Agenda packet, regular meeting — San Mateo City Council, June 15, 2026 (part 1 of 4)

CITY OF SAN MATEO
City Council Regular Meeting
June 15, 2026
7:00 PM
City Hall Council Chamber
Entrance is on O’Farrell Street

COUNCIL MEMBERS
Adam Loraine
Nicole Fernandez
Danielle Cwirko-Godycki
Lisa Diaz Nash
Robert Newsom Jr.

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: June 15, 2026
To join via telephone: (408) 638-0968
Webinar ID: 863 0873 1133 No Passcode Required
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

CEREMONIAL

1. Juneteenth – Proclamation

2. ReThink Waste “Trash to Art” Contest Winners — Recognition

3. “I Voted” Sticker Design Competition 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 special and regular meetings of the City Council held on April 20, 2026 and May 4, 2026. Approve the minutes of the special meeting of the City Council held on April 15, 2026.

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).)

5. Boards and Commission Appointment Subcommittee — Appointment Recommendations

1. Appoint William Yang and Valerie Foo to the Measure S Oversight Committee for a full term from June 15, 2026, through June 10, 2030, appoint Rich Hedges to the Measure S Oversight Committee for a partial term from 1 of 1101
June 15, 2026, through June 10, 2027, and place William Amsbary on a six-month eligibility list, should a vacancy occur.

2. Appoint Sheri Boles to the Personnel Board for a full term and place Neal Chuenprateep on a six-month eligibility list.

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

6. November 3, 2026 General Municipal Election — Calling the District Election for Candidates Adopt a Resolution to call for and conduct the November 3, 2026 General Municipal Election; request consolidation with San Mateo County for election services; and authorize the City Clerk to execute the Service Agreement for the Provision of Election Services with the County of San Mateo for the Candidate election, and make any appropriate changes, with the concurrence of the City Attorney.

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

7. Cablecasting and Channel Management Services – Agreement Adopt a Resolution to use an alternative purchasing method to enter into an agreement with Millbrae Community Television (MCTV) for cablecasting and management of the City’s public, education, and government (PEG) channel, technology maintenance, and engineering support services in an amount not to exceed $57,000 per year for a three-year period beginning fiscal year 2026-27 through fiscal year 2028-29, with cost of living adjustments for a total amount not to exceed $166,000; establish a contingency reserve in the amount of $16,600; and authorize the City Clerk to execute the contract in substantially the form presented and issue change orders within the contingency amount.

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).))

8. Communications Support Services — Amendment
Approve Amendment No. 1 to the agreement with Jeanne Sullivan Billeci for communications services in the amount of $60,000 for a new agreement total of $135,000 and extend the term of the agreement through June 30, 2028; and authorize the City Manager to execute the amendment in substantially the form presented.

CEQA: This 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).)

9. Fiscal Year 2026-27 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 2026-27.

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

10. Juvenile Diversion Program Case Management Services – Agreement 2 of 1101
Approve a two-year agreement with the County of San Mateo for reimbursement for case management services for the San Mateo Police Department Juvenile Diversion Program in the amount of $421,001; and authorize the Chief of Police to execute the agreement in substantially the form presented.

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

11. Fiscal Year 2026-27 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 2026-27, for the voter-approved General Obligation Bond annual debt service payment.

CEQA: This GO Bond Tax Rate Levy 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).)

12. Bay Meadows Community Facilities District – Special Tax Levy Fiscal Year 2026-27 – Adoption Adopt a Resolution to authorize the levy of special taxes for Fiscal Year 2026-27 for the Community Facilities District No. 2008-1 (Bay Meadows).

CEQA: This Bay Meadows Community Facilities District Levy 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).)

13. Downtown Parking Equipment Network Hosting and Materials — Amendment Approve Amendment No. 3 to the agreement with IPS Group, Inc. for parking equipment network hosting and materials to increase the agreement in the amount of $125,500 for a revised agreement total not to exceed $800,500, update pricing terms based on the consumer price index, and extend the agreement through December 31, 2026, with one optional six-month extension; and authorize the Public Works Director to execute the amendment in substantially the form presented and approve the optional extension.

CEQA: This City Council action approving an amendment to the agreement with IPS Group, Inc. is not a project subject to CEQA, because it can be seen with certainty that there is no possibility that continuing monthly network hosting services and materials required by the City's downtown parking equipment may have a significant effect on the environment. (CEQA Guidelines Section 15061(b)(3).)

14. Peninsula Heights Public Improvements — Adoption
Adopt a Resolution to accept public improvements in accordance with the Subdivision Improvement Agreements for Peninsula Heights with 2655 CAMPUS POP OWNER, LLC, 2755 CAMPUS POP OWNER, LLC, 2800 CAMPUS POP OWNER, LLC, and 2988 CAMPUS POP OWNER, LLC.

CEQA: This public improvement acceptance 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).)

15. Fiscal Year 2026-27 Wastewater Treatment Plant Supply of Chemicals — Agreements Award purchase contracts for chemical supplies necessary for the Wastewater Treatment Plant operations to the following suppliers: (1) Univar Solutions USA, LLC to supply sodium hypochlorite in the amount of $1,350,580; sodium bisulfite in the amount of $322,626.38; and sodium hydroxide in the amount of $434,253.13; (2) Kemira Water Solutions, Inc. to supply ferric chloride in the amount of $402,214.13; and (3) Pacific Star Chemical, LLC 3 of 1101
dba Northstar Chemical to supply citric acid in the amount of $56,128.00; establish a 10% contingency reserve for each purchase contract; and authorize the Public Works Director to execute the contracts in substantially the form presented and issue change orders within the contingency amounts.

CEQA: The purchase of various chemicals to enable the treatment of wastewater at the City’s Wastewater Treatment Plant is not a project subject to CEQA, because it is a continuing maintenance activity involving the purchase of supplies. (CEQA Guidelines Section 15378(b)(2).)

16. Wastewater Treatment Plant Biosolids Hauling and Disposal — Change Order Approve Contract Change Order No. 4 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 $850,000, for a revised total contract amount not to exceed $3,644,250; and authorize the Public Works Director to execute future change orders and extensions within the contingency balance.

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

17. Wastewater Treatment Plant Supply of Liquid Emulsion Polymer – Agreement Adopt a Resolution to approve an alternative purchasing procedure and award a purchase contract to Polydyne, Inc. for the supply of liquid emulsion polymer in the amount of $548,973.94; establish a 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.

CEQA: This Council action is not a project subject to CEQA, because the purchase of liquid emulsion polymer to maintain WWTP operations is a continuing maintenance activity involving the purchase of supplies. (CEQA Guidelines Sections 15378(b)(2).)

18. Senior Center Roof Improvements Project — Agreement Award an agreement to Fog City Roofing & Construction, LLC for construction on the roof at the Senior Center in the amount of $249,069; establish a contingency reserve in the amount of $25,000; and authorize the Public Works Director to execute the contract in substantially the form presented and 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 existing or former use. (CEQA Guidelines Section 15301.)

19. Martin Luther King Jr. Park Emergency Field Lighting Equipment — Purchase Agreement Adopt a Resolution approving an alternative purchasing procedure to award a purchase agreement with Stuart C.

Irby Company, LLC to provide emergency field lighting equipment to the Martin Luther King Jr. Park in an amount not to exceed $102,764.67; establish a contingency reserve of $10,000; and authorize the Public Works Director to issue change orders within the contingency and execute the agreement in substantially the form presented.

20. El Camino Real Streetlight Relocation Project — Agreement Approve an agreement with Bay Area Lightworks, Inc. for the El Camino Real Streetlight Relocation Project in the amount of $190,000; establish a contingency reserve in the amount of $28,500; and authorize the Public Works Director to execute the agreement in substantially the form presented and issue change orders as allowed by the contract documents and within the amount of the contingency reserve.

21. Citywide Street Rehabilitation Package 6-B2 — Agreement Approve an agreement with G. Bortolotto & Company, Inc. for construction services in the amount of $2,895,986.95; establish a contingency reserve in the amount of $435,000; 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.

22. Citywide Surface Treatment Package 4A-2 Project — Agreement Approve an agreement with Pavement Coatings Co. for Citywide Surface Treatment Package 4A-2 Project construction services in the amount of $1,437,610.00; establish a contingency reserve in the amount of $143,000.00; 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.

23. Uniform Laundry Services - Agreement
Approve a three-year agreement with Alsco Uniforms for uniform laundry services in an amount not to exceed $300,000; establish an annual contingency in the amount of $10,000 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 service 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.)

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. All public comments are subject to a time limit of 1-3 minutes depending on the number of speakers, unless otherwise determined by the City Council, in accordance with the City Council Rules and Procedures. In-person speakers will be called first, followed by virtual attendees.
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NEW BUSINESS

24. Tracking Survey Results for the Potential Sales Tax Measure for November 2026 — Informational Receive a presentation from the City’s consultant, True North Research, concerning the potential sales tax measure tracking survey results.

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

PUBLIC HEARING
City Council action on the following public hearing(s) represents a final decision concluding all administrative proceedings. Judicial review may be had only if a petition is filed with the Court not later than the 90th day following the date the decision is made.

Judicial review of environmental determinations may be subject to a time period for litigation as short as 30 days following the date the decision is made.

25. New Multi-Family Residential Development (PA-2025-063) — Approval Adopt a Resolution to approve the Site Plan and Architectural Review (SPAR) and Site Development Planning Application (SDPA) for the construction of a new multi-family residential building with 232 units and associated improvements at 220 W. 20th Avenue, and find that the Project is Statutorily Exempt from the California Environmental Quality Act (CEQA) pursuant to Assembly Bill 130, based on the findings for approval and subject to the conditions of approval.

CEQA: In accordance with the California Environmental Quality Act (CEQA), the Project meets the criteria to be statutorily exempt from further environmental review pursuant to Public Resources Code Section 21080.66. This exemption was enacted as a part of Assembly Bill 130 (AB130), effective as of June 30, 2025. The applicant has provided a memo detailing the Project’s qualification under AB130, included as Attachment 7. Staff have reviewed the eligibility criteria and determined that the Project meets the qualifying criteria under AB 130. In accordance with Public Resources Code Section 21080.66(b)(1)(A), the City formally notified Native American tribes and invited consultation regarding the Project and its potential impacts on tribal cultural resources. One tribe responded to the City’s notice and requested consultation. The Project Conditions of Approval (Attachment 1, Exhibit A) include conditions required to satisfy requirements of AB130 to avoid impacts to tribal cultural resources. In addition, consistent with Public Resources Code 21080.66(c), the Project Conditions of Approval include a requirement for the applicant to complete a phase I environmental assessment, and to mitigate any hazards as required per the statute.

26. Fiscal Year 2026-27 Budget, Capital Improvement Program, Gann Limit, and FY 25-26 Budget Adjustments – Approval
Adopt Resolutions to approve the fiscal year 2026-27 operating and capital budgets, the 2026-31 Capital Improvement Program, the fiscal year 2026-27 Gann appropriations limit, and to approve fiscal year 2025-26 year-end supplemental budget adjustments.

CEQA: This budget adoption 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).)

REPORTS, ANNOUNCEMENTS, AND COMMITTEE UPDATES
City Manager, City Attorney and Council Members report on their various assignments and liaison roles and Council requests for scheduling future items.
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ADJOURNMENT
----------------------------------------------------------------------------------------------------------------------------- AGENDAS: Agendas and material are posted on the City’s website on the Friday preceding each Council Meeting and can be viewed on the City's website at www.cityofsanmateo.org . Any supplemental material distributed to the Council after the posting of the agenda will be made part of the official record.

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

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

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

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

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

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

In Person: At the meeting complete a “Request to Speak” form. Organized Group and Presentations: Up to five (5) minutes for a group presentation, with as many speakers as can be accommodated within that time allowance. To qualify for a group presentation, all individuals associated with the presentation must be clearly identified and confirmed as in attendance at the meeting. Presentation materials must be submitted to [email protected] one (1) business day in advance of the meeting.

Presentations: PowerPoints, videos, or other media to be presented during public comment are accepted only by email to [email protected] at least 24 hours prior to the meeting. Once received, the Clerk will have them shared at public comment for the specified item. To uphold strong cybersecurity management practices, USB’s or other physical electronic storage devices are not accepted.

Signs: Signs and symbolic materials less than 2 feet by 3 feet are permitted provided that: (1) sticks, posts, poles or similar/other type of handle objects are strictly prohibited; (2) the items do not create a facility, fire, or safety hazard; and (3) persons with such items remain seated when displaying them and must not raise the items above shoulder level, obstruct the view or passage of other attendees, or otherwise disturb the business of the meeting.

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 accommodation 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.

SPANISH INTERPRETATION: If you need interpretation of your communications to the City Council from Spanish to English or English to Spanish, please contact the City Clerk Department at (650) 522-7040 or by email at [email protected]. Notification of at least 48 hours will usually enable the City to make arrangements.

INTERPRETACIÓN AL ESPAÑOL: Si necesita interpretación del inglés al español o del español al inglés para sus comunicaciones al Concejo de la Ciudad, comuníquese con el Departmento del Secretario Municipal al (650) 522-7040 o por correo electrónico a [email protected]. Por favor, avísenos con al menos 48 horas de anticipación para que la ciudad pueda hacer los arreglos necesarios. 7 of 1101

CITY OF SAN MATEO

CITY OF SAN MATEO
Agenda Report
City Hall
330 W. 20th Avenue
San Mateo CA 94403
www.cityofsanmateo.org
Agenda Number: 4 Section Name: CONSENT CALENDAR Account Number: 10-1511 File ID: 26-11335 TO: City Council
FROM: Alex Khojikian, City Manager
PREPARED BY: City Clerk's Office
MEETING DATE: June 15, 2026
SUBJECT:

City Council Meeting Minutes — Approval
RECOMMENDATION:

Approve the minutes of the special and regular meetings of the City Council held on April 20, 2026, and May 4, 2026.

Approve the minutes of the special meeting of the City Council held on April 15, 2026.

BUDGET IMPACT:

There is no budgetary impact associated with this administrative action.

ENVIRONMENTAL DETERMINATION:

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

NOTICE PROVIDED
All meeting noticing requirements were met.

ATTACHMENTS
Att 1 – Minutes 2026-4-20 Special
Att 2 – Minutes 2026-4-20 Regular
Att 3 – Minutes 2026-5-4 Special
Att 4 – Minutes 2026-5-4 Regular
Att 5 – Minutes 2026-4-15 Special

STAFF CONTACT
Martin McTaggart, City Clerk
[email protected]
(650) 522-7042
8 of 1101
City Council Special Meeting Minutes – 4/20/2026 Page 1

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

CITY OF SAN MATEO
Special Meeting Minutes
City Council
City Hall
330 W. 20th Avenue
San Mateo CA 94403
www.cityofsanmateo.org
April 20, 2026
City Hall, Council Chambers 6:00 PM
Special Meeting
CALL TO ORDER at 6:00 p.m.

Roll Call

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

AB 2449 Requests and Considerations for Meeting Participation by Teleconference due to Just Cause or Emergency Circumstances – there were no requests.

CLOSED SESSION
The public was provided with an opportunity to speak on agenda item 1; there were no requests to speak.

Council convened to closed session at 6:04 p.m.

Conference with Legal Counsel — Anticipated Litigation
(Paragraph (1) of subdivision (d) of Government Code Section 54956.9 Name of the case: Victoria Varvel
Council reconvened to open session at 6:39 p.m.

STUDY SESSION
2026-31 Capital Improvement Program Plan — Preview
Matt Fabry, Public Works Director, and Joanne Magrini, Park and Recreation Director, provided a presentation to offer a preview of the 2026-31 Capital Improvement Program Plan.

Public Comment: Jennifer Plantenberg stated that the MLK Center has been an important community asset for local families, including her children, and urged the City to invest funding and resources into the facility.

Lisa Teeler of the Bay Area Community Health Advisory Council thanked the City for the proposed funding but requested an additional $500,000 for needed repairs, stating that the facility has been neglected for decades and remains an important community resource. Sonja Tappan described the MLK Center as a treasured community asset that has served generations of residents and urged continued investment to ensure it remains available for future generations. Mike Swire supported additional funding for the King Center and asked questions regarding the City's spending on traffic safety projects, unfunded bicycle and pedestrian improvements, the 28th Avenue Gap Closure Project, and the reduction in Measure S capital allocations. Adriana Fernandez Arriaga spoke in support of allocating $4.5 million for the King Center Pool and Resiliency Center project, emphasizing the facility's importance to North Central residents and its potential role as a community resiliency hub during climate-related emergencies.

Councilmembers asked questions of staff. The item was presented as a study session and preview of the proposed 2026–2031 Capital Improvement Program, no formal action was taken. Council provided feedback and direction to staff for consideration during development of the final CIP and budget.

ADJOURNMENT – The meeting adjourned at 7:12 p.m.
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City Council Special Meeting Minutes – 4/20/2026 Page 2 APPROVED BY: SUBMITTED BY:

Adam Loraine, Mayor Martin McTaggart, City Clerk
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City Council Regular Meeting Minutes – 4/20/2026 Page 1

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

CITY OF SAN MATEO
Regular Meeting Minutes
City Council
City Hall
330 W. 20th Avenue
San Mateo CA 94403
www.cityofsanmateo.org
April 20, 2026
City Hall, Council Chambers 7:00 PM
Regular Meeting
CALL TO ORDER at 7:26 p.m.

Roll Call

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

Requests and Considerations for Meeting Participation by Teleconference due to Just Cause or Emergency Circumstances: there were no requests.

CEREMONIAL

1. Volunteer Appreciation Week – Proclamation Management Analyst Paulina Campos recognized four outstanding City volunteers for their service to the community. Allison Joly, Library Storytime Programs volunteer, Barbara Seacrest – Police Activities League (PAL) volunteer, Renette Robillard – Parks and Recreation volunteer, Yamini Ponugodi – Project Read volunteer.

2. National Library Week – Proclamation City Librarian Rukshana Singh received the proclamation recognizing April 19-25, 2026 as National Library Week.

3. Arab-American Heritage Month – Proclamation Fiza Cochinwala, Executive Assistant with the Council on American-Islamic Relations California received the proclamation recognizing Arab American Heritage Month.

4. Earth Day – Proclamation Sabrina Ocampo, Park and Recreation Commissioner, received the proclamation proclaiming Earth Day, and promoted the City’s “Team Up to Clean Up” community event on April 25 at Ryder Park.

CONSENT CALENDAR
The following items, 5 through 14, were considered routine by the City Council. After the titles were read by the City Clerk, the Mayor invited public comment; there were no requests to speak.

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

5. City Council Meeting Minutes — Approval
Approve the minutes of the special and regular meetings of the City Council held on March 3, 2026.

6. Participation in National Opioid Settlement Agreement — Approval Approve the City’s participation in a no-cost opioid settlement agreement with Associated Pharmacies, Inc. (and American Associated Pharmacies); J M Smith Corporation; Louisiana Wholesale Drug Company, Inc.; Morris and 11 of 1101
City Council Regular Meeting Minutes – 4/20/2026 Page 2 Dickson Co.; North Carolina Mutual Wholesale Drug Company, Inc.; and United Natural Foods, Inc. (including its subsidiaries SuperValu and Advantage Logistics); and authorize the City Attorney to execute documents confirming the City’s participation and electing to have the settlement funds be provided directly to the City of San Mateo.

7. Service Employees International Union Side Letter of Agreement — Amendment Adopt a Resolution to amend the Service Employees International Union (SEIU) Memorandum of Understanding (MOU), Section 10.2.3 Irrigation Crew to remove the two (2) years of continuous service requirement to be eligible to receive the five percent (5%) differential and clarify language.

Enactment: Resolution No. 38 (2026)

8. 1949 Pacific Blvd Public Utility Easement — Adoption Adopt a Resolution to grant a Public Utility Easement to PG&E at 1949 Pacific Blvd for electrical distribution service to support electric vehicle charging infrastructure and authorize the City Manager to execute the Grant of Easement in substantially the form presented.

Enactment: Resolution No. 39 (2026)

9. 2nd and El Camino Public Garage License Agreement — Amendment Approve a First Amendment to the License Agreement between the City of San Mateo and Sutter Bay Hospitals, dba Mills-Peninsula Medical Center, to clarify the agreement commencement date as July 1, 2025, confirm a thirty (30) day termination provision and authorize the City Manager to execute the amendment.

10. San Mateo County Community College District Use of Laurelwood Park – Agreement Approve a License Agreement in the amount of $1.00 with San Mateo County Community College District to use Laurelwood Park Dam to conduct confined spaces training for students enrolled in the Fire Safety Academy; and authorize the Director of Parks and Recreation to execute the agreement in substantially the form presented.

11. San Mateo Consolidated Fire Department Use of Laurelwood Park Open Space — Agreement Approve a License Agreement with San Mateo Consolidated Fire Department (SMCFD) to use open space within Laurelwood Park to conduct annual wildland refresher training; and authorize the Director of Parks and Recreation to execute the license agreement in substantially the form presented.

12. On-Call Design and Consultant Professional Services – Agreements Approve various agreements for on-call professional design and consultant services through December 31, 2029, with: Sandis Civil Engineers Surveyors Planners for professional consultant services for public outreach strategy and support services in an amount not to exceed $250,000; Winter Consulting Group, Inc. for professional consultant services for public outreach strategy and support services each in an amount not to exceed $250,000; BioMaAS, Inc. for arborist services in an amount not to exceed $150,000; Interwest Consulting Group, Inc. for professional consultant services for transportation services in an amount not to exceed $400,000; Iteris, Inc. for professional consultant services for transportation services in an amount not to exceed $400,000; Kimley-Horn and Associates, Inc. for professional consultant services for transportation services in an amount not to exceed $750,000; Sandis Civil Engineers Surveyors Planners for professional consultant services for transportation services in an amount not to exceed $1,000,000; and Walker Consultants, Inc. for professional consultant services for transportation services in amounts not to exceed $200,000; and authorize the Public Works Director to execute the agreements in substantially the form presented and to execute any future no-cost amendments.

13. Integrated Supervisory Control and Data Acquisition System Evaluation and Improvement — Change Order Approve a Change Order to the agreement with Partners In Control, Inc. DBA Enterprise Automation (also refer as Enterprise Automation LLC.) to extend the agreement term for an additional year for annual design, programming, configuration, installation, testing, and maintenance of the Integrated Supervisory Control and Data Acquisition system and to provide integration and programming services for the 3-Water/Ferric Project in an amount not to exceed $331,800, for a total revised agreement amount not to exceed $807,479; extend the term 12 of 1101
City Council Regular Meeting Minutes – 4/20/2026 Page 3 of the agreement through July 31, 2027; and authorize the Public Works Director to approve the change order in substantially the form presented and any additional change orders within the agreement amount.

14. On-Call Building Support Services — Agreements
Approve professional services agreements with 4Leaf, Inc., CSG Consultants, Inc., Interwest Consulting Group, Inc., True North Compliance Services, Inc. and Urban37, for on-call building support services for a term of five years each, with compensation not to exceed $1,000,000 per agreement; and authorize the Community Development Director to execute the agreements in substantially the form presented.

PUBLIC COMMENT
John Ebnetter stated that comments made at a County Board of Supervisors meeting regarding the proposed Horizon Detox Center could have created confusion about the City Council’s position and requested that the Council clarify it had not formally taken a position on the project. Mae Lee raised concerns regarding alleged harassment, suspicious activity, false reports, and personal safety issues, and requested further attention to those concerns. Trina Pierce expressed concern that North Central neighborhood residents are not receiving adequate attention regarding local issues, including parking and neighborhood needs, and urged the City to prioritize long-time residents over outside interests.

PUBLIC HEARING

15. Glazenwood Historic District Designation — Adoption Community Development Director Zachary Dahl, Senior Planner Somer Smith, and consultant Julianne Murphy presented the proposed designation of the Glazenwood neighborhood as a Historic District.

Public Comment: Chris Eckert, speaking on behalf of Glazenwood residents, urged Council to formalize Glazenwood as a historic district, citing long-standing City recognition and petition support from 83% of Glazenwood households. Thomas Braham, Aida Ketaforis, Desiree Lebeau, Courtney Krause, Carol Gilman, Doug Deanna, and Brian Sampson spoke in support of the designation, citing preservation of neighborhood character, historic significance, and strong resident support for formal historic district recognition.

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

Enactment: Resolution No. 40 (2026)
Recess Taken at 8:28 p.m. to 8:35 p.m.

NEW BUSINESS

16. Connect Bay Area Local Investment Plan — Informational Emily Beach, Chief Communications Officer of San Mateo County Transit District provided an informational presentation on the Connect Bay Area Local Investment Plan, Public Comment: Max Mautner supported prioritizing improved SamTrans service frequency and transit-priority projects. Rich Hedges asked for clarification regarding the proposed funding split, including the portion going to BART, Muni, SamTrans, and Caltrain, and asked how Caltrain’s remaining shortfall would be addressed. Gina Papan expressed concern that SamTrans may be moving too quickly before the measure is approved, cautioned against locking cities into limited survey categories, and urged consideration of accountability, efficiencies, and 13 of 1101
City Council Regular Meeting Minutes – 4/20/2026 Page 4 alternative funding sources.

The Council asked questions and provided feedback on funding distribution, the community survey, service and infrastructure.

17. General Fund 2026-27 Operating Budget — Preview and General Fund Ten-Year Forecast Abby Veeser, Finance Director, provided the City Council with a presentation on the General Fund 2026-27 operating budget preview and General Fund ten-year forecast.

Public comment: there were no speakers.

The Council asked questions about the City's financial outlook and revenue trends and encouraged continued exploration of cost-saving strategies and monitoring of revenue threats. No action was taken.

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 highlighted a recent meeting with Senator Josh Becker, Assemblymember Diane Papan, Caltrans, and City staff regarding pedestrian safety improvements at 17th Avenue and El Camino Real. Public Works Director Matt Fabry provided an update on ongoing coordination efforts with Caltrans and state legislative representatives. Mayor Loraine spotlighted the City’s inaugural Memorial Day event at the Fallen Heroes Memorial in Central Park on May 25, 2026.

ADJOURNMENT –The meeting adjourned at 10:26 p.m.

APPROVED BY: SUBMITTED BY:

Adam Loraine, Mayor Martin McTaggart, City Clerk
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City Council Special Meeting Minutes – 5/4/2026 Page 1

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

CITY OF SAN MATEO
Special Meeting Minutes
City Council
City Hall
330 W. 20th Avenue
San Mateo CA 94403
www.cityofsanmateo.org
May 4, 2026
City Hall, Council Chambers 6:30 PM
Special Meeting
CALL TO ORDER at 6:30 p.m.

Roll Call

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

AB 2449 Requests and Considerations for Meeting Participation by Teleconference due to Just Cause or Emergency Circumstances – there were no requests.

CLOSED SESSION
The public was provided with an opportunity to speak on agenda items 1 through 4; there were no requests to speak. Council convened to closed session at 6:32 p.m.

1. Conference with Legal Counsel — Existing Litigation
(Paragraph (1) of subdivision (d) of Section 54956.9)
Name of case: Chiari v. City of San Mateo, Leroy Becker III (U.S. Dist. Court, N.D. Cal. 3:24-cv-06780 MMC)

2. Conference with Labor Negotiators (Government Code Section 54957.6) City designated representatives: Gizelle Huynh, Abby Veeser, Stacey Cue- IEDA Consultant Employee organization: San Mateo Safety Management Association (SMSMA)

3. Conference with Labor Negotiators (Government Code Section 54957.6) City designated representatives: Gizelle Huynh, Abby Veeser, and Stacey Cue- IEDA Consultant Employee organization: Service Employees International Union (SEIU)

4. Conference with Legal Counsel - Existing Litigation, Workers' Compensation (Paragraph (1) of subdivision (d) of Section 54956.9)
Name of case: Daniel Gambelin
Council reconvened to open session at 7:10 p.m. no reportable action was taken.

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

APPROVED BY: SUBMITTED BY:

Adam Loraine, Mayor Martin McTaggart, City Clerk
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City Council Regular Meeting Minutes – 5/4/2026 Page 1

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

CITY OF SAN MATEO
Regular Meeting Minutes
City Council
City Hall
330 W. 20th Avenue
San Mateo CA 94403
www.cityofsanmateo.org
May 4, 2026
City Hall, Council Chambers 7:00 PM
Regular Meeting
CALL TO ORDER at 7:16 p.m.

Roll Call

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

Requests and Considerations for Meeting Participation by Teleconference due to Just Cause or Emergency Circumstances: there were no requests.

CEREMONIAL

1. National Police Week – Proclamation Police Chief Ed Barberini accepted the proclamation and recognized the service of San Mateo Police Department staff, Officer Stephen Clark, Sergeant Gordon Joinville, and law enforcement families.

2. Aragon, San Mateo and Junipero Serra High Schools - 4.0 Grade Recognition The Council recognized 4.0 GPA students from San Mateo High School, Aragon High School, and Junipero Serra High School.

3. Peninsula Clean Energy – Presentation Shawn Marshall, Chief Executive Officer of Peninsula Clean Energy, provided an update on Peninsula Clean Energy’s 10 years of service, local customer savings, clean energy programs, community investments, and the planned rebrand to Westlight Energy.

CONSENT CALENDAR
The following items, 4 through 11, were considered routine by the City Council. After the titles were read by the City Clerk, the Mayor invited public comment.

Public Comment: Kevin Simpson requested that Item 8 be pulled or given additional scrutiny, citing concerns about the lack of a dedicated crossing guard at Humboldt and Cypress and broader pedestrian safety concerns.

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

4. City Council Meeting Minutes — Approval
Approve the minutes of the special and regular meetings of the City Council held on March 16, 2026, and April 6, 2026. Approve the minutes of the special meeting of the City Council held on March 30, 2026.

5. San Mateo Union High School District (San Mateo Adult and Career Education) Recreation Instruction Services 2026-2028 — Agreement
Approve an agreement with San Mateo Union High School District for Recreation Services facilitated by San Mateo 16 of 1101
City Council Regular Meeting Minutes – 5/4/2026 Page 2
Adult and Career Education in an amount not to exceed $25,000, for a term to start on July 1, 2026, through June 30, 2028, and authorize the Director of Parks and Recreation to execute the agreement in substantially the form presented.

6. Summer Youth Theater Program — Agreement
Approve an agreement with the Bay Area Educational Theater Company to provide youth theater programs as part of the City’s summer camp programming from June 15, 2026, through August 31, 2026, in an amount not to exceed $200,000; and authorize the Director of Parks and Recreation to execute the agreement and approve change orders up to $25,000, in substantially the form presented.

7. On-Call Design Professional Services — Agreements
Approve agreements for on-call professional design services agreements through December 31, 2029, with:

Hilliard Architects for Americans with Disabilities Act (ADA) services in an amount not to exceed $120,000; Kier + Wright Civil Engineers + Surveyors, Inc. for surveying services in an amount not to exceed $175,000; HDR Engineering, Inc. for civil design services in an amount not to exceed $750,000; Kimley-Horn and Associates, Inc. for civil design services in an amount not to exceed $750,000; MNS Engineers, Inc. for civil design services in an amount not to exceed $750,000; Nichols Consulting Engineers, Chtd. for civil design services in an amount not to exceed $750,000; CSWST2 for stormwater design services in an amount not to exceed $750,000; Freyer & Laureta, Inc. for stormwater design services in an amount not to exceed $750,000; HDR Engineering, Inc. for stormwater design services in an amount not to exceed $750,000; Nichols Consulting Engineers, Chtd. For stormwater design services in an amount not to exceed $750,000; and Schaaf & Wheeler for stormwater design services in an amount not to exceed $750,000; and authorize the Public Works Director to execute the agreements in substantially the form presented and execute any future no-cost amendments.

8. 2026-2027 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 $80,000.00 for a term from July 1, 2026 to June 30, 2027, and authorize the Chief of Police to execute the agreement in substantially the form presented.

9. Animal Control Services Agreement — Amendment
Approve Amendment No. 1 to the agreement with the County of San Mateo for the continued provision of animal control services for a three year term commencing July 1, 2026, with an estimated cost of $983,426 for the first year and costs to be recalculated annually for subsequent years; and authorize the City Manager to execute the agreement in substantially the form presented.

10. Downtown Business Improvement Area – Approval
Adopt a Resolution of Intent to Levy the Annual Assessments for the Downtown Business Improvement Area for fiscal year 2026-27; accept the fiscal year 2025-26 Downtown San Mateo Association Annual Report; and set a public hearing for the May 18, 2026, City Council meeting for the annual levy.

Enactment: Resolution No. 41 (2026)

11. Comprehensive Liability Fund — Appropriation
Adopt a Resolution approving a supplemental budget appropriation of $1,100,000 of unassigned fund balance from the General Fund and the Construction Services Fund to increase transfers out to the Comprehensive Liability Fund (Fund 880) to increase the budget for legal costs.

Enactment: Resolution No. 42 (2026)

PUBLIC COMMENT
Ruth Anderson spoke regarding the March 28 collision at North Delaware Street and State Street and urged immediate quick-build safety improvements, including relocating the portable flashing sign to face northbound traffic. Kevin Simpson spoke regarding street safety, criticizing the City’s response to recent pedestrian injuries 17 of 1101
City Council Regular Meeting Minutes – 5/4/2026 Page 3
and urging the Council to elevate traffic safety as a top priority. Rich Hedges offered a historical quote related to science and humanity, noting it was made after the Battle of Shiloh in 1862. Mike Swire spoke regarding street safety, 17th Avenue and El Camino Real, North Central quick-build improvements, TDA3 bicycle/pedestrian grant funding, and the need to pursue available grant funds.

PUBLIC HEARING

12. Historic Policy Update – Ordinance Introduction
Community Development Director Zachary Dahl, Planning Manager Joanna Winter Smith, and consultant Julianne Murphy presented the proposed Historic Policy Update, including proposed ordinances and resolutions related to historic resource designation, the Historic Resources Commission, the Historic Context Statement, and Mills Act program updates.

Public Comment: Ashley Zerpa gave an organized presentation opposing the draft ordinance as too weak and urged stronger protections for historic resources, including 1989 survey properties. Thomas Maccarra urged the Council to protect San Mateo’s historic buildings for future generations. Michelle McCarr urged incorporation of the 1989 survey into the historic resources inventory and stronger review for eligible resources. Jay Cure urged the City to distinguish real historic resources from “fake history” and require proof of historic relevance. Lisa Vande Voorde said the ordinance was inconsistent with the General Plan because it did not meaningfully protect 1989 survey properties. Tom Lease urged the City to update the 1989 survey and treat those properties as landmarks in the interim. Laurie Watanuki urged additions to the Historic Context Statement and asked the City to investigate conservation overlays. Laurie Hietter opposed the draft ordinance, saying it reduced historic resource protections and did not adequately address the 1989 survey. Rich Hedges urged a logical approach focused on truly historic resources and cautioned that age alone does not make a property historic. Frank Elliott encouraged additional dialogue and compromise before litigation occurs. David Long urged the Council to return the item to staff and the Planning Commission with direction to strengthen definitions and standards. Jordan Grimes expressed concern that the ordinance could be used to block small-scale housing and urged continued work on unresolved issues. Diane Whitaker urged the Council to treat preservation as sustainability and incorporate the 1989 survey data into the official inventory. Connie Weiss urged the Council to direct staff to make stronger changes and include or update the 1989 survey. Kolja Schluetter opposed adding homes from the 1989 survey without re-surveying them under current standards and raised concerns about owner consent.

Recess taken at 9:29 p.m. to 9:39 p.m.

Council asked question of staff and consultants.

The City Council introduced an ordinance updating the Historic Preservation Ordinance and establishing a Historic Resources Inventory, introduced an ordinance establishing a Historic Resources Commission, and adopted resolutions approving the Citywide Historic Context Statement and updating the Mills Act Program.

The Council directed staff to establish a five-member Historic Resources Commission with two youth commissioners; update the 1989 Historic Building Survey and return with recommendations regarding potential landmark designations; develop recommendations to strengthen enforcement provisions for historic preservation ordinance violations; evaluate options to improve monitoring and administration of the Mills Act Program; and conduct community outreach and educational efforts regarding the updated historic preservation program. Motion to introduce the ordinances and adopt the resolutions with modifications and additional direction as discussed by the Council.

Moved: Newsom, Seconded: Cwirko-Godycki
Ayes: Newsom, Loraine, Fernandez, Cwirko-Godycki, and Diaz Nash Noes: None
Motion passed 5-0.
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City Council Regular Meeting Minutes – 5/4/2026 Page 4

Enactment: Resolution No. 43 (2026)

Enactment: Resolution No. 44 (2026)
Extension of Meeting to 12:30 a.m.

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

Extension of Meeting to 12:45 a.m.

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

Extension of Meeting to 1:00 a.m.

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

OLD BUSINESS

13. U.S. 101/SR 92 Direct Connector Status — Update
Carolyn Mamaradlo, Senior Project Manager with the San Mateo County Transportation Authority, provided a status update on the environmental review phase of the U.S. 101 / SR 92 Direct Connector Project. The presentation included an overview of project alternatives, efforts to avoid impacts to homes and parks, proposed safety and traffic flow improvements, potential modifications to the Hillsdale Boulevard northbound U.S. 101 on-ramp, and coordination opportunities related to utility and storm drainage infrastructure.

Public Comment: Kevin Simpson opposed the project and urged greater investment in transit service across the San Mateo Bridge rather than freeway expansion. Rich Hedges asked where the proposed flyover connection would merge with SR 92 and commented on the importance of viable transit options supported by major employers. Drew supported continued evaluation of interchange improvements and weaving pattern modifications near Hillsdale Boulevard and SR 92. Jordan Grimes opposed the project, stating that public investment should prioritize transit capacity improvements over highway expansion.

Council discussion focused on potential congestion relief, express lane effectiveness, environmental and neighborhood impacts, opportunities to phase Hillsdale Boulevard improvements separately, and strategies for communicating project impacts and benefits to the community. Council received and filed the informational report; no formal action was taken.

NEW BUSINESS

14. Peninsula Clean Energy Name Change to Westlight Energy — Ordinance Introduction Marc Hershman, Director of Government Affairs with Peninsula Clean Energy provided the presentation on the 19 of 1101
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proposed ordinance introduction to change Peninsula Clean Energy’s name to Westlight Energy.

Public comment: there were no speakers.

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

15. Senate Bill 707 (Brown Act Amendments): Technology Disruption Policy and Public Outreach and Interpretation Policy — Adoption
The City Council continued consideration of the item to a future meeting. No action was taken.

REPORTS, ANNOUNCEMENTS AND COMMITTEE UPDATES
Council Members provided reports and announcements regarding recent community events, emergency preparedness and regional agency meetings, transportation and bicycle safety initiatives, upcoming Memorial Day activities, and participation in regional organizations and committees.

ADJOURNMENT – Mayor Loraine adjourned the meeting in memory of Nancy McGee, former San Mateo County Superintendent of Schools, followed by a moment of silence. The meeting adjourned at 12:56 a.m.

APPROVED BY: SUBMITTED BY:

Adam Loraine, Mayor Martin McTaggart, City Clerk
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City Council Special Meeting Minutes – 4/15/2026 Page 1

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

CITY OF SAN MATEO
Special Meeting Minutes
City Council
City Hall
330 W. 20th Avenue
San Mateo CA 94403
www.cityofsanmateo.org
April 15, 2026
City Hall, Council Chambers 6:00 PM
Special Meeting
CALL TO ORDER at 6:02 p.m.

Roll Call

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

Requests and Considerations for Meeting Participation by Teleconference due to Just Cause or Emergency Circumstances: there were no requests.

NEW BUSINESS

1. Proposed Horizon Services Facility - Discussion
Chief Program Officer Derya Özeş provided the presentation on behalf of Horizon Treatment Services outlining the proposed project.

Public Comment: Two organized presentations were provided. Linda Sergeval spoke in support of the Mahler Road alternative and opposed the 101 N. El Camino Real location, citing site suitability, proximity to schools and homes, traffic, zoning, cost, and timing concerns. Kathryn Collins, representing Episcopal Day School, opposed the 101 N. El Camino Real location due to proximity to the school, outdoor student activity areas, potential drop-off activity, and unanswered operational questions.

Speakers in support of the 101 N. El Camino Real location: Robert Whitehair, Terry Whitehair, Krista Hansen, Carol Eldridge, Alan Wang, David Lim, Jessica Vacketta, John Ebnetter, Jordan Grimes, and Teresa Gebler.

Speakers supported the proposed location based on the need for behavioral health and substance use treatment services, compassion for individuals seeking recovery, confidence in Horizon’s operations, concern about stigma and fear-based opposition, and the view that treatment services should be integrated within the community.

Speakers opposed to the 101 N. El Camino Real location or supportive of an alternative location: Susan Schenkel, Lynn Scott, Joe Valponi, Tom Blake, Christina Johnson, Kevin Levy, David Long, Amy Wong, Susan Bardet, Gene Chan, Judy Yee, Kell White, Katherine Gerster, Andrew Lester, Anne Steinberg, and Brendan.

Speakers generally stated that they supported treatment services but opposed the proposed El Camino Real location due to concerns regarding traffic, pedestrian safety, proximity to schools and residences, neighborhood compatibility, facility scale, transparency, local zoning authority, potential operational impacts, and the availability of alternative sites, including Mahler Road.

Council Members asked questions of Horizon Services regarding client eligibility and screening criteria; voluntary versus involuntary participation; security and operational procedures; law enforcement referrals; facility licensing and regulatory oversight; community safety measures; transportation and drop-off activity; existing Horizon facility operations and outcomes; site selection considerations; and community outreach and engagement efforts.
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City Council Special Meeting Minutes – 4/15/2026 Page 2 Horizon representatives responded to Council questions and provided additional information regarding operational practices, client screening, facility management, and treatment services. No action was taken.

The meeting was conducted for informational purposes only.

ADJOURNMENT – The meeting adjourned at 9:49 p.m.

APPROVED BY: SUBMITTED BY:

Adam Loraine, Mayor Martin McTaggart, City Clerk
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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: 5 Section Name: CONSENT CALENDAR Account Number: 10-1511 File ID: 2018 - 26-11348 TO: City Council
FROM: Alex Khojikian, City Manager
PREPARED BY: City Clerk's Office
MEETING DATE: June 15, 2026
SUBJECT:

Boards and Commission Appointment Subcommittee — Appointment Recommendations RECOMMENDATIONS:

1. Appoint William Yang and Valerie Foo to the Measure S Oversight Committee for a full term from June 15, 2026, through June 10, 2030, appoint Rich Hedges to the Measure S Oversight Committee for a partial term from June 15, 2026, through June 10, 2027, and place William Amsbary on a six-month eligibility list, should a vacancy occur.

2. Appoint Sheri Boles to the Personnel Board for a full term and place Neal Chuenprateep on a six-month eligibility list.

BACKGROUND:

Measure S Oversight Committee:

On June 9, 2026, the Appointment Subcommittee to the Measure S Oversight Committee, consisting of Deputy Mayor Fernandez and Council Member Cwirko-Godycki, with Finance Director Abby Veeser advising, interviewed applicants to fill three vacancies on the Commission. The Appointment Subcommittee interviewed the following applicants:
• William Yang
• David Chan
• William Amsbary
• Richard Hedges
• John Aguirre
• Victor Fernandez
• Valerie Foo
Recommended Action Duration
Appoint William Yang to a full term Effective June 15, 2026 through June 10, 2030 Appoint Valerie Foo to a full term Effective June 15, 2026 through June 10, 2030 Appoint Rich Hedges to a partial term Effective June 15, 2026 through June 2027 Place William Amsbary on an eligibility list Immediate through December 15, 2026 Personnel Board:

On June 10, 2026, the Appointment Subcommittee to the Personnel Board, consisting of Council Member Cwirko-Godycki and Council Member Newsom, with Human Resources Director Aracelia Esparza advising, interviewed applicants to fill one vacancy on the Board. The Appointment Subcommittee interviewed the following applicants:
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CITY OF SAN MATEO
• Neal Chuenprateep
• Sheri Boles
• Rosie Rivera
• Marcine Jansen
Recommended Action Duration
Appoint Sheri Boles to a full term Effective June 15, 2026 through June 10, 2030 Place Neal Chuenprateep on an eligibility list Immediate through December 15, 2026 Recruitment Analysis:

This year’s annual Boards and Commissions recruitment marks the third full implementation of the City Clerk’s Office’s Outreach Success Plan, an initiative designed to expand public engagement and diversify the applicant pool. The 2026 Boards and Commissions recruitment cycle received 101 total applications, representing the second-highest application total since 2021 and continuing the strong participation levels established in 2025. Total applications increased significantly from 60 applications in 2024 to more than 100 applications in both 2025 and 2026, reflecting sustained community interest in civic engagement opportunities. Youth engagement saw substantial growth, with Youth Commissioner applications increasing from 20 in 2025 to 38 in 2026, nearly doubling year over year.

Key to this success was the launch of a targeted digital advertising campaign, including strategic social media placements and audio content, to raise visibility and drive traffic to the Boards and Commissions application portal. In tandem, the Clerk’s Office expanded its direct outreach to community-based organizations, ensuring that information about civic service opportunities reached a broader and more representative cross-section of San Mateo residents. The table below shows applications received per advisory body between 2021 and 2026.

BUDGET IMPACT:

There is no budgetary impact from this administrative action.

ENVIRONMENTAL DETERMINATION:

These appointment recommendations are 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.

