Agenda packet — City Council and Authorities Concurrent, October 10, 2023 (part 1 of 5)

City of Santa Clara
Meeting Agenda
Council and Authorities Concurrent Meeting
Hybrid Meeting
City Hall Council Chambers/Virtual
1500 Warburton Avenue
Santa Clara, CA 95050
Tuesday, October 10, 2023 4:00 PM
The City of Santa Clara is conducting City Council meetings in a hybrid manner (in-person and continues to have methods for the public to participate remotely). • Via Zoom:
o https://santaclaraca.zoom.us/j/99706759306
Meeting ID: 997-0675-9306
o Phone 1(669) 900-6833
How to Submit Written Public Comment Before City Council Meeting:

1. Use the eComment tab located on the City Council Agenda page https://santaclara.legistar.com/Calendar.aspx. eComments are directly sent to the iLegislate application used by City Council and staff, and become part of the public record. eComment closes 15 minutes before the start of a meeting.

2. By email to [email protected] by 12 p.m. the day of the meeting. Those emails will be forwarded to the Council and will be uploaded to the City Council Agenda as supplemental meeting material. Emails received after the 12 p.m. cutoff time up through the end of the meeting will form part of the meeting record. Please identify the Agenda Item Number in the subject line of your email.

NOTE: Please note eComments and Emails received as public comment will not be read aloud during the meeting.

Agendas, Staff Reports and some associated documents for City Council items may be viewed on the Internet at https://santaclara.legistar.com/Calendar.aspx All public records relating to an open session item on this agenda, which are not exempt from disclosure pursuant to the California Public Records Act, that are distributed to a majority of the legislative body will be available for public inspection at the Office of the City Clerk at Sana Clara City Hall, 1500 Warburton Avenue, Santa Clara, CA 95050 at the same time that the public records are distributed or made available to the legislative body. Any draft contracts, ordinances and resolutions posted on the Internet site or distributed in advance of the Council meeting may not be the final documents approved by the City Council. For the final document, you may contact the Office of the City Clerk at (408) 615-2220 or [email protected].

City of Santa Clara Page 1 of 13 Printed on 10/5/2023
Council and Authorities Concurrent
Meeting
Meeting Agenda October 10, 2023
Closed Session - 4:00 PM | Study Session - 5:30 PM | Regular Meeting - 7:00 PM 4:00 PM CLOSED SESSION
Call to Order in Council Chambers
Roll Call

1.A Conference with Labor Negotiators (CC)
Pursuant to Gov. Code § 54957.6
City representatives: Jōvan Grogan, Nadine Nader, Aracely Azevedo, Marco Mercado, Charles Sakai, Glen Googins
Employee Organization(s):

Units #5, 7 & 8-City of Santa Clara Employees Association Unit #9A-Unclassified Police Management Employees
23-1217

1.B Conference with Real Property Negotiators (CC)
Pursuant to Gov. Code § 54956.8
Property: 575 Pomeroy Avenue, Santa Clara, CA 95051-6131, APN: 293-09-005
City Negotiators: Jōvan D. Grogan, Cynthia Bojorquez,
Elizabeth Klotz
Negotiating Parties: Kilarney Farms Swim Center Inc.

Under Negotiation: Purchase of Real Property (provisions, price and terms)
23-1218
Public Comment
The public may provide comments regarding the Closed Session item(s) just prior to the Council beginning the Closed Session. Closed Sessions are not open to the public.

Convene to Closed Session (Council Conference Room)
5:30 PM JOINT DINNER
Call to Order in Council Chambers
Confirmation of Quorum of Council Attendance
Roll Call of Youth Commission

2. 23-859 Joint City Council and Youth Commission Dinner Meeting 7:00 PM COUNCIL REGULAR MEETING
*Open Session is to begin at 7:00 PM or shortly thereafter.

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Council and Authorities Concurrent
Meeting
Meeting Agenda October 10, 2023
Call to Order in Council Chambers
Pledge of Allegiance and Statement of Values

REPORTS OF ACTION TAKEN IN CLOSED SESSION MATTERS
(October 4, 2023 and October 10, 2023)

CONTINUANCES/EXCEPTIONS/RECONSIDERATIONS

SPECIAL ORDER OF BUSINESS

3.A Proclaim October 2023 as Hindu American Awareness and Appreciation Month
23-946

3.B 23-947 Proclaim October 2023 as Domestic Violence Awareness Month

3.C 23-1244 Proclaim October 9, 2023, as Hangul Day

3.D 23-1245 Proclaim October 2023 as Filipino American History Month

CONSENT CALENDAR
[Items listed on the CONSENT CALENDAR are considered routine and will be adopted by one motion. There will be no separate discussion of the items on the CONSENT CALENDAR unless discussion is requested by a member of the Council, staff, or public. If so requested, that item will be removed from the CONSENT CALENDAR and considered under CONSENT ITEMS PULLED FOR DISCUSSION.]

4.A 23-22 Board, Commissions and Committee Minutes
Note and file the Minutes of:

Youth Commission - May 9, 2023
Parks & Recreation Commission - August 15, 2023
Senior Advisory Commission - August 28, 2023
Cultural Commission - August 7, 2023
Recommendation:

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Meeting
Meeting Agenda October 10, 2023

4.B Action on Award of Contract for the Memorex and San Tomas Junction Transmission Line Extension Projects Contract No. 2449-9668 & 2442-9668 to Henkels & McKoy West funded by the Electric Utility Capital Fund
23-118

1. Award a Public Works Contract for the Memorex
and San Tomas Junction Transmission Line
Extension Projects to the lowest responsive and
responsible bidder, Henkels & McKoy West, in the
amount of $4,631,813 funded by the Electric Utility
Capital Fund, and authorize the City Manager to
execute the Public Works Contract, subject to the
review and approval as to form by the City Attorney,
and any and all documents associated with, and
necessary for the award, completion, and
acceptance of these Projects ; and

2. Authorize the City Manager to execute change
orders up to approximately 15 percent of the
original contract price, or $694,772, for a total not
to exceed amount of $5,326,585.

Recommendation:

4.C Action on Award of Contract for the Freedom Circle Junction Cut-In Transmission Line Extension Project Contract No. 2451 to Henkels & McCoy West funded by the Electric Utility Capital Fund
23-119

1. Award a Public Works Contract for the Freedom
Circle Junction Cut-In Transmission Line Extension
Project to the lowest responsive and responsible
bidder, Henkels and McCoy West, in the amount of
$398,860 funded by the Electric Utility Capital
Fund, and authorize the City Manager to execute
the Public Works Contract and any and all
documents associated with, and necessary for the
award, completion, and acceptance of this Project
subject to the review and approval as to form by the
City Attorney and

2. Authorize the City Manager to execute change
orders up to approximately 15 percent of the
original contract price, or $59,829, for a total
maximum compensation of $458,689.

Recommendation:

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Council and Authorities Concurrent
Meeting
Meeting Agenda October 10, 2023

4.D Action to Amend the Community Development Department’s Building Division Consultant Agreements for Plan Review and Inspection Services, and Approve the Related Budget
Amendment
23-1048
1) Approve and authorize the City Manager to
execute 9 plan check agreement Amendments
and 1 new plan check Agreement, in final forms
approved by the City Attorney, with an increase
in the maximum aggregate compensation of
$2,949,000 by $2,200,000 for a new revised
amount of $5,149,000, with the following firms:
· 4Leaf, Inc. Amendment No. 2
· Bureau Veritas North America, Inc. Amendment
No. 1
· CSG Consultants, Inc. Amendment No. 2
· Interwest Consulting Group, Inc. Agreement
· Jason Addison Smith Consulting Services, Inc.
(JAS Pacific) Amendment No. 2
· Plan Review Consultants, Inc. Amendment No. 5
· Shums Coda Associates, Inc. Amendment No. 6
· Synergetic Consulting Amendment No. 3
· TRB + Associates, Inc. Amendment No. 6
· West Coast Code Consultants, Inc. Amendment
No. 4; and
2) Approve the FY 2023/24 budget amendment in
the Building Development Services Fund to
increase the appropriation to the Community
Development Department by $2,200,000 and
reduce the unrestricted ending fund balance
by$2,200,000 (five affirmative Council votes
required for the use of unused balances).

Recommendation:

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Meeting Agenda October 10, 2023

4.E Action on a Grant Agreement with the California Office of Traffic Safety, and Amendment No. 1 to the Agreement with Safe
Moves, Inc., for the Safe Routes to School Program, and Related Budget Amendments
23-936

1. Authorize the City Manager to execute and take
all necessary steps to approve the Grant
Agreement between the City of Santa Clara
and the State of California Office of Traffic
Safety in the amount of $45,200 for the Safe
Routes to School Program, in a final form
approved by the City Attorney;

2. Authorize the City Manager to execute
Amendment No. 1 to the Agreement with Safe
Moves, Inc. to increase the maximum
compensation by $45,200 for a revised
not-to-exceed amount of $645,200, to provide
equipment and services in support of the Safe
Routes to School Program, in a final form
approved by the City Attorney;

3. Authorize the City Manager to make minor
modifications to both agreements and to extend
the terms, if needed, in a final form approved by
the City Attorney; and

4. Approve the FY 2023/24 budget amendment in
the Streets and Highways Capital Fund to
increase the Other Agencies Revenue estimate
by $45,200 to recognize grant funding for the
OTS grant and establish the 2023 Santa Clara
School Pedestrian and Bicycle Safety Project in
the amount of $45,200 (five affirmative
Council votes required to appropriate
additional revenue).

Recommendation:

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Meeting
Meeting Agenda October 10, 2023

4.F Action on Amendment No. 1 to the Agreement with Real Environmental Products, LLC for Landfill Gas Collection System Repair and Maintenance Services
23-995
Approve and authorize the City Manager to execute
Amendment No. 1 to the Agreement with Real
Environmental Products, LLC to increase the
maximum compensation by $300,000 for a total
contract amount of $1,300,000 over the five-year term
for landfill gas collection system repair and
maintenance services, subject to appropriations.

Recommendation:

4.G Action on Amendment No. 5 to the Contract Between the County of Santa Clara and City of Santa Clara Congregate Meals Program
23-925

1. Approve and authorize the City Manager to execute
Amendment No. 5 to the Contract Between the
County of Santa Clara and City of Santa Clara -
Congregate Meals at the Santa Clara Senior
Center in an amount not to exceed $139,308 for FY
2023/24 for a total contract amount not to exceed
$636,818, in a final form approved by the City
Attorney; and

2. Authorize the Office of the City Manager to
negotiate and execute minor amendments to the
Agreement, in a final form approved by the City
Attorney, subject to Council appropriation of funds;
and

3. Approve the related FY 2023/24 budget
amendment in the Parks and Recreation Operating
Grant Trust Fund to increase the Other Agencies
Revenue estimate and the Senior Nutrition
Program appropriation by $14,390 (five affirmative
Council votes required to appropriate additional
revenue).

