San Ramon City Council
December 9, 2025

CITY COUNCIL AGENDA
December 9, 2025

WE PROVIDE EFFICIENT DELIVERY OF QUALITY PUBLIC SERVICES THAT ARE

ESSENTIAL TO THOSE WHO LIVE AND WORK IN SAN RAMON
Mark Armstrong, Mayor • Marisol Rubio, Vice Mayor
Richard Adler, Councilmember • Robert Jweinat, Councilmember • Sridhar Verose, Councilmember Council Chamber
7000 Bollinger Canyon Road
REGULAR MEETING – 7:00 PM
Agenda Questions: Please contact the City Clerk (925) 973-2539 or [email protected] Please refer to the end of the agenda to review options for participation in the meeting.

Unless stated otherwise on the agenda, every item on the agenda is exempt from CEQA Guidelines § 15060(c), 15061(b)(3), 15273, 15378, 15301, 15323 and/or Public Resources Code § 21065.

1. CALL TO ORDER/ROLL CALL

2. PLEDGE OF ALLEGIANCE

3. ANNOUNCEMENTS

3.1 Changes and Additions to the Agenda

3.2 If you wish to speak under Public Comment or regarding an agenda item please fill out a speaker card located in the back of the room and submit it to the City Clerk.

4. PUBLIC COMMENT
Members of the audience are encouraged to address the City Council on any non-agenda item relating to the business of the City Council. Comments are limited to three (3) minutes, or less time if a large number of speakers are anticipated. A speaker may not allocate their time to another speaker. All remarks shall be addressed to the City Council.

Comments from the public on non-agenda items may also be submitted by email to [email protected]. Comments received by email will not be read aloud; however, they will be forwarded to the Council for their consideration. If you wish to present your comments to the public, you may do so in-person during this Public Comment period. No Council action can be taken at this meeting on issues raised during public comment.

During public comment, members of the public are permitted to address the City Council only on the following:
2 City Council Meeting – December 9, 2025
 Any non-agenda item relating to the business of the City Council.  Items that are on the Consent Calendar, including requests to pull an item from the consent calendar and the reason why you wish to pull the item or items. Please note that the decision to remove the item from the Consent Calendar is strictly at the discretion of the City Council.
 Requests for Future Agenda Items.
 Special Presentation Items under Section 6 of tonight’s Agenda.  Items that are not on the agenda and are within the City Council’s jurisdiction.

5. CONSENT CALENDAR
Consent Calendar items are considered routine and are acted upon by the City Council with a single action. Members of the audience wishing to provide public input may request (by email to the City Clerk or under Item 4 Public Comment) that the City Council remove the item from the Consent Calendar. Members of the public may request that items be removed from the Consent Calendar, however, the decision to remove the item is solely at the discretion of the City Council.

With respect to the approval of resolutions and ordinances, the reading of the title thereto shall be deemed a motion to waive a reading of the complete resolution or ordinance and unless there is a request by a Council member that the resolution or ordinance be read in full, further reading of the resolution or ordinance shall be deemed waived by unanimous consent of the Council.

5.1 Minutes of the City Council Regular Meeting and Closed Session - Nov 25, 2025 Recommendation: Approve Minutes

5.2 Resolution No. 2025-118 - Updating the City of San Ramon’s Board Member and Alternative Board Member to the Municipal Pooling Authority of Northern California
Recommendation: Approve Resolution No. 2025-118

5.3 Resolution No. 2025-119 - Approving and Adopting the City's Administrative Policy Implementing Safe Harbors Under the Patient Protection and Affordable Care Act
Recommendation: Approve Resolution No. 2025-119

5.4 Resolution No. 2025-120 - Authorizing the Mayor to Execute an Agreement with Mott MacDonald Group, Inc., for On-Call Traffic Engineering and Transportation Planning Consulting Services for a Period Between January 1, 2026, and December 31, 2028, with the Option to Renew the Agreement for Up to Two Succeeding One-Year Terms, and in an Amount Not to Exceed $300,000 Resolution No. 2025-121 - Authorizing the Mayor to Execute an Agreement with Interis, Inc., for On-Call Traffic Engineering and Transportation Planning Consulting Services for a Period Between January 1, 2026, and December 31, 2028, with the Option to Renew the Agreement for Up to Two Succeeding OneYear Terms, and in an Amount Not to Exceed $300,000 3 City Council Meeting – December 9, 2025
Resolution No. 2025-122 - Authorizing the Mayor to Execute an Agreement with Kimley-Horn and Associates, Inc., for On-Call Traffic Engineering and Transportation Planning Consulting Services for a Period Between January 1, 2026, and December 31, 2028, with the Option to Renew the Agreement for Up to Two Succeeding One-Year Terms, and in an Amount Not to Exceed $300,000 Recommendation: Approve Resolution Nos. 2025-120, 2025-121, and 2025-122

5.5 Resolution No. 2025-123 - Authorizing the Mayor to Execute an Agreement with Geocon Consultants, Inc. for On-Call Geotechnical Consulting Services for a Period Between January 1, 2026 and December 31, 2028, with the Option to Renew the Agreement for Up to Two Succeeding One-Year Terms, and in an Amount Not to Exceed $250,000
Resolution No. 2025-124 - Authorizing the Mayor to Execute an Agreement with Ninyo & Moore Geotechnical & Environmental Sciences Consultants for On-Call Geotechnical Consulting Services for a Period Between January 1, 2026 and December 31, 2028, with the Option to Renew the Agreement for Up to Two Succeeding One-Year Terms, and in an Amount Not to Exceed $250,000 Recommendation: Approve Resolution Nos. 2025-123 and 2025-124

5.6 Resolution No. 2025-125 - Authorizing the Mayor to Execute an Agreement with Sequoia Ecological Consulting, Inc. for On-Call Environmental Consulting Services for a Period Between January 1, 2026 and December 31, 2028, with the Option to Renew the Agreement for Up to Two Succeeding One-Year Terms, and in an Amount Not to Exceed $300,000
Resolution No. 2025-126 - Authorizing the Mayor to Execute an Agreement with Verdantas Inc. for On-Call Environmental Consulting Services for a Period Between January 1, 2026 and December 31, 2028, with the Option to Renew the Agreement for Up to Two Succeeding One-Year Terms, and in an Amount Not to Exceed $200,000
Recommendation: Approve Resolution Nos. 2025-125 and 2025-126

5.7 Resolution No. 2025-127 - Authorizing the Mayor to Execute an Agreement with BKF Engineers for On-Call Survey & Miscellaneous Civil Engineering Consulting Services for a Period Between January 1, 2026 and December 31, 2028, with the Option to Renew the Agreement for Up to Two Succeeding OneYear Terms, and in an Amount Not to Exceed $450,000 Resolution No. 2025-128 - Authorizing the Mayor to Execute an Agreement with Mark Thomas & Company, Inc. for On-Call Survey & Miscellaneous Civil Engineering Consulting Services for a Period Between January 1, 2026 and December 31, 2028, with the Option to Renew the Agreement for Up to Two Succeeding One-Year Terms, and in an Amount Not to Exceed $450,000 4 City Council Meeting – December 9, 2025
Resolution No. 2025-129 - Authorizing the Mayor to Execute an Agreement with Towill, Inc. for On-Call Survey & Miscellaneous Civil Engineering Consulting Services for a Period Between January 1, 2026 and December 31, 2028, with the Option to Renew the Agreement for Up to Two Succeeding One-Year Terms, and in an Amount Not to Exceed $150,000
Recommendation: Approve Resolution Nos. 2025-127, 2025-128, and 2025-129

5.8 Resolution No. 2025-130 - Authorizing the Expenditure of $946,558 to Contra Costa County for Animal Control Services for FY 2025/26 Recommendation: Approve Resolution No. 2025-130

6. SPECIAL PRESENTATIONS

6.1 Administration of the Oath of Office to Police Chief Becky Chestnut

7. DEFERRED CONSENT ITEMS

8. UNFINISHED BUSINESS

9. NEW BUSINESS

10. CITY MANAGER'S AND CITY COUNCIL MEMBERS' COMMENTS /

MATTERS INITIATED

11. ADJOURNMENT
I hereby certify the agenda was posted 72 hours before the noted meeting. This agenda is posted in accordance with Government Code Section 54954.2(a).

Dated: December5, 2025
5 City Council Meeting – December 9, 2025
HOW TO VIEW OR PARTICIPATE IN THE MEETING:

The public is invited to participate in the meeting using any of the following methods:

IN-PERSON
Members of the public can provide in-person comments at the meeting. To make a request for disability-related accommodation to participate in the meeting, please contact the City Clerk’s Office 48 hours in advance of the meeting.

WRITTEN COMMUNICATION BY EMAIL
Public comments may be submitted via e-mail to [email protected]. Any public comments received up until two (2) hours prior to the scheduled start time of the meeting will be distributed to the City Council via e-mail, provided at the meeting in the red binder, and posted online at https://www.sanramon.ca.gov/public_comment.

Written comments received after the cut-off time will be provided to the City Council the day following the meeting.

Please include “Public Comment” in the subject line. In the body of the email please include your name and the item you wish to comment on. Written public comment will not be read aloud during the meeting.

TO VIEW OR LISTEN ONLY
As a courtesy and technology permitting, the public will have the opportunity to view the meeting via one-way feed by the options below. However, the City cannot guarantee that the public’s remote access to any meeting will be uninterrupted, and technical difficulties may occur from time to time. In those instances, so long as the public may still attend the meeting in person, the meeting will continue. Members of the public desiring to provide comments as a part of the meeting are encouraged to either submit written comments prior to the meeting or to attend the meeting in person.
a. Zoom: https://cityofsanramon.zoom.us/j/98167418522
Webinar ID: 981 6741 8522
b. Zoom Phone Numbers: +1 (669) 900-6833
c. The City’s YouTube Channel: www.sanramon.ca.gov/YouTube Regular City Council meetings are broadcast on Contra Costa Television (CCTV) (Channel 27) on Wednesdays at 7:00 p.m. and Thursdays at 1:00 p.m. immediately following the meeting. Regular City Council meetings are also broadcast on AT&T U-Verse (Channel 99).

ATTENDEE CONDUCT
There will be zero tolerance for any person addressing the Council making profane, offensive and disruptive remarks, or engaging in loud, boisterous, or other disorderly conduct, that disrupts the orderly conduct of the public meeting.

Specifically, it is important for all speakers to adhere to the following guidelines for participation in this meeting:
a. No profanity or obscenity.
b. Refrain from personal threats or attacks.
c. Refrain from hateful epithets and demeaning language based on any person’s race, religion, sexual orientation, ethnicity, gender, or disability.
d. Respect all people that are present or watching.

At the discretion of the Mayor, a speaker may forfeit speaking time for any of the following reasons:
a. Exceeding the allotted time to speak;
b. Yelling, screaming, or other behavior that renders this Council unable to continue the meeting; c. Excessive profanity or slander;
d. Specific threats or “fighting words” that incite violence; or e. Speech that is outside the subject matter jurisdiction of the Council or the specific agenda item in which you are speaking.

While the City of San Ramon ensures the First Amendment rights of its citizens, we do not accept nor endorse any offensive or hateful comments made during our meetings. The City of San Ramon celebrates the diversity of our community, and we strive to be a welcoming and open community for all.

MINUTES OF THE

CITY OF SAN RAMON

CITY COUNCIL MEETING
November 25, 2025

1. CALL TO ORDER/ROLL CALL
The Mayor called the meeting to order at 7:00 p.m.

Attendee Name Title Status
Mark Armstrong Mayor Present
Sridhar Verose Vice Mayor Present
Richard Adler Councilmember Present
Robert Jweinat Councilmember Present
Marisol Rubio Councilmember Present
Also in attendance: City Manager Steven Spedowfski, City Attorney Martin Lysons, City Clerk Joan Snashall, and Community Development Director Lauren Barr.

2. PLEDGE OF ALLEGIANCE
The San Ramon Police Department Honor Guard led the flag presentation and pledge.

3. ANNOUNCEMENTS

4. PUBLIC COMMENT
Public comment was received from Greg Carr, Sue Bock, Lawrence Brickell, Yohannes Tilahun, Jean-Pierre Carjuzaa, Nauzer Gotla, and Ramesh Immedi. Written public comment was received from Chirag Kathrani, Alec Hurd, and Katherine Grace.

5. CONSENT CALENDAR
Prior to the motion, Mayor Armstrong made the following statement regarding consent calendar item 5.5 in accordance with Government Code Section 54953(c)(3).

At the October 28, 2025 regular City Council meeting, the City Council met in closed session to perform the annual evaluation of the City Attorney. The City Council voted unanimously to provide a new annual salary of $391,751 (an increase of 2.5%). The amended and restated contract also increases the amount of Management Professional Leave to be accrued by the City Attorney to 90 hours per year (an increase of 15 hours).

Cm. Rubio's motion to approve the consent calendar items 5.1-5.8 was seconded by Vice Mayor Verose. The motion passed 5-0-0-0.

RESULT: ADOPTED [UNANIMOUS]
MOVER: Marisol Rubio, Councilmember
SECONDER: Sridhar Verose, Vice Mayor
AYES: Armstrong, Verose, Adler, Jweinat, Rubio
The meeting was paused at 7:18 p.m. to address technical issues, and reconvened at 7:23 p.m.

