside entryways.

Daily
Empty and clean ashtrays, screen all sand urns. Replenish sand as needed.

Clean interior windows between offices and open areas/public spaces.

Replace any burned out light bulbs/lamps 12’ high or below (notify Project Manager if changing lamp doesn’t work/there is a ballast issue) Dust and damp wipe vinyl furniture; vacuum all fabric furniture including all chairs and couches.

Weekly
Clean and disinfect public telephone handsets.
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Dust window blinds/shades/covers.

Dust ceiling and remove cobwebs.

Monthly
Clean and disinfect doorknobs or handles.

Strip, seal and buff all resilient and hard surface floors.

Wash all windows, inside and out.

Clean air-conditioning vents, ceiling diffusers, ventilation grilles and Semi-Annually
Shampoo carpets
Office Areas
Empty wastebaskets and replace liners if needed.

Empty and clean all recycling and compost containers. Replace liners is needed.

Wastebaskets shall be free of stains and odors.

Daily
Vacuum traffic lane areas and public spaces.

Dust desks/shelves and all other horizontal surfaces, fixtures & equipment, high and low areas, e.g. pictures, clocks, partition tops. Vacuum office areas.

Weekly
Replace any burned out light bulbs/lamps 12’ high or below (notify Project Manager if changing lamp doesn’t work/there is a ballast issue) Using tank vacuum or backpack, vacuum corner edges and chairs.

Dust window blinds, shades, covers.

Raise chair mats, vacuum carpeted floor under mats and clean mats.

Monthly
Dust HVAC louvers.

Annually Shampoo carpets
Meeting Rooms and Classrooms (such as the PD Classrooms) Vacuum and spot clean carpets.

Push in and arrange all chairs and straighten tables.

Dust mop and damp mop floors.

Empty and clean wastebaskets and replace liners.

Empty and clean all recycling and compost containers. Replace liners is needed.

Dust and wipe clean with damp or treated cloth: tables, counters.

Clean sinks.

Daily
Clean marker boards.

Vacuum chairs.

Replace any burned out light bulbs/lamps 12’ high or below (notify Project Manager if changing lamp doesn’t work/there is a ballast issue) Weekly
Clean entry doors and glass.

Monthly Dust high and low areas.

Semi-Annually Strip, seal and buff all resilient and hard surface floors if not carpeted.

Annual Clean fabric covered chairs in meeting rooms.

Shampoo carpets.

Elevators
Daily Sweep and mop floors and dust/wipe walls.

Clean all stainless steel elevator with stainless steel cleaner including call button pad (do not spray cleaner directly on buttons).

Sweep outside approach areas to elevators including threshold (especially removing all leaves).

Weekly
Wipe electronic eye in doorjamb area with glass cleaner.

9. BASIC LEVEL OF CLEANING: Entails the cleaning of visible dirt from surfaces.

BASIC LEVEL OF CLEANING (IF NOT ALREADY COVERED BY CLINICAL OR PRESTIGE CLEANING SCHEDULES) Waxed Floor Areas
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Daily Broom sweep, dust mop, and spot clean.

Weekly Damp mop.

Semi-Annually Complete refinish – strip floors and baseboards, seal, and wax.

As needed Machine buff.

Wood Floor Areas
Daily Broom sweep, dust mop, and spot clean.

Weekly Damp mop wax (non-skid where required).

Carpeted Floor Areas
Daily Vacuum.

Semi-Annually Shampoo carpets.

As needed Clean baseboards and door jambs where vacuum mars finish and spot clean.

Furnishing Care
Dust wooden furniture, work surfaces, tables, desks, files, cabinets, bookcases, shelves.

Damp wipe outdoor chairs.

Daily
Spot clean all as needed.

Weekly Dust phones and business machines.

Sanitize phones.

Monthly Wax or polish wood furniture.

Damp wipe all office furniture.

Yearly Wash and scrub outdoor plastic furniture.

As Needed Spot clean surfaces.

Interiors
Daily Remove graffiti immediately upon discovery.

Clean and disinfect drinking fountains.

Dust walls and doors.

Replace any burned out light bulbs/lamps 12’ high or below (notify Project Manager if changing lamp doesn’t work/there is a ballast issue) Clean entrance glass and passage doors.

Weekly
Wash sills, ledges, and other flat surfaces within reach.

Dust blinds, dust and straighten pictures and hanging objects, dust lighting fixtures.

Monthly
Clean ceilings for cobwebs
Yearly Wash blinds and lighting fixtures.

As Needed Spot clean all surfaces and fixtures.

Exteriors
Daily Remove graffiti immediately upon discovery (or enter work order in city app) Weekly Clean windows and glass entrance.

Monthly Dust doors, clean sills.

Bi-Annually Wash doors and windows.

As Needed Spot clean doors, sills, and windows as needed.

Pick up trash on decks.

Janitor Closets
Clean utility sink.

Straighten shelves and tools.

Daily
Sweep floor.

Weekly Mop floor.

Monthly Scrub and bleach floor.

Parking Garages
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Empty waste containers, recycling bins, and pick up litter in garage.

Straighten shelves and tools.

Daily
Sweep floor.

Weekly Sweep approaches to elevators and public stairwells.

Monthly Sweep driveway along curbs at Main Library.
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PART II - SECTION 1: SPECIFIC SCOPE OF WORK BY LOCATION

1. OVERVIEW: There are specific locations. Each location includes a Level of Cleaning as described in PART I – SECTION 3. Each location may also have specific requirements as well. These specific requirements as listed in this section may be subject to change as City requirements may change. Changes will be reviewed between Service Provider and Project Manager/Facility Manager prior to change. Alterations to costs will be negotiated as described in EXHIBIT B of the contract agreement.

2. CITY HALL – 330 W. 20th :

GENERAL DESCRIPTION. City Hall houses the administrative and other offices of the various departments of the City of San Mateo and includes a Council Chamber for public meetings. Additionally, there are four smaller Conference Rooms (A, B, and C and Finance Department) for smaller scheduled meetings, and a computer training room. Office areas are clustered around a central Atrium. Floor space to be maintained is approximately 35,774 square feet and is comprised of the following:

AREA SQUARE
FEET

TYPE COMMENTS
Entryways (3) 681 Tile 7 glass doors
Lobby – “Atrium” 4422 Concrete/tile
General Office Area 20,378 Carpet 162 full and part-time employees-78 male; 84 female,
1 sink (in Personnel
Department)
Meeting Rooms
Council Chambers
Conference Rooms (4)
2760
1445
Carpet
Carpet
6 tables; auditorium
14 tables; 83 chairs; 1 sink
Hallways (3) 1023
665
Carpet
Linoleum
Restrooms (8) 1110
128
Tile
Carpet
14 sinks, 14 toilets, 5 urinals, 2
showers
Lunchroom 529 Vinyl 5 round tables, 2 rectangular
tables , 8 chairs
Kitchen 142 Vinyl Appliances: sink, refrigerator, 2
microwaves
Other Areas:

Mail room
Credit Union Office
Gym room
Training room
322
256
326
529
Linoleum
Carpet
Carpet
Carpet
Floor covering is approximately 26,845 square feet of carpet and 8,929 square feet of hard surface.

CLEANING HOURS:

The regular scheduled working hours shall normally be between the hours of 5 p.m. and 6 a.m., Monday to Friday. However, all janitorial cleaning services in the Council Chambers will be performed after scheduled meetings. Window washing may be done at other mutually agreed times. Under special circumstances it may be necessary to delay the Friday night cleaning until Sunday.

LUNCHROOM:

Wiping tables and emptying garbage mid-day and again at end of day is a part of this City Hall Custodial Agreement.

Cleaning of refrigerator to be performed alternate Friday evenings.

SECURITY:

Lock up the City Hall complex at 5:30 p.m. Only the main entrance doors on O’ Farrell and the door to the parking area shall remain unlocked until the conclusion of evening meetings. Special meetings lasting 104 of 983
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beyond midnight shall be an exception.

All doors are to be checked for security before leaving at night.

LIGHTS:

Turn off lights when leaving an area that has been cleaned, unless it is still occupied. Turn on certain night security lights and turn off all other lights.

ROOM SET-UP:

Proper arrangements of office furniture, daily, shall be included in this agreement. Check binder located at the Public Works counter daily for instructions. Meeting rooms are to be rearranged to standard set-ups unless a special set-up is required.

BATHROOM CLEANING AND SUPPLIES:

For evening cleaning service, bathrooms are to be cleaned toward the end of the shift. This will allow cleanup following evening meetings.

Storage rooms to be kept stocked with supplies provided by the Service Provider. Adequate supplies of paper products are to be maintained in storage rooms at all times.

Maintain batteries and deodorant material in air freshening unit in each restroom.

All restrooms shall be checked and restocked for janitorial supplies on weekdays; mid-day at a time convenient for users, preferably after 1 p.m. Front glass doors shall be cleaned at that time.

CARPETING:

Shampoo all carpeted areas semi-annually.

DUSTING:

Dusting of countertops and file cabinets shall be performed on a weekly basis.