Recommendation:

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Meeting Agenda October 10, 2023

4.H Action to Accept Federal Community Project Funding for the De La Cruz, Lick Mill, Scott Boulevards Bicycle Improvements Project, and the Anna Drive Neighborhood Flood Protection Project; Authorize the City Manager to Execute All Documents Related to Accepting Federal Funding, and Approve the Related Budget Amendments
23-836

1. Accept Federal Funding Under the Community Project
Funding administered by the California Department of
Transportation and Authorize the City Manager to
Execute All Documents Related to Accepting Federal
Funding; and

2. Approve the following FY 2023/24 budget amendments:

A. In the Streets and Highway Capital Fund, increase
the Other Agencies Revenue estimate in the amount
of $2,725,000 to recognize Federal Community
Project funding, decrease the Pedestrian and Bicycle
Enhancement Facilities Project in the amount of
$354,000, and establish the De La Cruz, Lick Mill,
and Scott Boulevards Bicycle Improvements Project
in the amount of $3,079,000 (five affirmative
Council votes required to appropriate additional
revenue); and
B. In the Storm Drain Capital Fund, increase the Other
Agencies Revenue estimate in the amount of
$3,000,000 to recognize Federal Community Project
funding, decrease the Laurelwood Pump Station
Rehabilitation Project in the amount of $400,000,
and establish the Anna Drive Neighborhood Flood
Protection Project in the amount of $3,400,000 (five
affirmative Council votes required to appropriate
additional revenue).

Recommendation:

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Meeting
Meeting Agenda October 10, 2023

4.I Action on a Request for a Special Permit to Allow Outdoor Display of Goods for Sale at 2213 El Camino Real from October 11, 2023 through November 30, 2023
23-1074

1. Determine the issuance of the Special Permit
to be categorically exempt from formal
environmental review pursuant to CEQA
Guidelines section 15304(e) (Class 4 - “Minor
Alterations to Land”); and

2. Adopt the findings listed in the Report in
accordance with City Code Section 18.60.030
and approve the request of a Special Permit to
allow for outdoor display and sales events at
2213 El Camino Real from October 11, 2023
through November 30, 2023, subject to
conditions.

Recommendation:

4.J Resolution Increasing the Transient Occupancy Tax Rate from

11.5% to 12.5% effective January 1, 2024; and Introduction of an Ordinance Amending Section 3.25.030 of the Santa Clara City Code to Reflect the Increase in the Transient Occupancy Tax Rate
23-1075

1. Approve a resolution increasing the Transient
Occupancy Tax rate from 11.5% to 12.5% effective
January 1, 2024; and

2. Approve the introduction of an ordinance
amending section 3.25.030 of the Santa Clara City
Code to reflect the increase in the Transient
Occupancy Tax rate.

Recommendation:

4.K Action on Council and Authorities Concurrent and Stadium Authority Meetings for 2024
23-1140
Set the 2024 calendar year Council and Authorities
Concurrent and Stadium Authority as reflected on the
attached calendar.

Recommendation:

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Meeting
Meeting Agenda October 10, 2023

4.L Action on Silicon Valley Power’s Updated Sponsorship List of Annual Events and Activities and Continued Delegation of Authority to City Manager to Approve Additional Sponsorships of up to $10,000
23-1167

1. Approve Silicon Valley Power’s annual sponsorship
support of the events and activities listed in
Attachment 1; and

2. Authorize the City Manager to approve additional
sponsorships of up to $10,000 per event through
the execution of the Silicon Valley Power
Sponsorship Application in substantially the form
set forth in Attachment 2.

Recommendation:

4.M Action on Amendments to Council Policy 035 (“Naming of Facilities”) as recommended by the Governance and Ethics Committee
23-637
Adopt a Resolution amending Council Policy 035 on
Naming of Facilities.

Recommendation:

4.N Note and file the 2023 Report on Flood Insurance Coverage Assessment
23-752
Note and file the Report on Flood Insurance Coverage
Assessment.

Recommendation:

PUBLIC PRESENTATIONS
[This item is reserved for persons to address the Council or authorities on any matter not on the agenda that is within the subject matter jurisdiction of the City or Authorities. The law does not permit action on, or extended discussion of, any item not on the agenda except under special circumstances. The governing body, or staff, may briefly respond to statements made or questions posed, and appropriate body may request staff to report back at a subsequent meeting. Although not required, please submit to the City Clerk your name and subject matter on the speaker card available in the Council Chambers.]

CONSENT ITEMS PULLED FOR DISCUSSION

PUBLIC HEARING/GENERAL BUSINESS
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Meeting Agenda October 10, 2023

5. Informational Presentation by the Cities Association of Santa Clara County on a Proposed Joint Powers Agreement to
Establish the Cities Association of Santa Clara County Joint Powers Agency
23-1269
Receive the Cities Association of Santa Clara
County’s presentation; and discuss and provide
feedback on the proposed Joint Powers Agreement
to establish the Cities Association of Santa Clara
County Joint Powers Agency.

Recommendation:

6. Continuance Until October 24, 2023 of the Public Hearing Scheduled for a Tentative Parcel Map, Rezone, and
Architectural Review to Add a Second-Story Accessory Dwelling Unit and Create Two Separate Lots Each with an Existing Residence and a New Detached Garage on the Property
Located at 1365 Main Street and 1070 Lewis Street
23-1251
Open the Public Hearing and then immediately
continue this Public Hearing item to the October 24,
2023 City Council meeting.

Recommendation:

7. Public Hearing: Action on a Rezone to Planned Development and Architectural Review for a First- and Second-Story Addition to a Single-Family Residence at 1485 Bellomy Street
23-1090

1. Determine the project to be categorically
exempt from CEQA under Class 1(e)(2)
(Existing Facilities).

2. Adopt a resolution to approve a Rezone from
PD - Planned Development to PD to allow a
615 square foot first-floor addition and 1,008
square foot second-floor addition at 1485
Bellomy Street, subject to conditions of
approval.

3. Adopt a resolution to approve an Architectural
Review of the proposed first- and second-story
addition at 1485 Bellomy Street, subject to
conditions of approval.

Recommendation:

8. 23-1159 Silicon Valley Power Quarterly Update
Note and file the Silicon Valley Power Quarterly
Update.

Recommendation:

City of Santa Clara Page 11 of 13 Printed on 10/5/2023
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Meeting Agenda October 10, 2023

9. Action Authorizing the City Manager to Negotiate and Execute an Agreement with HD Hyundai Electric America Corporation for the Purchase of Up to Twelve (12) High Voltage Transformers to be Funded by the Electric Utility Capital Fund
23-122
Authorize the City Manager to:

1. Determine that the proposed actions are exempt
from CEQA pursuant to Section 15061 (b)(3) of
Title 14 of the California Code of Regulations;

2. Negotiate and execute an agreement with HD
Hyundai Electric America Corporation (Agreement)
for the manufacture and delivery of up to twelve (12)
High Voltage Transformers including delivery,
installation, and related services for a not to exceed
amount of $81,392,908 funded by the Electric Utility
Capital Fund inclusive of delivery, installation,
commissioning, a five-year warranty, and all
applicable sales taxes, subject to the review and
approval as to form by the City Attorney; and

3. Authorize the City Manager to take any actions as
necessary to implement and administer the
Agreement and negotiate and execute
amendments to the Agreement (a) extend the term
or schedule of performance; and (b) increase the
maximum compensation by $8,100,000 for design
changes and any unanticipated issues that may
arise during production or commissioning of the
transformers, subject to the appropriation of funds
and the review and approval as to form by City
Attorney.

Recommendation:

REPORTS OF MEMBERS AND SPECIAL COMMITTEES

CITY MANAGER/EXECUTIVE DIRECTOR REPORT

ADJOURNMENT
The next regular scheduled meeting is on Tuesday, October 24, 2023 in the City Hall Council Chambers.

City of Santa Clara Page 12 of 13 Printed on 10/5/2023
Council and Authorities Concurrent
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Meeting Agenda October 10, 2023
The time limit within which to commence any lawsuit or legal challenge to any quasi-adjudicative decision made by the City is governed by Section 1094.6 of the Code of Civil Procedure, unless a shorter limitation period is specified by any other provision. Under Section 1094.6, any lawsuit or legal challenge to any quasi-adjudicative decision made by the City must be filed no later than the 90th day following the date on which such decision becomes final. Any lawsuit or legal challenge, which is not filed within that 90-day period, will be barred. If a person wishes to challenge the nature of the above section in court, they may be limited to raising only those issues they or someone else raised at the meeting described in this notice, or in written correspondence delivered to the City of Santa Clara, at or prior to the meeting. In addition, judicial challenge may be limited or barred where the interested party has not sought and exhausted all available administrative remedies.

STREAMING SERVICES: As always, the public may view the meetings on SantaClaraCA.gov, Santa Clara City Television (Comcast cable channel 15 or AT&T U-verse channel 99), or the livestream on the City’s YouTube channel or Facebook page.

Note: The public cannot participate in the meeting through these livestreaming methods; livestreaming capabilities may be disrupted at times, viewers may always view and participate in meetings in-person and via Zoom as noted on the agenda.

AB23 ANNOUNCEMENT: Members of the Santa Clara Stadium Authority, Sports and Open Space Authority and Housing Authority are entitled to receive $30 for each attended meeting.

Note: The City Council and its associated Authorities meet as separate agencies but in a concurrent manner. Actions taken should be considered actions of only the identified policy body.

LEGEND: City Council (CC); Stadium Authority (SA); Sports and Open Space Authority (SOSA); Housing Authority (HA); Successor Agency to the City of Santa Clara Redevelopment Agency (SARDA); Bayshore North Project Enhancement Authority (BNPEA); Public Facilities Financing Corporation (PFFC) Public contact was made by posting the Council agenda on the City’s official-notice bulletin board outside City Hall Council Chambers. A complete agenda packet is available on the City’s website and in the City Clerk’s Office at least 72 hours prior to a Regular Meeting and 24 hours prior to a Special Meeting. A hard copy of any agenda report may be requested by contacting the City Clerk’s Office at (408) 615-2220, email [email protected] <mailto:[email protected]> or at the public information desk at any City of Santa Clara public library.

The City of Santa Clara will generally, upon request, provide appropriate aids and services leading to effective communication for qualified persons with disabilities including those with speech, hearing, or vision impairments so they can participate equally in the City’s programs, services, and activities. The City of Santa Clara will make all reasonable modifications to policies and programs to ensure that people with disabilities have an equal opportunity to enjoy all of its programs, services, and activities.

Agendas and other written materials distributed during a public meeting that are public record will be made available by the City in an appropriate alternative format. Contact the City Clerk’s Office at 1 408-615-2220 with your request for an alternative format copy of the agenda or other written materials.

Individuals who require an auxiliary aid or service for effective communication, or any other disability-related modification of policies or procedures, or other accommodation, in order to participate in a program, service, or activity of the City of Santa Clara, should contact the City’s ADA Coordinator at 408-615-3000 as soon as possible but no later than 48 hours before the scheduled event.

City of Santa Clara Page 13 of 13 Printed on 10/5/2023

MEETING DISCLOSURES
City of Santa Clara
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23-1217 Agenda Date: 10/10/2023

SUBJECT
Conference with Labor Negotiators (CC)
Pursuant to Gov. Code § 54957.6
City representatives: Jōvan Grogan, Nadine Nader, Aracely Azevedo, Marco Mercado, Charles Sakai, Glen Googins
Employee Organization(s):

Units #5, 7 & 8-City of Santa Clara Employees Association Unit #9A-Unclassified Police Management Employees
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City of Santa Clara
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1500 Warburton Avenue
Santa Clara, CA 95050
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@SantaClaraCity
23-1218 Agenda Date: 10/10/2023

SUBJECT
Conference with Real Property Negotiators (CC)
Pursuant to Gov. Code § 54956.8
Property: 575 Pomeroy Avenue, Santa Clara, CA 95051-6131, APN: 293-09-005
City Negotiators: Jōvan D. Grogan, Cynthia Bojorquez, Elizabeth Klotz Negotiating Parties: Kilarney Farms Swim Center Inc.