5.1 Packet Pg. 6
Minutes Acceptance: Minutes of Nov 25, 2025 7:00 PM (CONSENT CALENDAR) 2 City Council Meeting – November 25, 2025

5.1 City Council - Special Meeting and Closed Session - Nov 12, 2025 7:00 PM Recommendation: Approve Minutes

5.2 Register of Demands as Presented by the City Treasurer (Period Ending October 31, 2025)
Recommendation: Approve Register of Demands

5.3 City of San Ramon Quarterly Investment Report for the Period Ending September 30, 2025
Recommendation: Approve Quarterly Investment Report

5.4 Resolution No. 2025-113 - Authorizing the Mayor to Execute an Agreement with Terra Compliance, LLC for Senate Bill 1383 Recordkeeping & Compliance Software Services (CIP 400010) for an Initial Term Beginning on February 1, 2026, and Ending June 30, 2029, with the Option to Renew for Up to Two (2) Successive One-Year Terms and in an Amount Not to Exceed $141,369 from the Solid Waste Fund
Recommendation: Approve Resolution No. 2025-113

5.5 Resolution No. 2025-114 - Approving the Amended and Restated Agreement for Employment of the City of San Ramon City Attorney and Authorizing the Mayor to Sign the Agreement
Recommendation: Approve Resolution No. 2025-114

5.6 Resolution No. 2025-115 - Authorizing the Mayor to Execute Amendment No. 3 to the Franchise Agreement (C2018-070) with Alameda County Industries of San Ramon, Inc. for Recycling, Organics, and Solid Waste Collection and Processing Services
Recommendation: Approve Resolution No. 2025-115

5.7 Resolution No. 2025-116 - Authorizing the City Council to Set the Franchise Fee with Alameda County Industries of San Ramon, Inc. at $1,934,678 Recommendation: Approve Resolution No. 2025-116

5.8 Resolution No. 2025-117 - Adoption of Bylaws for the Sustainability Advisory Committee
Recommendation: Approve Resolution No. 2025-117

6. SPECIAL PRESENTATIONS

6.1 Proclamation Recognizing Chief Denton Carlson for his 18 Years of Service to the City

7. DEFERRED CONSENT ITEMS

8. UNFINISHED BUSINESS

5.1 Packet Pg. 7
Minutes Acceptance: Minutes of Nov 25, 2025 7:00 PM (CONSENT CALENDAR) 3 City Council Meeting – November 25, 2025

9. NEW BUSINESS

9.1 San Ramon Chamber of Commerce Annual Report
Danielle Cook, President/CEO of San Ramon Chamber of Commerce provided the Report.

9.2 Discussion of the City’s Appeal Fee Structure
Recommendation: Receive the Staff Report, Discuss and Provide Direction to Staff on the City’s Current Development Appeal Fee Structure.

Staff report by Community Development Director Lauren Barr.

Public comment was received from Greg Carr, Susie Ferris Inderkum, Jim Blickenstaff, and Chirag Kathrani. Written public comments were received from Brian Swanson and Susie Ferris Inderkum.

The City Council provided comments and directed staff to bring the item back for discussion at a workshop in January. No Council action was taken on this item.

The City Council took at break at 9:22 p.m. and reconvened at 9:32 p.m.

9.3 Election of the Mayor Pro Tempore for the City of San Ramon Recommendation: Select Mayor Pro Tempore for 2026
Public comment was received from Greg Carr.

Vice Mayor Verose's motion to appoint Cm. Rubio as the Vice Mayor was seconded by Cm. Adler. The motion passed 5-0-0-0.

RESULT: APPROVED [UNANIMOUS]
MOVER: Sridhar Verose, Vice Mayor
SECONDER: Richard Adler, Councilmember
AYES: Armstrong, Verose, Adler, Jweinat, Rubio

10. CITY MANAGER'S AND CITY COUNCIL MEMBERS' COMMENTS /

MATTERS INITIATED

11. CLOSED SESSION
Written public comment was received from Chirag Kathrani.

11.1 Convene to Closed Session Pursuant to California Government Code § 59457 to Perform the Evaluation of the City Manager
The City Council convened to closed session at 10:52 p.m. and reconvened at 12:27 a.m.

11.2 Report on Closed Session
Mayor Armstrong reported the following:

5.1 Packet Pg. 8
Minutes Acceptance: Minutes of Nov 25, 2025 7:00 PM (CONSENT CALENDAR) 4 City Council Meeting – November 25, 2025
The Council met in closed session to discuss the City Managers employment contract and by a vote of 5-0 hereby direct staff to bring a contract amendment to the next Council meeting for approval.

12. ADJOURNMENT
The meeting was adjourned at 12:28 a.m.

5.1 Packet Pg. 9
Minutes Acceptance: Minutes of Nov 25, 2025 7:00 PM (CONSENT CALENDAR)

CITY COUNCIL STAFF REPORT
DATE: December 9, 2025
TO: City Council/City Manager
FROM: Steven Spedowfski, City Manager
By: Megan O'Donoghue, Human Resources Director
SUBJECT: RESOLUTION NO. 2025-118 - Updating the City of San Ramon’s Board Member and Alternative Board Member to the Municipal Pooling Authority of Northern California

RECOMMENDED ACTION
Staff recommend the Council adopt this Resolution updating the City of San Ramon’s designated Board Member and alternative Board Member to the Municipal Pooling Authority (MPA) of Northern California’s Board of Directors.

BACKGROUND/DISCUSSION
The Municipal Pooling Authority (MPA) of Northern California was formed in 1977 as an avenue for its members to manage liability exposure. The MPA, through a Joint Powers Authority, investigates, settles, or defends liability claims filed against its members. The City of San Ramon is one of nineteen (19) member municipalities in MPA’s shared-risk liability pool and serves on MPA’s Board of Directors.

The governing documents of the MPA require the City Council to appoint one Board Member and one alternative Board Member to MPA’s Board of Directors. Since joining MPA, the City has updated these appointments due to various staffing and operational changes. On November 26, 2013, Resolution No. 2013-105 designated the City’s Administrative Services Director as the primary Board Member and the City’s Employee Services Division Manager as the alternative Board Member. On October 24, 2023, Council adopted Resolution 2023-107 authorizing the Human Resources Division Manager to represent the City on the MPA Board of Directors with the Administrative Services Director serving as an alternate. On April 23, 2024, Council adopted Resolution 2024-049, which updated the alterative Board Member position to the Deputy City Manager.

With the adoption of the FY25/26 budget, the City created a standalone Human Resources Department and subsequently hired a Human Resources Director on November 3, 2025. With these changes, the City’s risk management program, along with other programs directly impacted by MPA, transitioned to the Human Resources Department, with oversight by the Human Resources Director. Therefore, staff recommend updating the primary Board Member designation for MPA’s Board of Directors to the Human Resources Director. The Deputy City

5.2 Packet Pg. 10
Manager will continue to serve as the alternate Board Member.

The Human Resources Director and Deputy City Manager will now hold the authority to act on all City of San Ramon claims in accordance with Government Code Section 935.4.

FISCAL ANALYSIS
There are no fiscal impacts associated with approval of this resolution.

STEPS FOLLOWING APPROVAL
A copy of the approved resolution will be forwarded to the Municipal Pooling Authority.

5.2 Packet Pg. 11
RESOLUTION NO. 2025-118

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAMON UPDATING THE CITY OF SAN RAMON’S BOARD MEMBER AND ALTERNATIVE

BOARD MEMBER TO THE MUNICIPAL POOLING AUTHORITY OF NORTHERN

CALIFORNIA
WHEREAS, the City of San Ramon is a member of the Municipal Pooling Authority (MPA) of Northern California; and
WHEREAS, the governing documents of MPA require the City Council to appoint one Board Member and one alternative Board Member to MPA’s Board of Directors; and WHEREAS, on October 24, 2023, Resolution No. 2023-107 designated the City’s Human Resources Division Manager as the primary Board Member and the City’s Administrative Services Director as the alternative Board Member; and WHEREAS, on April 23, 2024, Resolution No. 2024-049 updated the alternative Board Member position to the Deputy City Manager; and
WHEREAS, due to the creation of a standalone Human Resources Department effective July 1, 2025, and the hiring of a Human Resources Director effective November 3, 2025, the City’s Human Resources Director is now primarily responsible for risk management for the City, along with other programs directly impacted by MPA; and WHEREAS, staff recommend appointing the Human Resources Director as the primary Board Member with the Deputy City Manager continuing to serve as the alternative Board Member on MPA’s Board of Directors; and
NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of San Ramon does hereby appoint the City’s Human Resources Director as the primary Board Member and the Deputy City Manager as the alternative Board Member to MPA’s Board of Directors; and
BE IT FUTHER RESOLVED, that the Human Resources Director and Deputy City Manager shall hold the authority to act on claims in accordance with Government Code Section 935.4.

PASSED, APPROVED, AND ADOPTED, at the meeting of December 9, 2025, by the following votes:

AYES:

NOES:

5.2 Packet Pg. 12
ABSENT:

ABSTAIN:
________________________
Mark Armstrong, Mayor
ATTEST:
_____
Joan Snashall, City Clerk

5.2 Packet Pg. 13

CITY COUNCIL STAFF REPORT
DATE: December 9, 2025
TO: City Council/City Manager
FROM: Megan O'Donoghue, Human Resources Director
By: Megan O'Donoghue, Human Resources Director
SUBJECT: RESOLUTION NO. 2025-119 - Approving and Adopting the City's Administrative Policy Implementing Safe Harbors Under the Patient Protection and Affordable Care Act

RECOMMENDED ACTION
Staff recommends that the City Council approve and adopt this Resolution approving the City’s Administrative Policy Implementing Safe Harbors Under the Patient Protection and Affordable Care Act.

BACKGROUND/DISCUSSION
As outlined in the “Purpose” section of the proposed “Administrative Policy Implementing Safe Harbors Under the Patient Protection and Affordable Care Act (Policy),” the City of San Ramon (City) is considered a “large employer” for the purposes of the Shared Responsibility Provisions (Section 4980H to Title 26 of the United States Code, the Internal Revenue Code) of the Patient Protection and Affordable Care Act (ACA). The City is also considered a “large employer” for the purposes of Section 6056 to Title 26 of the United States Code and, therefore, is subject to the reporting requirements referenced therein.

The Internal Revenue Service (IRS) will assess a penalty on the City if (1) it fails to offer “substantially all” of its full-time employees (and their dependents) the opportunity to enroll in minimum essential coverage or offers coverage to “substantially all” of its full-time employees (and their dependents), but that coverage is either “unaffordable” or does not provide “minimum value” and (2) any full-time employee receives a subsidy for coverage through the exchange (Employer Mandate).

The IRS requires the City to report the identity of, number of, and coverage offered to, full-time employees, subject to certain potential alternative reporting.

With this Policy, the City will formally establish the “Look Back Measurement Method Safe Harbor” (Look Back Safe Harbor) under the ACA, in keeping with the City’s current practice.

The City establishes this Look Back Safe Harbor for the purposes of identifying “full-time”

5.3 Packet Pg. 14
employees for reporting to the IRS regarding the Employer Mandate and for determining eligibility of health coverage only for unrepresented employees not employed through an employment agreement.

Qualification for health coverage for represented employees shall continue to be governed by the terms of any applicable memorandum of understanding, written employer designation for Public Employees’ Medical and Hospital Care Act (“PEMHCA”) health benefits, or other applicable contract or policy. Qualification for health coverage for unrepresented employees employed through an employment agreement shall continue to be governed by the terms of the applicable employment contract or other policy.

This Policy also establishes the Affordability Safe Harbors to determine affordability of coverage offered, if any, to full-time employees for the Employer Mandate and reporting requirements.

FISCAL ANALYSIS
Staff does not anticipate any impact to the City’s budget due to the adoption of the Administrative Policy Implementing Safe Harbors Under the Patient Protection and Affordable Care Act. However, if the City does not adopt and adhere to this policy, the City could face significant financial penalties from the IRS.

STEPS FOLLOWING APPROVAL
Staff will implement the Administrative Policy Implementing Safe Harbors Under the Patient Protection and Affordable Care Act.

ATTACHMENT(S)
Safe Harbors Policy (ACA)

5.3 Packet Pg. 15
RESOLUTION NO. 2025-119

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAMON

APPROVING AND ADOPTING THE CITY'S ADMINISTRATIVE POLICY

IMPLEMENTING SAFE HARBORS UNDER THE PATIENT PROTECTION AND

AFFORDABLE CARE ACT
WHEREAS, the City of San Ramon is considered a “large employer” for the purposes of the Shared Responsibility Provisions (Section 4980H to Title 26 of the United States Code, the Internal Revenue Code) of the Patient Protection and Affordable Care Act (ACA); and WHEREAS, the City is also considered a “large employer” for the purposes of Section 6056 to Title 26 of the United States Code and, therefore, is subject to the reporting requirements referenced therein; and
WHEREAS, with the City’s Administrative Policy Implementing Safe Harbors Under the Patient Protection and Affordable Care Act, the City will formally establish the “Look Back Measurement Method Safe Harbor” (Look Back Safe Harbor) under the ACA for the purposes of identifying “full-time” employees for reporting to the IRS regarding the Employer Mandate and for determining eligibility of health coverage only for unrepresented employees not employed through an employment agreement; and
WHEREAS, the City’s Administrative Policy Implementing Safe Harbors Under the Patient Protection and Affordable Care Act will also establish the Affordability Safe Harbors to determine affordability of coverage offered, if any, to full-time employees for the Employer Mandate and reporting requirements; and
WHEREAS, qualification for health coverage for represented employees shall continue to be governed by the terms of any applicable memorandum of understanding, written employer designation for Public Employees’ Medical and Hospital Care Act (“PEMHCA”) health benefits, or other applicable contract or policy, and qualification for health coverage for unrepresented employees employed through an employment agreement shall continue to be governed by the terms of the applicable employment contract or other policy.

NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of San Ramon hereby approves and adopts the Administrative Policy Implementing Safe Harbors Under the Patient Protection and Affordable Care Act.

PASSED, APPROVED, AND ADOPTED, at the meeting of December 9, 2025, by the following votes:

AYES:

NOES:

5.3 Packet Pg. 16
ABSENT:

ABSTAIN:
________________________
Mark Armstrong, Mayor
ATTEST:
_____
Joan Snashall, City Clerk
Attachment:

Exhibit 1: The City’s Administrative Policy Implementing Safe Harbors Under the Patient Protection and Affordable Care Act

5.3 Packet Pg. 17

ADMINISTRATIVE POLICY

IMPLEMENTING SAFE HARBORS

UNDER THE PATIENT PROTECTION

AND AFFORDABLE CARE ACT
December 9, 2025

5.3.a
Packet Pg. 18
Attachment: Safe Harbors Policy (ACA) (2025-119 : Approving the City's Safe Harbors Policy) City of San Ramon
Administrative Policy Implementing Safe Harbors Under the Patient Protection and Affordable Care Act
December 9, 2025

CITY OF SAN RAMON

ADMINISTRATIVE POLICY
Original Document Date: December 9, 2025
SUBJECT: Administrative Policy Implementing Safe Harbors Under the Patient Protection and Affordable Care Act
PURPOSE:

The City of San Ramon (“City”) is considered a “large employer” for the purposes of the Shared Responsibility Provisions (Section 4980H to Title 26 of the United States Code, the Internal Revenue Code) of the Patient Protection and Affordable Care Act (“ACA”).