Number of Applications
Board or Commission
2021 2022 2023 2024 2025 2026
Sustainability and Infrastructure Commission 9 8 - 6 13 7 Library Board 10 - 8 10 17 -
Community Relations Commission 6 5 - 9 14 6
Park and Recreation Commission 4 - 4 15 10 12
Planning Commission 6 - - 12 13 6
Senior Advisory Commission 3 0 3 7 7 6
Personnel Board 4 - 2 - 5 4
Measure S Oversight Committee - - 5 - 8 9
Mosquito and Vector Control District - - - 1 - 4
Civic Arts Commission 9
Youth Commissioner 20 38
Total Applications 41 13 22 60 107 101
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CITY OF SAN MATEO

ATTACHMENTS
Att 1 – Boards, Commissions and Committees List

STAFF CONTACT
Martin McTaggart, City Clerk
[email protected]
(650) 522-7042
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Boards, Commissions & Committees List
Updated 06/11/2026
Term
Date
Appt’d
Term
Expires

COMMUNITY RELATIONS COMMISSION (650) 522-7220
Meeting: 3rd Wednesday, 7:00 p.m. City Hall (Room C)
1 Charles Hansen 06-10-26 06-10-30
1 Lamoin Werlein-Jaén 06-10-25 06-10-29
1 Jennifer Kim, Vice Chair 06-17-24 06-10-30
2 Jerold Nugent 06-10-20 06-10-28
1 Alli Fitzgerald, Chair 01-17-23 06-10-28

Term
Date
Appt’d
Term
Expires
PLANNING COMMISSION (650) 522-7212
Meeting: 2nd & 4th Tuesdays, 7:00 p.m. Council Chambers 1 Maxwell Schaumkel 06-10-25 06-10-29
1 Caiti Busch 06-10-25 06-10-29
1 Vacant 06-10-26 06-10-30
2 Margaret Williams 07-15-19 06-10-27
1 Adam Klafter, Vice Chair 06-17-24 06-10-28
PARK AND RECREATION COMMISSION (650) 522-7400
Meeting: 1st Wednesday, 7:00 p.m. City Hall (Room C)
0 Mike Etheridge 06-10-26 06-10-29
0 Regina Trapp 10-16-23 06-10-27
1 Sandra Kiapi 06-10-23 06-10-27
1 Peter Wicher, Chair 06-10-26 06-10-30
1 Sabrina Ocampo, Vice Chair 07-15-24 06-10-29
1 Maya Rae Osinki (YC) 03-02-26 03-02-27
1 Jackson Kapre (YC) 06-02-26 06-02-27
PERSONNEL BOARD (650) 522-7260
Meeting: 3rd Tuesday, 7:00 p.m. City Hall (Room C)
2 Debra Kaiser 06-10-21 06-10-29
1 Sally Porush 06-10-25 06-10-29
2 Gayle Murphy 07-20-15 06-10-26
1 Elizabeth DeWinter, Vice Chair 06-10-23 06-10-27
2 Tony Villanueva, Chair 01-19-21 06-10-28
SENIOR ADVISORY COMMISSION (650) 522-7400
Meeting: 2nd Monday, every other month beginning in January 4:00 p.m. San Mateo Senior Center
1 Thomas Lease 04-17-23 06-10-29
0 Anna Cwirko-Godycki, Vice Chair 02-05-24 06-10-27
1 Karl Lorenz 06-10-24 06-10-28
2 Ellen Wang, Chair 07-20-20 06-10-28
1 Carol Rael 06-10-26 06-10-30
2 Pranav Sathish (YC) 06-02-25 06-02-27
1 Nektarios Delis (YC) 06-02-26 06-02-27
SUSTAINABILITY & INFRASTRUCTURE (650) 522-7153

COMMISSION
Meeting: 2nd Wednesday, 7:00 p.m. Council Chambers
1 Kimi Narita, 04-05-21 06-10-27
2 Sigalle Michael, Chair 08-15-22 06-10-30
1 Edward “Rich” Kranz, Vice Chair 06-17-24 06-10-28
1 Kenyon “Mark” Lee 06-10-26 06-10-30
1 Jean-Paul Renaud 06-10-25 06-10-29
2 Zachary Scott (YC) 06-02-25 06-02-27
2 Advika Singh (YC) 06-02-25 06-02-27
LIBRARY BOARD (650) 522-7802
Meeting: 4th Monday, 5:30 p.m. Main Library Cedar Rm.
1 Richard Wysong, Vice President 06-10-23 06-10-27
1 Sheila Canzian 04-17-23 06-10-29
1 Wendy McCall, President 04-17-23 06-10-28
1 Alison Joly 06-30-25 06-10-30
1 Annie Tsai 06-17-24 06-10-29
1 Shreyans Jain (YC) 06-02-26 06-02-27
1 Elise Heneghan (YC) 06-02-26 06-02-27

MOSQUITO & VECTOR CONTROL DISTRICT
(650) 573-8358
1 Tolifili Fa 10-07-24 10-07-26
YOUTH ACTIVITIES COUNCIL (YAC) (650) 522-7472
Meets twice a month, Coordinator: Sergio Contreras
Youth from the following schools represent the voice of San Mateo teens:

Aragon – Hillsdale – Serra – San Mateo

0 = appointed to unscheduled opening, eligible to serve a first full term 1 = in first term currently
2 = in second (final) term currently
YC = Youth Commissioner
Board and Commission Members are appointed by the City Council. To apply for future vacancies, or for further information, please contact the City Clerk. Members serve a four-year term of office. Qualifications: Registered Voter of the City of San Mateo. 26 of 1101
Term
Date
Appt’d
Term
Expires

MEASURE S OVERSIGHT COMMITTEE (650) 522-7040
Meeting: 3rd Tuesday of the 2nd month of the quarter (February, May, August, November) at 6:00 p.m. City Hall (Room C) 1 Sandy Shepler, Vice Chair 04-17-23 06-10-28
0 Karen Moen, Chair 04-17-23 06-10-26
1 Stephen Mayer 06-10-25 06-10-29
0 William Yang 04-17-23 06-10-26
0 Vacant 06-15-26 06-10-27

CIVIC ARTS COMMISSION (650) 522-7164
Meeting: 2nd Monday, every other month beginning in January, 4:00 p.m. City Hall (Room C) Alison Ho 06-10-26 TBD To be determine at the first meeting of the commission Linda Druell 06-10-26 TBD To be determine at the first meeting of the commission Clarke Robinson 06-10-26 TBD To be determine at the first meeting of the commission Michael Chrien 06-10-26 TBD To be determine at the first meeting of the commission Stephen Tabler 06-10-26 TBD To be determine at the first meeting of the commission 1 Talia Fine (YC) 06-02-26 06-02-27
1 Taryn Addicott (YC) 06-02-26 06-02-27
INVESTMENT ADVISORY COMMITTEE (650) 522-7100
Meeting: 3rd Thursday of Jan/Apr/Jul/Oct at 3:30 p.m., City Hall (Room C) Jeff Adams
Michael Carney
Chris deLong
Margaret Taylor, Chair
Board and Commission Members are appointed by the City Council. To apply for future vacancies, or for further information, please contact the City Clerk. Members serve a four-year term of office. Qualifications: Registered Voter of the City of San Mateo. /s/ MARTIN MCTAGGART, CITY CLERK
27 of 1101

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: 10-1511 File ID: 26-11319 TO: City Council
FROM: Alex Khojikian, City Manager
PREPARED BY: City Clerk's Office
MEETING DATE: June 15, 2026
SUBJECT:

November 3, 2026 General Municipal Election — Calling the District Election for Candidates RECOMMENDATION:

Adopt a Resolution to call for and conduct the November 3, 2026 General Municipal Election; request consolidation with San Mateo County for election services; and authorize the City Clerk to execute the Service Agreement for the Provision of Election Services with the County of San Mateo for the Candidate election, and make any appropriate changes, with the concurrence of the City Attorney.

BACKGROUND:

A general municipal election for the City of San Mateo is scheduled for November 3, 2026, per the City’s Charter. This is the City’s third district-based election for electing City Council members. Districts 1, 3, and 5 will hold their second elections by district during this election cycle. Districts 1, 3, and 5 held their first by district elections in 2022. A Resolution is provided with this report to call the election, request consolidation with the County for conducting the election, and to identify the three City Council Members whose seats term out December 7, 2026. The Council Members with terms ending are: Lisa Diaz Nash, Robert Newsom, Jr., and Adam Loraine.

The Election Services Agreement is still being finalized, with Attachment 2 reflecting the City's revisions, hence the broad delegation of authority sought from the Council.

BUDGET IMPACT:

The City Clerk’s Office has included a request of $348,416 for standard election costs in the proposed fiscal year 2026-27 budget. If approved, during June 15, 2026, budget adoption public hearing, the City will have sufficient costs to cover the costs of conducting the election. The Elections Services Agreement is included as Attachment 2.

ENVIRONMENTAL DETERMINATION:

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

NOTICE PROVIDED
All meeting noticing requirements were met.

ATTACHMENTS
Att 1 – Proposed Resolution
Att 2 – Election Services Agreement
28 of 1101

CITY OF SAN MATEO

STAFF CONTACT
Martin McTaggart, City Clerk
[email protected]
(650) 522-7042
29 of 1101

CITY OF SAN MATEO
RESOLUTION NO. __ (2026)

A RESOLUTION CALLING FOR THE HOLDING OF A GENERAL MUNICIPAL ELECTION FOR THE ELECTION OF CERTAIN OFFICERS FOR SEATS REPRESENTING COUNCIL DISTRICTS 1, 3 AND 5 AND

REQUESTING THE BOARD OF SUPERVISORS OF THE COUNTY OF SAN MATEO TO CONSOLIDATE A GENERAL MUNICIPAL ELECTION WITH THE STATEWIDE GENERAL ELECTION ON NOVEMBER 3, 2026 WHEREAS, pursuant to the City of San Mateo’s Charter, and the laws governing elections in general law cities in the State of California, a General Municipal Election shall be held on November 3, 2026, for the election of three City Council members, one each from Districts 1, 3, and 5; and WHEREAS, it is desirable that the General Municipal Election be consolidated with the County election to be held on the same date and that within the City the precincts, polling places and election officers of the two elections be the same, and that the County election department of the County of San Mateo canvass the returns of the General Municipal Election and that the election be held in all respects as if there were only one election.

NOW, THEREFORE, IT IS HEREBY DETERMINED AND ORDERED THAT THE CITY COUNCIL OF THE CITY OF SAN MATEO, CALIFORNIA, RESOLVES as follows:

SECTION 1. A General Municipal Election is hereby called and ordered within the City boundaries to be held in the City of San Mateo, State of California, on Tuesday, November 3, 2026, for the purpose of holding the City’s third District based elections to elect three City Council members to represent Districts 1, 3 and 5 for terms commencing with the regular City Council meeting of December 7, 2026 and until the election and qualification of a successor at the general municipal election to be held the fourth year thereafter. The offices to be voted on are:

Member, City Council, District 1
Member, City Council, District 3
Member, City Council, District 5
SECTION 2. That the ballots to be used at the election shall be in form and content as required by law.

SECTION 3. Nomination papers may be procured only from the City Clerk, who shall, at the time of issuance, sign, date, and place the name of the candidate and office sought. Nominations shall be filed with the City Clerk no earlier than 8:00 a.m. on July 13, 2026, and no later than 5:00 p.m. on August 7, 2026.

If an incumbent eligible for reelection in a district does not file nomination papers by 5:00 p.m. on August 7, 2026, the nomination period for that district shall be extended pursuant to Elections Code Section 8024 until 5:00 p.m. on August 12, 2026, for all qualified candidates other than the incumbent.

SECTION 4. Candidates’ statements concerning their experience and qualifications, as required by Section 7.04 of the City Charter, shall be filed with the City Clerk not earlier than July 13, 2026, and no later than August 7, 2026. Such statement shall be accompanied by a photograph as required by said Section.

SECTION 5. The City Clerk shall publish, in the City’s adjudicated newspaper of general circulation, by two insertions therein, prior to the date for said election, the Candidates’ Statements required by Section 7.04 of the City Charter together with the photograph of said candidate.

SECTION 6. Pursuant to California Election Code Section 13307, each candidate for elective office for Districts 1, 3 and 5, not earlier than July 13, 2026, or no later than August 7, 2026, may prepare a candidate’s statement to be published in the county voter information guide. The statement shall meet the requirements as set forth in California Election Code 13307. The statement shall be limited to 200 words and a charge shall not 30 of 1101
Resolution No. __ (2026) Page 2 of 3
November 3, 2026 General Municipal Election – Calling the District Election for Candidates be levied against a candidate for the candidate’s statement sent to each voter. In the event the nomination period is extended as provided above, the deadline for submitting a candidate statement shall be correspondingly extended to August 12, 2026.

SECTION 7. Pursuant to the requirements of California Election Code Section 10403, the Board of Supervisors of the County of San Mateo is hereby requested to consent and agree to consolidation of a general municipal election with the statewide election on Tuesday, November 3, 2026, and the municipal election hereby called for November 3, 2026 shall be consolidated with the countywide election to be held within the City on said date, and within the territory affected by the consolidation, the election shall be held and conducted, election officers appointed, voting precincts designated, ballots printed, polls opened and closed, ballots counted and returned, returns canvassed, results declared, and all other proceedings incidental to and connected with the election shall be regulated and done in accordance with the provisions of law regulating the countywide election and as specified herein. The election shall be held and conducted in the manner prescribed by Elections Code section 10418. In all particulars not recited in this resolution, the election shall be held and conducted as provided by law for holding municipal elections.

SECTION 8. That pursuant to the requirements of California Election Code Section 10002, the Board of Supervisors of the County of San Mateo is hereby requested to permit the County Elections Official to render specified services to the City relating to the conduct of the election; and is hereby authorized to canvass the returns of said municipal election, and said election shall be held in all respects as if there were only one election and only one form of ballot. The County shall certify the results of the canvass of the returns of said election to the City Council of this City which shall thereafter declare the results thereof.

SECTION 9. That notice of the time and place of holding the election is given and the City Clerk is authorized, instructed, and directed to give further or additional notice of the election, in time, form and manner as required by law.

SECTION 10. That the City Clerk shall cause to be published a list of the nominees in the order in which they are to appear on the ballot and the respective offices for which they have been nominated. The notice shall be in the following form:

NOMINEES FOR PUBLIC OFFICE
NOTICE IS HEREBY GIVEN that a general municipal election will be held in the City of San Mateo on TUESDAY, the 3rd day of November 2026, for the following offices.

Members of the City Council, representing Districts 1, 3 and 5.

The polls will be open between the hours of __________m. and __________ m.

SECTION 11. The City Council authorizes the City Clerk to administer said election and all reasonable and actual election expenses shall be paid by the City upon presentation of a properly submitted bill and the City Clerk is authorized to execute a service agreement for the provision of election services with the County of San Mateo with terms approved by the City Attorney and provided the costs of such services have been appropriated by the City Council.
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Resolution No. __ (2026) Page 3 of 3
November 3, 2026 General Municipal Election – Calling the District Election for Candidates SECTION 12. The City Clerk and other City officers are directed to do all things necessary to meet the requirements of law for the conduct of the November 3, 2026, municipal election.

SECTION 13. That the City Clerk is hereby directed to file a certified copy of this resolution with the Board of Supervisors and the Elections Official for the County of San Mateo in the manner required by Elections Code Section 10403.

SECTION 14. Effective date. This resolution shall take effect upon adoption. 32 of 1101
1 SERVICE AGREEMENT FOR THE PROVISION OF ELECTION SERVICES

BETWEEN THE CITY OF SAN MATEO AND

SAN MATEO COUNTY CHIEF ELECTIONS OFFICER & ASSESSOR-COUNTY CLERK-RECORDER This Service Agreement for the Provision of Election Services (“Agreement”), entered into this _______ day of June 2026, is by and between the City of San Mateo (the “Municipality”) and San Mateo County Chief Elections Officer & Assessor – County Clerk – Recorder (the “Chief Elections Officer”).

WHEREAS, it is necessary and desirable that the Chief Elections Officer be retained for the purpose of conducting an election, described in more detail below, for the Municipality; and WHEREAS, the Chief Elections Officer has been asked by the Municipality to conduct an election on November 3, 2026 (the “Election”).

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

I. SERVICES TO BE PERFORMED BY THE MUNICIPALITY:
1) Within the time frame set by statute, the Municipality will request the Board of Supervisors, through the Chief Elections Officer, to conduct an election relating to the Municipality on November 3, 2026 and will request the services of the Chief Elections Officer in relation to the Election. 2) The Municipality will timely publish the Notice of Election and the Notice to File Declarations of Candidacy for the offices to be voted on and/or the Notice to File Arguments For or Against any measure. 3) The Municipality will submit to the Chief Elections Officer the offices to be voted on and the measure ballot questions by no later than 88 days prior to the Election. The Municipality will submit to the Chief Elections Officer the names and ballot designations of the candidates to appear upon the ballot by no later than 81 days prior to the Election.
4) The Municipality will timely prepare and deliver to the Chief Elections Officer the ballot pamphlet information containing, as applicable, candidate designations and statements, ballot measure(s), tax rate statement(s), impartial analyses, arguments for or against measures and rebuttals thereto. 5) The Municipality will, if applicable, timely review and sign off on the official ballot wording for ballot measures. 6) The Municipality will timely complete any other non-delegable tasks required by law in relation to the Election. 7) The Municipality shall maintain records/maps regarding the boundaries of the Municipality and will notify the Chief Elections Officer of any changes/additions to those boundaries by 125 days prior to the Election. 8) If a candidate for a Municipality office alleges to be indigent and unable to pay in advance the requisite fee for submitting a candidate statement, the Municipality, as the applicable local agency, shall be solely responsible for determining whether the candidate is indigent pursuant to Elections Code section 13309. The Municipality shall notify the candidate, and inform the Chief Elections Officer, of the Municipality’s indigency determination, in writing, by no later than 64 days prior to the Election. If the Municipality determines that a candidate is indigent such that the candidate is eligible for an advanced candidate statement fee waiver under Elections Code section 13309, or if the Municipality fails to advise the Chief Elections Officer of its indigency determination by the specified deadline, then the Municipality shall be responsible for paying the candidate’s pro rata share of the cost of the candidate statement, which will be invoiced in accordance with the “Costs for Services” section of this agreement. Municipality’s payment of a candidate’s pro rata share of the cost of the 33 of 1101
2 candidate statement is without prejudice to the Municipality’s ability to recover such costs directly from the candidate after the election, as authorized by Elections Code section 13309(f).

II. SERVICES TO BE PERFORMED BY CHIEF ELECTIONS OFFICER:
1) The Chief Elections Officer will select the sample and official ballot printer(s) and translators. 2) The Chief Elections Officer will prepare and deliver all election information to the printers and translators. 3) The Chief Elections Officer will determine and execute the appropriate translation and transliteration of all Election documents for which translation or transliteration is required. 4) The Chief Elections Officer will issue, receive and process vote by mail ballots. 5) The Chief Elections Officer will set up ADA compliant Vote Centers, publish any required notices and conduct the Election.
6) The Chief Elections Officer will provide services for any official recount or election contest, if applicable. 7) The Chief Elections Officer will conduct all aspects of the Canvass of Votes Cast. Pursuant to Section 10262 of the Elections Code, the Chief Elections Officer will submit a Certificate of Chief Elections Officer to the Municipality’s governing body certifying the results of the Election via email and U.S. mail by the fourth Friday after the Election.
8) The Chief Elections Officer will conduct other various and miscellaneous election-related activities directly required to conduct the Election itself, and not assigned to the Municipality above. To the extent that the Municipality has obligations under law to perform various duties that relate to the Election beyond those directly involved with conducting the Election, those duties remain the responsibility of the Municipality. If the Municipality wishes to have any such duties performed by the Chief Elections Officer, the parties must mutually agree in advance in writing to have the Chief Elections Officer perform such duties. By way of example only, if the Municipality is required to send certain notices or adopt resolutions relating to the Election, those duties remain duties of the Municipality.

III. INDEMNIFICATION
To the fullest extent permitted by law, the Municipality shall indemnify, defend (with counsel reasonably acceptable to the County), and hold harmless the County of San Mateo, the Chief Elections Officer & Assessor–County Clerk– Recorder, and their respective officers, employees, and agents (collectively, the “County Indemnitees”) from and against any and all claims, actions, proceedings, writ petitions, lawsuits, damages, judgments, liabilities, costs, and expenses, including attorneys’ fees and litigation costs, arising out of or relating to any act or omission of Municipality and its officers, employees, and agents (collectively, the “City Indemnitees) under this Agreement.

To the fullest extent permitted by law, County Indemnitees shall indemnify, defend (with counsel reasonably acceptable to the Municipality), and hold harmless City Indemnitees from and against any and all claims, actions, proceedings, writ petitions, lawsuits, damages, judgments, liabilities, costs, and expenses, including attorneys’ fees and litigation costs, arising out of or relating to any act or omission of County Indemnities under this Agreement.

IV. SURVIVAL
The provisions of this section shall survive termination or expiration of this Agreement and the completion of the Election.
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3 V. TERM:

This Agreement shall be in effect for the performance of all services incident to the preparation and conduct of the Election to be held on November 3, 2026, including before and after said Election date.

In the event the Chief Elections Officer is unable to perform services required under this Agreement as a result of employer/employee relation conditions, vendor conditions, the unavailability of Federal, State, or County funds, and/or other conditions beyond the control of the Chief Elections Officer, the Chief Elections Officer will be relieved of all obligations under this Agreement. Under the foregoing circumstances, the Chief Elections Officer may terminate this Agreement after giving 30 days written notice, at which time the Chief Elections Officer will be relieved of all obligations under this Agreement.

This Agreement can be terminated by the Municipality upon 30 days written notice.

VI. COST FOR SERVICES
In consideration of the performance of services and supplies provided by the Chief Elections Officer to conduct the Municipality’s Election, including 1) any and all costs incurred during a recount or election contest that are not reimbursed by the voter requesting the recount or filing the contest as specified in the Elections Code and 2) Municipality’s pro rata share of any other costs associated with the Election, such as return postage costs and costs for ensuring voter accessibility, the Municipality shall pay to the Chief Elections Officer a sum equal to the full cost of the Municipality’s Election, including all such services, supplies, and other costs.

The Chief Elections Officer shall send an itemized invoice to the Municipality for all services provided pursuant to this Agreement after the Election is conducted and all related costs are determined. Payment on the full amount of the invoice shall be due and the Municipality shall submit payment to the County of San Mateo within forty-five (45) days of the date of the invoice (the “Due Date”). If the amount is not paid in full within this time, interest shall accrue monthly at a rate of 0.25% per month (equivalent to 3% annually) on the unpaid balance starting at the Due Date.

Thereafter, invoices will be sent and shall be payable within thirty (30) days of the date of the invoice, with interest being added each month for any unpaid balance. The provisions of this section shall survive termination or expiration of this Agreement and the completion of the Election.

MUNICIPALITY
Signature: _____________________________________ Date:_____________ Print Name: _____________________________________
Title: _____________________________________
COUNTY
Signature: _____________________________________ Date: _____________ Print Name: _____________________________________
Title: _____________________________________
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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: 7 Section Name: CONSENT CALENDAR Account Number: 10-1511 File ID: 26-11134 TO: City Council
FROM: Alex Khojikian, City Manager
PREPARED BY: City Clerk's Office
MEETING DATE: June 15, 2026
SUBJECT:

Cablecasting and Channel Management Services – Agreement RECOMMENDATION:

Adopt a Resolution to use an alternative purchasing method to enter into an agreement with Millbrae Community Television (MCTV) for cablecasting and management of the City’s public, education, and government (PEG) channel, technology maintenance, and engineering support services in an amount not to exceed $57,000 per year for a three-year period beginning fiscal year 2026-27 through fiscal year 2028-29, with cost of living adjustments for a total amount not to exceed $166,000; establish a contingency reserve in the amount of $16,600; and authorize the City Clerk to execute the contract in substantially the form presented and issue change orders within the contingency amount.

BACKGROUND:

The City requires professional services to support the cablecasting and streaming of live, public meetings. Currently, City Council, Planning Commission, and Sustainability and Infrastructure Commission meetings are held in the City Hall Council Chamber, which is equipped with the technology necessary for concurrent online viewing and remote participation. The audiovisual facets of these public meetings are provided by Millbrae Community Television (MCTV), a 501(c)(3) non-profit community media center that provides local video production, livestreaming, and broadcast services for the City of San Mateo and other local agencies.

Since 2006, the City has contracted with MCTV to provide professional broadcast and operational support for the City’s public, education, and government (PEG) channel. MCTV has consistently delivered reliable meeting coverage, along with maintenance and technical support for the Council Chamber’s audiovisual system, including repairs, documentation, and on-call assistance. In January 2026, MCTV aided in the City Hall Council Chamber audiovisual upgrade effort and supported off-site broadcasting and streaming of public meetings at the San Mateo Main Library during the temporary Council Chamber closure. This partnership is critical to ensure continuity and efficient public meeting operations. In addition to routine meeting support, the City also engages MCTV for as-needed video production services to cover various City programs and events.

The proposed scope of work includes professional public meeting broadcasting, livestreaming, and playback administration, as well as comprehensive support for the PEG channel. The agreement term is three years. Based on MCTV’s specialized knowledge of the City’s equipment and systems, staff recommends the use of an alternative purchasing method to contract with MCTV. San Mateo Municipal Code Section 3.60.050(b) authorizes renewal without a competitive bidding process when bidding would be impracticable, unavailing, or impossible. Staff therefore recommends approval of an alternative purchasing procedure for this agreement to avoid potential service disruptions that could result from a transition, which would adversely impact the City’s ability to conduct, broadcast, and stream public meetings.

The contract includes cost-of-living adjustments of up to 3%, for a total contract amount not to exceed $166,000. A 10% 36 of 1101

CITY OF SAN MATEO
contingency of $16,600 is also recommended to account for the addition of unanticipated meetings, cloud applications and storage services, and potential additional video production services.

BUDGET IMPACT:

The City Clerk's Office has included a request for the proposed fiscal year 2026-27 to cover the costs of these services. A subsequent request for the required funds will be submitted for fiscal years 2027-28 and 2028-29. If approved, during the June 15, 2026, budget adoption hearing, the City Clerk's Office will have sufficient funds to cover the costs associated with the first year of this agreement.

ENVIRONMENTAL DETERMINATION:

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

NOTICE PROVIDED
All meeting noticing requirements were met.

ATTACHMENTS
Att 1 – Proposed Resolution
Att 2 – Agreement

STAFF CONTACT
Erin Fellers, Management Analyst I
[email protected]
(650) 522-7066
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CITY OF SAN MATEO
RESOLUTION NO. ____ (2026)

APPROVING ALTERNATIVE PURCHASING PROCEDURE FOR AN AGREEMENT WITH MILLBRAE COMMUNITY

TELEVISION, INC FOR CABLECASTING, CHANNEL MANAGEMENT, MAINTENANCE

AND ENGINEERING SUPPORT SERVICES
WHEREAS, the City of San Mateo has a need for professional public meeting broadcasting, live streaming, playback administration, and support for the City’s public, education, and government (PEG) channel; and
WHEREAS, renewal without a competitive bidding process is necessary to avoid potential service disruptions that could result from a transition, which would adversely impact the City’s ability to conduct, broadcast, and stream public meetings; and
WHEREAS, in accordance with San Mateo Municipal Code section 3.60.050(b) agreements may be awarded without competitive bids if calling for bids would be impracticable, unavailing or impossible and the City Council sets forth findings designating the reasons; and WHEREAS, City staff recommends approval of the agreement with Millbrae Community Television, Inc. (MCTV) for Cablecasting, Channel Management, Maintenance and Engineering Support Services.

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

1. 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).)

2. In accordance with Municipal Code section 3.60.050 (b), calling for bids would be impracticable because:
a) MCTV has specialized knowledge of the equipment in the Council audio visual control room and Council Chamber based on their years of providing service for cablecasting, channel management, maintenance, and engineering support services; and b) Approval of an alternative purchasing procedure for this agreement would avoid potential service disruptions that could result from a transition, which would adversely impact the City’s ability to conduct, broadcast, and stream public meetings.

3. The agreement with MCTV for Cablecasting, Channel Management, Maintenance and Engineering Support Services, in the amount an amount up to $57,000 annually, with the total amount payable not to exceed $166,000 for three years is approved.

4. The City Clerk is authorized to execute the agreement in substantially the form submitted, on behalf of the City.
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Contract for Services Page 1 of 10
Rev 4/26

AGREEMENT WITH MILLBRAE COMMUNITY TELEVISION (MCTV)

FOR CABLECASTING, CHANNEL MANAGEMENT, MAINTENANCE

AND ENGINEERING SUPPORT 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 MILLBRAE COMMUNITY TELEVISION, INC. (MCTV), a Nonprofit Corporation (" CONTRACTOR"), whose address is 621 Magnolia, Millbrae, CA 94030.

RECITALS:

A. CITY desires certain cablecasting, video, and channel management services hereinafter described.

B. CITY desires to engage CONTRACTOR to provide these cablecasting, video, and channel management 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 agrees to comply with the City’s minimum wage ordinance as codified in Municipal Code Chapter 5.92, which differs from the state minimum wage and includes a Consumer Price Index escalator.

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

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

SECTION 4 - TERM
The services to be performed under this Agreement shall commence on July 1, 2026 and be completed on June 30, 2029.

SECTION 5 - PAYMENT
Upon successful performance of the services set forth in Exhibit A and upon CONTRACTOR'S submission of a payment request, CITY shall pay a fee of up to $57,000 annually, with the total amount payable to Contractor under this agreement not to exceed $166,000 for three years, only for services rendered, pursuant to the rates stated in Exhibit B.

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

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

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

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

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

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

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

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

SECTION 14 - RELIANCE UPON SKILL OF CONTRACTOR
It is mutually understood and agreed by and between the parties hereto that CONTRACTOR is skilled in the performance of the work agreed to be done under this Agreement and that CITY relies upon the skill of CONTRACTOR to do and perform the work in the most skillful manner, and CONTRACTOR agrees to thus perform the work. The acceptance of CONTRACTOR's work by CITY does not operate as a release of CONTRACTOR from said obligation.

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

SECTION 16 - COSTS AND ATTORNEY FEES
Attorney fees in total amount not exceeding $5000, shall be recoverable as costs (by the filing of a cost bill) by the prevailing party in any action or actions to enforce the provisions of this Agreement. The above $5000 limit is the total of attorney fees recoverable whether in the trial court, appellate court, or otherwise, and regardless of the number of attorneys, trials, appeals, or actions. It is the intent of this provision that neither party shall have to pay the other more than $5000 for attorney fees arising out of an action, or actions to enforce the provisions of this Agreement.

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

SECTION 18 - MEDIATION
Should any dispute arise out of this Agreement, any party may request that it be submitted to mediation. The parties shall meet in mediation within 30 days of a request. The mediator shall be agreed to by the mediating parties; in the absence of an agreement, the parties shall each submit one name from mediators listed by either the American Arbitration Association, the State Mediation and Conciliation Service, or other agreed-upon service. The mediator shall be selected by a blind draw.

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

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

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

To CITY: Martin McTaggart, City Clerk
City of San Mateo
330 W. 20th Avenue
San Mateo, CA 94403
To CONTRACTOR: Millbrae Community Television, Inc.
(MCTV)
Attn: Marshall Nielsen, President
621 Magnolia
Millbrae, CA 94030-0898
SECTION 21 - AGREEMENT CONTAINS ALL
UNDERSTANDINGS; AMENDMENT
This document represents the entire and integrated agreement between CITY and CONTRACTOR and supersedes all prior negotiations, representations, and agreements, either written or oral.

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

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

CITY OF SAN MATEO CONTRACTOR
Martin McTaggart
City Clerk
Date Marshall Nielsen
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)
Mazarin Vakharia
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

PRODUCTION SERVICES
MCTV will provide production and live cablecasting services for the following government meetings:
• City Council regularly scheduled and study sessions
• General Plan Subcommittee regularly scheduled
• Planning Commission, regularly scheduled
• Sustainability & Infrastructure regularly scheduled
• Special meetings of above-mentioned groups, for which the city will attempt to provide MCTV with 72 hours’ notice but no less than 24 hours’ notice.

The City may cancel meeting coverage upon 24 hours’ notice to MCTV. All meetings held at City Hall shall be broadcast live on local cable and/or playback streaming service providers. Other events shall be webcast live on a “best effort” basis dependent upon availability of high-speed internet services at the event location. No public meeting shall be edited or subject to editorial comments by MCTV.

Production services shall include basic setup and breakdown of any required television production equipment. MCTV shall also prepare meeting agenda graphics and televise agenda graphics on loop at least 10 minutes prior to the scheduled meeting start. MCTV will assist the City staff by troubleshooting where necessary to ensure good audio and video signal is received by cable and internet viewers. MCTV will assist with audiovisual presentation equipment if required.

CHANNEL MANAGEMENT
MCTV shall provide playback and streaming cablecasting service to the City as follows:
• Schedule and program SMTV for playbacks. Content will include all recorded City meetings and local, professionally produced programs selected to be of interest of the City’s population.
• Post channel information slides with licensed audio for simulcast. • Maintain consistent, continuous Channel streaming.

MAINTENANCE/ENGINEERING SUPPORT
MCTV shall provide basic maintenance and technical support for equipment in the Council A/V control room and Council Chamber. This includes repairs where applicable, reports on equipment status and production procedures, and on-call basic technical assistance for users of the equipment outside of MCTV staff during daytime and evening hours.

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EXHIBIT B

PAYMENT RATES
Regular Services Payment Rates
Service Rates
Meetings under 2 hours $592 per meeting
Meetings 2 hours longer $731 per meeting
Special Meeting – preceding or following a meeting $307 per Study Session Channel and Station Management: Live streaming services, maintenance, engineering support $1671 per month
Cloud Storage $166 per month
(Billed to City Clerk’s Office)
Scheduling a meeting with less than 48-hours notice $188 Cancelling a meeting with less than 48-hours notice $188 After the first year, rates are subject to a 3% Bay Area Cost of Living Adjustment per year, effective July 1 of each year. CONTRACTOR shall provide written notification of updated rates in a timely manner.

The chart below provides the breakdown of estimated annual costs for the Agreement.

Fiscal Year
Actuals
2024-25 Est. 2025-26 Est. 2026-27 Est. 2027-28 Est. 2028-29 3-year Est.

Agreement Total
3% COLA increase $48,518.00 $49,974.00 $51,473.00 $53,017.00 $54,608.00 Cloud Storage
$166 x 12 = $1,992 $1,992.00 $1,992.00 $1,992.00
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EXHIBIT C

INSURANCE REQUIREMENTS

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

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

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

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

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

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

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

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

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

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

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

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

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

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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: 8 Section Name: CONSENT CALENDAR Account Number: 10-1311 File ID: 26-11334 TO: City Council
FROM: Alex Khojikian, City Manager
PREPARED BY: City Manager's Office
MEETING DATE: June 15, 2026
SUBJECT:

Communications Support Services — Amendment
RECOMMENDATION:

Approve Amendment No. 1 to the agreement with Jeanne Sullivan Billeci for communications services in the amount of $60,000 for a new agreement total of $135,000 and extend the term of the agreement through June 30, 2028; and authorize the City Manager to execute the amendment in substantially the form presented.

BACKGROUND:

In recent years, prioritizing communications has become a greater focus for the City, with communications methods becoming more strategic over time. Over the last few years, that increased focus has been partially supported by outside consulting to support timely and impactful media relations, newsletter creation, informational campaigns, crisis communications, speechwriting and public messaging to be used in presentations, on the website, social media and in print. While the City has now employed a communications manager, the volume and complexity of the work continues to grow and would benefit from the continuation of additional capacity and specialized support to ensure timely, accurate and effective communication with the public.

Continued support would also allow more capacity for special project work, including communication of major transportation initiatives, marketing potentially revenue-enhancing parking availability and transparent communication around ongoing transportation safety initiatives and progress. Recent projects have illustrated the value of increased outreach and engagement, especially to reach diverse and historically underserved communities. This support would also allow capacity for expert oversight of communications projects to support the organization’s 12 distinct departments.

Jeanne Sullivan Billeci has more than 30 years of experience in strategic communications, media relations, crisis communications, executive coaching, and public information. She has lived and worked extensively on the San Francisco Peninsula and has provided communications support to the cities of San Mateo, Palo Alto, Redwood City, and Mountain View. Her work includes advising City Managers, department heads, elected officials and senior staff on communications campaigns, media interviews, public presentations, community engagement and sensitive public issues. Her background provides the City with added senior-level communications support, regional knowledge and the ability to communicate complex municipal issues clearly to the public.

An increase of $60,000 and extension of the term through June 30, 2028, is estimated to support these consultant services. Based on the above, staff recommends approval of Amendment 1 (Attachment 1) with Jeanne Sullivan Billeci, increasing the agreement amount by $60,000 for a total not-to-exceed amount of $135,000 and extension through June 30, 2028, in order to meet the City’s immediate volume and complexity of Citywide communications. To support the City's long-term communications needs, staff anticipate issuing a competitive Request for Proposals (RFP) for communications services prior to the expiration of the agreement (June 2028). 49 of 1101

CITY OF SAN MATEO
BUDGET IMPACT:

The professional services provided through this agreement will be absorbed by the communications and marketing budget allocated within the General Fund. No additional funds are needed at this time.

ENVIRONMENTAL DETERMINATION:

This 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).)

NOTICE PROVIDED
All meeting noticing requirements were met.

ATTACHMENTS
Att 1 – Amendment
Att 2 – Agreement

STAFF CONTACT
Kailey Fiscaro, Communications Manager
[email protected]
(650) 522-7005
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Contract Amendment Page 1 of 2
CAO Approved June 2024
AMENDMENT NO. 1 TO THE AGREEMENT

BETWEEN THE CITY OF SAN MATEO AND

JEANNE SULLIVAN BILLECI FOR

PROFESSIONAL CONSULTANT SERVICES
($75,000 [Original Amount] $60,000 [added amount, Amendment No. 1]) This Amendment No. 1 is made and entered into this day of June 16, 2026, by and between the CITY OF SAN MATEO, a municipal corporation existing under the laws of the State of California ("CITY"), and Jeanne Sullivan Billeci ("CONSULTANT").

WHEREAS, City and Jeanne Sullivan Billeci wish to amend the Agreement effective June 16, 2026, to increase the not to exceed amount and extend the term of this Agreement.

NOW, THEREFORE, the Parties agree as follows:

1. Section 4 of the Agreement is amended to read:

The services to be performed under this Agreement shall commence on August 25, 2025, and be completed by June 30, 2028.

2. Section 5 of the Agreement is amended to read:

CITY agrees to pay CONSULTANT a fee in an amount of $125 per hour, not to exceed $135,000 pursuant to rates stated in Exhibit B to this Agreement, attached and incorporated by reference.

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

CITY OF SAN MATEO CONSULTANT
Alex Khojikian
City Manager
Date Jeanne Sullivan Billeci
Sole Proprietor
Date

APPROVED AS TO FORM
Mazarin Vakharia
Assistant City Attorney
Date
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AGREEMENT WITH JEANNE SULLIVAN BILLECI

FOR PROFESSIONAL CONSULTANT SERVICES
FOR

ONGOING CITY OF SAN MATEO COMMUNICATIONS SUPPORT
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 Jeanne Sullivan Billeci, a communications consultant sole proprietor (“CONSULTANT”), whose address is 1456 SW 25th Ave., Unit D, Boynton Beach, FL 33426.

RECITALS:

A. CITY desires certain communications services hereinafter described.

B. CITY desires to engage CONSULTANT to provide these communications 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.

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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 4 - TERM
The services to be performed under this Agreement shall commence on the day of contract execution and be completed by June 30, 2026.

SECTION 5 - PAYMENT
Payment shall be made by CITY only for services rendered and upon submission of a payment request upon completion and CITY approval of the work performed. In consideration for the full performance of the services set forth in Exhibit A, CITY agrees to pay CONSULTANT a fee in an amount of $125 per hour, not to exceed $75,000 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.

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.

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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 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.

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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.

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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: Christina Horrisberger
City of San Mateo
330 W. 20th Ave.,
San Mateo, CA 94403
To CONSULTANT: Jeanne Sullivan Billeci
1456 SW 25th Ave., Unit D
Boynton Beach, FL 33426
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 Jeanne Sullivan Billeci have executed this Agreement the day and year first above written.

Attachments:

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

CITY OF SAN MATEO CONSULTANT
Alex Khojikian
City Manager
Date Jeanne Sullivan Billeci
Sole Proprietor
Date

APPROVED AS TO FORM
Mazarin Vakharia
Assistant City Attorney
Date
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8/25/2025
8/25/2025
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EXHIBIT A

SCOPE OF SERVICES
The contractor agrees to provide a broad scope of communications services, including, but not limited to the following as needed:
• Press releases and media correspondence support
• Speech and public message drafting and support
• Newsletter and article research, drafting, and publishing • Council Connection creation and submission
• Media/outreach event support
• Crisis communications consulting
• Strategic communications plan support
• Public information campaign support
• Website and social media content support
• Editing extradepartmental releases as needed
• Additional communication consulting and implementation as directed by the Communications Manager, Assistant City Manager, and/or City Manager
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EXHIBIT B

FEE RATES
CONSULTANT shall charge CITY the hourly rate set forth below, not to exceed the total amount set forth in the Agreement. Payment shall be made by CITY only for services rendered and upon satisfactory completion of the work performed. CONSULTANT shall bill CITY monthly.

CONSULTANT’s rate is $125 per hour not to exceed the amount of $75,000.

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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 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.

4. Professional Liability (Errors and Omissions): Insurance appropriate to the CONSULTANT’s profession, with limit no less than $1,000,000 per occurrence or claim, $2,000,000 aggregate.

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

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

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

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

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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.

Docusign Envelope ID: 74C0E042-B637-4200-889B-670B892A186B 62 of 1101
Docusign Envelope ID: 74C0E042-B637-4200-889B-670B892A186B 63 of 1101
Certificate Of Completion
Envelope Id: 74C0E042-B637-4200-889B-670B892A186B Status: Completed Subject: Complete with Docusign: 2025-2026 JEANNE SULLIVAN BILLECI - Professional Consultant Services Source Envelope:

Document Pages: 11 Signatures: 3 Envelope Originator:

Certificate Pages: 5 Initials: 0 Laurie Strange
AutoNav: Enabled
EnvelopeId Stamping: Enabled
Time Zone: (UTC-08:00) Pacific Time (US & Canada)
330 W. 20th Avenue
City Clerk's Office
San Mateo, CA 94403
[email protected]
IP Address: 76.14.0.98
Record Tracking
Status: Original
8/22/2025 3:35:54 PM
Holder: Laurie Strange
[email protected]
Location: DocuSign
Signer Events Signature Timestamp
Jeanne Sullivan Billeci
[email protected]
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ID: e81b7a84-7853-42d3-b485-d9ca938e8b7c
Mazarin Vakharia
[email protected]
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Electronic Record and Signature Disclosure:

Accepted: 8/25/2025 8:34:11 AM
ID: 0106de71-d548-46f7-807e-6fbce2c8e572
Alex Khojikian
[email protected]
City Manager
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2601:647:4201:ab80:b429:38b1:6169:97ea
Sent: 8/25/2025 8:34:40 AM
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Signed: 8/25/2025 2:59:44 PM
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Accepted: 8/25/2025 2:59:04 PM
ID: 1c2536de-6e30-4374-8c50-192c8ac82863
In Person Signer Events Signature Timestamp
Editor Delivery Events Status Timestamp
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Certified Delivery Events Status Timestamp
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Zachary Reda
[email protected]
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Electronic Record and Signature Disclosure:

Not Offered via Docusign
Laurie Strange
[email protected]
Executive Secretary
City of San Mateo
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Envelope Sent Hashed/Encrypted 8/22/2025 3:46:30 PM
Certified Delivered Security Checked 8/25/2025 2:59:04 PM Signing Complete Security Checked 8/25/2025 2:59:44 PM
Completed Security Checked 8/25/2025 2:59:46 PM
Payment Events Status Timestamps
Electronic Record and Signature Disclosure
65 of 1101

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All notices and disclosures will be sent to you electronically Unless you tell us otherwise in accordance with the procedures described herein, we will provide electronically to you through the DocuSign system all required notices, disclosures, authorizations, acknowledgements, and other documents that are required to be provided or made available to you during the course of our relationship with you. To reduce the chance of you inadvertently not receiving any notice or disclosure, we prefer to provide all of the required notices and disclosures to you by the same method and to the same address that you have given us. Thus, you can receive all the disclosures and notices electronically or in paper format through the paper mail delivery system. If you do not agree with this process, please let us know as described below. Please also see the paragraph immediately above that describes the consequences of your electing not to receive delivery of the notices and disclosures Electronic Record and Signature Disclosure created on: 6/13/2017 8:08:23 AM Parties agreed to: Jeanne Sullivan Billeci, Mazarin Vakharia, Alex Khojikian 66 of 1101
electronically from us.

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Acknowledging your access and consent to receive materials electronically 67 of 1101
To confirm to us that you can access this information electronically, which will be similar to other electronic notices and disclosures that we will provide to you, please verify that you were able to read this electronic disclosure and that you also were able to print on paper or electronically save this page for your future reference and access or that you were able to e-mail this disclosure and consent to an address where you will be able to print on paper or save it for your future reference and access. Further, if you consent to receiving notices and disclosures exclusively in electronic format on the terms and conditions described above, please let us know by clicking the ‘I agree’ button below.

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68 of 1101

CITY OF SAN MATEO

CITY OF SAN MATEO
Agenda Report
City Hall
330 W. 20th Avenue
San Mateo CA 94403
www.cityofsanmateo.org
Agenda Number: 9 Section Name: CONSENT CALENDAR Account Number: 10-1711 File ID: 26-11284 TO: City Council
FROM: Prasanna W. Rasiah, City Attorney
PREPARED BY: City Attorney's Office
MEETING DATE: June 15, 2026
SUBJECT:

Fiscal Year 2026-27 General Liability and Property Insurance — Purchase Authorization RECOMMENDATION:

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 2026-27.

BACKGROUND:

For the past six years, the City Council has authorized 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 and property risks and authorized the City Attorney to execute all required documents to purchase the selected insurance. The request for Council to authorize a committee in fiscal year 2020-21 was to allow the City to enroll in an organization called Public Risk Innovations, Solutions, and Management (PRISM), formerly known as the California State Association of Counties (CSAC) Excess Insurance Authority. PRISM is a joint powers authority comprised of dozens of government agencies that provides coverage up to $25 million above a $1 million Self-Insured Retention (SIR) per occurrence, and a $1 million Individual Member Corridor Deductible (IMCD) that erodes over the course of the fiscal year in exchange for a premium discount for the excess liability insurance policy.

The property insurance market has improved such that the premium for property insurance will likely be reduced by an estimated 19.1 percent. However, the premium for excess liability coverage will likely increase by an estimated 40.1 percent to 54.4 percent, primarily due to the challenging insurance market.

City of San Mateo 2026-2027 Insurance Budget Estimates
Coverage Expiring
Premium
Renewal
Premium
2026-2027
Budget Low
Estimate
2026-2027
Budget High
Estimate
% Change Low
Estimate
% Change High
Estimate
Library DIC $82,227 $110,678 $84,694 $90,450 3.0% 10.0% Excess Liability $2,206,808 $3,408,000 $3,092,000 $3,408,000 40.1% 54.4% Property, Boiler &
Machinery,
$1,506,581 $1,264,711 $1,264,711 $1,506,581 -19.1% 0.0% 69 of 1101

CITY OF SAN MATEO
Environmental &
Cyber
Crime Insurance $10,629 $11,214 $10,629 $11,160 0.0% 5.0% Property (Bridges) $174,261 $188,463 $179,489 $188,463 3.0% 8.2% SAM $19,501 $21,451 $20,476 $21,451 5.0% 10.0%
San Mateo-Foster
City Public
Financing
Authority
(Liability)
$25,354 $29,157 $26,622 $29,157 5.0% 15.0%
Total: $4,025,361 $5,033,674 $4,769,832 $5,255,263 18.5% 30.6% In February 2026, the City Attorney’s Office received the fiscal year 2026-27 Insurance Budget Estimates and PRISM Premium Estimates, followed by updated estimates in June 2026. Generally, the estimates are provided as a range rather than an exact number. For the purposes of this staff report, the renewal premiums listed above represent an average of the low and high budget estimates.

The premium for the APIP property renewal is $1,264,711 (the same as the budget low estimate), the crime insurance premium is $11,214 (marginally more than the budget low estimate) and this year's premium for the Library's DIC insurance coverage was renewed in March 2026 for $110,678. Additionally, the significant increase in the Excess Liability premium is at least partly attributable to the 12.8% increase in payroll. The Property, Boiler & Machinery, Environmental & Cyber premium also now includes the new Waste Water Treatment Plant (WWTP).

The renewal premium estimates currently total $5,033,674, which is below the budget high estimated total of $5,255,263.

Regardless, the staff committee is given broad authority to obtain insurance coverage even if the estimate is somewhat more than the budget high estimate.