Under Negotiation: Purchase of Real Property (provisions, price and terms) City of Santa Clara Page 1 of 1 Printed on 10/5/2023
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23-859 Agenda Date: 10/10/2023

REPORT TO COUNCIL

SUBJECT
Joint City Council and Youth Commission Dinner Meeting

BACKGROUND
On July 19, 2016, the City Council approved publicly-noticed joint dinner meetings between the City Council and City advisory bodies in an effort to provide a vehicle for communication between the City Council and City Boards, Committees, and Commissions.

During the COVID-19 pandemic, these meetings were suspended. Consequently, this will be the first joint dinner meeting with the Youth Commission since December 10, 2019.

DISCUSSION
As of September 2023, the City Council has restored its past practice of convening an annual joint dinner meeting with City advisory bodies. The purpose of this meeting will be to provide an opportunity to share the Commission’s work efforts with the City Council. The joint dinner meeting between the City Council and the Youth Commission will take place on October 10, 2023.

The meeting will begin with introductions from the Mayor, City Councilmembers, Commissioners and City staff. This will be followed by a presentation from the City Manager who will present an update on the organization. The City Manager will also discuss plans to enhance the annual Board and Commission workplan development process to better align with the City Council priority setting process. The final third of the agenda is intended to provide the Commission with an opportunity to share their recent accomplishments and to have an open dialogue with the City Council. The agenda for the dinner meeting is enclosed as Attachment 1.

ENVIRONMENTAL REVIEW
This is an information report only and no action is being taken by the City Council and no environmental review under the California Environmental Quality Act (“CEQA”) is required.

FISCAL IMPACT
There is no fiscal impact to the City other than staff time.

PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City’s official-notice bulletin board outside City Hall Council Chambers. A complete agenda packet is available on the City’s website and in the City Clerk’s Office at least 72 hours prior to a Regular Meeting and 24 hours prior to a Special Meeting. A hard copy of any agenda report may be requested by contacting the City Clerk’s Office at (408) 615-2220, email [email protected] <mailto:[email protected]> or at the public information desk at any City of Santa Clara public library.

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23-859 Agenda Date: 10/10/2023
Reviewed by: Maria Le, Assistant to the City Manager, Mayor and Council Office Approved by: Jōvan D. Grogan, City Manager
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Joint City Council and Youth Commission Meeting
AGENDA
Tuesday, October 10, 2023
5:30 p.m.

City Council Chambers
# Agenda Topic Who
1 Welcome Mayor Lisa M. Gillmor
2 Introductions
• City Council Members
• Commission Members
• Staff
All
3 City Manager Presentation
• Organizational Update
• Discuss the need to enhance annual Board &
Commission Workplan Development Process and
align with the City Council Annual Priority Setting
Process
City Manager Jōvan D. Grogan
4 Dinner Discussion
• Commission Accomplishments and Workplan Since
Last Council Dinner
All
City of
Santa Clara
The Center of What's Possible
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23-946 Agenda Date: 10/10/2023

REPORT TO COUNCIL

SUBJECT
Proclaim October 2023 as Hindu American Awareness and Appreciation Month

BACKGROUND
Since its inception in 2013, the Hindu American Foundation has led efforts in California and elsewhere to recognize October as Hindu American Awareness and Appreciation Month. Hindu American Awareness and Appreciation Month highlights Hinduism as a tradition and contributions Hinduism has made to society. The month seeks to highlight the Hindu-American experience, emphasizing the community's contributions and challenges to life in the United States, both historically and currently.

DISCUSSION
The City of Santa Clara will recognize October 2023 as Hindu American Awareness and Appreciation Month on October 10, 2023 with a proclamation from the City Council.

FISCAL IMPACT
There is no fiscal impact to the City other than staff time.

COORDINATION
This report has been coordinated with the City Manager’s Office, the City Attorney’s Office, and the Mayor & Council Office.

Reviewed by: Fiona Kirby, Management Analyst, Mayor & Council Office Approved by: Jōvan D. Grogan, City Manager
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23-947 Agenda Date: 10/10/2023

REPORT TO COUNCIL

SUBJECT
Proclaim October 2023 as Domestic Violence Awareness Month

BACKGROUND
October is Domestic Violence Awareness Month. Domestic Violence Awareness Month evolved from the first Day of Unity observed in October 1981 by the National Coalition Against Domestic Violence, which connected battered women’s advocates from across the country who were working to end domestic violence against women and children.

In 1989, Congress passed Public Law 101-112, officially designating October of that year as National Domestic Violence Awareness Month. Since then, cities across the nation have joined with battered women’s advocates to proclaim the month of October as Domestic Violence Awareness month.

Each year, Domestic Violence Awareness Month is observed to encourage individuals, advocates, and communities to take actions to help end domestic violence. Community events are held to raise public awareness of domestic violence issues, to educate victims on how to access available resources, and to send a powerful statement to abusers that domestic violence will not be tolerated.

DISCUSSION
At the October 10, 2023 City Council meeting, the City Council will proclaim October 2023 as Domestic Violence Awareness Month and present the proclamation to representatives from Maitri, a nonprofit organization that primarily helps families and individuals from South Asia and Next Door Solutions, the largest provider of domestic violence services in Santa Clara County.

FISCAL IMPACT
There is no fiscal impact to the City other than staff time

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23-947 Agenda Date: 10/10/2023
Reviewed by: Fiona Kirby, Management Analyst, Mayor & Council Office Approved by: Jōvan D. Grogan, City Manager
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City of Santa Clara
Agenda Report
1500 Warburton Avenue
Santa Clara, CA 95050
santaclaraca.gov
@SantaClaraCity
23-1244 Agenda Date: 10/10/2023

REPORT TO COUNCIL

SUBJECT
Proclaim October 9, 2023, as Hangul Day

BACKGROUND
Hangul, the Korean alphabet, was invented in the 15th century by King Sejong the Great of Korea and has been used to write the Korean language since the alphabet’s creation. Hangul is the official writing system of both South and North Korea.

In 1446, in the 28th year of his kingship, King Sejong published the “Hunminjeongeum,” the realization of his decree to research and develop a writing system that would be simple and easy for Koreans to master and communicate.

The Korean alphabet was named Hangul in 1928, and in 1940 Korean language scholars Lee Hee Seung and Lee Byeong Ro discovered the “Hunminjeongeum” Haerye manuscript and calculated October 9th, 1446, to be the birth date of Hangul.

In 2019, the California Assembly proclaimed October 9, 2019, and each October 9 thereafter, as Hangul Day.

DISCUSSION
The City will proclaim October 9, 2023 as Hangul Day.

ENVIRONMENTAL REVIEW
This is an informational report only and no action is being taken by the City Council and no environmental review under the California Environmental Quality Act (“CEQA”) is required.

FISCAL IMPACT
There is no fiscal impact other than staff time for preparing this report.

COORDINATION
This report has been coordinated with the City Manager’s Office and the Mayor & Council Office.

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23-1244 Agenda Date: 10/10/2023
Reviewed by: Fiona Kirby, Management Analyst, Mayor and Council Office Approved by: Jōvan D. Grogan, City Manager
City of Santa Clara Page 2 of 2 Printed on 10/5/2023
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City of Santa Clara
Agenda Report
1500 Warburton Avenue
Santa Clara, CA 95050
santaclaraca.gov
@SantaClaraCity
23-1245 Agenda Date: 10/10/2023

REPORT TO COUNCIL

SUBJECT
Proclaim October 2023 as Filipino American History Month

BACKGROUND
The Filipino American National Historical Society (FANHS) began observing October as Filipino American History Month in 1991. The month was established to commemorate the first documented landing of Filipinos in what is now known as the continental United States over 425 years ago. The United States Congress passed subsequent Resolutions to Recognize October as Filipino American History Month nationally in 2009, 2010, and in 2011. Commemorating Filipino American History Month includes taking part in activities and events to bring awareness of the significant role Filipinos have played in American history.

The 2023 theme for Filipino American History Month is “1898: Recognizing 125 Years of PhilippineAmerican History.” The year 2023 marks the 125th anniversary of the signing of the Treaty of Paris - an agreement between Spain and the United States that ended the Spanish American War and led to the U.S. annexation of the Philippines.

The year 1898 also marks an important year in Philippine history. After centuries of Filipinos fighting against Spanish colonizers, the people of the Philippines declared their independence on June 12, 1898. However, both Spain and the US ignored this declaration and signed the Treaty of Paris on December 10, 1898 without any representation from the Philippines in the negotiation. The Philippines did not become a fully independent nation until the end of World War II in 1946.

DISCUSSION
The City will proclaim October 2023 as Filipino American History Month.

FISCAL IMPACT
There is no fiscal impact other than staff time for preparing this report.

COORDINATION
This report has been coordinated with the City Manager’s Office and the Mayor & Council Office.

PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City’s official-notice bulletin board outside City Hall Council Chambers. A complete agenda packet is available on the City’s website City of Santa Clara Page 1 of 2 Printed on 10/5/2023
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23-1245 Agenda Date: 10/10/2023
and in the City Clerk’s Office at least 72 hours prior to a Regular Meeting and 24 hours prior to a Special Meeting. A hard copy of any agenda report may be requested by contacting the City Clerk’s Office at (408) 615-2220, email [email protected] <mailto:[email protected]> or at the public information desk at any City of Santa Clara public library.

Reviewed by: Fiona Kirby, Management Analyst, Mayor and Council Office Approved by: Jōvan D. Grogan, City Manager
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City of Santa Clara
Agenda Report
1500 Warburton Avenue
Santa Clara, CA 95050
santaclaraca.gov
@SantaClaraCity
23-22 Agenda Date: 10/10/2023

REPORT TO COUNCIL

SUBJECT
Board, Commissions and Committee Minutes

COUNCIL PILLAR
Enhance Community Engagement and Transparency

RECOMMENDATION
Note and file the Minutes of:

Youth Commission - May 9, 2023
Parks & Recreation Commission - August 15, 2023
Senior Advisory Commission - August 28, 2023
Cultural Commission - August 7, 2023
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City of Santa Clara
Meeting Minutes
Youth Commission
Draft
6:00 PM City Hall - Cafeteria
1500 Warburton Avenue
Santa Clara, CA 95050
05/09/2023

CALL TO ORDER AND ROLL CALL
The meeting was called to order by Chair Kelly-Tanti at 6:07 p.m.

Commissioner Aarav Gupta , Commissioner Fatimah Ismail, Commissioner Hiranya Parekh, Commissioner Jasmine Kelly-Tanti, Commissioner Kira Liang, Commissioner Malia Martin,
Commissioner Rajvi Khanjan Shroff, Commissioner Samaira Mehta, Commissioner Samarth Suresh, Commissioner Sarah Zuo,
Commissioner Simren Garg, Commissioner Ryan Kim,
Commissioner Keith Maben, and Commissioner Sudeepthi Ravipati Present 14 -
Absent 1 - Commissioner Khadeejah Khan
A motion was made by Commissioner Ismail, seconded by
Commissioner Martin, to excuse Commissioner Khan from the May 9 meeting. The motion carried by the following vote:

Absent: 1 - Commissioner Khan

CONSENT CALENDAR

1.A 23-567 Youth Commission Minutes of March 14, 2023
Recommendation: Approve the Youth Commission Meeting Minutes of March 14, 2023.

A motion was made by Commssioner Suresh, seconded by
Commissioner Martin, that the following item be recommended for approval. The motion carried by the following vote:

City of Santa Clara Page 1 Printed on 08/21/2023
Youth Commission Meeting Minutes 05/09/2023

1.B 23-568 Youth Commission Minutes of April 11, 2023
Recommendation: Approve the Youth Commission Meeting Minutes of April 11, 2023.