The City is also considered a “large employer” for the purposes of Section 6056 to Title 26 of the United States Code and, therefore, is subject to the reporting requirements referenced therein.

The Internal Revenue Service will assess a penalty on the City if (1) it fails to offer “substantially all” of its full-time employees (and their dependents) the opportunity to enroll in minimum essential coverage or offers coverage to “substantially all” of its fulltime employees (and their dependents), but that coverage is either “unaffordable” or does not provide “minimum value” and (2) any full-time employee receives a subsidy for coverage through the exchange (“Employer Mandate”).

The IRS requires the City to report the identity of, number of, and coverage offered to, full-time employees, subject to certain potential alternative reporting.

This Administrative Policy (“Policy”) establishes the “Look Back Measurement Method Safe Harbor” (“Look Back Safe Harbor”) under the ACA. The City establishes this Look Back Safe Harbor for the purposes of identifying “full-time” employees for reporting to the Internal Revenue Service (“IRS”) regarding the Employer Mandate and for determining eligibility of health coverage only for unrepresented employees not employed through an employment agreement.

Qualification for health coverage for represented employees shall continue to be governed by the terms of any applicable memorandum of understanding, written employer designation for Public Employees’ Medical and Hospital Care Act (“PEMHCA”) health benefits, or other applicable contract or policy. Qualification for health coverage for unrepresented employees employed through an employment agreement shall

5.3.a
Packet Pg. 19
Attachment: Safe Harbors Policy (ACA) (2025-119 : Approving the City's Safe Harbors Policy) City of San Ramon
Administrative Policy Implementing Safe Harbors Under the Patient Protection and Affordable Care Act
December 9, 2025

continue to be governed by the terms of the applicable employment contract or other policy.

This Policy also establishes the Affordability Safe Harbors to determine affordability of coverage offered, if any, to full-time employees for the Employer Mandate and reporting requirements.

LOOK BACK MEASUREMENT METHOD SAFE HARBOR
The City adopts the Look Back Safe Harbor in order to determine the Hours of Service of unrepresented employees. Hours of Service are measured during the specified measurement period. If the employee averages 30 or more Hours of Service per week over the course of the specified measurement period, the City will report to the IRS the employee’s status as full-time under the ACA for months during the stability period associated with that measurement period, subject to the following rules. If an employee averages 30 or more Hours of Service per week over the course of the specified measurement period, the City will provide an offer of coverage to the employee. If the City reports an employee to the IRS as full-time for purposes of the Employer Mandate, the employee does not become full-time for any other purpose.

1. Hours of Service Calculation: “Hours of Service” means each hour for which an employee is paid, or entitled to payment for the performance of duties for the City and each hour for which an employee is paid or entitled to payment for a period of time during which no duties are performed due to vacation, holiday, illness, incapacity (including disability), layoff, jury duty, military duty or leave of absence.

For Hourly Employees: The City will calculate actual Hours of Service from records of hours worked and hours for which payment is made or due.

For Non-Hourly or Salary Employees: The City will apply one of the following three methods on a reasonable and consistent basis:
a. calculate actual Hours of Service from records of hours worked and hours for which payment is made or due;
b. calculate Hours of Service using a days-worked equivalency (e.g., 8 hours per day for each day employee is credited with an Hour of Service); or
c. calculate Hours of Service using a weeks-worked
equivalency (40 hours per week for each week employee is credited with an Hour of Service).

Bona fide Volunteer: The City is not required to determine Hours of Service for a bona fide volunteer. A bona fide volunteer is an individual

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Administrative Policy Implementing Safe Harbors Under the Patient Protection and Affordable Care Act
December 9, 2025

whose only compensation from the City is in the form of (a) reimbursement (or reasonable allowance) for reasonable expenses incurred in the performance of volunteer service; or (b) reasonable benefits and nominal fees, customarily paid by similar entities in connection with the performance of services by volunteers.

2. Ongoing Employees: An ongoing employee is an employee who has been employed for at least one complete measurement period. The City establishes the Look Back Safe Harbor with regard to ongoing employees as follows:

Standard Measurement Period: November 1 to October 31 of the following year (12 months)
Standard Administrative Period: November 1 to December 31 (60 days)
Standard Stability period: January 1 to December 31
(12 months)
The City will use these periods for reporting purposes or, if necessary, determining potential penalties for employees. The City will also use these periods to determine whether an employee qualifies for an offer of coverage.

During the Administrative Period, the City will offer coverage to an employee who averaged 30 or more Hours of Service per week over the course of the Standard Measurement Period, to become effective during the Standard Stability Period.

If an ongoing employee’s employment status changes (from full-time to less than full-time or vice versa) before the end of a Standard Stability Period, the change in status will not affect the classification of that employee’s status for the remaining portion of the Standard Stability Period.

3. New Employees: For a new employee hired by the City, the City will determine which of the following applies:
a. New Seasonal Employees: An employee who is hired into a position for which the customary annual employment is six months or less is a seasonal employee. The City will measure a new seasonal employee’s Hours of Service using the initial measurement period

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indicated in Section 5.
b. New Non-Seasonal Employees: On the start date of a new nonseasonal employee, the City will determine (based on the facts and circumstances at the employee’s start date) whether the employee is reasonably expected to be a full-time employee. The City will look at the following factors to determine whether an employee is reasonably expected to be a full-time employee:
• Whether the employee is replacing a full-time employee; • Extent to which Hours of Service of ongoing employees in the same or comparable positions have varied above and below an average of 30 Hours of Service per week during recent measurement periods;
• Whether the job was advertised or communicated to the employee as requiring an average of 30 or more Hours of Service per week; • Whether the job was documented (through a contract or job description) as requiring an average of 30 or more Hours of Service per week.

No single factor is determinative.
c. New Full-Time Employees: If the City determines (pursuant to Section

3.b.) that the employee is reasonably expected to average at least 30 Hours of Service per week, then the employee will be a full-time employee. The City will measure a new full-time employee’s Hours of Service on a monthly basis pursuant to Section 4 until the employee becomes an ongoing employee.
d. New Part-Time Employee: If the City determines (pursuant to Section

3.b.) that the employee is reasonably expected to average less than 30 Hours of Service per week during the initial measurement period, then the employee will be a part-time employee. The City will measure a new part-time employee’s Hours of Service using the initial measurement period indicated in Section 5.
e. New Variable Hour Employees: If the City cannot determine (pursuant to Section 3.b.) whether the employee is reasonably expected to be employed on average at least 30 Hours of Service per week during the initial measurement period because the employee’s hours are variable or uncertain, then the employee will be a variable hour employee. The City may not take into account the likelihood that the employee may terminate employment before the end of the initial measurement period. The City will measure a new variable hour employee’s Hours of Service using the initial measurement period indicated in Section 5.

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Attachment: Safe Harbors Policy (ACA) (2025-119 : Approving the City's Safe Harbors Policy) City of San Ramon
Administrative Policy Implementing Safe Harbors Under the Patient Protection and Affordable Care Act
December 9, 2025

4. New Full-Time Employees: New full-time employees are measured under a monthly measurement period until they become ongoing employees. The City must calculate actual Hours of Service for each calendar day of the month. If the employee averages at least 130 Hours of Service in a month, the employee will be considered full-time for that month. The City will offer coverage to full-time employees by the first day of the fourth full calendar month following hire.

5. New Seasonal, New Part-Time, and New Variable Hour Employees:

The City establishes the following periods for new seasonal, new parttime, and new variable hour employees:

Initial Measurement Period: Twelve (12) months (beginning on the first of the month after hire)
Initial Administrative Period: One (1) month following the end of the Initial Measurement Period
Initial Stability Period: Twelve (12) months following the end of the Initial Administrative Period, unless
the new seasonal, new part-time, or new
variable employee does not measure as
a full-time employee during the Initial
Measurement Period, then the Initial
Stability Period must not exceed the
remainder of the Standard
Measurement Period.

6. New Seasonal, New Part-Time, or New Variable Hour Employee’s Change in Status During Initial Measurement Period: If a new seasonal, new part-time, or new variable hour employee’s position changes during the Initial Measurement Period, and had the employee started their employment in that new position, the City would have reasonably expected that new employee to average at least 30 Hours of Service per week, then for purposes of identifying a full-time employee under this Policy, the employee will be considered a full-time employee on the earlier of (1) the first day of the fourth full calendar month following the change in employment status, or (2) the first day of the first month following the end of that employee’s Initial Measurement Period if the employee averaged 30 or more Hours of Service per week during the Initial Measurement Period, or earlier if required by law or other policy.

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Attachment: Safe Harbors Policy (ACA) (2025-119 : Approving the City's Safe Harbors Policy) City of San Ramon
Administrative Policy Implementing Safe Harbors Under the Patient Protection and Affordable Care Act
December 9, 2025

7. Transitioning from New to Ongoing Employee: The City will measure the hours of a new seasonal, new part-time, or new variable hour employee during the first complete Standard Measurement Period for which they are employed. This means that a new seasonal, new parttime, or new variable hour employee’s Hours of Service will be measured both under an Initial Measurement Period and, at the same time, be measured under the overlapping Standard Measurement Period. a. If an employee’s Hours of Service measure as full-time during the Initial Measurement Period, he or she will retain full-time status for the entire Initial Stability Period (even if the employee does not qualify as full-time during the Standard Measurement Period). b. If an employee’s Hours of Service do not measure as full-time during the Initial Measurement Period, but do measure as full-time during the Standard Measurement Period, the employee must be treated as full-time during the Standard Stability Period (even if that Standard Stability Period starts before the end of the Initial Stability Period).

8. Calculating Hours of Service Based On Payroll Periods Under the Look Back Safe Harbor: The City may calculate Hours of Service based on payroll periods when calculating Hours of Service over any measurement period. It has two options for doing so. The City may exclude the entire payroll period that contains January 1 (the first day of the Standard Measurement Period), as long as it includes the entire payroll period that contains December 31 (the last day of the Standard Measurement Period). Alternatively, the City may include the entire payroll period that contains January 1 (the first day of the Standard Measurement Period), as long as it excludes the entire payroll period that contains December 31 (the last day of the Standard Measurement Period).

9. Breaks In Service: When an employee experiences a break in service without providing at least one Hour of Service, the employee will retain the status the employee had previously with respect to any Stability Period, except that an employee will be treated as a new employee if:
a. the employee resumes employment after a period of at least 13 consecutive weeks with less than an Hour of Service; or b. the employee’s period of no service (measured in weeks) is at least four consecutive weeks long and exceeds the number of weeks of that employee’s period of employment immediately preceding the

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Administrative Policy Implementing Safe Harbors Under the Patient Protection and Affordable Care Act
December 9, 2025

period of no service (after application of averaging Special Unpaid Leave as set forth in Section 10).

10. Special Unpaid Leave: Special Unpaid Leave is defined only as unpaid leave under the Family and Medical Leave Act of 1993, unpaid leave under the Uniformed Services Employment and Reemployment Rights Act of 1994, or unpaid leave on account of jury duty. When an employee takes Special Unpaid Leave, the City will determine the weekly average of Hours of Service by the employee for that portion of the measurement period that is not part of the Special Unpaid Leave (“Average Weekly Hours of Service”). The City will then determine, on a consistent basis, the average Hours of Service for the entire measurement period using one of the following two methods:
a. exclude the period of Special Unpaid Leave and apply the Average Weekly Hours of Service over the entire measurement period; or b. credit the Average Weekly Hours of Service to the period of Special Unpaid Leave.

AFFORDABILITY SAFE HARBORS
The City in its sole discretion may apply the Rate of Pay Safe Harbor, the Form W-2 Safe Harbor, or the Federal Poverty Line Safe Harbor to determine the affordability of the minimum essential coverage that it offers its full-time employees. These affordability safe harbors will be applied on a uniform and consistent basis for all employees in a reasonable category.

1. Rate of Pay Safe Harbor
a. The City measures whether the employee’s required premium contribution for the calendar month to the lowest cost self-only coverage that provides minimum value exceeds the applicable IRS percentage rate for the applicable year (initially set at 9.5 percent in 2014, and adjusted to 9.02 percent in 2025 and 9.96% in 2026) (“Applicable Percentage Rate”) of the monthly wage.
b. For hourly employees, the monthly wage is equal to 130 hours multiplied by the employee’s hourly rate of pay as of the first day of the coverage period or the employee’s lowest hourly rate of pay during the calendar month, whichever is lower.
c. For salaried employees, the monthly wage is the monthly salary as of the first day of the coverage period. However, if the monthly salary is

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Administrative Policy Implementing Safe Harbors Under the Patient Protection and Affordable Care Act
December 9, 2025

reduced, including due to a reduction in work hours, the safe harbor is not available.
d. The coverage offered by the City will be deemed affordable if the employee’s monthly premium contribution is equal to or less than 9.5 percent (as adjusted annually by the IRS) of the monthly wage.

2. Form W-2 Safe Harbor
a. The City measures whether the employee’s required premium contribution for the full calendar year for the lowest cost self-only coverage that provides minimum value exceeds the Applicable Percentage Rate of the Form W-2 wages (as reported in Box 1) for the employee for the calendar year in which coverage is offered. b. For an employee who is not offered coverage for an entire calendar year, the City must adjust that employee’s Form W-2 wages to reflect the period for which coverage was offered. To adjust wages, the Form W-2 wages are multiplied by a fraction equal to the number of calendar months the City offered coverage over the number of calendar months in the period of employment during the calendar year.
c. The coverage offered by the City will be deemed affordable if the employee’s annual premium contribution is equal to or less than the Applicable Percentage Rate of the employee’s Form W-2 wages as reported in Box 1 (or as adjusted, for an employee who is not offered coverage for an entire calendar year).