The staff committee is recommending that Council authorize the committee to select the most cost-effective solution continuing into fiscal year 2026-27 as circumstances remain challenging and unusual. The City Attorney would then execute all of the documents necessary to obtain that insurance. Included in this evaluation would be liability insurance and property insurance (including insuring the City’s critical bridges), and excess cyber liability, if deemed necessary. In addition, the Main Library's Difference in Conditions (DIC) including Flood and Earth Movement/Building Ordinance/ICC/Demo coverage is renewed annually in March. This year's premium for the Library's DIC insurance coverage was renewed in March 2026 for $82,227 as noted above. The budget high estimate for this coverage is $90,450, which will be renewed in March 2027.

BUDGET IMPACT:

The City paid approximately $4,025,361 for general liability and property insurance (including bridges, cyber, and crime) for fiscal year 2025-26. The renewal premiums for 2026-27, including Library DIC, is estimated to be $5,033,674. The proposed fiscal year 2026-27 budget assumed $5 million for insurance premiums. While no modifications to appropriations are likely to be required, staff will return to the Council for a supplemental appropriation if necessary.

ENVIRONMENTAL DETERMINATION:

This item 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.) 70 of 1101

CITY OF SAN MATEO

NOTICE PROVIDED
All meeting noticing requirements were met.

ATTACHMENTS
None

STAFF CONTACT
Prasanna W. Rasiah, City Attorney
[email protected]
(650) 522-7020
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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: 10 Section Name: CONSENT CALENDAR Account Number: 10-5131 File ID: 26-11242 TO: City Council
FROM: Alex Khojikian, City Manager
PREPARED BY: Police Department
MEETING DATE: June 15, 2026
SUBJECT:

Juvenile Diversion Program Case Management Services – Agreement RECOMMENDATION:

Approve a two-year agreement with the County of San Mateo for reimbursement for case management services for the San Mateo Police Department Juvenile Diversion Program in the amount of $421,001; and authorize the Chief of Police to execute the agreement in substantially the form presented.

BACKGROUND:

In 2013, the San Mateo Police Department created a Youth Services Bureau and assigned personnel to focus on juvenile diversion. The Police Department is committed to youth and the desire not to unnecessarily introduce them into the juvenile justice system. Our Juvenile Diversion Program targets youth ages 11-17 that have either committed a minor offense or seem predestined to do so by current behavior. Each youth enters into an individualized contract based on specific needs. The contract may consist of school attendance requirements, counseling for the youth and their family, utilization of outside resources such as medical or mental health professions and community service. The goal of this extraordinary program is to intervene and assist at-risk youth, with the hopes of ultimately deterring them from the juvenile justice system, and keep them on track, in school, and positively engaged with their family and community.

In 2015, staff initiated a partnership with the Youth Services Bureau of the YMCA and the County of San Mateo for provision of a Juvenile Diversion Capstone Case Manager. The YMCA provides a skilled case manager who performs a multi-disciplinary assessment of the juvenile participants to determine the core cause of issues leading to their delinquency and develops strategies for rehabilitation. The services provided are multi-faceted and offer a culminating “capstone” experience for the youths in the program. The Case Manager has oversight of the juveniles and ensures a comprehensive plan tailored to the unique situation and circumstances is in place to address each participant’s individual needs. The City is currently contracted with the YMCA for provision of these services through FY27/28.

We are grateful that the County of San Mateo has recognized the value in our Diversion Program, as the program fills a gap in much needed services. Given that we are diverting youth out of their corrections and probation systems, the County has offered reimbursement to the City for expenditures related to the Case Manager since 2015. The proposed agreement affirms their willingness to fully reimburse the City for expenditures related to the case manager for the duration of the current contract with the YMCA – $207,715 for FY26/27 and $213,286 for FY27/28. It is the City’s policy that intergovernmental agency agreements be approved by the City Council. 72 of 1101

CITY OF SAN MATEO
BUDGET IMPACT:

Funding for the YMCA contract for case management services and the corresponding reimbursement revenue from the County has been planned for and included in the 2026-2028 Business Plan. The result is no net impact to the General Fund.

ENVIRONMENTAL DETERMINATION:

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

NOTICE PROVIDED
All meeting noticing requirements were met.

ATTACHMENTS
Att 1 – Agreement

STAFF CONTACT
Ed Barberini, Chief of Police
[email protected]
(650) 522-7600
Tricia Toomey, Business Manager
[email protected]
(650) 522-7623
73 of 1101
Agreement No. __________ Board Resolution No. ________

Page 1 ends

GRANT AGREEMENT

BETWEEN THE COUNTY OF SAN MATEO AND CITY OF SAN MATEO
This Grant Agreement (the “Agreement”) is entered into this ____ day of ___________2026 by and between the County of San Mateo, a political subdivision of the state of California, hereinafter called “County,” and City of San Mateo, a charter city and municipal corporation of the State of California, hereinafter called “Grantee.” County and Grantee may be collectively referred to herein as “Parties” and individually as “Party”.
* * *
WHEREAS, Grantee has requested a grant from the County for the public purpose of funding its Juvenile Justice Case Management Program; and
WHEREAS, the County has approved the grant of certain funds to Grantee pursuant to the terms and conditions set forth herein.

NOW, THEREFORE, in consideration of the mutual promises and benefits set forth herein, the sufficiency of which is hereby acknowledged, it is agreed by the Parties as follows:

1. Exhibits and Attachments
The following exhibits and attachments are attached to this Agreement and incorporated into this Agreement by this reference:

Exhibit A—Grant Purpose
Exhibit B—Grant Disbursement

2. Grant
Subject to the terms and conditions specified herein, County hereby grants to Grantee a total sum not to exceed FOUR HUNDRED TWENTY ONE THOUSAND ONE DOLLARS AND ZERO CENTES ($421,001) (the “Grant”) in consideration of and on the condition that the Grant be expended solely for the Grant Purpose as specified in Exhibit A, and in no event shall the County’s total fiscal obligation under this Agreement exceed this amount. The Grant shall be disbursed in accordance with the terms and conditions specified in Exhibit B.

3. Grantee’s Representations and Warranties
Grantee represents and warrants the following:
a. Grantee shall ensure that the Grant is expended in compliance with applicable law and regulations. b. Grantee has full power, authority, and legal right to execute and deliver this Agreement and all other agreements, documents, and instruments contemplated hereby or thereby and to incur and perform its obligations hereunder and thereunder.
c. Grantee is not in default under or in violation of any indenture or agreement to which it is a party or by which it is bound, or any order, regulation, ruling, or requirement of a court or other public body or authority. No creditor has given Grantee a notice or threatened to give it any notice of default under any material agreement. No event has occurred and is continuing and no condition exists that would constitute an event of default or an event which, with the lapse of time or the giving of notice, or both, would become an event of default.
d. No action, suit or proceeding (and to its knowledge, no investigation) is pending against Grantee before any court or administrative agency, (i) the outcome of which, by itself or taken together with other such litigation, would be reasonably expected to have a material adverse effect on Grantee’s 74 of 1101
Agreement No. __________ Board Resolution No. ________

Page 2 ends

business, assets, operations, or financial condition, or (ii) which purports to affect the legality, enforceability, or validity of this Agreement.
e. Grantee is in material compliance with all federal, state and local laws, rules, regulations, ordinances, and orders applicable to it, including, without limitation, all applicable health and safety, environmental, and building and zoning laws.
f. Grantee will submit an IRS W-9 Form to the County and such other documentation as reasonably requested by the County to facilitate disbursement of the Grant.

Grantee agrees to provide records sufficient to substantiate its representations and warranties upon the County’s request. Grantee understands and agrees that the foregoing representations and warranties are material to the County’s approval of the Grant.

4. Term & Termination
Subject to compliance with all terms and conditions, the term of this Agreement shall be from July 1, 2026 through June 30, 2028. This Agreement will not automatically renew, nor shall it create any reliance on the possibility of future grants.

County may terminate this Agreement based upon the unavailability of Federal, State, or County funds by providing written notice to Grantee within a reasonable time after County learns of said unavailability of funding. Grantee acknowledges that this Agreement may be subject to approval of the Board of Supervisors and assumes all risk of possible non-appropriation and non-approval of funds.

County may suspend and/or terminate this Agreement if Grantee fails to comply with the terms of this Agreement and may, in its sole discretion, withhold or cancel pending and future disbursements of Grant funds and/or require Grantee to return some or all funds disbursed under this Agreement.

5. Relationship of Parties
Notwithstanding any publicity or other references to the County, Grantee understands and agrees that any work funded by the Grant is not performed by Grantee as an independent contractor of the County or as an employee of County and that neither Grantee nor its employees acquire any of the rights, privileges, powers, or advantages of County contractors or County employees. Grantee acknowledges and agrees that it is not, and will not hold itself out as, an agent, partner, or co-venturer of the County, and that this Agreement is not intended to and does not create an agency, partnership, or joint venture between the Parties.

6. Hold Harmless
Grantee shall indemnify and save harmless County and its officers, agents, employees, and servants from all claims, suits, or actions of every name, kind, and description resulting from this Agreement, the performance of any work or services performed of Grantee in furtherance of the Project under this Agreement, or payments made pursuant to this Agreement brought for, or on account of, any of the following:
(A) injuries to or death of any person, including Grantee or its employees/officers/agents/volunteers;
(B) damage to any property of any kind whatsoever and to whomsoever belonging; (C) any sanctions, penalties, or claims of damages resulting from Grantee’s failure to comply with any applicable federal, state, or local laws or regulations; or (D) any other loss or cost, including but not limited to that caused by the concurrent active or passive negligence of County and/or its officers, agents, employees, or servants. However, Grantee’s duty to indemnify and save harmless under this Section shall not apply to injuries or 75 of 1101
Agreement No. __________ Board Resolution No. ________

Page 3 ends

damage for which County has been found in a court of competent jurisdiction to be solely liable by reason of its own negligence or willful misconduct.

The duty of Grantee to indemnify and save harmless as set forth by this Section shall include the duty to defend as set forth in Section 2778 of the California Civil Code.

7. Insurance
a. General Requirements
Prior to its receipt of any funds pursuant to this Grant Agreement, Grantee shall obtain all insurance required under this Section and such insurance shall be subject to the approval by County’s Risk Management, and Grantee shall use diligence to obtain such insurance and to obtain such approval.

Grantee shall furnish County with certificates of insurance evidencing the required coverage, and there shall be a specific contractual liability endorsement extending Grantee’s coverage to include the contractual liability assumed by Grantee pursuant to this Agreement. These certificates shall specify or be endorsed to provide that thirty (30) days’ notice must be given, in writing, to County of any pending change in the limits of liability or of any cancellation or modification of the policy. b. Workers’ Compensation and Employer’s Liability Insurance Grantee shall have in effect during the entire term of this Agreement workers’ compensation and employer’s liability insurance providing full statutory coverage. In signing this Agreement, Grantee certifies, as required by Section 1861 of the California Labor Code, that (a) it is aware of the provisions of Section 3700 of the California Labor Code, which require every employer to be insured against liability for workers’ compensation or to undertake self-insurance in accordance with the provisions of the Labor Code, and (b) it will comply with such provisions before commencing or continuing the performance of Project work for which it would receive grant funds.
c. Liability Insurance
Grantee shall take out and maintain during the term of this Agreement such bodily injury liability and property damage liability insurance as shall protect Grantee and all of its employees/officers/agents while performing work covered by this Agreement from any and all claims for damages for bodily injury, including accidental death, as well as any and all claims for property damage which may arise from Grantee’s operations under this Agreement, whether such operations be by Grantee, any subcontractor, anyone directly or indirectly employed by either of them, or an agent of either of them. Such insurance shall be combined single limit bodily injury and property damage for each occurrence and shall not be less than the amounts specified below:

X Comprehensive General Liability… $1,000,000
☐ Motor Vehicle Liability Insurance… $1,000,000
(To be checked if motor vehicle used in performing services) ☐ Professional Liability………………. $1,000,000
County and its officers, agents, employees, and servants shall be named as additional insured on any such policies of insurance, which shall also contain a provision that (a) the insurance afforded thereby to County and its officers, agents, employees, and servants shall be primary insurance to the full limits of liability of the policy and (b) if the County or its officers, agents, employees, and servants have other insurance against the loss covered by such a policy, such other insurance shall be excess insurance only.

In the event of the breach of any provision of this Section, or in the event any notice is received which indicates any required insurance coverage will be diminished or canceled, County, at its option, may, 76 of 1101
Agreement No. __________ Board Resolution No. ________

Page 4 ends

notwithstanding any other provision of this Agreement to the contrary, immediately declare a material breach of this Agreement and suspend any further payment pursuant to this Agreement.

8. Assignability and Subcontracting
Grantee shall not assign this Agreement or any portion of it to a third party. Except as set forth in Exhibit A, Grantee shall not subcontract with a third party to perform the Project. Any such assignment or subcontract without County’s prior written consent shall give County the right to automatically and immediately terminate this Agreement without penalty or advance notice and the County shall have the right to a refund of all funds disbursed under this Agreement.

9. Compliance With Laws
All services to be performed by Grantee in connection with the Project shall be performed in accordance with all applicable Federal, State, County, and municipal laws, ordinances, and regulations, including, but not limited to, any laws related to payment of prevailing wages pursuant to the California Labor Code. In connection with the Project, Grantee bears responsibility to obtain, at Grantee’s expense, any license, permit, or approval required from any agency.

The Grantee certifies and warrants that Grantee has fully complied, and will remain in full compliance, with all applicable requirements of the Levine Act in connection with this Agreement, including making any required disclosures of campaign contributions to County Officers, which includes but may not be limited to elected County Officers. Elected County Officers include members of the San Mateo County Board of Supervisors, as well as the Assessor-County Clerk-Recorder, Controller, Coroner, District Attorney, Sheriff, and Tax Collector-Treasurer. Any campaign contribution required to be disclosed under the Levine Act in connection with this Agreement shall be disclosed on the County of San Mateo Levine Act Disclosure Form, a copy of which is available from the County upon request.

10. Non-Discrimination and Other Requirements
a. General Non-discrimination
No person shall be denied any services provided pursuant to this Agreement (except as limited by the scope of services) on the grounds of race, color, national origin, ancestry, age, disability (physical or mental), sex, sexual orientation, gender identity, marital or domestic partner status, religion, political beliefs or affiliation, familial or parental status (including pregnancy), medical condition (cancer-related), military service, or genetic information.
b. Equal Employment Opportunity
Grantee shall ensure equal employment opportunity based on objective standards of recruitment, classification, selection, promotion, compensation, performance evaluation, and management relations for all employees under this Agreement. Grantee’s equal employment policies shall be made available to County upon request.
c. Section 504 of the Rehabilitation Act of 1973
Grantee shall comply with Section 504 of the Rehabilitation Act of 1973, as amended, which provides that no otherwise qualified individual with a disability shall, solely by reason of a disability, be excluded from the participation in, be denied the benefits of, or be subjected to discrimination in the performance of any services this Agreement. This Section applies only to contractors who are providing services to members of the public under this Agreement.
77 of 1101
Agreement No. __________ Board Resolution No. ________

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d. Compliance with County’s Equal Benefits Ordinance
Grantee shall comply with all laws relating to the provision of benefits to its employees and their spouses or domestic partners, including, but not limited to, such laws prohibiting discrimination in the provision of such benefits on the basis that the spouse or domestic partner of the Grantee’s employee is of the same or opposite sex as the employee.
e. Discrimination Against Individuals with Disabilities The nondiscrimination requirements of 41 C.F.R. 60-741.5(a) are incorporated into this Agreement as if fully set forth here, and Grantee and any subcontractor shall abide by the requirements of 41 C.F.R. 60– 741.5(a). This regulation prohibits discrimination against qualified individuals on the basis of disability and requires affirmative action by covered prime contractors and subcontractors to employ and advance in employment qualified individuals with disabilities.
f. History of Discrimination
Grantee certifies that no finding of discrimination has been issued in the past 365 days against Grantee by the Equal Employment Opportunity Commission, the California Department of Fair Employment and Housing, or any other investigative entity. If any finding(s) of discrimination have been issued against Grantee within the past 365 days by the Equal Employment Opportunity Commission, the California Department of Fair Employment and Housing, or other investigative entity, Grantee shall provide County with a written explanation of the outcome(s) or remedy for the discrimination prior to execution of this Agreement. Failure to comply with this Section shall constitute a material breach of this Agreement and subjects the Agreement to immediate termination at the sole option of the County. g. Reporting; Violation of Non-discrimination Provisions Grantee shall also report to the County the filing by any person in any court any complaint of discrimination or the filing by any person of any and all charges with the Equal Employment Opportunity Commission, the Fair Employment and Housing Commission, or any other entity charged with the investigation of allegations of discrimination within seventy-five (75) days of such filing, provided that within such seventy-five (75) days such entity has not notified contractor that such charges are dismissed or otherwise unfounded. Such notification to County shall include a general description of the allegations and the nature of specific claims being asserted. Grantee shall provide County with a statement regarding how it responded to the allegations within sixty (60) days of its response and shall update County regarding the nature of the final resolution of such allegations.

Violation of the non-discrimination provisions of this Agreement shall be considered a breach of this Agreement and subject the Grantee to penalties, to be determined by the County Executive Officer, including but not limited to the following:
i. termination of this Agreement;
ii. disqualification of the Grantee from being considered for or being awarded a County contract for a period of up to 3 years;
iii. liquidated damages of $2,500 per violation; and/or iv. imposition of other appropriate contractual and civil remedies and sanctions, as determined by the County Executive Officer.

To effectuate the provisions of this Section, the County Executive Officer shall have the authority to offset all or any portion of the amount described in this Section against amounts due to Grantee under this Agreement or any other agreement between Grantee and County.

11. Compliance with Living Wage Ordinance
As required by Chapter 2.88 of the San Mateo County Ordinance Code, Grantee certifies all contractor(s) and subcontractor(s) obligated under this contract shall fully comply with the provisions of the County of 78 of 1101
Agreement No. __________ Board Resolution No. ________

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San Mateo Living Wage Ordinance, including, but not limited to, paying all Covered Employees the current Living Wage and providing notice to all Covered Employees and Subcontractors as required under the Ordinance.

12. Compliance with County Employee Jury Service Ordinance Grantee shall comply with Chapter 2.85 of the County’s Ordinance Code, which states that Grantee shall have and adhere to a written policy providing that its employees, to the extent they are full-time employees and live in San Mateo County, shall receive from the Grantee, on an annual basis, no fewer than five days of regular pay for jury service in San Mateo County, with jury pay being provided only for each day of actual jury service. The policy may provide that such employees deposit any fees received for such jury service with Grantee or that the Grantee may deduct from an employee’s regular pay the fees received for jury service in San Mateo County. By signing this Agreement, Grantee certifies that it has and adheres to a policy consistent with Chapter 2.85. For purposes of this Section, if Grantee has no employees in San Mateo County, it is sufficient for Grantee to provide the following written statement to County: “For purposes of San Mateo County’s jury service ordinance, Grantee certifies that it has no fulltime employees who live in San Mateo County. To the extent that it hires any such employees during the term of its Agreement with San Mateo County, Grantee shall adopt a policy that complies with Chapter

2.85 of the County’s Ordinance Code.” The requirements of Chapter 2.85 do not apply unless this Agreement’s total value listed in the Section titled “Payments”, exceeds two-hundred thousand dollars ($200,000); Grantee acknowledges that Chapter 2.85’s requirements will apply if this Agreement is amended such that its total value exceeds that threshold amount.

13. Retention of Records; Right to Monitor and Audit
(a) Grantee shall maintain all required records relating to services provided under this Agreement for three (3) years after County makes final payment and all other pending matters are closed, and Grantee shall be subject to the examination and/or audit by County, a Federal grantor agency, and the State of California.
(b) Grantee shall comply with all program and fiscal reporting requirements set forth by applicable Federal, State, and local agencies and as required by County. (c) Grantee agrees upon reasonable notice to provide to County, to any Federal or State department having monitoring or review authority, to County’s authorized representative, and/or to any of their respective audit agencies access to and the right to examine all records and documents necessary to determine compliance with relevant Federal, State, and local statutes, rules, and regulations, to determine compliance with this Agreement, and to evaluate the quality, appropriateness, and timeliness of services performed.

14. Merger Clause; Amendments
This Agreement, including Exhibits, constitutes the sole Agreement of the parties regarding the Grant, and correctly states the rights, duties, and obligations of each party with respect to the subject matter hereof as of this document’s date. In the event that any term, condition, provision, requirement, or specification set forth in the body of this Agreement conflicts with or is inconsistent with any term, condition, provision, requirement, or specification in any Exhibit and/or Attachment to this Agreement, the provisions of the body of the Agreement shall prevail. Any prior agreement, promises, negotiations, or representations between the parties concerning the Grant are not binding. All subsequent modifications or amendments shall be in writing and signed by the parties.

15. Controlling Law; Venue
The validity of this Agreement and of its terms, the rights and duties of the parties under this Agreement, the interpretation of this Agreement, the performance of this Agreement, and any other dispute of any nature arising out of this Agreement shall be governed by the laws of the State of California without regard to its choice of law or conflict of law rules. Any dispute arising out of this Agreement shall be 79 of 1101
Agreement No. __________ Board Resolution No. ________

Page 7 ends

venued either in the San Mateo County Superior Court or in the United States District Court for the Northern District of California.

16. Notices
Any notice, request, demand, or other communication required or permitted under this Agreement shall be deemed to be properly given when both: (1) transmitted via email to the email address listed below; and (2) sent to the physical address listed below by either being deposited in the United States mail, postage prepaid, or deposited for overnight delivery, charges prepaid, with an established overnight courier that provides a tracking number showing confirmation of receipt.

In the case of County, to: In the case of Grantee, to:

County Executive’s Office
Contracts Unit
500 County Center -5th Floor
Redwood City, CA 94063
Email: [email protected]
Phone: (650) 295-3680
Ed Barberini, Police Chief
200 Franklin Parkway
San Mateo, CA 94403
(650) 522-7700
[email protected]

17. Electronic Signature
Both County and Grantee wish to permit this Agreement and future documents relating to this Agreement to be digitally signed in accordance with California law and County’s Electronic Signature Administrative Memo. Any party to this Agreement may revoke such agreement to permit electronic signatures at any time in relation to all future documents by providing notice pursuant to this Agreement. 80 of 1101
Agreement No. __________ Board Resolution No. ________

Page 8 ends

* * *
THIS AGREEMENT IS NOT VALID UNTIL SIGNED BY ALL PARTIES. NO FUNDS WILL BE DISTRIBUTED UNTIL THIS DOCUMENT HAS BEEN SIGNED BY THE COUNTY’S AUTHORIZED DESIGNEE.

For Grantee:

City of San Mateo
_____________________________
(signature)
Authorized Representative
Grantee
Ed Barberini
________________________
(please print name)
Authorized Representative
Grantee
_______________
Date
_____________________________
Name of Grantee
For County:
______________________________
(Signature)
Authorized Designee
County of San Mateo

ROBERTO MANCHIA
____________________________
(please print name)
Authorized Designee
County of San Mateo
______________
Date

CHIEF FINANCIAL OFFICER
______________________________
Job Title (please print)
______________________________
Budget Unit
81 of 1101
Agreement No. __________ Board Resolution No. ________

Page 9 ends

Exhibit A- Grant Purpose
The County and Grantee agree that the Grant shall only be used to further the purposes and goals of the Project as set forth herein.

Grantee will work with the San Mateo Youth Services Bureau of the YMCA of San Francisco (“San Mateo Youth Services Bureau”), pursuant to their Memorandum of Understanding (MOU), on the Juvenile Justice Case Management Program (“Program”), formally known as Juvenile Diversion. The Program is an alternative for juvenile offenders and its goal is to divert each selected youth offender from further criminal behavior.

Grantee will assign a point person from the San Mateo Police Department to make referrals to the Program, whose duties will entail:
• Communicating regularly with the Intake Coordinator at the San Mateo Youth Service Bureau. • Make decisions about the eligibility and appropriateness of juvenile-justice involved youth to be referred to the clinical case management segment of the Program. • Ensure sufficient referrals are made to the clinical case manager.

Grantee will ensure that the Youth Services Bureau provides staff, including a part-time (20 hours/week) bilingual case manager, and the following case management services:
• Provide individual and/or family counseling to youth arrested for minor offenses referred by Contractor as eligible for the mandated diversion counseling program, including supervising monthly Diversion classes;
• Provide case management and service linkages to youth and families referred; • Conduct a psycho-social assessment to determine emotional, behavioral or mental health issues. • Consult with teachers, school counselors, and school psychologists as needed; • Maintain confidential clinical charts in compliance with HIPPA requirements; • Abide by all applicable legal and ethical standards, including HIPPA laws, ensuring all hiring criteria and procedures, such as fingerprint clearance and criminal background checks, are met by all staff and volunteers and becoming familiar with State and District policies.

Annual Data Report: Grantee will provide the County with the following data and performance measures annually and no later than May 31st of each year the Agreement remains in place:

For the prior reporting period year, provide:
• Total number of youths referred to the Program.
• Total number referred that actively participated in the Program, including the status of their 3- month and 6-month recidivism checks.
• Total number of referred youths that did not participate, including reasons for not participating.

Since inception of the Program, provide:
• Total number of youths referred to the Program.
• Total number of participants who successfully completed the program. • Total number of participants who failed to complete the program, including numbers who failed due to an arrest, not fulfilling conditions of the Program, or any other relevant reason. • Total number of participants who re-offended.

Performance Measure Target
Provide the County an annual data report outlining the status of the program. 100% Complete Provide case management services to referred youth participants. 100% Complete 82 of 1101
Agreement No. __________ Board Resolution No. ________

Page 10 ends

Exhibit B – Grant Disbursement

1. Subject to Grantee’s compliance with the terms and conditions of the Agreement and the procedures specified herein, the County shall disburse to Grantee Grant funds totaling $421,001 in four (4) lump sum installment payments to be disbursed in accordance with the terms stated herein and within 30 days of the County’s receipt and approval of Grantee’s written disbursement request.

The disbursement schedule will align with the payment schedule in the MOU between the Youth Service Bureaus of the Urban Services Branch of the YMCA of San Francisco and Grantee, by and through the San Mateo Police Department, and is $207,715 for fiscal year 2026-27, and $213,286 for fiscal year 2027-28. During each fiscal year, 50% of the total Program cost will be invoiced both in December and May, as follows:
• 1st Installment for $103,857.50 payable December 2026. • 2nd Installment for $103,857.50 payable May 2027.
• 3rd Installment for $106,643 payable December 2027.
• 4th Installment for $106,643 for the remainder of the grant payable May 2028.

Program costs are set forth in the following table:
83 of 1101
Agreement No. __________ Board Resolution No. ________

Page 11 ends

2. Grantee’s disbursement requests shall (i) be submitted electronically to the County on Grantee’s official letterhead to County Executive’s Office, Attention: Michael P. Callagy, 500 County Center, 5th Floor, Redwood City, CA 94063, (ii) include the date of the request, disbursement amount and this Agreement’s number; (iii) and be submitted together with the reporting required for the current year as specified in Exhibit A Annual Data Report and Performance Measures listed above. An electronic copy of the request for annual grant disbursement can be sent electronically to [email protected].

3. The County shall review Grantee’s disbursement requests, reporting, and supporting documentation and periodically reconcile the actual Project costs reported and substantiated with the amount of the disbursed installments of the Grant. Grantee shall promptly return to County any amount of the Grant that has not been spent as of the termination of the Agreement, and/or that is remaining after completion of the Project.

4. In no event shall the County’s maximum fiscal obligation under this Agreement exceed the amount of the Grant set forth in Section 2 of the Agreement. 84 of 1101

CITY OF SAN MATEO

CITY OF SAN MATEO
Agenda Report
City Hall
330 W. 20th Avenue
San Mateo CA 94403
www.cityofsanmateo.org
Agenda Number: 11 Section Name: CONSENT CALENDAR Account Number: 10-2021 File ID: 26-11227 TO: City Council
FROM: Alex Khojikian, City Manager
PREPARED BY: Finance Department
MEETING DATE: June 15, 2026
SUBJECT:

Fiscal Year 2026-27 General Obligation Bond — Adoption
RECOMMENDATION:

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 2026-27, for the voter-approved General Obligation Bond annual debt service payment.

BACKGROUND:

General Obligation Bonds (GO Bonds) are typically issued to finance government improvements benefiting the community as a whole. These obligations require 2/3rd voter approval and are secured by an annual tax levy on all assessed property within a jurisdiction. Due to the strength of this security pledge, General Obligation Bonds are typically the lowest cost form of public financing.

In 1999, voters approved a $35 million bond issue to finance construction of a new main library and improvements to the City’s branch libraries. These bonds were issued in two series, $12 million in 2000 (GO Bonds, Series 2000) and the remaining $23 million in 2004 (GO Bonds, Series 2004A). The total outstanding balance of these two bonds as of June 30, 2012 was $29.16 million. In February 2013, City Council authorized the refinancing of these two bond issues. General Obligation Refunding Bonds, Series 2013, were issued for $27.295 million and resulted in net present value savings of $8.4 million over the life of the remaining outstanding bonds. Correspondingly, starting in 2014, this refinancing reduced the annual assessment rate paid by property owners by approximately 20%.

An annual Resolution is required to provide the County of San Mateo the authority to include this levy on the annual tax roll. The proposed tax levy for fiscal year 2026-27 is calculated to be $3.00 per $100,000 of assessed value. The rate is the same as the one levied in FY 24-25 and FY 25-26, but both rates represent a significant reduction from the prior year’s levies. City staff continue to recommend this reduction in the tax levy because the actual growth in the City’s assessed value has exceeded the projected growth in prior years. As a result, excess fund balance can be used to reduce this year’s tax levy.

The City’s total net taxable assessed valuation for fiscal year 2025-26 is $39.5 billion, compared to the prior year’s $38.1 billion. The levy rate for 2026-27 assumes a 3.2% increase in assessed value, bringing the total assessed value to $40.7 billion. This calculation of the tax levy is sufficient to meet debt service requirements as shown in Attachment 2.

As shown in Attachment 4, the outstanding principal of the GO Bonds, Series 2013, will be $7.88 million at the end of fiscal year 2026-27 and the final debt service payment will be made in fiscal year 2030-31.

BUDGET IMPACT:

The recommended General Obligation Bond tax rate of $0.0030 per $100 of assessed value for fiscal year 2026-27 is estimated to raise adequate funds to meet the annual debt service requirement for the General Obligation Refunding 85 of 1101

CITY OF SAN MATEO
Bonds, Series 2013, originally issued for library capital projects.

ENVIRONMENTAL DETERMINATION:

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

NOTICE PROVIDED
All meeting noticing requirements were met.

ATTACHMENTS
Att 1 – Proposed Resolution
Att 2 – GO Bond Debt Service Tax Rate Calculation
Att 3 – Historic GO Bonds Tax Rates
Att 4 – GO Bonds Debt Service Schedule

STAFF CONTACT
Paniz Amirnasiri, Deputy Finance Director
[email protected]
(650) 522-7110
86 of 1101

CITY OF SAN MATEO
RESOLUTION NO. ____ (2026)
FIXING THE 2026-2027 TAX RATE ON VOTER APPROVED GENERAL OBLIGATION BONDS WHEREAS, adoption of California Constitution Article XIII A (Proposition 13) by the voters of the state on June 6, 1978 automatically established the property tax rate to be fixed without any action of this Council, as previously required by Charter Section 5.11 and California Government Code Section 51511, except voter approved bonds; and
WHEREAS, the City of San Mateo has voter-approved general obligation bonds outstanding, requiring revenues in the sum of $1,065,350 to pay interest and principal for fiscal year 2026-27, which will require a total tax rate of $0.0030 per $100 of assessed valuation for the Library Project on the estimated $40.7 billion of combined assessed value roll of secured property and state utility property; and WHEREAS, pursuant to California Constitution Article XIII A, all other revenue from property taxes required to balance the budget for the City of San Mateo are to be collected by the County of San Mateo at a tax rate of 1% of the full face value of real property located in the City of San Mateo ($1.00 per every $100 of assessed value) and apportioned to the City according to law, and no other tax rate is to be established by City.

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

1. In accordance with California Environmental Quality Act (CEQA) Guidelines section 15378(b)(4), levying of this tax rate is not a project subject to CEQA because it is a funding mechanism which does not involve any commitment to any specific project that may result in a potentially significant physical impact on the environment.

2. The rate of property tax to be levied by this Council for the fiscal year July 1, 2026 through June 30, 2027, upon each $100 assessed value of all taxable property within the City of San Mateo for the purpose of redemption of interest and principal on voter-approved general obligation bonds of the City, for the fund, is hereby fixed at:

General Obligation Bonds Fund – $0.0030 for the Library Project

3. The City Clerk is hereby authorized and directed to forward a certified copy of this resolution to the Controller of the County of San Mateo immediately, as the statement of tax rate fixed as required by law. 87 of 1101
Principal Interest Total Debt Service Payment
GO Bonds 2013 Library Debt Service Payment 1,775,000 $ 290,350 $ 2,065,350 $ Less: use of fund balance $ 1,000,000Adjusted Total $ 1,065,350 City of San Mateo Total Net Taxable Assessed Value 39,475,661,302 $ Add: Estimated 3.17% increase 1,251,378,463 $ 2026-27 Projected Assessed Value 40,727,039,765 $ GO Bonds Tax Levy 0.00003 City of San Mateo
Schedule of General Obligation Bonds (GO Bonds) Debt Service Fiscal Year 2026-27 Tax Rate Calculation
88 of 1101
Fiscal Year
GO Bonds Tax Rate
Per $100 Assessed Value
Net Annual
GO Bonds Debt Service
2001-02 0.01350 $ 1,367,000
2002-03 0.01250 $ 1,380,000
2003-04 0.01150 $ 1,383,000
2004-05 0.02530 $ 3,074,170
2005-06 0.02200 $ 2,927,000
2006-07 0.02100 $ 2,945,000
2007-08 0.01930 $ 2,954,000
2008-09 0.01750 $ 2,937,000
2009-10 0.01600 $ 2,663,472
2010-11 0.01290 $ 2,141,030
2011-12 0.01290 $ 2,099,016
2012-13 0.01290 $ 2,162,032
2013-14 0.01050 $ 2,051,350
2014-15 0.01050 $ 2,034,625
2015-16 0.01024 $ 2,040,575
2016-17 0.00900 $ 2,034,450
2017-18 0.00840 $ 2,030,950
2018-19 0.00770 $ 2,030,950
2019-20 0.00710 $ 2,037,950
2020-21 0.00670 $ 2,033,150
2021-22 0.00640 $ 2,045,950
2022-23 0.00600 $ 2,041,250
2023-24 0.00570 $ 2,049,050
2024-25 0.00300 $ 2,062,350
2025-26 0.00300 $ 2,071,650
2026-27 0.00300 $ 2,065,350

CITY OF SAN MATEO
History of General Obligation Bonds Tax Rates
89 of 1101

OUTSTANDING

FISCAL PRINCIPAL TOTAL ANNUAL PRINCIPAL
YEAR AUGUST 1 FEBRUARY 1 TOTAL AUGUST 1 DEBT SERVICE JUNE 30 2012-13 - 27,295,000.00
2013-14 346,883.34 468,175.00 815,058.34 970,000.00 1,785,058.34 26,325,000.00 2014-15 468,175.00 451,450.00 919,625.00 1,115,000.00 2,034,625.00 25,210,000.00 2015-16 451,450.00 434,125.00 885,575.00 1,155,000.00 2,040,575.00 24,055,000.00 2016-17 434,125.00 410,325.00 844,450.00 1,190,000.00 2,034,450.00 22,865,000.00 2017-18 410,325.00 385,625.00 795,950.00 1,235,000.00 2,030,950.00 21,630,000.00 2018-19 385,625.00 359,925.00 745,550.00 1,285,000.00 2,030,550.00 20,345,000.00 2019-20 359,925.00 333,025.00 692,950.00 1,345,000.00 2,037,950.00 19,000,000.00 2020-21 333,025.00 305,125.00 638,150.00 1,395,000.00 2,033,150.00 17,605,000.00 2021-22 305,125.00 275,825.00 580,950.00 1,465,000.00 2,045,950.00 16,140,000.00 2022-23 275,825.00 245,425.00 521,250.00 1,520,000.00 2,041,250.00 14,620,000.00 2023-24 245,425.00 213,625.00 459,050.00 1,590,000.00 2,049,050.00 13,030,000.00 2024-25 213,625.00 188,725.00 402,350.00 1,660,000.00 2,062,350.00 11,370,000.00 2025-26 188,725.00 162,925.00 351,650.00 1,720,000.00 2,071,650.00 9,650,000.00 2026-27 162,925.00 127,425.00 290,350.00 1,775,000.00 2,065,350.00 7,875,000.00 2027-28 127,425.00 90,225.00 217,650.00 1,860,000.00 2,077,650.00 6,015,000.00 2028-29 90,225.00 61,125.00 151,350.00 1,940,000.00 2,091,350.00 4,075,000.00 2029-30 61,125.00 31,050.00 92,175.00 2,005,000.00 2,097,175.00 2,070,000.00 2030-31 31,050.00 - 31,050.00 2,070,000.00 2,101,050.00 - TOTAL $ 4,544,125.00 $ 4,544,125.00 $ 9,435,133.34 $ 27,295,000.00 $ 36,730,133.34

CITY OF SAN MATEO
GENERAL OBLIGATION BONDS SERIES 2013

INTEREST PAYMENTS
ISSUE AMOUNT: $27,295,000

CONSTRUCTION OF NEW LIBRARY AND IMPROVEMENT EXISTING LIBRARY PROJECT ISSUE DATE: JUNE 15, 2013

DEBT SERVICE TO MATURITY
90 of 1101

CITY OF SAN MATEO

CITY OF SAN MATEO
Agenda Report
City Hall
330 W. 20th Avenue
San Mateo CA 94403
www.cityofsanmateo.org
Agenda Number: 12 Section Name: CONSENT CALENDAR Account Number: 10-2021 File ID: 26-11229 TO: City Council
FROM: Alex Khojikian, City Manager
PREPARED BY: Finance Department
MEETING DATE: June 15, 2026
SUBJECT:

Bay Meadows Community Facilities District – Special Tax Levy Fiscal Year 2026-27 – Adoption RECOMMENDATION:

Adopt a Resolution to authorize the levy of special taxes for Fiscal Year 2026-27 for the Community Facilities District No. 2008-1 (Bay Meadows).

BACKGROUND:

There are various annual reporting requirements, with different reporting deadlines, related to the City of San Mateo Community Facilities District (CFD) No. 2008-1 (Bay Meadows). The requirements include City Council approval of the “Annual Levy of Special Tax” Resolution authorizing the levy of special taxes within CFD No. 2008-1. The annual levy is necessary to pay debt service on the outstanding bonds and to pay for certain public services. Approval is due each year prior to the County of San Mateo’s July 31st deadline for the inclusion of such special taxes on the consolidated property tax bills pursuant to Government Code Section 53340 of the Mello-Roos Community Facilities Act of 1982 (the “Act”), or in the case of direct billing, at a different time or manner if necessary to meet its financial obligations.

CFD No. 2008-1 special taxes are for public facilities within the district that encompasses a planned 1,066 residential units (832 units on residential parcels and 234 units on mixed-use parcels), 68 below market-rate rental units, 770,000 square feet of office space, 85,000 square feet of retail space, 31,500 square feet of professional space above ground floor retail, and approximately 135,000 square feet of high school campus and commercial space. The special tax levy is authorized pursuant to Section 53340 of the Government Code and Ordinance No. 2012-1.

BUDGET IMPACT:

The special taxes being levied hereunder are at the same rate or at a lower rate than provided by the Ordinance. The total Fiscal Year 2026-27 Special Tax Levy for CFD No. 2008-1 is $5,225,733.73.

ENVIRONMENTAL DETERMINATION:

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

NOTICE PROVIDED
All meeting noticing requirements were met.

ATTACHMENTS
Att 1 – Proposed Resolution
Att 2 – CFD No. 2008-1 (Bay Meadows) FY 2026-27 Special Tax Requirement 91 of 1101

CITY OF SAN MATEO

STAFF CONTACT
Paniz Amirnasiri, Deputy Finance Director
[email protected]
(650) 522-7110
92 of 1101

CITY OF SAN MATEO
RESOLUTION NO. ____ (2026)
APPROVING THE FISCAL YEAR 2026-27 LEVY OF SPECIAL TAXES AND APPROVING AND AUTHORIZING RELATED

ACTIONS AND DOCUMENTS
WHEREAS, the Council (the "City Council") of the City of San Mateo (the "City") conducted proceedings under and pursuant to the terms and provisions of the "Mello-Roos Community Facilities Act of 1982," being Chapter 2.5, Part 1, Division 2, Title 5 (beginning with Section 53311) of the Government Code of the State of California (the "Act"), to form its Community Facilities District No. 2008-1 (Bay Meadows), City of San Mateo, County of San Mateo, State of California (the "CFD”), to authorize the levy of special taxes (the “CFD Special Taxes”) to finance the acquisition and construction of certain public facilities, the payment of certain governmental development impact fees and the provision of certain services, and to authorize the issuance of debt to finance the facilities and fees, and to establish the appropriations limit for the CFD, all as set forth in the City Council's Resolution No. 85 (2008) (the "Resolution of Formation") and Resolution No. 86 (2008) (the "Resolution Deeming it Necessary to Incur Bonded Indebtedness," and together with the Resolution of Formation, the "Formation Resolutions"), both adopted on August 11, 2008; and WHEREAS, the authorizations contained in the Formation Resolutions were submitted to the landowner qualified elector of the CFD at a special mailed-ballot election on August 11, 2008; and WHEREAS, the landowner qualified elector within the CFD approved the authorizations contained in the Formation Resolutions by a unanimous vote; and
WHEREAS, the City Council commenced proceedings to change the authorizations contained in in the Formation Resolutions (the "2011 Change Proceedings") by adopting its Resolution No. 113 (2011) ("Resolution of Consideration") on October 3, 2011; and
WHEREAS, the Proposed Amendments contained and defined in the Resolution of Consideration were submitted to the landowner qualified elector of the CFD at a special mailed-ballot election on November 21, 2011; and
WHEREAS, the landowner qualified elector within the CFD approved the Proposed Amendments contained in the Resolution of Consideration by a unanimous vote; and WHEREAS, the City Council levies special taxes in the CFD pursuant to Ordinance No. 2012-1, which was adopted by the City Council on January 3, 2012, which requires City Council approval of each fiscal year’s levy of CFD Special Taxes; and
WHEREAS, the Formation Resolutions authorized the issuance of up to $120,000,000 in special tax bonds; and
WHEREAS, the 2011 Change Proceedings reduced this authorization to $92,000,000; and WHEREAS, pursuant to the Act the City issued three series of bonds for the CFD (the “Prior Bonds”):
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(i) $31,800,000 aggregate principal amount of City of San Mateo Community Facilities District No. 2008-1 (Bay Meadows) Special Tax Bonds, Series 2012 (the “2012 Bonds”); and (ii) $26,000,000 aggregate principal amount of City of San Mateo Community Facilities District No. 2008-1 (Bay Meadows) Special Tax Bonds, Series 2013 (the “2013 Bonds”); and (iii) $28,475,000 aggregate principal amount of City of San Mateo Community Facilities District No. 2008-1 (Bay Meadows) Special Tax Bonds, Series 2014 (the "2014 Bonds"); and WHEREAS, as a result of the issuance of the Prior Bonds in the aggregate principal amount of $86,275,000, the remaining authorization for the issuance of special tax bonds for the CFD (not including refunding bonds as defined in the Act) is $5,725,000; and
WHEREAS, for the purpose of refunding the Prior Bonds and achieving debt service savings, the City issued on June 30, 2022 its $72,345,000 City of San Mateo Community Facilities District No. 2008-1 (Bay Meadows) Special Tax Refunding Bonds, Series 2022 (the “2022 Refunding Bonds”); and WHEREAS the Amended and Restated Rate and Method of Apportionment for the CFD (the “RMA”) provides that the City may not levy less than 100% of the Assigned Special Tax on Developed Property (as those terms are defined in the RMA) unless the City Council has covenanted that it will not issue any additional bonds for the CFD except refunding bonds; and
WHEREAS, in connection with the issuance of the 2022 Refunding Bonds, City staff worked with the Bay Meadows master developer, Wilson Meany, to confirm that all infrastructure improvements to be financed by the CFD have been made and that no additional CFD bonds will need to be issued in the future, except to refinance the outstanding bonds for savings; and
WHEREAS, the Council adopted City Council's Resolution No. 83 (2022) covenanting not to issue additional bonds for the CFD except refunding bonds, which will allow the City to pass to property owners in the CFD the economic benefit of the refunding of the Prior Bonds; and WHEREAS, staff has prepared the proposed Fiscal Year 2026-27 levy of CFD Special Taxes and recommends that the Council approve the proposed levy;
WHEREAS, the CFD encompasses approximately 800 projected residential units and a significant amount of non-residential square footage in the Bay Meadows project area; and WHEREAS, approval of the special tax roll prior to the County of San Mateo’s July 31st deadline for inclusion of special taxes on consolidated property tax bills is required pursuant to Government Code Section 53340 of the Mello-Roos Community Facilities Act of 1982; and WHEREAS, City of San Mateo Ordinance No. 2012-1 (the “Ordinance”) authorizes the Public Works Director to determine the special tax amount in accordance with the Rate and Method of Apportionment, prepare the annual special tax roll, and present the roll to the City Council for consideration; and WHEREAS, the Ordinance requires that the Public Works Director be authorized to send the special tax, special tax roll, and all necessary and appropriate information to the County of San Mateo Auditor to be included in the County secured property tax rolls for collection each fiscal year. 94 of 1101

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

Section 1. This City Council action is not subject to CEQA review 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)).

Section 2. The City Council finds and determines that the foregoing recitals are true and correct.

Section 3. The City Council hereby approves the proposed Fiscal Year 2026-27 levy, as presented by staff to Council, and authorizes the Public Works Director to effect the levy in accordance with the Act and Ordinance No. 2012-1.

Section 4. The City's officers and staff are hereby authorized and directed, jointly and severally, to do all things and to execute and deliver all documents and contracts they deem necessary or advisable to accomplish the purposes of this Resolution. All such actions previously taken by City officers and staff are hereby ratified, confirmed, and approved.

Section 5. The Controller is hereby authorized to place up to the assessment, charge, or tax on the property tax roll with the following per unit, per square foot, or per acre amounts identified in the table below:

Furthermore, the lowest per parcel assessment is $0.00, and the expected higher per parcel amount will not exceed $500,000. The total Fiscal Year 2026-27 Special Tax Levy for CFD No. 2008-1 is $5,225,733.73.

Section 6. This Resolution shall take effect from and after its date of adoption.