A motion was made by Commissioner Suresh, seconded by
Commissioner Ismail, that the following item be recommended for approval. The motion carried by the following vote:

PUBLIC PRESENTATIONS
None
City of Santa Clara Page 2 Printed on 08/21/2023
Youth Commission Meeting Minutes 05/09/2023

2. 23-569 Youth Commission FY2022/23 Work Plan & Goals
Recommendation: Staff makes no recommendation.

STAFF REPORT
Youth Outreach: Santa Clara Speaks is the working title of the event scheduled for May 26 at the Youth & Teen Center. Committee members will be scheduling a walkthrough to determine event layout and logistics.

The Speaker form has been created and committee members will also focus on publicity. The next committee meeting will be on May 15 at 7:00 pm via Zoom.

Community Building: Committee members visited Madras Cafe to try food from South India. Members shared their experience via social media posts.

The committee will visit one more local restaurant to highlight, before the end of the term. Committee members invited the Commission to join them at the May 12 Sunset Cinema at Live Oak Park for the showing of "Moana". The committee will be hosting a craft table for kids, North Side Library staff will be making Library cards, and Miss Santa Clara will also be in attendance. The next committee meeting will be on May 18 at 6:00 pm at the Youth & Teen Center.

Youth Empowerment: Committee members recorded their second podcast episode about navigating 11th and 12th grades. The next committee meeting will be on May 24 at 6:00 pm at the Senior Center.

Gayle Ichiho, Recreation Supervisor: Summer programs and camps will be starting soon and information can be found in the Recreation Activity Guide. Parks & Recreation staff will be attending the upcoming summer job fair at Wilcox High School. Groundbreaking for the Magical Bridge playground at Central Park is on Friday, May 19 at 3:00 p.m.

Jennifer Herb, Recreation Supervisor: Shared summer volunteer opportunities at the Senior Center. Jennifer can be reached at (408) 615-3170.

COMMISSIONERS REPORT
None

ADJOURNMENT
A motion was made by Vice Chair Shroff, seconded by Chair Kelly-Tanti, that this meeting be adjourned at 6:25 p.m. The motion carried by the following vote:

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GENERAL BUSINESS
Youth Commission Meeting Minutes 05/09/2023

Aye: Commissioner Gupta, Commissioner Ismail, Commissioner Parekh, Commissioner Kelly-Tanti, Commissioner Liang, Commissioner Martin, Commissioner Shroff, Commissioner Mehta, Commissioner Suresh, Commissioner Zuo, Commissioner Garg, Commissioner Kim, Commissioner Maben, and Commissioner Ravipati
14 -
Excused: 1 - Commissioner Khan
City of Santa Clara Page 4 Printed on 08/21/2023
Youth Commission Meeting Minutes 05/09/2023
The time limit within which to commence any lawsuit or legal challenge to any quasi-adjudicative decision made by the City is governed by Section 1094.6 of the Code of Civil Procedure, unless a shorter limitation period is specified by any other provision. Under Section 1094.6, any lawsuit or legal challenge to any quasi-adjudicative decision made by the City must be filed no later than the 90th day following the date on which such decision becomes final. Any lawsuit or legal challenge, which is not filed within that 90-day period, will be barred. If a person wishes to challenge the nature of the above section in court, they may be limited to raising only those issues they or someone else raised at the meeting described in this notice, or in written correspondence delivered to the City of Santa Clara, at or prior to the meeting. In addition, judicial challenge may be limited or barred where the interested party has not sought and exhausted all available administrative remedies.

If a member of the public submits a speaker card for any agenda items, their name will appear in the Minutes. If no speaker card is submitted, the Minutes will reflect "Public Speaker."
In accordance with the requirements of Title II of the Americans with Disabilities Act of 1990 ("ADA"), the City of Santa Clara will not discriminate against qualified individuals with disabilities on the basis of disability in its services, programs, or activities, and will ensure that all existing facilities will be made accessible to the maximum extent feasible. The City of Santa Clara will generally, upon request, provide appropriate aids and services leading to effective communication for qualified persons with disabilities including those with speech, hearing, or vision impairments so they can participate equally in the City’s programs, services, and activities. The City of Santa Clara will make all reasonable modifications to policies and programs to ensure that people with disabilities have an equal opportunity to enjoy all of its programs, services, and activities.

Agendas and other written materials distributed during a public meeting that are public record will be made available by the City in an appropriate alternative format.

Contact the City Clerk’s Office at 1 408-615-2220 with your request for an alternative format copy of the agenda or other written materials.

City of Santa Clara Page 5 Printed on 08/21/2023

MEETING DISCLOSURES
City of Santa Clara
Meeting Minutes
Parks & Recreation Commission
Draft
7:00 PM Hybrid Meeting
Cafeteria - City Hall East Wing
1500 Warburton Avenue
Santa Clara, CA 95050
08/15/2023
The City of Santa Clara is conducting the Parks & Recreation Commission meeting in a hybrid manner (in-person and a method for the public to participate remotely).

Via Zoom:
https://santaclaraca.zoom.us/j/91316665755
Meeting ID: 913 1666 5755
Or join by phone: 669-900-6833

CALL TO ORDER AND ROLL CALL
Chair Caldwell called the meeting to order at 7:07 PM.

Chair Dana Caldwell, Commissioner Maureen Chu, Commissioner Eversley Forte, Commissioner Kelly Cox, Commissioner Brittany Ricketts, and Commissioner Vikas Gupta
Present 6 -
Absent 1 - Vice Chair Sajid Hai
Commissioner Chu made a motion, seconded by Commissioner Ricketts, to excuse Commissioner Hai.

Aye: Chair Caldwell, Commissioner Chu, Commissioner Forte, Commissioner Cox, Commissioner Ricketts, and Commissioner Gupta
6 -
Excused: 1 - Vice Chair Hai

CONSENT CALENDAR
City of Santa Clara Page 1 Printed on 09/12/2023
Parks & Recreation Commission Meeting Minutes 08/15/2023

1.A 23-1013 Action on the Parks & Recreation Commission Minutes of the August 15, 2023 Meeting
Recommendation: Approve the Parks & Recreation Commission Minutes of the August 15, 2023 Meeting.

Commissioner Gupta stated during his introduction to the Commission, he was introduced as a Santa Clara Swim Club member, and that he is not a Santa Clara Swim Club member. That statement was removed from the July 2023 Regular Meeting Minutes.

Commissioner Forte made a motion, seconded by Commissioner Chu, to approve the Parks & Recreation Commission Minutes of the July 18, 2023 Meeting as amended.

Aye: Chair Caldwell, Commissioner Chu, Commissioner Forte, Commissioner Cox, Commissioner Ricketts, and Commissioner Gupta
6 -
Excused: 1 - Vice Chair Hai

PUBLIC PRESENTATIONS
None.

GENERAL BUSINESS

2. 23-849 Initiate the Formal Community Input Process on the Proposed Schematic Design of a New Public Neighborhood Park at 2200 Calle De Luna (Holland)
Recommendation: Initiate community outreach and provide input on the initial Schematic Design for a new Neighborhood Park to be located at 2200 Calle De Luna.

The Commission appreciated how the natural elements blended with surrounding environment in the schematic design.The Commission had positive comments about the quantity of trees and wanted to ensure there would be sufficient tree shade when the park is completed, which the Consultant confirmed. The Commission further commented on the need to have the enclosed area of the playground designed with shrubs and trees so that fencing would be unobtrusive and not detract from the nature based aesthetics of the setting.

Commissioner Forte made a motion, seconded by Commissioner Chu, to initiate community outreach and provide input on the initial Schematic Design for a new Neighborhood Park to be located at 2200 Calle De Luna.

Aye: Chair Caldwell, Commissioner Chu, Commissioner Forte, Commissioner Cox, Commissioner Ricketts, and Commissioner Gupta
6 -
City of Santa Clara Page 2 Printed on 09/12/2023
Parks & Recreation Commission Meeting Minutes 08/15/2023 Excused: 1 - Vice Chair Hai

3. 23-1025 Action to Initiate the Public Input for the Community Art Center Project in the Patrick Henry Drive Specific Plan Area
Recommendation: Take Action to Initiate Public Input for the Community Art Center Project in the Patrick Henry Drive Specific Plan Area
The Commission was fully engaged in the interactive presentation.

Commissioners stated the Community Art Center should be a welcoming flexible space that would foster creativity, fun, playfulness, and allow for personalization of art elements. In addition, the Community Art Center should be designed for all age groups and abilities, have multicultural opportunities, and have distance learning functionality. The opportunity to have an Art Center in the northern part of Santa Clara is good, and should take into consideration potential future collaboration with the Triton Museum.

Commissioner Chu made a motion, seconded by Commissioner Gupta, to take action to Initiate Public Input for the Community Art Center Project in the Patrick Henry Drive Specific Plan area.

Aye: Chair Caldwell, Commissioner Chu, Commissioner Forte, Commissioner Cox, Commissioner Ricketts, and Commissioner Gupta
6 -
Excused: 1 - Vice Chair Hai

4. 23-1019 Review of the Wade Brummal Youth Sports Grant Program (Program) and Possible Action to Recommend any Changes to City Council Recommendation: Make a Recommendation to City Council to adopt the updated Wade Brummal Program Procedures and Application.

Commission Ricketts made a motion, seconded by Commissioner Chu, to continue the update of the Wade Brummal Program Procedures and Application.

Aye: Chair Caldwell, Commissioner Chu, Commissioner Forte, Commissioner Cox, Commissioner Ricketts, and Commissioner Gupta
6 -
Excused: 1 - Vice Chair Hai
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Parks & Recreation Commission Meeting Minutes 08/15/2023

5. 23-1022 Receive Oral Presentation by the Golden Triangle Soccer Club (Club) President and Consider a Financial Grant in the Amount of $2,123.69 from the Wade Brummal Youth Sports Grant Program for Club Player Equipment
Recommendation: Approve a financial grant in the amount of $2,123.69 from the Wade Brummal Youth Sports Grant Program for Golden Triangle Soccer Club Player Equipment.

Commissioner Chu made a motion, seconded by Commissioner Forte, to approve a financial grant in the amount of $2,123.69 from the Wade Brummal Youth Sports Grant Program to Golden Triangle Soccer Club for player equipment.

Aye: Chair Caldwell, Commissioner Chu, Commissioner Forte, Commissioner Cox, Commissioner Ricketts, and Commissioner Gupta
6 -
Excused: 1 - Vice Chair Hai

6. 23-1023 Review Final Administrative Draft of the Park Amenities & Design Standards Manual and Consider Recommendation to Council for Approval Recommendation: Recommend Council approval of the final administrative draft of the Park Amenities & Design Standards Manual
Commissioner Chu made a motion, seconded by Commissioner Forte, to recommend Council approval of the final administrative draft of the Park Amenities & Design Standards Manual.

Aye: Chair Caldwell, Commissioner Chu, Commissioner Forte, Commissioner Cox, Commissioner Ricketts, and Commissioner Gupta
6 -
Excused: 1 - Vice Chair Hai

7. 23-1014 Develop Initial Draft of the Commission Work Plan Goals and Activities for FY2023/24
Recommendation: Develop a Parks & Recreation Commission Work Plan for FY2023/24 including goals, supporting activities and subcommittee assignments.