3. Federal Poverty Line Safe Harbor
a. The City measures whether the employee’s required premium contribution for the calendar month for the lowest cost self-only coverage that provides minimum value exceeds the Applicable Percentage Rate of an amount determined by dividing the Federal Poverty Line (“FPL”) for a single individual for the applicable calendar year by twelve.
b. The City will use the FPL in effect within six months before the first day of the plan year.
c. The coverage offered by the City will be deemed affordable if the employee’s monthly premium contribution is equal to or less than

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Attachment: Safe Harbors Policy (ACA) (2025-119 : Approving the City's Safe Harbors Policy) City of San Ramon
Administrative Policy Implementing Safe Harbors Under the Patient Protection and Affordable Care Act
December 9, 2025

the Applicable Percentage Rate of the monthly FPL for a single individual for the applicable calendar year.

REVISIONS/UPDATES TO POLICY
This Policy is subject to change as regulations and guidance are issued relating to the ACA.

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Attachment: Safe Harbors Policy (ACA) (2025-119 : Approving the City's Safe Harbors Policy)

CITY COUNCIL STAFF REPORT
DATE: December 9, 2025
TO: City Council/City Manager
FROM: Brian Bornstein, Public Works Director
By: Deborah Fehr, Senior Traffic Engineer
SUBJECT: RESOLUTION NO. 2025-120 - Authorizing the Mayor to Execute an Agreement with Mott MacDonald Group, Inc., for On-Call Traffic Engineering and Transportation Planning Consulting Services for a Period Between January 1, 2026, and December 31, 2028, with the Option to Renew the Agreement for Up to Two Succeeding One-Year Terms, and in an Amount Not to Exceed $300,000
RESOLUTION NO. 2025-121 - Authorizing the Mayor to Execute an Agreement with Interis, Inc., for On-Call Traffic Engineering and Transportation Planning Consulting Services for a Period Between January 1, 2026, and December 31, 2028, with the Option to Renew the Agreement for Up to Two Succeeding One-Year Terms, and in an Amount Not to Exceed $300,000
RESOLUTION NO. 2025-122 - Authorizing the Mayor to Execute an Agreement with Kimley-Horn and Associates, Inc., for On-Call Traffic Engineering and Transportation Planning Consulting Services for a Period Between January 1, 2026, and December 31, 2028, with the Option to Renew the Agreement for Up to Two Succeeding One-Year Terms, and in an Amount Not to Exceed $300,000

EXECUTIVE SUMMARY
As part of Capital Improvement Program (CIP), development projects and on-going maintenance regularly require on-call traffic engineering and transportation planning consulting services.

These services include review of plans, specifications, and materials/equipment submittals; review of reports and studies; design services; data collection and analysis; traffic signal timing; and preparation of grant applications and administration of projects funded by federal, state, or regional grants. On September 12, 2025, staff advertised the Request for Qualifications to provide these services. On October 14, 2025, 12 consulting firms submitted Statements of Qualification (SOQ) and three (3) were selected. Staff proposes to have three On-Call Traffic Engineering and Transportation Planning Consulting Services contracts, each for a period between January 1, 2026, and December 31, 2028, with the option to renew the Agreement for up to two succeeding one-year terms.

5.4 Packet Pg. 28

RECOMMENDED ACTION
Staff recommends approval of these Resolutions, authorizing the Mayor to execute Agreements with Mott MacDonald Group, Inc., Iteris, Inc., and Kimley-Horn and Associates, Inc., for OnCall Traffic Engineering and Transportation Planning Consulting Services, in an amount not to exceed $300,000 each with a term period from January 1, 2026 to December 31, 2028, with the option to renew the Agreement for up to two succeeding one-year terms.

BACKGROUND
In the past, the Engineering Services Division of the Public Works Department has utilized oncall consultant services agreements for specialty consulting services that are required on a periodic and recurring basis. In general, the specialty services include: survey and miscellaneous civil engineering consulting services; geotechnical engineering consulting services; traffic engineering and transportation planning consulting services; pavement design consulting services; and materials testing and construction inspection services. Staff have found that by procuring these services on an as-needed basis for various projects, the City has been able to obtain these services efficiently and economically.

DISCUSSION
On September 12, 2025 the City advertised on the City website the Request for Qualifications to provide traffic engineering and transportation planning consulting services. As a result, the following 12 firms submitted SOQs by October 14, 2025:

1. Advanced Mobility Group (AMG)

2. Dudek

3. Fehr and Peers

4. GHD Inc.

5. Hexagon Transportation Consultants, Inc.

6. Interwest Consulting Group, Inc.

7. Iteris, Inc.

8. Kimley-Horn and Associates, Inc.

9. Minagar and Associates, Inc.

10. Mott MacDonald Group, Inc.

11. TJKM Transportation Consultants

12. Walker Consultants, Inc.

A consultant selection panel consisting of three (3) City staff members evaluated the proposals and selected the following three (3) firms:

1. Iteris, Inc.

2. Kimley-Horn and Associates, Inc.

3. Mott MacDonald Group, Inc.

Each firm was rated on the qualifications, education, and experience of the Engineer of Record

5.4 Packet Pg. 29
(project manager); the education and experience of the subordinate personnel that make up the project team; knowledge of local conditions; performance and experience on similar types of projects; references; the ability to meet the City’s insurance requirements; the overall quality of all presentations; and the best fit with the City’s needs.

As a result of the on-call consultant selection process, the panel selected Mott MacDonald Group, Inc., Iteris, Inc., and Kimley-Horn and Associates, Inc., as the three firms that best match the City’s need to provide On-Call Traffic Engineering and Transportation Planning Consulting Services.

In order to ensure the best fit for each project, avoid conflict of interest, promote higher competition of consultant fees for the best quality of work and also to manage the contracts more efficiently and cost-effectively, and meet project deadlines, staff proposes to have three (3) OnCall Traffic Engineering and Transportation Planning Consulting Services contracts. With three on-call consultants on board with the City, staff have more flexibility to meet the City’s strict deadlines for delivery of work products. Since CIP and development projects generally span more than one year from start to completion, multi-year contracts help reduce disruptions to projects.

Staff recommend adoption of these Resolutions, authorizing the Mayor to execute Agreements with Mott MacDonald Group, Inc., Iteris, Inc., and Kimley-Horn and Associates, Inc., for OnCall Traffic Engineering and Transportation Planning Consulting Services for an amount not to exceed $300,000 each for a period between January 1, 2026 and December 31, 2028, with the option to renew the Agreement for up to two succeeding one-year terms. The proposed contract amounts are estimates of the services that may be required during the contract period based on each firm’s specialties and expertise.

The work generally consists of providing on-call traffic engineering and transportation planning consulting services routinely needed for public works projects. The work may include, but not be limited to, traffic engineering services: review of plans, specifications, and materials/equipment submittals; review of reports and studies; design services; data collection and analysis; traffic signal timing; preparation of grant applications and administration of projects funded by federal, state, or regional grants; and miscellaneous tasks.

The services will be on an as-needed basis, and the scope of services will be determined when such services are requested on a task-by-task basis. A separate fee proposal will be required for each task requested.

FISCAL ANALYSIS
These Agreements will be funded from individual project budgets for CIP projects, developer fees, and/or operating budgets that are approved by the City Council.

STEPS FOLLOWING APPROVAL

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The City Attorney’s Office will forward the Contract Agreements to Mott MacDonald Group, Inc., Iteris, Inc., and Kimley-Horn and Associates, Inc., for execution. Upon receipt of the executed Agreements, certificates of insurance, and copies of a current City business license, the City Attorney’s Office will send a copy of the executed Contract Agreements and all attachments to the Public Works - Engineering Services Division. Task letters will be issued when services are required.

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RESOLUTION NO. 2025-120

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAMON

AUTHORIZING THE MAYOR TO EXECUTE AN AGREEMENT WITH MOTT MACDONALD GROUP, INC., FOR ON-CALL TRAFFIC ENGINEERING AND

TRANSPORTATION PLANNING CONSULTING SERVICES FOR A PERIOD BETWEEN JANUARY 1, 2026, AND DECEMBER 31, 2028, WITH THE OPTION TO

RENEW THE AGREEMENT FOR UP TO TWO SUCCEEDING ONE-YEAR TERMS, AND IN AN AMOUNT NOT TO EXCEED $300,000
WHEREAS, the City desires to obtain On-Call Traffic Engineering and Transportation Planning Consulting Services for a period between January 1, 2026, and December 31, 2028, with the option to renew the Agreement for up to two succeeding one-year terms; and WHEREAS, on September 12, 2025, staff advertised the Request for Qualifications to provide On-Call Traffic Engineering and Transportation Planning Consulting Services; and WHEREAS, on October 14, 2025, Statement of Qualifications (SOQs) were received from twelve (12) consulting firms; and
WHEREAS, the City completed the consultant selection process to determine the most qualified firm(s) to perform said services; and
WHEREAS, Mott MacDonald Group, Inc., is qualified and able to perform such services, has been recommended by staff, and has submitted to the City a proposal setting forth the terms and conditions under which the firm is willing to perform such services.

NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of San Ramon does hereby authorize the Mayor to execute an Agreement with Mott MacDonald Group, Inc., for On-Call Traffic Engineering and Transportation Planning Consulting Services for a period between January 1, 2026, and December 31, 2028, with the option to renew the Agreement for up to two succeeding one-year terms, in an amount not to exceed $300,000.

PASSED, APPROVED, AND ADOPTED at the meeting of December 9, 2025, by the following votes:

AYES:

NOES:

ABSENT:

ABSTAIN:

5.4 Packet Pg. 32
________________________
Mark Armstrong, Mayor
ATTEST:
___________________________
Joan Snashall, City Clerk

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RESOLUTION NO. 2025-121

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAMON AUTHORIZING THE MAYOR TO EXECUTE AN AGREEMENT WITH ITERIS, INC.,

FOR ON-CALL TRAFFIC ENGINEERING AND TRANSPORTATION PLANNING CONSULTING SERVICES FOR A PERIOD BETWEEN JANUARY 1, 2026, AND DECEMBER 31, 2028, WITH THE OPTION TO RENEW THE AGREEMENT FOR UP

TO TWO SUCCEEDING ONE-YEAR TERMS, AND IN AN AMOUNT NOT TO EXCEED $300,000
WHEREAS, the City desires to obtain On-Call Traffic Engineering and Transportation Planning Consulting Services for a period between January 1, 2026, and December 31, 2028, with the option to renew the Agreement for up to two succeeding one-year terms; and WHEREAS, on September 12, 2025, staff advertised the Request for Qualifications to provide On-Call Traffic Engineering and Transportation Planning Consulting Services; and WHEREAS, on October 14, 2025, Statement of Qualifications (SOQs) were received from twelve (12) consulting firms; and
WHEREAS, the City completed the consultant selection process to determine the most qualified firm(s) to perform said services; and
WHEREAS, Iteris, Inc., is qualified and able to perform such services, has been recommended by staff, and has submitted to the City a proposal setting forth the terms and conditions under which the firm is willing to perform such services.

NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of San Ramon does hereby authorize the Mayor to execute an Agreement with Iteris, Inc., for On-Call Traffic Engineering and Transportation Planning Consulting Services for a period between January 1, 2026, and December 31, 2028, in an amount not to exceed $300,000.

PASSED, APPROVED, AND ADOPTED at the meeting of December 9, 2025, by the following votes:

AYES:

NOES:

ABSENT:

ABSTAIN:
________________________
Mark Armstrong, Mayor

5.4 Packet Pg. 34
ATTEST:
___________________________
Joan Snashall, City Clerk

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RESOLUTION NO. 2025-122

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAMON AUTHORIZING THE MAYOR TO EXECUTE AN AGREEMENT WITH KIMLEYHORN AND ASSOCIATES, INC., FOR ON-CALL TRAFFIC ENGINEERING AND

TRANSPORTATION PLANNING CONSULTING SERVICES FOR A PERIOD BETWEEN JANUARY 1, 2026, AND DECEMBER 31, 2028, WITH THE OPTION TO

RENEW THE AGREEMENT FOR UP TO TWO SUCCEEDING ONE-YEAR TERMS, AND IN AN AMOUNT NOT TO EXCEED $300,000
WHEREAS, the City desires to obtain On-Call Traffic Engineering and Transportation Planning Consulting Services for a period between January 1, 2026, and December 31, 2028, with the option to renew the Agreement for up to two succeeding one-year terms; and WHEREAS, on September 12, 2025, staff advertised the Request for Qualifications to provide On-Call Traffic Engineering and Transportation Planning Consulting Services; and WHEREAS, on October 14, 2025, Statement of Qualifications (SOQs) were received from twelve (12) consulting firms; and
WHEREAS, the City completed the consultant selection process to determine the most qualified firm(s) to perform said services; and
WHEREAS, Kimley-Horn and Associates, Inc., is qualified and able to perform such services, has been recommended by staff, and has submitted to the City a proposal setting forth the terms and conditions under which the firm is willing to perform such services.

NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of San Ramon does hereby authorize the Mayor to execute an Agreement with Kimley-Horn and Associates, Inc., for On-Call Traffic Engineering and Transportation Planning Consulting Services for a period between January 1, 2026, and December 31, 2028, in an amount not to exceed $300,000.

PASSED, APPROVED, AND ADOPTED at the meeting of December 9, 2025, by the following votes:

AYES:

NOES:

ABSENT:

ABSTAIN:
________________________

5.4 Packet Pg. 36
Mark Armstrong, Mayor
ATTEST:
___________________________
Joan Snashall, City Clerk

5.4 Packet Pg. 37

CITY COUNCIL STAFF REPORT
DATE: December 9, 2025
TO: City Council/City Manager
FROM: Brian Bornstein, Public Works Director
By: Vincent Santamaria, Associate Engineer
SUBJECT: RESOLUTION NO. 2025-123 - Authorizing the Mayor to Execute an Agreement with Geocon Consultants, Inc. for On-Call Geotechnical Consulting Services for a Period Between January 1, 2026 and December 31, 2028, with the Option to Renew the Agreement for Up to Two Succeeding One-Year Terms, and in an Amount Not to Exceed $250,000 RESOLUTION NO. 2025-124 - Authorizing the Mayor to Execute an Agreement with Ninyo & Moore Geotechnical & Environmental Sciences Consultants for On-Call Geotechnical Consulting Services for a Period Between January 1, 2026 and December 31, 2028, with the Option to Renew the Agreement for Up to Two Succeeding One-Year Terms, and in an Amount Not to Exceed $250,000

EXECUTIVE SUMMARY
As part of Capital Improvement Program (CIP), development projects and on-going maintenance regularly require on-call geotechnical consulting services. These services include grading, paving, minor concrete work, installation of storm drain pipes, creeks, environmental assessments and remediation, peer review for private development projects, design and construction documents, geotechnical observation and testing. On September 9, 2025 staff advertised the Request for Qualifications to provide these services. On October 9, 2025, eleven (11) consulting firms submitted Statements of Qualification (SOQ). Staff interviewed four (4) firms and selected two to provide these services. Staff proposes to have two (2) On-Call Geotechnical Consulting Services contracts, each for a term ending December 31, 2028, with the option to renew the Agreements for up to two succeeding one-year terms, and in an amount not to exceed $250,000.