OVERALL LEVEL OF CLEANING SERVICE:

Basic Service Level Required

3. MAIN LIBRARY – 55 W. 3rd:

GENERAL DESCRIPTION. The Main Library is a 3-story structure that opened in 2006. The facility includes 2½ levels of underground parking and three above ground floors plus a mezzanine level. Above level space consisting of public library spaces and staff offices, two courtyards, a 3rd floor terrace and a Café. The building is staffed with approximately 30 full time and 70, part time employees. The Main Library is a heavily used facility, averaging 1,400 visitors per day. Daytime custodial service is required 7 days per week, with the following schedule:

Monday – Thursday
1 custodian working 3:30 pm – 8:00 pm
Monday – Friday
1 custodian working 6 am – 2:30 pm (1/2 hour lunch break) 1 custodian working 7 am – 3:30 pm (1/2 hour lunch break) Saturday
1 custodian working 6 am – 10:00 am
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1 custodian working 7 am – 3:30 pm (1/2 hour lunch break) Sunday
1 custodian working 7 am – 3:30 pm (1/2 hour lunch break) 1 custodian working 8 am – 12:00 pm
Floor space to be maintained is approximately 62,000 square feet and is comprised of the following:

AREA FLOOR SQ FEET TYPE COMMENTS
Public Spaces
Entrance Lobby 1 1,552 Stone
New Books Area 1 516 Carpet
Children’s Library 1 8,757 Carpet
Meeting Rooms (3) 1 3,587 Carpet
Meeting Room Kitchen 1 100 Linoleum
Current Periodicals M 1,637 Carpet
Information Services 2 4,736 Carpet
Copy/Passport Center 2 206 Linoleum
Business Library 2 1,772 Carpet
Adult Non Fiction 2 8,811 Carpet
Student Research Center 2 878 Carpet
Biotech Library 2 648 Carpet
Adult Fiction 3 7,524 Carpet
Media 3 2,843 Carpet
World Languages 3 1,280 Carpet
Teen Library 3 1,305 Carpet
Café 3 456 Linoleum
Staff Spaces
Circulation Staff Workroom &
Accounts Desk
1 2,707 Carpet
Technical Services Workroom 1 1,992 Carpet
Children’s Workroom 1 840 Carpet
Shipping & Receiving 1 546 Carpet
Information Services
Workroom
2 2,323 Carpet
Biotech Seminar Room 2 298 Carpet
Project Read 3 909 Carpet
Training Room 3 834 Carpet
Admin. Office 3 2,331 Carpet
Staff Lounge 3 997 Linoleum
Mail Room 3 150 Linoleum
Misc. Spaces
Restrooms Various
floors (3
staff, 3
public)
1,345 Ceramic Tile Fixtures include: 23
toilets, 4 urinals, 24
lavatories, 5 kitchen sinks,
3 janitor’s sinks, 1 shower
Elevators (3) Ceramic Tile
Parking Structure 3 levels 73,092 Concrete
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SPECIAL PROVISIONS:

1. The Main Library’s holiday schedule differs slightly from other City facilities. See notes to City Holiday Schedule in “Definitions” section.

2. The Library is to be staffed with a regularly scheduled crew. Substitutions must be made and advance notice communicated to Library Management if a member of the regular crew is absent.

Shifts cannot go unfilled.

3. All custodians are to be trained to work on the Main Library’s various surfaces with skills assessed periodically.

4. Regular onsite supervision and assessment of custodians’ work is expected for both weekday and weekend crews.

5. A weekly walk-thru is to be scheduled with Library Management to assess building conditions with a follow up e-mail by vendor/Service Provider summarizing agreed to next steps.

6. The library has a sophisticated security system with card key access to the parking garage and building. Keys issued to custodians are not transferrable. If lost or stolen, Library Management is to be informed immediately.

7. All after-hours work (floor work, etc.) is to be arranged one week in advance to allow for appropriate security arrangements to be made.

8. Lighting fixtures in this space have specific procedures for lamp changing. A document outlining this process will be provided and must be adhered to in order for them to function properly.

9. The Parking Structure has Sanitary and Storm drains located within the Structure. Contractor must insure no cleaning fluids or water from the power-washing is permitted to enter any drain that discharges to storm drains. Facilities Staff will help identify these drains. It is the responsibility of the Contractor to insure all fluids are disposed of within state and local laws and regulations.

10. A small carpet spot removal machine to be stored at Main Library for use by Custodial Staff for spills between scheduled cleaning.

OTHER TASKS:

In addition to general specifications and special provisions outlined above, Service Provider will:

1. Prioritize Public spaces for cleaning. Daily tasks in Public spaces are to be performed 7 days/week and include: vacuuming, carpet spot cleaning, graffiti removal, cleaning of restrooms, glass front doors, wooden staircase, exterior front entrance area, entry vestibule, elevators and emptying of waste and recycle receptacles in library and parking garage.

2. Daily waste removal and recycling includes garbage, mixed paper, cans/bottles/plastic, composting bin (Staff Lounge) and hardbound books.

3. Clean all exterior windows and interior windows above 8 feet once per year.

4. Public restrooms are to be cleaned twice per day on Fri. Sat. and Sun; once before opening to the public and a second time in the afternoon. On Mon, Tue, Wed, and Thu an additional cleaning is required between 4 and 6PM.

CLEANING SERVICES UNIQUE TO MAIN LIBRARY
Break down all cardboard boxes and place in mixed paper recycling bins in trash enclosure.

Tidy up and compact or empty waste containers throughout day. Can be done by either male or female as long as door is ajar with sign “Restrooms are being cleaned; not accessible”.

Wet mop wooden staircase with special solution.

Daily
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Trash enclosure – keep locked and maintain in neat and safe manner.

Coffee Bar terrace – spot clean floor.

Clean coffee bar terrace tables and chairs and Children’s Courtyard tables and chairs.

Sweep tan bark from sidewalk back into planter beds.

Clean shower.

Dust all window sills (1st floor Saturdays, 2nd floor Sundays, 3rd floor Tuesdays).

Children’s round windows – wash windows and dust sills.

Damp wipe all counters and desks in public areas
Dust end panels on all shelves (do a section per day per assigned schedule) Dust all shelves (do a section per day per assigned schedule) Clean leather chairs with recommended cleaner
Vacuum all upholstered furniture
Weekly
Public areas: dust and clean with recommended cleaner all study tables, reader stables, end tables, equipment tables, built-in counters and casework (rotate by assigned floor/sections - e.g. 1st floor Wed., 2nd floor Fri., 3rd floor Sun.) Sweep and wet mop east and west stairwells to garage
Replace urinal cartridges in waterless urinals, first week of the month.

Shampoo carpets in Oak Conference Room and Hall (1st floor) and in front of public restrooms on floor 2 and 3.

Monthly
Carpet clean trouble areas as identified in weekly review meeting Quarterly Shampoo carpets in heavily trafficked areas.

Shampoo carpets in remaining areas including staff offices.

Coffee Bar Terrace – Scrub and steam clean stone deck.

Semi-Annually
Power-wash all levels of Parking structure.

Change spray deodorizer cartridges mounted on the wall in restrooms.

Set up/take down tables and chairs in meeting rooms per provided diagrams.

As-needed
Wash top and side surfaces of brown trash and recycling containers. Clean exterior surfaces of silver wastebaskets. Clean individual office/waste recycling baskets.

Spot clean mesh fabric on meeting room chairs and all carpets on an on-going basis as stains are noticed.

4. MARINA BRANCH LIBRARY – 1530 SUSAN COURT
GENERAL DESCRIPTION. Marina is one of two branch libraries for the City of San Mateo. The floor space to be maintained will be approximately 5,000 square feet and is comprised of the following:

Floor covering will be approximately 3,880 square feet of carpet and 1,120 square feet of hard surface.

Three restrooms will be provided consisting of: one (1) urinal, three (3) toilets, and three (3) sinks. Two (2) additional sinks are located in the staff lunchroom and janitor’s closet. One small refrigerator will be located in the lunchroom.

CLEANING HOURS:

Clean six (6) days per week on Monday thru Saturday nights. Semi-annual carpet cleaning and semi-annual washing of ceiling windows, interior and exterior to be scheduled with Library Management.

Cleaning will be done after 8:00 p.m. when the library is closed to the public.

Special Provisions:

1. The Marina Library’s holiday schedule differs slightly from other City facilities. See notes to City Holiday Schedule in “Definitions” section.

2. Except for special floor and window cleaning crews, Service Provider will not assign more than 108 of 983
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two different employees to the library except in emergency relief situations.

3. All custodians are to be trained to work on the Marina Library’s various surfaces with skills assessed periodically.

4. All after-hours work (floor work, etc.) is to be arranged one week in advance to allow for appropriate security arrangements to be made.

5. A quarterly walk-thru is to be scheduled with Library Management to assess building conditions with a follow up e-mail by vendor/Service Provider summarizing agreed to next steps.

ADDITIONAL TASKS:

1. Exterior trashcans – empty daily.

2. Dust bookshelves at the library weekly

5. HILLSDALE BRANCH LIBRARY – 205 W. HILLDSALE BLVD.

GENERAL DESCRIPTION. Hillsdale is one of two branch libraries for the City of San Mateo. The floor space to be maintained will be approximately 5,300 square feet.

Floor covering will be approximately 4,100 square feet of carpet and 1,200 square feet of hard surface. Two restrooms will consist of: one (1) urinal, two (2) toilets, and two (2) sinks. Two (2) additional sinks are located in the staff lunchroom and janitor’s closet. One small refrigerator will be located in the lunchroom.

CLEANING HOURS:

Clean six (6) days per week on Monday thru Saturday nights. Semi-annual carpet cleaning, and semi-annual washing of ceiling windows, interior and exterior to be scheduled with Library Management.

Cleaning will be done after 8:00 p.m. when branch libraries are closed to the public.

Special Provisions:

1. The Hillsdale Library’s holiday schedule differs slightly from other City facilities. See notes to City Holiday Schedule in “Definitions” section.

2. Except for special floor and window cleaning crews, Service Provider will not assign more than two different employees to the library except in emergency relief situations

3. All custodians are to be trained to work on the Hillsdale Library’s various surfaces with skills assessed periodically.

4. All after-hours work (floor work, etc.) is to be arranged one week in advance to allow for appropriate security arrangements to be made.

5. A quarterly walk-thru is to be scheduled with Library Management to assess building conditions with a follow up e-mail by vendor/Service Provider summarizing agreed to next steps.