The Commission discussed the FY2022/23 Work Plan goals, and are considering how last year's goals may be integrated into Work Plan Goals for FY2023/24. Further discussion will take place at the next Regular Meeting.

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Parks & Recreation Commission Meeting Minutes 08/15/2023

STAFF REPORT
Acting Director of Parks & Recreation Seale reported that the Westwood Oaks Park Playground Rehabilitation Project is starting in late September; Fairway Glen Park Restroom Project field work will be starting in late September or October; the Magical Bridge All-Inclusive Playground is on schedule; International Swim Center (ISC) consultant's Agreement to evaluate ISC has been executed. The Everett N. "Eddie" Souza Park building has been open for about a month. Please check the Park Projects page for additional park project updates.

Recreation Manager Castro reported on the expansion of the Senior Center hours, now Monday and Wednesday 7:00 AM - 7:00 PM; Tuesday, Thursday, and Friday 7:00 AM - 3:00 PM; Saturday 8:00 AM - 12 Noon.

There is a Concert in the Park this Friday at Central Park, and at Live Oak Park next month. Manager Castro will send an email to Commissioners to advise them of available volunteer opportunities for them during the 41st Annual Art & Wine Festival.

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Parks & Recreation Commission Meeting Minutes 08/15/2023

COMMISSIONERS REPORT

ADJOURNMENT
Chair Caldwell: Attended the July 21 Concert in the Park at Central Park and the Street Dance on August 4.

Commissioner Chu: Saw on Facebook that the Parks & Recreation Department's standard bench donation by Anthony Smith has been installed at Bracher Park. She dropped off her daughter at the Henry Schmidt Park Building for Nutcracker and at the Lick Mill Park Building for Girl Scout activities.

Commissioner Cox: Attended the Street Dance on August 4. She inquired about better navigation and helpful directions to and from Levi's Stadium during special events.

Commissioner Forte: Attended the Street Dance on August 4, and attended the concert at Mission Santa Clara de Asis for the 78th Independence Day Celebration of the Korean Peninsula, and the 70th Anniversary of the alliance between the USA and the Republic of Korea.

Commissioner Gupta: Visited Henry Schmidt Park on August 11, and participated in the community outreach while there.

Commissioner Ricketts: Attended the subcommittee meetings and the Concert in the Park at Central Park.

Commissioner Chu made a motion, seconded by Commissioner Gupta, to adjourn the meeting at 9:34 PM, until the next regular meeting on Tuesday, September 19, 2023 at 7:00 PM.

Aye: Chair Caldwell, Commissioner Chu, Commissioner Forte, Commissioner Cox, Commissioner Ricketts, and Commissioner Gupta
6 -
Excused: 1 - Vice Chair Hai

MEETING DISCLOSURES
City of Santa Clara Page 6 Printed on 09/12/2023
Parks & Recreation Commission Meeting Minutes 08/15/2023 The time limit within which to commence any lawsuit or legal challenge to any quasi-adjudicative decision made by the City is governed by Section 1094.6 of the Code of Civil Procedure, unless a shorter limitation period is specified by any other provision. Under Section 1094.6, any lawsuit or legal challenge to any quasi-adjudicative decision made by the City must be filed no later than the 90th day following the date on which such decision becomes final. Any lawsuit or legal challenge, which is not filed within that 90-day period, will be barred. If a person wishes to challenge the nature of the above section in court, they may be limited to raising only those issues they or someone else raised at the meeting described in this notice, or in written correspondence delivered to the City of Santa Clara, at or prior to the meeting. In addition, judicial challenge may be limited or barred where the interested party has not sought and exhausted all available administrative remedies.

Agendas and other written materials distributed during a public meeting that are public record will be made available by the City in an appropriate alternative format.

Contact the City Clerk’s Office at 1 408-615-2220 with your request for an alternative format copy of the agenda or other written materials.

City of Santa Clara Page 7 Printed on 09/12/2023
City of Santa Clara
Meeting Minutes
Senior Advisory Commission
Draft
10:00 AM Hybrid Meeting
City Manager's Conf. Room
City Hall - East Wing
1500 Warburton Avenue
Santa Clara, CA 95050
08/28/2023
The City of Santa Clara is conducting the Senior Advisory Commission meeting in a hybrid manner (in-person and a method for the public to participate remotely).

Via Zoom:
https://santaclaraca.zoom.us/j/97590069803
Meeting ID: 975 9006 9803
Or join by phone: 669-900-6833

CALL TO ORDER AND ROLL CALL
The regular meeting was called to order by Chair Hubbard at 10:07 a.m. Commissioner Vaz arrived at 10:08 a.m
Commissioner Sterling arrived at 10:15 a.m.

Vice Chair Edmund Drozek, Commissioner Tom Freitas, Chair Judy Hubbard, Commissioner Veena Sterling, Commissioner Rick Andrews, and Commissioner Maria Vaz
Present 6 -
A motion was made by Commissioner Freitas, seconded by
Commissioner Vaz to excuse Commissioner Sterling.

Aye: Vice Chair Drozek, Commissioner Freitas, Chair Hubbard, Commissioner Andrews, and Commissioner Vaz
5 -

Absent: 1 - Commissioner Sterling
City of Santa Clara Page 1 Printed on 09/15/2023
Senior Advisory Commission Meeting Minutes 08/28/2023

CONSENT CALENDAR

1.A. 23-1004 Senior Advisory Commission Minutes of July 24, 2023 Recommendation: Approve the Senior Advisory Commission Minutes of July 24,2023 Commissioner Andrews made a motion, seconded by
Commissioner Drozek to approve the minutes from July 24, 2023.

Aye: Vice Chair Drozek, Chair Hubbard, Commissioner Sterling, Commissioner Andrews, and Commissioner Vaz
5 -
Abstained: 1 - Commissioner Freitas

PUBLIC PRESENTATIONS

GENERAL BUSINESS

2. 23-1007
Santa Clara Women's League member Wanda Buck invited the women to attend the Santa Clara Women's League meeting on September 12 at 1:00 p.m., at the Santa Clara Senior Center.

Informational Presentation and Discussion on the Age-Friendly Cities and Communities Initiative
Recommendation: Hear the presentation and consider the Age-Friendly Domains for a City of Santa Clara Page 2 Printed on 09/15/2023

3. 23-1006
Livable City in the development of the FY 2023/24 Senior Advisory Commission work plan.

Parks & Recreation Staff provided an overview to the Commission that explained the concepts of an Age-Friendly City is and what the City has done to activate the Age-Friendly goals which began in 2015.

Senior Advisory Commission FY2023/24 Work Plan & Goals Discussion Chair Hubbard facilitated a discussion with the Commission to review the list of brainstormed goals and worked with the Commission to narrow down their ideas. The Commission may amend or adopt the Work Plan & Goals at the September 25 meeting.

Advocate for Affordable and Convenient Housing

1. Educate the Senior Advisory Commission on current low-income projects in Santa Clara
a. Provide education presentations at Senior Advisory Commission meetings.

Senior Advisory Commission Meeting Minutes 08/28/2023
Encourage and Promote the use of Outdoor Spaces and Buildings

1. Work with the Parks & Recreation Department to promote pickle ball in Santa Clara
a. Meet monthly with City Staff for updates.

Advocate for Affordable, Convenient, and Safe Transportation and Streets

1. Educate the older adult community on transportation resources in Santa Clara
a. Schedule presentations at the Senior Center.

2. Send a representative to attend the Bicycle & Pedestrian Advisory Committee meeting
Develop Opportunities to Promote Health, Wellness & Nutrition

1. Senior Needs Assessment
a. Review current Senior Needs Assessment and provide input on survey content and outreach plan.

Provide Access to Community Resources and Information

1. Send a representative to attend the City's ADA Committee meetings

2. Promote educational presentations and awareness to the older adult community
a. Fraud/Scam
b. Personal trust development
c. Promote tricycle use
d. Artificial Intelligence
e. Alzheimer's Awareness
f. Stop the Bleed

3. Health & Wellness Fair - May 2024
a. Participate as an exhibitor booth, providing information about the City of Santa Clara Page 3 Printed on 09/15/2023
Senior Advisory Commission.
b. Send a representative to attend the planning committee.

Commissioner Andrews left at 12:01 p.m.

Commissioner Sterling left at 12:11 p.m.

Senior Advisory Commission Meeting Minutes 08/28/2023

STAFF REPORT
Recreation Supervisor Herb reported on the following items:
- The Senior Center Ice Cream Social will be on Wednesday, August 30, 2023 from 11 a.m. - 1 p.m.

Recreation Manager Castro reported on the following items:
- The joint meeting with City Council will be held on September 12, 2023 at 5 p.m.
- The Art & Wine Festival will be held on September 16 & 17, 2023 at Central Park.
- Construction at Westwood Oaks will begin in late September 2023. - The State of the City will be held on Wednesday, September 27, 2023 at 6 p.m.
- There are two community surveys available for public comment; The Community Arts Center and Riverside Park.
- There will be a special meeting with the Youth Commission and the Senior Advisory Commission to hear about the Community Arts Center.

The meeting will be held on October 10, 2023 at 7 p.m.

COMMISSIONERS REPORT
City of Santa Clara Page 4 Printed on 09/15/2023

ADJOURNMENT
Commissioner Freitas and Drozek shared that they participated in the LifeMoves charity event bike ride on Sunday, August 27, 2023 to reduce homelessness. They rode 33 miles to support the movement.

Commissioner Freitas shared that the transitional housing development on Benton and Lawrence will now be for families.

Commissioner Hubbard shared her concern for ADA accessibility seating during football games at Levi's Stadium.

A motion was made by Commissioner Freitas, seconded by
Commissioner Drozek that the meeting be adjourned at 12:18 p.m.

Aye: Vice Chair Drozek, Commissioner Freitas, Chair Hubbard, and Commissioner Vaz
4 -

Absent: 2 - Commissioner Sterling, and Commissioner Andrews

MEETING DISCLOSURES
Senior Advisory Commission Meeting Minutes 08/28/2023
The time limit within which to commence any lawsuit or legal challenge to any quasi-adjudicative decision made by the City is governed by Section 1094.6 of the Code of Civil Procedure, unless a shorter limitation period is specified by any other provision. Under Section 1094.6, any lawsuit or legal challenge to any quasi-adjudicative decision made by the City must be filed no later than the 90th day following the date on which such decision becomes final. Any lawsuit or legal challenge, which is not filed within that 90-day period, will be barred. If a person wishes to challenge the nature of the above section in court, they may be limited to raising only those issues they or someone else raised at the meeting described in this notice, or in written correspondence delivered to the City of Santa Clara, at or prior to the meeting. In addition, judicial challenge may be limited or barred where the interested party has not sought and exhausted all available administrative remedies.

Agendas and other written materials distributed during a public meeting that are public record will be made available by the City in an appropriate alternative format.

Contact the City Clerk’s Office at 1 408-615-2220 with your request for an alternative format copy of the agenda or other written materials.

City of Santa Clara Page 6 Printed on 09/15/2023
City of Santa Clara
Meeting Minutes
Cultural Commission
Draft
7:00 PM Hybrid Meeting
City Manager's Conf. Room
City Hall - East Wing
1500 Warburton Avenue
Santa Clara, CA 95050
08/07/2023
Commissioner Jonathan Marinaro will be attending remotely from the following location: 976 Wedge Ct.

Incline Village, NV 89451
The City of Santa Clara is conducting the Cultural Commission meeting in a hybrid manner (in-person and a method for the public to participate remotely).