RECOMMENDED ACTION
Staff recommends adoption of these Resolutions, authorizing the Mayor to execute Agreements with Geocon Consultants, Inc. (Geocon) and Ninyo & Moore Geotechnical & Environmental Sciences Consultants (Ninyo & Moore) for On-Call Geotechnical Consulting Services, in an amount not to exceed $250,000 each, for a period between January 1, 2026 and December 31, 2028, with the option to renew the Agreements for up to two succeeding one-year terms, respectively.

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BACKGROUND
In the past, the Engineering Services Division of the Public Works Department has utilized oncall consultant services agreements for specialty consulting services that are required on a periodic and recurring basis. In general, the specialty services include: surveying and miscellaneous civil engineering consulting services; geotechnical engineering consulting services; traffic engineering and transportation planning related services such as parking studies, transit shelter design, bicycle master plan, and transit plan; pavement design consulting services; materials testing and construction inspection services; and environmental consulting services.

Staff have found that by procuring these services on an as-needed basis for various projects, the City has been able to obtain these services efficiently and economically.

DISCUSSION
On September 9, 2025, staff advertised on the City’s website the Request for Qualifications to provide geotechnical consulting services. As a result, the following eleven (11) firms submitted SOQs by October 9, 2025:

1. BSK Associates

2. Certerra RMA Group

3. Construction Services, Inc.

4. ENGEO, Inc.

5. Geocon Consultants, Inc.

6. Geo-Engineering Solutions, Inc.

7. Haley & Aldrich, Inc.

8. Ninyo & Moore

9. Romig Engineers, Inc.

10. Slate Geotechnical Consultants

11. UES
A consultant selection panel consisting of three (3) City staff members evaluated the proposals and selected the following four (4) firms for oral interviews, which were held on November 5, 2025:

1. ENGEO, Inc.

2. Geocon Consultants, Inc.

3. Geo-Engineering Solutions, Inc

4. Ninyo & Moore
Each firm was rated on the qualifications, education, and experience of the Engineer of Record (project manager); the education and experience of the subordinate personnel that make up the project team; knowledge of local conditions; performance and experience on similar types of projects; references; the ability to meet the City’s insurance requirements; the overall quality of their SOQ; hourly rates; responses to staff questions during the interview phase; and the best fit with the City’s needs.

5.5 Packet Pg. 39
As a result of the selection process, the panel selected Geocon and Ninyo & Moore as the two firms that best match the City’s need to provide On-Call Geotechnical Consulting Services.

In order to ensure the best fit for each project, avoid conflict of interest, promote higher competition of consultant fees for the best quality of work and to manage the contracts more efficiently and cost-effectively, and meet project deadlines, staff proposes to have two (2) OnCall Geotechnical Consulting Services contracts. With two on-call consultants on board with the City, staff have more flexibility to meet the City’s strict deadlines for delivery of work products.

Since CIP and development projects generally span more than one year from start to completion, multi-year contracts help reduce disruptions to projects.

Staff recommends adoption of these Resolutions, authorizing the Mayor to execute Agreements with Geocon and Ninyo & Moore for On-Call Geotechnical Consulting Services, in an amount not to exceed $250,000 each, for a period between January 1, 2026 and December 31, 2028, with the option to renew the Agreements for up to two succeeding one-year terms, respectively. The proposed contract amounts are estimates of the services that may be required during the contract period based on each firm’s specialties and expertise.

The work generally consists of providing on-call geotechnical consulting services routinely needed for public works projects and studies. The work may include, but is not limited to, grading, paving, minor concrete work, installation of storm drain pipes, creeks, environmental assessments and remediation, peer review for private development projects, design and construction documents, geotechnical observation and testing, and other related work.

The services will be on an as-needed basis, and the scope of services will be determined when such services are requested on a task-by-task basis. A separate fee proposal will be required for each task requested.

FISCAL ANALYSIS
These Agreements will be funded from individual project budgets for CIP projects, developer fees, and/or operating budgets that are approved by the City Council.

STEPS FOLLOWING APPROVAL
The City Attorney’s Office will forward the Contract Agreements to Geocon and Ninyo & Moore for execution. Upon receipt of the executed Agreements, certificates of insurance, and copies of a current City business license, the City Attorney’s Office will send a copy of the executed Contract Agreements and all attachments to the Public Works - Engineering Services Division.

Task letters will be issued when services are required.

5.5 Packet Pg. 40
RESOLUTION NO. 2025-123

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAMON

AUTHORIZING THE MAYOR TO EXECUTE AN AGREEMENT WITH GEOCON CONSULTANTS, INC. FOR ON-CALL GEOTECHNICAL CONSULTING SERVICES FOR A PERIOD BETWEEN JANUARY 1, 2026 AND DECEMBER 31, 2028, WITH THE OPTION TO RENEW THE AGREEMENT FOR UP TO TWO SUCCEEDING ONEYEAR TERMS, AND IN AN AMOUNT NOT TO EXCEED $250,000 WHEREAS, the City desires to obtain On-Call Geotechnical Consulting Services for a period between January 1, 2026 and December 31, 2028, with the option to renew the Agreement for up to two succeeding one-year terms; and
WHEREAS, on September 9, 2025, the City advertised the Request for Qualifications for On-Call Geotechnical Consulting Services on the City’s website; and WHEREAS, on October 9, 2025, Statement of Qualifications (SOQs) were received from eleven (11) consulting firms; and
WHEREAS, On November 5, 2025, four (4) of the eleven (11) consulting firms participated in oral interviews; and
WHEREAS, the City completed the consultant selection process to determine the most qualified firm(s) to perform said services; and
WHEREAS, Geocon Consultants, Inc is qualified and able to perform such services, has been recommended by staff, and has submitted to the City a proposal setting forth the terms and conditions under which the firm is willing to perform such services.

NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of San Ramon does hereby authorize the Mayor to execute an Agreement with Geocon Consultants, Inc for On-Call Geotechnical Consulting Services for a period between January 1, 2026 and December 31, 2028, with the option to renew the Agreement for up to two succeeding one-year terms, and in an amount not to exceed $250,000.

PASSED, APPROVED, AND ADOPTED, at the meeting of December 9, 2025, by the following votes:

AYES:

NOES:

ABSENT:

ABSTAIN:

5.5 Packet Pg. 41
________________________
Mark Armstrong, Mayor
ATTEST:
___________________________
Joan Snashall, City Clerk

5.5 Packet Pg. 42
RESOLUTION NO. 2025-124

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAMON

AUTHORIZING THE MAYOR TO EXECUTE AN AGREEMENT WITH NINYO &

MOORE GEOTECHNICAL & ENVIRONMENTAL SCIENCES CONSULTANTS FOR

ON-CALL GEOTECHNICAL CONSULTING SERVICES FOR A PERIOD BETWEEN JANUARY 1, 2026 AND DECEMBER 31, 2028 WITH THE OPTION TO RENEW THE

AGREEMENT FOR UP TO TWO SUCCEEDING ONE-YEAR TERMS, AND IN AN AMOUNT NOT TO EXCEED $250,000
WHEREAS, the City desires to obtain On-Call Geotechnical Consulting Services for a period between January 1, 2026 and December 31, 2028, with the option to renew the Agreement for up to two succeeding one-year terms; and
WHEREAS, on September 9, 2025, the City advertised the Request for Qualifications for On-Call Geotechnical Consulting Services on the City’s website; and WHEREAS, on October 9, 2025, Statement of Qualifications (SOQs) were received from eleven (11) consulting firms; and
WHEREAS, On November 5, 2025, four (4) of the eleven (11) consulting firms participated in oral interviews; and
WHEREAS, the City completed the consultant selection process to determine the most qualified firm(s) to perform said services; and
WHEREAS, Ninyo & Moore Geotechnical & Environmental Sciences Consultants is qualified and able to perform such services, has been recommended by staff, and has submitted to the City a proposal setting forth the terms and conditions under which the firm is willing to perform such services.

NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of San Ramon does hereby authorize the Mayor to execute an Agreement with Ninyo & Moore Geotechnical & Environmental Sciences Consultants for On-Call Geotechnical Consulting Services for a period between January 1, 2026 and December 31, 2028, with the option to renew the Agreement for up to two succeeding one-year terms, and in an amount not to exceed $250,000.

PASSED, APPROVED, AND ADOPTED, at the meeting of December 9, 2025, by the following votes:

AYES:

NOES:

ABSENT:

5.5 Packet Pg. 43
ABSTAIN:
________________________
Mark Armstrong, Mayor
ATTEST:
___________________________
Joan Snashall, City Clerk

5.5 Packet Pg. 44

CITY COUNCIL STAFF REPORT
DATE: December 9, 2025
TO: City Council/City Manager
FROM: Brian Bornstein, Public Works Director
By: Theresa Peterson, Program Manager
SUBJECT: RESOLUTION NO. 2025-125 - Authorizing the Mayor to Execute an Agreement with Sequoia Ecological Consulting, Inc. for On-Call Environmental Consulting Services for a Period Between January 1, 2026 and December 31, 2028, with the Option to Renew the Agreement for Up to Two Succeeding One-Year Terms, and in an Amount Not to Exceed $300,000 RESOLUTION NO. 2025-126 - Authorizing the Mayor to Execute an Agreement with Verdantas Inc. for On-Call Environmental Consulting Services for a Period Between January 1, 2026 and December 31, 2028, with the Option to Renew the Agreement for Up to Two Succeeding One-Year Terms, and in an Amount Not to Exceed $200,000

EXECUTIVE SUMMARY
As part of Capital Improvement Program (CIP), development projects and on-going maintenance regularly require on-call environmental consulting services. These services include biological preconstruction surveys, construction monitoring, assistance with obtaining permits from regulatory agencies, executing mitigations, nesting bird surveys, and working on environmental documents such as those required by the California Environmental Quality Act (CEQA). On September 9, 2025, staff advertised the Request for Qualifications to provide these services. On October 9, 2025, Statement of Qualifications (SOQs) were received from ten (10) consulting firms, of which four (4) were invited for oral interviews. Staff proposes to have two On-Call Environmental Consulting Services contracts, each for a period between January 1, 2026 and December 31, 2028, with the option to renew the Agreements for up to two succeeding one-year terms.

RECOMMENDED ACTION
Staff recommends adoption of these Resolutions, authorizing the Mayor to execute Agreements for On-Call Environmental Consulting Services with Sequoia Ecological Consulting, Inc. for an amount not to exceed $300,000, and Verdantas Inc. for an amount not to exceed $200,000, each for a period between January 1, 2026 and December 31, 2028, with the option to renew the Agreements for up to two succeeding one-year terms.

BACKGROUND

5.6 Packet Pg. 45
In the past, the Engineering Services Division of the Public Works Department has utilized oncall consultant services agreements for specialty consulting services that are required on a periodic and recurring basis. In general, the specialty services include: surveying and miscellaneous civil engineering consulting services; geotechnical engineering consulting services; traffic engineering and transportation planning related services such as parking studies, transit shelter design, bicycle master plan, and transit plan; pavement design consulting services; materials testing and construction inspection services; and environmental services. Staff have found that by procuring these services on an as-needed basis for various projects, the City has been able to obtain these services efficiently and economically.

DISCUSSION
On September 9, 2025, staff advertised on the City’s website the Request for Qualifications to provide On-Call Environmental Consulting Services. As a result, the following 10 firms submitted proposals by October 9, 2025:

1. Dudek

2. Dynamic Planning and Science

3. Ecological Concerns, Inc.

4. Helix Environmental Planning

5. Montrose Environmental Solutions, Inc.

6. Questa Engineering Corporation

7. Sequoia Ecological Consulting, Inc.

8. SMB Environmental

9. Ultra Systems Environmental Inc.

10. Verdantas, Inc.

A consultant selection panel consisting of three (3) City staff members evaluated the proposals and selected the following four (4) firms for oral interviews, which were held on November 5, 2025:

1. Helix Environmental Planning

2. Montrose Environmental Solutions, Inc.

3. Sequoia Ecological Consulting, Inc.

4. Verdantas, Inc.

Each firm was rated on the qualifications, education, and experience of the Engineer of Record (project manager); the education and experience of the subordinate personnel that make up the project team; knowledge of local conditions; performance and experience on similar types of projects; references; the ability to meet the City’s insurance requirements; the overall quality of their SOQ; hourly rates; responses to staff questions during the interview phase; and the best fit with the City’s needs.

As a result of the selection process, the panel selected Sequoia Ecological Consulting Inc. and Verdantas Inc as the two (2) firms that best match the City’s needs to provide On-Call

5.6 Packet Pg. 46
Environmental Consulting Services.

In order to ensure the best fit for each project, avoid conflict of interest, promote higher competition of consultant fees for the best quality of work and to manage the contracts more efficiently and cost-effectively, and meet project deadlines, staff proposes to have two (2) OnCall Environmental Consulting Services contracts. With two on-call consultants on board with the City, staff have more flexibility to meet the City’s strict deadlines for delivery of work products. Since CIP and development projects generally span more than one year from start to completion, multi-year contracts help reduce disruptions to projects.