Land FY 2011-12 FY 2026-27
Use Residential Floor Maximum Maximum
Class Description Area (square feet) Location Special Tax Special Tax [1] $2 1 Greater than 2,300 NA $5,405.00 $7,274.42
2 2,151 to 2,300 NA $5,288.00 $7,116.95
3 2,001 to 2,150 NA $4,989.00 $6,714.54
4 Residential Property 1,851 to 2,000 NA $4,973.00 $6,693.00 5 Residential Property 1,701 to 1,850 NA $4,917.00 $6,617.63 6 1,551 to 1,700 NA $4,557.00 $6,133.12
7 1,401 to 1,550 NA $4,069.00 $5,476.34
8 Residential Property 1,251 to 1,400 NA $3,701.00 $4,981.06 9 Residential Property 1,101 to 1,250 NA $3,482.00 $4,686.31 10 951 to 1,100 NA $3,158.00 $4,250.25
11 801 to 950 NA $2,572.00 $3,461.57
12 Less than 801 NA $2,332.00 $3,138.56
13 Greater than 1,400 NA $1,344.00 $1,808.85
14 801-1,400 NA $1,344.00 $1,808.85
15 Less Than 801 NA $1,139.00 $1,532.94
16 NA NA $60,000.00 $80,752.10
17 NA NA $1.77 $2.380
18 NA NA $0.52 $0.700
NA NA NA $132,693.00 $178,587.31
Residential Property
Residential Property
Residential Property
Residential Property
Below Market-Rate Units
[1]
The Maximum Special Tax is subject to 2% escalation through fiscal year 2060-61.

Residential Property
Below Market-Rate Units
Undeveloped Property
Below Market-Rate Units
Apartment Property [2]
Non-Residential Property - Office Floor Area
Non-Residential Property - Retail Floor Area
[2]
Pursuant to the Rate and Method, any Assessor’s Parcels or portions of Assessor’s Parcels that would ordinarily be classified as Apartment Property that are created after the first 5.306 Acres of Apartment Property have already been established will be classified as Residential Property with Condominium Units or BMR Units located on them, and each dwelling unit located on such Residential Property will be subject to the same Assigned Special Taxes and Backup Special Tax rates as are assigned to Condominium Units or BMR Units, as applicable.

Residential Property
Residential Property
Residential Property
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DTA Page 1
Remaining Fiscal Year 2025-2026 Sources of Funds: $3,289,043.75 Debt Service on 2022 Bonds $3,268,176.56
Administrative Expenses $20,867.19
Remaining Fiscal Year 2025-2026 Obligations: ($3,289,043.75) Interest Due September 1, 2026 ($1,789,043.75)
Principal Due September 1, 2026 ($1,460,000.00)
Anticipated Administrative Expenses ($40,000.00)
Fiscal Year 2025-2026 Surplus / (Draw on Reserve Fund) $0.00 Series 2022 Refunding Bonds ($5,135,087.50)
Interest Due March 1, 2027 ($1,752,543.75)
Interest Due September 1, 2027 ($1,752,543.75)
Principal Due September 1, 2027 ($1,630,000.00)
Administrative Expense Obligations ($40,000.00)
Direct Levy for Payment of Authorized Services ($40,376.05) Levy for Anticipated Special Tax Delinquencies (0.2%) ($10,270.18) Fiscal Year 2026-2027 Special Tax Requirement $5,225,733.73 City of San Mateo
Community Facilities District No. 2008-1 (Bay Meadows)
Fiscal Year 2026-2027 Special Tax Requirement
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DTA Page 2
2012 2027
Land FY 2011-12 FY 2026-27
Use Residential Floor Maximum Maximum
Class Description Area (square feet) Location Special Tax Special Tax [1] $2 1 Greater than 2,300 NA $5,405.00 $7,274.42
2 2,151 to 2,300 NA $5,288.00 $7,116.95
3 2,001 to 2,150 NA $4,989.00 $6,714.54
4 Residential Property 1,851 to 2,000 NA $4,973.00 $6,693.00 5 Residential Property 1,701 to 1,850 NA $4,917.00 $6,617.63 6 1,551 to 1,700 NA $4,557.00 $6,133.12
7 1,401 to 1,550 NA $4,069.00 $5,476.34
8 Residential Property 1,251 to 1,400 NA $3,701.00 $4,981.06 9 Residential Property 1,101 to 1,250 NA $3,482.00 $4,686.31 10 951 to 1,100 NA $3,158.00 $4,250.25
11 801 to 950 NA $2,572.00 $3,461.57
12 Less than 801 NA $2,332.00 $3,138.56
13 Greater than 1,400 NA $1,344.00 $1,808.85
14 801-1,400 NA $1,344.00 $1,808.85
15 Less Than 801 NA $1,139.00 $1,532.94
16 NA NA $60,000.00 $80,752.10
17 NA NA $1.77 $2.380
18 NA NA $0.52 $0.700
NA NA NA $132,693.00 $178,587.31
2010
Land Units / Maximum * Step 1 * * Step 2 * * Step 2 * FY 2026-27 Percent Use Acreage as FY 2026-27 Special Special Special Special Tax Levy of Class of 5/1/2026 Special Taxes Tax Levy
Tax
Levy Tax Levy Per Unit/Acre$2 Maximum
1 75 $545,581.50 $382,135.03 NA $5,095.13 70.04%
2 38 $270,444.10 $189,423.88 NA $4,984.84 70.04%
3 24 $161,148.96 $112,871.61 NA $4,702.98 70.04%
4 45 $301,185.00 $210,955.36 NA $4,687.90 70.04%
5 61 $403,675.43 $282,741.48 NA $4,635.11 70.04%
6 58 $355,720.96 $249,153.32 NA $4,295.75 70.04%
7 101 $553,110.34 $387,408.36 NA $3,835.73 70.04%
8 121 $602,708.26 $422,147.63 NA $3,488.82 70.04%
9 16 $74,980.96 $52,518.00 NA $3,282.38 70.04%
10 35 $148,758.75 $104,193.29 NA $2,976.95 70.04%
11 30 $103,847.10 $72,736.36 NA $2,424.55 70.04%
12 59 $185,175.04 $129,699.91 NA $2,198.30 70.04%
13 24 $43,412.40 $30,406.82 NA $1,266.95 70.04%
14 25 $45,221.25 $31,673.77 NA $1,266.95 70.04%
15 2 $3,065.88 $2,147.40 NA $1,073.70 70.04%
16 5.306 $428,470.64 $300,108.49 NA $56,560.21 70.04%
17 1,355,879 $3,226,992.02 $2,260,242.87 NA $1.67 70.04% 18 10,545 $7,381.50 $5,170.13 NA $0.49 70.04%
Undev 1.958 $349,701.63 NA $0.00 $0.00 NA
TOTAL NA $7,810,581.73 $5,225,733.73 $0.00 NA NA
Residential Property
City of San Mateo
Community Facilities District No. 2008-1 (Bay Meadows)
Fiscal Year 2026-2027 Maximum Special Tax Rates
Residential Property
Residential Property
[1]
The Maximum Special Tax is subject to 2% escalation through fiscal year 2060-61.

Fiscal Year 2026-2027 Special Tax Levy
Residential Property
Below Market-Rate Units
Undeveloped Property
Below Market-Rate Units
Apartment Property [2]
Non-Residential Property - Office Floor Area
Non-Residential Property - Retail Floor Area
[2]
Pursuant to the Rate and Method, any Assessor’s Parcels or portions of Assessor’s Parcels that would ordinarily be classified as Apartment Property that are created after the first 5.306 Acres of Apartment Property have already been established will be classified as Residential Property with Condominium Units or BMR Units located on them, and each dwelling unit located on such Residential Property will be subject to the same Assigned Special Taxes and Backup Special Tax rates as are assigned to Condominium Units or BMR Units, as applicable.

Residential Property
Residential Property
Residential Property
Residential Property
Below Market-Rate Units
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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: 13 Section Name: CONSENT CALENDAR Account Number: 14-4682 File ID: 26-11144 TO: City Council
FROM: Alex Khojikian, City Manager
PREPARED BY: Public Works Department
MEETING DATE: June 15, 2026
SUBJECT:

Downtown Parking Equipment Network Hosting and Materials — Amendment RECOMMENDATION:

Approve Amendment No. 3 to the agreement with IPS Group, Inc. for parking equipment network hosting and materials to increase the agreement in the amount of $125,500 for a revised agreement total not to exceed $800,500, update pricing terms based on the consumer price index, and extend the agreement through December 31, 2026, with one optional sixmonth extension; and authorize the Public Works Director to execute the amendment in substantially the form presented and approve the optional extension.

BACKGROUND:

The Downtown Parking Technology project resulted in the installation of 119 multi-space pay stations and 386 single-space parking meters for the Downtown paid parking system. Funding for this project included $1.5 million from the Metropolitan Transportation Commission (MTC) and an additional $500,000 from Congestion Mitigation and Air Quality Improvement (CMAQ) funding, as well as $500,000 from City matching funds. In addition to pay stations and parking meters, the project included other parking technology improvements, such as real-time parking occupancy data for Downtown parking garages and wayfinding signage. IPS Group, Inc. installed the pay station and parking meter equipment and the City contracts with IPS Group, Inc. for hosting the network gateway and providing materials for maintenance as needed.

In June 2021, Council approved an agreement in the amount of $300,000 with IPS Group, Inc. to provide the monthly network hosting services required by the City's downtown parking revenue equipment, as well as for providing proprietary parts and materials on an as-needed basis to maintain the equipment in good working condition. This equipment includes all the parking meters and pay stations for the downtown parking program. The funding for the initial agreement also included payment of the credit card transaction fees for each user transaction utilizing credit card payment.

In April 2023, City Council approved Amendment No. 1 to the agreement to increase the total agreement amount by $100,000 to provide enough funding for additional credit card transaction fees through the original agreement duration.

On May 1, 2023, Council adopted the Fiscal Year 2023-24 Comprehensive Fee Schedule, which included that credit card transaction fees would be charged by the credit card provider to users beginning July 1, 2023.

In June 2023, City Council approved Amendment No. 2 to the agreement which extended the term of the agreement until June 30, 2026, and increased the amount of the agreement by $275,000 to add funds for network hosting and materials.

The total not-to-exceed amount for the additional term of the agreement took the reduction in costs from the credit card transaction fees into account.
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CITY OF SAN MATEO
Amendment No. 3 extends the agreement term through December 31, 2026, with one (1) optional six-month extension, updates the pricing terms to reflect the consumer price index, and increases the agreement amount by $125,500 to fund network hosting, materials, and required maintenance of the existing parking meters and pay stations during the extension period. Because the pay stations and parking meters are proprietary to IPS Group, Inc., compatibility with the existing system limits the number of vendors able to provide replacement equipment and related services. Authorizing the extension will provide operational continuity and ongoing technical support for the City’s existing parking infrastructure while staff assess future parking technology and service needs. This amendment brings the total not-to-exceed amount for the agreement to $800,500.

BUDGET IMPACT:

Funding for these services is budgeted for in the Downtown Services Operations budget and there are sufficient funds in the FY 2026-27 budget for this amendment.

ENVIRONMENTAL DETERMINATION:

This City Council action approving an amendment to the agreement with IPS Group, Inc. is not a project subject to CEQA, because it can be seen with certainty that there is no possibility that continuing monthly network hosting services and materials required by the City's downtown parking equipment may have a significant effect on the environment. (CEQA Guidelines Section 15061(b)(3).)

NOTICE PROVIDED
All meeting noticing requirements were met.

ATTACHMENTS
Att 1 – Amendment No. 3

STAFF CONTACT
Ella Phillips, Assistant Transportation Planner
[email protected]
(650) 522-7326
Jay Yu, Engineering Manager
[email protected]
(650) 522-7323
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AMENDMENT NO. 3 TO THE AGREEMENT

BETWEEN THE CITY OF SAN MATEO AND
IPS GROUP, INC. FOR

PARKING EQUIPMENT AND HOSTING SERVICES FOR DOWNTOWN SAN MATEO PARKING ($300,000 [Original Amount], $100,000 [Amendment No. 1], $275,000 [Amendment No. 2], $125,500 [Amendment No. 3])
This Amendment is made and entered into this day of _____________ by and between the CITY OF SAN MATEO, a municipal corporation existing under the laws of the State of California ("CITY"), and IPS GROUP, INC. ("CONTRACTOR")
WHEREAS, on June 8, 2021, CITY and CONTRACTOR executed an agreement for Parking Equipment Materials and Hosting Services for Downtown San Mateo Parking (“Agreement”); and WHEREAS, on April 17, 2023, CITY and CONTRACTOR executed Amendment No. 1 increasing the Agreement amount by $100,000, for a revised Agreement total in the amount of $400,000; and WHEREAS, on June 20, 2023, CITY and CONTRACTOR executed Amendment No. 2 extending the term of the Agreement to June 30, 2026 and increasing the Agreement amount by $275,000, for a revised Agreement total in the amount of $675,000; and
WHEREAS, CITY and CONTRACTOR wish to amend the Agreement to extend the term of the Agreement through December 31, 2026, with one (1) optional six-month extension, update pricing terms to reflect consumer price index increases, and increase the Agreement amount by $125,500, resulting in a revised total not-to-exceed amount of $800,500.

NOW, THEREFORE, the Parties agree as follows:

1. Section 4, “Term,” of the Agreement is amended to read:
“The services to be performed under this Agreement shall be completed on December 31, 2026, with one (1), six (6)-month extension at the City’s option.”

2. Section 5, “Payment,” of the Agreement is amended to read:
”Payment shall be made by CITY only for services rendered and upon submission of a payment request upon completion and CITY approval of the work performed. In consideration for the full performance of the services set forth in Exhibits A and A1, CITY agrees to pay CONTRACTOR in an amount not to exceed $800,500, a fee pursuant to rates stated in Exhibits A and A1, attached and incorporated by reference.”
Exhibit A1 is attached to this Amendment No. 3 and incorporated by reference. 100 of 1101

3. The remaining terms of the Agreement remain in full force and effect. [SIGNATURE PAGE FOLLOWS]
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IN WITNESS WHEREOF, CITY OF SAN MATEO and CONTRACTOR have executed this Amendment No. 3 on ___________________.

CITY OF SAN MATEO CONTRACTOR
Matt Fabry
Public Works Director
Date Chad Randall
Its Authorized Agent
Chief Operating Officer
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 Brian Webber
Treasurer and General Council
Date
Exhibit A1 – IPS Group, Inc. Customer Price List
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Exhibit A1 – IPS Group, Inc. Customer Price List
IPS Group, Inc. Customer Price List

07.01.2026
Table of Contents
Single-Space Meters (SSPM)....................................................................................................................................2 Multi-Space Meters (MSPM)......................................................................................................................................6 CouponSmarter™ ......................................................................................................................................................9 Mobile Payments ......................................................................................................................................................10 Implementation with 3rd Parties ...............................................................................................................................11 IPS Limited Warranty – Meters..............................................................................................................................12 104 of 1101
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Single-Space Meters (SSPM)
Product/Service Price Per Unit
M5™ IPS Credit Card-Enabled Single-Space Meter
(12-month warranty, NFC contactless, RFID tag)
$565.00
M7™ IPS Credit Card-Enabled Single-Space Meter
(12-month warranty, NFC contactless, RFID tag)
$605.00
Optional: Add BLE capability $65.00
Shipping (Ex Works – to be quoted based on ship to zip code) TBQ Installation (to be quoted based on scope) TBQ
Optional: extended warranty (12-month period) $55.00
Optional: extended warranty (48-month period) $180.00
SSPM Ongoing Fees Option 1 Option 2
Secure wireless gateway/data fee and meter management system software license fee (per meter per month)
$6.90 $9.70
Technology platform fee (per transaction) $0.13 $0.07
SaaS consumer-based model (min. per space per month) $12.00 Optional: merchant processing fees (per transaction) To be quoted based on volume
Optional: API or data integration services To be quoted based on need NOTE: This pricing is FOB, IPS Group, San Diego, CA. Sales taxes (if applicable) and shipping charges will be added to the final invoice. IPS shall have the right to adjust Agreement pricing due to increases in Inflation as published by the US Bureau of Labor Statistics for All Items Consumer Price Index for All Urban Consumers (CPI-U) for the U.S. City Average compounded annually or as allowed by the contract terms and conditions. *Please note, the Secure Credit Card Gateway Fee (per transaction) was to pass to the end user beginning July 1, 2023. The Secure Credit Card Gateway Fee can be applied to the end user as a convenience fee that the City will recoup as part of the monthly revenue funds from IPS. The Secure Credit Card Gateway Fee must still be applied to each credit card transaction and invoice monthly to the City.
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Vehicle Detection Sensors Capital and Ongoing Costs
Product/Service Price Per Unit
Dome or pole mount vehicle detection sensors (includes 12-month warranty)
$315.00
Shipping (Ex works – to be quoted based on ship to zip code) TBQ Installation (to be quoted based on scope) TBQ
Spare battery replacement (per D-cell) $26.00
Vehicle Detection Sensors Ongoing Costs Cost Per Space Per Month Management system/base data fee $3.75
Optional: Real-time reporting fee $3.20
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Single-Space Meters Spare Parts
Single-Space Meter Spare Part Pricing M5™ / M7™
Single-space electronic meter mechanism $565.00 / $605.00 Card entry keypad assembly $72.00
Hybrid card reader $82.00
Coin validator $100.00
Complete top cover (with Lexan insert) $92.00
Lexan for top cover $28.00
Coin entry slot $2.50
M5 battery pack (h3) $52.00
M5 Battery Pack (H5) (available on the 147/247 models only) $62.00 Solar panel / communications board $200.00
Main board $200.00
Display Board (+$40 for color) $130.00
Display Board with NFC (+$40 for color) $160.00
BLE beacon upgrade $72.00
RFID tag $11.50
M5 battery charger (daisy chain charging unit) $140.00
Card reader cleaning card featuring Waffle technology® (40) per box $62.00 NOTE: This pricing is FOB, IPS Group, San Diego, CA. Sales taxes (if applicable) and shipping charges will be added to the final invoice. IPS shall have the right to adjust Agreement pricing due to increases in Inflation as published by the US Bureau of Labor Statistics for All Items Consumer Price Index for All Urban Consumers (CPI-U) for the U.S. City Average compounded annually or as allowed by the contract terms and conditions. 110 of 1101
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Meter Housings & Accessories
Product/Service Price Per Unit
IPS Zinc top over Iron Vault-M90 style (large vault, std. IPS locks, black/grey color) $350.00
IPS All Iron -M95 style (large vault, std. IPS locks, black/grey color) $350.00 High-capacity coin can with IPS locks
(holds approx. $65-fits M90 or M95 style housings) $60.00 Small capacity coin can with IPS locks (holds
approx. $45) $45.00
Standard IPS locks $32.00
Standard IPS keys $15.00
Yoke assembly (twin mounting adapter) std. black color (add $15 if new mounting hardware is required $150.00
Meter poles (Schedule 40 -2” ID -Galvanized) $62.00
Surface mount meter pole $180.00
Vintage sleeve – std. black color $62.00
Vintage base- std. black color $72.00
Collar for vintage sleeve – std. black color $42.00
Medeco/Abloy mechanical lock (lock only) $62.00
Medeco E-Lock (lock only)
(NOTE: additional Medeco e-lock accessories require separate quote) TBQ Shipping and Installation (per unit) – During normal business hours. (Ex Works –to be quoted based on final scope of work. TBQ
Collection Systems & Accessories
Product/Service Price per unit
Collection cart only (standard) $525.00
Collection cart only (with enhanced suspension) $825.00 Standard collection head $525.00
Coin collection canister - steel or aluminum $525.00
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Multi-Space Meters (MSPM)
Multi-Space Meters Price Per Unit
IPS MS3™ Multi-Space Pay Station – Pay and Display, Pay-by-Space, or Pay-by-Plate (Color Display, Card and Coin, Solar powered, NFC. Includes 12- month warranty)
$7,200.00
IPS Multi-Space X-gen (MSX™) Card Only – Pay-by-Space or Pay-by-Plate (Color Touch Display, NFC Card only, Solar powered. Includes 12- month warranty)
$3,995.00
IPS Upgrade Kit Pay Station – Pay and Display, Pay-by-Space, or Pay-by-Plate (Solar powered, Includes 12-month warranty)
To be quoted based on
features and volume
Optional: Contactless Card Reader (NFC) Included
Optional: Add for Bill Note Acceptor (BNA) and 1 stacker $1,425.00 Optional: Additional coin box $205.00
Optional: Additional BNA stacker $265.00
Optional: MS3™ Extended Parts Warranty (per 12-month period) $400.00 Optional: MSX™ Extended Parts Warranty (per 12-month period) $400.00 Optional: MS3™ Extended Parts Warranty (per 48-month period) $1,200.00 Optional: MSX™ Extended Parts Warranty (per 48-month period) $1,200.00 Multi-Space Ongoing Costs On-Street Off-Street
Secure wireless gateway/data fee and meter management system Software license fee (per meter per month)
$60.00 $27.00
Technology platform fee (per transaction) $0.13 $0.13
SaaS consumer-based model (min. per space per month) $12.00 Optional: Merchant processing fees (per transaction) To be quoted based on volume
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Multi-Space Meter Spare Parts
Multi-Space Meter Spare Part Pricing MS1™/Upgrades MS3™/Upgrades MSX™ Complete front door replacement n/a n/a $1 995.00
Standard card reader assembly $160.00 $160.00 n/a
C power upgrade kit $160.00 $160.00 $155.00
Coin validator assembly $102.00 $102.00 n/a
Solar panel replacement kit $945.00 $945.00 $595.00
Main operating board $1 015.00 $1 015.00 $995.00
4 wireless modem assembly $305.00 $305.00 $295.00
LCD Display only (monochrome) $335.00 n/a n/a
7 LCD Display only (color) n/a $1 025.00 n/a
10 LCD Display only (color) n/a $1 125.00 $1 100.00
rmored display glass $145.00 n/a n/a
Thermal printer $995.00 $995.00 n/a
4-key horizontal keypad 77.00 n/a n/a
6-key or 7-key horizontal keypad $90.00 $90.00 n/a
Pay-by-Space keypad assembly $206.00 $206.00 n/a
Pay-by-Plate alphanumeric keypad assembly $295.00 $295.00 n/a Coin shutter $206.00 $206.00 n/a
Contactless payment reader (NFC) $810.00 $810.00 $795.00 Battery 32 h (rechargeable) MO B $360.00 n/a n/a
Battery 72 h (rechargeable) MO B $500.00 $500.00 n/a
Battery 72 h (rechargeable) ILO n/a n/a $485.00
dditional large coin canister $205.00 $205.00 n/a
dditional small coin canister $112.00 $112.00 n/a
Standard Paper Rolls (standard) approx
20003 tickets (.0045 thick)
$34.00 $34.00
n/a
Sticky Back Paper Rolls
approx. 24002.75 tickets (.004 thick)
$37.00 $37.00
n/a
Bill note acceptor assembly (600 note stacker) $1 425.00 $1 425.00 n/a dditional 600 note stacker cartridge $265.00 $265.00 n/a 116 of 1101
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NOTE: This pricing is FOB, IPS Group, San Diego, CA. Sales taxes (if applicable) and shipping charges will be added to the final invoice. IPS shall have the right to adjust Agreement pricing due to increases in inflation as published by the US Bureau of Labor Statistics for All Items Consumer Price Index for All Urban Consumers (CPI-U) for the U.S. City Average compounded annually or as allowed by the contract terms and conditions.

Replacement Parts & Repair Services
IPS shall provide warranty and non-warranty repair services based out of our office in San Diego, CA. For repair services not able to be first achieved on-site by the Client or by phone, these meters will be returned to IPS at 7737 Kenamar Court, San Diego, CA, 92121, for repair or rework, and IPS will endeavor to ship within 3-4 weeks of receipt, depending on the quantities received and work schedules. ALL RETURNS REQUIRE AN “RMA” NUMBER prior to shipment to IPS in order to avoid additional delays. An RMA may be requested by contacting the responsible IPS customer support manager, by contacting the IPS Help desk, phone ((877) 630-6638 or (858) 404-0607) or email ([email protected]). All items returned to IPS must be securely packaged to avoid further damage in shipment and all shipments will be via Ground Freight Service unless expedited service and payment of associated fees are requested. Automated RMA tracking, including work performed to repair meters, can be viewed at any time using IPS meter management system.

Product/Service Price Per Unit
Single Space M5™ non-warranty repair work (includes parts/labor) $125.00 + shipping Single Space M7™ non-warranty repair work (includes parts/labor) $135.00 + shipping Multi-Space MS1™ or MS3™ or MSU™ non-warranty repair work To be quoted On-site technical services: shall be quoted to include labor, travel costs, accommodation, car rental, and per diem costs. Spare parts shall be quoted and added to final costs based on the identified needs.
$1,125/day + parts
Full-Time IPS Technician
TBQ based on scope of
services
Custom projects to be quoted based on scope of work
TBQ based on scope of
services
Shipping costs for any of the above shall be added to the final invoice NOTE: This pricing is FOB, IPS Group, San Diego, CA. Sales taxes (if applicable) and shipping charges will be added to the final invoice. IPS shall have the right to adjust Agreement pricing due to increases in inflation as published by the US Bureau of Labor Statistics for All Items Consumer Price Index for All Urban Consumers (CPI-U) for the U.S. City Average compounded annually or as allowed by the contract terms and conditions. 118 of 1101
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CouponSmarter™
CouponSmarter Price Per Unit
CouponSmarter for MSPM $5.00 per meter / month
CouponSmarter for SSPM $0.50 per meter / month
Minimum monthly charge per client $100.00
NOTE: This pricing is FOB, IPS Group, San Diego, CA. Sales taxes (if applicable) and shipping charges will be added to the final invoice. IPS shall have the right to adjust Agreement pricing due to increases in inflation as published by the US Bureau of Labor Statistics for All Items Consumer Price Index for All Urban Consumers (CPI-U) for the U.S. City Average compounded annually or as allowed by the contract terms and conditions. 120 of 1101
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Mobile Payments
PARK SMARTER™ & TEXT-TO-PAY™ Mobile Payment Solutions
Product/Service Price per unit
Mobile payment decals for SSPM $4.50
Mobile payment decals for MSPM $14.95
Decal Shipping TBQ
On-site Setup and Installation See below
Additional signage or scope of work to be quoted upon request TBQ Program implementation delays beyond 90 days (project management fee) $1,500/month On-site setup: IPS shall provide the client with instructions on how to set up / install decals in support of the PARK SMARTER™ mobile payment application. Client is solely responsible for installation of all poles, signs and decals.

However, IPS can provide installation and setup services. The costs for these services will be quoted separately and will include the costs of travel, rental car, hotel, and per diem expenses and will be added to the setup invoice at the completion of the service. If the program does not go live 90 days after effective date, project management fee will apply.

Per Transaction Fees Fees
Secure credit card gateway / technology platform fee (per transaction)* $0.35 Optional: pushing time to meter for SSPM $0.10
Optional: merchant processing fees (per transaction) TBQ *Per transaction fees: IPS shall charge a user technology platform fee described above, which shall be deposited with the client and invoiced monthly. Alternatively, IPS can quote a combination of fees plus merchant fees that can be paid directly from the merchant account.

Preferred card processing rates: Using our own payment provider IPS can provide preferred pricing for small-ticket mobile payment merchant processing. Quotes for this service are available upon request. 122 of 1101
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Implementation with 3rd Parties
Product/Service Price Per Unit
Implementation with 3rd party for enforcement TBQ
Customizations ($ / hour) $220
Implementation: IPS shall integrate with 3rd party enforcement software or IPS can provide the client with IPS enforcement software at prices included in this proposal. Any client designated 3rd parties that charges IPS for integration services will be passed along to the client.

NOTE: This pricing is FOB, IPS Group, San Diego, CA. Sales taxes (if applicable) and shipping charges will be added to the final invoice. IPS shall have the right to adjust Agreement pricing due to increases in Inflation as published by the US Bureau of Labor Statistics for All Items Consumer Price Index for All Urban Consumers (CPI-U) for the U.S. City Average compounded annually or as allowed by the contract terms and conditions. 124 of 1101
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IPS Limited Warranty – Meters
IPS will provide a limited parts warranty for any new meter or sensor product manufactured and supplied by IPS for 12 months under normal use. The warranty protects against defects in materials and workmanship from the point of installation or 15 months from the date of delivery, whichever is sooner, and 90 days from the date of delivery received in the case of spare or repaired products. Software Services are provided “as-is” and IPS shall provide bug fixes at no cost during the contract term.

Additional Warranty Provisions: IPS must have the opportunity to assist in the initial deployment and system installation. Repair or replacement under warranty of any defective product (including any meter or subcomponent) does not extend the warranty period for that product or subcomponent. IPS will either repair or replace products or subcomponents, at our discretion, that are found to be defective within the defined warranty period, with transportation costs prepaid by the client. Returns for credit will only apply once IPS has received a defective product (including any meter or subcomponent) and confirmed that defects were within the warranty period and are covered under the terms and conditions of the warranty provided. IPS strongly recommends that clients pre-purchase spare parts inventory for immediate access. Defective parts can be replaced immediately from client stock and IPS shall replace such components upon receipt and determination of defect. On-site labor is explicitly not included in this limited warranty. Client shall be sufficiently trained to perform all on-site work, including meter or sub-component removal/replacement. IPS can provide additional on-site services under a separate maintenance agreement or quoted on an as-needed basis. THE WARRANTIES CONTAINED IN THE AGREEMENT DOCUMENTS ARE IPS’S SOLE AND EXCLUSIVE WARRANTIES. THE EXTENT OF IPS’S LIABILITY FOR A WARRANTY CLAIM IS LIMITED TO THE

REPAIR OR REPLACEMENT OF THE DEFECTIVE EQUIPMENT OR DEFECTIVE SERVICE OR SOFTWARE AT THE SOLE OPTION OF IPS. IPS AFFIRMATIVELY EXCLUDES ANY AND ALL OTHER WARRANTIES, CONDITIONS, OR

REPRESENTATIONS (EXPRESS OR IMPLIED, ORAL OR WRITTEN), WITH RESPECT TO THE EQUIPMENT

AND/OR SERVICES OR SOFTWARE PROVIDED INCLUDING ANY AND ALL IMPLIED WARRANTIES OR

CONDITIONS OF TITLE, MERCHANTABILITY, OR FITNESS OR SUITABILITY FOR ANY PURPOSE (WHETHER OR

NOT IPS KNOWS, HAS REASON TO KNOW, HAS BEEN ADVISED, OR IS OTHERWISE IN FACT AWARE OF ANY SUCH PURPOSE) WHETHER ARISING BY LAW OR BY REASON OF CUSTOM OF THE TRADE.

Shipping: This warranty covers all return shipping to the client after any warranty work is completed. Shipping to IPS is paid by the Client.

Exclusions: Warranty voided with use of imitation or non-genuine IPS replacement parts, un-authorized alterations, abuse, vandalism, improper installation by client, handling or general misuse to the equipment (hardware or software), including attempted repairs that result in damage. Warranty specifically excludes any consumable items such as paper, batteries, etc. Software warranty is void if usernames and/or passwords are shared with 3rd parties, or allowance of 3rd party access to IPS software without IPS written consent. Force Majeure: IPS shall not be liable for any warranty provisions where such product failure is as a result of Acts of Nature (including fire, flood, earthquake, storm, hurricane or other natural disaster), war, invasion, act of foreign enemies, hostilities (whether war is declared or not), civil war, rebellion, revolution, insurrection, military or usurped power or confiscation, terrorist activities, nationalization, government sanction, blockage, embargo, labor dispute, strike, lockout or interruption or failure of electricity, internet services or cellular telecommunication failures caused by any of the events or causes described above. IPS provides no warranty with respect to any 3rd party hardware or software, whether supplied in connection with this Agreement or
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Contract Amendment Page 16 of
16 CAO Approved June 2024
otherwise. IPS is not liable in any way as a result of use or performance of client internet service or wireless data services provided by national carriers.

Preventative Maintenance: The primary operational elements will be a working battery, card reader, coin validator, and printer (if applicable). All product surfaces should be kept clean with mild soap and water. No harsh chemicals should be used on any plastic surfaces. The card reader heads should be cleaned with a cleaning card every 1-2 months to ensure optimum performance. Cleaning cards may be purchased from IPS. Batteries should be replaced when notified by the IPS Data Management System. At 6-month increments, the coin validator shall be visually inspected for any damage or debris. Compressed air may be used to keep the card reader, coin acceptor, or printer (if applicable) clear of debris every 6 months. Additional preventative maintenance shall be administered by client staff at such time as it is apparent to be necessary, even if it should occur on a more frequent basis than described herein.
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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: 14 Section Name: CONSENT CALENDAR Account Number: 26-4662 File ID: 26-11239 TO: City Council
FROM: Alex Khojikian, City Manager
PREPARED BY: Public Works Department
MEETING DATE: June 15, 2026
SUBJECT:

Peninsula Heights Public Improvements — Adoption
RECOMMENDATION:

Adopt a Resolution to accept public improvements in accordance with the Subdivision Improvement Agreements for Peninsula Heights with 2655 CAMPUS POP OWNER, LLC, 2755 CAMPUS POP OWNER, LLC, 2800 CAMPUS POP OWNER, LLC, and 2988 CAMPUS POP OWNER, LLC.

BACKGROUND:

The Peninsula Heights development, under Planning Application PA-2020-012, is a private development project creating a total of 74 single-family residential lots and 216 residential condominiums across the properties of 2655, 2755, 2800, and 2988 Campus Drive (Project).

City Council approved the Peninsula Heights Final Maps in two phases (South and North) and the associated subdivision improvement agreements for each. The first phase, South, is located at 2655 and 2755 Campus Drive, and the final map and subdivision improvement agreement were approved by City Council on February 6, 2023. The second phase, North, is located at 2800 and 2988 Campus Drive, and the final map and subdivision improvement agreement were approved by City Council on April 7, 2025. The subdivision improvement agreements allow for the deferral of the construction of the public improvements, that were required as conditions of approval and the vesting tentative map of the Project, until after the final maps are recorded.

Prior to the commencement of construction and per Section 14 of each subdivision improvement agreement, the subdivider was required to provide the City surety bonds totaling $1,389,549 for the South Phase and $939,000 for the North Phase. After receiving the surety bonds, the subdivider was issued encroachment permits for the construction of the public improvements.

On April 22, 2026, the Public Works Department certified the public improvements were satisfactorily completed and staff recommends that the City Council accepts the improvements pursuant to the Subdivision Improvement Agreements Section 24. Once accepted, the City will assume maintenance responsibilities of all public improvements except for the stormwater treatment measures and sidewalks, which will be maintained by the developer.

BUDGET IMPACT:

The City will assume maintenance responsibilities for all public improvements except for stormwater treatment measures and sidewalks. Ongoing costs for maintenance of the new improvements within the City right-of-way will be funded through the Public Works maintenance budget.
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CITY OF SAN MATEO
ENVIRONMENTAL DETERMINATION:

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

NOTICE PROVIDED
All meeting noticing requirements were met.

ATTACHMENTS
Att 1 – Proposed Resolution
Att 2 – South Phase - Subdivision Improvement Agreement Att 3 – South Phase - Final Map
Att 4 – North Phase - Subdivision Improvement Agreement Att 5 – North Phase - Final Map

STAFF CONTACT
Jason Hallare, Senior Engineer
[email protected]
(650) 522-7316
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CITY OF SAN MATEO
RESOLUTION NO. ____ (2026)
ACCEPTING PUBLIC IMPROVEMENTS FOR 2655, 2755, 2800, AND 2988 CAMPUS DRIVE WHEREAS, on February 6, 2023, the City Council approved the Subdivision Improvement Agreement for 2655 and 2755 Campus Drive (Peninsula Heights South) and authorized the Public Works Director to sign the agreement; and
WHEREAS, on April 7, 2025, the City Council approved the Subdivision Improvement Agreement for 2800 and 2988 Campus Drive (Peninsula Heights North) and authorized the Public Works Director to sign the agreement; and
WHEREAS, the Subdivision Improvement Agreements addressed various public improvements and surety bonds required as conditions of approval for the project and tentative parcel map approved under PA2020-012; and WHEREAS, the Public Works Department has verified that all planning application conditions of approval and public improvements have been satisfactorily completed; and WHEREAS, the subdivider has provided maintenance bonds to secure the performance of work for one year as required by Section 14 of the subdivision improvement agreements; and WHEREAS, Public Works staff recommend formal acceptance of those improvements and release of the associated surety bonds.

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

1. Accepting public improvements 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).)

2. The public improvements related to the Subdivision Improvement Agreement for 2655 and 2755 Campus Drive dated April 27, 2023, between the City of San Mateo and 2655 CAMPUS POP OWNER, LLC and 2755 CAMPUS POP OWNER, LLC are accepted.

3. The public improvements related to the Subdivision Improvement Agreement for 2800 and 2988 Campus Drive dated April 9, 2025, between the City of San Mateo and 2800 CAMPUS POP OWNER, LLC and 2988 CAMPUS POP OWNER, LLC are accepted.

4. The Public Works Director is authorized to release the surety bonds associated with the subdivision improvement agreements.
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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: 15 Section Name: CONSENT CALENDAR Account Number: 72-4671 File ID: 26-11240 TO: City Council
FROM: Alex Khojikian, City Manager
PREPARED BY: Public Works Department
MEETING DATE: June 15, 2026
SUBJECT:

Fiscal Year 2026-27 Wastewater Treatment Plant Supply of Chemicals — Agreements RECOMMENDATION:

Award purchase contracts for chemical supplies necessary for the Wastewater Treatment Plant operations to the following suppliers: (1) Univar Solutions USA, LLC to supply sodium hypochlorite in the amount of $1,350,580; sodium bisulfite in the amount of $322,626.38; and sodium hydroxide in the amount of $434,253.13; (2) Kemira Water Solutions, Inc. to supply ferric chloride in the amount of $402,214.13; and (3) Pacific Star Chemical, LLC dba Northstar Chemical to supply citric acid in the amount of $56,128.00; establish a 10% contingency reserve for each purchase contract; and authorize the Public Works Director to execute the contracts in substantially the form presented and issue change orders within the contingency amounts.

BACKGROUND:

The Wastewater Treatment Plant (WWTP) uses chemicals to treat wastewater in accordance with applicable regulatory requirements. The City is a member of the Bay Area Chemical Consortium (BACC), which conducts an annual competitive bidding process on behalf of its member agencies. The City participates in the BACC, along with other municipalities, to competitively bid the cost of chemicals needed during the wastewater treatment process. The BACC awards bidders that meet the specifications for bulk loads for the chemicals and submit the lowest overall bid price, assuming the bid is determined by the BACC to be complete and in compliance with the bid requirements.

Sodium Hypochlorite
The WWTP utilizes sodium hypochlorite as an oxidizing agent in the disinfection process. Disinfection is a requirement of the WWTP’s National Pollutant Discharge Elimination System (NPDES) permit. This purchase contract provides for the supply and delivery of 350,000 gallons of this product. The BACC bid result for sodium hypochlorite is summarized below:

Contractor Bid Amount Contract Amount
Univar Solutions USA, LLC. $3.520 + 9.625% Tax $1,350,580 Olin Corporation $3.545 + 9.625% Tax $1,358,254
Pur Water, LLC $3.200 + 9.625% Tax $1,227,800
Durrani Investments Corp $3.200 + 9.625% Tax $1,227,800

The low bids of $3.20 per gallon from Pur Water, LLC and Durrani Investments Corp were rejected by the BACC due to the bidders being nonresponsive and not being in compliance with the bid requirements. Based on the lowest responsive bid of $3.52 per gallon, staff recommends awarding the purchase contract to Univar Solutions USA, LLC. for the supply of sodium hypochlorite. The purchase contract term is 12 months, and the price is to remain firm for the entire period. 191 of 1101

CITY OF SAN MATEO
Sodium Bisulfite
The WWTP utilizes sodium bisulfite as a reducing agent in the dechlorination process prior to discharging effluent to the San Francisco Bay. The dechlorination process is a requirement of the WWTP’s NPDES permit. This purchase contract provides the supply and delivery of 180,000 gallons of this product. The BACC bid result for sodium bisulfite is summarized below:

Contractor Bid Amount Contract Amount
Univar Solutions USA, LLC. $1.635 + 9.625% Tax $322,626.38 Thatcher Company of California, Inc. $2.090 + 9.625% Tax $412,409.25 Heimburger and Company $1.525 + 9.625% Tax $300,920.63

The low bid of $1.525 per gallon from Heimburger and Company was rejected by the BACC due to the bid being nonresponsive and not meeting specifications. Based on the lowest responsive bid of $1.635 per gallon, staff recommends awarding the contract to Univar Solutions USA, LLC. for the supply of sodium bisulfite. The purchase contract term is 12 months, and the price is to remain firm for the entire period.

Ferric Chloride
The WWTP utilizes ferric chloride for the control of hydrogen sulfide, a flammable gas produced in the anaerobic digestion process. Managing the sulfur content of combusted digester gas is a requirement of the WWTP’s Bay Area Air District permit. This purchase contract includes the supply and delivery of an estimated 300 dry tons of product. The BACC bid result for ferric chloride is summarized below:

Contractor Bid Amount Contract Amount
Kemira Water Solutions, Inc. $1,223 + 9.625% Tax $402,214.13 Pencco, Inc. $1,454 + 9.625% Tax $478,184.25
Thatcher Company of California, Inc. $1,350 + 9.625% Tax $443,981.25

Based on the low bid of $1,223 per dry ton, staff recommends awarding the purchase contract to Kemira Water Solutions, Inc. for the supply of ferric chloride. The term of the contract is 12 months, and the price is to remain firm for the entire period.

Sodium Hydroxide
The WWTP utilizes sodium hydroxide to adjust the alkalinity of wastewater in biological nutrient removal and for pH adjustment in the BioActiflo process. This purchase contract provides for supply and delivery of 450 dry tons of this product. The BACC bid result for sodium hydroxide is summarized below:

Contractor Bid Amount Contract Amount
Univar Solutions USA, LLC. $880.28 + 9.625% Tax $434,253.13 Brenntag Pacific, Inc. $920.00 + 9.625% Tax $453,847.50

Based on the low bid of $880.28 per dry ton, staff recommends awarding the purchase contract to Univar Solutions USA, LLC. for the supply of sodium hydroxide. The term of the contract is 12 months, and the price is to remain firm for the entire period.

Citric Acid
The WWTP utilizes citric acid as a cleaning agent for membrane fouling in the Membrane Bioreactor process. This purchase contract provides for supply and delivery of 8,000 gallons of this product. The BACC bid result for citric acid is summarized below:
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CITY OF SAN MATEO
Contractor Bid Amount Contract Amount
Northstar Chemical as a dba of Pacific Star
Chemical $6.40 + 9.625% Tax $56,128.00
Univar Solutions USA LLC. $6.94 + 9.625% Tax $60,863.60 Brenntag Pacific, Inc. $7.20 + 9.625% Tax $63,144.00
CHEMRITE, Incorporated $7.47 + 9.625% Tax $65,511.90

Based on the lowest responsive bid of $6.40 per gallon, staff recommends awarding the purchase contract to Pacific Star Chemical, LLC dba Northstar Chemical for the supply of citric acid. The term of the purchase contract is 12 months, and the price is to remain firm for the entire period.

BUDGET IMPACT:

Funding is budgeted annually for the supply of chemicals in the Water Quality Control Plant operating budget.

ENVIRONMENTAL DETERMINATION:

The purchase of various chemicals to enable the treatment of wastewater at the City’s Wastewater Treatment Plant is not a project subject to CEQA, because it is a continuing maintenance activity involving the purchase of supplies. (CEQA Guidelines Section 15378(b)(2).)

NOTICE PROVIDED
All meeting noticing requirements were met.

ATTACHMENTS
Att 1 – Univar Purchase Agreement for Sodium Hypochlorite Att 2 – BACWA-BACC Award Letter for Sodium Hypochlorite Att 3 – Univar Purchase Agreement for Sodium Bisulfite
Att 4 – BACWA-BACC Award Letter for Sodium Bisulfite
Att 5 – Kemira Purchase Agreement for Ferric Chloride
Att 6 – BACWA-BACC Award Letter for Ferric Chloride
Att 7 – Univar Purchase Agreement for Sodium Hydroxide
Att 8 – BACWA-BACC Award Letter for Sodium Hydroxide
Att 9 – Northstar Chemical Purchase Agreement for Citric Acid Att 10 – BACWA-BACC Award Letter for Citric Acid

STAFF CONTACT
Robert Learmonth, Wastewater Treatment Plant Manager
[email protected]
(650) 522-7386
Robert Knox, Wastewater Treatment Plant Operations Superintendent [email protected]
(650) 522-7376
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PURCHASE CONTRACT

FOR SUPPLY O F SODIUM HYPOCHLORITE
FROM UNIVAR SOLUTIONS USA, LLC.

JULY 1, 2026 TO JUNE 30, 2027
THIS PURCHASE AGREEMENT (“Agreement” or “Contract”), made and entered into this day of , by and between the CITY OF SAN MATEO, a municipal corporation existing under the laws of the State of California, hereinafter referred to as "CITY” , a n d U n i v a r S o l u t i o n s U S A , L L C . , a corporation, with offices at 8201 S. 21st, Kent, WA 98032, hereinafter referred to as "SUPPLIER".

RECITALS
(A) CITY has taken appropriate proceedings to authorize the purchase of certain goods, hereinafter described, and the execution of this Contract. (B) A notice was duly published for bids for the Contract for the purchase of goods hereinafter described.
(C) After notice duly given on the date hereof, the CITY awarded the Contract for the purchase of goods hereinafter described to SUPPLIER.

IT IS AGREED, as follows:

1. Scope of Work. SUPPLIER shall perform the work as described: SUPPLY OF UP TO 350,000 GALLONS OF SODIUM HYPOCHLORITE 12.5%.

2. Contract Price. CITY shall pay, a n d the SUPPLIER shall accept i n full, payment for the work above, agreed to the sum not to exceed $1,350,580.00 (One million three hundred fifty thousand five hundred eighty dollars and no cents), priced at $3.52 per gallon of Sodium Hypochlorite 12.5%, and inclusive of 9.625% sales tax.

Said price is determined by the prices contained in the Bay Area Chemical Consortium (BACC) Bid Tabulation for Bid No. 13-2026, Supply and Delivery of Sodium Hypochlorite 12.5%, In the event work is performed or materials furnished in addition to or a reduction of those set forth in SUPPLIER's bid and the specifications herein, such work and materials will be paid for as described in this Agreement.

3. The Contract Documents. The complete Contract consists of the following documents: This Contract and the BACC Bid Tabulation.

All rights and obligations of CITY and SUPPLIER are fully set forth and described in the Contract documents.

All of the above-named documents are intended to cooperate, so that any work called for 194 of 1101
in one, and not mentioned in the other, or vice versa, is to be executed the same as if mentioned in all said documents. The documents comprising the complete Contract will hereinafter be referred to as "the Contract documents." In the event of any variation or discrepancy between any portion of this Contract and any portion of the other Contract documents, this Contract shall prevail.

4. Termination. This Contract may be terminated by mutual consent of both parties or by the CITY immediately in the event of SUPPLIER’s default or breach of the Contract and upon 60 days written notice without cause. Upon receipt of this written notice, SUPPLIER shall stop performance under this Contract as directed by the CITY. If the Contract is terminated, SUPPLIER shall be paid in accordance with the terms of the Contract for goods delivered and accepted.

5. Schedule. This is a one- y e a r Contract and will cover the period between July 1, 2026, and June 30, 2027.

6. Measurement of Quantities, Material Analysis and Identification. SUPPLIER shall furnish the Water Quality Control Plant Manager with a legible copy of a Bill of Lading, Certified Analysis indicating SODIUM HYPOCHLORITE, Weighmaster's certificate of weight and any applicable regulatory documents. Certificates shall be delivered to the Water Quality Control Plant Manager’s designee at the job site upon delivery and before offloading of the material.