Via Zoom:
https://santaclaraca.zoom.us/j/98272283531
Meeting ID: 98272283531
Or join by phone: 669-900-6833

CALL TO ORDER AND ROLL CALL
Chair Diaz called the meeting to order at 7:03 p.m.

Commissioner Garg was welcomed to the Commission.

Commissioner Siddarth Sundaram, Commissioner Louis Samara, Vice Chair Debra von Huene, Chair Candida Diaz, Commissioner Jonathan Marinaro, and Commissioner Neetu Garg
Present 6 -
Absent 1 - Commissioner Paul McNamara

CONSENT CALENDAR

1.A 23-809 Action on Cultural Commission Regular Meeting Minutes of June 5, 2023 Recommendation: Approve the Cultural Commission Regular Meeting Minutes of June 5, 2023
A motion was made by Commissioner Samara, seconded by Vice Chair von Huene, that this item be approved. The motion passed with the following vote:

Aye: Commissioner Sundaram, Commissioner Samara, Vice Chair von Huene, Chair Diaz, Commissioner Marinaro, and Commissioner Garg 6 -
City of Santa Clara Page 1 Printed on 08/09/2023
Cultural Commission Meeting Minutes 08/07/2023

Absent: 1 - Commissioner McNamara

PUBLIC PRESENTATIONS
None.

GENERAL BUSINESS
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Cultural Commission Meeting Minutes 08/07/2023

2. 23-831 Action on Cultural Commission Work Plan Goals and Activities for FY 2023/24
Recommendation: Discuss the Cultural Commission Work Plan Goals and Activities for FY 2023/24.

Commissioners discussed the Goals and Activities for FY 2023/24. Updates are reflected on the Work Plan.

GOAL #1: Host and enhance multicultural events to encourage and acquaint Santa Clara residents with cultural diversity.

Plan for summer concerts in FY 2023/24-Two (2) concerts left for 2023 (8/18 and 9/29). Discussed adding alcohol to the concerts for 2024. Discussed having four (4) concerts. Three (3) at Central Park and 1 (one) at Live Oak Park for 2024.

Street Dance-successful event on 8/4 with the Pop Rocks. Estimated 4-5,000 in attendance. Discussed new location on Franklin St. for 2024.

Plan and Host Friday Night Live Events-1. Band at the Triton 2. Student Youth Band 3. Korean Event with Parks & Recreation Commission-No action for 2024.

Secure sponsors for Cultural Commission special events in FY 2023/2024-ongoing
GOAL #2: Develop and encourage interactive, art opportunities to provide temporary, performing, cultural, and public art in the City.

Advise and recommend public art to City Council-Discussion on Mechanical Horse Exhibition at Santa Clara University and allowed funds.

Identify available Utility Boxes in the City for Artist Utility Box Program (alternate years with Sculpture Exhibition)-no action for 2024.

Host Sculpture Exhibition-Commissioners discussed the pedestals and associated costs.

Host Halloween Home & Holiday Home Decorating Contest and Recognition-Discussed allocation of funds.

Update and maintain City interactive web-based public art map-ongoing.

GOAL #3: Raise the visibility of commemorative months.

Update Coloring Book to honor Commemorative Months according to Federal Calendar-First three (3) months completed (July, August and Sept).

Artist is in contract for twelve (12) months.

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Promote monthly commemorative months through Social Media and Special Events to raise awareness and cultural competency-ongoing.

GOAL #4: Enhance communication and media strategy to increase community awareness of the Cultural Commission.

Commissioners to attend the Americans for the Arts Conference-No action for 2024.

Present regularly to City Council-Joint City Council/Commission Dinner is March 5, 2024. Chair Diaz will inquire about budget adjustment.

Document process for marketing and advertising of Cultural Commission events-Will occur at a later date. Focus is on Arts Master Plan.

GOAL #5: Prepare for Citywide Arts Master Plan Process
Participate in the Community Outreach process for the development of the Community Art Center - in Patrick Henry Drive Development-Public comment will be in August and a joint meeting will happen in the Fall.

Develop private/public partnerships to invest and promote the Arts in Santa Clara-No updates.

Develop, promote and implement Citywide Arts Master Plan alongside the City Council-Waiting to hear back from the City Clerk's office to take action on this item.

GOAL #6: Identify and expand on Arts Education in the City of Santa Clara Identify potential partnerships with schools/local organizations to expand arts and art education-No update.

A motion was made by Vice Chair von Huene to confirm allocation of $10,000 for the Mechanical Horse installation. The motion passed with the following vote:

Aye: Commissioner Sundaram, Commissioner Samara, Vice Chair von Huene, Chair Diaz, Commissioner Marinaro, and Commissioner Garg 6 -

Absent: 1 - Commissioner McNamara
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A motion was made by Commissioner Sundaram, seconded by Commissioner Marinaro, that $2,500 be allocated for the Sculpture Exhibition: $1750 for awards-($1000 1st place; $500 2nd place and $250 third place) and $750 for pedestals. The motion passed with the following vote:

Aye: Commissioner Sundaram, Commissioner Samara, Vice Chair von Huene, Chair Diaz, Commissioner Marinaro, and Commissioner Garg 6 -

Absent: 1 - Commissioner McNamara
A motion was made by Commissioner Marinaro, seconded by Commissioner Samara to allocate $800 to the Halloween and Holiday Home Decorating Contests ($400 each contest). The motion passed with the following vote:

Aye: Commissioner Sundaram, Commissioner Samara, Vice Chair von Huene, Chair Diaz, Commissioner Marinaro, and Commissioner Garg 6 -

Absent: 1 - Commissioner McNamara
A motion was made by Commissioner Marinaro, seconded by Commissioner Sundaram, to accept the Work Plan as discussed.

Aye: Commissioner Sundaram, Commissioner Samara, Vice Chair von Huene, Chair Diaz, Commissioner Marinaro, and Commissioner Garg 6 -

Absent: 1 - Commissioner McNamara

STAFF REPORT
Recreation Manager Castro reported that Parks & Recreation Director James Teixeira is retiring Sept. 3 and Deputy Director Dale Seale is the Acting Director. Public input is underway for the Rehabilitation Projects at Warburton and Schmidt Parks. Sunset Cinema is on Friday, August 11.

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COMMISSIONERS REPORT

ADJOURNMENT
Commissioners Sundaram and Marinaro and Vice Chair von Huene reported they saw the movie, Oppenheimer. Commissioner Samara spent time in San Diego with his family. Commissioner Marinaro went to Austin and Nashville for business trips and attended the Red, White and Blue March. He is currently in Tahoe and reported the remote meeting attendance worked well. Chair Diaz vacationed in Hawaii and went to the Polynesian Cultural Center. Commissioner Samara thanked staff for all their work.

A motion was made by Commissioner Sundaram, seconded by Commissioner Marinaro, that the meeting be adjourned at 8:38 p.m.

Aye:

Commissioner Sundaram, Commissioner Samara, Vice Chair von Huene, Chair Diaz, Commissioner Marinaro, and Commissioner Garg 6 -

Absent: 1 - Commissioner McNamara

MEETING DISCLOSURES
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The time limit within which to commence any lawsuit or legal challenge to any quasi-adjudicative decision made by the City is governed by Section 1094.6 of the Code of Civil Procedure, unless a shorter limitation period is specified by any other provision. Under Section 1094.6, any lawsuit or legal challenge to any quasi-adjudicative decision made by the City must be filed no later than the 90th day following the date on which such decision becomes final. Any lawsuit or legal challenge, which is not filed within that 90-day period, will be barred. If a person wishes to challenge the nature of the above section in court, they may be limited to raising only those issues they or someone else raised at the meeting described in this notice, or in written correspondence delivered to the City of Santa Clara, at or prior to the meeting. In addition, judicial challenge may be limited or barred where the interested party has not sought and exhausted all available administrative remedies.

Agendas and other written materials distributed during a public meeting that are public record will be made available by the City in an appropriate alternative format.

Contact the City Clerk’s Office at 1 408-615-2220 with your request for an alternative format copy of the agenda or other written materials.

City of Santa Clara Page 7 Printed on 08/09/2023
City of Santa Clara
Agenda Report
1500 Warburton Avenue
Santa Clara, CA 95050
santaclaraca.gov
@SantaClaraCity
23-118 Agenda Date: 10/10/2023

REPORT TO COUNCIL

SUBJECT
Action on Award of Contract for the Memorex and San Tomas Junction Transmission Line Extension Projects Contract No. 2449-9668 & 2442-9668 to Henkels & McKoy West funded by the Electric Utility Capital Fund

COUNCIL PILLAR
Deliver and Enhance High Quality Efficient Services and Infrastructure.

BACKGROUND
In support of the Memorex and San Tomas Junction CIP projects, City of Santa Clara’s Electric Utility, Silicon Valley Power (SVP) issued a public works bid packet for the construction of two 60 kV overhead transmission line extension projects at two separate locations. These separate extension projects are named Memorex Junction Transmission Line Extension [CIP 2449-9668] and San Tomas Junction Transmission Line Extension [CIP 2442-9668].

On April 7, 2020, City Council approved a substation service agreement with MECP1 Santa Clara 1, LLC to allow SVP to design, procure equipment, and construct 60kV facilities to serve San Tomas Junction Substation. The customer is responsible for paying all actual costs for the project through developer contributions in the Electric Utility Capital Fund Project #2442.

The San Tomas Junction Transmission Line Extension consists of installing approximately 0.2 miles of new 60 kV transmission line to interconnect to SVP’s Juliette-Central 60kV line and to provide service to San Tomas Junction. The project is located in the commercial area directly northwest of the San Jose International airport at the intersection of San Tomas Aquino Creek and Highway 101.

The scope of work includes the installation of four (4) custom tubular steel monopoles supported on drilled concrete piers.

On March 22, 2022, the City Council authorized the Office of the City Manager to negotiate and execute a substation agreement with 1220 Santa Clara Propco, LLC to allow SVP to design, procure equipment, and construct 60kV facilities to serve the Memorex Junction Substation to meet an ultimate capacity of up to 60 MVA of permanent electric service to the customer at 1220 Memorex Drive. The customer is responsible for paying all actual costs for the project through developer contributions in the Electric Utility Capital Fund Project #2449.

The Memorex Junction Transmission Line Extension consists of installing approximately 0.6 miles of new 60 kV transmission line to interconnect into SVP’s East 60kV Loop to Memorex Junction. The Work includes transferring existing distribution and communication lines from existing wooden structures to the new poles; and replacing sections of the existing distribution cables. The project is primarily located in a commercial area at the intersections of Lafayette Street with Shulman Avenue City of Santa Clara Page 1 of 3 Printed on 10/5/2023
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and Di Giulio Avenue. Work includes the installation of ten (10) custom tubular steel monopoles supported on drilled concrete piers, one (1) direct embedded custom tubular steel monopole, and four (4) direct embedded wood poles.

DISCUSSION
On July 31, 2023, a competitive Request for Bid (RFB) was published on the City’s bid notification system, Periscope (formerly BidSync), for the Memorex Junction Transmission Line Extension and San Tomas Junction Transmission Line Extension. On August 24, 2023, bids were opened at the City Clerk’s office. The City received two bids from Henkel and McKoy West and Hotline Construction Inc. in the amounts of $4,631,813 and $5,204,164 respectively. The Bid Summary is included as Attachment 1.

At the bid opening Henkel & McKoy West was declared the lowest apparent bidder with a submitted bid in the amount of $4,631,813, which is 45 percent less than the Engineer’s Estimate of $8,435,942.