Staff recommends adoption of these Resolutions, authorizing the Mayor to execute Agreements with Sequoia Ecological Consulting, Inc for an amount not to exceed $300,000, and Verdantas, Inc for an amount not to exceed $200,000 for On-Call Environmental Consulting Services, each for a period between January 1, 2026 and December 31, 2028, with the option to renew each Agreement for up to two succeeding one-year terms. The proposed contract amounts are estimates of the services that may be required during the contract period based on each firm’s specialties and expertise.

The anticipated services generally consist of providing on-call environmental consulting services routinely needed for: natural resources assessment; mitigation planning; biological construction monitoring and reporting; habitat restoration and mitigation planning; wetland delineation; GIS mapping; preparation or peer review of environmental documents; technical studies; nesting bird surveys; and other California Environmental Quality Act (CEQA) and National Environmental Protection Act (NEPA) documentation and tasks. Additionally, design services for environmental-related projects, such as natural channel restoration, fish passage, flood control, public access, trails, parks, river and streambank stabilization, and native revegetation will be utilized, as needed.

The services will be on an as-needed basis and the scope of services will be determined when such services are requested on a task-by-task basis. A separate fee proposal will be required for each task requested.

FISCAL ANALYSIS
The Agreements will be funded from individual budgets for CIP projects, developer fees, or operating budgets that are approved by the City Council.

STEPS FOLLOWING APPROVAL
The City Attorney’s Office will forward the Contract Agreements to Sequoia Ecological Consulting, Inc. and Verdantas Inc. for execution. Upon receipt of each executed Agreements, certificate of insurance, and a copy of a current City business license, the City Attorney’s Office will send a copy of the executed Contract Agreements and all attachments to the Public Works - Engineering Services Division. Task letters will be issued when services are required.

5.6 Packet Pg. 47
RESOLUTION NO. 2025-125

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAMON

AUTHORIZING THE MAYOR TO EXECUTE AN AGREEMENT WITH SEQUOIA ECOLOGICAL CONSULTING, INC. FOR ON-CALL ENVIRONMENTAL
CONSULTING SERVICES FOR A PERIOD BETWEEN JANUARY 1, 2026 AND DECEMBER 31, 2028, WITH THE OPTION TO RENEW THE AGREEMENT FOR UP

TO TWO SUCCEEDING ONE-YEAR TERMS, AND IN AN AMOUNT NOT TO EXCEED $300,000
WHEREAS, the City desires to secure On-Call Environmental Consulting Services for a period between January 1, 2026 and December 31, 2028, with the option to renew the Agreement for up to two succeeding one-year terms; and
WHEREAS, on September 9, 2025, staff advertised the Request for Qualifications to provide On-Call Environmental Consulting Services; and
WHEREAS, on October 9, 2025, Statement of Qualifications (SOQs) were received from ten (10) consulting firms; and
WHEREAS, On November 5, 2025, four (4) of the ten (10) consulting firms participated in oral interviews; and
WHEREAS, the City completed the consultant selection process to determine the most qualified firm(s) to perform said services; and
WHEREAS, Sequoia Ecological Consulting, Inc. is qualified and able to perform such services, has been recommended by staff, and has submitted to the City a statement of qualifications setting forth the terms and conditions under which the firm is willing to perform such services.

NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of San Ramon does hereby authorize the Mayor to execute an agreement with Sequoia Ecological Consulting, Inc. for On-Call Environmental Consulting Services for a period between January 1, 2026 and December 31, 2028, with the option to renew the Agreement for up to two succeeding one-year terms, and in an amount not to exceed $300,000.

PASSED, APPROVED, AND ADOPTED, at the meeting of December 9, 2025, by the following votes:

AYES:

NOES:

ABSENT:

5.6 Packet Pg. 48
ABSTAIN:
________________________
Mark Armstrong, Mayor
ATTEST:
___________________________
Joan Snashall, City Clerk

5.6 Packet Pg. 49
RESOLUTION NO. 2025-126

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAMON

AUTHORIZING THE MAYOR TO EXECUTE AN AGREEMENT WITH VERDANTAS INC. FOR ON-CALL ENVIRONMENTAL CONSULTING SERVICES FOR A PERIOD BETWEEN JANUARY 1, 2026 AND DECEMBER 31, 2028, WITH THE OPTION TO

RENEW THE AGREEMENT FOR UP TO TWO SUCCEEDING ONE-YEAR TERMS, AND IN AN AMOUNT NOT TO EXCEED $200,000
WHEREAS, the City desires to secure On-Call Environmental Consulting Services for a period between January 1, 2026 and December 31, 2028, with the option to renew the Agreement for up to two succeeding one-year terms; and
WHEREAS, on September 9, 2025, staff advertised the Request for Qualifications to provide On-Call Environmental Consulting Services; and
WHEREAS, on October 9, 2025, Statement of Qualifications (SOQs) were received from ten (10) consulting firms; and
WHEREAS, on November 5, 2025, four (4) of the ten (10) consulting firms participated in oral interviews; and
WHEREAS, the City completed the consultant selection process to determine the most qualified firm(s) to perform said services; and
WHEREAS, Verdantas, Inc. is qualified and able to perform such services, has been recommended by staff, and has submitted to the City a statement of qualifications setting forth the terms and conditions under which the firm is willing to perform such services.

NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of San Ramon does hereby authorize the Mayor to execute an agreement with Verdantas Inc. for OnCall Environmental Consulting Services for a period between January 1, 2026 and December 31, 2028, with the option to renew the Agreement for up to two succeeding one-year terms, and in an amount not to exceed $200,000.

PASSED, APPROVED, AND ADOPTED, at the meeting of December 9, 2025, by the following votes:

AYES:

NOES:

ABSENT:

ABSTAIN:

5.6 Packet Pg. 50
________________________
Mark Armstrong, Mayor
ATTEST:
___________________________
Joan Snashall, City Clerk

5.6 Packet Pg. 51

CITY COUNCIL STAFF REPORT
DATE: December 9, 2025
TO: City Council/City Manager
FROM: Brian Bornstein, Public Works Director
By: Chen "Shane" Hsieh, District Engineer/Division Manager SUBJECT: RESOLUTION NO. 2025-127 - Authorizing the Mayor to Execute an Agreement with BKF Engineers for On-Call Survey & Miscellaneous Civil Engineering Consulting Services for a Period Between January 1, 2026 and December 31, 2028, with the Option to Renew the Agreement for Up to Two Succeeding One-Year Terms, and in an Amount Not to Exceed $450,000 RESOLUTION NO. 2025-128 - Authorizing the Mayor to Execute an Agreement with Mark Thomas & Company, Inc. for On-Call Survey & Miscellaneous Civil Engineering Consulting Services for a Period Between January 1, 2026 and December 31, 2028, with the Option to Renew the Agreement for Up to Two Succeeding One-Year Terms, and in an Amount Not to Exceed $450,000
RESOLUTION NO. 2025-129 - Authorizing the Mayor to Execute an Agreement with Towill, Inc. for On-Call Survey & Miscellaneous Civil Engineering Consulting Services for a Period Between January 1, 2026 and December 31, 2028, with the Option to Renew the Agreement for Up to Two Succeeding One-Year Terms, and in an Amount Not to Exceed $150,000

EXECUTIVE SUMMARY
As part of Capital Improvement Program (CIP), development projects and on-going maintenance regularly require on-call survey and civil engineering consulting services. These services include miscellaneous civil engineering design and drafting, development plan reviews, final map reviews, peer reviews of design by others, preparation of construction plans and specifications, topographic surveys, boundary surveys, construction staking, and bidding and construction administration. On September 9, 2025, staff advertised the Request for Qualifications to provide these services. On October 9, 2025, Statements of Qualifications (SOQs) were received from sixteen (16) consulting firms, of which six (6) were invited for oral interviews. Staff proposes to have three On-Call Survey & Miscellaneous Civil Engineering Consulting Services contracts, each for a period between January 1, 2026 and December 31, 2028, with the option to renew the Agreements for up to two succeeding one-year terms.

RECOMMENDED ACTION

5.7 Packet Pg. 52
Staff recommends adoption of these Resolutions, authorizing the Mayor to execute Agreements with BKF Engineers (BKF), Mark Thomas & Company, Inc. (Mark Thomas), and Towill, Inc. (Towill) for On-Call Survey & Civil Engineering Consulting Services for an amount not to exceed $450,000 each for BKF and, Mark Thomas, and $150,000 for Towill, each for a period between January 1, 2026 and December 31, 2028, with the option to renew each Agreement for up to two succeeding one-year terms.

BACKGROUND
In the past, the Engineering Services Division of the Public Works Department has utilized oncall consultant services agreements for specialty consulting services that are required on a periodic and recurring basis. In general, the specialty services include: survey and miscellaneous civil engineering consulting services; geotechnical engineering consulting services; traffic engineering and transportation planning related services such as parking studies, transit shelter design, bicycle master plan, and transit plan; pavement design consulting services; materials testing and construction inspection services; and environmental services. Staff have found that by procuring these services on an as-needed basis for various projects, the City has been able to obtain these services efficiently and economically.

DISCUSSION
On September 9, 2025, staff advertised on the City’s website the Request for Qualifications to provide On-Call Survey & Civil Engineering Consulting Services. As a result, the following 16 firms submitted proposals by October 9, 2025:

1. BENEN

2. BKF Engineers

3. Civil Engineering Associates

4. CWST2

5. GHD

6. MacKay & Somps Civil Engineers, Inc.

7. Mark Thomas & Company, Inc.

8. MRPE, Inc.

9. Original Survey Solutions

10. Progression Engineering

11. REY Engineers, Inc.

12. Ruggeri Jensen Azar (RJA)

13. Sanbell

14. Sandis

15. SNG & Associates, Inc.

16. Towill, Inc.

A consultant selection panel consisting of three (3) City staff members evaluated the proposals and selected the following six (6) firms for oral interviews, which were held on November 14, 2025:

5.7 Packet Pg. 53

1. BENEN

2. BKF Engineers

3. CWST2

4. Mark Thomas & Company, Inc.

5. RJA

6. Towill, Inc.

Each firm was rated on the qualifications, education, and experience of the Engineer of Record (project manager); the education and experience of the subordinate personnel that make up the project team; knowledge of local conditions; performance and experience on similar types of projects; references; the ability to meet the City’s insurance requirements; the overall quality of their SOQ; hourly rates; responses to staff questions during the interview phase; and the best fit with the City’s needs.

As a result of the selection process, the panel selected BKF, Mark Thomas, and Towill, as the three firms that best match the City’s need to provide On-Call Survey & Miscellaneous Civil Engineering Consulting Services.

In order to ensure the best fit for each project, avoid conflict of interest, promote higher competition of consultant fees for the best quality of work and to manage the contracts more efficiently and cost-effectively, and meet project deadlines, staff proposes to have three (3) OnCall Survey & Miscellaneous Civil Engineering Consulting Services contracts. With three oncall consultants on board with the City, staff have more flexibility to meet the City’s strict deadlines for delivery of work products. Since CIP and development projects generally span more than one year from start to completion, multi-year contracts help reduce disruptions to projects.

Staff recommend adoption of these Resolutions, authorizing the Mayor to execute Agreements with BKF, Mark Thomas, and Towill, for On-Call Survey & Civil Engineering Consulting Services for an amount not to exceed $450,000 each for BKF and Mark Thomas, and $150,000 for Towill, each for a period between January 1, 2026 and December 31, 2028, with the option to renew the Agreement for up to two succeeding one-year terms. The proposed contract amounts are estimates of the services that may be required during the contract period based on each firm’s specialties and expertise.

The anticipated services generally consist of providing on-call survey and miscellaneous civil engineering consulting services routinely needed for public works projects and studies. The work may include, but not be limited to, providing survey and miscellaneous civil engineering consultant services routinely needed for public works projects, including: various capital improvement projects (CIPs) such as roadway design, drainage infrastructure repair, erosion control and repair, storm water management, design of miscellaneous facilities and improvements etc.; review of land development plans and calculations; emergency responses; miscellaneous civil engineering design and drafting; development plan reviews, final map reviews, peer reviews of design by others; preparation of construction plans and specifications, topographic surveys, boundary surveys, construction staking, and bidding and construction administration; and other related work.

5.7 Packet Pg. 54
The services will be on an as-needed basis and the scope of services will be determined when such services are requested on a task-by-task basis. A separate fee proposal will be required for each task requested.

FISCAL ANALYSIS
These Agreements will be funded from individual budgets for CIP projects, developer fees, or operating budgets that are approved by the City Council.

STEPS FOLLOWING APPROVAL
The City Attorney’s Office will forward the Contract Agreement to BKF, Mark Thomas, and Towill for execution. Upon receipt of each executed Agreement, certificate of insurance, and a copy of a current City business license, the City Attorney’s Office will send a copy of the executed Contract Agreements and all attachments to the Public Works - Engineering Services Division. Task letters will be issued when services are required.

5.7 Packet Pg. 55
RESOLUTION NO. 2025-127

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAMON

AUTHORIZING THE MAYOR TO EXECUTE AN AGREEMENT WITH BKF

ENGINEERS FOR ON-CALL SURVEY & MISCELLANEOUS CIVIL ENGINEERING CONSULTING SERVICES FOR A PERIOD BETWEEN JANUARY 1, 2026 AND DECEMBER 31, 2028, WITH THE OPTION TO RENEW THE AGREEMENT FOR UP

TO TWO SUCCEEDING ONE-YEAR TERMS, AND IN AN AMOUNT NOT TO EXCEED $450,000
WHEREAS, the City desires to secure On-Call Survey & Miscellaneous Civil Engineering Consulting Services for a period between January 1, 2026 and December 31, 2028, with the option to renew the Agreement for up to two succeeding one-year terms; and WHEREAS, on September 9, 2025, staff advertised the Request for Qualifications to provide On-Call Survey & Miscellaneous Civil Engineering Consulting Services; and WHEREAS, on October 9, 2025, Statements of Qualifications (SOQs) were received from sixteen (16) consulting firms; and
WHEREAS, On November 14, 2025, six (6) of the sixteen (16) consulting firms participated in oral interviews; and
WHEREAS, the City completed the selection process to determine the most qualified firm(s) to perform said services; and
WHEREAS, BKF Engineers is qualified and able to perform such services, has been recommended by staff, and has submitted to the City a statement of qualifications setting forth the terms and conditions under which the firm is willing to perform such services.

NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of San Ramon does hereby authorize the Mayor to execute an agreement with BKF Engineers for OnCall Survey & Miscellaneous Civil Engineering Consulting Services for a period between January 1, 2026 and December 31, 2028, with the option to renew the Agreement for up to two succeeding one-year terms, and in an amount not to exceed $450,000.

PASSED, APPROVED, AND ADOPTED, at the meeting of December 9, 2025, by the following votes:

AYES:

NOES:

ABSENT:

5.7 Packet Pg. 56
ABSTAIN:
________________________
Mark Armstrong, Mayor
ATTEST:
___________________________
Joan Snashall, City Clerk

5.7 Packet Pg. 57
RESOLUTION NO. 2025-128

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAMON

AUTHORIZING THE MAYOR TO EXECUTE AN AGREEMENT WITH MARK THOMAS & COMPANY, INC. FOR ON-CALL SURVEY & MISCELLANEOUS CIVIL ENGINEERING CONSULTING SERVICES FOR A PERIOD BETWEEN JANUARY 1, 2026 AND DECEMBER 31, 2028, WITH THE OPTION TO RENEW THE AGREEMENT

FOR UP TO TWO SUCCEEDING ONE-YEAR TERMS, AND IN AN AMOUNT NOT TO EXCEED $450,000
WHEREAS, the City desires to secure On-Call Survey & Miscellaneous Civil Engineering Consulting Services for a period between January 1, 2026 and December 31, 2028, with the option to renew the Agreement for up to two succeeding one-year terms; and WHEREAS, on September 9, 2025, staff advertised the Request for Qualifications to provide On-Call Survey & Miscellaneous Civil Engineering Consulting Services; and WHEREAS, on October 9, 2025, Statement of Qualifications (SOQs) were received from sixteen (16) consulting firms; and
WHEREAS, On November 14, 2025, six (6) of the sixteen (16) consulting firms participated in oral interviews; and
WHEREAS, the City completed the selection process to determine the most qualified firm(s) to perform said services; and
WHEREAS, Mark Thomas & Company, Inc. is qualified and able to perform such services, has been recommended by staff, and has submitted to the City a statement of qualifications setting forth the terms and conditions under which the firm is willing to perform such services.

NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of San Ramon does hereby authorize the Mayor to execute an agreement with Mark Thomas & Company, Inc. for On-Call Survey & Miscellaneous Civil Engineering Consulting Services for a period between January 1, 2026 and December 31, 2028, with the option to renew the Agreement for up to two succeeding one-year terms, and in an amount not to exceed $450,000.

PASSED, APPROVED, AND ADOPTED, at the meeting of December 9, 2025, by the following votes:

AYES:

NOES:

ABSENT:

5.7 Packet Pg. 58
ABSTAIN:
________________________
Mark Armstrong, Mayor
ATTEST:
___________________________
Joan Snashall, City Clerk

5.7 Packet Pg. 59
RESOLUTION NO. 2025-129

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAMON AUTHORIZING THE MAYOR TO EXECUTE AN AGREEMENT WITH TOWILL, INC.

FOR ON-CALL SURVEY & MISCELLANEOUS CIVIL ENGINEERING CONSULTING SERVICES FOR A PERIOD BETWEEN JANUARY 1, 2026 AND DECEMBER 31, 2028,

WITH THE OPTION TO RENEW THE AGREEMENT FOR UP TO TWO
SUCCEEDING ONE-YEAR TERMS, AND IN AN AMOUNT NOT TO EXCEED $150,000 WHEREAS, the City desires to secure On-Call Survey & Miscellaneous Civil Engineering Consulting Services for a period between January 1, 2026 and December 31, 2028, with the option to renew the Agreement for up to two succeeding one-year terms; and WHEREAS, on September 9, 2025, staff advertised the Request for Qualifications to provide On-Call Survey & Miscellaneous Civil Engineering Consulting Services; and WHEREAS, on October 9, 2025, Statement of Qualifications (SOQs) were received from sixteen (16) consulting firms; and
WHEREAS, On November 14, 2025, six (6) of the sixteen (16) consulting firms participated in oral interviews; and
WHEREAS, the City completed the selection process to determine the most qualified firm(s) to perform said services; and
WHEREAS, Towill, Inc. is qualified and able to perform such services, has been recommended by staff, and has submitted to the City a statement of qualifications setting forth the terms and conditions under which the firm is willing to perform such services.

NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of San Ramon does hereby authorize the Mayor to execute an agreement with Towill, Inc. for On-Call Survey & Miscellaneous Civil Engineering Consulting Services for a period between January 1, 2026 and December 31, 2028, with the option to renew the Agreement for up to two succeeding one-year terms, and in an amount not to exceed $150,000.

PASSED, APPROVED, AND ADOPTED, at the meeting of December 9, 2025, by the following votes:

AYES:

NOES:

ABSENT:

ABSTAIN:

5.7 Packet Pg. 60
________________________
Mark Armstrong, Mayor
ATTEST:
___________________________
Joan Snashall, City Clerk

5.7 Packet Pg. 61

CITY COUNCIL STAFF REPORT
DATE: December 9, 2025
TO: City Council/City Manager
FROM: Becky Chestnut, Police Chief
By: Jennifer Vasquez, Analyst
SUBJECT: RESOLUTION NO. 2025-130 - Authorizing the Expenditure of $946,558 to Contra Costa County for Animal Control Services for FY 2025/26

RECOMMENDED ACTION
Staff recommends that City Council approve Resolution 2025-130 authorizing the expenditure of $946,558 to Contra Costa County for Animal Services for FY 2025/26.

BACKGROUND/DISCUSSION
The Contra Costa Animal Services Department (Animal Services) has provided animal control services in San Ramon since the City’s incorporation in 1983 through an agreement between the City and County.

The current agreement with the City of San Ramon (City) was executed in 2022 and automatically renews until 2027 (Attached) or until either party terminates the agreement by giving the other party 90 days advance written notice of termination. Animal Services performs animal control on behalf of all cities in Contra Costa except Antioch, which has its own program. Under the current agreement, the services are mandated by the State to create accountability by listing target response times for each activity type, defines what is covered under deceased animal services, describes what services are not covered, and codifies performance reporting within the agreement.

FISCAL IMPACT
All cites within Contra Costa County are charged animal services costs based on the per capita cost and city’s population. The per capita for the annual fee is calculated using the following formula:
(A) The County’s budgeted cost to provide Animal Services throughout the County in that fiscal year,
(-) minus the sum of animal licensing fees and user fees projected to be received from all County residents in that fiscal year,
(-) minus the budgeted County General Fund contribution for that fiscal year, (/) divided by
(B) the sum of the population of the unincorporated area plus the population of all cities which the County provides Animal Services

5.8 Packet Pg. 62
For FY 2025/26, the per capita cost is $12.45 and according to the California Department of Finance Demographic E1 report released on May 1, 2024, the city’s population was 82,505. This equates to a total FY 2025-26 animal services cost to the City of San Ramon of $1,027,195.

In February 2025, the Animal Services Department notified the City that they expected to achieve a cost savings for FY 2024/25 through vendor updates, supply brand optimization, enhanced emergency protocols, and a reduction in the average length of stay for animals. These strategies were to help offset operational and facility needs and would equate to an estimated 4.35% savings toward the FY 2025/26 fee.

In August 2025, Animal Services prepared the reconciliation of their year-end balance to determine the cost savings to apply credits to all the cities. The reconciliation credit for FY 2024/25 is $80,637 and when applied to the 2025/26 fee, the adjusted annual total cost is $946,558. The amount budgeted for Animal Services is $995,393 and was approved in the FY 2025/26 Operating Budget.

STEPS FOLLOWING APPROVAL
Staff will process payment to Contra Costa County for Animal Control Services.

ATTACHMENT(S)
A: Current City-County Animal Services Agreement (2022) B: Projected Cost for 2025/26
C: Reconciliation Letter for 2025/26 Fee

5.8 Packet Pg. 63
RESOLUTION NO. 2025-130

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAMON AUTHORIZING THE EXPENDITURE OF $946,558 TO CONTRA COSTA COUNTY FOR ANIMAL CONTROL SERVICES FOR FY 2025/26
WHEREAS, the Contra Costa County Animal Services Department currently provides animal control services in San Ramon through an existing agreement (C2022-030) between the City and County; and
WHEREAS, the projected fee for services for 2025/26 was $1,027,195 based on the total cost per capita of $12.45 and the city’s population of 82,505 according to the May 1, 2024 California Department of Finance Demographic E1 report; and WHEREAS, the Animal Services Department reconciled their FY 2024/25 year-end balance and applied a credit of $80,637 to the FY 25/26 fee.

NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of San Ramon does hereby authorize the expenditure of $946,558 to the Contra Costa County Animal Services Department for the 2025/26 FY fee.

PASSED, APPROVED, AND ADOPTED, at the meeting of December 9, 2025 by the following votes:

AYES:

NOES:

ABSENT:

ABSTAIN:
________________________
Mark Armstrong, Mayor
ATTEST:
__________________________
Joan Snashall, City Clerk

5.8 Packet Pg. 64

1 CITY- COUNTY ANIMAL SERVICES AGREEMENT
The County of Contra Costa, a political subdivision of the State of California County"), and the City of San Ramon , a municipal corporation in the County City"), enter into this City-County Animal Services Agreement (“ Agreement”) effective as of July 1, 2022 (“Effective Date”).

1. Authority. The City has adopted by reference Division 416 of the Contra Costa County Ordinance Code ( hereafter " Division 416") governing animals.

Division 416 establishes requirements and procedures for animal control by the County’ s Animal Services Department. This Agreement is entered into to memorialize the County’ s provision of Animal Services and enforcement of Division 416 within the City as provided in Section 416-4.208, and as authorized by California Government Code section 51301.

2. Enforcement Duties and Personnel. The County will enforce Division 416 within the City’s boundaries. The City hereby designates and appoints the County' s Animal Services Director and his or her staff as public officers of the City for the purposes of this Agreement and enforcing and carrying out its provisions.

3. Scope of Services.
a. In addition to enforcing Division 416, the County will provide to the City the Field Services, Shelter Services, and Deceased Animal Services described in this Agreement ( collectively, “ Animal Services”) in the manner provided for in this Agreement. During periods of emergency such as fire, earthquake, flooding, pandemic), it might not be possible to provide the Animal Services to the same extent and within the same time frames as during non-emergency times.
b. Calls made to the County for services that are not provided by the County pursuant to this Agreement will be referred back to the City in which the call was requested. In such a case, the City is responsible for determining the next appropriate action.
c. The County will provide Animal Services within the City’s boundaries in accordance with all applicable federal, state, and local laws, including the Ordinance Code.

4. Definitions.
a. “ Critically Sick or Injured Animals” means those animals that have lifethreatening conditions. b. “ Emergency Calls” means complaints of animal bites, potential rabies exposure, or attacks on humans or domestic animals that are in progress, or, when a bite or attack has occurred, where the animal remains an immediate threat to humans.
c. “ Livestock” means a large domesticated agricultural animal, such as a

5.8.a
Packet Pg. 65
Attachment: A: Current City-County Animal Services Agreement (2022) (2025-130 : Animal Control Services for FY 25/26)

2 cow, bull, steer, horse, sheep, or other large agricultural animal. d. “ Regular Field Services hours” means between 8:00 am and 9:00 pm each day of the week, including Saturdays and Sundays.

5. Field Services. The County will provide the following services ( collectively, Field Services”) within the City upon a request from a City resident or person within the boundaries of the City.
a. Pick up and attempt to return to their owners domesticated animals that are found “ at large,” to the extent possible without impoundment by relying on the animal’ s identification, including dogs, trapped, injured, or sick cats, and other small, domesticated animals, including rabbits, chickens, turkey, geese, and ducks, but excluding wildlife, such as deer, mountain lions, opossums, wild turkeys, raccoons, skunks or squirrels unless a rabies exposure has occurred.
b. Investigate complaints of animal bites, rabies exposure and attacks to humans or domestic animals, including documenting the incident, interviewing witnesses, quarantining animals, preparing and transporting animals for rabies testing, and investigating any alleged violations of a quarantine order.
c. Enforce provisions governing potentially dangerous and dangerous animals, including but not limited to investigating complaints, designating animals, impounding animals, conducting hearings, and issuing permits for animals designated dangerous or potentially dangerous. d. Enforce provisions governing barking dogs and other noisy animals, including but not limited to conducting hearings.
e. Respond during regular business hours to police or fire department calls for assistance regarding animal-related issues. The County may provide after-hours warrant support to the City with advance notice, if County Animal Services personnel are available and willing to volunteer for the assignment, and provided the City pays additional fees sufficient to cover the County’ s actual costs.
f. Investigate, cite, impound, and seek resolution of complaints regarding potential mistreatment of domestic animals by their owners.

6. Response Times for Field Services.
a. The County will attempt to respond to requests for Field Services during the hours and within the times specified in this section. The County shall maintain records of its response times to calls for Field Services. i. Priority 1 calls are Emergency Calls, which are calls for assistance from police or fire personnel and calls regarding rabies exposure, dangerous animals, and Critically Sick or Injured Animals.

1. The County will respond to Priority 1, 2, and 3 calls between 8:00 AM and 9:00 PM, seven ( 7) days per week, including

5.8.a
Packet Pg. 66
Attachment: A: Current City-County Animal Services Agreement (2022) (2025-130 : Animal Control Services for FY 25/26)

3 holidays.

2. For ninety-five percent ( 95%) of responses to Priority 1 calls, County personnel will attempt to arrive on the scene within two 2) hours from the time when the call for service is received by County staff.
ii. Priority 2 calls are calls to pick up animals that were at large but have since been confined at a location within the County, and calls regarding urgent, animal- related requests for assistance not involving Critically Sick or Injured Animals.

1. The County will respond to Priority 2 calls during regular Field Services hours.

2. For eighty percent ( 80%) of responses to Priority 2 calls received during regular Field Services hours, County personnel will attempt to arrive on the scene within 12 hours from the time the call for service is received by County staff.

3. The County will respond to Priority 2 calls received outside of regular Field Services hours no later than 7:00 pm on the next day.