ADDITIONAL TASKS:

1. Patio trashcans – empty daily.

2. Dust bookshelves at the library weekly.

6. SHOREVIEW CENTER – 950 OCEAN VIEW
GENERAL DESCRIPTION. Shoreview Center is a recreational and social center for the City of San Mateo. It is a one story building with administrative offices, an assembly room, studio, and kitchen. The gross area of the facility is approximately 7,296 square feet. Floor space to be maintained is approximately 3,806 square feet and is comprised of the following:

AREA SQUARE FEET TYPE COMMENTS
Entryways (2) 4 glass doors
Reception Area 180 Linoleum
General Office Area 545 Carpet 5 employees
Assembly Room 1200 Linoleum
Activity Room & Stage 1096 Hardwood
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Restrooms (2) 382 Concrete 6 sinks, 6 toilets, 2 urinals Kitchen 332 Linoleum
Other Areas:

Studio
Mailroom
Toy room
Front sink
374
45 190
52 Linoleum
Carpet
Linoleum
Linoleum
Windows (102)
Floor covering is approximately 590 square feet of carpeting and 3,806 square feet of hard surface.

SERVICE:

Facility to be serviced according to the Clinical, Prestige, and Basic Facility cleaning schedules.

CLEANING HOURS:

Cleaning is to be performed 5 days per week, Monday through Friday during non-program hours.

SECURITY:

All doors to be checked for security before leaving at night.

NO SERVICE NEEDED SCHEDULE:

August (Dates to be provided by Park and Rec) - closed (session break) Labor Day
November 11 - closed (Veteran’s Day)
Thanksgiving
December (Dates to be provided by Park and Rec) - closed (session break) Martin Luther King Day
Presidents Day
April (Dates to be provided by Park and Rec) - closed (session break) Memorial Day
June (Dates to be provided by Park and Rec) - closed (session break)

7. LAKESHORE CENTER – 1550 MARINA COURT
GENERAL DESCRIPTION: Lakeshore Center is a recreational and social center for the City of San Mateo. It is a one story building with an assembly room, activity room, and kitchen. The gross area of the facility is approximately 5,139 square feet. Floor space to be maintained is approximately 2,382 square feet and is comprised of the following:

AREA SQUARE FEET TYPE COMMENTS
Entryways (4) 8 glass doors
Lobby/Hallway 394 Linoleum (100 sq.
ft. carpet
included)
Office Area 114 Carpet 3 employees
Meeting Rooms
Assembly
Activity
Snack Room
1,046
245
214
Hardwood
Linoleum
Linoleum
10 tables, 92 chairs
8 tables, 24 chairs
Kitchen 100 Linoleum Refrigerator, oven, microwave
Restrooms (3) 269 Linoleum 5 sinks, 6 toilets, 2 urinals 110 of 983
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Windows (30)
Floor covering is approximately 214 square feet of carpeting and 2,168 square feet of hard surface.

SERVICE:

Facility to be serviced according to the Clinical, Prestige, and Basic Facility cleaning schedules.

CLEANING HOURS:

Cleaning is to be performed 5 days per week, Monday through Friday during non-program hours.

SECURITY:

All doors will be checked for security before leaving at night.

NO SERVICE SCHEDULE:

8. BERESFORD CENTER – 2720 ALAMEDA DE LAS PULGAS
GENERAL DESCRIPTI0N. Beresford Center is a recreational and social center for the City of San Mateo. It is a one story building consisting of administrative offices, an assembly room, stage area, activity rooms, court yard, and conference room. Floor space to be maintained is approximately 34,719 square feet and is comprised of the following:

AREA SQUARE FEET TYPE COMMENTS
Entryways (2) 6 glass doors
Lobby/Reception 1248 Carpet 2 drinking fountains
Office Area 1,000 Carpet 12 employees
Meeting Rooms
Social Room
Assembly
Studios A & B
Club Room
Conference Room
Activities Room
1269
3072
1248
420
672
1536
Hardwood
Hardwood
Tile
Tile
Carpet
Tile
1 sink
25 tables, 200 chairs (when set up)
20 tables, 53 chairs,2 sinks
3 tables, 30 chairs (when set up)
10 tables, 40 chairs, 1 sink
19 tables, 53 chairs, 12 Assorted
bookcases, cupboards and children’s
kitchen pieces, 1 sink
Hallways
(4)
(1)
5,267
1334
Carpet
Tile
Restrooms (4) 784 Tile 10 sinks, 9 toilets, 3 urinals
Kitchen 384 Tile 2 ovens, 2 refrigerators, 2 sinks,
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1dishwasher, counters, table
Other Areas
Stage
Court yard
A/V Closet
Table Storage
672
2560
470
4255
Hardwood
Concrete
Concrete
Concrete
Mop & litter pick up
Sweep, litter pick up & empty garbage
Sweep & litter pick up
Sweep & litter pick up
Windows (198) 11,467
Floor covering is approximately 16,715 square feet of carpeting and 18,004 square feet of hard surface.

SERVICE:

Facility to be serviced according to the Clinical, Prestige, and Basic Facility cleaning schedules.

Increase day porter one (1) hour each day, five (5) days a week.

CLEANING HOURS:

Cleaning is to be performed 5 days per week, Monday through Friday starting after 10:00pm. Refresh and restock for main restroom in afternoons between 4:00 and 5:00pm. Refresh is defined as: Restock of all paper goods as needed, pick-up of paper and garbage, wipe clean of sinks and counters as needed.

Calendars will be given with dates for weekly, monthly and yearly tasks.

A weekly walk-thru is to be scheduled with the Building Manager to assess building conditions with a follow up e-mail summarizing agreed upon next steps.

CLEANING PROCEDURES UNIQUE TO BERESFORD RECREATION CENTER:

Activities Room/Studios: Tables to be scrubbed and scraped to remove the paint, glue and other items left from the classes on a daily basis.

Lobby: Carpet to be cleaned on a quarterly basis. To be spot cleaned as needed Rec staff will clear off the front desk counters and Custodial staff will dust on a monthly basis.

Front entrance garbage cans to be emptied daily.

Custodial Closets: Supplies, such as toilet paper, paper towels, etc., to be placed on shelves. All boxes should be broken down and placed in the recycle bin.

Restrooms: The drip mark from the brass handles on the back of the entry doors to be wiped off on a daily basis.

Inner Patio: The patio area to be swept and garbage cans emptied on a daily basis.

Front Entrance: The garbage cans are to be emptied on a daily basis.

ROOM SET UP:

The following is the schedule for after-hours set up needs. All diagrams are located in the set up binder found in the main custodial closet. All rooms to be left empty unless indicated below.

MONDAYS
Activity Room: Set up 5 sets of tiny tot tables, 6 chairs around each set, one card table, two high half hex tables, one ten-foot table, various book cases and play kitchen set up and carpets rolled out.

Studios: Two rows of 4 tables across the room each with a chair on the window side. One head table is set in front of the two rows near the hall door with a chair. Rest of the chairs are stacked in the back against the windows.

Conference Room: Six tables to be set up in an a square with 12 chairs placed outside the square. Additional chairs should be stacked in the back of the room or in the closet if space is available. 112 of 983
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TUESDAYS
Activity Room: Set up 5 sets of tiny tot tables, 6 chairs around each set, one card table, two high half hex tables, one ten-foot table various book cases and play kitchen set up and carpets rolled out.

Conference Room: Six tables to be set up in a square with 12 chairs placed outside the square. Additional chairs should be stacked in the back of the room or in the closet if space is available.

WEDNESDAYS
Activity Room: Set up 5 sets of tiny tot tables, 6 chairs around each set, one card table, two high half hex tables, one ten-foot table, various book cases and play kitchen set up and carpets rolled out.

Assembly Room. Set up 14 stacks of 3 chairs each against wall with windows.

Conference Room: Six tables to be set up in a square with 12 chairs placed outside the square. Additional chairs should be stacked in the back of the room or in the closet if space is available.

THURSDAYS
Activity Room: Set up 5 sets of tiny tot tables, 6 chairs around each set, one card table, two high half hex tables, one ten foot table, various book cases and play kitchen set up and carpets rolled out.

Conference Room: Six tables to be set up in a square with 12 chairs placed outside the square. Additional chairs should be stacked in the back of the room or in the closet if space is available.

FRIDAYS
Activity Room: Set up 5 sets of tiny tot tables, 6 chairs around each set, one card table, two high half hex tables, one ten-foot table, various book cases and play kitchen set up and carpets rolled out. Once a month, small area carpets will need to be put back into their assigned rooms after being cleaned by another vendor.

Studios: Two rows of 4 tables across the room each with a chair on the window side. One head table is set in front of the two rows near the hall door with a chair. The rest of the chairs are stacked in the back against the windows.

Assembly Room: Push weights from the Exercise Closet to the Assembly Room and place next to the kitchen wall.

Conference Room: Six table to be set up in a square with 12 chairs placed outside the square. Additional chairs should be stacked in the back of the room or in the closet if space is available.

Additional rooms special set ups will be requested in advance.

SECURITY:

When entering the building during business hours, Custodial Staff will check in with the front counter receptionist.

When entering the building after Rec Center staff has left, custodial staff will turn-off alarm.

Custodial Staff will sign in and out in the binder provided.

All lights turned off, assembly room fans turned off doors checked for security, and the alarm turned on before leaving at night.

9. SENIOR CENTER – 2645 ALAMEDA DE LAS PULGAS
GENERAL DESCRIPTION: San Mateo Senior Center is a recreational and social center for the City of San 113 of 983
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Mateo whose main clientele are older adults. It is a one story building consisting of Administrative Offices, an Assembly Room with a stage, a commercial style kitchen, common/lounge areas, a game room, and an Activity Room with a small apartment size kitchen. Floor space to be maintained is approximately 13,175 square feet and is comprised of the following;

AREA SQ FT TYPE COMMENTS
Front Entrance way 450 Tile 4 glass doors
Reception Lobby Area 400 Carpet
Back Lobby Entrance 550 Carpet 2 glass doors
Center Lobby Area 330 Carpet 1 drinking fountain
Lounge/Drop In Areas (2) 970 Carpet 2 glass doors in one, 1 glass door in the other
Activity Room 2,100 Laminate Wood 8 glass doors
Sink, counter space
Activity Room storage closets 50 Laminate Wood 5 storage closets Activity Room Kitchen 150 Laminate Wood 2 wooden doors, sink, counter space, stove, oven,
microwave, refrigerator,
rolling counter shutter
door
Game Room 800 Carpet 2 glass doors, pool table
Game Room storage closets 20 Carpet 2 storage closets with carpet, 1 utility closet with
carpet
Restrooms –
Lady’sMen’s –
Unisex -
675
Tile floor
Tile Floor
Tile Floor
6 toilets, 4 sinks
2 urinals, 4 toilets, 4 sinks
1 toilet, 1 sink
Assembly Room 3,150 Hardwood Stage in front half,
Room divider,
8 glass doors, 3 storage
closets, 1 pantry room,
small walk thru storage
area behind stage
Assembly Kitchen 350 Concrete Stainless steel counters, 2 stainless steel portable
work tables, 2 stainless
steel single door
refrigerators, 2 stainless
steel single door freezers, 1
four well steam table, 5
stainless steels sinks,
pantry room. 1 roll-up
counter door.