7. Payment. Shall be made on a thirty (30) day net basis upon receipt of monthly invoices.

8. General. Except as directed otherwise in these specifications, full compensation for completing all of the supplied goods indicated herein is considered to be included in the Contract unit prices paid for the various items of work and no separate payment will be made therefore.

9. Partial and Final Payments. SUPPLIER shall submit individual invoice for each delivery of SODIUM HYPOCHLORITE to the City of San Mateo, Water Quality Control Plant, 2050 Detroit Drive, San Mateo, CA 94404. The invoice shall contain the following information:
a) Purchase order number
b) Date of delivery
c) Item description
d) Cost per gallon and total price
e) Payment terms to include any prompt payment discount offered f) All applicable sales tax

10. General Responsibilities. SUPPLIER shall keep fully informed of all existing, adopted and amended federal, state and local laws, ordinances, regulations and orders and decrees which in any manner affect those engaged or employed by SUPPLIER in the work, or the equipment used by the SUPPLIER, or which in any manner affect the conduct of the work by SUPPLIER, and all such orders and decrees of bodies or tribunals having any jurisdiction or authority over the same.

If any discrepancy or inconsistency is discovered in any such law, ordinance, regulation, order or decree, SUPPLIER shall forthwith report the same to the CITY in writing. SUPPLIER shall at all times observe and comply with all such existing, adopted and amended laws, ordinances, regulations and orders.
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SUPPLIER will be required to furnish and update, as necessary, a list of telephone numbers and names of responsible parties to be called on a 24-hour, 7 days per week basis in the event of an emergency or unusual operating conditions.

SUPPLIER assumes full responsibility for all transportation, transportation scheduling, packing, handling, insurance, and other services associated with delivery of all products. No charges for transportation containers, packing, etc., will be allowed the SUPPLIER unless so specified in this Contract.

11. Time of Delivery. SODIUM HYPOCHLORITE will be furnished F.O.B. Destination City of San Mateo Water Quality Control Plant 2050 Detroit Drive, San Mateo, CA (i.e., Seller/SUPPLIER pays freight charges, owns goods in transit and files any damage claims).

Deliveries will be made in 3,000-gallon minimum and 5,000-gallon maximum loads.

If SUPPLIER is located outside the 650 area code, then it is requested to provide a tollf r e e telephone number for placing orders and an email address to be used by the CITY to send confirmation of order.

Deliveries of SODIUM HYPOCHLORITE will generally be prescheduled to provide SUPPLIER with at least three (3) days’ notice before delivery must be made, but SUPPLIER must have the ability after notification to deliver the chemical within 24 hours.

In the event SUPPLIER fails to provide the chemicals within twenty-four (24) hours or other scheduled delivery timeframe and the CITY is forced to obtain the chemical from an alternative source, all additional CITY cost incurred will be made good at the expense of SUPPLIER, who agrees to pay the costs and charges immediately upon demand.

Once an order is placed and confirmation received, the delivery will be accepted at the CITY's Water Quality Control Plant 24 hours per day.

12. Method of Delivery. Delivery shall be by truck tank car. SUPPLIER shall provide all unloading equipment including air padding facilities and hoses with appropriate fittings for coupling to the CITY's chemical unloading facilities. The unloading facilities have cam and groove couplings; exact size and types are available upon request. All shipping containers used shall conform to I.C.C. regulations.

13. Rejection. All shipments of SODIUM HYPOCHLORITE will be rejected without the following:
a) Bill of Lading
b) Certified Analysis including Total Reducing Substance (TRS) as 100% Sodium Hypochlorite
c) Weighmaster's certificate of weight
d) Applicable regulatory documents
The CITY may revise shipping instructions as to any goods not as yet shipped. The CITY shall have 197 of 1101
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the right to inspect any or all of the goods at SUPPLIER’s place of business or upon receipt by the CITY.

By reason of its failure to inspect the goods, the CITY shall not be deemed to have accepted any defective goods or goods which do not conform to the specifications provided or to have waived any of the CITY’s rights or remedies arising by virtue of such defects or non-conformance. SUPPLIER shall be responsible for payment of shipping for the return of any defective goods. Shipping documents and invoices must cite the Purchase Order number.

14. Safety Data Sheet. Each bidder must furnish a copy of a completed S.D.S. (Safety Data Sheet) with its bid and annually thereafter. Failure to furnish a completed S.D.S. form will result in rejection of the bid. The CITY has a preference for the S.D.S. to be submitted in electronic format. The CITY also requires the S.D.S. to be sent to the receiving location if the product supplied is considered to be a hazardous substance. All City, State, or Federal requirements for hazardous substances must be strictly adhered to.

15. Training. SUPPLIER shall provide written instructions regarding the recommended methods for cleaning up the chemicals in the event of spills. Such instructions shall include any recommended absorbents or chemicals to be used for neutralization, if applicable, and recommended tests to be performed, such as pH, to ascertain the effectiveness of the neutralization. These instructions will be used by Water Quality Control Plant personnel in cleaning up small spills associated with leaks in pumps, valves and other appurtenances.

SUPPLIER shall provide, upon demand of the CITY, two (2) sessions annually, encompassing a minimum of two hours per session, of classroom instruction at the Water Quality Control Plant concerning manufacture, chemical properties, transport, safe handling and use of the chemicals being provided by SUPPLIER. SUPPLIER shall provide for all costs associated with this training.

SUPPLIER will obtain all required federal, state, or local licenses or permits for the transport of Sodium Hypochlorite.

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

17. 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 199 of 1101
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.

4. Contractors Pollution Liability and/or Asbestos Pollution Liability and/or Errors & Omissions applicable to the work being performed, with a limit no less than $2,000,000 per claim or occurrence and $2,000,000 aggregate per policy period of one year.

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

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 SUPPLIER; and on the CGL policy with respect to liability arising out of work or operations performed by or on behalf of the SUPPLIER 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 SUPPLIER'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 SUPPLIER’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, its elected and appointed officials, employees, or agents shall be excess of the SUPPLIER’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. 200 of 1101
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Waiver of Subrogation
SUPPLIER hereby grants to CITY a waiver of any right to subrogation which any insurer of said SUPPLIER may acquire against the CITY by virtue of the payment of any loss under such insurance.

SUPPLIER 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 SUPPLIER 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
SUPPLIER 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 or performance of the contract commences. However, failure to obtain the required documents prior to the work beginning shall not waive the SUPPLIER’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.

18. Warranties. In addition to any other expressed or implied warranties and unless otherwise agreed in writing, SUPPLIER warrants that all products delivered hereunder will be new, suitable for use as described, of the grade and quality specified, free from all defects in design, material and workmanship; in conformity with all samples, drawings, descriptions and specifications furnished; in compliance with all applicable federal, state and local laws and regulations, and free of any liens and encumbrances. These warranties shall not be deemed to exclude SUPPLIER’s standard warranties or other rights or warranties which the CITY may have or obtain.

19. Hold Harmless and Indemnity Provision. SUPPLIER agrees to hold harmless and indemnify City of San Mateo and 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 from performance of this Contract, including claims, loss, liability, damage, and expense caused or claimed to be caused by passive negligence of City of San Mateo or Estero Municipal Improvement District, their elected and appointed officials, employees, and agents; provided, however that this provision does not apply to claims, loss, liability, damage or expense arising from the sole negligence or willful misconduct of City of San Mateo or Estero Municipal Improvement District. SUPPLIER will defend City of San Mateo and Estero Municipal Improvement District, their elected and appointed officials, employees, and agents, against any such claims.
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20. Remedies. In the event of SUPPLIER’s breach of this Contract, CITY may take any or all of the following actions, without prejudice to any other rights or remedies available to the CITY by law: (a) require SUPPLIER to repair or replace such goods, and upon SUPPLIER’s failure or refusal to do so, repair or replace the same at SUPPLIER’s expense; (b) reject any shipment or delivery containing defective or nonconforming goods and return for credit or replacement at SUPPLIER’s option, said return to be made at SUPPLIER’s cost and risk; (c) cancel any outstanding deliveries and treat such breach by SUPPLIER as SUPPLIER’s repudiation of this contract. In the event of the CITY’s breach hereunder, SUPPLIER’s exclusive remedy shall be SUPPLIER’s recovery of the goods or the purchase price payable for goods shipped prior to such breach.

21. Assignment. SUPPLIER shall not delegate or subcontract any duties and services or assign any rights or claims under this Contract without the CITY’s prior written consent.

22. Attorney Fees. Attorney fees in amount not exceeding $85 per hour per attorney, and in total amount not exceeding $5,000 shall be recoverable as costs (that is, by the filing of a cost bill) by prevailing party in any action or actions to enforce the provisions of this Contract. The above $5,000 limit is the total of attorney fees recoverable whether in the trial court, appellate court, or otherwise, and regardless of the number of attorneys, trials, appeals or actions. It is the intent that neither party to this contract shall have to pay the other more than $5,000 for attorney fees arising out of an action, or actions, to enforce the provisions of this Contract. The parties expect and hope there will be no litigation and that any differences will be resolved amicably.

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

24. Governing Law and Venue. This Contract between the parties evidenced hereby or attached thereto shall be deemed to be made in the State of California and shall in all respects be construed and governed by the laws of that state. In the event of litigation, venue will be in the County of San Mateo.

25. Provisions Cumulative. The provisions of this agreement are cumulative, and in addition to and not in limitation of, any other rights or remedies available to CITY. 204 of 1101
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26. Notices. All notices shall be in writing, and delivered in person or transmitted by certified mail, postage prepaid.

Notices required to be given to City shall be addressed follows:

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

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

This document represents the entire and integrated agreement between CITY and SUPPLIER 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 SUPPLIER. [SIGNATURE PAGE FOLLOWS]
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IN WITNESS WHEREOF, this agreement has been duly executed by the parties herein above named, as of the day and year first above written.

SUPPLIER CITY OF SAN MATEO,
a municipal corporation
______________________________________ _______________________________ Gary Gable Date Matt Fabry Date
Vice President Public Works Director

APPROVED AS TO FORM:
______________________________________ _______________________________ Alexa Colin Date Linh Nguyen Date
Chief Legal Officer & Corporate Secretary Assistant City Attorney

208 of 1101
PO Box 24055, MS 702 • Oakland, CA 94623 • www.bacwa.org Central Contra Costa Sanitary District • East Bay Dischargers Authority • City of San Jose • East Bay Municipal Utility District • City & County of San Francisco March 13, 2026
Univar Solutions USA, LLC
Attn: Jennifer M Perras
8201 S 21st St.

Kent, WA 98032
RE: Award Contract in Response to Bay Area Chemical Consortium (BACC) Bid No. 13-2026 for Supply and Delivery of SODIUM HYPOCHLORITE 12.5%.

Dear Ms. Perras
We are pleased to advise you that the bid submitted by Univar Solutions USA, LLC. for Bid No. 13- 2026 was determined to be the lowest responsive bid for the supply and delivery of SODIUM HYPOCHLORITE 12.5% for Central Valley, East Bay, Marin Sonoma Napa, North Bay, Peninsula, South Bay, Tri Valley regions during the period July 1, 2026 through June 30, 2027.

The participating BACC Agencies should be contacting you shortly to discuss entering into contracts with Univar Solutions USA, LLC. for their respective facilities.

Bay Area Chemical Consortium sincerely appreciates your efforts and participation in the competitive bid process.

If you have any questions, please free to contact me at [email protected] Sincerely,
Jennifer Dyment
Assistant Executive Director
BACWA.org
as Coordinating Agency for the Bay Area Chemical Consortium 209 of 1101
Bay Area Clean Water Agencies
Bid Results for Project 13-2026 SODIUM HYPOCHLORITE 12.5% Bid Due on February 19, 2026 4:00 PM (PDT)

REGIONAL BID AWARD
Section
Sodium Hypochlorite

12.5% In Carboys
(OPTIONAL BID ITEM)
SODIUM

HYPOCHLORITE

5.25% (Optional
bid item)
Description Central Valley East Bay Marin Sonoma Napa North Bay Peninsula Sacramento South Bay Tri Valley Central Valley North Bay Tri Valley Marin Sonoma Napa Sacramento Unit of Measure gal gal gal gal gal gal gal gal gal gal gal gal Univar Solutions USA LLC. 3.4900 3.4700 3.4900 3.4500 3.5200 3.6100 3.4500 3.5100 no bid no bid no bid no bid no bid SODIUM HYPOCHLORITE 12.5%
SODIUM HYPOCHLORITE 12.5% In 275-gal totes
(Optional bid item)
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PURCHASE CONTRACT

FOR SUPPLY OF SODIUM BISULFITE

FROM UNIVAR SOLUTIONS USA, LLC
JULY 1, 2026 TO JUNE 30, 2027
THIS PURCHASE AGREEMENT (“Agreement” or “Contract”), made and entered into this , by and between the CITY OF SAN MATEO, a
municipal corporation existing under the laws of the State of California, hereinafter referred to as "CITY", and U n i v a r S o l u t i o n s U S A , L L C . , a corporation, with offices at 8201 S. 21st, Kent, WA 98032, hereinafter referred to as "SUPPLIER".

R E C I T A L S:
(A) City has taken appropriate proceedings to authorize the purchase of certain goods, hereinafter described, and the execution of this Contract. (B) A notice was duly published for bids for the Contract for the purchase of goods hereinafter described.
(C) After notice duly given on the date hereof, the CITY awarded the contract for the purchase of goods hereinafter described to SUPPLIER.

IT IS AGREED, as follows:

1. Scope of Work. SUPPLIER shall perform t h e work as described: SUPPLY OF UP TO 180,000 GALLONS OF SODIUM BISULFITE 25% SOLUTION.

2. Contract Price. CITY shall pay, and the SUPPLIER shall accept in full, payment for the work above, agreed to the sum not to exceed $322,626.38 (three hundred twenty-two thousand six hundred twenty-six dollars and thirty-eight cents), priced at $1.635 per gallon of Sodium Bisulfite 25% solution, and inclusive of 9.625% sales tax.

Said price is determined by the prices contained in the Bay Area Chemical Consortium (BACC) Bid Tabulation for Bid No. 11-2026, Supply and Delivery of Sodium Bisulfite 25% Solution. In the event work is performed or materials furnished in addition to or a reduction of those set forth in SUPPLIER's bid and the specifications herein, such work and materials will be paid for as described in this Agreement.

3. The Contract Documents. The complete Contract consists of the following documents: This Contract and the BACC Bid Tabulation.

All rights and obligations of CITY and SUPPLIER are fully set forth and described in the Contract documents.

All of the above-named documents are intended to cooperate, so that any work called for in one, and not mentioned in the other, or vice versa, is to be executed the same as if mentioned in all said documents. The documents comprising the complete Contract will hereinafter be referred to as "the Contract documents." In the event of any variation or discrepancy between any portion of this Contract and any portion of the other Contract documents, this Contract shall prevail.
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5. Schedule. This is a one-year contract and will cover the period between July 1, 2026, and June 30, 2027.

6. Measurement of Quantities, Material Analysis and Identification. SUPPLIER shall furnish the Water Quality Control Plant Manager with a legible copy of a Bill of Lading, Certified Analysis indicating SODIUM BISULFITE, Weighmaster's certificate of weight and any applicable regulatory documents. Certificates shall be delivered to the Water Quality Control Plant Manager's designee at the job site upon delivery and before offloading of the material.

7. Payment. Shall be made on a thirty (30) day net basis upon receipt of monthly invoices.

9. Partial and Final Payments. SUPPLIER shall submit individual invoice for each delivery of SODIUM BISULFITE to the City of San Mateo, Water Quality Control Plant, 2050 Detroit Drive, San Mateo, CA 94404. The invoice shall contain the following information:
a) Purchase order number
b) Date of delivery
c) Item description
d) Cost per gallon and total price
e) Payment terms to include any prompt payment discount offered f) All applicable sales tax

SUPPLIER shall at all times observe and comply with all such existing, adopted and amended laws, ordinances, regulations and orders.

SUPPLIER will be required to furnish and update, as necessary, a list of telephone numbers and names of responsible parties to be called on a 24-hour, 7 days per week basis in the event of an emergency or unusual operating condition.

11. Time of Delivery. SODIUM BISULFITE will be furnished F.O.B. Destination City of 212 of 1101
San Mateo Water Quality Control Plant 2050 Detroit Drive, San Mateo, CA (i.e., Seller/SUPPLIER pays freight charges, owns goods in transit and files any damage claims).

Deliveries will be made in 3,000-gallon minimum and 5,000-gallon maximum loads.

If SUPPLIER is located outside the 650 area code, then it is requested to provide a toll-free telephone number for placing orders and an email address to be used by the CITY to send confirmation of order.

Deliveries of SODIUM BISULFITE will generally be prescheduled to provide the SUPPLIER with at least three (3) days’ notice before delivery must be made, but the SUPPLIER must have the ability after notification to deliver the chemical within 24 hours.

Orders will be placed by phone or email and confirmed by email. SUPPLIER must email a confirmation of the CITY's order within twenty-four (24) hours, unless the CITY requires delivery within twenty-four (24) hours then confirmation must be made within three (3) hours. In the event SUPPLIER fails to provide the chemicals within twenty-four (24) hours or other scheduled delivery timeframe and the CITY is forced to obtain the chemical from an alternative source, all additional CITY cost incurred will be made good at the expense of SUPPLIER, who agrees to pay the costs and charges immediately upon demand.

Once a n order is placed and confirmation received, the delivery will be accepted at the CITY's Water Quality Control Plant 24 hours per day.

13. Rejection. All shipments of SODIUM BISULFITE will be rejected without the following:
a) Bill of Lading
b) Certified Analysis including Total Reducing Substance (TRS) as 100% Sodium Bisulfite
c) Weighmaster's certificate of weight
d) Applicable regulatory documents
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The CITY may revise shipping instructions as to any goods not as yet shipped. The CITY shall have the right to inspect any or all of the goods at SUPPLIER’s place of business or upon receipt by the CITY. By reason of its failure to inspect the goods, the CITY shall not be deemed to have accepted any defective goods or goods which do not conform to the specifications provided or to have waived any of the CITY’s rights or remedies arising by virtue of such defects or nonc o n f o r m a n c e . SUPPLIER shall be responsible for payment of shipping for the return of any defective goods. Shipping documents and invoices must cite the Purchase Order number.

SUPPLIER will obtain all required federal, state, or local licenses or permits for the transport of Sodium Bisulfite.

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

17. Insurance.

Coverage shall be at least as broad as:
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1. Commercial General Liability (CGL): Insurance Services Office (ISO) Form CG 00 01 12 07 covering CGL on an “occurrence” basis, including productscompleted 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.

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

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 SUPPLIER; and on the CGL policy with respect to liability arising out of work or operations performed by or on behalf of the SUPPLIER 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 SUPPLIER’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 SUPPLIER’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 selfinsurance maintained by the CITY, its elected and appointed officials, employees, or agents shall be excess of the SUPPLIER’s insurance and shall not contribute with it. 217 of 1101
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Notice of Cancellation
Each insurance policy required above shall provide that coverage shall not be canceled, except after thirty (30) days’ prior written notice (10 days for non-payment) has been given to the CITY.

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

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
SUPPLIER 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 or performance of the Contract commences. However, failure to obtain the required documents prior to the work beginning shall not waive the SUPPLIER’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.

19. Hold Harmless and Indemnity Provision. SUPPLIER agrees to hold harmless and indemnify City of San Mateo and Estero Municipal Improvement District, their elected and appointed officials, employees, and agents from and against any and all claims, loss, 219 of 1101
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liability, damage, and expense arising from performance of this Contract, including claims, loss, liability, damage, and expense caused or claimed to be caused by passive negligence of City of San Mateo or Estero Municipal Improvement District, their elected and appointed officials, employees, and agents; provided, however that this provision does not apply to claims, loss, liability, damage or expense arising from the sole negligence or willful misconduct of City of San Mateo or Estero Municipal Improvement District. SUPPLIER will defend City of San Mateo and Estero Municipal Improvement District, their elected and appointed officials, employees, and agents, against any such claims.

21. Assignment. SUPPLIER shall not delegate or subcontract any duties and services or assign any rights or claims under this Contract without the CITY’s prior written consent.

The above $5,000 limit is the total of attorney fees recoverable whether in the trial court, appellate court, or otherwise, and regardless of the number of attorneys, trials, appeals or actions. It is the intent that neither party to this contract shall have to pay the other more than $5,000 for attorney fees arising out of an action, or actions, to enforce the provisions of this Contract. The parties expect and hope there will be no litigation and that any differences will be resolved amicably.

23. Mediation. Should any dispute arise out of this Contract, any party may request that it be submitted to mediation. The parties shall meet in mediation within 30 days of a request.

The mediator shall be agreed to by the mediating parties; in the absence of a contract, the parties shall each submit one name from mediators listed by either the American Arbitration Association, the California State Board of Mediation and Conciliation, or other agreed-upon service. The mediator shall be selected by a "blindfolded" process.

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 contract is reached by the parties but not more than 60 days, unless the maximum time is extended by the parties.
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25. Provisions Cumulative. The provisions of this contract are cumulative, and in addition to and not in limitation of, any other rights or remedies available to CITY.

26. Notices. All notices shall be in writing, and delivered in person or transmitted by certified mail, postage prepaid.

Notices required to be given to City shall be addressed as follows:

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

This document represents the entire and integrated agreement between CITY and SUPPLIER 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 SUPPLIER.
[SIGNATURE PAGE FOLLOWS]
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IN WITNESS WHEREOF, this contract has been duly executed by the parties hereinabove named, as of the day and year first above written.

SUPPLIER CITY OF SAN MATEO,
a municipal corporation
______________________________________ _______________________________ Gary Gable Date Matt Fabry Date
Vice President Public Works Director

APPROVED AS TO FORM:
______________________________________ _______________________________ Alexa Colin Date Linh Nguyen Date
Chief Legal Officer & Corporate Secretary Assistant City Attorney

224 of 1101
PO Box 24055, MS 702 • Oakland, CA 94623 • www.bacwa.org Central Contra Costa Sanitary District • East Bay Dischargers Authority • City of San Jose • East Bay Municipal Utility District • City & County of San Francisco March 13, 2026
Univar Solutions USA, LLC
Attn: Jennifer M Perras
8201 S 21
st St.

Kent, WA 98032
RE: Award Contract in Response to Bay Area Chemical Consortium (BACC) Bid No. 11-2026 for Supply and Delivery of Sodium Bisulfite.

Dear Ms. Perras
We are pleased to advise you that the bid submitted by Univar Solutions USA, LLC. for Bid No. 11- 2026 was determined to be the lowest responsive bid for the supply and delivery of Sodium Bisulfite during the period July 1, 2026 through June 30, 2027.

The participating BACC Agencies should be contacting you shortly to discuss entering into contracts with Univar Solutions USA, LLC. for their respective facilities.

Bay Area Chemical Consortium sincerely appreciates your efforts and participation in the competitive bid process.

If you have any questions, please free to contact me at [email protected] Sincerely,
Jennifer Dyment
Assistant Executive Director
BACWA.org
as Coordinating Agency for the Bay Area Chemical Consortium 225 of 1101
Bay Area Clean Water Agencies
Bid Results for Project 11-2026 SODIUM BISULFITE
Bid Due on February 19, 2026 4:00 PM (PDT)

SINGLE BID AWARD
Section
Description Central Valley East Bay Marin Sonoma Napa North Bay Peninsula Sacramento South Bay Central Valley East Bay Sacramento Unit of Measure gal gal gal gal gal gal gal gal gal gal Univar Solutions USA LLC. $1.6350 $1.6350 $1.6350 $1.6350 $1.6350 $1.6350 $1.6350 $3.1000 $5.4000 $2.3200 Sodium Bisulfite 25% SODIUM BISULFITE 40% Solution
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CITY OF SAN MATEO, CALIFORNIA

PURCHASE CONTRACT

FOR SUPPLY O F FERRIC CHLORIDE FROM
KEMIRA WATER SOLUTIONS, INC.

JULY 1, 2026 TO JUNE 30, 2027
THIS PURCHASE AGREEMENT (“Agreement” or “Contract”), made and entered into this , by and between the CITY OF SAN MATEO, a
municipal corporation existing under the laws of the State of California, hereinafter referred to as "CITY”, Kemira Water Solutions, Inc., a corporation, with offices at 4321 W. 6t h Street, Lawrence, KS 66049, hereinafter referred to as "SUPPLIER".

IT IS AGREED, as follows:

1. Scope of Work. SUPPLIER shall perform the work as described: SUPPLY OF up to 300 DRY TONS OF 38-42% FERRIC CHLORIDE.

2. Contract Price. CITY shall pay, a n d the SUPPLIER shall accept, in full payment for the work above agreed to, the sum of not to exceed $402,214.13 (four hundred two thousand two hundred fourteen dollars and thirteen cents), priced at $1,223 per dry ton of 38- 42% Ferric Chloride, and inclusive of 9.625% sales tax.

Said price is determined by the prices contained in the Bay Area Chemical Consortium (BACC) Bid Tabulation for Bid No. 06-2026, Supply and Delivery of Ferric Chloride 38-42%. In the event work is performed or materials furnished in addition to or a reduction of those set forth in SUPPLIER's bid and the specifications herein, such work and materials will be paid for as described in this Agreement.

3. The Contract Documents. The complete Contract consists of the following documents: This Contract and the BACC Bid Tabulation.

All rights and obligations of CITY and SUPPLIER are fully set forth and described in the Contract documents.

All of the above-named documents are intended to cooperate, so that any work called for 227 of 1101
in one, and not mentioned in the other, or vice versa, is to be executed the same as if mentioned in all said documents. The documents comprising the complete Contract will hereinafter be referred to as "the Contract documents." In the event of any variation or discrepancy between any portion of this Contract and any portion of the other Contract documents, this Contract shall prevail.

5. Schedule. This is a one- y e a r Contract and will cover the period between July 1, 2026, and June 30, 2027.

6. Measurement of Quantities, Material Analysis and Identification. SUPPLIER shall furnish the Water Quality Control Plant Manager with a legible copy of a Bill of Lading, Certified Analysis indicating FERRIC CHLORIDE, Weighmaster's certificate of weight and any applicable regulatory documents. Certificates shall be delivered to the Water Quality Control Plant Manager designee at the job site upon delivery and before offloading of the material.

7. Payment. Shall be made on a thirty (30) day net basis upon receipt of monthly invoices.

9. Partial and Final Payments. SUPPLIER shall submit individual invoice for each delivery of FERIC CHLORIDE to the City of San Mateo, Water Quality Control Plant, 2050 Detroit Drive, San Mateo, CA 94404. The invoice shall contain the following information:
a) Purchase order number
b) Date of delivery
c) Item description
d) Cost per gallon and total price
e) Payment terms to include any prompt payment discount offered f) All applicable sales tax

If any discrepancy or inconsistency is discovered in any such law, ordinance, regulation, order or decree, SUPPLIER shall forthwith report the same to the CITY in writing. SUPPLIER shall at all times observe and comply with all such existing, adopted and amended laws, ordinances, regulations and orders.
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SUPPLIER will be required to furnish and update, as necessary, a list of telephone numbers and names of responsible parties to be called on a 24-hour, 7 days per week basis in the event of an emergency or unusual operating conditions.

11. Time of Delivery. FERRIC CHLORIDE will be furnished F.O.B. Destination City of San Mateo W a t e r Q u a l i t y C o n t r o l Plant 2050 Detroit Drive, San Mateo, CA (i.e., Seller/SUPPLIER pays freight charges, owns goods in transit and files any damage claims).

Deliveries will be made in 3,000-gallon minimum and 5,000-gallon maximum loads.

Deliveries of FERRIC CHLORIDE will generally be prescheduled to provide SUPPLIER with at least three (3) days’ notice before delivery must be made, but SUPPLIER must have the ability after notification to deliver the chemical within 24 hours.

Orders will be placed by phone and confirmed by email. SUPPLIER must email a confirmation of the CITY's order within twenty-four (24) hours, unless the CITY requires delivery within twenty-four (24) hours then confirmation must be made within three (3) hours. In the event SUPPLIER fails to provide the chemicals within twenty-four (24) hours or other scheduled delivery timeframe and the CITY is forced to obtain the chemical from an alternative source, all additional CITY cost incurred will be made good at the expense of SUPPLIER, who agrees to pay the costs and charges immediately upon demand.

Once an order is placed and confirmation received, the delivery will be accepted at the CITY's Wat e r Q u a l i t y C o n t r o l Plant 24 hours per day.

12. Method of Delivery. Delivery shall be by truck tank car. SUPPLIER shall provide all unloading equipment including air padding facilities and hoses with appropriate fittings for coupling to the CITY's chemical unloading facilities. The unloading facilities have standard flange connections; exact size and types are available upon request. All shipping containers used shall conform to I.C.C. regulations.

13. Rejection. All shipments of FERRIC CHLORIDE will be rejected without the following:
a) Bill of Lading
b) Certified Analysis including Total Reducing Substance (TRS) as 100% Ferric Chloride
c) Weighmaster's certificate of weight
d) Applicable regulatory documents
The CITY may revise shipping instructions as to any goods not as yet shipped. The CITY shall have 230 of 1101
231 of 1101
the right to inspect any or all of the goods at SUPPLIER’s place of business or upon receipt by the CITY.

The CITY also requires the S.D.S. to be sent to the receiving location if the product supplied is considered to be a hazardous substance. All City, State, or Federal requirements for hazardous substances must be strictly adhered to.

15. Training. SUPPLIER shall provide written instructions regarding the recommended methods for cleaning up the chemicals in the event of spills. Such instructions shall include any recommended absorbents or chemicals to be used for neutralization, if applicable, and recommended tests to be performed, such as pH, to ascertain the effectiveness of the neutralization. These instructions will be used by Water Quality Control Plant personnel cleaning up small spills associated with leaks in pumps, valves and other appurtenances.

SUPPLIER will obtain all required federal, state, or local licenses or permits for the transport of FERRIC CHLORIDE.

17. 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 232 of 1101
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.

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

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

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. 233 of 1101
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Waiver of Subrogation
SUPPLIER hereby grants to CITY a waiver of any right to subrogation which any insurer of said SUPPLIER may acquire against the CITY by virtue of the payment of any loss under such insurance.

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.

21. Assignment. SUPPLIER shall not delegate or subcontract any duties and services or assign any rights or claims under this Contract without the CITY’s prior written consent.

25. Provisions Cumulative. The provisions of this agreement are cumulative, and in addition to and not in limitation of, any other rights or remedies available to CITY. 237 of 1101
238 of 1101

26. Notices. All notices shall be in writing, and delivered in person or transmitted by certified mail, postage prepaid.

Notices required to be given to City shall be addressed follows:

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

This document represents the entire and integrated agreement between CITY and SUPPLIER 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 SUPPLIER. [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.

SUPPLIER CITY OF SAN MATEO,
a municipal corporation
______________________________________ _______________________________ Christina Imbrogno Date Matt Fabry Date
Commercial Support Manager Public Works Director

APPROVED AS TO FORM:
______________________________________ _______________________________ Gayla Walker Date Linh Nguyen Date
Commercial Support Specialist Assistant City Attorney

241 of 1101
PO Box 24055, MS 702 • Oakland, CA 94623 • www.bacwa.org Central Contra Costa Sanitary District • East Bay Dischargers Authority • City of San Jose • East Bay Municipal Utility District • City & County of San Francisco March 13, 2026
Kemira Water Solutions, Inc
Attn: Christina M. Imbrogno
4321 W. 6th St.

Lawrence, KS 66049
RE: Award Contract in Response to Bay Area Chemical Consortium (BACC) Bid No. 06-2026 for Supply and Delivery of FERRIC CHLORIDE.

Dear Ms. Imbrogno
We are pleased to advise you that the bid submitted by Kemira Water Solutions, Inc for Bid No. 06- 2026 was determined to be the lowest responsive bid for the supply and delivery of FERRIC CHLORIDE during the period July 1, 2026 through June 30, 2027.

The participating BACC Agencies should be contacting you shortly to discuss entering into contracts with Kemira Water Solutions, Inc for their respective facilities.

Bay Area Chemical Consortium sincerely appreciates your efforts and participation in the competitive bid process.

If you have any questions, please free to contact me at [email protected] Sincerely,
Jennifer Dyment
Assistant Executive Director
BACWA.org
as Coordinating Agency for the Bay Area Chemical Consortium 242 of 1101
Bay Area Clean Water Agencies
Bid Results for Project 06-2026 FERRIC CHLORIDE
Bid Due on February 19, 2026 4:00 PM (PDT)

SINGLE BID AWARD
Section
Description Central Valley East Bay Marin Sonoma Napa North Bay Peninsula Sacramento South Bay Tri Valley Unit of Measure dry ton dry ton dry ton dry ton dry ton dry ton dry ton dry ton Kemira Water Solutions, Inc 1,164.0000 1,214.0000 1,221.0000 1,210.0000 1,223.0000 1,221.0000 1,221.0000 1,236.0000

FERRIC CHLORIDE
243 of 1101

PURCHASE CONTRACT

FOR SUPPLY O F SODIUM HYDROXIDE
FROM UNIVAR SOLUTIONS USA, LLC.

JULY 1, 2026 TO JUNE 30, 2027
THIS PURCHASE AGREEMENT (“Agreement” or “Contract”), made and entered into this , by and between the CITY OF SAN MATEO, a
municipal corporation existing under the laws of the State of California, hereinafter referred to as "CIT Y ” , a n d U n i v a r S o l u t i o n s U S A , L L C . , a corporation, with offices at 8201 S. 212th, Kent, WA 98032, hereinafter referred to as "SUPPLIER".

IT IS AGREED, as follows:

1. Scope of Work. SUPPLIER shall perform the work as described: SUPPLY OF UP TO 450 DRY TONS OF SODIUM HYDROXIDE 25%.

2. Contract Price. CITY shall pay, a n d the SUPPLIER shall accept, in full payment for the work above, agreed to the sum of not to exceed $434,253.13 (four hundred thirty-four thousand two hundred fifty-three dollars and thirteen cents), priced at $880.28 per dry ton of Sodium Hydroxide 25%, and inclusive of 9.625% sales tax.

Said price is determined by the prices contained in the Bay Area Chemical Consortium (BACC) Bid Tabulation for Bid No. 12-2026, Supply and Delivery of Sodium Hydroxide 25% Solution. In the event work is performed or materials furnished in addition to or a reduction of those set forth in SUPPLIER's bid and the specifications herein, such work and materials will be paid for as described in this Agreement.

3. The Contract Documents. The complete Contract consists of the following documents: This Contract and the BACC Bid Tabulation.

All rights and obligations of CITY and SUPPLIER are fully set forth and described in the Contract documents.

All of the above-named documents are intended to cooperate, so that any work called for 244 of 1101
in one, and not mentioned in the other, or vice versa, is to be executed the same as if mentioned in all said documents. The documents comprising the complete Contract will hereinafter be referred to as "the Contract documents." In the event of any variation or discrepancy between any portion of this Contract and any portion of the other Contract documents, this Contract shall prevail.

5. Schedule. This is a one- y e a r Contract and will cover the period between July 1, 2026, and June 30, 2027.

6. Measurement of Quantities, Material Analysis and Identification. SUPPLIER shall furnish the Water Quality Control Plant Manager with a legible copy of a Bill of Lading, Certified Analysis indicating SODIUM HYDROXIDE, Weighmaster's certificate of weight and any applicable regulatory documents. Certificates shall be delivered to the Water Quality Control Plant Manager's designee at the job site upon delivery and before offloading of the material.

7. Payment. Shall be made on a thirty (30) day net basis upon receipt of monthly invoices.

9. Partial and Final Payments. SUPPLIER shall submit individual invoice for each delivery of SODIUM HYDROXIDE t o the City of San Mateo, Water Quality Control Plant, 2050 Detroit Drive, San Mateo, CA 94404. The invoice shall contain the following information:
a) Purchase order number
b) Date of delivery
c) Item description
d) Cost per gallon and total price
e) Payment terms to include any prompt payment discount offered f) All applicable sales tax

If any discrepancy or inconsistency is discovered in any such law, ordinance, regulation, order or decree, SUPPLIER shall forthwith report the same to the CITY in writing. SUPPLIER shall at all times observe and comply with all such existing, adopted and amended laws, ordinances, regulations and orders.
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SUPPLIER will be required to furnish and update, as necessary, a list of telephone numbers and names of responsible parties to be called on a 24-hour, 7 days per week basis in the event of an emergency or unusual operating conditions.

11. Time of Delivery. SODIUM HYDROXIDE will be furnished F.O.B. Destination City of San Mateo Water Quality Control Plant 2050 Detroit Drive, San Mateo, CA (i.e., Seller/SUPPLIER pays freight charges, owns goods in transit and files any damage claims). Deliveries will be made in 3,000-gallon minimum and 5,000-gallon maximum loads.

Deliveries of S O D I U M H Y D R O X I D E w i l l generally be prescheduled to provide SUPPLIER with at least three (3) days’ notice before delivery must be made, but SUPPLIER must have the ability after notification to deliver the chemical within 24 hours.

Orders will be placed by phone and confirmed by email. SUPPLIER must email confirmation of the CITY's order within twenty-four (24) hours, unless the CITY requires delivery within twenty-four (24) hours then confirmation must be made within three (3) hours. In the event SUPPLIER fails to provide the chemicals within twenty-four (24) hours or other scheduled delivery timeframe and the CITY is forced to obtain the chemical from an alternative source, all additional CITY cost incurred will be made good at the expense of SUPPLIER, who agrees to pay the costs and charges immediately upon demand.

Once an order is placed and confirmation received, delivery will be accepted at the CITY's Water Quality Control Plant 24 hours per day.

12. Method of Delivery. Delivery shall be by truck tank car. SUPPLIER shall provide all unloading equipment including air padding facilities and hoses with appropriate fittings for coupling to the CITY's chemical unloading facilities. The unloading facilities have standard flange connections; exact size and types are available upon request. All shipping containers used shall conform to I.C.C. regulations.

13. Rejection. All shipments of SODIUM HYDROXIDE will be rejected without the following:
a) Bill of Lading
b) Certified Analysis including Total Reducing Substance (TRS) as 100% Sodium Hydroxide
c) Weighmaster's certificate of weight
d) Applicable regulatory documents
The CITY may revise shipping instructions as to any goods not as yet shipped. The CITY shall have 247 of 1101
248 of 1101
the right to inspect any or all of the goods at SUPPLIER’s place of business or upon receipt by the CITY.

SUPPLIER will obtain all required federal, state, or local licenses or permits for the transport of SODIUM HYDROXIDE.

17. 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 249 of 1101
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.

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

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

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. 250 of 1101
251 of 1101
Waiver of Subrogation
SUPPLIER hereby grants to CITY a waiver of any right to subrogation which any insurer of said SUPPLIER may acquire against the CITY by virtue of the payment of any loss under such insurance.

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.

21. Assignment. SUPPLIER shall not delegate or subcontract any duties and services or assign any rights or claims under this Contract without the CITY’s prior written consent.

25. Provisions Cumulative. The provisions of this agreement are cumulative, and in addition to and not in limitation of, any other rights or remedies available to CITY. 254 of 1101
255 of 1101

26. Notices. All notices shall be in writing, and delivered in person or transmitted by certified mail, postage prepaid.

Notices required to be given to City shall be addressed follows:

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

This document represents the entire and integrated agreement between CITY and SUPPLIER 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 SUPPLIER. [SIGNATURE PAGE FOLLOWS]
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IN WITNESS WHEREOF, this agreement has been duly executed by the parties herein above named, as of the day and year first above written.

SUPPLIER CITY OF SAN MATEO,
a municipal corporation
______________________________________ _______________________________ Gary Gable Date Matt Fabry Date
Vice President Public Works Director

APPROVED AS TO FORM:
______________________________________ _______________________________ Alexa Colin Date Linh Nguyen Date
Chief Legal Officer & Corporate Secretary Assistant City Attorney

258 of 1101
PO Box 24055, MS 702 • Oakland, CA 94623 • www.bacwa.org Central Contra Costa Sanitary District • East Bay Dischargers Authority • City of San Jose • East Bay Municipal Utility District • City & County of San Francisco March 19, 2026
Univar Solutions USA, LLC
Attn: Jennifer M Perras
8201 S 21st St.

Kent, WA 98032
RE: Award Contract in Response to Bay Area Chemical Consortium (BACC) Bid No. 12-2026 for Supply and Delivery of SODIUM HYDROXIDE.

Dear Ms. Perras
We are pleased to advise you that the bid submitted by Univar Solutions USA, LLC. for Bid No. 12- 2026 was determined to be the lowest responsive bid for the supply and delivery of SODIUM HYDROXIDE for 20% in Marin Sonoma Napa and Sacramento, for 25% in Marin Sonoma Napa, Peninsula, Sacramento, Tri Valley, Central Valley and South Bay, for 30% in Marin Sonoma Napa, North Bay, Sacramento, and 50% in East Bay, Marin Sonoma Napa, North Bay, Sacramento, Tri Valley, Central Valley and South Bay regions during the period July 1, 2026 through June 30, 2027.

The participating BACC Agencies should be contacting you shortly to discuss entering into contracts with Univar Solutions USA, LLC. for their respective facilities.

Bay Area Chemical Consortium sincerely appreciates your efforts and participation in the competitive bid process.

If you have any questions, please free to contact me at [email protected] Sincerely,
Jennifer Dyment
Assistant Executive Director
BACWA.org
as Coordinating Agency for the Bay Area Chemical Consortium 259 of 1101
Bay Area Clean Water Agencies
Bid Results for Project 12-2026 SODIUM HYDROXIDE
Bid Due on February 19, 2026 4:00 PM (PDT)

REGIONAL BID AWARD
Section
Description Marin Sonoma NaSacramento Central Valley
Marin Sonoma
Napa Peninsula Sacramento South Bay Tri Valley
Marin Sonoma
Napa North Bay Sacramento Central Valley East Bay
Marin
Sonoma Napa North Bay Sacramento South Bay Tri Valley
Unit of Measure dry ton dry ton dry ton dry ton dry ton dry ton dry ton dry ton dry ton dry ton dry ton dry ton dry ton dry ton dry ton dry ton dry ton dry ton Univar Solutions USA LLC. 1,690.2500 896.0600 1,110.2600 879.7300 880.2800 886.0900 1,165.4700 837.4400 1,322.3600 859.4600 860.9800 712.8400 706.4300 699.1400 689.5000 751.4800 1,091.0600 700.7500 SODIUM HYDROXIDE 20% (Caustic) SODIUM HYDROXIDE 25% (Caustic) SODIUM HYDROXIDE 30% (Caustic) SODIUM HYDROXIDE 50% (Caustic) 260 of 1101

CITY OF SAN MATEO, CALIFORNIA

PURCHASE CONTRACT

FOR SUPPLY O F CITRIC ACID FROM

PACIFIC STAR CHEMICAL, LLC DBA

NORTHSTAR CHEMICAL
JULY 1, 2026 TO JUNE 30, 2027
THIS PURCHASE AGREEMENT (“Agreement” or “Contract”), made and entered into this , by and between the CITY OF SAN MATEO, a
municipal corporation existing under the laws of the State of California, hereinafter referred to as "CITY” , P A C I F I C S T A R C H E M I C A L , L L C D B A N O R T H S T A R C H E M I C A L , a corporation, with offices at 1333 S. Mayflower Ave., Suite 300, Monrovia, CA 91016, hereinafter referred to as "SUPPLIER".

IT IS AGREED, as follows:

1. Scope of Work. SUPPLIER shall perform the work as described: SUPPLY OF UP TO 8,000 GALLONS OF Citric Acid 50 %.

2. Contract Price. CITY shall pay, a n d the SUPPLIER shall accept, in full payment for the work above, agreed to the sum of not to exceed $56,128.00 (fifty-six thousand one hundred twenty-eight dollars and zero cents), priced at $6.40 per gallon of Citric Acid 50%, and inclusive of 9.625% sales tax.

Said price is determined by the prices contained in the Bay Area Chemical Consortium (BACC) Bid Tabulation for Bid No. 05-2026, Supply and Delivery of Citric Acid 50%, a n d shall be paid as described in this Contract. In the event work is performed or materials furnished in addition to or a reduction of those set forth in SUPPLIER's bid and the specifications herein, such work and materials will be paid for as described in this Agreement.

3. The Contract Documents. The complete Contract consists of the following documents: This Contract and the BACC Bid Tabulation.

All rights and obligations of CITY and SUPPLIER are fully set forth and described in the Contract documents.
261 of 1101
All of the above-named documents are intended to cooperate, so that any work called for in one, and not mentioned in the other, or vice versa, is to be executed the same as if mentioned in all said documents. The documents comprising the complete Contract will hereinafter be referred to as "the Contract documents." In the event of any variation or discrepancy between any portion of this Contract and any portion of the other Contract documents, this Contract shall prevail.

5. Schedule. This is a one- y e a r Contract and will cover the period between July 1, 2026, and June 30, 2027.

6. Measurement of Quantities, Material Analysis and Identification. SUPPLIER shall furnish the Water Quality Control Plant Manager with a legible copy of a Bill of Lading, Certified Analysis indicating Citric Acid, Weighmaster's certificate of weight and any applicable regulatory documents. Certificates shall be delivered to the Water Quality Control Plant Manager's designee at the job site upon delivery and before offloading of the material.

7. Payment. Shall be made on a thirty (30) day net basis upon receipt of monthly invoices.

8. General. Except as directed otherwise in these specifications, full compensation for completing all the supplied goods indicated herein is considered to be included in the Contract unit prices paid for the various items of work and no separate payment will be made therefore.

9. Partial and Final Payments. SUPPLIER shall submit individual invoice for each delivery of Citric Acid to the City of San Mateo, Water Quality Control Plant, 2050 Detroit Drive, San Mateo, CA 94404. The invoice shall contain the following information:
a) Purchase order number
b) Date of delivery
c) Item description
d) Cost per gallon and total price
e) Payment terms to include any prompt payment discount offered f) All applicable sales tax

If any discrepancy or inconsistency is discovered in any such law, ordinance, regulation, order or decree, SUPPLIER shall forthwith report the same to the CITY in writing. SUPPLIER shall at all times observe and comply with all such existing, adopted and amended laws, ordinances, regulations and orders.
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SUPPLIER will be required to furnish and update, as necessary, a list of telephone numbers and names of responsible parties to be called on a 24-hour, 7 days per week basis in the event of an emergency or unusual operating conditions.

11. Time of Delivery. Citric Acid will be furnished F.O.B. Destination City of San Mateo Water Quality Control Plant 2050 Detroit Drive, San Mateo, CA (i.e., Seller/SUPPLIER pays freight charges, owns goods in transit and files any damage claims). Deliveries will be made in 3,000- gallon minimum and 5,000-gallon maximum loads.

Deliveries of C i t r i c A c i d will generally be prescheduled to provide SUPPLIER with at least three (3) days’ notice before delivery must be made, but SUPPLIER must have the ability after notification to deliver the chemical within 24 hours.

Once an order is placed and confirmation received, the delivery will be accepted at the CITY's Water Quality Control Plant 24 hours per day.

12. Method of Delivery. Delivery shall be by truck tank car. SUPPLIER shall provide all unloading equipment including air padding facilities and hoses with appropriate fittings for coupling to the CITY's chemical unloading facilities. The unloading facilities have standard flange connections; exact size and types are available upon request. All shipping containers used shall conform to I.C.C. regulations.

13. Rejection. All shipments of Citric Acid will be rejected without the following:
a) Bill of Lading
b) Certified Analysis including Total Reducing Substance (TRS) as 100% Citric Acid
c) Weighmaster's certificate of weight
d) Applicable regulatory documents
The CITY may revise shipping instructions as to any goods not as yet shipped. The CITY shall have 264 of 1101
265 of 1101
the right to inspect any or all of the goods at SUPPLIER’s place of business or upon receipt by the CITY.

SUPPLIER will obtain all required federal, state, or local licenses or permits for the transport of Citric Acid.

17. 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 266 of 1101
aggregate limit shall apply separately to this project/location or the general aggregate limit shall be twice the required occurrence limit.

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

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

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. 267 of 1101
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Waiver of Subrogation
SUPPLIER hereby grants to CITY a waiver of any right to subrogation which any insurer of said SUPPLIER may acquire against the CITY by virtue of the payment of any loss under such insurance.

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.

21. Assignment. SUPPLIER shall not delegate or subcontract any duties and services or assign any rights or claims under this Contract without the CITY’s prior written consent.

25. Provisions Cumulative. The provisions of this agreement are cumulative, and in addition to and not in limitation of, any other rights or remedies available to CITY. 271 of 1101
272 of 1101

26. Notices. All notices shall be in writing, and delivered in person or transmitted by certified mail, postage prepaid.

Notices required to be given to City shall be addressed follows:

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

This document represents the entire and integrated agreement between CITY and SUPPLIER 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 SUPPLIER. [SIGNATURE PAGE FOLLOWS]
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IN WITNESS WHEREOF, this agreement has been duly executed by the parties herein above named, as of the day and year first above written.

SUPPLIER CITY OF SAN MATEO,
a municipal corporation
______________________________________ _______________________________ Alric Van Date Matt Fabry Date
Vice President Public Works Director

APPROVED AS TO FORM:
______________________________________ _______________________________ Matt Werger Date Linh Nguyen Date
Executive Vice President Assistant City Attorney

275 of 1101
PO Box 24055, MS 702 • Oakland, CA 94623 • www.bacwa.org Central Contra Costa Sanitary District • East Bay Dischargers Authority • City of San Jose • East Bay Municipal Utility District • City & County of San Francisco March 13, 2026
Northstar Chemical as a dba of Pacific Star Chemical, LLC Attn: Matt Werger
1333 S. Mayflower Ave., Suite 300
Monrovia, CA 91016
RE: Award Contract in Response to Bay Area Chemical Consortium (BACC) Bid No. 05-2026 for Supply and Delivery of CITRIC ACID.

Dear Mr. Werger
We are pleased to advise you that the bid submitted by Northstar Chemical as a dba of Pacific Star Chemical, LLC for Bid No. 05-2026 was determined to be the lowest responsive bid for the supply and delivery of CITRIC ACID during the period July 1, 2026 through June 30, 2027.

The participating BACC Agencies should be contacting you shortly to discuss entering into contracts with Northstar Chemical as a dba of Pacific Star Chemical, LLC for their respective facilities.

Bay Area Chemical Consortium sincerely appreciates your efforts and participation in the competitive bid process.

If you have any questions, please free to contact me at [email protected] Sincerely,
Jennifer Dyment
Assistant Executive Director
BACWA.org
as Coordinating Agency for the Bay Area Chemical Consortium 276 of 1101
Bay Area Clean Water Agencies
Bid Results for Project 05-2026 CITRIC ACID
Bid Due on February 19, 2026 4:00 PM (PDT)

SINGLE BID AWARD
Section CITRIC ACID dry material
Description Marin Sonoma Napa North Bay Peninsula Sacramento South Bay Tri Valley Unit of Measure gal gal gal gal gal lb
Northstar Chemical as a DBA of Pacific Star Chemical LLC $9.5000 $7.6500 $6.4000 $7.9000 $6.7000 $2.3000 CITRIC ACID 48%-52% Liquid
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CITY OF SAN MATEO

CITY OF SAN MATEO
Agenda Report
City Hall
330 W. 20th Avenue
San Mateo CA 94403
www.cityofsanmateo.org
Agenda Number: 16 Section Name: CONSENT CALENDAR Account Number: 72-4671 File ID: 26-11241 TO: City Council
FROM: Alex Khojikian, City Manager
PREPARED BY: Public Works Department
MEETING DATE: June 15, 2026
SUBJECT:

Wastewater Treatment Plant Biosolids Hauling and Disposal — Change Order RECOMMENDATION:

Approve Contract Change Order No. 4 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 $850,000, for a revised total contract amount not to exceed $3,644,250; and authorize the Public Works Director to execute future change orders and extensions within the contingency balance.

BACKGROUND:

The wastewater treatment process produces biosolids, which are hauled off-site for routine disposal. The Wastewater Treatment Plant (WWTP) estimates 10,000 tons per year of biosolids require hauling and disposal.

In June 2022, a three-year agreement was executed with Synagro-WWT, Inc. in the amount of $1,824,250 to haul and dispose of the WWTP’s biosolids. The agreement included two optional one-year extensions, which may be executed by the City at its discretion. The agreement was awarded in accordance with Municipal Code section 3.60.030, wherein a competitive public process was used to obtain bids for this service.

Change Order No. 1 was executed in May 2024 to cover increased hauling costs for the second year of the three-year agreement, increasing the agreement by $100,000 for a revised total agreement cost of $1,924,250. Change Order No. 2 was executed in April 2025 to cover increased hauling costs for the third year of the three-year agreement, further increasing the total by $120,000 for a revised total amount of $2,044,250. The WWTP has two digesters; however, Digester No. 2 has been out of commission for repairs, resulting in increased biosolids production. The increase in biosolids production necessitated the execution of Change Orders No. 1 and 2. Change Order No. 3 was executed in July 2026 to exercise the first of two optional one-year extensions, further increasing the total by $750,000 for a revised total amount of $2,794,250.

Contract Change Order No. 4 will authorize the second and final optional one-year extension with the term of the agreement ending on June 30, 2027. Council’s original action in June 2022 included authorizing the two optional one-year extensions at a cost of $610,000 each. Per the original agreement, the unit price fees past the original three-year term are subject to escalation based on the rate of the published consumer price index (CPI) for the applicable period. In addition to adjusting for CPI, staff is estimating continued increased biosolids hauling needs as Digester No. 1 will be out of commission for the upcoming fiscal year to execute critically needed maintenance, resulting in $850,000 being requested for this one-year extension as part of Contract Change Order No. 4.

Staff recommends approval of Contract Change Order No. 4 in the amount of $850,000 to address expected increased biosolids production due to one digester being out of service and the new WWTP processes, which result in more solids 278 of 1101

CITY OF SAN MATEO
being sent to the digesters for processing.

BUDGET IMPACT:

Funding for biosolids hauling and disposal services are budgeted annually in the Wastewater Treatment Plant Operations operating budget. Pending approval and adoption of the 2026-27 Operating Budget, sufficient funds will be available to fund this change order to extend services through June 30, 2027.

ENVIRONMENTAL DETERMINATION:

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

NOTICE PROVIDED
All meeting noticing requirements were met.

ATTACHMENTS
Att 1 – Contract Change Order No. 4

CITY OF SAN MATEO

PUBLIC WORKS DEPARTMENT
330 WEST 20TH AVENUE
SAN MATEO, CA 94403
(650) 522-7300 CONTRACT CHANGE ORDER 4
PROJECT: WWTP BIOSOLIDS HAULING AND DISPOSAL
TO: SYNAGRO- WWT, INC.

CONTRACT CHANGE ORDER NO. 4 Page 1 of 1

You are hereby directed to make the herein described changes from the plans and specifications or do the following described work not included in the plans and specifications on your contract.

DESCRIPTION OF WORK
The wastewater treatment process produces biosolids, which are hauled off-site for disposal on a routine basis at a current cost of $79.90 per wet ton.

This CCO is to execute the second term extension of two optional one-year extensions for Wastewater Treatment Plant biosolids hauling and disposal for a new end date of 6/30/27. In addition, the unit price per wet ton is adjusted based on the rate of the published consumer priced index, per the agreement; this results in an increase of the agreement amount by $850,000, resulting in a total contract amount not to exceed $3,644,250.

Revise SECTION 3.4 TERM OF CONTRACT AND PRICES to change the end date of the term to June 30th, 2027 Total cost of change not to exceed: $850,000
We, the undersigned contractor, have given careful consideration to the change proposed and hereby agree, if this proposal is approved, that we will provide all equipment, furnish all materials, except as may otherwise be noted above, and perform all services necessary for the work above specified, and will accept as full payment therefore the prices shown above.

By reason of this proposed change, ___ days extension of time will be allowed.

Date Accepted:

Contractor: SYNAGRO- WWT, INC.

By: Emil Kneis
Title: Contracts Manager
DISTRIBUTION: Purchasing Department, Contractor, Construction Inspector, Project Manager/Project Analyst, Project File

STATEMENT OF ACCOUNT
Original Contract Price $1,824,250
Previous Change Orders $970,000
Total to date $2,794,250
This Change Order $850,000
Revised Contract Price $3,644,250
Date Approved:

By:

Matt Fabry, Director of Public Works
NOTE: This change order is not effective until approved by the Director of Public Works.
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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: 17 Section Name: CONSENT CALENDAR Account Number: 72-4671 File ID: 26-11243 TO: City Council
FROM: Alex Khojikian, City Manager
PREPARED BY: Public Works Department
MEETING DATE: June 15, 2026
SUBJECT:

Wastewater Treatment Plant Supply of Liquid Emulsion Polymer – Agreement RECOMMENDATION:

Adopt a Resolution to approve an alternative purchasing procedure and award a purchase contract to Polydyne, Inc. for the supply of liquid emulsion polymer in the amount of $548,973.94; establish a 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.

BACKGROUND:

The Wastewater Treatment Plant (WWTP) uses liquid emulsion polymer for the dewatering of biosolids. Polymer is a critical component of the dewatering process. Lowering the water content in biosolids reduces the transportation costs associated with hauling and disposal.

The current supplier, Polydyne, Inc. (Polydyne), has provided proprietary-blended polymers that have been tested and optimized for the WWTP’s biosolids. Staff recommends the continued use of these same polymer blends, Clarifloc WE2948, WE-1273, and WE-1728, from Polydyne since they have consistently demonstrated superior performance and produce the necessary results needed to maintain operations at the WWTP. The testing of different polymer blends from other chemical vendors would be a time and labor-intensive task which may not produce beneficial results.

San Mateo Municipal Code section 3.60.050(b) authorizes procurement without competitive bidding procedures when calling for bids is impracticable, unavailing, or impossible. A contract with Polydyne is appropriate pursuant to these standards as Polydyne is the sole source provider of its polymer blend, Clarifoc WE-2948, WE-1273, and WE-1728.

Polydyne has provided a quote for $1.89 per pound, plus tax, which is the same pricing as last year. Therefore, staff recommend the purchase of polymer from Polydyne.

The contract includes the supply and delivery of 264,960 pounds of the chemical product.

Contractor Quote Amount Contract Amount
Polydyne, Inc. $1.89 + 9.625 % Tax $548,973.94
The unit price bid for Polydyne was $1.89 per pound. The term of the contract is 12 months, and the price is to remain firm for the entire period. Including sales tax and tariffs, the total cost to the City is $548,973.94. Staff recommends a contingency of 10% to address any changes in the quantity of polymer needed with one digester out of service and the new wastewater treatment plant processes, both of which result in increased biosolids production. 281 of 1101

CITY OF SAN MATEO
BUDGET IMPACT:

Funding for the supply of chemicals is budgeted annually in the WWTP operating budget.

ENVIRONMENTAL DETERMINATION:

This Council action is not a project subject to CEQA, because the purchase of liquid emulsion polymer to maintain WWTP operations is a continuing maintenance activity involving the purchase of supplies. (CEQA Guidelines Sections 15378(b)(2).)

NOTICE PROVIDED
All meeting noticing requirements were met.

ATTACHMENTS
Att 1 – Proposed Resolution
Att 2 – Purchase Agreement

CITY OF SAN MATEO
RESOLUTION NO. __(2026)
APPROVING AN ALTERNATIVE PURCHASING PROCEDURE FOR AN AGREEMENT WITH POLYDYNE, INC. FOR THE SUPPLY OF LIQUID EMULSION POLYMER IN THE AMOUNT OF $548,973.94 WHEREAS, the Wastewater Treatment Plant (WWTP) uses liquid emulsion polymer for the dewatering of biosolids; and
WHEREAS, Polydyne, Inc. provides a custom-blended polymer that has been tested and optimized for the WWTP’s biosolids; and
WHEREAS, Polydyne, Inc. is the sole source provider of the custom-blended polymer; and WHEREAS, retesting of polymer blends from other chemical vendors would be a labor-intensive task, requiring additional performance optimization testing; and WHEREAS, in accordance with Municipal Code section 3.60.050(b), agreements may be awarded without competitive bids if calling for bids would be impracticable, unavailing, or impossible and the City Council sets forth findings designating the reasons; and WHEREAS, City staff recommend approval of the agreement with Polydyne, Inc. for the supply of liquid emulsion polymer.

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

1. This Council action is not a project subject to CEQA, because the purchase of liquid emulsion polymer for continuing WWTP processes is a continuing maintenance activity involving the purchase of supplies (CEQA Guidelines Sections 15378(b)(2).).

2. In accordance with San Mateo Municipal Code Section 3.60.050(b), calling for bids would be impracticable, unavailing, and impossible because:
a) A custom-blended polymer has been tested and optimized for the WWTP’s biosolids; b) Polydyne, Inc. is the only provider of this custom-blended polymer; and c) The retesting of different polymer blends would be labor-intensive, requiring additional optimization.

3. The agreement with Polydyne, Inc., for the supply of liquid emulsion polymer, in an amount not to exceed $548,973.94, with a contingency reserve in the amount of $54,900, is approved.

4. The Public Works Director is authorized to execute the agreement in substantially the form presented on behalf of the City.
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PURCHASE CONTRACT

FOR SUPPLY OF POLYMER FROM
POLYDYNE, INC.

JULY 1, 2026 TO JUNE 30, 2027
THIS PURCHASE AGREEMENT (“Agreement” or “Contract”), made and entered into this , by and between the CITY OF SAN MATEO, a
municipal corporation existing under the laws of the State of California, hereinafter referred to as "CITY", P O L Y D Y N E , I N C . , a corporation, with offices at One Chemical Plant Road, Riceboro, GA 31323, hereinafter referred to as "SUPPLIER".

RECITALS
(A) CITY has taken appropriate proceedings to authorize the purchase of certain goods, hereinafter described, and the execution of this Contract. (B) CITY desires to engage SUPPLIER to provide these liquid emulsion polymers by reason of its qualifications and experience and SUPPLIER has offered to provide the required good on the terms and in the manner set forth within.

IT IS AGREED, as follows:

1. Scope of Work. SUPPLIER shall perform the work as described: SUPPLY OF UP TO 264,960 POUNDS OF LIQUID EMULISION POLYMER.

2. Contract Price. CITY shall pay, a n d the SUPPLIER shall accept, in full payment for the work above agreed to, the sum of not to exceed $548,973.94 (five hundred forty-eight thousand nine hundred seventy-three dollars and ninety-four cents), priced at $1.89 per pound of liquid emulsion polymer, and inclusive of 9.625% sales tax and tariff fees.

In the event work is performed or materials furnished in addition to or a reduction of those set forth in SUPPLIER's bid and the specifications herein, such work and materials will be paid for as described in this Agreement.

3. The Contract Documents. The complete Contract consists of the following documents: This Contract, Contract Resolution, and Sole Source Letter.

All rights and obligations of CITY and SUPPLIER are fully set forth and described in the Contract documents.

All of the above-named documents are intended to cooperate, so that any work called for 284 of 1101
in one, and not mentioned in the other, or vice versa, is to be executed the same as if mentioned in all said documents. The documents comprising the complete Contract will hereinafter be referred to as "the Contract documents." In the event of any variation or discrepancy between any portion of this Contract and any portion of the other Contract documents, this Contract shall prevail.

5. Schedule. This is a one- y e a r Contract and will cover the period between July 1, 2026 and June 30, 2027.

6. Measurement of Quantities, Material Analysis and Identification. SUPPLIER shall furnish the Water Quality Control Plant Manager with a legible copy of a Bill of Lading, Certified Analysis indicating LIQUID EMULSION POLYMER, Weighmaster's certificate of weight and any applicable regulatory documents. Certificates shall be delivered to the Water Quality Control Plant Manager's designee at the job site upon delivery and before offloading of the material.

7. Payment. Shall be made on a thirty (30) day net basis upon receipt of monthly invoices.

9. Partial and Final Payments. SUPPLIER shall submit individual invoice for each delivery of LIQUID EMULSION POLYMER to the City of San Mateo, Wa t e r Q u a l i t y C o n t r o l Plant, 2050 Detroit Drive, San Mateo, CA 94404. The invoice shall contain the following information:
a) Purchase order number
b) Date of delivery
c) Item description
d) Cost per gallon and total price
e) Payment terms to include any prompt payment discount offered f) All applicable sales tax

If any discrepancy or inconsistency is discovered in any such law, ordinance, regulation, order or decree, SUPPLIER shall forthwith report the same to the CITY in writing. SUPPLIER shall at all times observe and comply with all such existing, adopted and amended laws, ordinances, regulations and orders.
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SUPPLIER will be required to furnish and update, as necessary, a list of telephone numbers and names of responsible parties to be called on a 24-hour, 7 days per week basis in the event of an emergency or unusual operating condition.

11. Time of Delivery. LIQUID EMULSION POLYMER will be furnished F.O.B. Destination City of San Mateo Water Quality Control Plant 2050 Detroit Drive, San Mateo, CA (i.e., Seller/SUPPLIER pays freight charges, owns goods in transit and files any damage claims).

Deliveries will be made in 275-gallon totes.

Deliveries of LIQUID EMULSION POLYMER will generally be prescheduled to provide SUPPLIER with at least three (3) days’ notice before delivery must be made, but SUPPLIER must have the ability after notification to deliver the chemical within 24 hours.

Once an order is placed and confirmation received the delivery will be accepted at the CITY's Water Quality Control Plant 24-hours per day.

12. Rejection. All shipments of LIQUID EMULSION POLYMER will be rejected without the following:
a) Bill of Lading
b) Certified Analysis including Total Reducing Substance (TRS) as 100% Liquid emulsion polymer
c) Weighmaster's certificate of weight
d) Applicable regulatory documents
The CITY may revise shipping instructions as to any goods not as yet shipped. The CITY shall have 287 of 1101
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the right to inspect any or all of the goods at SUPPLIER’s place of business or upon receipt by the CITY.

13. Safety Data Sheet. Each bidder must furnish a copy of a completed S.D.S. (Safety Data Sheet) with its bid and annually thereafter. Failure to furnish a completed S.D.S. form will result in rejection of the bid. The CITY has a preference for the S.D.S. to be submitted in electronic format.

14. Training. SUPPLIER shall provide written instructions regarding the recommended methods for cleaning up the chemicals in the event of spills. Such instructions shall include any recommended absorbents or chemicals to be used for neutralization, if applicable, and recommended tests to be performed, such as pH, to ascertain the effectiveness of the neutralization. These instructions will be used by water quality control plant personnel m cleaning up small spills associated with leaks in pumps, valves and other appurtenances.

SUPPLIER will obtain all required federal, state, or local licenses or permits for the transport of liquid emulsion polymer.

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

16. 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 generalaggregate limit applies, either the general 289 of 1101
aggregate limit shall apply separately to this project/location or the general aggregate limit shall be twice the required occurrence limit.

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

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

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. 290 of 1101
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Waiver of Subrogation
SUPPLIER hereby grants to CITY a waiver of any right to subrogation which any insurer of said SUPPLIER may acquire against the CITY by virtue of the payment of any loss under such insurance.

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.

17. Warranties. In addition to any other expressed or implied warranties and unless otherwise agreed in writing, SUPPLIER warrants that all products delivered hereunder will be new, suitable for use as described, of the grade and quality specified, free from all defects in design, material and workmanship; in conformity with all samples, drawings, descriptions and specifications furnished; in compliance with all applicable federal, state and local laws and regulations, and free of any liens and encumbrances. These warranties shall not be deemed to exclude SUPPLIER’s standard warranties or other rights or warranties which the CITY may have or obtain.

18. Hold Harmless and Indemnity Provision. SUPPLIER agrees to hold harmless and indemnify City of San Mateo and 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 from performance of this Contract, including claims, loss, liability, damage, and expense caused or claimed to be caused by passive negligence of City of San Mateo or Estero Municipal Improvement District, their elected and appointed officials, employees, and agents; provided, however that this provision does not apply to claims, loss, liability, damage or expense arising from the sole negligence or willful misconduct of City of San Mateo or Estero Municipal Improvement District. SUPPLIER will defend City of San Mateo and Estero Municipal Improvement District, their elected and appointed officials, employees, and agents, against any such claims.
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19. Remedies. In the event of SUPPLIER’s breach of this Contract, CITY may take any or all of the following actions, without prejudice to any other rights or remedies available to the CITY by law: (a) require SUPPLIER to repair or replace such goods, and upon SUPPLIER’s failure or refusal to do so, repair or replace the same at SUPPLIER’s expense; (b) reject any shipment or delivery containing defective or nonconforming goods and return for credit or replacement at SUPPLIER’s option, said return to be made at SUPPLIER’s cost and risk; (c) cancel any outstanding deliveries and treat such breach by SUPPLIER as SUPPLIER’s repudiation of this contract. In the event of the CITY’s breach hereunder, SUPPLIER’s exclusive remedy shall be SUPPLIER’s recovery of the goods or the purchase price payable for goods shipped prior to such breach.

20. Assignment. SUPPLIER shall not delegate or subcontract any duties and services or assign any rights or claims under this Contract without the CITY’s prior written consent.

21. Attorney Fees. Attorney fees in amount not exceeding $85 per hour per attorney, and in total amount not exceeding $5,000 shall be recoverable as costs (that is, by the filing of a cost bill) by prevailing party in any action or actions to enforce the provisions of this Contract. The above $5,000 limit is the total of attorney fees recoverable whether in the trial court, appellate court, or otherwise, and regardless of the number of attorneys, trials, appeals or actions. It is the intent that neither party to this contract shall have to pay the other more than $5,000 for attorney fees arising out of an action, or actions, to enforce the provisions of this Contract. The parties expect and hope there will be no litigation and that any differences will be resolved amicably.

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

23. Governing Law and Venue. This Contract between the parties evidenced hereby or attached thereto shall be deemed to be made in the State of California and shall in all respects be construed and governed by the laws of that state. In the event of litigation, venue will be in the County of San Mateo.

24. Provisions Cumulative. The provisions of this agreement are cumulative, and in addition to and not in limitation of, any other rights or remedies available to CITY. 294 of 1101
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25. Notices. All notices shall be in writing, and delivered in person or transmitted by certified mail, postage prepaid.

Notices required to be given to City shall be addressed follows:

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

This document represents the entire and integrated agreement between CITY and SUPPLIER 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 SUPPLIER. [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.

SUPPLIER CITY OF SAN MATEO,
a municipal corporation
Marc Schlag
Vice President
Date Matt Fabry
Public Works Director
Date
*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
APPROVED AS TO FORM:

Date Linh P. Nguyen
Assistant City Attorney
Date

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CITY OF SAN MATEO

CITY OF SAN MATEO
Agenda Report
City Hall
330 W. 20th Avenue
San Mateo CA 94403
www.cityofsanmateo.org
Agenda Number: 18 Section Name: CONSENT CALENDAR Account Number: 82-4681 File ID: 26-11244 TO: City Council
FROM: Alex Khojikian, City Manager
PREPARED BY: Public Works Department
MEETING DATE: June 15, 2026
SUBJECT:

Senior Center Roof Improvements Project — Agreement
RECOMMENDATION:

Award an agreement to Fog City Roofing & Construction, LLC for construction on the roof at the Senior Center in the amount of $249,069; establish a contingency reserve in the amount of $25,000; and authorize the Public Works Director to execute the contract in substantially the form presented and issue change orders within the contingency amount.

BACKGROUND:

The Senior Center has served the community for over thirty-five years. The building’s roof structure consists of flat gravel and sloped wood shingle. The wood shingle has been subjected to decades of moisture and leaks, which have been an ongoing issue at the facility for years. In 2023, a Citywide roof assessment identified this specific location as a potential health and safety risk due to the compromised roof structure. Therefore, funding for this project was provided in Fiscal Year 2025-26.

In February 2026, the City engaged Bartos Architecture, Inc. to produce design specifications related to the roof improvements as required by the California Building Code. The bid documents for this project were subsequently advertised in April 2026. Bids were received on May 12, 2026, with the following results:

Company Bid Amount
Fog City Roofing & Construction, LLC $249,069
RK Roofing & Construction $289,000
State Roofing Systems $312,646
ALCAL Specialty Contracting $503,236
Stronger Building Services $520,000
Staff recommends the agreement be awarded to Fog City Roofing & Construction, LLC as the lowest responsive and responsible bidder. Staff also recommends a 10% contingency because of expected unknown conditions that will be uncovered during construction given the age and condition of the existing roof.

BUDGET IMPACT:

The Citywide Facility Roof Replacements Project (46F056) currently has sufficient capital budget to fund this construction contract and contingency reserve.

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

NOTICE PROVIDED
All meeting noticing requirements were met.

ATTACHMENTS
Att 1 – Agreement

STAFF CONTACT
Steve Wu, Facilities & Fleet Services Manager
[email protected]
(650) 522-7345
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Construction Contract
Rev 4/26

AGREEMENT WITH FOG CITY ROOFING & CONSTRUCTION, LLC

FOR PUBLIC IMPROVEMENT
FOR

SENIOR CENTER ROOF IMPROVEMENTS
CITY PROJECT NO. 46F056
THIS AGREEMENT FOR PUBLIC IMPROVEMENTS (“Agreement”), made and entered into in the City of San Mateo, County of San Mateo, State of California, by and between the CITY OF SAN MATEO, a municipal corporation existing under the laws of the State of California, (hereinafter called "City") and FOG CITY ROOFING & CONSTRUCTION, LLC, a CORPORATION, with offices at 6605 San Leandro Street, Oakland, CA 94621 (hereinafter called "Contractor"), entered into this day of ____________________.

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

IT IS AGREED, as follows:

1. Scope of Work. Contractor shall perform the work according to Exhibit A - Scope of Work, attached and incorporated for reference.

2. Contract Price. City shall pay, and the Contractor shall accept, the sum of Two Hundred Forty-Nine Thousand Sixty-Nine dollars ($249,069.00) in full payment for the work set forth above.

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

3. The Contract Documents. The complete contract consists of the following documents: this Agreement; the Notice Inviting Sealed Proposals; the Accepted Proposal; the Contract Book which includes the Special Provisions and Contract Drawings, Addendum Number 1 issued to the Contract Book, the APWA-AGC Standard Specifications for Public Works Construction, 2015 Edition, the Faithful Performance Bond, and the Labor and Material Bond (hereinafter referred to as the “contract documents”).
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Construction Contract
Rev 4/26
All rights and obligations of City and Contractor are fully set forth and described in the contract documents. The contract documents constitute the entire contract between the parties hereto pertaining to the subject matter hereof, fully supersede any and all prior understandings, representations, warranties and agreements between the parties hereto, or any of them, pertaining to the subject matter hereof, and may be modified only by written agreement signed by all of the parties hereto.

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

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

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

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

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

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

7. Prevailing Wage Scale. The prevailing wage scale as determined by the Director of Industrial Relations of the State of California, in force on the day the bid was announced, will be the minimum paid to all craftsmen and laborers working on this project. Contractor shall also require any subcontractors who work or provide any services related to the project to pay all persons performing labor or rendering service under said subcontract or other arrangement at least the general prevailing rate of wages, determined as set forth herein for the respective crafts and employments, including such wages for holiday and overtime work. A copy of the correct determination will be posted at the job site. It is 302 of 1101
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understood that it is the responsibility of Contractor to determine the correct scale. Copies of the prevailing wage rates are on file at the City Clerk's office, however, errors or defects in the materials in the City Clerk's office will not excuse a bidder's failure to comply with the actual scale then in force.

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

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

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

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

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

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

The Contractor’s duty to indemnify shall survive expiration or early termination of this Agreement.

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

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

The cost of mediation shall be borne equally by the parties. Neither party shall be deemed the prevailing party. No party shall be permitted to file a legal action without first meeting in mediation and making a good faith attempt to reach a mediated settlement. The mediation process, once 303 of 1101
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commenced by a meeting with the mediator, shall last until agreement is reached by the parties but not more than 60 days, unless the maximum time is extended by the parties.

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

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

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

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

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

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

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

19. Severability. If any part or provision of the contract documents is determined by any court to be illegal, invalid, or unenforceable, in whole or in part, the contract documents shall continue to be valid as to its other provisions and the remainder of the affected provision, unless it can be concluded from the circumstances that, in the absence of the provisions found to be null and void, the parties would not have entered into the contract documents. The parties shall use all reasonable efforts to replace any and all provisions or parts found to be null and void with provisions that are valid under the applicable law and come closest to their original intention. 304 of 1101
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20. Waiver. None of the following shall operate as a waiver of any provision of the contract documents, or of any power herein reserved by the City, or any right to damages herein provided: 1) inspection by the City or its authorized agents or representatives; 2) any order or certificate for payment, or any payment for, or acceptance of the whole or any part of the work by the City; 3) an extension of time; or 4) any position taken by the City or its authorized agents or representatives.

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

CITY OF SAN MATEO CONTRACTOR
Matt Fabry
Public Works Director
Date Adriano Silva
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
Linh Nguyen
Assistant City Attorney
Date
Exhibit A: Scope of Work
Exhibit B: Insurance Requirements
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Exhibit A
Scope of Work
Section 02 40 00
General Demolition
Part 1. General

1.01 Related Documents
A. The Drawings and general provisions of the Contract, including General and Special Conditions and Division 1, General Requirements, apply to the work specified in this section.

B. Parts 1,2,3,4,5,6, Title 24 of the California Code of Regulations (California Building Code) is to be considered an integral part of this section.

C. All California Prevailing Wage Laws apply to the work of this section.

1.02 Work Included
A. The following is a general description of the work included in this section. This description does not limit the scope of work shown in the drawings nor does it relieve the Contractor of any responsibility for coordination of ALL work of this Contract.

Item Description
General  General Demolition Requirements
Special Coordination  Refer to Related Sections for specific project requirements not included herein.

B. Related work may be described in other sections of this Project Manual. All sections of this project manual are related. Contractor shall coordinate the work of this section with all other sections.

1.03 Submittals
A. Provide the following submittals per the requirements of Division 1.

Item Description
Catalog Cuts  n/a
Product Data  n/a
Samples  n/a
Shop Drawings  n/a
Schedule  Include Schedule entry on Gantt Chart for General Demolition

1.04 References/Standards
A. The following References and Standards are incorporated into the requirements of this Section as they apply to products, assembly, manufacturing procedures and installation.

References shall be utilized in determining “Industry Standards” and other acceptable manufacture and installation methods but shall not relieve the Contractor of any other responsibilities of the Contract. Where conflicts occur between multiple listed references, the Contractor shall assume that the more restrictive standard applies and shall seek determination from the Architect regarding applicable standard.

References  n/a
Standard  n/a

1.05 Quality Assurance
A. Provide the following per Division 1
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Item Description
Supervision  Full time supervision and observation by the Item Description
Contractor of all on-site Construction Activities.
• Ensure that all items to be retained in good
condition and turned over to owner are properly
protected.

Product Acceptance  n/a
Substrate Acceptance  General Contractor (Superintendent) shall verify all substrates / conditions prior to allowing installation
of any item.

1.06 Quality Control by Contractor
A. The following specific procedures shall be required to demonstrate adequate levels of quality provided for project components and systems. Exclusion of any item from this list does not relieve the Contractor of any responsibilities for quality procedures covered elsewhere in the Contract Documents.

Item Description
Supervision  Per Division 1
Testing  n/a
Special Inspections  n/a
Mock Ups  n/a

Item Description
Observation  Per Division 1.

Inspection  n/a
Testing  n/a
Special Inspections  n/a

1.08 Closeout
A. Provide the following Close Out materials in accordance with Division 1.

Item Description
Product Manuals  n/a
System Manuals  n/a
Maint. Tools/Materials  n/a
Surplus Materials  n/a
Training  n/a
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1.09 Warranty
A. Provide written warranty in accordance with Division 1.

Item Description
Warranty Form  Per Division 1
Warranty Period  1 year
Warranty Start  Date of Substantial Completion
Part 2. Products

2.01 Not Used
Part 3. Execution

3.01 Demolition Section of Other Disciplines
A. This section shall apply to all demolition work defined under any other section of this Specification. Conflicts between this section and other sections shall be resolved by the Architect with favor to the most restrictive stipulation.

B. All trades shall review all documents to determine the extent to which their demolition work may require support work from other trades.

C. The Contractor shall be responsible to ensure that all trade work required for demolition tasks is provided regardless of the inclusion of that trade in any Plans or Demolition Sections.

1. Contractor shall provide complete service including specified demolition work as well as collateral requirements for repair, closure, termination or re-routing. No claims shall be made for incidental or peripheral demolition work associated with any specified work.

3.02 Transfer of Responsibility and Disposition of Materials A. Contractor shall consult with Owner prior to commencing any demolition and determine which existing items and equipment are of value to the Owner. These items shall be carefully removed to avoid damage and shall be delivered to the Owner as directed.

B. Title to all remaining items, equipment and fixtures required to be removed, shall be vested in the Contractor whereupon the Owner will not be responsible for the condition, loss or damage to said property. All such items shall be removed from the Owner's property.

3.03 Supervision Requirements
A. Provide continuous supervision of all demolition activities. All demolition work shall be done in conjunction with the Contract Documents and shall accommodate provisions of all aspects of the Documents.

B. Conduct demolition to minimize interference with adjacent structures.

C. Conduct operations with minimum interference to public or private accesses.

D. Maintain egress and access at all times. Do not close or obstruct roadways without permits.

E. Cease operations immediately if adjacent structures appear to be in danger. Notify Architect.

3.04 Site Safety during Demolition Operations
A. Contractor shall provide fire watch for the site or facility during temporary shutdown of fire alarm or fire suppression systems.
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B. Contractor shall provide security services for the site or facility during temporary shutdown of the security systems.

C. Contractor shall provide traffic control during disruption of normal traffic flow on site due to temporary alterations in site circulation system.

D. Contractor shall provide pedestrian control during demolition operations to ensure pedestrians are protected from equipment and materials.

E. Contractor shall provide vision shielding to prevent observation by the public of cutting and welding torches or any other source of bright light that may damage vision.

F. Refer to Site Safety Section of this specification.

3.05 Demolition Scheduling
A. Contractor acknowledges that Demolition Scheduling shall be coordinated with the Architect for the beneficial operation of the Site. Contractor shall place no limitation on the extent of coordination of Demolition activities for this purpose.

B. Contractor acknowledges that Demolition work may occur in multiple and repetitive tasks and may occur at different locations at different times, dependent on the needs of the Site to maintain access, operation, utilities, systems and safety.

1. Demolition tasks may be restricted to certain work times based on any one of the following:
(a) Occupancy of adjacent areas by City and the need to minimize disruption at particular times.
(b) Need to maintain operation of critical systems and utilities at particular times

2. Demolition tasks may be restricted to certain work areas based on the nature and scope of the task and its potential affect on the users of adjacent occupied spaces.

C. All Demolition Scheduling shall be reviewed with the Architect prior to commencing operations.

1. Demolition of any items that could affect daily operations of the site shall be scheduled with the City to occur and be replaced with new construction.

2. Demolition Operations may be limited to hours before and after work hours, depending on the time of year and the nature of the demolition work.

3. Demolition Operations may be limited to periods outside of normal work hours, such as weekends and holidays.

D. Contractor shall provide allowance for multiple demolition exercises as may be required to facilitate city schedule. Coordination of demolition scheduling with City operational needs shall not be allowed as the basis of delay claims.

3.06 Notification of Demolition
A. Provide notification of the commencement of any demolition task or phase 48 hours in advance.

B. Do not commence demolition until the Architect has approved the task or phase and coordinated the schedule with the City.

3.07 Demolition Equipment
A. Contractor shall provide all equipment and materials as may be necessary to perform the demolition work within the limitations of this section. No claims shall be made for special equipment or processes based on limitations of this section. 313 of 1101
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B. Contractor shall provide equipment and tools of appropriate size, operation and function to accomplish demolition tasks within the restrictions described herein.

1. Provide equipment of appropriate size to ensure the protection of existing facilities, materials and systems.

3.08 Preparation
A. Provide, erect, and maintain temporary barriers and security devices. Include chain link fence around each phase of construction

1. Include protection of all existing trees.

B. Mark all items to be removed.

C. Provide layout as required to direct slab and wall removal. Identify slab and walls requiring precise cutting and demolition for future fitting of new construction.

3.09 Dust Control
A. All demolition activities shall include adequate measures for dust control. Contractor shall provide any and all means necessary to prevent the circulation of dust into adjacent buildings and site areas.

B. Contractor shall provide the following as needed or at the request of the Architect:

1. Watering shall occur over transit areas including equipment routes, equipment loads and parking areas.

2. Opening protection at all areas that may include plastic barriers, fans and other means to prevent dust from spreading throughout building.

3. Dust removal: Sweep or wash down of adjacent site and building areas that will be used by the public.

C. Use all means necessary to prevent the spread of dust during performance of the work of this Section; provide dust curtains of fireproof polyethylene where indicated and where applicable, moisten surfaces as required.

D. Provide sealed membranes with zipper operated doors over corridors and passage ways separating the work zone from occupied spaces. Provide sealed membranes over windows and ventilation openings.

1. Membranes shall not limit operability of windows and ventilation systems in areas occupied by the public.

2. In no case shall barriers obstruct required exit routes.

3.10 Demolition
A. Demolish and remove components in an orderly and careful manner, in sequence as indicated on Drawings or as determined by consultation with Architect.

B. Coordinate all structural shoring and demolition to insure that no settling, deflection or other failure occurs as a result of removal or modification of existing elements.

C. Protect existing supporting structural members.

D. Clearly direct demolition work so that items to remain are protected.

E. Disconnect, cap and identify designated utilities.

1. Cap utilities at appropriate locations for future service, reconnection.

2. Architect may require removal of piping and raceway beyond specific work areas in order to achieve appropriate location for utility termination. 315 of 1101
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F. Execute demolition work to ensure safety of persons and adjacent property against damage by falling debris or other causes in connection of this work.

3.11 Termination of Utilities
A. All demolition of utility piping, wring or ductwork shall include functional termination of piping, wiring and ductwork to remain such that:

1. Operation of remaining systems is not affected or disrupted.

2. Terminations can be accessed for reconnection or re-routing either as part of this work or as specified in other projects.

B. Demolition of site and building utilities shall provide for termination and investigation regarding the operation of remaining components in adjacent buildings. Contractor shall explicitly ensure that removal of any component specified herein does not prevent remaining components from operating in occupied spaces.

3.12 Re-Installation / Reconstruction
A. Demolition work may require the temporary removal of material, assemblies and equipment that is intended to remain. Demolition work shall require the re-installation of such items to their original condition

1. Reinstallation may affect utility systems and components, electrical systems, communications and data systems and alarm systems.

2. All critical systems shall be maintained in working order for the remainder of the site.

No demolition work shall be allowed that will disable and system beyond the extent of a temporary shutdown.

3. Contractor is responsible for returning any system to operation for adjacent areas where work of this contract has interrupted that operation.

3.13 Repair and Replacement of Damaged Assemblies, Utilities Systems A. Promptly repair damages caused to adjacent facilities by demolition operations, as directed by the Architect and at no cost to the City.

B. Contractor is responsible for repair, replacement of any system or component damaged by demolition work.

3.14 Surface Restoration of Materials to Remain
A. Where surfaces are to remain unfinished, as indicated on the drawings, Contractor shall restore such surfaces to be free of paint, plaster, fasteners, and holes.

1. Contractor shall power-wash and/or sand/bead-blast all masonry and concrete surfaces indicated as to remain unfinished.

2. Contractor shall extract all fasteners, including powder-driven fasteners, expansion anchors, and lead anchors, and patch resulting holes to match adjacent surface.

Alternatively, fasteners may be cut off at least 1/2” below surface of remaining material, and patched to match adjacent surface.

B. Unfinished surfaces which are to remain visible when construction is complete shall be restored uniformly, regardless of whether the damage or marks were pre-existing or caused by demolition work.

C. Surfaces receiving new finishes shall be prepared per Specifications and manufacturer’s instructions for the specified finishes.

3.15 Disposal of Debris
A. Remove from the site and legally dispose of all debris resulting from demolition operations. 317 of 1101
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B. Provide certification that all materials have been disposed of at appropriate facilities via appropriate methods.

1. Provide dump receipts describing yardage and material content.

2. Provide certification for all hazardous materials.

3.16 Recycling
A. Prepare a recycling plan describing the types and estimated quantities of materials to be removed that can be recycled.

B. Dispose of all recyclable materials at appropriate disposal facilities as required by local regulatory agencies.

C. Provide receipts from all facilities at which material was deposited for recycling purposes.

3.17 Cleaning
A. Remove demolished materials from site as work progresses.

1. Provide debris box or trucking as appropriate to task.

2. Remove debris boxes upon filling to capacity.

3. Remove partially filled boxes within one week of delivery.

4. Prevent access to debris boxes by the public.

B. Leave areas of work in clean condition.

1. Provide sweeping, vacuuming, mopping and other janitorial services as required.

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Section 06 10 00
Rough Carpentry
Part 1. General

1.01 Provisions
A. All of the provisions of the General Conditions, Supplementary General Conditions and Special Conditions, Division 1 - General Requirements, and any applicable provisions elsewhere in the Contract documents shall apply to work of this Section as fully as if repeated here.

1.02 Description
A. Work Included: Execution and completion of all rough and finish carpentry as shown and specified including, but not necessarily limited to, the following:

1. Framing in and patching existing holes where items are removed.

2. Furnishing and installing miscellaneous materials not specified elsewhere which are required to complete the work.

1.03 Quality Assurance
A. Comply with the referenced standards of the following trade associations:

1. West Coast Lumber Inspection Bureau (WCLIB)

2. Western Wood Products Association (WWPA)

3. American Forest and Paper Association (AF&PA)

4. The Engineered Wood Association (APA)

5. California Redwood Association (CRA)
B. Comply with all referenced requirements of the 2025 California Building Code (CBC) with DSA-SS Amendments.

C. Comply with the referenced preservative treatment requirements of the American Wood Preservers Association (AWPA).

D. Inspection: Prior to all work of this section, carefully inspect the installed work of all other trades and verify that all such work is complete to the point where this installation may properly commence.

E. Discrepancies: In the event of discrepancy, immediately notify the Architect. Do not proceed with installation in areas of discrepancy until all such discrepancies have been fully resolved.

F. Lumber may be rejected by the Structural Engineer, whether or not it has been installed, for excessive warp, twist, bow, crook, mildew, fungus, or mold, as well as for improper cutting and fitting.

1.04 Delivery & Storage of Material
A. All materials shall be properly packed and handled while in transit so as to arrive at the job site in undamaged condition. Manufactured materials shall be delivered in suitable containers plainly marked with brand and manufacturer's name. 321 of 1101
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B. Storage arrangements shall be subject to the Architect's approval and shall afford every access for inspection and identification of each item. Lumber shall be piled off the ground, on skids, in a manner that prevents twisting or warping and affords proper ventilation, drainage, and protection from termites and decay, rain and excessive sun. Plywood shall be protected from dampness. All material shall be protected from the elements and from any and all damage or deterioration.

Coordinate material storage area with Owner.

C. Damaged or deteriorated materials or assemblies shall not be used in the work and shall be replaced at no extra cost to the Owner.

1.05 Submittals
A. Samples: Submit samples of each wood material which is to receive a transparent or natural finish. Submit 12-inch-long samples of full member width and thickness for solid lumber and 12 inch long by 6 inch wide for plywood. Samples will be reviewed by Architect for appearance only. Compliance with all other requirements is the exclusive responsibility of the Contractor.

B. Wood Treatment Data: For informational purposes, submit two copies of the chemical treatment manufacturers' instructions for proper use of each type of treated material. Indicate by means of copy of the letter of transmittal, that copy of each instruction has been distributed to the installer of the material.

1. Dip Treatment: For each type specified, include certification by treating plant, identifying the chemical solutions used, submersion period and conformance with specified standards.

2. Pressure Treatment: For each type specified, include certification by the treating plant, identifying the chemicals and process used, net amount of salts retained and conformance with applicable standards. For water borne preservatives, include statement that moisture content of treated materials was reduced to a maximum of 15% prior to shipment to project site.

C. Fire Retardant Treatment: Include certification by the treating plant that the treatment material complies with the governing ordinances and that treatment will not "bleed" through the surface finish materials scheduled to be used.

Part 2. Products

2.01 Lumber
A. General: All material shall conform to these specifications and to the applicable current editions of the Standard Specifications of the ASTM and the California Building Code.

B. Lumber Grading: Douglas Fir, WCLIB "Standard Grading & Dressing Rules for West Coast Lumber," No.17.

C. Lumber Grade Marking: Each piece of lumber shall bear the official grade mark of an appropriate inspection bureau certified by the Board of Review, American Lumber Standard Committee. Surfaces that are exposed to view shall not bear grade marks, stamps, or any other type of identifying mark.

D. Lumber Size and Patterns: Surfaced four sides, dress sizes to U.S. Product Standard PS 20, work to sizes shown. Sizing and surfacing shall be as required and approved for the particular location. All framing shall be sized and where exposed shall be surfaced.

E. Fir Plywood: U.S. Product Standard PS 1-07 for plywood, Douglas Fir CDX, Douglas Fir Structural I, grade stamped and edge branded to DFPA Standards of the Engineered Wood Association. Use standard sheathing with exterior glue. 323 of 1101
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F. Boards and dimension lumber 2" or less in thickness shall have an average moisture content of 15% or less, but no portion of a shipment shall be over 19%. Air-dried lumber is desired but, if necessary, lumber may be kiln-dried. However, the drying process must be slow and regulated to cause only an amount of checking comparable with air-dried stock. All wood thicker than 2½" shall be well seasoned stock, moisture content not to exceed 19% at time of installation.

G. All framing, unless otherwise shown, shall be Douglas Fir, No.1, and for stud, plate, blocking, and backing, No.1.

H. Redwood – No. 1 or better.

2.02 Lumber Fastenings
A. Nails and Spikes: ASTM F1667, Common wire, unless otherwise noted.

1. Nailing of wood member shall conform to the California Building Code and/or as indicated. Box nails are not permitted.

2. Penetration: Per Section 2304.10 and Table 2304.10.1 of the CBC or as noted on the Drawings.

3. To connect pieces 2" net in thickness, 16d nails may be used.

4. Do not drive nails closer together than half their length, nor closer to edge of piece of lumber or timber than one-quarter their length.

5. Spacing and size of nails to be such that splitting will not occur. Pre-bore holes for nails wherever necessary to prevent splitting. Bore diameter of holes smaller than diameter of nail or spike (¾ diameter).

6. For plywood nailing, size and spacing as indicated. Nails shall have edge distances of not less than 3/8".

7. Use galvanized nails where exposed to weather.

B. Screws: Bright steel wood screws complying with ANSI/ASME Standard B18.6.1.

1. Screws are to be turned into place, not driven. Self-tapping where required for fastening to metal framing.

2. Countersink where heads will interfere or as required.

3. Screw bore holes the same diameter and depth as shank; bore holes for threaded portion of screws with bit no larger than base of thread.

4. Use galvanized or cadmium-plated screws on all fastenings exposed to weather.

C. Bolts: Standard mild steel, square head machine bolts with square nuts and malleable iron or steel plate washers, conforming to ASTM A307.

1. To be installed in drilled holes the diameter of the bolt, 1/32 inch to 1/16-inch oversize.

2. Bolting of wood members shall conform to CBC requirements and as called for on the drawings.

3. Washers: Provide all bolts bearing on wood, unless noted otherwise on the drawings, with malleable iron or steel plate washers under heads and nuts.

4. Use galvanized bolts, nuts, and washers where exposed to weather.

D. Lag Screws: Conform to "National Design Specifications for Wood Construction", AF&PA, latest edition and ANSI/ASME Standard B18.2.1.

1. Lag screws shall be screwed and not driven into place. Penetration in each timber shall not be less than 2/3 of the length of the lag screw.

2. Hole shall be bored the same diameter and depth as the shank, after which the hole shall be continued to a depth equal to the length of the lag screw with a diameter no larger than ¾ of the shank diameter.
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3. Washers: Provide all lag screws bearing on wood with malleable iron or steel plate washers under heads.

4. Use galvanized lag screws and washers where exposed to weather.

E. Metal framing devices shall be as manufactured by Simpson Company, San Leandro, CA or approved equal.

1. For connectors in contact with or connected through pressure-preservative treated wood, they shall be galvanized with Z-Max or HDG coatings as recommended by the manufacturer.

2. Where “Min” and”Max” options are listed in the product catalog, install per “Max” option unless otherwise noted on the Drawings.

F. Fasteners for pressure-preservative treated and fire-retardant treated wood, galvanized & stainless steel metal framing devices, shall be hot-dipped zinc coated galvanized, stainless steel, silicon bronze or copper. Fasteners required to be corrosion resistant shall be either zinc-coated fasteners, aluminum alloy wire fasteners or stainless steel fasteners.

2.03 Materials-Preservative Treatment
A. Preservative Treatment: Water borne type complying with AWPA Standard P5. Acceptable manufacturers and products: Osmose "Naturewood", Arch Wood Protection “Wolmanized Outdoor”, or approved equal. Chromated copper arsenate (CCA) based treatments shall not be used unless approved by the Architect.

1. Apply all preservative treatment to comply with AWPA Standards T1, M4, and the appropriate AWPA Commodity Specification based on the individual member’s Use Category listed in AWPA Standard U1.

B. Provide preservative treatment for all wood at the roof, such as insulation nailers, curbs, plywood backup, etc., all wood in contact with concrete, and all wood exposed to weather.

C. Provide labeling in conformance with CBC Section 2303.1.9.1 on all preservative treated material delivered to the job site.

2.04 Materials-Fire Retardant Treatment
A. Fire Retardant Treatment: Water born chemical treatment to comply with AWPA Standard P-5 and achieve a flame spread index of 25 or less when tested in accordance with ASTM E84. Use of ammonium phosphates is prohibited. Acceptable manufacturers and products:

Osmose "FirePRO", Hoover "Pyro-Guard" and "Exterior Fire-X", or approved equal.

B. Apply in compliance with the applicable AWPA Standard for type of wood and application.

C. Provide fire retardant treatment for all wood noted on the Drawings to receive it.

D. Where treated items are indicated on the Drawings to receive a transparent or opaque paint finish, use a fire retardant treatment which will not bleed through or adversely affect the bond of the finish material.

E. Provide labeling in conformance with CBC Section 2303.2.4 on all fire treated material delivered to the job site.
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Part 3. Execution

3.01 Workmanship
A. General: All rough carpentry shall produce joints true, tight, and well-nailed with all members assembled in accordance with the drawings and with all pertinent codes and regulations. Carefully layout framing to be straight, true, and plumb.

B. Selection of lumber pieces: Carefully select all members; select individual pieces so that knots and obvious defects will not interfere with placing bolts or proper nailing or making proper connections.

C. Shimming: Do no shim sills, joists, short studs, trimmers, headers, lintels, or other framing components.

3.02 General Framing
A. General

1. In addition to all framing operations normal to the fabrication and erection indicated on the drawings. Install all backing required for the work of other trades. Install furring, stripping, grounds, curbs, cants, etc., indicated, specified, or required.

2. Set all horizontal or sloped members with crown up.

3. Do not notch, bore, or cut members for pipes, ducts, conduits, or for other reasons except as shown on the drawings, or as specifically approved in advance by the Structural Engineer.

4. Joists and beams at same level shall be connected with metal framing devices, "U" type, except as noted on the Drawings.

5. Provide furring as needed to accommodate and/or conceal the various components and equipment of Mechanical, Electrical and Systems of other Divisions of Work.

B. Bearings

1. Make all bearings full unless otherwise indicated on the drawings. Set headers on edge, supported on each end by cripples.

2. Finish all bearing surfaces on which structural members are to rest so as to give sure and even support; where framing members slope, cut or notch the ends as required to give uniform bearing surface.

C. Wood Grounds and Nailers

1. Provide wherever shown and where required for screeding, or attachment of other work. Form to shapes as shown and cut as required for true line and level of work to be attached. Coordinate location with other work involved.

2. Attach wood nailers to steel framing with 1/2" diameter bolts at 4'-0" o.c. unless otherwise noted on drawings.

3. Attach wood nailers to concrete walls with 1/2" diameter expansion shield at 4'-0" o.c. maximum unless otherwise noted on drawings.

4. Attach all other wood grounds and nailers to substrates as required to support applied loading. Countersink bolts and nuts flush with surfaces, unless otherwise shown.

Where possible when attachment made to concrete, anchor to formwork before concrete placement.
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3.03 Blocking
A. Install all blocking as required by governing codes and as required to support all items of finish and to cut off all concealed draft openings, both vertical and horizontal, between ceiling and floor areas.

B. Install 2x blocking at all intersections and edges of finished surface for bearing, and at all points where required to support fixtures, cabinets, hardware, flashing, and equipment of any other trade. Blocking to receive fixtures shall be secured to framing with steel clips.

1. Install 2x blocking at all ceiling or soffits where support spacing for finish material is over 24" o.c. Add blocking at 24" o.c. to support gypsum drywall ceiling and at 16" o.c. to support plaster ceilings.

C. Blocking between joists:

1. Install wood solid blocking between joists where the span exceeds eight feet.

2. The distance between a line of blocking and a bearing wall shall not exceed eight feet.

3. Solid blocking may be omitted for roof and ceiling joists eight inches (nominal) in depth where the omission is permitted by code, except where otherwise indicated on the drawings.

4. Install solid blocking between joists at all points of support and wherever sheathing or flooring is discontinuous.

5. Blocking may be omitted where joists rest on ribbons and are nailed to studs, and where joists are supported on metal joist hangers.

3.04 Built-Up Beams
A. Non-used

3.05 Stud Walls and Partitions
A. Non-Used

3.06 Alignment
A. On all framing members to receive a finished wall or ceiling, align the finish subsurface to vary not more than 1/8 inch from the plane of surfaces of adjacent framing and furring members.

3.07 Installation of Plywood Sheathing
A. Placement:

1. Place all plywood with face grain perpendicular to supports and continuously over at least two supports, except where otherwise specifically shown on the drawings.

2. Center joists accurately over supports, unless otherwise specifically shown on the drawings, stagger the end joints of plywood panels to achieve a minimum of continuity of joints.

3. Nail all panel edges to framing members or blocking at least 1-1/2" thick and as shown on the drawings. Space nails at panel edges as indicated on drawings, or if not indicated, according to the CBC requirements. Place nails not less than 3/8" from panel edges and driven solidly into the support.

4. Provide 1/8 inch minimum separation at ends and edges of plywood sheathing installed under cement plaster.

5. Sheathing surfaces shall be free of warp, twist, buckles, holes and other defects.

B. Glued Plywood: Install in accordance with APA recommendations. Apply a bead of adhesive to joints and to edges at all floor joists and beams. Apply a bead in a snake-like manner to joists at plywood butt edges.
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C. Protection of Plywood: Protect all plywood from moisture by use of all required waterproof coverings until the plywood has in turn been covered with the next succeeding component or finish.

3.08 Fastenings
A. Nailing:

1. Use only common wire nails of the dimensions shown on the Nailing schedule, except where otherwise specifically noted in the drawings.

2. All nailing to conform to minimum requirements shown on the drawings and/or as referenced by these specifications.

3. For conditions not covered on the drawings, provide penetration into the piece receiving the point of not less than 1/2 the length of the nail provided, however, that 16d nails may be used to connect two pieces of two inch (nominal) thickness.

4. In diaphragms, the minimum penetrations shall be 1-3/8" for 8d nails and 1-1/2" for 10d nails.

5. Do all nailing without splitting wood, pre-boring as required; replace all split members.

B. Bolts and Screws:

1. Bolts: Drill holes 1/32" larger in diameter than the bolts being used, drill straight and true from one side only. Bolt threads shall not bear on wood.

2. Screws:
(a) Penetration for wood screws shall not be less than six diameters unless otherwise shown on the Drawings. Penetration (not including length of tapered tip) for lag screws shall not be less than four diameters unless otherwise shown on the Drawings.
(b) For lag screws and wood screws, pre-bore holes in accordance with A.I.T.C. and with a maximum diameter as root of thread, enlarge holes to shank diameter for length of shank.
(c) Screw, do not drive, all lag screws and wood screws. (d) Bolts with upset threads not permitted.

3. Provide washers under heads and nuts of all bolts and lag screws.

4. Washers for bolts in shear shall have a net area of not less than 16 times the area of bolt or lag screw, and shall be either of steel not less in thickness than 1/10 the length of the washer's longest side, or of malleable iron having a thickness of not less than 1/2 the bolt or screw diameter.

5. Washers shall have a bearing surface for the nut or head that is not less than or equal in diameter to the long diameter of the nut or head.

C. Anchor Bolts:

1. Anchor sills on concrete with 5/8" diameter x 12" anchor bolts at 48" o.c. maximum spacing, minimum 2 each piece and one within 9" of each end, except as noted on the drawings.

2. Provide one anchor bolt within 9" of each side of holes or notches 1-1/8" or larger.

3.09 Sealing
A. Seal ends of beam 4" nominal or thicker with two coats of sealer. Seal ends of plywood that will be exposed to weather with three coats of sealer.

3.10 Roof Curbs and Sleepers
A. Provide where required for the attachment of other work. Form to the shapes and cut as required for true line and level of work to be attached. Set true to line and level, plumb, with other work involved.
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B. Attach to substrates securely as required to support the applied loading.

3.11 Cleaning Up
A. General: Keep the premises in a neat, safe, and orderly condition at all times during the execution of this portion of the work, free from accumulation of sawdust, cut-ends, and debris.

B. Sweeping:

1. At the end of each working day, or more often, if necessary, thoroughly sweep all surfaces where refuse from this portion of the work has settled.

2. Remove the refuse to the area of the job site set aside for its storage.

3. Upon completion of the work, remove all debris, rubbish, and surplus materials from the site, resulting from work under this section. Do not leave any wood, shavings, sawdust, etc, on the ground or buried in fill or inside framing.

End of Section
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Section 07 31 13
Composition Asphalt Shingle Roofing
Part 1. General

1.01 Scope
A. Work included:

1. Provide all labor, materials, and equipment necessary to remove existing shingle roof system and install a new 40-year, dimensional, composition asphalt shingle roof system as specified herein.

1.02 Quality Assurance
A. Use adequate numbers of skilled workmen who are thoroughly trained and experienced in the necessary crafts and who are completely familiar with the specified requirements and the methods for proper performance of the work specified.

B. Cooperate as required in performance of the specified inspecting and testing.

C. The owner/owner’s representative shall inspect the roof deck(s) for nailing prior to installation of new roof. Roofing contractor shall verify that this has been accomplished.

1.03 Submittals
A. Product data: Within seven (7) calendar days after the Contractor has received the Owner’s notice to Proceed, submit:

1. Materials list of the items proposed to be provided under this Section.

2. Manufacturer’s specifications and other data needed to prove compliance with the specified requirements.

1.04 Job Conditions
A. Roofing contractor shall schedule work as appropriate to accommodate senior center operations.

B. Examination and acceptance of roof decks & other work in place on which specified work is to be applied shall be made to ensure that conditions are satisfactory for the installation of specified materials. Report in writing to the owner any defects which may adversely influence completion or performance of specified work. Absence of such notification will be construed as acceptance of work in place.

C. Roof deck inspection – roofing cannot be started until the roof deck has been inspected and accepted by wither a project inspector, owner or owner’s representative.

D. Label – All materials must be clearly labeled with all pertinent information for specified roof deck construction.

1.05 Product Handling
A. Comply with accepted roofing practice.

B. Storage of materials:

1. Stand roll goods on end, and store on a clean floor to keep ends of rolls free from foreign matter.
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2. Store roofing materials in a dry place, on raised platforms and cover with waterproof tarpaulins, OR, store inside enclosed vans protected from the sun and the weather.

3. Keep lids tightly sealed on all cutback adhesives and flashing cements.

1.06 Standards
A. Roofing shall achieve a Class “A” fire rating and be listed by an approved laboratory (recognized by the California State Fire Marshal) for the slopes and type of deck to which the roofing is to be applied. All roof covering shall comply with Chapter 32 and Appendix Chapter California State Amended U.B.C.

1.07 Warranty
A. Upon completion of the work of this Section, and as a condition of its acceptance, pay the costs for, and secure and deliver to the owner:

1. A two (2)-year standard roof system warranty issued by the installing roofing contractor.

2. A standard roof system warranty issued by the manufacturer of the composition asphalt shingles.

Note: Prior to bidding, verify that the work of this Section, if completed in accordance with the specifications, will qualify for the stipulated warranty. Should the indicated construction not be acceptable for the stipulated warranty, advise the owner as to the required changes.

1.08 Quality Control
A. The roofing contractor shall notify the owner/owner’s representative prior to starting the roofing operation. A project inspector or owner’s representative shall be present during each phase of the roofing operations. The roofing contractor shall have a copy of the manufacturer’s specifications and installation manual at the job site.

Part 2. Products

2.01 Materials
A. Shingle Underlayment:

1. A self-adhering modified asphalt membrane for use as a shingle underlayment.

2. A synthetic membrane for use as a shingle underlayment.

B. 40 year Composition Asphalt Shingle: Fiberglass, asphalt composition shingles. Dimensional.

Class “A” fire rated. ASTM D-3462, Type 1. Color to be determined by Owner.

C. Flashing Cement: Trowelbale, fibrated asphalt mastic for flashing requirements on horizontal and vertical surfaces. ASTM D-2822, Type I / Federal Specification #SS-C-153, Type I.

D. Approved Nails: Corrosion resistant, 3/8” head, 10 to 12 gauge barbed shank roofing nails.

E. Galvanized Sheet Metal: All fabricated sheet metal parts and pieces shall be made in strict accordance with the S.M.A.C.N.A. Architectural Sheet Metal Manual (5th Edition)

2.02 Other Materials
A. Provide other materials, not specifically described but required for a complete and proper installation, as selected by the Contractor subject to the approval of the owner or owner’s representative.
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Part 3. Execution

3.01 General Requirements
A. The composition asphalt shingle roof system shall be installed in strict accordance with the shingle manufacturer’s specifications.

B. Roof Penetrations: All penetrations through the new roofing, e.g., vent pipes, stacks, duct work, etc., must have a proper metal sleeve flashing with flange, pan flashing with flange, or other flanged flashing installed.

C. Pitch Pans: Where column stubs, sign anchors railing posts, tank supports, antenna support cables, or other projections extend through the roof surface, install a minimum 3-inch-high flashing collar with a minimum 4-inch flange. Install flange in the roof assembly as a typical roof vent would be installed according to the manufacturer’s recommendations. Fil the pan with non-shrink grout to within 1 (one) inch of the top of the pan. Fill the remainder of the pan with Neoprene Flashing Cement of modified mastic. (Fill to a point slightly above the top edge of the pan collar.)
Note: Inside Surface of Pitch Pan Collar Shall Be cleaned With Mineral Spirits or Solvent Base Cleaner Prior to Installation
D. No roofing work shall be attempted or completed during inclement weather other than installation of emergency water stops. Inclement weather shall be defined as, but not be limited to: precipitation fog / strong wind / frost.

1. Water stops must be cleanly removed prior to resumption of roof application.

2. No roofing materials shall be applied when the ambient air temperature is below 40 F.

E. Any details or procedures not covered in the specifications shall be installed or performed using the recommended procedure found in the current NRCA Roofing & Waterproofing Manual.

3.02 Surface Preparation
A. Remove existing roof system down to the deck surface. Inspect roof deck for structural integrity and secure attachment to supporting members.

B. As required, any newly installed plywood decking shall also be inspected for secure attachment to supporting members.

C. Cracks or openings in the roof deck more than 1/4-inch will not be allowed.

D. Make the surface of the roof deck, to include vertical walls and curbs, smooth, clean and dry.

E. At the eaves, install perimeter flashing metal *corrosion resistant drip edge) to the wood deck.

Secure the drip edge with approved nails at 12 (twelve) inches on center. Drip edge dimensions shall be 2” x 2”.

F. Remove and replace existing expansion joints with new. New metal shall match existing in style, dimension and gauge.

3.03 Application of Composition Asphalt Shingle Roofing A. Underlayment

1. The underlayment application shall be in strict accordance with the selected shingle manufacturer’s written specification. Any variation or deviation from the 341 of 1101
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manufacturer’s specifications Must be requested of, and approved by, the project inspector or the owner.

B. Corrosion Resistant Nails

1. 4 (four) nails are required per shingle, positioned on the fastener line.

2. The nails shall be of sufficient length to penetrate through the roofing material and into the wood decking a minimum of 3/4 inch.

3. Nails must be driven flush with the shingle surface.

4. Wire Staple Fasteners Will Not Be Accepted.

C. Shingle Application

1. The shingle application shall be in strict accordance with the selected shingle manufacturer’s written specification. Any variation or deviation from the manufacturer’s specifications Must be requested of , and approved by, the project inspector or the owner.

2. Ridge Line: Shingles that project beyond the ridge line shall be trimmed and capped with dimensional ridge shingles. The dimensional ridge shingles shall be installed in accordance with the manufacturer’s written specifications. The ridge line shingles shall be installed in a straight and uniform manner.

3. Low profile relief vents or ridgeline venting shall be installed as required per manufacturer’s specifications.

D. Metal Flashing

1. The new metal flashing pieces, e.g., roof jacks, vents, pan flashings, etc., shall be installed in the roof system as the field shingle courses are being installed.

2. The bottom flange (down slope flange) of the metal flashing pieces shall be left exposed and shall cover the head-lap of the shingle below.

3. The shingle courses abutting the sides and top of the flashing pieces shall be trimmed approximately 1 (one) inch around the base of the flashing to allow a water wat so that dirt and debris will not build up behind the flashing.

4. Step flashing shall be installed per manufacturer’s guidelines at all roof to wall detail.

3.04 Special Instructions
A. As required, remove (E) gutter and down leaders and install (N). Dimensions of the new gutter and down leaders shall match the dimensions of the gutter and down leaders being removed.

End of Section
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Section 07 51 00
Roof Rehabilitation / Roof Coating
Part 1. General

1.01 Scope
A. Work Specified

1. Provide all labor, materials, equipment and supervision necessary to install a seamless, fully adhered, fluid applied roof coating system over a properly prepared aggregate surfaced, built-up roof system as outlined in this specification.

1.02 Quality Assurance
A. Manufacturer Qualifications:

1. The manufacturer(s) of the specified coatings shall be able to provide evidence that production of roof coatings is the primary business of their company and that they engage in coating production on a daily / regular basis.

2. The manufacturers of the specified coatings shall have been in the business of producing said coatings for a minimum of twenty (20) years.

B. Applicator / Contractor Qualifications:

Note: Because specialized equipment is required for the application of the specified coatings, the evidence of experience & expertise in the application of previously installed coating systems is paramount in the selection & award of the successful Applicator, and the owner reserves the right, based on evidence of previous projects, to be final authority on the acceptance or rejection of any bid.

1. The Applicator shall be experienced in the application of urethane, polyurea and silicone roof coatings utilizing spray equipment. The Applicator shall be prepared to provide evidence of their successful urethane, polyurea & silicone coating installations by listing a minimum of ten (10) projects installed over the past three (3) years equal in scope to the project specified herein and make those projects available for the owner’s representative to inspect.

2. Roofing contractors and specialty-spray roof coating contractors must hold a valid C-39 license, and, if not currently certified, will need to be certified by the coating manufacturer(s) to install the specified fluid-applied coating system pending review of the Applicator’s submittal of projects testifying to their experience and workmanship.

3. All contractors shall inspect the work before submitting bids and shall familiarize themselves with the conditions of the roof and the areas to be repaired and coated as specified herein. Submission of a bid shall be accepted evidence that such an investigation has been made. No allowance shall be made on behalf of the contractor because of existing conditions.

4. All dimensions shall be obtained by the contractor for the accommodation of equipment and materials furnished and installed by the contractor.

5. The contractor / applicator awarded the project shall provide and maintain the same roofing foreman and crew from the start of the job until its completion, unless a change is approved by the owner’s representative and the roof coating manufacturer’s representative.

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are completely familiar with the specified requirements and the methods needed for proper performance of the work on this project.

7. The contractor awarded the project must present to the owner a statement of current insurance coverage for any insurance required by the owner. The insurance coverage(s) must remain in force for the duration of the project.

8. The contractor awarded the project shall be represented at the scheduled pre-job conference by the job foreman and the contractor’s project superintendent.

9. The project contractor shall comply with all fire, safety and security regulations.

10. The project contractor will be held responsible for any damage caused to the buildings or grounds resulting from the execution of his work.

11. The project contractor shall cooperate, as required, in performance of the manufacturer’s inspections and testing.

C. Pre-Installation Conference:

1. Convene approximately two (2) weeks prior to commencement of the work on the specified roof rehabilitation project.

2. The Contractor shall notify the owner’s representative and Material Manufacturer’s technical representative approximately ten (10) days prior to the pre-installation conference.

3. The conference shall be attended by the Contractor / Applicator, any subcontractor or installer of a roofing component or project related component, the owner’s representative, the roof coating manufacturer’s representative and any other representatives directly concerned with performance of the work on the Project.

Objectives of the conference include:
(a) Review methods and procedures related to roof coating work. (b) Review roof coating requirements (specifications, and any other contract documents).
(c) Review any required submittals, both completed and yet to be completed. (d) Review and finalize project schedule related to roof coating work and verify availability of materials, Contractor’s personnel, equipment and facilities needed to complete the project in a timely manner and avoid delays. (e) Review weather, the weather forecast and procedures for coping with unfavorable conditions, including provision for temporary protection of any newly applied roof coating.
(f) If substantial disagreements exist at conclusion of conference, determine how disagreements will be resolved and set date for reconvening a follow-up conference.

D. Requirements of Regulatory Agencies:

1. The fluid-applied roof coating system shall maintain the fire rating of the (E) built-up roof system per ASTM E108 (Spread of Flame) as required for public buildings per State and Local building codes.

2. Materials used in the fluid-applied roof coating system shall meet Federal, State, and local VOC regulations.

E. Adhesion Tests:

1. Adhesion tests must be conducted to ensure sufficient adhesion will exist between:
(a) The prepared roof surface and the polyurethane base coat, (b) The polyurethane base coat and the polyurea mid-coat, and the (c) The polyurea mid-coat and the silicone top coat.
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(For details on the adhesion test adhere to the specified coating manufacturer’s adhesion test guidelines.)

1.03 Delivery, Storage and Handling
A. Delivery: Materials shall be delivered in original sealed containers that are clearly marked with supplier’s name, brand name and type of material.

B. Storage and Handling: Recommended material storage temperature is 70-75 degrees F. Handle products to avoid damage to containers. Do not store for long periods in direct sunlight.

1.04 Project Conditions
A. Do not proceed with application of any fluid-applied roof coating materials when the substrate temperature is less than 40-degrees F, when the substrate is damp / frosty or when precipitation is imminent. The ambient temperature should be above 40-degrees F and is more than 5-degrees F above the dew point and rising. (Refer to coating manufacturer’s guidelines.) B. As required, coordinate fluid-applied roof coating work with any other trade(s) to ensure the (N ) coatings are protected from construction traffic, any miscellaneous abuse and until the coating installations are complete.

C. Read and follow the health and safety guidelines found in the Material Safety Data Sheets (MSDS) and on the product container labels.

D. The contractor shall maintain the work area in a neat and orderly condition, i.e., clean the job site daily and remove from the premises any waste material, empty containers, rags and debris caused be the performance of the work included in the contract.

1.05 Warranty
A. Upon completion of the work on the subject Project, and as a condition of its acceptance, pay the costs for, secure and deliver to the Owner a copy of the fully executed warranties specified below:

1. A two (2) year standard roof system warranty issued by the installing roofing contractor.

2. A manufacturer’s 20-year Labor & Material Roof Warranty / Leak Warranty at the completion of the installation / application of the fluid-applied roof coating system.

Note: The Contractor / Applicator must be certified by the coating material manufacturer, or have been approved by the manufacturer prior to the spray application, in order to provide the specified manufacturer’s roof warranty as described above.

Part 2. Products

2.01 Materials
A. Fluid-applied Roofing Materials: (Per Basis of Design)

1. Urethane Base Coat: GacoBase U95 Aliphatic Urethane

2. Polyurea Mid-Coat: GacoFlex U8782 Fast Set Polyurea Hybrid

3. Elastomeric Top Coat: Gaco S4200 Silicone

4. Biodegradable Cleaner: GacoWash

5. Sealant: GacoPatch

6. Primer: GacoFlex E5320

7. Flashing Tape: GacoRoofTape or Gaco LiquidRoofTape
B. Related Materials / Roof Accessories:

1. EATON Dura-Blok Rooftop Supports: Hard rubber sleeper with integral Unistrut 349 of 1101
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C. Typical physical & performance properties of the cured fluid-applied roof coating materials specified on this project are: See Accompanying / Attached Product Data Sheets

1. PDS – GACOBASE U95 / Two Component Urethane Base Coating

2. PDS – GACOBASE U8782 / Fast Set Polyurea Hybrid Coating

3. PDS – GACOFLEX S42 Series / High adhesion 100 % silicone Coating D. Manufacturers:

1. GACO, Inc.

Brand Manufactured by Holcim Solutions and Products US, LLC www.gaco.com or approved equal*

2.02 Acceptable Coating Manufacturers (Basis of Design) A. Gaco, Inc. (www.gaco.com)

1. Roof coating systems manufactured by others can be acceptable provided the roof coating systems are equivalent to those specified regarding the type of coatings utilized, quantity of coating utilized as well as the warranty requirements of this specification.

Additionally, the coating manufacturer must meet the following qualifications:
(a) They specialized in manufacturing the roofing coating system to be provided. (b) They have the same minimum of twenty (20) years of experience manufacturing the roofing coating products & system to be provided.
(c) They are able to provide a Labor & Material / Roof Leak Warranty (single source) that is backed by corporate assets and, or, Completed Products Liability Insurance in excess of $2,000,000 per-occurrence.

Note: Variances in product application guidelines for coating manufacturers other than those included in this specification as “basis of design” manufacturers, may be allowed as required to achieve the substitute manufacturer’s specific roof warranty requirements pending the owner’s acceptance & approval.

B. **Approved Equal: Approved equal, for purposes of this project, means approved by the owner or owner’s representative prior to bid opening. A roofing contractor presenting a bid for this project represents that the bid price is predicated upon the use of the materials listed in PART 2 – PRODUCTS of this roof rehabilitation & roof coating specification or the use of materials for an alternate roof rehabilitation system known the be approved prior to the Project’s bid opening as indicated by a Project addendum sent to all qualified bidders.

1. Prior to bid opening: A bidder who proposes to submit a quotation for an alternate roof rehabilitation & coating system must submit to the Owner for approval of the following:
(a) An explanation of why the alternate should be considered. (b) A list of at least six (6) projects where the proposed alternate material or system was installed under similar conditions. These projects shall be made available for inspection by the Owner’s representative, shall be located within one hundred (100) miles of the Owner’s office and shall be a minimum of ten (10) years old. (c) A detailed installation specification for the alternate system.

Note: Proposed alternates will not be considered without sufficient time for thorough examinations by the Owner. Therefore, any application for approval of alternates must be received by the Owner in a timely manner. Owner requests that any application for approval of an alternate on this project be submitted between 10-14 days prior to the bid opening date. It is preferable that a 14-day notice be provided and it is mandatory that a minimum 10-day notice be provided or the alternate substitute will not receive consideration for approval.
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2. After award of bid: In the event that a submittal for a substitution needs to be made after the award of the bid, the submittal must indicate the cost savings benefit to credited to the owner, and, or, the tangible benefit to the owner if the substitute product or system is approved. Failure to indicate a cost benefit or the tangible benefit(s) to the owner can be sole justification for rejection of the substitution. In addition, the application for approval of the substitution must conform to the requirements presented in Section 2.02 ACCEPTABLE COATING MANUFACTURERS, B./1./a.b. & c.

C. The Owner reserves the right to be final authority on the acceptance or rejection of any proposed alternate material, coating or system.

2.03 Accessories
A. Miscellaneous materials such as expansion joints, metal flashing, adhesives, asphalt primer, retro-fit drains, etc., shall be compatible with the fluid-applied roof coating system and approved by the coating manufacturer. All materials shall be applied and or installed in accordance with its manufacturer’s recommendations.

Part 3. Execution

3.01 Surface Preparation
A. Carefully vacuum and sweep the (E) roof surface to remove ALL gravel or aggregate, and “lightly” spud any accumulations of dried asphalt bitumen that remain on the roof to create a smooth, “clump” free surface. Repair any damage to the (E) roof membranes created by the gravel / aggregate removal as indicated below at 3.01/C.

B. As required, remove all existing abandoned mechanical equipment down to sound substrate.

Replace roofing in these areas with like or similar materials to math existing roof level. The width, adhesion and/or fastening requirements of any new material must be compatible with the existing roof and meet local codes.

C. As required, repair all blisters splits, fish-mouths, seams, holes, and other roof surface imperfections and flashing areas with like or similar roofing materials. The width, adhesion and/or fastening requirements of any new material must be compatible with the existing roof AND be approved by the coating manufacturer. (Note: Bidder shall identify and request approval for the roof material selected to make required repairs to the (E) roofing/ flashing membranes prior to any installation.)
D. As required, (E) flashing membranes can be repaired using compatible flashing material. If flashings are damaged beyond repair, flashing must be replaced with like or similar type roofing materials and must be compatible with existing roofing system. The flashing membrane shall be installed per the manufacturer’s written specifications. (Note: Bidder shall identify and request approval for the roof material selected to make required repairs to the (E) roof / flashing membranes prior to any installation.)
E. Thoroughly clean all exposed metal surfaces that are to remain in place and become integral with the (N) coating system, such as pipe sleeves, drains, boxes, ducts, etc. Remove all loose paint, rust and asphalt or loose roofing materials of any kind.

F. Remove the (E) sheet metal coping over al the short parapet walls and replace with (N). The (N) sheet metal coping shall match, as closely as possible the dimensions of that being removed. As required, install high-temperature S/A membrane so as to cover the top horizontal surface of the short parapet walls and extend down the vertical surface of the short 353 of 1101
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parapet walls a minimum & maximum of 2-inches. (Notes: (1.) No S/A membrane shall be visible after the (N) coping is installed. (2.) Securely fasten / attach the (N) sheet metal coping to the parapet walls in a manner consistent with good roofing practice.) G. Allow roof and other prepared surfaces to dry completely before proceeding with coating application.

H. Protect all adjoining areas that are not to receive the fluid-applied roof coating system and provide a suitable work station to mix the coating materials as required.

3.02 Surface Examination (Prior to commencement of any spray coating application) A. A nuclear scan, infrared scan or multiple and random probes into the (E) roof system using a Demhorst moisture meter must be performed, and any wet or moist roofing substrate must be removed and replaced. (Note: The moisture scan or physical moisture probes must be prescheduled and witnessed by the manufacturer’s representative and, or, the owner’s representative.)

1. Any roof repairs and repair tie-ins that are required shall be performed so as to match the (E) roof system and, or be compatible with the (N) coating procedures to be employed. Any and all repair procedures shall be endorsed / approved by the coating material manufacturer and all roof repairs shall be complete before commencement of any spray application.

B. Verify that all roof rehabilitation repairs as indicated in Section 3.08 – Special Instructions, have been completed before commencement of any spray application, C. Inspect roof surfaces to insure they are clean, smooth, sound, properly prepared and free of moisture, dirt, dust and debris.

D. Verify all roof penetrations, mechanical equipment, perimeter edge metal and all other onroof items are in place and secure.

E. Verify all roof drainage systems are clean and function properly.

F. As required, verify that all air conditioning and air intake vents are suitably protected or closed.

G. Verify all critical areas in the vicinity of the spray application, e.g., parking lots, street parking, etc., are suitably protected or vacated.

3.03 Application of New Elastomeric Sprayed Coatings
A. Application of Aliphatic Urethane Base Coat (Leveling & Priming)

1. To a clean, properly prepared and dry roof surface, spray apply the U95 aliphatic urethane coating over the prepared roof surface as follows:

Urethan Base Coat: Apply U95 urethane coating at a rate of 5-gallons per 100 square feet to yield a uniform thickness of 80 wet mils / 60 dry mils in strict accordance with procedures outlined by Gaco, Inc. (See wet/dry mil chart.) Carry a base coat up all pipe protrusion and walls. ** Allow the U95 base coat to cure a minimum of eighteen (18) hours between coats or until it can be walked on. (**Note: The thickness of 48 wet mils / 36 dry mils, equating to an application rate of 3-gallons per 100 square feet.) B. Application of Polyurea Mid-Coat

1. To a clean, dry roof surface, spray apply the U98782 polyurea coating over the aliphatic urethane base coat as follows:

Polyurea Coat: Apply U8782 Polyurea Hybrid fast set coating at a rate of two (2) gallons per 100 square feet to obtain a 32 mil Wet Film Thickness (WFT) / 32 mil Dry Film Thickness (DFT). Coat 355 of 1101
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all surfaces including expansion joint covers and flashing. At all perimeter edges and penetrations an extra pass must be applied.

Note: Additional coats of material may be required over rough or granular surfaces to achieve the overall minimum dry film thickness (DFT) requirement. Modified bitumen & built-up roofs have varying degrees of cracks in the surface of the asphalt and bleed-out at seams. With this application it is highly recommended that a test patch be installed to determine how much coating will be needed because asphalt roof surface profiles vary due to weathering and other factors. Applications that do not meet the minimum DFT will not be eligible for coverage under the labor and material warranty provided b the manufacturer. Requirements: It is important to apply the subject coatings in strict accordance with the manufacturer’s guidelines to achieve the specified manufacturer’s warranty and the owner will not allow or accept any deviation that is “less” than the manufacturer’s guideline thickness. (Note: U8782 must be coated within the same day of application. If this timeframe is exceeded, GacoFlex E5320 2-part Epoxy Primer/Filler must be applied at a rate of one (1) gallon / 600-800 square feet to produce 1-2 mil DFT. For rough surfaces, apply the epoxy primer/filler at a rate of one (1) gallon / 250 square feet to produce 1-2 mil DFT. Do not over-apply. When properly mixed and spray applied, E5320 Primer should remain a translucent pink color in its cured state. Allow primer to cure for a minimum of six (6) hours (longer in overcast or humid conditions) before proceeding to the next step in the coating application process. Also, granular and rough surfaces may require more material to achieve minimum mil thicknesses. Application below the minimum mil thicknesses can cause adhesion failure which would result in a non-warrantable application.

C. Application of S4300 Silicone Top Coat (Reflective Surface Coating)

1. To a clean, dry roof surface, spray apply and back-roll the S4200 Silicone Coating over the polyurea mid-coat as follows:

Silicone Top Coat: Apply the S4200 Silicone topcoat at a rate of 2.50 gallons per 100 square feet to yield a uniform thickness of 35+ wet mils / 32+ dry mils in strict accordance with procedures outlines by Gaco, Inc. (See wet/dry mil chart.) Carry top coat up all pipe protrusions and walls. If multiple coats are required, allowed each coat to cure a minimum of eighteen (18) hours between coats or until it can be walked on.

3.04 Field Quality Control
A. Manufacturer’s Field Services: Inspection by the coating manufacturer’s representative is required to verify the proper installation of the system. Any areas that do not meet the minimum standards for application as specified herein shall be corrected at the contractor’s expense. Manufacturer’s inspection or verification shall not constitute acceptance of responsibility for any improper application of material.

3.05 Cleaning
A. Manufacturer’s Field Services: Inspection by the coating manufacturer’s representative is required to verify the proper installation of the system. Any areas that do not meet the minimum standards for application as specified herein shall be corrected at the contractor’s expense. Manufacturer’s inspection or verification shall not constitute acceptance of responsibility for any improper application of material.

3.06 Protection
A. Surfaces not intended to receive the roof coating system shall be protected during the application of the system. Should this protection not be effective any respective surfaces shall be restored to their proper conditions by cleaning, repairing or replacing. All debris from completion of work shall be completely removed from the project site. 357 of 1101
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3.07 Special Instructions
A. All electrical conduit, water lines and gas lines that rest on the roof surface shall be raised and placed on hard rubber block sleepers. The hard rubber sleepers shall be fitted with an integral Unistrut clamping device. The hard rubber blocking shall be positioned on the roof surface per any applicable code requirements but only after all the roof rehabilitation procedures have been completed and all of the new roof coatings have been applied and are thoroughly dry / cured.

B. Any (E) roof anomaly in the (E) roof field membrane, e.g., blisters, dry voids, mole runs, membrane ruptures or splits, shall be repaired per NRCA and manufacturer guidelines as part of the roof rehabilitation work prior to any spray applications / coating applications. Note: An attempt will be made to identify and mark all roof anomalies with orange paint that need to be corrected. However, prior to the commencement of any spray coating, one last inspection of the (E) roof surface shall be conducted to identify and additional membrane blisters that may have been missed in a previous inspection so that they can also be repaired prior to spray application of any (N) coating.

End of Section
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Section 07 62 00
Architectural Sheet Metal, Flashing and Trim
Part 1. General

1.01 Related Documents
A. The Drawings and general provisions of the Contract, including General and Special Conditions, General Requirements, apply to the work specified in this section.

B. Parts 1,2,3,4,5,6, Title 24 of the California Code of Regulations (California Building Code) is to be considered an integral part of this section.

C. All California Prevailing Wage Laws apply to the work of this section.

Item Description
General Furnish all labor, materials, and equipment necessary to install sheet metal flashing work shown on the drawings and specified herein, Included, but not limited to:

Special Coordination  Roof flashings including copings, cleats, cornice cap and flashing, reglets, counter flashings, curb cap
flashings, saddle flashings, roof penetration
flashings, air and gas vent roof terminations and
exhaust hoods.
• Conductor heads, rainwater leaders, downspouts,
straps, gutters, diverters, hangers and splash blocks
or pans.
• Wall opening flashings, window head flashing, door
head flashing, window sill covers at metal siding,
siding termination flashings, pan flashings, saddle
flashings.
• Rain caps for exhaust vents where termination is
made through wall.
• Sheet metal flashing, counter flashing and pan
flashing indicated in the drawings.
• Cleaning, repair and re using existing components
listed in this Section, which are undamaged or can
be restored to a new condition, for which the
Contractor will provide warranty.
• All other miscellaneous exterior galvanized sheet
metal 24 gauge and lighters as shown in the
Drawings, and also not specifically shown but
necessary to complete the work.

1.03 Submittals
A. Provide the following submittals per the requirements of the General Conditions.

Item Description
Catalog Cuts n/a
Product Data n/a
Samples n/a
Shop Drawings Describe material properties, profile, jointing pattern, jointing details, fastening methods, and installation
details.

Schedule Include Schedule entry on Gantt Chart for Installation

References The work shall comply with the latest edition of the manual "Suggested Specifications for Architectural
Sheet Metal Work, and "Architectural Sheet Metal
Manual" published by the Sheet Metal and AirConditioning Contractors' National Association (SMACNA)
NRCA (National Roofing Contractors Association) -
Roofing Manual.

1.05 Quality Assurance
A. Provide the following per the General Conditions.

Item Description
Supervision Full time supervision and observation by the Contractor of all on-site Construction Activities including ordering, procurement and delivery of all materials and products
manufactured or assembled off-site.

Qualifications of Workers Applicator: Company specializing in sheet metal flashing work with five years minimum experience.

The Contractor shall guarantee against any and all
defects in material or workmanship of those items
furnished and installed, repaired or sheet metal
remaining in use as part of this Work for a period of 3 years after the recording of Notice of Completion.

Failure types include but are not limited: failure to stay in place, lifting fasteners, buckling, break in seams,
corrosion, loss of paint adhesion.

Product Acceptance General Contractor (Superintendent) shall verify and accept all products delivered to site prior to installation.

Substrate Acceptance General Contractor (Superintendent) shall verify all substrates / conditions prior to allowing installation of any item.

Structural calculations Provide structural calculations as required to meet 363 of 1101
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California Building Code. Calculations shall be by a
Structural Engineer licensed in the state of California.

Fabrication drawings shall be stamped by a California
Licensed Structural Engineer.

Item Description
Supervision Per the General Conditions

Item Description
Observation Per the General Conditions

1.08 Closeout
A. Provide the following Close Out materials in accordance with the General Conditions.

Item Description
Product Manuals Maintenance and Operations instructions / manuals provided by all product / material manufacturers.

System Manuals Maintenance and Operations instructions / manuals provided by subcontractors for assemblies / systems.

Surplus Materials n/a
Training n/a

1.09 Warranty
Provide written warranty in accordance with the General Conditions Item Description
Warranty Form Per the General Conditions.

Warranty Period 1 year
Warranty Start Date of Substantial Completion
Part 2. Products

2.01 Materials
A. Sheet metal trims are used in various locations to provide closure between structural steel framing system and related wall assemblies. System is intended to provide weather tight closure to prevent the infiltration of outside air and moisture.

B. System is intended to be architectural true and straight and shall occur in straight parallel and perpendicular lines as appropriate to particular details.

C. Conform to SMACNA Architectural Sheet Metal Manual for cleats, attachments, joints and other standard configurations not shown.
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2.02 Accessories
A. Plastic Cement: ASTM D2822 made with Group II asphalt.

B. Bituminous Coating Compound: FS TT-C-494, cold-applied mastic compounded for 15-mil dry-film coating thickness.

C. Sealant: Polyurethane as specified in Section 07920. For metal to metal contact, Geocel 2000 is acceptable.

D. Underlayment: ASTM D266; no. 15 asphalt saturated roofing felt, unless heavier weight is noted on the Drawings.

E. Nails: Hot-dipped galvanized nails shall be long enough to provide a minimum penetration of 3/4 inch into wood, 1 inch into concrete surfaces.

F. Screens: Debris screen shall be 1/4" mesh hardware cloth, 23 gauge wire, galvanized.

G. Solder: ASTM 332; alloy grade 50A (50% tin, 50% lead).

H. Soldering Flux: Rosin or muriatic acid killed with zinc. Neutralize flux after soldering.

I. Miscellaneous Steel: ASTM A36, galvanized; shapes and sizes shown.

J. Zinc-Rich Paint: MIL-P-21035; weight not less than 21 lbs. per gallon and containing not less than 95% pure zinc.

K. Etching Primer, in preparation for painting by others: Flashing surfaces to be finished painted include coping, conductor heads, head flashing, downspouts, and other flashing visible below the roof level.

D.J. Simpson Galva-Wipe, Ospho, or other pickling solutions.

2.03 Fasteners and Anchors
A. Downspout Straps and Anchorage Devices: Hangers shall be fabricated from minimum 1/16" thick x 2 inch wide galvanized steel flat stock. Attach straps with min. 1/4-inch id. stainless steel or hot dipped galvanized bolts at masonry, wedge type or in shields. Similar lag bolt anchors for installation to wood studs. See drawings for additional requirements B. Fasteners: Non corrosive, compatible with base metal. Screws and washers shall be plated with zinc or cadmium. Where fasteners are exposed, use panhead or washer head screws with neoprene washers, coat heads with sealant.

2.04 Shop Fabrication and Assembly
A. Shop fabrications: All flashing terminations to have saddle flashings, with minimum 6 inch legs in any direction. Saddle flashings, pan flashings to be lapped, spot welded and all joints soldered and sealed to form 'one piece' assemblies.

B. Form sections true to shape, accurate in size, square, and free from distortion or defects.

C. Fabricate cleats and starter strips of same material as sheet or next heavier gauge, minimum 2" wide, interlockable with sheet.

D. Form pieces in longest practical lengths.

E. Form flare in metal edge for receipt of sealant where detailed.

F. Form material with flat lock seam.

G. Fabricate vertical faces with bottom edge formed outward 1/4 inch and hemmed to form drip. Hem exposed edges on underside 1/2 inch (13 mm); miter and seam corners.

H. Fabricate flashings to allow toe to extend 6 inches minimum over/under roofing underlayment, wall moisture barrier. Return and break edges. 367 of 1101
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I. Form scuppers, splash pans, custom pieces and downspouts of profiles and sizes indicated on Drawings and to properly collect and remove water. Fabricate complete with required connection pieces.

J. Work exposed to moisture or weather must be thoroughly watertight with provision for free expansion without leaks.

K. Width of Seams:

1. Flat-Lock Seam: 1/2 inch wide.

2. Lapped Seam (Soldered, Subject to Stress): 1 inch wide.

3. Lapped Seam (Soldered, Not Subject to Stress): 1/2 inch wide.

4. Lapped Seam (Expansion Joint, Filled with Sealant Tape or White Lead): 4 inches wide.

L. Expansion and Contraction:

1. Provide for thermal expansion and contraction and building movement in completed work without overstressing materials, breaking connections, or producing wrinkles and distortion in finished surfaces.

2. Where subject to thermal expansion and contraction, attach members with clips to permit movement without damage. Provide slotted or oversize holes with neoprene washers to accommodate thermal expansion and contraction of sheet metal. Install coping with cleats one side, and slotted holes 24 " o.c. to allow for expansion.

3. Make lock-seam work flat and true to line, and sweat full of solder, except where installed to permit expansion and contraction. Lap flat lock seams, and lap seams where soldered according to pitch, but in no case less than 4 inches. Make seams in direction of water flow. Do not buck water.

Part 3. Execution

3.01 General
A. Sheet metal Work exposed to the weather shall be installed watertight with suitable provision for free expansion and contraction without causing leaks. Seams shall overlap in the direction of the water flow. Flat seams shall be at least 1/2-inch wide, single locked, and sweated with solder or single locked and malleted flat. Loose-lock seams shall be single locked and without solder with bottom hook 1-1/4 inches and top hook 1 inch wide, unless otherwise shown or specified. Lap seams where permitted shall be min 2" wide, bedded in sealant, over backing plate.

B. Where flashing is to be rigidly secured, screw or nail flanges at 4" o.c. minimum, unless noted.

C. Lightly sand and prime surfaces which are to be installed with roofing materials. Primer as recommended by roofing cement manufacturer.

D. Providing flashing and counter flashing as shown on the Drawings and necessary to insure watertight conditions. Special care shall be taken to provide flashing in areas where different materials meet.

E. Dissimilar Materials Isolation: To prevent corrosion and galvanize corrosion (electrolysis), isolate galvanized steel metal flashing with bituminous coating when in contact with copper, redwood or red cedar. Isolate lead flashing or aluminum from uncured concrete and mortar.

Apply bituminous paint between dissimilar metal materials. 369 of 1101
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3.02 Inspection
A. Verify roof openings, curbs, pipes, sleeves, ducts, or vents through roof are solidly set, can’t strips and reglets in place, and nailing strips located. Verify all blocking and backing necessary for securing flashing is in place.

B. Verify membrane termination and base flashings are in place, sealed and secure.

C. Beginning of installation means acceptance of existing conditions and substrates.

3.03 Coordination
A. Sheet metal trims may require partial installation in conjunction with the work of other trades. Coordinate all such work to ensure that cleats and other attachment devices are installed in the proper sequence.

B. Examine drawings and anticipate all installation sequence issues to insure that flashings are installed to produce positive drainage and weather tight conditions.

C. Provide fabricated flashings prior to installation of building systems requiring flashing below or behind.

D. Provide all cricket and roof daring components at clerestory windows prior to installation of windows.

3.04 Preparation
A. Field measure site conditions prior to fabricating work.

B. Install blocking, starter and edge strips, and cleats before starting installation.

C. Prepare flashing to have paint finish with etching primer. Rinse thoroughly.

3.05 Installation
A. Strike a true and level line along entire substrate prior to installation. Layout entire assembly to determine appropriate start and finish points.

B. Finished work shall be visibly straight and true, regardless of deflection in supporting substrate.

C. Install all parts to insure positive drainage and weather tight conditions.

D. Conform to drawing details included in SMACNA and NRCA manuals. Where a conflict between reference standards, drawings and specifications occur, the more strict requirement as determined by the Architect shall govern.

E. Downspouts: Join lengths with formed seams sealed watertight.

F. Fit flashings tight in place, unless providing for expansion. Make corners square, surfaces true and straight in planes, and lines accurate to profiles. Slope horizontal surfaces to shed water.

G. Window Sills: At window openings within metal siding, cover sill with GSM to match existing, lay in with metal siding.

H. Coping: Replace existing wood blocking, blocking anchors where damaged or corroded.

Provide new blocking above first watch. Wrap parapet top with self adhering bitumen membrane moisture barrier. Install new coping with cleats, pan head screws at 24" o.c.

Install in 10 FT lengths with hemmed edges, joint covers, one piece corners, saddle flashings at all changes in direction.

I. Set splash pans where rainwater leaders or downspouts spill rainwater collected from roofs onto lower roofs or grades.

J. Where pan, saddle or termination flashing abuts wood framed wall, ensure wall moisture barrier laps over flange of sheet metal 4 inches minimum. Although not specifically detailed, provide additional asphalt felt paper, self adhering bituminous membrane where needed at wall to flashing joints to provide proper lap in all materials. 371 of 1101
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K. Door Pan Flashing, Door and Window Head Flashing: Refer to Drawings for size, configuration and fabrication requirements. Provide and install flashings at all exterior openings as indicated on the Drawings. Extend ends of head flashings at doors and windows 1/2" past door or window.

End of Section
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Section 07 72 00
Roof Opening Protection System
Part 1. General

1.01 Section Includes
A. HathcProtector roof hatch safety system

1.02 Related Sections
A. Not Used

1.03 References
A. OSHA 29 CFR 1910.23(a) Occupational Health and Safety Standards for General Industry, Subpart Guarding floor and wall openings and holes.

1.04 Submittals
A. Submit under provisions outlined in division 01.

B. Product Data: Manufacturer’s data sheets on each product to be used, including:

1. Preparation instructions and recommendations.

2. Storage and handling requirements and recommendations.

3. Installation methods.

C. Shop Drawings: Complete details of entire railing layout, showing member sized and part identification, fasteners, anchors, fittings, and evidence of compliance with structural performance requirements.

1.05 Quality Assurance
A. Manufacturer Qualifications: Minimum of 15 years experience manufacturing portable railing systems.

B. Installer Qualifications: Minimum 2 person crew capable of positioning base plates and installing portable railing systems according to manufacturers instructions.

1.06 Delivery, Storage, and Handling
A. Store products in manufacturer’s unopened packing until ready for installation.

Part 2. Products

2.01 Manufacturers
A. Basis of Design: Garlock Safety Systems.

B. Substitutions: Or approved equivalent.

C. Request for substitutions will be considered in accordance with provisions of Division 01.

2.02 Design Requirements
A. Structural Performance: Comply with requirements of applicable local, state, and federal codes.
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B. Structural performance of top rails and supports:

1. Capable of withstanding a concentrated load of 200 pounds (90.6 kg), applied to the top rail at any point and in any direction.

2. Capable of withstanding a uniform load of 50 pounds per linear foot (74.3 kg/m) applied to the top rail horizontally with a simultaneous load of 100 pounds per linear foot (148.6 kg/m) applied vertically downward.

3. Design need not provide for both concentrated and uniform loads to be applied concurrently.

C. Structural performance of railing infill:

1. Capable of withstanding a horizontal concentrated load of 200 pounds (90.6 kg), applied to one foot (30.5mm) square area at any point on the infill.

2. Infill includes panels, intermediate rails, posts, and other elements.

3. Design need not provide for infill loads to be applied concurrently with top rail loading.

4. Horizontal members not to exceed 12 inch (305mm) spacing over lens area of skylight if present.

2.03 Materials
A. Roof Hatch Protector: HatchProtector roof hatch safety system. Meets OSHA Requirements:
1910.23(a) (4) and 192.501(b) (4)

1. Descriptions: Compression fit design mounts directly to the roof hatch.

2. Material:
(a) Frame: Galvanized steel corner frame and base.
(b) Rails: telescoping 1-5/8 inch (41mm) O.D. by 0.0065 inch (2.7mm) wall HREW galvanized tubing for outer tubes.

3. Finish:
(a) Epoxy powder coated color as selected by Architect.

4. Size (Width / Length):
(a) 36 inch (914mm) / 36 inch (914mm).

5. Height:
(a) Top Rail: 42 inches (1067 mm).
(b) Mid Rail: 20 inches (508mm).

6. Gate: Self closing steel gate.

Part 3. Execution

3.01 Examination
A. Do not begin installation until substrates have been properly prepared.

B. If substrate preparation is the responsibility of another installer, notify Architect of unsatisfactory preparation before proceeding.

3.02 Preparation
A. Clean surfaces thoroughly prior to installation.
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B. Prepare surfaces using the methods recommended by the manufacturer for achieving the best result for the substrate under the project conditions.

3.03 Installation
A. Install in accordance with manufacturer's instructions.

B. Before installation, inspect all parts to ensure no damaged parts are used.

C. Install diagonal braces on corner stanchions and at terminations of cable runs.

D. Railing must be secured to base with securing pins.

E. Where there is a danger of falling materials onto someone below insert a steel Speed Board into the toeboard bracket on the base plate and secure with securing pins to base.

3.04 Protection
A. Protect installed products until completion of project.

B. Touch-up, repair or replace damaged products before Substantial Completion.

End of Section
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Section 09 91 10
Painting – New and Existing Construction
Part 1. General

1.01 Related Documents
A. The Drawings and general provisions of the Contract, including General and Special Conditions, apply to the work specified in this section.

B. Parts 1,2,3,4,5,6, Title 24 of the California Code of Regulations (California Building Code) is to be considered an integral part of this section.

C. All California Prevailing Wage Laws apply to the work of this section.

Item Description
General  Provision and installation of all painted coatings regardless of location on project
• All preparation, surface cleaning, sanding, filling, deglossing and priming required.

1.03 Submittals
A. Provide the following submittals:

Item Description
Catalog Cuts  n/a
Samples  Submit samples for Architect's review of color and texture only. Compliance with all other requirements is the
exclusive responsibility of the Contractor. Provide a listing of the materials and application for each coat of each
finish sample
• On 12" x 12" hardboard, provide two samples of each
color and material, with texture to simulate actual
conditions. Resubmit each sample as requested until
required sheen, color, and texture is achieved
• Include samples of proposed Tinted Primer Color. Refer PART 2 – Products For Primer Color Requirements
• Samples shall be created utilizing the same process that will be used in the field. If painting is to be sprayed, then samples shall be sprayed. If painting is to be brushed, then samples shall be brushed. If painting is to be rolled, then samples shall be rolled.

Product Data  Submit two copies of the manufacturer’s MSDS and PDS sheets which will include paint-label analysis and
application instructions for each material specified
Paint Schedule  Submit a paint schedule that includes manufacturer and paint system for each type of surface and substrate to be painted. Do not begin work until this schedule is approved by the Architect in writing.

Shop Drawings  n/a
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Schedule  Include Schedule entry and conclusion on Gantt Chart for Installation of all coatings for this project.
• Provide a Schedule of the products to be used on each building component. Include Manufacturer, product,
sheen, number of coats and proposed method for
installation as well as the intended preparation to
successfully install the coating systems.

1.04 References / Standards
A. The following References and Standards are incorporated into the requirements of this Section as they apply to products, assembly, manufacturing procedures and installation.

References  In addition to compliance with all pertinent codes and regulations, meet or exceed “Standard Type 1", as defined by the Painting and Decorating Contractors of America in the "Modern Guide to Paint Specifications", latest edition • Meet or exceed requirements of SSPC for all steel surfaces • MPI – Master Painters Institute, Architectural Painting Specifications Manual http://www.specifypaint.us
Standard  EPA Method 24 – Determination of Volatile Matter Content, water Content, Density, Volume Solids, and
Weight Solids of surface coating.
• ASTM E2129, Standard Practice for Data Collection for Sustainability Assessment of Building Products
• ASTM D3960, Standard Practice for Determining Volatile Organic Compound (VOC) Content of Paints and Related
Coatings.
• ASTM D5116, Standard Guide for Small-Scale
Environmental Chamber Determinations of Organic
Emissions from Indoor Materials/Products
• ASTM D6670, Standard Practice for Full-Scale Chamber
Determination of Volatile Organic Emissions from Indoor Materials/Products.

1.05 Quality Assurance
A. Provide the following:

Item Description
Supervision  Full time supervision and observation by the Contractor of all on-site Construction Activities including ordering, procurement and delivery of all materials and products
manufactured or assembled off-site.
• Superintendent: Contractor shall provide knowledgeable personnel – Superintendent or Foreman – familiar with
the scope of the Project and capable of communicating
the status of the Work on a daily basis to the Architect and at all Required Inspections.

Qualifications of Workers  General Contractor shall ensure that all workers providing labor on this project are fully competent and experienced in the area of work being performed. All
workers will have at least two years of training from the supplying contractor. Documentation will be required.
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• Use only qualified journeymen painters for the mixing and applications of paint on exposed surfaces; in the
acceptance or rejection of installed painting, no
allowance will be made for lack of skill.
• General Contractor shall require subcontractors to
remove any unqualified workers from the project.

Product Acceptance  General Contractor (Superintendent) shall verify and accept all products delivered to site prior to installation. • Architect reserves the right to reject any material not installed per current industry standards or recommended installation instructions of the Manufacturer, or not
installed per these Specifications.

Substrate Acceptance  General Contractor (Superintendent) shall verify all substrates / conditions prior to allowing installation of any primer, finish system or patching/repair product.
• Inspection: Prior to all work of this section, carefully inspect the installed work of all other trades and verify that all such work is complete to the point where this
installation may properly commence. Refer Part 3 –
Execution for more detailed Contractor Inspection
requirements.
• Moisture levels of all surfaces will be tested and
documented by the painting contractor and the General
Contractor. Additionally, all exposed masonry surfaces
will be tested for PH and documented. All PH levels
tested will be below: 10 PH before any repair, priming or painting will begin.
• All existing coatings will be tested and verified to be lead free before any work can begin.

Item Description
Supervision  Per Part 1.05
Testing  n/a
Special Inspections  n/a
Mock Ups  Provide mock-up for each color and sheen selection on each building component on the project. Use the same
primer, paint, number of coats, and installation method that will be used for the final installation
• Coordinate exact location for mock up in field with the Architect
• Designated surface shall be the standard of quality for related surfaces upon review and acceptance by
Architect.
•

1.07 Quality Control by Owner
A. The following specific procedures shall be required to demonstrate adequate levels of quality provided for project components and systems. Exclusion of any item from this list does not relieve the Contractor of any responsibilities for quality procedures covered elsewhere in the Contract.
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Item Description
Review by Architect  Contractor shall notify Architect at the following milestones so that Architect may review the condition of the work. Failure to coordinate these reviews may result in later work being removed for corrections in the earlier work:
• After power washing, cleaning, de-glossing, and
preparation of all surfaces to receive paint
• After completed application of prime coat
• After application of final coat
• After final post application site clean-up operations are completed
• Prior to release of final payment

1.08 Close Out
A. Provide the following Close Out materials:

Item Description
Product Manuals  Maintenance and Operations instructions / manuals provided by all product / material manufacturers.

System Manuals  Maintenance and Operations instructions / manuals provided by subcontractors for assemblies / systems.

Surplus Materials  Provide (5) gallons of each type and color of paint used on the project
Training  n/a

1.09 Warranty
A. Provide written warranty, as follows:

Item Description
Warranty Form  Sub-Contractor and manufacturer to provide warranty against defects in materials or workmanship.

Replacement or repair of such defects shall be repaired or replaced in a timely fashion at no additional cost to the Owner.

Warranty Period  3 years
Warranty Start  Date of Substantial Completion

1.10 Painting Scope
A. General

1. Painting and finishing of exposed items and surfaces throughout the Project, except as herein specified.

2. Study Drawings and Schedules and Specifications of other trades and include priming and preparation where no other is specified. Be responsible for total mil thickness of coating systems as specified herein, including others’ shop coats

3. "Paint", as used herein, means all coating systems materials, including primers, emulsions, enamels, sealers and fillers, stains and other applied materials, whether used as prime, intermediate or finish coats.

4. Paint all exposed paintable surfaces, whether or not colors are designated in "schedules", except where the natural finish of the material is obviously intended to be exposed and not painted. (Obviously, do not paint window glass, masonry, fire equipment, etc.)

5. Paint all wood and steel fences and gates (Excludes steel chain link fences).

6. Paint all steel chipping containers identified on plans, including stenciled signage.

B. Colors:

1. To match existing adjacent surfaces.
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2. Unless otherwise noted, provide all materials from a single manufacturer.

3. The contractor shall allow for a range of colors and shall anticipate the possibility of a different color on each type of material included in the project. No limits shall be assumed regarding numbers of colors, including selection of deep tones, except that colors will not be changed within the bound of a given material.

4. Generally and unless otherwise specified herein or noted on Finish Schedules the quantity of colors and finishes shall be based on the following criteria:
(a) Color selection will be based on (1) base color and up to (4) accent colors, which may be deep or bright colors.

C. Existing Construction: Renovated Finish

1. Where existing clear finishes occur on wood surfaces and are scheduled for “Renovated Finishes”, provide preparation, surface repair, stripping (where required) and new finishes

2. In some cases, existing finish may be adequate as base for new finish

3. All areas requiring renovated finish will be reviewed in the field with the Architect prior to execution. Areas deemed to be heavily damaged may be re-designated for painted finish at the discretion of the Architect
D. Floor Coatings

1. Refer to other sections of this Project Manual for floors to receive paint, sealer, or similar coatings.

E. Specific Items Included: The following is intended to clarify items requiring paint. This list does not limit the scope of work shown in the drawings nor does it relieve the Contractor of any responsibility for coordination of all work of this Contract. The general contractor shall make all new surfaces, existing surfaces and repaired surfaces “ready for paint.” Once the Painting contractor has applied primer or paint to a surface he/she has assumed complete responsibility for the “readiness” of that substrate.

Interior Paint
• Building walls
• Building posts, columns, and pilasters.
• Acoustical wood panels on walls
• Fire extinguisher cabinets on walls
• Other cabinets on walls
• Lockers, where indicated
• Exposed roof structure members
• Exposed roof decking
• Mechanical system components at ceiling
• Doors
• Steel fence and gates, where indicated
• Metal structure of basketball backstops, where indicated • Exposed conduit, pipes, and wires

1.11 Painting / Renovation Not Included
A. The following categories of work are not included as part of the painter-applied finish work, unless otherwise shown or specified. No finish on the following 389 of 1101
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Do Not Paint:  Stainless steel and nonferrous metals when used for metal doors and windows, counters, hardware, electrical plates, lighting fixtures, etc.
• Galvanized surfaces identified per plans to remain
unpainted.
• Soffit vent screens that are currently unpainted
• Electrical, mechanical, and plumbing equipment and
ductwork, except noted electrical conduits, ceiling
registers, grilles, and diffusers which shall be field painted over manufacturer's prime coat
• Acoustical surfaces
• Fire alarm equipment: Smoke detectors, heat detectors, strobes, horns. Including protective cages or enclosures around such equipment.
• Factory-finished surfaces, equipment, etc
• Concealed Surfaces: Unless otherwise indicated, painting is not required on surfaces such as walls or ceilings in concealed areas and inaccessible areas, foundation
spaces, furred areas, utility tunnels, pipe spaces, and shafts
• Existing concrete or masonry surfaces not specifically indicated as to receive paint, including concrete columns and masonry walls. These surfaces are to be renovated
per Project Manual Section 09912.
• Operating Parts and Labels
• Where necessary to gain access or protect surfaces the painting contractor shall remove and replace at no extra cost removable items such as fittings, awnings, shutters, cover plates, doors and handles.
• Any surface where a coating will interfere with movement and fit such as threads and hinges
• Glass, porcelain, plastic, textiles and other materials not suitable to be painted
• Shop coated, powder coated and baked enamel surfaces
• City name, logo, or mascot. Unless otherwise noted on the plans, these are to be cleaned and graffiti coated.

B. Do not paint any moving parts of operating units, mechanical and electrical parts, such as valve and damper operators, linkages, door closers, sensing devices, motor and fan shafts, unless otherwise indicated.

C. Do not paint over any code-required labels, such, as UL and, fire ratings, Factory Mutual, or any equipment identification, performance rating, name, or nomenclature plates.

D. All masking, tape, paper, and plastic adhered to these items shall be removed by the Painting Contractor upon completion of paining and after required drying time. Absolutely no tape residue will be left on any surface. No tape will remain on an exterior surface for more that (14) days.
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Part 2. Products

2.01 Paint
A. Paint, surface treatments, and finishes are shown in the Finish Schedules, Elevations, or indicated in the Specifications of the Contract Documents. Paint colors will be selected from the manufacturer's mixed colors prior to installation.

1. All surfaces shall receive a paint finish, except the exclusions in 1.10 and 1.11. If no finish is particularly indicated, the finish shall be the minimum coating specified in the paint finish schedule of this Section, for the particular substrate involved. It is the responsibility of the Painting Contractor to verify the exact coating choice, color, and sheen, as it relates to each and every substrate before a coating or primer is applied to any surface.

B. All paints shall comply with Flame Spread limitations defined in 2010 CBC Table 803.9. Refer to Drawings for specific requirements based on usage.

C. Final acceptance of colors will be from brush-out samples applied in situ.

D. Proprietary names used to designate colors or materials are not intended to imply that products of the manufacturer’s are required to the exclusion of equivalent products of other manufacturer's.

E. Bids are to be based on specified coatings as manufactured by Benjamin Moore & Co., except as otherwise specified.

F. Requests for changes or variations must be made in writing by the Contractor to the Architect detailing the reasons, extra cost or savings per hour of labor and/or per gallon of paint. It is the burden of the Painting Contractor to prove the equivalency of any intended substitution of primers or coatings four weeks before beginning the project.

G. Paint Coordination: Provide finish coats and primers that are compatible and manufactured by the same manufacturer, except as otherwise specified. Review other Sections of these Specifications in which prime paints are to be provided to ensure compatibility of total coating systems for various substrates. Upon request from other trades, furnish information on characteristics of specified finish materials, to ensure compatible prime coats are used.

Provide barrier coats over incompatible primers or remove and re-prime as required. Notify the Architect, in writing, of any anticipated problems using specified coating systems with substrates primed by others.

H. Primer: All primers and undercoats are to be tinted to the approximate shade of the selected finish coat, but the tint shall be sufficiently different to allow easy determination of the boundaries between coats. Where the color schedule calls for the use of deep tones, it is the responsibility of the Painting Contractor to utilize the appropriate Deep Base Primers as Manufactured by Benjamin Moore & Co. (or equal) for use on the surface for which they are intended.

2.02 Surface Repair / Stabilization Materials
A. Hardener for wood that is damaged, slightly decayed, softened, or weathered:

1. Quick drying, Solvent-borne resin hardener, such as Minwax High Performance Wood Hardener, System 3 End Rot, Abatron Liquid Wood, or approved equal.

B. Filler for defects in wood.

1. 2-part Epoxy filler such as Minwax High Performance Wood Filler, System 3 Wood Putty, Abatron Wood Filler, or approved equal.

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C. Metal Etch / rust converter for rusty surfaces:

1. Phosporic Acid metal etch and prep such as Jasco Prep n’ Prime, Ospho Rust Treatment, or approved equal.

2.03 Material Quality
A. Provide premium quality grade of the various types of coatings as regularly manufactured by approved paint materials manufacturers. Materials not displaying the manufacturer's identification as a standard, premium-grade product will not be acceptable.

B. Provide undercoat paint (Primer) produced by the same manufacturer as the finish coats.

Use only thinners approved by the paint manufacturer, and use only within recommended limits.

2.04 Materials
A. Unless otherwise specified, the products indicated under "Painting" are products of “Benjamin Moore & Co.;” comparable-quality products of Dunn-Edwards, ICI, Kelly-Moore, Pratt & Lambert or approved equivalent will be acceptable. Proof of equivalence is required in writing by the Painting Contractor.

B. Colors used shall be selected for their permanence and non-fading qualities. In addition, colors that are used over concrete and plaster shall not be applied if the concrete or plaster surface has a Ph rating higher than 13.

C. All paint and coatings must be delivered to the job site in the manufacturer’s original and unopened containers, plainly marked with the proper designation of the product, as well as the name of the manufacturer. All coating materials at the job site shall be subject to inspection by the Architect.

D. The contractor shall retain sufficient quantities of paint of the same batch until completion of the entire project to permit uniform touch-up. Normal minor damages to painted areas by other trades during the course of the construction project shall be touched-up by the Painting Contractor at no extra cost.

E. It is to be understood by the General Contractor and the Painting Contractor that all coatings must conform to all state and local regulations including VOC rules at the time of application.

Part 3. Execution

3.01 Contractor’s Inspection
A. It is the General Contractor and Painting Contractors responsibility to examine the areas and conditions under which painting work is to be applied. Notify the Architect, in writing, of conditions detrimental to the proper and timely completion of the work. Do not proceed with the work until unsatisfactory conditions have been corrected and inspected by the Architect.

B. All surfaces to be painted must be free of dirt, rust, scale, grease, moisture, scuffed surfaces, glossy, or conditions otherwise detrimental to the formation of a durable paint film.

C. Any surface which has been primed or painted constitutes acceptance of the surfaces and the conditions within any particular area.

D. Surfaces not being painted shall be protected from drips, spatter, over-spray and other paint contamination by means of masking, drop sheets and protective covers. 395 of 1101
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3.02 Surface Preparation
A. General: Perform preparation and cleaning procedures in strict accordance with the paint manufacturer's instruction and as herein specified for each particular substrate condition.

1. The Painting Contractor shall be wholly responsible for the quality of his work, and is not to commence any part of it until the surface is in proper condition.

2. If the Painting Contractor considers a surface unsuitable for proper finishing, he shall notify the Architect in writing. The Painting Contractor is not to apply any material until corrective measures have been taken, or the Architect has instructed them to proceed.

3. If the Painting Contractor has been instructed by the General Contractor to begin painting under conditions and circumstances he believes could result In poor performance and early failure of the coating, he shall immediately inform the Architect in writing and request from the Architect for a decision in writing.

B. General, Existing Construction:

1. Remove all hardware, hardware accessories, machined surfaces, plates, lighting fixtures, and similar items in place and not to be finish-painted, or provide surface-applied protection prior to surface preparation and painting operations. Remove, if necessary, for the complete painting of the items and adjacent surfaces. Following completion of painting of each space or area, reinstall the removed items by workmen skilled in the trades involved.

2. Clean surfaces to be painted before applying paint or surface treatments. Remove oil and grease or waxes prior to mechanical cleaning. Schedule the cleaning and painting so that containments from the cleaning process will not fall onto wet, or newly painted surfaces.

3. Refer to the manufacture’s Technical Data Sheet for specified product and comply with the requirements regarding application such as: mixing of the components, thinning, pot life, and application equipment such as: roller type and nap length, brush type, tip size and gun type, air and fluid pressure, hose length and hose I.D., etc.

4. Ensure that expectations of humidity, precipitation and temperature (substrate, ambient and material) during application and curing of paints are within the range permitted by the manufacturer.

5. When substrate temperatures are high, care must be taken while applying the paint to prevent formation of voids, pinholes, and bubbles due to the rapid evaporation of solvent.

C. Wood:

1. Clean wood surfaces to be painted of all dirt, oil, or other foreign substances with scrapers, solvent, and sandpaper, as required. Sand smooth all finished surfaces and remove dust. Scrape and clean small, dry, seasoned knots and apply a thin coat of white shellac other approved sealer before application of the priming coat multiple thin coats of white shellac may be necessary to “seal” the knot from “bleeding”. After priming, fill holes and imperfections in finish surfaces with putty or plastic wood filler. Sandpaper smooth when dried. Spot prime over all exposed fillers. Preapproval from the Architect in writing is required before any wood surfaces can be pressure washed. All wood surfaces that are intended to be power washed will need to be identified and agreed upon in advance by the painting contractor, Architect and General Contractor. 397 of 1101
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2. Repair of defects, decay, and stabilization of soft areas: On all wood not identified to be replaced, all imperfections, divots, soft and weathered wood, and minor damaged areas shall be repaired before painting. All end grain shall be treated with wood hardener prior to repair and painting. All “butt” joints will be caulked with a Urethane base caulking to ensure a flexible joint to allow for the lateral expansion and contraction of the joint. The repair areas shall blend seamlessly into the surrounding surface. a. Scrape and remove all loose material from the damaged area. b. Treat the area with wood hardener per manufacturer’s instructions c. Fill with epoxy filler. Multiple coats may be required d. Sand smooth and blend into surrounding area. Inspect and apply additional filler if required.
e. Spot prime over patched and repaired surfaces.

3. Fill all cracks, joints, seams with caulk and allow to cure (see caulking manufacturer recommendations as it pertains to “cure: times.

4. Multiple coats of paint that are in an advanced state of deterioration and prior applications of cement-based paints must be removed by scraping, sanding or by the use of mechanical grinder. These areas will be referenced by the Architect and General Contractor during the “walk through”.

5. New Wood must be dry, free of grease, oil mildew, mortar and asphalt spatters and mill glaze. Rough surfaces are to be sanded smooth. Cracks are to be caulked ; door and window trim and joints are to be caulked after surfaces have been primed so as to create a “sandwich” effect between the caulking/putty and the primed substrate. Nail holes are not to be filled. Painting is not to be done during or immediately following foggy, rainy or frosty weather, nor when the temperature is expected to go below 50F before the coating has dried. Avoid painting surfaces while they are exposed directly to the hot sun, and refrain from painting during windy or threatening weather. Pressure treated wood (PTW) must be tested prior to coating to determine proper penetration of coating. Surface must be sprinkled with water to determine absorption into substrate.

If water drops remain on PTW surface, do not paint. If water penetrates immediately into the surface, prepare surface as you would any wood and then prime. Smooth planed clapboards or siding must be sanded thoroughly with 80 grit sandpaper to remove the “mill glaze” to allow proper penetration and adhesion of the paint coating.

If mildew is evident, it must be removed by scrubbing with a commercial mildew wash formulated for this purpose. Caution: Follow manufacturer’s directions; wear rubber gloves, work goggles and protective clothing.
(a) All timber delivered to the job site shall be tested with a moisture meter. All wood testing at or below 18% moisture content shall be immediately primed. (b) Prime edges, ends, face, undersides, and backsides of such wood surfaces. When transparent finish is required, use spar varnish for back priming. (c) Timber surfaces to be embedded in plaster or masonry shall be fully primed prior to installation. All timber end grain is to receive one extra primer coat. (d) Back prime all new exterior wood.
(e) If more than (14) days have expired since the time of original priming all surfaces to be top- coated shall be lightly sanded or re-primed before a finish coat can be applied.
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6. Previously Painted Wood must have all blistered, peeling, scaling and deteriorating paint removed to a clean, sound substrate, by scraping, grinding, sanding and/or wire brushing. Spot prime where bare wood is exposed. Chalk must be thoroughly removed to a sound substrate by wire brushing, sanding or by power washing. Remove all loose or split caulking, putty or glazing

7. Previously stained exterior wood:
(a) After ensuring that wood is dry, free of grease, oil mildew, mortar and asphalt spatters and mill glaze, sand with 80 grit sand paper to achieve an adequate profile for complete primer adhesion.
(b) Prime with a stain blocking acrylic primer.

D. New Exterior Cement Plaster:

1. Surfaces are to be dry, free of greasy residue, mortar and asphalt spatters. Thoroughly brush with a stiff fiber brush to remove loose particles.

2. Remove form release agents with appropriate solvents.

3. Remove laitance deposits by hand or power wire brushing, or other appropriate means.

4. Allow poured concrete and precast concrete to cure for 60-90 days; block and stucco surfaces 30-60 days. Fill all structural cracks and crevices with the appropriate caulking/patching compound. If efflorescence is present, first dampen the surface with water, and then scrub the surface with a 10% solution of muriatic acid. Caution: Wear rubber boots and gloves, work goggles, and protective clothing. After treatment, thoroughly flush the surface with clean water to remove all acid and allow to dry thoroughly before painting. If mildew is evident, it must be removed by scrubbing with a commercial mildew wash formulated for this purpose. Caution: Follow manufacturer’s directions; use rubber gloves, work goggles and wear protective clothing.

E. Previously painted Exterior Cement Plaster:

1. Remove all peeling, scaling and deteriorating paint and chalk to a sound substrate by hand scraping, use of mechanical grinders or high-pressure washing. Fill all structural cracks and crevices with the appropriate caulking/patching compound. If mildew is present, remove by scrubbing with a commercial mildewcide wash formulated for this purpose.

2. Caution: Follow manufacturer’s directions; wear rubber gloves, work goggles, and wear protective clothing.

F. Ferrous Metals:

1. Thoroughly clean New steel surfaces to remove all grease in accordance with SSPC-SP1 “Solvent Cleaning”

2. Remove rust, mill scale, etc., in accordance with SSPC-SP2-63 “Hand Tool Cleaning” or SSPC-SP3-63 “Power Tool Cleaning”. Particular care is to be exercised to remove welding flux, slag and fume deposits as is possible by blast cleaning, washing with water, Phosphate rinsing, or power tool cleaning. Weld Spatters and burs must be removed.

Primer coats should be applied immediately after the surface is dry and within the same day as the acid wash was applied so that rust does not reappear do to overnight moisture. Factory applied “shop coat” primers must be re-primed with a rust inhibitive 2 component epoxy primer before finish coats are applied.

G. Previously painted steel:

1. Thoroughly clean following SSPC-SP1-63 to remove all grease, oil and dirt.

2. All loose, peeling and scaling paint is to be removed by hand scraping or power tool cleaning. Rusted surfaces should be cleaned in accordance with SSPC-SP2_63“ Hand Tool Cleaning” or SSPC-SP3-63 “Power Tool Cleaning”.
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3. Surfaces are to be thoroughly cleaned after sanding, scraping, hand and tool cleaning, etc. Dull all glossy surfaces by sanding.

4. Removal of multiple coats of paint that are in an advanced state of deterioration shall be accomplished by sandblasting or by the use of a mechanical grinder.

H. New galvanized metals:

1. Thoroughly clean to remove all grease, oil dirt and contaminants in accordance with SSPC-SP1 “Solvent Cleaning”.

I. Metal Downspouts and Structural Posts:

1. Remove all foreign material including but not limited to tape and previous painted coatings that are flaking or chipped.

2. All existing paint shall be removed completely down to bare metal prior to installation of new primer and paint. All rust areas shall be sanded smooth and treated with metal etch / rust converter.

J. Weathered previously painted galvanized metal:

1. Remove all peeling and scaling paint, rust and chalk by scraping, sanding and wire brushing.

2. After scraping, sanding, and wire brushing thoroughly clean the surface, re-prime exposed metal with a 95% zinc primer by Rustoleum or other pre-approved manufacturer, and finish as specified.

K. Painting of special assemblies

1. Existing louvers, vents, and screens:
a. Clean all sides of all fixed and operating louvers. Clean all aluminum frames of louvers, if existing.
b. Remove screens on the exterior of louvers, if equipped, and strip down to bare metal as specified by the Architect.
c. Clean all excess paint from operable louvers if interfering with their operation.

Clean all chains, gears, and all moving parts.
d. Paint louvers and screens separately and reassemble when dry.

2. Doors and frames
a. Remove all paint if it will interfere with adhesion of the new coating system. b. Fill all dents, holes, and other surface imperfections with epoxy filler. c. Sand smooth all chipped areas and apply several coats of primer to build up the surface until smooth.
d. Finish coats of paint shall be sprayed or brushed. NOT ROLLED. Rolled-on paint or any paint applied otherwise with a rough or “stippled/orange peeled” final texture will be rejected.
e. Carefully paint doors which will touch adjoining surfaces when closed. To prevent blocking (fusing of uncured coating), the doors are not to be closed until the coating is cured enough as to not allow the door and jam to fuse together. Where excessive coating film thickness impacts the operation, previous paint and excess 403 of 1101
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film thickness shall be removed by sanding, grinding or stripping and the item repainted.

3. Wood Windows
a. Refer to section 08 81 10 Glass and Glazing for glass replacement and glazing compound spot repair.
b. Carefully paint operable wood windows which will touch adjoining surfaces when closed. To prevent blocking (fusing of uncured coating), the windows are not to be closed until the coating is cured enough as to not allow the door and jam to fuse together. Where excessive coating film thickness prevents windows from closing, previous paint and excess film thickness shall be removed and the item repainted.

4. Lockers – as indicated on plans
a. Thoroughly clean all lockers, remove all stickers and other foreign matter. b. Repair minor dents and surface imperfections with a 2 component plastic filler. c. Remove all staples, tacks, and other foreign items from the wood end caps at the ends of the banks. Fill all imperfections with epoxy and sand smooth. d. Mask all hardware and tags on the door faces before painting. e. Lockers shall be painted by airless, conventional or HVLP sprayer.

3.03 Materials Preparation
A. Mix and prepare painting materials in accordance with manufacturer's directions.

B. Store materials not in actual use in tightly covered containers. Maintain containers used in storage, mixing, and application of paint in a clean condition, free of foreign materials and residue. Store materials not in actual use out of the direct sun at all times.

C. Stir materials before application to produce a mixture of uniform density, and stir as required during the application of the materials. Do not stir surface film into the material.

Remove the film, and if necessary, strain the material before using.

3.04 Application
A. General:

1. See Operations and Sequence section below for the definition of a “Coat” of paint or finish.

2. Apply paint in accordance with the Manufacturer's directions paying particular attention to recommended square feet per gallon. Use applicators and techniques best suited for the type of material being applied and that will provide a smooth professional, brush mark free finished surface.

3. Apply additional coats when undercoats, stains, or other conditions show through the final coat of paint, until the paint film is of uniform finish, color, and appearance.

4. Paint surfaces behind moveable equipment and furniture the same as similar exposed surfaces. Paint surfaces behind permanently fixed equipment or furniture with prime coat only. Re-set all moveable equipment or furnishings in their original location upon completion and inspection by Architect.

5. Paint interior surfaces of ducts, where visible through registers or grilles, with a flat, non-specular black paint.

6. Paint the backside of access panels and removable or hinged covers to match the exposed surfaces in the coating specified for the substrate.

7. Finish exterior doors on tops, bottoms, and side edges the same as the exterior faces, unless otherwise indicated.
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8. Sand lightly between each succeeding enamel or varnish coat and remove all sanding dust before work commences.

9. No spraying to be done without prior written approval of the Architect or Owner.

B. Minimum Coating Thickness

1. Provide a total dry-film thickness as recommended by manufacturer, but not less than

4.5 mils for the entire coating system of prime the finish coat for three-coat work.

2. Prime Coats: Apply a prime coat to material which is required to be painted, and which has not been prime-coated by others.

3. Re-coat primed and sealed walls and ceilings where there is evidence of suction spots or unsealed areas in first coat, to assure a finish coat with no burn through or other defects due to insufficient sealing.

4. Stipple Enamel Finish: Roll and redistribute paint to an even and fine texture. Leave no evidence of rolling such as laps, irregularity in texture, skid marks, or other surface imperfections.

5. Pigmented (Opaque) Finishes: Completely cover to provide an opaque, smooth surface of uniform finish, color, appearance, and coverage. Cloudiness, spotting, holidays, laps, brush marks, runs, sags, ropiness, or other surface imperfections are not acceptable and shall be repaired and re-painted.

6. Transparent (Clear) Finishes: Use multiple coats to produce a glass-smooth surface film of even luster. Always apply the first two coats in gloss and the final coat in the referenced final finish sheen. Provide a finish free of laps, cloudiness, color, irregularity, runs, brush marks, orange peel, nail holes, or other surface imperfections. (a) Provide finish for final coats, unless other- wise indicated.(Unnecessary)

3.05 Clear Finish Renovation
A. Repairs

1. Do not begin finish renovation until all repairs have been made. Repairs may include patching, insertion of new panels or wood parts and spot wood repair.

B. Preparation:

1. Do not accept substrates in which panels, trims or other materials are loose, bowed or otherwise not in full contact with substrate.

2. Fill all nail holes and small cracks with permanent hardening putty to match final finish.

Do NOT fill originally existing joints between panels.

3. Sand after putty has hardened to remove all residues and produce a smooth finish.

4. Light sand all wood surfaces prior to application of first coat. Sanding shall knock down all previous stubble and residue from previous finishes.

5. Clean with tack cloth to remove sanding dust.

6. Fully clean area and ensure that dust will not become airborne from movement of or air infiltration.

C. Application

1. Apply gloss clear finish with high quality brush or spray. Stroke parallel to grain and pull stroke full length to avoid brush ends and runs.

2. After first coat is dry, and per manufacturer specification, light sand completed finish to knock down all stubble, dust and residue.

3. Apply second coat of clear gloss fully covering all areas applied by the first coat. Allow to dry and inspect.

4. All areas that remain rough, or stubbled or include dust shall be sanded, cleaned and final coated again with the referenced final sheen.
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3.06 Operations and Sequence
A. All work is conditioned on adequate coating and finishing of all visible surfaces. Contractor shall provide all equipment necessary to meet this requirement. Equipment shall include lifts, scaffolding, ladders and any other appurtenances required to access surfaces.

B. Sequence of operations shall be determined by the requirements of the paint manufacturer and the finish requirements of this specification. Finish quality shall not be compromised by limitations resulting from equipment movement or setup.

C. Multiple setups may be required to apply different coatings or colors.

D. Multiple passes at each surface will be required to allow for multiple coatings and interim curing time. Contractor shall allow for as many passes as necessary to adequately coat each surface.

E. Contractor shall allow for multiple passes where the requirements of one finish component are different than those of another.

F. Drying Time between coats: Time between coats of primer and finish coats shall be dictated by the Required Inspections (refer to PART 1.) Each coat shall be allowed to dry completely before application of next coat.

1. “Coat” shall constitute a complete covering of any surface according to mfr. instructions for application of the particular coating specified and shall include manufacturer’s specified drying time between coats. If mfr. specified curing time has not accrued prior to a subsequent coat, then the subsequent coat shall be considered a part of the previous coat and shall not constitute a required coat per these specifications. Multiple passes of any application device used for any coating shall not be considered multiple coats.

3.07 Cleanup and Protection
A. Cleanup:

1. During the progress of the work, remove from the Project daily all discarded paint materials, rubbish, cans, and rags.
(a) Comply with local regulations for disposal of all paint materials including paint, stain, wood preservative finishes, solvents, and other related materials. (b) Recycle paint as available in jurisdiction. Separate materials by type. Where paint recycling is not available, materials shall be treated as hazardous waste and disposed in an appropriate manner.

2. Upon completion of painting work, clean all window glass and other paint-spattered surfaces. Remove spattered paint by proper methods of washing and scraping, using care not to scratch or otherwise damaged finished surfaces. Cut and face all operating windows. All operable windows need to be shown to work correctly to the Architect before the project will be considered complete.

B. Protections: Protect the work of other trades, whether to be painted or not, against damage by painting and finishing work. Correct any damages by cleaning, repairing, or replacing and repainting as directed by Architect.

1. Provide "Wet Paint" signs as required to protect newly painted finishes. Remove temporary protective wrappings provided by others for protection of their work after completion of painting operations.

3.08 Product Delivery, Handling and Storage
A. Delivery all materials to the job site in original, new, and unopened packages and containers bearing manufacturer's name and label.
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3.09 Job Conditions
A. Do not apply water-base paints when the temperature of surfaces to be painted and the surrounding air temperatures are below 50 degrees F., unless otherwise permitted by the paint manufacturer's printed instructions.

B. Do not apply solvent-thinned paints when the temperature of surfaces to be painted and the surrounding air temperatures are below 45 degrees F., unless otherwise permitted by the paint manufacturer's printed instructions.

C. Do not apply paint in snow, rain, fog, or mist or when the relative humidity exceeds 85% or to damp or wet surfaces, unless permitted by the paint manufacturer's printed instructions. Painting may be continued during inclement weather only if the areas and surfaces to be painted are enclosed and heated within the temperature limits specified by the paint manufacturer during application and drying period.

Part 4. Coating Systems

4.01 Materials
A. For purposes of scheduling, the products indicated under Painting Systems are products of Benjamin Moore & Co.

B. Products used shall be selected for their permanence and non-fading qualities.

C. Colors and Finishes: Paint colors, surfaces treatments, and finishes are shown on the Drawings and indicated in the Schedules of the Contract Documents.

D. Use only vinyl acrylic or 100% acrylic paint; no oil (alkyd) based paints are allowed unless otherwise specified.

4.02 Paint Schedule
A. This schedule is comprehensive, there may be items listed here that are not within the scope of this project.

End of Section
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EXHIBIT B

INSURANCE REQUIREMENTS FOR CONSTRUCTION CONTRACTS
Contractor shall procure and maintain for the duration of the contract, and for x years thereafter, insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder by the Contractor, his agents, representatives, employees, or subcontractors.

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

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

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

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

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

5. Surety Bonds as described below.

6. Professional Liability (if Design/Build), with limits no less than $2,000,000 per occurrence or claim, and $2,000,000 policy aggregate.

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

Surety Bonds
Contractor shall provide the following Surety Bonds:

1. Bid bond

2. Performance bond

3. Payment bond

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

Special Risks or Circumstances
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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: 19 Section Name: CONSENT CALENDAR Account Number: 82-4681 File ID: 26-11245 TO: City Council
FROM: Alex Khojikian, City Manager
PREPARED BY: Public Works Department
MEETING DATE: June 15, 2026
SUBJECT:

Martin Luther King Jr. Park Emergency Field Lighting Equipment — Purchase Agreement RECOMMENDATION:

Adopt a Resolution approving an alternative purchasing procedure to award a purchase agreement with Stuart C. Irby Company, LLC to provide emergency field lighting equipment to the Martin Luther King Jr. Park in an amount not to exceed $102,764.67; establish a contingency reserve of $10,000; and authorize the Public Works Director to issue change orders within the contingency and execute the agreement in substantially the form presented.

BACKGROUND:

The Martin Luther King Jr. (MLK) Recreation Center is located in the North Central neighborhood and is home to many youth activities including the Police Activities League, drop-in basketball, several dance and fitness classes, and a swimming pool. The building, surrounding park, and lighted ball fields were constructed in 1968. The existing system does not include emergency lighting capable of activating during sudden power outages, resulting in a loss of visibility. In response, the City initiated and funded a Citywide capital improvement project in 2024 to design and install emergency field lighting, starting at MLK Park. The purpose of the project is to provide reliable illumination during power outages or other critical situations in order to maintain safety, visibility, and operational continuity. The improvements will support safe pedestrian movement, reduce the risk of accidents, assist emergency response activities, and help ensure orderly evacuation and security management when standard lighting systems are unavailable.

In 2025, the City retained an electrical engineering consultant to evaluate the operational and safety requirements of MLK Park and to prepare technical specifications for an emergency field lighting system capable of providing immediate and reliable illumination during unplanned power outages. The evaluation considered several critical factors, including compatibility with the existing electrical infrastructure, illumination performance standards for outdoor recreational facilities, emergency power transfer capabilities, durability in exterior environments, remote monitoring functionality, maintenance requirements, and compliance with applicable electrical and safety codes. Based on this assessment, the consultant determined that the required system must integrate with specialized proprietary controls and equipment designed specifically for rapid response emergency lighting applications in large outdoor athletic facilities. The identified system is manufactured and distributed through a limited network of certified vendors authorized to supply the equipment. At this time, only three vendors have been identified as qualified and certified providers capable of meeting the City’s technical specifications and operational requirements.

Due to the proprietary nature of the system, the limited availability of certified providers, and the need to ensure compatibility, reliability, and manufacturer-supported installation and maintenance, the City has determined that conducting a traditional competitive public bidding process would not produce a meaningful competitive outcome.

Instead, such a process would likely delay implementation of a critical public safety improvement without increasing competition or reducing costs. Accordingly, pursuant to Municipal Code Section 3.60.050(b), the City finds that a formal 419 of 1101

CITY OF SAN MATEO
public bidding process is impracticable and unavailing under these circumstances. In May 2026, the City requested quotes from the three (3) certified vendors, resulting in the following responses:

Stuart C. Irby Company, LLC: $102,764.67
JAM Services, Inc.: $105,360.59
AZCO Supply $112,706.56
All quotes received include sales tax and freight. Therefore, staff recommends purchasing the emergency lighting equipment from Stuart C. Irby Company, LLC, as they provided the lowest quote. The contingency amount of $10,000 accounts for potential price fluctuations due to the current tariffs in place during the procurement process. The installation of the emergency lighting system will be performed by the City's electrical contractor under an existing blanket Purchase Order.

San Mateo City CouncilJune 15, 2026

San Mateo City Council
June 15, 2026