4. The County may respond to Priority 2 calls by taking a report by phone or by contacting parties and witnesses at the scene. iii. Priority 3 calls are all other calls, such as calls regarding animals at large, animals causing a nuisance, and dead animals.

1. The County will respond to Priority 3 calls during regular Field Services hours.

2. For sixty-five percent ( 65%) of responses to Priority 3 calls received during regular Field Services hours, County personnel will attempt to arrive on the scene within 24 hours from the time the call for service is received by County staff.

3. The County will respond to calls received outside of regular Field Services hours on the next day.

4. The County will respond to Priority 3 calls only after the County has responded to all then-outstanding Priority 1 and Priority 2 calls.

5. The County may respond to Priority 3 calls by taking a report by phone or by contacting parties and witnesses at the scene.

7. Shelter Services.
a. The County will provide the following services to City residents (“ Shelter Services”):
i. Impound and shelter lost or stray dogs, injured/ sick, lost or endangered community cats, and other small, domesticated

5.8.a
Packet Pg. 67
Attachment: A: Current City-County Animal Services Agreement (2022) (2025-130 : Animal Control Services for FY 25/26)

4 animals that are brought to the shelter by County staff, residents of the County or cities that have contracts with the County for the provision of Animal Services. A community cat is considered endangered if it is in imminent risk of being killed, poisoned, or injured but not if, due to being at large, it is at risk of starvation, being attacked by another animal, or hit by an automobile. Orphaned kittens that cannot survive without human intervention are also considered endangered.
ii. Impound and quarantine biting animals.
iii. Provide rabies testing of animals suspected of infection. iv. Provide for reclamation of abandoned, lost or stray domestic animals.
v. Provide onsite services to the public at the County’ s Martinez shelter for the following: search for lost animals, reclaim animals, adopt animals, answer inquiries regarding animals, accept complaints regarding animals, provide vaccines and spay/neuter services for a small fee, conduct humane education programs, and license animals onsite or online.
vi. Provide care for sheltered animals based on the California Veterinary Board Guidelines for Standards of Care in Animal Shelters published by the Association of Shelter Veterinarians. vii. Provide services as required by the California Penal Code Section 597.1 and other laws governing shelters for animal care, treatment, holding periods, placements, and dispositions.
b. Medical Services. As part of the Shelter Services, the County will provide the following medical services (“ Medical Services”):
i. The County will provide veterinarian services twenty- four (24) hours per day through partnerships with emergency vets to treat injured or sick impounded animals.
ii. If an animal’ s condition requires immediate treatment outside of the County shelter’ s regular business hours or when no veterinarian is on staff at the County’ s shelter, then County Animal Services Department officers or Good Samaritans may take the animal to any emergency veterinarian clinic/hospital that is under contract with the County to provide emergency veterinary services ( as posted on the County shelter’ s doors and on the County’ s Animal Services Department’ s website).
iii. The County will monitor animals on a rabies virus quarantine. iv. The County will conduct a minimum of one vaccine clinic per month and maintain a spay and neuter clinic in Martinez, which for a fee paid by the animal’ s owner will provide vaccine and spay/neuter services for County residents’ dogs and cats. The fee will be

5.8.a
Packet Pg. 68
Attachment: A: Current City-County Animal Services Agreement (2022) (2025-130 : Animal Control Services for FY 25/26)

5 approved by the County Board of Supervisors and published on the County Animal Services Department fee schedule.
v. Provide rabies control information free of charge to the public. vi. The County will provide emergency veterinary services in accordance with Section 597(f) of the California Penal Code. c. Shelter Services Hours
i. The Martinez shelter will be open to the public for a minimum of 30 hours per week, 5 days per week, 6 hours per day, including one weekend day each week except during weeks that are shortened by a County holiday.
ii. The Martinez Shelter will be closed on designated County holidays and one day per year dedicated to in-house staff training.

8. Deceased Animal Services. The County will provide the following services within the City in response to calls regarding deceased animals during regular Field Services hours:
a. Pick up deceased domestic animals, wildlife, and livestock from public property.
b. With property owners’ consent, pick up deceased domestic or wild animals from private property for a fee based on the Department’ s fee schedule paid directly to the County Animal Services Department by the property owner or reporting party.
c. Identify and notify the owner of deceased animals, whenever possible. d. Dispose of the body of any deceased animal picked up by the County.

9. Excluded Services. The County will not provide the following services to the City under this Agreement:
a. Respond to requests for removal of live or deceased marine animals and disposal of deceased marine animals.
b. Pick up and transport wildlife, including baby birds. c. Pick up live animals for surrender. The County may, at its discretion, accept live animals belonging to County residents for surrender at the Martinez shelter and charge a fee to the animal owner or property owner as part of its regular operations.
d. Respond to pest control issues ( i.e., infestations, perceived or real, of squirrels, rats, mice, insects, gophers, wasps, bees, spiders, or other pests).
e. Respond to calls regarding live, sick and injured racoons, opossum, deer, mountain lions, coyotes, wild turkeys, wild pigs, peacocks, or other wildlife unless a rabies exposure has occurred. The County will refer calls regarding live wildlife to the California Department of Fish and Wildlife.

5.8.a
Packet Pg. 69
Attachment: A: Current City-County Animal Services Agreement (2022) (2025-130 : Animal Control Services for FY 25/26)

6 10. Policies and Procedures. All policies and procedures shall be developed with the goal of ensuring animal welfare, enhancing cost efficiency and quality of services provided to the contracted cities and unincorporated areas of Contra Costa County. They will be developed to reflect best practices in the industry for animal control and shelter animal care using the Guidelines for Standards of Care in Animal Shelters published by the Association of Shelter Veterinarians, ASPCA, the Humane Society of the United States, National Animal Control Association ( NACA) and/or other currently accepted best practices for animal control and animal sheltering.

11. Performance and Activity Reports. The County will deliver to the City within 14 days of the end of each quarter, an Animal Control and Results Report summarizing Animal Services provided by the County to the City during the previous quarter and including year-to-date data. This report will include the following information:
a. The total number of calls for service received by the County under this Agreement, identified by type of service and Priority level. b. A response time report identifying response times by Priority level. c. The outcomes for animals impounded, identified by City/County jurisdiction.
d. The number of calls for service received from City residents or persons within the City’s boundaries.
e. A listing of dogs registered to City residents identified as potentially dangerous or dangerous ( PDA/DA) that have a valid County- issued PDA/DA permit.

12. Fees and Fines. Pursuant to Food and Agricultural Code Section 30652, all fees and fines collected by the County for providing Animal Services to the City shall be deposited into the County Treasury and shall be used to meet the County’ s cost of providing Animal Services to the City.

13. Annual Fee.
a. In consideration for Services provided by the County to the City, and in addition to any fees and fines imposed on City residents, the City agrees to pay to the County the following amounts (“ Annual Fee”):
i. For fiscal year 2022-2023, $ 7.97 for each person residing within the City limits as of January 2022. For example, if the City’s population is 50,000, the Annual Fee is $398,500.
ii. For fiscal year 2023-2024, $ 9.11 for each person residing within the City limits as of January 2023. For example, if the City’s population is 50,000, the Annual Fee is $455,500.
iii. For each fiscal year thereafter, the per capita rate for the Annual Fee shall be calculated using the following formula: ( A) The County’ s budgeted cost to provide Animal Services throughout the

5.8.a
Packet Pg. 70
Attachment: A: Current City-County Animal Services Agreement (2022) (2025-130 : Animal Control Services for FY 25/26)

7 County in that fiscal year, minus the sum of animal licensing fees and user fees projected to be received from all County residents in that fiscal year, minus the budgeted County general fund contribution for that fiscal year, divided by (B) the sum of the population of all cities for which the County provides Animal Services. For example, if the budgeted cost to provide Animal Services throughout the County is $12,640,000, the animal licensing and user fees projected to be received are $1,620,000, the budgeted general fund contribution is $4,112,000, and the population is 866,583, then the per capita Annual Fee would be

7.97 per capita [($ 12,640,000 - $ 1,620,000 - $ 4,112,000) / 866,583]. For a City with a population of 100,000, the total Annual Fee would be $797,000.
b. The City shall pay the Annual Fee to the County in four equal quarterly installments. Each installment shall be due on the first day of each fiscal quarter ( i.e., July 1, October 1, January 1, and April 1). The City shall make the payment to the County Treasurer- Tax Collector, 625 Court Street, Martinez, CA 94553.
c. The City shall pay the Annual Fee to the County regardless of the amount of any fees and fines collected by the County pursuant to Division 416.
d. Each year, the County will prepare a reconciliation report of actual costs incurred by the County to provide Animal Services during the immediately preceding year to ensure the Annual Fee paid by the City covers only actual costs incurred to provide Animal Services. The reconciliation report will be completed and sent to the City in the month of August for each fiscal year. Any cost savings for that fiscal year will be applied to the following fiscal year.
e. For purposes of calculating the Annual Fee, the County shall rely on the population figures reported by the California State Department of Finance E1 Population Estimates report as of January of each year. f. The County shall notify the City of the amount of the Annual Fee for the next fiscal year by March 1st of each year.

14. Term; Termination.
a. The term of this Agreement begins on the Effective Date and continues for two (2) years. This Agreement shall automatically renew for successive three-year periods until either party terminates this Agreement by giving the other party 90 days advance written notice of termination.
b. This Agreement shall automatically terminate if the County repeals Division 416 or if the City repeals its resolution incorporating and applying Division 416 within the City.
c. The County may terminate this Agreement if the City fails to pay the

5.8.a
Packet Pg. 71
Attachment: A: Current City-County Animal Services Agreement (2022) (2025-130 : Animal Control Services for FY 25/26)

8 Annual Fee by its due date by giving the City 30-days advance written notice.
d. The County agrees to meet jointly with all contracting city agencies annually during Quarter 2 of each fiscal year (i.e., October) to discuss potential revisions or updates through the Public Managers Association.

15. Entire Agreement; Amendment. This Agreement constitutes the entire agreement between the parties, and supersedes any prior agreement between the parties, with respect to the subject matter hereof. Any amendment to this Agreement must be in writing and approved by the Contra Costa County Board of Supervisors.

16. Governing law; Venue. This Agreement shall be governed by the laws of the State of California. Any dispute arising out of or related to this Agreement shall be brought in Contra Costa County Superior Court.

17. Notices. Any notice to be given to either of the parties in connection with this Agreement shall be sent by U.S. mail to the following address:

If to County:

Director, Animal Services
4800 Imhoff Place
Martinez, California 94553- 4300
If to City:

The parties are signing this Agreement as of the Effective Date set forth above.

COUNTY CITY
By: Beth Ward By:

Title: Animal Services Director Title:

Date: Date:

Joe Gorton
City Manager
6/16/2022
Beth Ward ( Jun 17, 2022 06: 26 PDT)

5.8.a
Packet Pg. 72
Attachment: A: Current City-County Animal Services Agreement (2022) (2025-130 : Animal Control Services for FY 25/26) Animal Services Department
4800 Imhoff Place
Martinez, California 94553-4300
(925) 608-8400
Ben Winkleblack
Director
Contra Costa County
5/28/2024
Mr. Steven Spedowfski, City Manager
City of San Ramon
San Ramon, CA 94583
Dear Mr. Spedowfski,
On February 29, 2024, Contra Costa Animal Services (CCAS) advised each of the 18 contracted cities of the per capita cost set at $12.11 for FY 2024/25 pursuant to the City-County Services Agreement (attached letter). After engaging with our city partners, additional budgetary analysis, and per the direction of the County Board of Supervisors on April 23, 2024, the Department reduced its FY 2024/25 expenditures budget by $1,224,922. This reduction included an adjustment of the proposed personnel allocations, along with city fee and general fund contributions.

Therefore, the adjusted FY 2024/25 City Fees, which are equal to the total County cost, minus the sum of the animal licensing and user fees, minus the County General Fund contribution, per section 13.a.iii in the City-County Services Agreement (attached), are now:

Total Animal Services Cost $ 16,603,285 (adjusted)
Total Licensing and User Fee Revenue $ 1,650,000
Total General Fund Contribution $ 5,585,389 (adjusted)
Total City Fees $ 9,367,896 (adjusted)
The adjusted per capita rate has been revised to $10.92. Based on your city’s population according to the California Department of Finance Demographic E1 report as of January 1, 2024, the revised cost for animal services for Fiscal Year 2024/25 for the City of San Ramon will be $904,903.

Sincerely,
Ben Winkleblack, CAWA
Director
Contra Costa Animal Services

5.8.b
Packet Pg. 73
Attachment: B: Projected Cost for 2025/26 (2025-130 : Animal Control Services for FY 25/26) Animal Services Department
4800 Imhoff Place
Martinez, California 94553-4300
(925) 608-8400
Ben Winkleblack, CAWA
Director
Contra Costa County
August 29, 2025
Mr. Steven Spedowfski
City of San Ramon
7000 Bollinger Canyon Rd
San Ramon, CA 94583
Dear City Manager Mr. Spedowfski,
Thank you for your continued partnership in providing animal services to your community. In February 2025, Contra Costa Animal Services (CCAS) provided you with the cost allocation for the FY 2025/26 City-County Services Agreement in the amount of $1,027,195 for the City of San Ramon.

As we close out FY 2024/25, we’ve prepared the reconciliation of our year-end balance and the credits being applied to each city for FY 2025/26.

The cost savings are calculated by subtracting expenditures from revenues received and the County contribution. The County maintained its proportional contribution equal to 33.6% of the total expenditures for FY 2024/25. Each city’s credit is proportional to its annual fee, which was based on its population in the Department of Finance E-1 Population and Housing Estimates report published May 1, 2023.

The applied adjustments to San Ramon’s share of costs are as follows:

Reconciliation Credit FY 2024/25: $80,637
Adjusted FY3025/26 Q2 Invoice (Oct–Dec 2025): $176,162
Please feel free to contact me at (925) 608-8470 with any questions or to discuss this information further.

We remain committed to supporting your City’s needs and providing effective animal services. Thank you for your partnership.

Sincerely,
Ben Winkleblack, Director

5.8.c
Packet Pg. 74
Attachment: C: Reconciliation Letter for 2025/26 Fee (2025-130 : Animal Control Services for FY 25/26)