Henkels & McKoy West’s bid was reviewed by SVP staff and the City Attorney’s Office for compliance with the terms and conditions of the bid documents and has been determined to be the lowest responsive and responsible bid. Staff recommends awarding the contract to Henkels & McKoy West.

Award of the contract will allow construction to commence in order to complete the Memorex and San Tomas Junction Transmission Line Extension Projects. The contract includes prevailing wage requirements.

ENVIRONMENTAL REVIEW
San Tomas Junction: The Architectural Committee approved a Mitigated Negative Declaration (MND) [CEQA2020-01072] for the San Tomas Junction project on April 15, 2020 [PLN2019-13742] and this MND covers work included in the San Tomas Junction Transmission Line Extension Project.

Memorex Junction: The environmental consultant firm David J. Powers & Associates prepared an Environmental Impact Report for the 1220 Santa Clara Propco, LLC (Memorex Junction Substation) data center project in accordance with the California Environmental Quality Act (CEQA). The Environmental Impact Report (EIR) was adopted by City Council on November 9, 2021. The EIR covers work included in the Memorex Junction Transmission Line Extension.

FISCAL IMPACT
The cost of the contract is $4,631,813 plus a 15 percent contingency, or $694,772, for any potential change orders for a total not-to-exceed contract amount of $5,326,585. Funding for the contract is available the Memorex Junction Substation and the San Tomas Junction project budgets in the Electric Utility Capital Fund. The projects are fully funded through developer contributions pursuant to the substation agreements with MECP1 Santa Clara 1, LLC for San Tomas Junction and 1220 Santa Clara Propco, LLC for Memorex Junction.

COORDINATION
The report has been coordinated with the Finance Department and the City Attorney’s Office.

PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City’s official-notice bulletin board City of Santa Clara Page 2 of 3 Printed on 10/5/2023
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23-118 Agenda Date: 10/10/2023
outside City Hall Council Chambers. A complete agenda packet is available on the City’s website and in the City Clerk’s Office at least 72 hours prior to a Regular Meeting and 24 hours prior to a Special Meeting. A hard copy of any agenda report may be requested by contacting the City Clerk’s Office at (408) 615-2220, email [email protected] <mailto:[email protected]> or at the public information desk at any City of Santa Clara public library.

RECOMMENDATION

1. Award a Public Works Contract for the Memorex and San Tomas Junction Transmission Line Extension Projects to the lowest responsive and responsible bidder, Henkels & McKoy West, in the amount of $4,631,813 funded by the Electric Utility Capital Fund, and authorize the City Manager to execute the Public Works Contract, subject to the review and approval as to form by the City Attorney, and any and all documents associated with, and necessary for the award, completion, and acceptance of these Projects ; and

2. Authorize the City Manager to execute change orders up to approximately 15 percent of the original contract price, or $694,772, for a total not to exceed amount of $5,326,585.

Reviewed by: Manuel Pineda, Chief Electric Utility Officer Approved by: Jōvan Grogan, City Manager

ATTACHMENTS

1. Bid Summary
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BID SUMMARY
ENGINEER’S ESTIMATE:

Contractor Total Bid ($) Percentage
above/below
Engineer’s Estimate
Henkels & McCoy West $4,631,812.30 -45.1%
Hotline Construction Inc. $5,204,164 -38.3%
$ 8,435,942

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City of Santa Clara
Attachment No. 1
Bid Summary
23-118

REPORT TO COUNCIL

SUBJECT
Action on Award of Contract for the Memorex and San Tomas Junction Transmission Line Extension Projects Contract No. 2449-9668 & 2442-9668 to Henkels & McKoy West Bid Opening Date: August 24, 2023
City of Santa Clara
Agenda Report
1500 Warburton Avenue
Santa Clara, CA 95050
santaclaraca.gov
@SantaClaraCity
23-119 Agenda Date: 10/10/2023

REPORT TO COUNCIL

SUBJECT
Action on Award of Contract for the Freedom Circle Junction Cut-In Transmission Line Extension Project Contract No. 2451 to Henkels & McCoy West funded by the Electric Utility Capital Fund

COUNCIL PILLAR
Deliver and Enhance High Quality Efficient Services and Infrastructure

BACKGROUND
In support of the Freedom Circle Junction Capital Improvement Project, the City of Santa Clara’s Electric Utility, Silicon Valley Power (SVP), issued a public works bid package for the construction of a 60kV overhead transmission line extension [CIP 2451-000].

On June 22, 2021, City Council authorized the City Manager to execute a substation agreement with Oppidan Investment Company (Oppidan) to allow SVP to design, procure equipment, and construct 60kV facilities to serve Freedom Circle Junction Substation at 2305 Mission College Boulevard.

Oppidan is responsible for paying all actual costs for the project through developer contributions in the Electric Utility Capital Fund Project #2451.

The Freedom Circle Junction Cut-In Transmission Line Extension Project consists of installing approximately 0.6 miles of new 60kV transmission line to interconnect into the existing SVP’s 60kV Northeast loop to Freedom Circle Junction. The work includes installation of four (4) new preengineered tubular steel poles (TSP) direct embedded with a crushed rock backfill, three (3) of which are guyed. Also, the work consists of the removal of two (2) existing wood poles and hardware along with guying from two (2) existing poles. In addition, communications lines will be transferred from existing wooden structures to the new steel poles, and sections of the existing distribution line will be replaced with new higher capacity cables. The project is primarily located in a mixed commercial and residential area at the intersection of Agnew Road and Lake Santa Clara Drive.

DISCUSSION
On July 27, 2023, a competitive Request for Bid (RFB) was published on the City’s bid notification system, Periscope (formerly BidSync), for construction of the Project. On August 24, 2023, bids for the Project were opened at the City Clerk’s office. The City received three (3) bids from Henkels & McCoy West, Hotline Construction Inc., and Rising Edge Group, ranging from $398,860 to $933,431.

The Bid Summary is included as Attachment 1.

The lowest bid was submitted by Henkels & McCoy West in the amount of $398,859.31, which is 1.7 percent above the Engineer’s Estimate of $392,000. Henkels and McCoy West’s bid was reviewed by SVP staff and the City Attorney’s Office for compliance with the terms and conditions of the bid documents and has been determined to be the lowest responsive and responsible bid. Staff City of Santa Clara Page 1 of 2 Printed on 10/5/2023
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23-119 Agenda Date: 10/10/2023
recommends awarding the contract to Henkels and McCoy West.

Award of the contract will allow construction to commence in order to complete the Freedom Circle Junction Project. The contract includes prevailing wage requirements.

ENVIRONMENTAL REVIEW
The Architectural Committee approved a Mitigated Negative Declaration (MND) [CEQA2017-01037] for the Freedom Circle Junction (2305 Mission College Boulevard Data Center Project) on March 2, 2018 [PLN2017-12535].

FISCAL IMPACT
The cost of the contract is $398,860 plus approximately 15 percent contingency, or $59,829, for any potential change orders for a total not-to-exceed contract amount of $458,689. Funding for the contract is available from the Freedom Circle Junction project budget in the Electric Utility Capital Fund. The project is fully funded through developer contributions pursuant to the substation agreement with Oppidan.

COORDINATION
The report has been coordinated with the Finance Department and the City Attorney’s Office.

RECOMMENDATION

1. Award a Public Works Contract for the Freedom Circle Junction Cut-In Transmission Line Extension Project to the lowest responsive and responsible bidder, Henkels and McCoy West, in the amount of $398,860 funded by the Electric Utility Capital Fund, and authorize the City Manager to execute the Public Works Contract and any and all documents associated with, and necessary for the award, completion, and acceptance of this Project subject to the review and approval as to form by the City Attorney and

2. Authorize the City Manager to execute change orders up to approximately 15 percent of the original contract price, or $59,829, for a total maximum compensation of $458,689.

Reviewed by: Manuel Pineda, Chief Electric Utility Officer Approved by: Jōvan Grogan, City Manager

ATTACHMENTS

1. Bid Summary
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BID SUMMARY
ENGINEER’S ESTIMATE:

Contractor Total Bid ($) Percentage
above/below
Engineer’s Estimate
Henkels & McCoy West $398,859.31 1.7%
Hotline Construction Inc. $917,086.00 134.0%
Rising Edge Group $933,431.28 138.1%
$ 392,000.00

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City of Santa Clara
Attachment No. 1
Bid Summary
23-119

REPORT TO COUNCIL

SUBJECT
Action on Award of Contract for the Freedom Circle Junction Cut-In Transmission Line Extension Project Contract No. 2451 to Henkels & McKoy West Bid Opening Date: August 24, 2023
City of Santa Clara
Agenda Report
1500 Warburton Avenue
Santa Clara, CA 95050
santaclaraca.gov
@SantaClaraCity
23-1048 Agenda Date: 10/10/2023

REPORT TO COUNCIL

SUBJECT
Action to Amend the Community Development Department’s Building Division Consultant Agreements for Plan Review and Inspection Services, and Approve the Related Budget Amendment

COUNCIL PILLAR
Deliver and Enhance High Quality Efficient Services

BACKGROUND
In January 2022, the City Council approved plan review and inspection services agreements with an aggregate maximum compensation of $2,949,000 to be used across ten specific consultant firms.

Those firms are as follows:

1. 4Leaf, Inc.

2. Bureau Veritas North America, Inc.

3. CSG Consultants, Inc.

4. Interwest Consulting Group, Inc.

5. Jason Addison Smith Consulting Services, Inc. (JAS Pacific)

6. Plan Review Consultants, Inc.

7. Shums Coda Associates Inc.

8. Synergetic Consulting

9. TRB + Associates, Inc.

10. West Coast Code Consultants, Inc.

These Agreements utilize funding from the Community Development Department’s Building Division (Division) fee generated revenue and has no impact to the General Fund.

From January 2022 to date, the Division has continued to experience substantially high demand for plan review and inspection services for residential and commercial developments. Many of the City’s largest developments are currently in the plan review or active construction and inspection phase.

The use of consultants has proven to be a key strategy to augment staff and cover workload demands of the various work groups within the Division. The agreements for third party services provide for a more robust level of customer service to all internal and external customers by allowing for a more streamlined permitting and inspection process, including, but not limited to, shorter plan review cycle times and shorter scheduling windows for project inspections.

DISCUSSION
Staff is requesting approval to increase the budget capacity of the existing agreements’ aggregate City of Santa Clara Page 1 of 4 Printed on 10/5/2023
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23-1048 Agenda Date: 10/10/2023
amount by $2,200,000 so the Division may continue to make use of plan review and inspection services provided by consultants. This amount may be flexibly expended across the multiple contracts based on capacity within each consultant to provide services to the City. While the existing agreements extend until November 2024, due to the high demand for Division services, the Division is approaching the maximum aggregate dollar amount approved and budgeted within the agreements. The proposed amendment will allow the Division to continue using these consultant services consistent with the current contract terms through the intended duration of the contract.

The Division has plans to conduct a new competitive bidding process by end of this year to allow the City to enter into new agreements before the current agreements reach their respective expiration terms in November 2024. However, the need exists in the interim to increase our current agreements’ budget capacity so as to not negatively impact the City’s ongoing development projects.

The use of consultant services allows the Division to provide better customer service through a faster cycle time for plan review and inspections during periods of high demand. While the Division over time has increased staffing levels to align with sustained increases in demand, use of third-party services is important to respond to surges in demand due to the cyclical nature of the construction industry and to smooth over fluctuations in staffing levels. When workload demand for services is reduced, the Division assigns less work to the consultants. Given current demand levels, if the contract’s capacity is not increased, the Division will have fewer resources available to provide timely plan review and inspection services, and thereby negatively impact customer service for all Division customers.