Conference Room 550 Carpet 6 tables, 18 chairs
Office Area
- 6 offices
- 1 reception area
- Inner Office area
2,600 Carpet
Carpet
Carpet
Carpet
Desk & chairs
Wrap-around desk, chairs
1 desk, 3 tables, chairs
3 tables, 1 desk, 3 chairs,
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- Hallway Carpet storage cabinet, office
equipment.

Storage closet, sink
w/counter top
Outdoor areas
- Patio area off assembly room
- Patio area off entrance lobby
- Patio areas off Activity Room and
game room
Concrete
- Three picnic tables
with chairs
- Two benches
- Two areas with 2
benches in each area
Custodial closets 30 1 carpet
1 concrete
1 Tile
3 closets dispersed
throughout center
Windows (39) regular windows
(17) glass doors
(36) floor to door frame
windows
(26) accent/decorative
windows
SERVICE:

Facility to be serviced according to the Clinical, Prestige, and Basic Facility cleaning schedules. • Daytime custodial service is required Monday – Friday, 7am – 4pm (1-hour lunch). • Personnel must be able to read/write/communicate in English. • The Senior Center staff is to be staffed with a regularly scheduled crew. Substitutions must be made and advance notice communicated to the Senior Center management staff if the regular personnel is absent.

Shifts cannot go unfilled.
• The Assembly Room kitchen and storage areas adjacent to it must be cleaned and maintained at a level to pass the Health Department inspections.

OTHER TASKS:

This facility requires full-time day-time service as described. Service provider WILL assure coverage for facility in the event of assigned employee illness or vacation. Service provider to provide alternative service plan details to facility manager including emergency contact information.

10. M.L. KING RECREATION CENTER – 725 MONTE DIABLO
GENERAL DESCRIPTION. M.L. King Center is a recreational and social center for the City of San Mateo. It is a one-story building consisting of administrative offices, classrooms, an assembly room with stage area, indoor basketball court, courtyard, kitchen, and rest rooms. The facility is serviced by a full-time city employee for day-to-day janitorial services. Add one (1) day porter for two (2) hours a day, five (5) days a week between the hours of 5pm-7pm M-F. This contract and bid is for SPECIAL PROVISIONS only as described in the second table below:

AREA SQUARE FEET TYPE COMMENTS
Offices 2,485 Carpet 1 drinking fountain
Doors 4 Glass
Windows 45 3 x 8
Windows 26 3 x 6
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THESE SPECIAL PROVISIONS APPLY SPECIFICALLY TO KING CENTER:

Interiors
Yearly Wash blinds and lighting fixtures.

Monthly Floor spray buff
Yearly Shampoo All Carpets
Exteriors
Bi-Annually Wash doors and windows.

11. POLICE STATION (HEADQUARTERS) – 200 FRANKLIN PARKWAY GENERAL DESCRIPTION: The Police Headquarters is a 2-story structure that opened in 2009. The facility includes 1 level of underground parking with a firing range, restroom and conference room and 2 above ground levels of public spaces, meeting rooms, atrium and staff offices, several decks, a fitness center with two locker rooms, a jail and a dispatch area.

Square feet of the entire facility is approximately 54,000 square feet. Area to be maintained is comprised of the following:

AREA FLOOR SQ FEET TYPE COMMENTS
Public Spaces
Front Lobby and Restrooms 1 1,521 Ceramic Tile
Staff Spaces
Atrium 1 1,400 Cork
Meeting Rooms and Office
Areas
1,2 17,610 Carpet 1 lavatory in Live-Scan room
Hallways, Storage Areas and
Other
1,2 4,084 Vinyl
Hallways, Storage Areas and
Other
1,2 2,275 Rubber/Elastomeric
Hallways, Storage Areas and
Other
2 1,300 Cork
Jail 1 1,046 Rubber/Elastomeric 4 lavatory/toilet combo units, 1 lavatory
Firing Range Basement Concrete 1 toilet and 1 lavatory
Decks 2 2,500 Elastomeric
Kitchenette/Break Room 2 312 Vinyl Fixtures include: sink and refrigerator.

Upper Lobby 2 477 Ceramic Tile
Restrooms B,1,2 1,573 Ceramic Tile Fixtures include: 21 toilets, 7 urinals, 21 lavatories, 2
janitor’s sinks, 7 showers
Men’s and Women’s Locker
Rooms
1 2,341 Vinyl
Elevators (2) 1
Service Yard and Bulk
Receiving
1 768 Concrete
SERVICE:
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Facility to be serviced according to the Clinical, Prestige, and General Facility cleaning schedules.

HOLIDAY EXCEPTIONS:

Areas that require service to cover holiday work schedules include; Patrol, Dispatch, Recreation Room. This requires daily garbage service and restroom re-stocking on these holidays.

THESE SPECIAL PROVISIONS SUPPLEMENT THE GENERAL SPECIFICATIONS:
• Some areas will need to be cleaned only by request and when supervision is available. • A monthly walk-thru is to be scheduled with Police Management to assess building conditions with a follow up e-mail summarizing agreed to next steps.
• The PD has a sophisticated security system with card key access to the parking garage and building.

Keys issued to custodians are not transferrable. If lost or stolen, Police Management is to be informed immediately.
• All after-hours work (floor work, etc.) is to be arranged one week in advance to allow for appropriate security arrangements to be made.
• The jail space has unique needs. Blood and toilet clogs must be cleaned as needed with daily checks. • Background checks will be performed on all staff dedicated to/working in this facility including company owner.

CLEANING HOURS AND ADDITIONAL TASKS:

Main schedule is Monday through Friday starting 6:00 A.M. with additional weekend tasks listed below:

DAILY (Seven days per week):
• Wipe clean tables and pick up debris in patio area.
• Empty and clean outside ashtrays.

WEEKENDS:
• Empty garbage cans from all open offices (dispatch, patrol briefing, patrol sergeant’s office, patrol lieutenant’s office, recreation room, men's and women's employee restrooms, jail). • Resupply all bathrooms with toilet paper, paper towels, and seat covers. • Sweep underneath lockers in both locker rooms.
• Sweep all staircases, elevators, entrances, and sally port. • Wipe down fridge in recreation room (inside and out). • Clean the internal windowed section of the lobby entrance. • Sweep outside building entrances, and entrance areas into the building from the garage area.

MONTHLY ON WEEKENDS:
• Pressure Wash patio area
QUARTERLY:
• Wash interior windows under 12 feet

12. POLICE SUB-STATION – 360 1ST AVE
GENERAL DISCRIPTION:

The Police Substation is 324 square feet of carpeted area with 3 work stations. It includes approximately 36 lineal feet of store front glass. This substation is to be cleaned 6 times weekly

13. PD Barracks – 1812 S. Norfolk Street
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GENERAL DESCRIPTION:

The Police Barracks is approximately 3,120 square feet with an office area, 3 bedrooms for officers to sleep, conference room, kitchen, men’s and women’s single use bathrooms. These are not public accessed restrooms. Clean PD Barracks mid-day six (6) days a week

AREA SQUARE FEET TYPE COMMENTS
Kitchen 104 Linoleum Sink, stove, oven, etc.

Conference room 192 Carpet Table, Chairs
Office 208 Carpet 5 computer stations
Men’s restroom 66 Linoleum Sink, toilet, shower
Women’s restroom 66 Linoleum Sink, toilet, shower
3 Bedrooms 306 Carpet 6 beds
Locker room 161 Carpet Lockers
Changing room 132 Carpet Bench

14. MAIN STREET GARAGE RESTROOMS – 360 1ST
GENERAL DESCRIPTION:

These are not public accessed restrooms.

AREA SQUARE FEET TYPE COMMENTS
Men’s restroom 49 Tile 1 toilet, 1 sink
Women’s restroom 49 Tile 1 toilet, 1 sink

BATHROOM CLEANING
Outside restrooms are to be cleaned and checked for supplies at 7:00 p.m. • Clean and disinfect toilet
• Clean and disinfect and wipe down sink
• Pick up trash
• Wipe down walls
• Mop and clean floors
• Replace supplies
• Use signs – bathroom being serviced and slippery floors • Pick up trash, sweep, clean glass, spot clean walls daily; dust/clean light fixtures and remove spider webs weekly.

15. MUNICIPAL SERVICE CENTER – 1949 PACIFIC BLVD.

GENERAL DESCRIPTION.:

The Municipal Service Center houses the administrative offices of the Public Works Maintenance Division.

This is a two story facility with a conference room, office, and storage room located on the second floor.

In addition, the facility includes a locker area and lunchroom for the field crews, another office area in the old sign shop, and office area for the vehicle maintenance Service Provider. There are approximately 60 employees at the facility, including the vehicle maintenance company employees. Floor space to be maintained is approximately 4,720 square feet and is comprised of the following:

AREA SQUARE FEET TYPE COMMENTS
Entryway 12 Carpet 2 glass doors
Office Area
Downstairs 958 Carpet
8 Employees
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Upstairs
Old Sign Shop
402
288
800
Vinyl
Carpet
Carpet and
Linoleum
3 employees
2 employees
Conference Room 231 Carpet 1 table, 14 chairs, 1 sink
Hallway 108 Carpet
Restrooms
Ladies
Men’s
36 312
Vinyl
Concrete
1 sink, 1 toilet
5 sinks, 3 toilets, 1 urinal, 2 showers
Staircase Carpet 1 flight, 15 stairs
Lunchroom 400 Vinyl 4 tables with benches
Other Areas
Assembly Area
Map Room
Locker Room
352
96 725
Concrete
Concrete
Vinyl
Windows (30) 595
Floor covering is approximately 1,597 square feet of carpet and 2,323 square feet of hard surface.

CLEANING HOURS AND ADDITIONAL TASKS: (Schedule is Monday through Friday after 3:30 p.m. unless specified otherwise below - such as warehouse)
Vehicle Service Island & Gas Island
Clean and service to include adding window cleaner and towels.

Locker Room
Pick up clothes hangers and place in holder daily.

Floor Cleaning
Wax and buff all resilient and hard surface floors monthly Strip, seal, and buff semi-annually.

Carpets
Shampoo semi-annually.

Miscellaneous
To be cleaned and serviced Monday through Friday, within the hours of 7 am and 4:30 pm.

15.1 PW CORP. YARD ADMINISTRATION TRAILER – 1949 PACIFIC BLVD.

The PW Administration Trailer area is 2,160 square feet: 1,989 square feet of carpet and 171 square feet of vinyl tile. Kitchenette has 1 sink 1 refrigerator. There are 2 restrooms with a toilet and sink each. The office area is a combination of 7 offices and 6 work stations.

15.2 FIRST VEHICLE AUTO SHOP – 1949 PACIFIC BLVD.

The office area of the facility is approximately 1,200 square feet, consisting of two offices, a conference area, parts room and one restroom.

15.3 COMPLIANCE DIVISION OFFICE – 1949 PACIFIC BLVD.

Office area is 1,070 square feet: 920 square feet of carpet and 150 square feet of vinyl tile.

Kitchenette has 1 sink, 1 water dispenser, and 1 refrigerator. Area consists of 3 offices, 3 work stations and a conference room.
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15.4 FACILITIES FLEET SERVICES DIVISION AND WAREHOURSE – 1961 PACIFIC BLVD.

GENERAL DESCRIPTION:

The Purchasing Warehouse houses administrative offices for the Purchasing and Stores Supervisor and assistant, and is the receiving area and storage facility for City supplies and equipment. The gross area of the facility is 7,790 square feet. Floor space to be maintained is approximately 1,681 square feet and is comprised of the following:

AREA SQUARE FEET TYPE COMMENTS
Office 1,294 Carpet/resilient tile 8 employees
Restroom 28 Linoleum 1 sink, 1 toilet
Receiving
Area
289 Cement
Floor covering is approximately 1,294 square feet of carpeting and 387 square feet of hard surface.

CLEANING HOURS: M-F after 5:00 pm. Prestige Level of Cleaning. Carpets shampoo annually.

Resilient tile, strip-wax 2x annually.

16. PARK MAINTENANCE BUILDING – 2001 PACIFIC BLVD.

GENERAL DESCRIPTION:

The Park Yard houses the administrative offices of park maintenance and recreation services, and the park maintenance employees and equipment. The facility includes male and female locker rooms and a shower room. The employee count is 22 full-time, 2 part-time, and 12 seasonal workers. The gross area of the facility is 5,320 square feet. Floor space to be maintained is approximately 2,026 square feet and is comprised of the following:

AREA SQUARE FEET TYPE COMMENTS
Entryway 50 Carpet
Reception Area 100 Carpet
General Office Area
481
154
Carpet
Linoleum
12 employees
Conference Room 140 Carpet 1 table, 8 chairs
Hallways (2)
150
300
Carpet
Linoleum
Restrooms (2) 180 Linoleum 6 sinks, 5 toilets, 3 urinals Lunchroom 170 Linoleum 3 tables, 14 chairs
Kitchen 50 Linoleum Sink, countertops
Other Areas
Locker Rooms (2)
Shower Room
206
45 Linoleum
Linoleum 2 showers
Windows (11) 147
Floor covering is approximately 921 square feet of carpet and 1,105 square feet of hard surface.

CLEANING HOURS:

Custodial services are to begin after 5:30 p.m. and before 5:00 a.m. Monday through Friday. The entire area serviced according to Prestige Level Cleaning with the following exceptions:
1) Carpet Cleaning - front entrance and hallway carpet to be shampooed quarterly. 2) Hard surface floors - wax and buff monthly. Strip, seal and buff semi-annually. 3) Window sills - clean weekly.
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4) Wash restroom walls weekly, spot-clean daily.

17. WASTEWATER TREATMENT PLANT – 2050 DETRIOIT DRIVE
GENERAL DESCRIPTION. The Wastewater Treatment Plant has numerous offices, conference rooms, locker rooms, and lunchrooms located in several different buildings. All spaces have hard floor surfaces either cement or VCT.

LOCATIONS

1. Administration Building: Offices, Locker Rooms/Restrooms, Lab, Kitchen/Break Room, Common Areas.

2. Main Structure: Offices, Locker Room/Restroom, Lab, Training Room, Common Areas.

3. Maintenance Building: Office Area, Locker Rooms, Restroom, Kitchen/Break Room, Common Areas.

4. Solids Handling Building: Locker Room/Restroom.

5. Conference Trailer Room A and Room B

6. Office Trailer – Contractor

7. New Administration Building: Offices, Locker rooms, Restrooms, Showers, Labs, Kitchenettes, Conference Rooms, Break Rooms, Lunchrooms, Patios, Common Areas, gym, training room, control room, laundry room, library, mud rooms, copy room, bullpen offices etc.

SEMI- ANNUALLY
• Strip and wax all hard surfaced floors.
• Window cleaning
• Carpet cleaning

HOURS OF SERVICE/SUPERVISION/SECURITY
• Daily hours shall be Monday through Friday, after 5:00 p.m. and prior to 7:00 a.m., unless otherwise specified.
• Janitorial Service Management shall stay in close contact with both management and cleaning personnel concerning all work performance and follow-up procedures. Monthly meetings may be requested between WWTP management and Janitorial Service Management. • Janitorial Service shall have a checklist to cover all scope requirements. This list will be utilized by Janitorial Service Personnel and provided to the WWTP Management at the end of each visit. • Janitorial Service Personnel shall ensure all locked offices are properly secured upon completion of duties.

SPECIAL-PROVISIONS
• 1) Mop the floors using clean water and soap nightly. • 2) Fill the Shower soap dispensers.
• 3) Cleaning of the toilets on a nightly basis.
• 4) Clean windows and cobwebs.
• 5) Dusting of the appliances on the top in break room areas, dusting of locker tops, dusting of office partition tops.
• 6) Dusting/Cleaning on top of desks and any break tables. • 7) Increase site allocation by one (1) hour each day, five (5) days a week at WWTP for extra detailed cleaning.

18. SHORELINE PARKS

SCOPE OF SERVICES FOR PARKS RESTROOM MAINTEANCE
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1. It is the responsibility of the Contractor(s) to determine taxes and include them in the total bid price.

2. This Scope of Service (SOS) is specifically for the scheduling of cleaning for the Shoreline Restrooms in the City of San Mateo.

3. Work is to be scheduled and completed between 9 p.m. and 11p.m., seven (7) days a week.

4. Contractor work must include weekends and holidays.

5. The City shall provide the following to the Contractor(s):
• Approval of the cleaning schedule of required services. • Necessary keys and access codes.
• Storage room for supplies.
• Hand soap and paper disposables (toilet paper and seat covers). • Contact information and instructions to report issues and emergencies.

6. Contractor(s) shall report graffiti immediately found on public property to the City’s Graffiti Abatement Contractor through the mobile application.

7. For the purpose of this Scope of Service, Waste is defined as any garbage, debris, trash, dead animals, fecal matter, refuse, liquids, sludges, or other inherently waste-like materials managed, collected, generated, or disposed as part of performing services and shall be disposed of appropriately by the Contractor.

8. Contractor(s) shall provide all equipment and supplies necessary to perform the services included in this agreement. The schedule shall be included in a Cost Sheet.

9. If any area, or the portion of any area, is not cleaned to the satisfaction of City staff the area shall be recleaned at no additional cost to the City of San Mateo.

10. Waste must not contaminate any potable water or surface water sites. Contractor shall not use stormwater drains for capturing wastewater. Whenever possible, Contractor shall utilize environmentally friendly chemical products. The City will provide water for cleaning its facilities. Locations of spigots (or fill locations) will be discussed and agreed upon with the Contractor.

11. Contractor will communicate in advance to the City representative if cleaning schedule is not adhered to.

12. All bids must supply an insurance policy meeting the City’s requirements.

13. Contractor shall include in the invoice details of completed work per location.

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15. All described cleaning listed is within the restrooms.

HARD SURFACE FLOORS FREQUENCY:
• Sweep or dry mop all traffic areas seven (7) times per week. • Clean edges and non-traffic areas one (1) time per week. • Mop-Hose down concrete floors seven (7) times per week.

RESTROOMS FREQUENCY:
• Sweep or dry mop all traffic areas seven (7) times per week. • Clean edges and non-traffic areas one (1) time per week. • Mop-Hose down concrete floors seven (7) times per week. • Spot clean vertical surfaces: stainless steel walls, doors, and partitions 7 times per week. • Clean and disinfect stainless steel sink, faucet and surrounding counters 7 times per week.

WIPE DOWN HORIZONTAL SURFACES:
• Stainless steel counter tops, dispensers, toilets, urinals seven (7) times per week. • Clean and disinfect toilets/urinals seven (7) times per week. • Clean all mirrors and surrounding light bulbs (7) times per week. • Dispose of waste and install new liners seven (7) times per week. • Spot clean and/or shine any stainless-steel waste receptacles seven (7) times per week. • Feather dust stainless steel partitions and ledges seven (7) times per week. • Low feather dusting: baseboards, toilet bases and beneath sinks seven (7) times per week. • Wet mop hard surface floors using germicidal product that smells fresh seven (7) times per week. • Restock hand soaps and paper disposables (no hand towels, use hand dryers seven (7) times per week. • High dusting: brush clean air grills, ceiling fixtures & returns once (1) time per month.

OTHER AREAS FREQUENCY:
• Clean doors, wooden barn door to buildings, and surrounding sidelights seven (7) times per week. • Spot clean interior doors/ partitions/mirrors/ interior sidelights seven (7) times per week.

SPECIAL INSTRUCTIONS:
• All trash removed from the restrooms will be disposed of by the Contractor and not in City receptacles. • Use signs posted in the storage area on doors should restroom(s) need to be kept closed should the restroom be unusable.
• Janitorial Services shall be completed seven (7) times per week - Monday-Sunday starting not before 9:00 p.m. and completed by 12 midnight.
• Report any facilities problems to building, such as toilets running, dispensers broken, additional supplies to:
[email protected] or 650-522-7420.

SECURITY PRACTICES:
• All doors are to be locked when work is completed.

MATERIALS AND EQUIPMENT:
• Janitorial provides all cleaning chemicals and equipment. City of San Mateo provides hand soap and paper disposables.

RESTROOM LOCATIONS:

Seal Point Park two (2) buildings at 1901 J. Hart Clinton Drive each with female and male four (4) restrooms total.
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19. POPLAR CREEK GOLF COURSE- 1700 COYOTE POINT DRIVE

1. It is the responsibility of the Contractor(s) to determine all taxes and include them in the bid price.

2. The scheduling of the cleaning of the Poplar Creek Golf Course on-course restrooms, administrative office, and maintenance building will be coordinated with the City of San Mateo Golf Services Manager.

3. Work will be scheduled after 7:00 pm. and to be completed by 6:00 am.

4. Contractor work must also be scheduled on weekends and holidays.

5. The City shall provide the following to the Contractor(s):
• The approval of a schedule of base services
• Necessary keys and access codes
• Storage room

6. For this scope of work, waste is defined as any garbage, food and beverage debris, trash, dead animals, fecal matter, urine, refuse, liquids, feminine hygiene products, or other inherently waste-like materials managed, collected, generated, or disposed of as part of performing services and shall be disposed of appropriately by the Contractor.

7. Contractor(s) shall provide everything necessary to perform the tasks included in this agreement and the schedule included in – Cost Sheet.

HARD SURFACE FLOORS FREQUENCY
• Sweep or dry mop all traffic areas seven (7) times per week. • Clean edges and non-traffic areas one (1) time per week. • Mop floors seven (7) times per week.

SOFT SURFACE FLOORS (CARPET) FREQUENCY
• Vacuum floors four (4) times per week (Every other day).

RESTROOMS FREQUENCY:
• Sweep or dry mop all traffic areas seven (7) times per week. • Clean edges and non-traffic areas one (1) time per week. • Mop floors seven (7) times per week.
• Spot clean vertical surfaces: walls, doors, and partitions 7 times per week. • Clean and disinfect sinks, faucets, counters, urinals*, toilets*, light fixtures, mirrors, soap dispersers, paper towel and toilet paper holders seven (7) times per week. *Exterior of urinals and toilets included in daily cleaning.
• Dispose of waste from garbage cans and replace trash can liners as needed WIPE DOWN HORIZONTAL SURFACES:
• Desktop surfaces, shelving, break room tables, microwaves seven (7) times per week. • Spot clean and/or shine any stainless-steel waste receptacles seven (7) times per week. • Feather dust ledges seven (7) times per week.
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• Restock hand soaps and paper disposables seven (7) times per week. • High dusting: brush clean air grills, ceiling fixtures/fans & returns one (1) time per week.

OTHER AREAS FREQUENCY:
• Clean exterior doors to buildings, and surrounding sidelights seven (7) times per week. Building 1 (3 doors), Building 2 (3 doors), Administration Office (1 door), Maintenance Building (1 door). • Spot clean interior doors, partitions/mirrors, interior sidelights seven (7) times per week. Building 1 (2 doors), Building 2 (3 doors), Administration Office (2 doors), Maintenance Building (5 doors).

SPECIAL INSTRUCTIONS:
• Janitorial Services shall be completed seven (7) times per week - Monday- Sunday only starting after 7:00 pm.
• Report any facilities problems with the building or facilities, such as toilets running, dispensers broken, plumbing issues to:
[email protected] or 650-522-7510
SECURITY PRACTICES:
• Make sure all doors are locked after nightly cleaning.

MATERIALS AND EQUIPMENT:
• Janitorial provides all cleaning chemicals and equipment. City of San Mateo provides paper goods/liners/soaps and vacuum cleaner for administrative office.

If any area, or the portion of any area, is not cleaned to the satisfaction of City staff the area shall be re-cleaned at no additional cost to the City of San Mateo.

LOCATIONS:

Poplar Creek Golf Course: Three (3) buildings and One (1) trailer restroom at 1700 Coyote Point Drive. Buildings 1, 2, and the trailer restroom have one (1) female and one (1) male restroom; Six (6) restrooms total.

Building 3 has one (1) lobby/administrative office area and one (1) copy room.

Trailer restroom is located in the far northwest corner of the parking lot 126 of 983
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Poplar Creek Maintenance Building: One (1) building located at 1201 E. Poplar Ave. The building has two (2) restrooms, employee break room, and common areas.

PART II - SECTION 2: ADD ALTERNATE SPECIFIC SCOPE OF WORK

1. OVERVIEW: The following three (3) items are “ADD ALTERNATE” and not part of the basic contract or bid.

Each Add Alternate is to be quoted as a separate line item. Add Alternates may be included, all, some or none. The City reserves the right to exclude Add Alternate from a contract award for the Primary Scope of work and award Add Alternate to other contractors or self-perform at the sole discretion of the City.

2. M. L. KING RECREATION CENTER – 725 MONTE DIABLO:

As described in PART II, Section 1.16. This facility is currently serviced by a regular full time City Custodian/Day Porter. The ADD ALTERNATE QUOTE is to provide pricing for a full time (40-hours per week) Day Porter to fill M-F 8-5 duties which will be detailed should this add alternate be selected.

3. ANNUAL CLEANING OF FIRE STATIONS (AS LISTED IN CHART BELOW):

GENERAL DESCRIPTI0N. There are six (6) fire stations located within the city. These buildings are maintained by city staff for normal day-to-day service. The stations are occupied 24/7/365 providing emergency 9-1-1 services to the city. The contract calls for a “Deep” cleaning of interiors once annually as described below.

HOURS WORK MAY BE PERFORMED. Because the stations are occupied 24-hours a day and because firefighters are in residence in the facility the work on these facilities must be conducted between the hours of 7:30 AM and 5:00 PM, however the work can be performed any day of the week. Work must be prescheduled with the City Contract Manager at least one week (7-days) in advance.

DEFINITION OF ANNUAL DEEP CLEANING SERVICE:

Carpeted Areas Stain extraction and shampoo
Exercise Room Wet-Mop and sanitize floor surface. Wipe down and sanitize all exercise equipment that has vinyl surfaces (seats, benches etc.) Dust and wipe ceiling fan blades
Upholstered Seating - Cloth Vacuum crevices and under carriage. Stain extraction and steam clean, sanitize and deodorize.

Upholstered Seating – Vinyl
or leather
Vacuum crevices and under carriage. Wipe and clean surfaces with recommended cleaners for specific materials. Oils and stain removal, sanitize and deodorize.

Restrooms/Showers Deep clean of all grout surfaces. Surface stain removal of all surfaces including glass. Wipe and sanitize all surfaces and fixtures.

FIRE STATIONS INCLUDED IN SCOPE OF WORK:

STATION ADDRESS CARPET SF RESTROOM SF/SHWRS/SINKS/TOILETS CHAIRS #21 120 S. Ellsworth St. 4,400 300/5/13/9 (Restrooms on two floors) 8 #23 31 W 27th. 1,200 300/4/5/10 (Restrooms on two floors) 8 #24 319 S. Humboldt St. 520 310/2/4/4 (Restrooms on two floors) 4 #25 545 Barneson 1,020 50/2/3/2 4
#26 1500 Marina Ct. 850 440/3/6/6 (Restrooms on two floors) 6 #27 1801 De Anza Blvd. 200 200/3/5/5 4
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4. SEASONAL CLEANING OF CITY PARK RESTROOMS (SEE CHART BELOW FOR LOCATIONS) GENERAL DESCRIPTI0N. There are a total of twenty-one (21) restroom buildings located in eighteen (18) parks throughout the city of San Mateo. Seventeen of the restrooms include two restrooms each, three are single user unisex.

SERVICE. Work to be performed shall include restocking of paper and other supplies (supplied by city and located at each facility). Empty garbage cans and line cans. Spot clean by pick up of loose paper and garbage, wipe-down of sinks and fixtures. Report vandalism, graffiti or other issues to designated park maintenance staff.

SCHEDULE. Work to be performed as per schedule below. Work to be performed from APRIL 1 to OCTOBER 31. Hours of work to be from 11:00 AM to 3:00 PM.

PARK NAME ADDRESS REST ROOM
#

MO TU WE TH FR SA SU
Bay Meadows 28th Ave. 1m 1w X X X X
Bayside/Joinville 2111 Kehoe Ave. 1m 1w X X X X X
Beresford 2720 Alameda De Las
Pulgas
2m 2w X X X X X X X
Casanova 4012 Casanova Dr. 1m 1w X X X X
Central 50 E. 5th Ave. 2m 2w X X X X X X X
Fiesta Meadows 1141 Bermuda 1 unisex X X X X
Harborview 1725 Monte Diablo 1m 1w X X X X X
King 725 Monte Diablo 1m 1w X X X X X X X
Lakeshore 1550 Marina Court 1m 1w X X X X
Laurelwood 3471 Glendora 1m 1w X X X X
Los Prados 1837 Bahia St. 1m 1w X X X X
Mariner’s Island 1550 Shoal Dr. 1 unisex X X X X
Paddock 2900 Blaze Rd. 1 unisex X X X X
Parkside 1595 Seal St. 1m 1w/1uni X X X X X X X
Ryder 1801 J. Hart Clinton Dr. 1m 1w X X X X X X X
Seal Point 1901 J. Hart Clinton Dr. 2m 2w X X X X X X X Shoreview 950 Ocean View Ave. 2 unisex X X X X X X X
Trinta 150 19th Ave. 2 unisex X X X X
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Basic Level of Cleaning (if not already covered by Clinical or Prestige Cleaning Schedules) Waxed Floor Areas
Daily Broom sweep, dust mop, and spot clean.

Weekly Damp mop
Semi-Annually Complete refinish – strip floors and baseboards, seal, and wax.

As needed Machine buff.

Wood Floor Areas
Daily Broom sweep, dust mop, and spot clean.

Weekly Damp mop wax (non-skid where required).

Carpeted Floor Areas
Daily Vacuum.

Semi-Annually Shampoo carpets.

As needed Clean baseboards and door jambs where vacuum mars finish and spot clean.

Furnishing Care
Dust wooden furniture, work surfaces, tables, desks, files, cabinets, bookcases, shelves.

Damp wipe outdoor chairs.

Daily
Spot clean all as needed.

Weekly Dust phones and business machines.

Sanitize phones.

Monthly Wax or polish wood furniture.

Damp wipe all office furniture.

Annually Wash and scrub outdoor plastic furniture.

As needed Spot clean surfaces.

Interiors
Daily Remove graffiti immediately upon discovery.

Clean and disinfect drinking fountains.

Weekly Dust walls and doors.

Replace any burned out light bulbs/lamps 12’ high or below (notify Project Manager if changing lamp doesn’t work/there is a ballast issue).

Clean entrance glass and passage doors.

Wash sills, ledges, and other flat surfaces within reach.

Monthly Dust blinds, dust and straighten pictures and hanging objects, dust lighting fixtures.

Clean ceilings for cobwebs.

Annually Wash blinds and lighting fixtures.

As needed Spot clean all surfaces and fixtures.

Exteriors
Daily Remove graffiti immediately upon discovery (or enter work order in City app) Weekly Clean windows and glass entrance.

Monthly Dust doors, clean sills.

Bi-Annually Wash doors and windows.

As needed Spot clean doors, sills, and windows as needed.

Pick up trash on decks.
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Janitor Closets
Daily Clean utility sink.

Straighten shelves and tools.

Sweep floor.

Weekly Mop floor.

Monthly Scrub and bleach floor.

Parking Garages
Daily Empty waste containers, recycling bins, and pick up litter in garage.

Straighten shelves and tools.

Sweep floor.

Weekly Sweep approaches to elevators and public stairwells.

Monthly Sweep driveway along curbs at Main Library.

The CONTRACTOR’S amount of labor estimated to perform tasks for each location requested is as follows:

LOCATION TASK NO. OF
STAFF
TOTAL
HOURS
City Hall Weekly Tasks 1

1,274
Monthly Tasks 1

273
Quarterly Tasks 1

182
Semi-Annual Tasks 1

46 Annual Tasks 1

45 Main Library Day Porter Service 2.5

2,220
Weekly Tasks 2.5

2,220
Monthly Tasks 2.5

952
Quarterly Tasks 2.5

634
Semi-Annual Tasks 2.5

159
Annual Tasks 2.5

159
Marina Library Weekly Tasks 1

741
Annual Tasks 1

39 131 of 983
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Hillsdale Library Weekly Tasks 1

741
Annual Tasks 1

39 Shoreview Center Weekly Tasks 1

617
Annual Tasks 1

33 Lakeshore Center Weekly Tasks 1

617
Annual Tasks 1

33 Beresford Center Day Porter Service 1

637
Weekly Tasks 1

637
Monthly Tasks 1

273
Quarterly Tasks 1

182
Semi-Annual Tasks 1

46 Annual Tasks 1

45 Senior Center Day Porter Service 1

728
Weekly Tasks 1

728
Monthly Tasks 1

312
Quarterly Tasks 1

208
Semi-Annual Tasks 1

52 Annual Tasks 1

52 MLK Rec Center Weekly Tasks 1

494
Annual Tasks 1

26 Police Station HQ Day Porter Service 1

1,019
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Weekly Tasks 1

1,019
Monthly Tasks 1

437
Quarterly Tasks 1

291
Semi-Annual Tasks 1

73 Annual Tasks 1

73 PD Barracks Weekly Tasks 1

297
Annual Tasks 1

15 PD Substation Weekly Tasks 1

156
Main St Garage R/R Weekly Tasks 1

130
Muni Service Center Weekly Tasks 1

247
Annual Tasks 1

13 Parks Maintenance Building Weekly Tasks 1

123
Annual Tasks 1

7 Wastewater Treatment
Plant Weekly Tasks 1

1,170
Annual Tasks 1

65 Semi-Annual Tasks 1

65 Shoreline Parks Weekly Tasks 1

364
Poplar Creek GC Weekly Tasks 1

328
Semi-Annual Tasks 1

36 CITY OF SAN MATEO COST BY FACILITY

FACILITY ADDRESS MONTHLY COST ANNUAL COST
City Hall 330 W 20th St, San Mateo, CA $ 8,190.00 $ 98,280.00 133 of 983
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Main Library 55 W 3rd St, San Mateo, CA
$
28,361.42 $ 340,337.00
Marina Library 1530 Susan Ct, San Mateo, CA $ 3,510.00 $ 42,120.00 Hillsdale Library 205 W Hillsdale Blvd, San Mateo, CA $ 3,510.00 $ 42,120.00 Shoreview Center 950 Ocean View, San Mateo, CA $ 2,925.00 $ 35,100.00 Lakeshore Center 1550 Marina Ct, San Mateo, CA $ 2,925.00 $ 35,100.00 Beresford Center 2720 Alameda De Las Pulgas, San Mateo, CA $ 8,190.00 $ 98,280.00 Senior Center 2645 Alameda De Las Pulgas, San Mateo, CA $ 9,360.00 $ 112,320.00 MLK Rec Center 725 Monte Diablo, San Mateo, CA $ 2,340.00 $ 28,080.00 Police Station HQ 200 Franklin Parkway, San Mateo, CA
$
13,104.00 $ 57,248.00
PD Barracks 1812 S Norfolk St, San Mateo, CA
$
702.00 $ 8,424.00
PD Substation 360 1st Ave, San Mateo, CA $ 1,404.00 $ 16,848.00 Main St Garage R/R 360 1st Ave, San Mateo, CA
$
585.00 $ 7,020.00
Muni Service Center 1949 Pacific Blvd, San Mateo, CA $ 1,170.00 $ 14,040.00 Trailer, Auto Shop, Div Office 1950 Pacific Blvd, San Mateo, CA $ 1,170.00 $ 14,040.00 Facilities Fleet S D &
Warehouse 1961 Pacific Blvd, San Mateo, CA $ 2,340.00 $ 28,080.00 Park Maintenance 2001 Pacific Blvd, San Mateo, CA
$
585.00 $ 7,020.00
Wastewater Treatment Plant 2050 Detroit Ave, San Mateo, CA $ 5,850.00 $ 70,200.00 Shoreline Parks
1901 & 1801 J Hart Clinton Dr, San Mateo,
CA $ 1,638.00 $ 19,656.00
Poplar Creek GC 1700 Coyote Point Dr, San Mateo, CA $ 1,638.00 $ 19,656.00 Annual Total Cost
$
99,497.42 $ 1,193,969.00
Performance Based Compensation (PBC) Percentage 5.5%
Annual PBC Reserve Amount (Annual Total Cost x PBC %) $ 65,668.30 Annual Base Amount (Annual Total Cost - Annual PBC Reserve) $ 1,128,300.70 Year 1 Year 2 Year 3 Total
Annual Base Amount $ 1,128,300.70 $ 1,128,300.70 $ 1,128,300.70 $ 3,384,902.10 PBC Percentage 5.5% 5.5% 5.5%
PBC Reserve
Amount $ 65,668.30 $ 65,668.30 $ 65,668.30 $ 197,004.90 Total Cost $ 1,193,969.00 $ 1,193,969.00 $ 1,193,969.00 $ 3,581,907.00 134 of 983
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EXHIBIT B

PAYMENT RATES
The CONTRACTOR’S wages and benefits for staffing are as follows:

JOB TITLE TASK # OF
EMP
BASE

HOUR BENEFIT COST
Night Custodian Cleaning Services 6 $22.25

4.65 H&W, 0.68 Holiday,

0.19 Pension, 0.43 Vacation,

0.45 Sick, 0.1 Training, 0.07
Other
Day Porter Cleaning Services 6 $22.25

4.65 H&W, 0.68 Holiday,

0.19 Pension, 0.43 Vacation,

0.45 Sick, 0.1 Training, 0.07
Other
Carpet/Floor Crew
Lead Worker
Supervisor Assigned On Site
Supervision 1 $30.00
Medical, Dental, Vision
Benefits, 5 Sick, 5 Vac, 5
Holiday
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EXHIBIT C

INSURANCE REQUIREMENTS

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

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.

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.

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. 137 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: 8 Section Name: CONSENT CALENDAR Account Number: 72-4671 File ID: 25-10098 TO: City Council
FROM: Alex Khojikian, City Manager
PREPARED BY: Public Works Department
MEETING DATE: July 28, 2025
SUBJECT:

Wastewater Treatment Plant Upgrade Construction Services – Contingency Increase RECOMMENDATION:

Approve an increase in the amount of $19,500,000 to the City’s contingency budget for its contract with Sundt Construction, Inc. for construction of the Wastewater Treatment Plant Upgrade and Expansion Project; and authorize the Public Works Director to 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 one of these projects, which will result in a new treatment plant for processing wastewater.

Due to the size and complexity of the Project and construction demand in the Bay Area, a Construction Manager at Risk (CMAR) delivery approach was selected and approved by City Council on May 16, 2016. Sundt Construction, Inc. (Sundt) was the selected CMAR for the Project.

Construction of the Project by Sundt has been underway since May 2019. Three construction packages were awarded:
• 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.

On February 5, 2024, staff provided Council with details of the WWTP Project, which included construction progress updates, causes for delays and budget increases, and updated schedules. At that time, the WWTP Project budget and estimate at completion was $572.5 million. On February 18, 2025, staff presented to Council progress updates informing 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 to $597.5 million, which is still subject to change. 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. To minimize impact on the construction schedule of the Project, the Contractor has worked overtime and on Saturdays to complete 138 of 983

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additional work from these approved change orders. As a result of the realized and potential change orders, as well as schedule challenges, construction expenditures are going to exceed the previously anticipated estimate at completion for the Project. The construction estimate table, previously shown in the February 2025 presentation, is shown again below:

Package # - General
Description
Award
Date
Awarded
Contract
Amount
Council
Authorized
Contingency
Potential
Contingency
Needed in Future
Potential
Cumulative
Contingency
Potential
Construction
Contract Amount
1 – Site Preparation May 2019 $33,098,178 $1,725,000 $0 $1,725,000 2 – Foundation May 2020 $17,716,049 $1,645,000 $0 $1,645,000 3 – Process Facilities Sep 2020 $379,880,747 $37,550,000 $19,507,000 $57,057,000 TOTALS $430,694,974 $40,920,000 $19,507,000 $60,427,000 $491,122,000

9.5%a 14.0%b
a – The previously authorized $40,920,000 contingency equates to 9.5% of the total awarded contract amount. b – The potential cumulative $60,427,000 contingency equates to 14.0% of the total awarded contract amount.

Note: For CIP Construction Contracts, a contingency amount equal to 10% of the construction contract is typically authorized. For contracts with higher risks, contingencies of 20% have been authorized.

At the February 2025 Council meeting, staff forecasted the potential need to increase contingency by $19,507,000, which would increase the total contingency amount to $60,427,000; this total contingency amount issued for construction contracts is within the typical 10-20% range of construction contract value for similar projects.

As of June 2025, the previously authorized $40,920,000 contingency has been utilized to issue construction contract change orders, leaving a remaining contingency balance of approximately $4,138,000. Contract change orders are issued to increase the contract value to address unknown conditions or issues beyond the original construction contract scope and understanding. For every change request submitted by the contractor, the project team thoroughly evaluates each request prior to issuing any contract change order, which results in changes being accepted, negotiated, or rejected.

As forecasted in the February 2025 Council meeting, the project team currently still forecasts the need to increase contingency by $19,500,000 (rounded). This contingency increase request accounts for potential changes identified by the project team, a recommended contingency reserve for unknown issues, and the remaining contingency balance, as shown below:

Description Amount
Identified potential changes $21,094,000
Recommended contingency for unknown issues + $2,544,000 SUBTOTAL CONTINGENCY required to cover identified and unknown issues $23,638,000 Remaining Contingency Balance - $4,138,000
TOTAL REQUESTED CONTINGENCY INCREASE $19,500,000
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 increase will align the budget committed to the project account with the WWTP Project’s estimate at completion of $597.5 million. This $25 million increase includes costs associated with the construction contract ($19.5 million) and extended soft costs ($5.5 million). The $19.5 million budget request associated with the construction contract is inclusive of known changes and risks, delay costs, potential future risks and changes, and contingencies. The $5.5 million budget increases associated with the extended soft costs include project management, construction management, specialty inspections, owner-controlled insurance program, and engineering services during construction. The $25 million budget increase is based on information known today and is subject to change as the project progresses closer to completion.

Construction Package 3 is approximately 96% complete and in its final stages. Construction of the new Administration 139 of 983

CITY OF SAN MATEO
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. Over the remaining project duration, staff will continue to closely monitor costs and potential changes, evaluate and challenge the Contractor’s anticipated schedules and change requests, and work 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 (46t003) to increase the contingency reserve.

ENVIRONMENTAL DETERMINATION:

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

NOTICE PROVIDED
All meeting noticing requirements were met.

ATTACHMENTS
None

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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CITY OF SAN MATEO
Agenda Report
City Hall
330 W. 20th Avenue
San Mateo CA 94403
www.cityofsanmateo.org
Agenda Number: 9 Section Name: CONSENT CALENDAR Account Number: 10-4661-01 File ID: 25-10099 TO: City Council
FROM: Alex Khojikian, City Manager
PREPARED BY: Public Works Department
MEETING DATE: July 28, 2025
SUBJECT:

Hillsdale High School/31st Avenue Pedestrian Safety Improvement Project – Grant Acceptance, Appropriation, and Supplemental Agreement
RECOMMENDATION:

Adopt a Resolution to accept a San Mateo County Transportation Authority Cycle 7 Measure A and Measure W Pedestrian and Bicycle Program grant in the amount of $351,648 and appropriate the grant funding and $39,072 of the City’s Measure A funds as a local match to the Hillsdale High School/31st Avenue Pedestrian Safety Improvement Project; approve a supplemental agreement with San Mateo County Transportation Authority to receive the grant funding; and authorize the City Manager to execute the agreement in substantially the form presented and any necessary future no-cost term extensions.

BACKGROUND:

In August 2024, the City submitted a grant application to the San Mateo County Transportation Authority (TA) for Cycle 7 Measure A and Measure W Pedestrian and Bicycle Program funding. The application sought funding for the design phase of the Hillsdale High School/31st Avenue Pedestrian Safety Improvement Project (Project). This project aims to enhance pedestrian safety and accessibility for students, staff, and the community near Hillsdale High School by addressing safety concerns, including speeding vehicles and limited pedestrian visibility. Proposed improvements include, but are not limited to, curb extensions, raised crosswalks, and a new traffic signal at the intersection of 31st Avenue and Alameda de las Pulgas.

In December 2024, the TA Board formally notified the City that its grant application for $351,648, with a required 10% local match of $39,072, was approved for the Project.

On February 4, 2025, the City Council adopted a resolution authorizing the execution of a new Primary Agreement with the TA to facilitate future funding allocations from Measure A and Measure W program.

To proceed with the disbursement of the approved Cycle 7 Measure A and Measure W funds, a Project-specific Supplemental Agreement between the City and the TA must be executed. Staff recommends that the City Council authorize the execution of the Supplemental Agreement to secure and appropriate $351,648 in grant funding and $39,072 in the City‘s Measure A funds as the required match for the Project.

BUDGET IMPACT:

Adoption of this Resolution will establish the Hillsdale High School/31st Avenue Pedestrian Safety Improvement Project [46R032] as a project in the 2025-26 Capital Improvement Program budget. The total project funding includes $351,648 from the TA Cycle 7 Measure A and Measure W Pedestrian and Bicycle Program and a local match of $39,072 from the City’s Measure A funds, resulting in a total project budget of $390,720 for the design phase. 141 of 983

CITY OF SAN MATEO
ENVIRONMENTAL DETERMINATION:

This item is not a project subject to CEQA, because the adoption of a resolution approving a Supplemental Agreement with the TA and approving local matching funds 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).) In addition, the Hillsdale High School/31st Avenue Pedestrian Safety Improvement Project is exempt from CEQA review as an “existing facility,” because the proposed pedestrian and traffic safety related work 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 - Supplemental Agreement

STAFF CONTACT
Jay Yu, Engineering Manager
[email protected]
(650) 522-7323
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CITY OF SAN MATEO
RESOLUTION NO. (2025)

AUTHORIZING THE ACCEPTANCE AND APPROPRIATION OF SAN MATEO COUNTY TRANSPORTATION AUTHORITY (TA) CYCLE 7 MEASURE A AND MEASURE W PEDESTRIAN AND BICYCLIST PROGRAM GRANT FUNDING IN THE AMOUNT OF $351,648 AND THE APPROPRIATION OF $39,072 OF THE CITY’S MEASURE A FUNDS TO THE HILLSDALE HIGHSCHOOL/31ST AVENUE PEDESTRIAN SAFETY

IMPROVEMENT PROJECT
WHEREAS, on August 2024 the submitted a grant application to the San Mateo County Transportation Authority (TA) for Cycle 7 Measure A and Measure W Pedestrian and Bicycle Program funding for the design phase of the Hillsdale High School/31st Avenue Pedestrian Safety Improvement Project; and
WHEREAS, on December 2024, the San Mateo County Transportation Authority Board of Directors approved an award of $351,648 in Measure A and W grant funding for the Hillsdale High School/31st Avenue Pedestrian Safety Improvement Project; and WHEREAS, on February 2025, City Council adopted a resolution authorizing the execution of a new Primary Agreement with the TA to facilitate future funding allocations from Measure A and W programs; and
WHEREAS, in order for Cycle 7 Measure A and W grants funds to be disbursed, the City must enter into a Supplemental Agreement with the TA; and
WHEREAS, staff proposed allocating Measure A Local Streets and Transportation funds to fulfill the local match in the FY 2025-2026 Capital Improvement Program budget to the Hillsdale High School/31st Avenue Pedestrian Safety Improvement Project.

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

1. Acceptance and appropriation of these funds and approval of the Supplemental Agreement is not a project as defined by the California Environmental Quality Act in that it is an organizational or administrative activity that will not result in direct or indirect physical changes in the environment.

2. The City Manager is authorized to execute the Supplemental Agreement.

3. Acceptance and appropriation of the San Mateo County Transportation Authority (TA) for Cycle 7 Measure A and Measure W Pedestrian and Bicycle Program funding in the amount of $351,648 and appropriation of the City’s Measure A funds in the amount of $39,072 to the Hillsdale Highschool/31st Avenue Pedestrian Safety Improvement Project in the Capital Projects Fund is approved.
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San Mateo City CouncilJuly 28, 2025

San Mateo City Council
July 28, 2025