ENVIRONMENTAL REVIEW
The action being considered does not constitute a “project” within the meaning of the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines section 15378 (b)(4) in that it is a fiscal activity that does not involve commitment to a specific project which may result in potential significant impact on the environment.

FISCAL IMPACT
Staff recommends increasing the maximum aggregate compensation across ten plan review and inspection services agreements by $2,200,000, from $2,949,000 to $5,149,000. There is sufficient unrestricted ending fund balance in the Building Development Services Fund to cover this increase.

The Building Division operates based upon a 100% cost recovery model with permit fees intended to cover the full costs of service delivery. Due to the high permit activity levels and revenues, there is available ending fund balance that has accumulated to cover the contractual plan review and inspection costs. Maintaining a balance in the fund is necessary as fees are collected in advance for services that will be provided over multiple years and to allow for continuity of staffing during fluctuations in the construction industries economic cycle. It is important to note that the contractual services to be provided is only utilized if there is demand for those services due to permit activity levels.

A budget amendment appropriating the additional $2,200,000 to the Community Development Department to increase the master agreement capacity is recommended, as detailed below.

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23-1048 Agenda Date: 10/10/2023
Budget Amendment
FY 2023/24
Current Increase/
(Decrease)
Revised
Building Development Services Fund
Expenditures
Community Development
Department
$13,689,592 $2,200,000 $15,889,592
Fund Balance
Unrestricted Ending Fund Balance $26,943,981 ($2,200,000) $24,743,981 The Building Division operates under its own development fee fund, therefore, there is no impact to the City’s General Fund.

COORDINATION
This report has been coordinated with the Finance Department and City Attorney’s Office.

RECOMMENDATION
1) Approve and authorize the City Manager to execute 9 plan check agreement Amendments and 1 new plan check Agreement, in final forms approved by the City Attorney, with an increase in the maximum aggregate compensation of $2,949,000 by $2,200,000 for a new revised amount of $5,149,000, with the following firms:
· 4Leaf, Inc. Amendment No. 2
· Bureau Veritas North America, Inc. Amendment No. 1
· CSG Consultants, Inc. Amendment No. 2
· Interwest Consulting Group, Inc. Agreement
· Jason Addison Smith Consulting Services, Inc. (JAS Pacific) Amendment No. 2 · Plan Review Consultants, Inc. Amendment No. 5
· Shums Coda Associates, Inc. Amendment No. 6
· Synergetic Consulting Amendment No. 3
· TRB + Associates, Inc. Amendment No. 6
· West Coast Code Consultants, Inc. Amendment No. 4; and 2) Approve the FY 2023/24 budget amendment in the Building Development Services Fund to increase the appropriation to the Community Development Department by $2,200,000 and reduce the unrestricted ending fund balance by $2,200,000 (five affirmative Council votes City of Santa Clara Page 3 of 4 Printed on 10/5/2023
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23-1048 Agenda Date: 10/10/2023
required for the use of unused balances ).

Reviewed by: Andrew Crabtree, Director, Community Development Department Approved by: Jōvan Grogan, City Manager

ATTACHMENTS
· 4Leaf, Inc. Amendment No. 2
· Bureau Veritas North America, Inc. Amendment No. 1
· CSG Consultants, Inc. Amendment No. 2
· Interwest Consulting Group, Inc. Agreement
· Jason Addison Smith Consulting Services, Inc. (JAS Pacific) Amendment No. 2 · Plan Review Consultants, Inc. Amendment No. 5
· Shums Coda Associates, Inc. Amendment No. 6
· Synergetic Consulting Amendment No. 3
· TRB + Associates, Inc. Amendment No. 6
· West Coast Code Consultants, Inc. Amendment No. 4
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Amendment No. 2 to Agreement/ 4Leaf, Inc. Page 1
Rev. 10/25/19
Ebix Insurance No. S200004375
AMENDMENT NO. 2

TO THE AGREEMENT FOR SERVICES

BETWEEN THE

CITY OF SANTA CLARA, CALIFORNIA,
AND
4LEAF, INC.

PREAMBLE
This agreement (“Amendment No. 2”) is entered into between the City of Santa Clara, California, a chartered California municipal corporation (City) and 4Leaf, Inc., a California corporation, (Consultant). City and Consultant may be referred to individually as a “Party” or collectively as the “Parties” or the “Parties to this Agreement.”

RECITALS
A. The Parties previously entered into an agreement entitled “Agreement for Services Between the City of Santa Clara, California and 4Leaf, Inc., with an effective date of February 1, 2020 (Agreement); and
B. The Original Agreement was previously amended by Amendment No. 1 dated February 8, 2022 and is again amended by this Amendment No. 2. The Original Agreement and all previous amendments are collectively referred to herein as the “Original Agreement as Amended”; and
C. The Parties entered into the Original Agreement for the purpose of having Consultant provide qualified contract personnel, technical and professional services, and the Parties now wish to amend the Original Agreement as Amended to increase the amount billed under the Agreement for a maximum aggregate compensation not to exceed $5,149,000 for ten consultant firm agreements.

NOW, THEREFORE, the Parties agree as follows:

AMENDMENT TERMS AND CONDITIONS

1. Section 6 of the Agreement, entitled “Compensation and Payment,” is hereby amended to read as follows:
“6. COMPENSATION AND PAYMENT
A. In consideration for Consultant’s complete performance of Services, City shall pay Consultant for all materials provided and Services rendered by Consultant in accordance with Exhibit B, entitled "SCHEDULE OF FEES." B. Consultant acknowledges that Consultant is one of 10 companies selected to perform related services for the City in response to an RFP, and City will be utilizing the services of all 10 companies, pursuant to 10 separate agreements (collectively, the “Plan Check Agreements”). Those 10 companies, and the effective dates of the applicable Plan Check Agreements, are as follows:

Amendment No. 2 to Agreement/4Leaf, Inc. Page 2
Rev. 10/25/2019

1. Jason Addison Smith Consulting Services, Inc., effective November 1, 2019, amended March 4, 2021;

2. Plan Review Consultants, Inc., effective July 19, 2016, amended Aug. 28, 2017, amended May 14, 2019, amended February 24, 2021, amended February 22, 2022;

3. Shums Coda Associates, Inc., effective June 23, 2015, amended June 6, 2016, amended Sep. 26, 2017, amended May 14, 2019, amended February 24, 2021, amended February 8, 2022;

4. Synergetic Consulting, effective July 8, 2019, amended March 4, 2021, amended February 8, 2022;

5. TRB + Associates, Inc., effective Aug. 18, 2015, amended Apr. 8, 2016, amended Sep. 5, 2017, amended May 14, 2019, amended February 24, 2021, amended February 8, 2022;

6. West Coast Code Consultants, Inc., effective Nov. 1, 2018, amended July 1, 2019, amended March 4, 2021, amended February 22, 2022;

7. 4Leaf, Inc., effective February 1, 2020, amended February 8, 2022;

8. CSG Consultants, Inc., effective February 1, 2020, amended February 8, 2022;

9. Bureau Veritas North America, Inc., effective February 22, 2022;

10. Interwest Consulting Group, Inc.

C. Consultant further acknowledges that City is concurrently executing additional amendments to the first nine of the Plan Check Agreements listed above, and executing a new agreement with Interwest Consulting Group, to include language similar to this section 6 (the “Plan Check Agreements As Amended”); D. The aggregate maximum compensation of the Plan Check Agreements As Amended is five million, one hundred forty nine thousand dollars ($5,149,000), subject to budget appropriations, which includes all payments that may be authorized for Services, expenses, supplies, materials and equipment required to perform the Services under this Agreement or under any of the Plan Check Agreements As Amended. All work performed or materials provided in excess of the maximum compensation shall be at Consultant’s expense. Consultant shall not be entitled to any payment above the maximum compensation under any circumstance.

E. Consultant further acknowledges that there are no minimum usage requirements and no commitment for a minimum number of hours.”

2. Subsection 1.1 of Section 1 (“Maximum Compensation”) of Exhibit B (“Compensation”) of the Agreement is hereby amended to read as follows:
“The maximum aggregate compensation of the Plan Check Agreements As Amended is five million, one hundred forty nine thousand dollars ($5,149,000), subject to budget appropriations, which includes all payments that may be authorized for Services, expenses, supplies, materials and equipment required to perform the Services under this Agreement or under any of the Plan Check Agreements As Amended.”
Amendment No. 2 to Agreement/4Leaf, Inc. Page 3
Rev. 10/25/2019

3. Except as set forth herein, all other terms and conditions of the Agreement shall remain in full force and effect. In case of a conflict in the terms of the Agreement and this Amendment No. 2, the provisions of this Amendment No. 2 shall control.

The Parties acknowledge and accept the terms and conditions of this Amendment No. 2 as evidenced by the following signatures of their duly authorized representatives.

CITY OF SANTA CLARA, CALIFORNIA
a chartered California municipal corporation
Approved as to Form: Dated:

GLEN R. GOOGINS
City Attorney
JŌVAN GROGAN
City Manager
1500 Warburton Avenue
Santa Clara, CA 95050
Telephone: (408) 615-2210
Fax: (408) 241-6771
“CITY”
4LEAF, INC.
a California corporation
Dated:

By (Signature):

Name: Kevin Duggan
Title: President
Principal Place of
Business Address:
2126 Rheem Drive
Pleasanton, CA 94588
Email Address: [email protected]
Telephone: (925) 462-5959
Fax: (925) 462-5958
“CONSULTANT”
Amendment No. 1 to Agreement/ Bureau Veritas North America, Inc. Page 1 Rev. 10/25/19
Ebix Insurance No. S200004375
AMENDMENT NO. 1

TO THE AGREEMENT FOR SERVICES

BETWEEN THE

CITY OF SANTA CLARA, CALIFORNIA,
AND
BUREAU VERITAS NORTH AMERICA, INC.

PREAMBLE
This agreement (“Amendment No. 1”) is entered into between the City of Santa Clara, California, a chartered California municipal corporation (City) and Bureau Veritas North America, Inc. a Delaware corporation (Consultant). City and Consultant may be referred to individually as a “Party” or collectively as the “Parties” or the “Parties to this Agreement.”

RECITALS
A. The Parties previously entered into an agreement entitled “Agreement for Services Between the City of Santa Clara, California and Bureau Veritas North America, Inc., with an effective date of February 22, 2022(Agreement); and
B. The Parties entered into the Agreement for the purpose of having Consultant provide plan check review consultant services, and the Parties now wish to amend the Agreement to increase the amount billed under the Agreement for a maximum aggregate compensation not to exceed $5,149,000 for ten consultant firm agreements.

NOW, THEREFORE, the Parties agree as follows:

AMENDMENT TERMS AND CONDITIONS

1. Section 6 of the Agreement, entitled “Compensation and Payment,” is hereby amended to read as follows:
“6. COMPENSATION AND PAYMENT
A. In consideration for Consultant’s complete performance of Services, City shall pay Consultant for all materials provided and Services rendered by Consultant in accordance with Exhibit B, entitled "SCHEDULE OF FEES." B. Consultant acknowledges that Consultant is one of 10 companies selected to perform related services for the City in response to an RFP, and City will be utilizing the services of all 10 companies, pursuant to 10 Amendment No. 1 to Agreement/Bureau Veritas North America, Inc. Page 2 Rev. 10/25/2019
separate agreements (collectively, the “Plan Check Agreements”). Those 10 companies, and the effective dates of the applicable Plan Check Agreements, are as follows: