Agenda packet — City Council and Authorities Concurrent, May 13, 2025 (part 5 of 8)

Project List
LSR -FY25/26-5019-001
FY 25/26
Project Details
ID Title Description Location
Est. Completion Useful Life
Pre-Con Con Min Max Assem. Senate Elements
PP001 Annual Street
Maintenance and Rehabilitation Program Project
This project will include: ADA Curb Ramp Installation (New), Bicycle Lane (New), Document Preparation, Pavement Rehab/Repair (Existing), Paving and/or Striping Installation (New Safety), Paving and/or Striping Rehab/Repair (Existing Safety), Sidewalk and/or Crosswalk Rehab/Repair (Existing), Traffic Signals, Lights, and/or Signage Rehab/Repair (Existing Safety) The following locations identified are subject to be changed:
• ARCADIA AVENUE (MCKINLEY DR. to MAURICIA AVE.)
[ARCDIA 000001]
• BILLINGS CIRCLE (EAST RIVER PARKWAY to GARRITY
WAY) [BILLING 000001]
• BRACKETT WAY (RIVERMARK PARKWAY to EAST
RIVER PARKWAY) [BRACKT 000001]
• BRIAN LANE (MAURICIA AVE. to MCKINLEY DR.)
[BRIANL 000001]
• BURDICK LANE (GARRITY WAY to EAST RIVER
PARKWAY) [BURDCK 000001]
• BUTTE STREET (PACHECO ST. to KIELY BLVD.)
[BUTTES 000001]
• CABOT AVENUE (STEVENS CREEK BLVD. to BENNETT
AVE.) [CABOTA 000001]
• CABRILLO AVENUE (CALABAZAS BLVD. to SANTA CRUZ
AVE.) [CABRLO 000004]
• CABRILLO AVENUE (SANTA CRUZ AVE. to FRANCIS
AVE.) [CABRLO 000005]
• CABRILLO AVENUE (FRANCIS AVE. to BOWERS AVE.)
[CABRLO 000006]
05/2026 12/2026 3 20 26 10 Complete
Streets, Sustainability
Senate Bill (SB) 1 Proposed Project List for FY 2025-26 ATTACHMENT

Page 2 of 5 ends

ID Title Description Location
Est. Completion Useful Life
Pre-Con Con Min Max Assem. Senate Elements
• CAMINO DRIVE (WASHINGTON ST. to PARK AVE.)
[CAMINO 000001]
• CAMINO DRIVE (PARK AVE. to ALAMEDA, THE)
[CAMINO 000002]
• CIRCLE DRIVE (PARK AVE. to CORNER)
[CIRCLE 000001]
• CIRCLE DRIVE (CORNER to COLLEGE AVE.)
[CIRCLE 000002]
• CLAREMONT AVENUE (MAURICIA AVE. to CUL-DE-SAC)
[CLRMNT 000001]
• COLLEGE AVENUE (WASHINGTON ST. to CIRCLE
DR.(W)) [COLAGE 000001]
• COLLEGE AVENUE (CIRCLE DR.(W) to ALVISO ST.)
[COLAGE 000002]
• COLLEGE AVENUE (ALVISO ST. to CIRCLE DR.(E))
[COLAGE 000003]
• CREIGHTON PLACE (DE PAUL PL. to FORDHAM DR.)
[CREITN 000001]
• DONEGAN WAY (STEWARD LANE to MARSTON LANE)
[DONEGN 000001]
• DOYLE CIRCLE (GARRITY WAY to GARRITY WAY)
[DOYLEC 000001]
• EL SOBRANTE STREET (POMEROY AVE. to KIELY
BLVD.) [ELSBRT 000001]
• EAST RIVER PARKWAY (KELLEY WAY to LICK MILL
BLVD) [ERIVER 000001]
• FRESNO STREET (PACHECO ST. to KIELY BLVD.)
[FRESNO 000001]
Senate Bill (SB) 1 Proposed Project List for FY 2025-26 ATTACHMENT

Page 3 of 5 ends

ID Title Description Location
Est. Completion Useful Life
Pre-Con Con Min Max Assem. Senate Elements
• GARRITY WAY (AGNEW RD to LICK MILL BLVD)
[GARRTY 000001]
• GILBERT AVENUE (MAURICIA AVE. to MCKINLEY DR.)
[GILBRT 000001]
• HARGIS WAY (MARSTON WAY to EAST RIVER
PARKWAY) [HARGIS 000001]
• HARRIGAN DRIVE (RIVERMARK PARKWAY to AGNEW
RD) [HARRGN 000001]
• HILMAR STREET (WASHINGTON ST. to PARK AVE.)
[HILMAR 000001]
• HILMAR STREET (PARK AVE. to ALAMEDA, THE)
[HILMAR 000002]
• KELLEY WAY (RIVERMARK PARKWAY to CUL-DE-SAC)
[KELLEY 000001]
• KELLOGG WAY (GILBERT AVE. to MAURICIA AVE.)
[KELLOG 000001]
• LAFAYETTE WAY (POPLAR ST. to DEAD END S OF
BELLOMY ST.) [LAFYTW 000001]
• LAIRD CIRCLE (LICK MILL BLVD to LICK MILL BLVD)
[LAIRDC 000001]
• LIVE OAK DRIVE (BENTON ST to ST LUCIA DR)
[LIVOAK 000010]
• LOCUST STREET (ALVISO ST. to PARK AVE.)
[LOCUST 000001]
• LOS PADRES BOULEVARD (MONROE ST. to CABRILLO
AVE.) [LSPADR 000002]
• LOS PADRES BOULEVARD (CABRILLO AVE. to
WARBURTON AVE.) [LSPADR 000003]
Senate Bill (SB) 1 Proposed Project List for FY 2025-26 ATTACHMENT

Page 4 of 5 ends

ID Title Description Location
Est. Completion Useful Life
Pre-Con Con Min Max Assem. Senate Elements
• LOS PADRES BOULEVARD (WARBURTON AVE. to EL
CAMINO REAL) [LSPADR 000004]
• LOS PADRES BOULEVARD (SARATOGA AVE. to
PRUNERIDGE AVE.) [LSPADR 000010]
• MARSTON LANE (GARRITY WAY to CUL-DE-SAC)
[MARSTN 000001]
• MICHAEL WAY (MCKINLEY DR. to MAURICIA AVE.)
[MICHAL 000001]
• MORELAND WAY (LICK MILL BLVD to RIVERMARK
PARKWAY) [MORLND 000001]
• OLD MTN. VIEW-ALVISO RD (BETSY ROSS DR. to
SUNNYVALE BOUNDARY) [MTVWAL 000001]
• OLD MTN. VIEW-AVLISO RD (BETSY ROSS DR. to
GREAT AMERICA PKWY). [MTVWAL 000002]
• MUIR AVENUE (MCKINLEY DR. to MAURICIA AVE.)
[MUIRAV 000001]
• NOTRE DAME DRIVE (NOBILI AVE. to FORDHAM DR.)
[NTRDME 000002]
• PACHECO STREET (EL SOBRANTE ST. to BUTTE ST.)
[PACHEO 000001]
• POPLAR STREET (WASHINGTON ST. to PARK AVE.)
[POPLAR 000001]
• PEPPER TREE LANE (SANTA LUCIA DR. to PEPPER
TREE CT) [PPRTRL 000001]
• PEPPER TREE LANE (PEPPER TREE CT to HOMESTEAD
RD) [PPRTRL 000002]
Senate Bill (SB) 1 Proposed Project List for FY 2025-26 ATTACHMENT

Page 5 of 5 ends

ID Title Description Location
Est. Completion Useful Life
Pre-Con Con Min Max Assem. Senate Elements
• RODONOVAN DRIVE (STEVENS CREEK BLVD. to
MAURICIA AVE.) [RDNVND 000001]
• REGIS COURT (CALABAZAS BLVD. to CUL-DE-SAC)
[REGISC 000001]
• RIVERMARK PARKWAY (KELLEY WAY to MORELAND
WAY) [RIVMRK 000001]
• ROCKHURST COURT (MACHADO AVE. to CUL-DE-SAC)
[RKHRST 000001]
• SANTA LUCIA DRIVE (LIVE OAK DR. to PEPPER TREE
LANE) [STALUC 000001]
• STEWART LANE (GARRITY WAY to TRANSILL CIR)
[STEWRT 000001]
• STANFORD PLACE (ST. MARY'S PL. to GEORGETOWN
PL.) [STNFRD 000001]
• TOBIN CIRCLE (STEWARD LANE to STEWARD LANE)
[TOBINC 000001]
• VIA DONDERA (CALABAZAS BLVD. to EL SOBRANTE
ST.) [VIADND 000001]
• VILLA NOVA COURT (CALABAZAS BLVD. to CUL-DESAC)
[VILNOV 000001]
• WATSON CIRCLE (BURDICK LANE to BURDICK LANE)
[WATSON 000001]
• XAVIER COURT (MACHADO AVE. to CUL-DE-SAC)
[XAVIER 000001]
City of Santa Clara
Agenda Report
1500 Warburton Avenue
Santa Clara, CA 95050
santaclaraca.gov
@SantaClaraCity
25-1162 Agenda Date: 5/13/2025

REPORT TO COUNCIL

SUBJECT
Action on Award of Contract for the Pruneridge Avenue Signal Timing Project to Tennyson Electric, LLC.

COUNCIL PILLAR
Deliver and Enhance High Quality Efficient Services and Infrastructure

BACKGROUND
The City has 145 signalized intersections, many of which are connected to the City’s Traffic Management Center using fiber optic or copper cables. This interconnected traffic signal system allows the City to better manage traffic operations. As part of the traffic signal management program, capital improvement projects (CIPs) are planned for interconnecting signalized intersections, replacing obsolete traffic signal controller cabinets, and upgrading copper cables with fiber optic cables. Fiber optic cables provide faster data transmission and support higher resolution video streams.

Kimley-Horn and Associates, Inc. was retained to provide the required design professional services for the Pruneridge Avenue Signal Timing Project (Project). In general, the Project upgrades existing copper cables on Pruneridge Avenue between Pomeroy Ave. and Kiely Blvd. with fiber optic cables and installs newer traffic signal equipment and pull boxes (Attachment 1). The Project received $84,970 in Transportation Fund for Clean Air grant funding from the Santa Clara Valley Transportation Authority.

DISCUSSION
In February 2025, a competitive Request for Bids (RFB) for construction of the Project was published on the City’s bid notification system, Bidnet Direct. The RFB was viewed by various vendors, including contractors, suppliers, plan rooms, and builder exchanges, among others. Additional vendors were able to view the RFB as members of various plan rooms and builder exchanges. Staff also reached out directly to contractors and vendors who had viewed similar projects in the past.

On March 20, 2025, bids for the Project were opened via video conference. Three bids were received ranging from $489,280 to $562,700. The Bid Summary is included as Attachment No. 2. The lowest bid submitted by Tennyson Electric, LLC in the amount of $489,280 is approximately 12 percent below the engineer’s estimate of $554,329. Tennyson Electric, LLC’s bid was reviewed by staff for compliance with the terms and conditions of the bid documents and has been determined to be a responsive and responsible bid. Staff recommends awarding the construction contract to Tennyson Electric, LLC.

Award of contract will enable construction of the Project to commence with substantial completion City of Santa Clara Page 1 of 2 Printed on 5/9/2025
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25-1162 Agenda Date: 5/13/2025
anticipated by December 2025. The date is subject to change based on any unforeseen conditions discovered during construction or extended delivery dates by equipment suppliers. The contract includes prevailing wage requirements.

ENVIRONMENTAL REVIEW
This project being considered is exempt from the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines section 15301(c), “Existing Facilities,” as the activity consists of the repair, maintenance or minor alteration of existing facilities involving no or negligible expansion of the use beyond that presently existing.

FISCAL IMPACT
The approximate cost of the contract is $489,280, plus approximately 15 percent contingency, or $73,392, for any potential change orders, for a total not-to-exceed contract amount of $562,672.

Funding is available in the Project budgeted in the Streets and Highways Capital Fund (533-1285) to complete construction.

COORDINATION
This 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 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] or at the public information desk at any City of Santa Clara public library.

RECOMMENDATION

1. Determine that the proposed actions are exempt from CEQA pursuant to Section 15301 (Existing Facilities) of Title 14 of California Code of Regulations;

2. Award the Public Works Contract for the Pruneridge Avenue Signal Timing Project to the lowest responsive and responsible bidder, Tennyson Electric, LLC, in the amount of $489,280 and authorize the City Manager to execute any and all documents associated with and necessary for the award, completion, and acceptance of this Project, in final forms approved by the City Attorney; and

3. Authorize the City Manager to execute change orders up to approximately 15 percent of the original contract price, or $73,392, for a total not-to-exceed amount of $562,672.

Reviewed by: Craig Mobeck, Director of Public Works
Approved by: Jovan Grogan, City Manager

ATTACHMENTS

1. Project Map

2. Bid Summary
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LOCATION MAP

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City of Santa Clara
Attachment No. 2
Bid Summary
25-1162

REPORT TO COUNCIL

SUBJECT
Action on Award of Contract for the Pruneridge Avenue Signal Timing Project to Tennyson Electric, LLC.

BID SUMMARY Bid Opening Date: March 20, 2025
ENGINEER’S ESTIMATE: $ 554,329
Contractor Total Bid ($) Percentage above/below
Engineer’s Estimate
Tennyson Electric $489,280 (12%)
Bear Electric Solutions $544,280 (2%)
St. Francis Electric $562,700 2%
City of Santa Clara
Agenda Report
1500 Warburton Avenue
Santa Clara, CA 95050
santaclaraca.gov
@SantaClaraCity
25-273 Agenda Date: 5/13/2025

REPORT TO COUNCIL

SUBJECT
Action on the Award of Contract for the Great America Parkway Streetlight Replacement Project, Contract No. 2875-9661, to Bear Electrical Solutions LLC and Related Budget Amendment

COUNCIL PILLAR
Deliver and Enhance High Quality Efficient Services and Infrastructure

BACKGROUND
The City of Santa Clara’s Electric Department, Silicon Valley Power (SVP), issued a public works bid packet to support its Electric Department Capital Improvement Program (CIP) Great America Parkway Streetlight Replacement Project (Project), Contract No. 2875-9661. The proposed Project will replace approximately 170 aged steel square street light poles and luminaires along Great America Parkway with new aluminum round tapered street light poles and LED luminaires. New reinforced concrete foundations will be required as well as re-wiring the existing street lighting circuits to help balance the electrical load across the power sources.

DISCUSSION
On March 06, 2025, a competitive Request for Bid (RFB) was published on the City’s bid notification system, BidNet Direct, for the Project. On April 3, 2025, the Project bids were opened at the City Clerk’s office. The City received one (1) bid from Bear Electrical Solutions LLC (Bear Electric) in the amount of $5,356,147.20. The Bid Summary is included as Attachment 1.

As the sole bidder, Bear Electric was declared the lowest apparent bidder with a submitted bid in the amount of $5,356,147.20. SVP compared the bid to the Engineer’s Estimate of $1,666,430.20, and SVP found that the Engineer’s Estimate did not consider necessary Project work such as sidewalk repairs and increased traffic control on Great America Parkway. Additionally, the Engineer’s Estimate did not consider overtime and weekend work required to meet the Project deadline of October 2025.

The Engineer’s Estimate was performed by an outside consulting firm. SVP performed a review of Bear Electric’s bid and found that the bid amount is justified based on its internal analysis.

Bear Electric’s bid was reviewed by SVP staff for compliance with the terms and conditions of the bid documents and has been determined to be the lowest responsive and responsible bid. Staff recommend awarding the contract to Bear Electric. Once awarded, this Project will be administered by Public Works.

Award of the contract will allow construction to commence to complete the Project. The contract includes Prevailing Wage requirements.

ENVIRONMENTAL REVIEW
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25-273 Agenda Date: 5/13/2025
Staff recommend that the City Council determine that the action being considered is exempt from the California Environmental Quality Act (“CEQA”) pursuant to the section 15302 (Class2-Replacement or Reconstruction) of Title 14 of the California Code of Regulations as the proposed work involves the replacement or reconstruction of existing utility facilities involving negligible expansion of capacity.

FISCAL IMPACT
The cost of the contract is $5,356,147.20, plus 25% contingency, or $1,339,036.80, for any potential change orders for a total not-to-exceed contract amount of $6,695,184. A contingency of 25% is recommended for unforeseen project costs.

The budget amendment below allocates funding from the available fund balance in the Electric Utility Fund to the Great America Street Light Replacement Project within the Street Lighting Capital Fund to fund the contract as recommended in this Report to Council. (Note that the Street Lighting Capital Fund budget reflected in the table below includes other projects in addition to the amount requested above for this Great America Street Light Replacement Project.) Budget Amendment
FY 2024/25
Current Increase/ (Decrease) Revised
Electric Utility Fund (091)
Transfers To
Street Lighting Capital Fund $5,365,000 $5,000,000 $10,365,000 Fund Balance
Unrestricted Ending Fund Balance $63,866,554 ($5,000,000) $58,866,554 Street Lighting Capital Fund (534)
Transfers From
Electric Utility Fund $5,365,000 $5,000,000 $10,365,000 Expenditures
Great America Street Light Replacement
Project
$7,027,641 $5,000,000 $12,027,641

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

RECOMMENDATION

1. Determine the proposed actions are exempt from CEQA pursuant to section 15302 section 15302 City of Santa Clara Page 2 of 3 Printed on 5/9/2025
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25-273 Agenda Date: 5/13/2025
(Class2 - Replacement or Reconstruction) of Title 14 of the California Code of Regulations;

2. Award the Public Works Contract for the Great America Parkway Streetlight Replacement Project, Contract No. 2875-9661, to the lowest responsive and responsible bidder, Bear Electrical Solutions LLC, in the amount of $5,356,147.20, and authorize the City Manager or designee to execute the contract and any and all documents in furtherance of the award, completion, and acceptance of the Project;

3. Authorize the City Manager to execute change orders up to approximately 25 percent of the original contract price, or $1,339,036.80, for a total not-to-exceed amount of $6,695,184; and

4. Approve the following FY 2024/25 budget amendments:
a) In the Electric Utility Fund, increase the transfer to the Street Lighting Capital Fund and decrease the Ending Fund Balance in the amount of $5.0 million (five affirmative Council votes required for the use of unused balances); and
b) In the Street Lighting Capital Fund, increase the transfer from the Electric Utility Fund and increase the Great America Street Light Replacement Project in the amount of $5.0 million (five affirmative Council votes required to appropriate additional revenue) .

Reviewed by: Nico Procos, Acting Director of Electric Utility Approved by: Jovan D. Grogan, City Manager

ATTACHMENTS

1. Bid Summary
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EXHIBIT A
BID OPENING DATE:

TIME:

PROJECT NAME:

PROJECT NO.

DEPARTMENT:

PROJECT ENGINEER:

COMPANY /CITY /STATE
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I ENGINEER'S ESTIMATE

CITY OF SANTA CLARA
THURSDAY, April 3, 2025
3:00 PM
Great America Parkway Streetlight Replacement Project
Contract No. 2875-9661
Silicon Valley Power
Joseph Bruzzone x6638

REC'D TIME APPARENT

BY REC'D LOW BID BID AMOUNT
ORDER
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I I
11 t 66f~3 c, _GJ
Page __ of __
L:\CONTRACTS AWARDED BY BID\Bid Opening Form for 04-03-2025.doc I
City of Santa Clara
Agenda Report
1500 Warburton Avenue
Santa Clara, CA 95050
santaclaraca.gov
@SantaClaraCity
25-1163 Agenda Date: 5/13/2025

REPORT TO COUNCIL

SUBJECT
Action on Award of Contract for the Miscellaneous Asphalt and Concrete Rehabilitation Project to Silicon Valley Paving, Inc. and Related Budget Amendments

COUNCIL PILLAR
Deliver and Enhance High Quality Efficient Services and Infrastructure

BACKGROUND
The FY 2024/25 and FY 2025/26 Adopted Biennial Capital Improvement Program Budget includes several projects that involve miscellaneous asphalt and/or concrete pavement repair. The work covered under these projects will take place at various sites throughout the City, including City Hall (visitor parking lot at the corner of Warburton Avenue and Lincoln Street), Central Park Library, the Convention Center, three water wells (Water Well 22, 24 and 29), five sanitary sewer pump stations (De La Cruz, Northside, Rabello, Stadium, and Westside) and the Convention Center (Maintenance District No. 183) (Attachment 1). Because each location is relatively small, they have been combined to create one larger project, the Miscellaneous Asphalt and Concrete Rehabilitation Project (Project) under the existing Public Building Parking Lot Improvements project. Administering the design and construction as a single project allows the City to hire one engineering consultant for design and to bid the work under one construction contract. This creates City staffing efficiencies and lowers the overall management/administration time and cost necessary to deliver the project. Also, bidding the work out under one construction contract has the potential to reduce construction mobilization and unit costs (i.e. the contractor can procure greater quantities of materials at lower prices).

CSG Consultants, Inc. was previously retained to provide the required design professional services for the Project. The scope of work generally includes asphalt pavement repair, seal coating, concrete removal and replacement, grading and base material repair, pavement striping and replacement of ancillary features such as ADA ramps.

DISCUSSION
In March 2025, a competitive Request for Bids (RFB) for construction of the Project was published on the City’s bid notification system. The RFB was viewed by contractors, suppliers, plan rooms, and builder exchanges, among others. Additional vendors were able to view the RFB as members of various plan rooms and builder exchanges. Staff also reached out directly to contractors and vendors who had viewed similar projects in the past.

On April 3, 2025, bids for the Project were opened via video conference. Six bids were received ranging from $1,139,217 to $1,973,888. The Bid Summary is included as Attachment No. 2. The lowest bid submitted by Silicon Valley Paving, Inc. in the amount of $1,139,217 is approximately 26 City of Santa Clara Page 1 of 4 Printed on 5/9/2025
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25-1163 Agenda Date: 5/13/2025
percent below the engineer’s estimate of $1,532,000. Silicon Valley Paving’s bid was reviewed by staff 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 construction contract to Silicon Valley Paving, Inc. Award of contract will enable construction of the Project to commence.

Substantial completion of the Project is anticipated by early 2026. The date may be subject to change based on any unforeseen conditions discovered during construction. The contract includes prevailing wage requirements.

ENVIRONMENTAL REVIEW
This project being considered is exempt from the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines section 15301 (c), “Existing Facilities,” as the activity consists of the repair, maintenance or minor alteration of existing facilities involving no or negligible expansion of the use beyond that presently existing.

FISCAL IMPACT
The approximate cost of the contract is $1,139,217, plus a 15 percent contingency, or $170,883, for any potential change orders, for a total not-to-exceed contract amount of $1,310,100. Funding for the Project is proposed to be apportioned to each project based on its proportionate share. Staff recommends a transfer of each project’s share to the Public Building Parking Lot Improvements Project which will consolidate management and administration of the combined project’s funding.

For the improvements at the Central Park Library, a transfer of $216,000 from the General Fund to the Public Buildings Capital Fund was approved by City Council on December 3, 2024, as part of the FY 2023/24 Year End Close Report to Council. This transfer covers $216,000 of Library's $279,269 share of the project costs. The remaining $63,269 is recommended to be transferred from the Central Park Library - Concrete Sidewalk Replacement project in the Library Department Capital Fund.

The budget amendments below establish transfers from each respective fund to the Public Buildings Capital Fund. The transfers cover $1,080,948 of the costs of the construction contract and project delivery costs, which include inspection and construction management. Funding for the remaining project costs is available in the Public Building Parking Lot Improvements Project budget for FY 2024/25 and includes the $216,000 previously transferred for the Central Park Library portion of the project. The table below summarizes the recommended budget amendments:

Budget Amendments
FY 2024/25
Current Increase/
(Decrease)
Revised
Water Utility Capital Fund
Transfers To
Public Buildings Capital Fund $0 $96,854 $96,854
Expenditure
Buildings and Grounds $2,898,961 ($96,854) $2,802,107
Sewer Utility Fund
Transfers To
Public Buildings Capital Fund $0 $612,624 $612,624
Expenditure
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25-1163 Agenda Date: 5/13/2025
Expenditure
Buildings and Grounds $2,898,961 ($96,854) $2,802,107
Sewer Utility Fund
Transfers To
Public Buildings Capital Fund $0 $612,624 $612,624
Expenditure
Unrestricted Fund Balance $1,908,780 ($612,624) $1,296,156 Library Department Capital Fund
Expenditures
Central Park Library - Concrete $231,734 ($63,269) $168,465 Sidewalk Replacement
Transfers To
Public Buildings Capital Fund $0 $63,269 $63,269
Convention Center Maintenance
District Fund
Expenditures
Public Works Department $1,862,825 ($308,201) $1,554,624 Transfers To
Public Buildings Capital Fund $0 $308,201 $308,201
Public Buildings Capital Fund
Transfers From
Water Utility Capital Fund $0 $96,854 $96,854
Sewer Utility Fund $0 $612,624 $612,624
Library Department Capital Fund $0 $63,269 $63,296
Convention Center Maintenance District
Fund
$0 $308,201 $308,201
Expenditures
Public Building Parking Lot
Improvements Project
$562,417 $1,080,948 $1,643,365

COORDINATION
This report has been coordinated with the Finance Department, Water and Sewer Utilities Department, Library, and the City Attorney’s Office.

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25-1163 Agenda Date: 5/13/2025

RECOMMENDATION

1. Determine the project to be exempt under CEQA Guidelines Section 15301 (Class 1) Existing Facilities;

2. Award the Public Works Contract for the Miscellaneous Asphalt and Concrete Rehabilitation Project to the lowest responsive and responsible bidder, Silicon Valley Paving, Inc., in the amount of $1,139,217 and authorize the City Manager to execute any and all documents associated with and necessary for the award, completion, and acceptance of this Project, in final forms approved by the City Attorney;

3. Authorize the City Manager to execute change orders up to approximately 15 percent of the original contract price, or $170,883, for a total not-to-exceed amount of $1,310,100; and

4. Approve the following FY 2024/25 Budget Amendments:
a) In the Water Utility Capital Fund, establish a transfer to the Public Buildings Capital Fund and reduce the Building and Grounds project in the amount of $96,854 (majority affirmative Council votes required );
b) In the Sewer Utility Fund, establish a transfer to the Public Buildings Capital Fund and reduce the Unrestricted Ending Fund Balance in the amount of $612,624 (five affirmative Council votes required for the use of unused balances );
c) In the Library Department Capital Fund, establish a transfer to the Public Buildings Capital Fund and reduce the Central Park Library - Concrete project by $63,269 (majority affirmative Council votes required );
d) In the Convention Center Maintenance District Fund, establish a transfer to the Public Buildings Capital Fund and reduce the Public Works Department budget by $308,201 ( majority affirmative Council votes required ); and
e) In the Public Buildings Capital Fund, recognize transfers totaling $1,080,948 from the Water Utility Capital Fund in the amount of $96,854, Sewer Utility Fund in the amount of $612,624, Library Department Capital Fund in the amount of $63,269, and Convention Center Maintenance District Fund in the amount $308,201 and increase the Public Building Parking Lot Improvements Project appropriation by $1,080,948 (five affirmative Council votes required to appropriate additional revenue ).

Reviewed by: Craig Mobeck, Director of Public Works
Approved by: Jovan Grogan, City Manager

ATTACHMENTS

1. Project Map

2. Bid Summary
City of Santa Clara Page 4 of 4 Printed on 5/9/2025
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SHEET OF
TRACING No.
37 PROJECT No. CE 23-24-07
ACCOUNT No. -
DATE No. REVISION BY

DATE TITLE APPROVED BY
R.C.E. No.

CITY OF SANTA CLARA

ENGINEERING DEPARTMENT

MISCELLANEOUS ASPHALT AND

CONCRETE REHABILITATION PROJECT
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11/7/2024 1 SEE REVISION CLOUDS CSG
02/3/2025 2 SEE REVISION CLOUDS CSG
SITE # DESCRIPTION
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NO SCALE

CITY OF

SANTA CLARA
WELL 22-02 - 1265 POMEROY AVE WATER WELL 24 - 3729 SWALLOW WAY WATER WELL 29 - 3094 ASPEN DR

DE LA CRUZ SAN ITARY SEWER PUMP STATION
3899 DELA CRUZ BLVD

NORTHSIDE SANITARY SEWER PUMP STATION
4495 NORTH FIRST ST, SAN JOSE CA

RABELLO SANITARY SEWER PUMP STATION
5601 LAFAYETTE ST

STADIUM SANITARY SEWER PUMP STATION
4993 STARS AND STRIPES DR

WESTSIDE SANITARY SEWER PUMP STATION
5345 GREAT AMERICA PARKWAY

CENTRAL LIBRARY - ASPHALT & CONCRETE
2635 HOMESTEAD RD
CITY HALL PARKING LOT - 1500 WARBURTON AVE
LOT

Page 1 of 1 ends

City of Santa Clara
Attachment No. 2
Bid Summary
25-1163

REPORT TO COUNCIL

SUBJECT
Action on Award of Contract for the Miscellaneous Asphalt and Concrete Rehabilitation Project to Silicon Valley Paving, Inc. and Related Budget Amendments BID SUMMARY Bid Opening Date: April 3, 2025
ENGINEER’S ESTIMATE: $ 1,532,000
Contractor Total Bid ($) Percentage above/below
Engineer’s Estimate
Silicon Valley Paving, Inc. $1,139,217.09 -26%
O'Grady Paving, Inc. $1,446,103.00 -6%
Tri Valley Excavating Co., Inc. $1,498,463.63 -2%
Radius Earthwork $1,539,930.35 1%
Galeb Paving, Inc $1,627,000.00 6%
BuildCorp Inc $1,973,888.00 29%
City of Santa Clara
Agenda Report
1500 Warburton Avenue
Santa Clara, CA 95050
santaclaraca.gov
@SantaClaraCity
25-107 Agenda Date: 5/13/2025

REPORT TO COUNCIL

SUBJECT
Action on Award of Contract for the 2025 Annual Street Pavement Maintenance and Rehabilitation Project to Radius Earthwork Inc. and Approval of Related Budget Amendments

COUNCIL PILLAR
Deliver and Enhance High Quality Efficient Services and Infrastructure

BACKGROUND
The City’s street pavement network consists of approximately 590 lane miles of arterial, collector, residential, and local streets. Through the Pavement Maintenance Program, staff prioritizes various street segments for preventative maintenance and rehabilitation work based on condition, use, and available funding.

The 2025 Annual Street Pavement Maintenance and Rehabilitation Project (Project) consists of preventative maintenance and rehabilitation of approximately 15.2 lane miles of pavement along various street segments (Attachment 1). The scope of work includes repair and replacement of asphalt pavement; placement of slurry seal; adjustment of utility valves and covers; construction of accessible concrete ramps in accordance with the requirements of the Americans with Disabilities Act (ADA); replacement of traffic striping and pavement markings; and other necessary work to complete the Project.

The Project includes a CalRecycle grant. In January 2025, a CalRecycle grant was awarded to the City to incorporate recycled rubberized materials in pavement maintenance projects. The City will receive reimbursement of up to the $250,000 from CalRecycle based on the quantity of rubberized materials used. Staff plans to use a portion of the grant reimbursement on this Project and use remaining grant funds on future projects with rubberized asphalt pavements.

DISCUSSION
In March 2025, a competitive Request for Bids (RFB) for construction of the Project was published on the City’s bid notification system, BidNet Direct. The RFB was viewed by various vendors, including contractors, suppliers, plan rooms, and builder exchanges, among others. Additional vendors were also able to view the RFB as members of various plan rooms and builder exchanges. Staff also reached out directly to contractors and vendors who had viewed similar projects in the past.

On April 10, 2025, the bid opening for the Project was held via video conference. Four bids were received ranging from $8,667,777 to $10,960,960. The Bid Summary is included as Attachment 2.

The lowest bid, submitted by Radius Earthwork Inc. (Radius) in the amount of $8,667,777, is 0.3 percent below the Engineer’s Estimate of $8,694,200. Radius’s bid was reviewed by staff and the City Attorney’s Office for compliance with the terms and conditions of the bid documents and has City of Santa Clara Page 1 of 4 Printed on 5/9/2025
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25-107 Agenda Date: 5/13/2025
been determined to be the lowest responsive and responsible bid. Staff recommends awarding the construction contract to Radius.

The award of contract will allow construction to commence in order to complete the pavement work during the summer and fall of 2025. The dates may be subject to change based on any unforeseen conditions discovered during construction or extended delivery dates by materials or equipment suppliers. The contract includes prevailing wage requirements.

FISCAL IMPACT
The approximate cost of the contract is $8,667,777 plus a 10 percent contingency, or $866,778, for any potential change orders for a total not-to-exceed contract amount of $9,534,555.

Funding for the contract is available in the Annual Street Maintenance and Rehabilitation Program project in the Streets and Highways Capital Fund. Budget actions are recommended to recognize the $250,000 CalRecycle grant revenue and appropriate the funding to the Annual Street Maintenance and Rehabilitation Program project. In addition, staff recommends transferring $228,619 from the Buildings and Grounds project in the Water Utility Capital Fund and $198,409 from the Sewer Utility Fund to the Annual Street Maintenance and Rehabilitation Program project for the portion of the project costs associated with those funds. This Project involves removing and replacing water valve boxes and adjusting sanitary sewer manhole covers along with performing the permanent pavement restoration following water and sewer underground construction at various locations.

Budget Amendment
FY 2024/25
Current Increase/
(Decrease)
Revised
Streets and Highways Capital Fund
Revenues
CalRecycle Grant TRP17-24 $0 $250,000 $250,000
Transfers From
Water Utility Capital Fund $0 $228,619 $228,619
Sewer Utility Fund $0 $198,409 $198,409
Expenditures
Annual Street Maintenance and
Rehabilitation Program
$19,451,565 $677,028 $20,128,593
Water Utility Capital Fund
Transfers To
Streets and Highways Capital Fund $0 $228,619 $228,619
Expenditure
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25-107 Agenda Date: 5/13/2025
Expenditures
Annual Street Maintenance and
Rehabilitation Program
$19,451,565 $677,028 $20,128,593
Water Utility Capital Fund
Transfers To
Streets and Highways Capital Fund $0 $228,619 $228,619
Expenditure
Buildings and Grounds $2,898,961 ($228,619) $2,670,342
Sewer Utility Fund
Transfers To
Streets and Highways Capital Fund $0 $198,409 $198,409
Fund Balance
Unrestricted Ending Fund Balance $1,908,780 ($198,409) $1,710,371

COORDINATION
This report has been coordinated with the Finance Department, Water & Sewer Utilities Department, and the City Attorney’s Office.

RECOMMENDATION

1. Determine that the proposed actions are exempt from CEQA pursuant to Section 15301 (Existing Facilities) of Title 14 of California Code of Regulations

2. Award the Public Works Contract for the 2025 Annual Street Pavement Maintenance and Rehabilitation Project to Radius Earthwork Inc., the lowest responsive and responsible bidder, in the amount of $8,667,777 and authorize the City Manager to execute any and all documents associated with, and necessary for the award, completion, and acceptance of this Project, in final forms approved by the City Attorney;

3. Authorize the City Manager to execute change orders up to approximately 10 percent of the original contract price, or $866,778, for a total project budget not to exceed amount of $9,534,555, in final forms approved by the City Attorney; and

4. Approve the following FY 2024/25 budget amendments:
a) In the Streets and Highways Capital Fund, recognize grant revenue of $250,000 from CalRecycle, recognize transfers of $228,619 from the Water Utility Fund and $198,409 from the Sewer Utility Fund, and increase the Annual Street Maintenance and Rehabilitation Program project by $677,028 (five affirmative Council votes required to appropriate additional revenue) ;
b) In the Water Utility Fund, establish a transfer to the Streets and Highways Capital Fund and reduce the Buildings and Grounds appropriation by $228,619 (majority affirmative Council votes required) ; and
c) In the Sewer Utility Fund, establish a transfer to the Streets and Highways Capital Fund and City of Santa Clara Page 3 of 4 Printed on 5/9/2025
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25-107 Agenda Date: 5/13/2025
reduce the unrestricted ending fund balance by $198,409. (five affirmative Council votes required for the use of unused balances)
Reviewed by: Craig Mobeck, Director of Public Works
Approved by: Jovan Grogan, City Manager

ATTACHMENTS

1. Project Location Map

2. Bid Summary
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SHEET OF
TRACING No.
106
PROJECT No. ACCOUNT No. -
DATE No. REVISION BY

DATE TITLE APPROVED BY
R.C.E. No.

CITY OF SANTA CLARA

ENGINEERING DEPARTMENT
2025 ANNUAL STREET MAINTENANCE

AND REHABILITATION PROJECT
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Page 1 of 1 ends

Attachment 2
Bid Summary
2025 ANNUAL STREET PAVEMENT MAINTENANCE
AND REHABILITATION PROJECT (CE 24-25-03)
BID SUMMARY Bid Opening Date: April 10, 2025
ENGINEER’S ESTIMATE: $ 8,694,200.00
Contractor Total Bid ($) Percentage above/below
Engineer’s Estimate
Radius Earthwork Inc $ 8,667,777.00 0.3% below
O’Grady Paving, Inc. $ 8,830,513.45 1.6% above
Teichert Construction $ 9,226,573.00 6.1% above
DeSilva Gates Construction, LLC $ 10,960,960.00 26.1% above City of Santa Clara
Agenda Report
1500 Warburton Avenue
Santa Clara, CA 95050
santaclaraca.gov
@SantaClaraCity
25-506 Agenda Date: 5/13/2025

REPORT TO COUNCIL

SUBJECT
Action on Authorizing the City Manager to Negotiate and Execute Agreements and/or Purchase Orders with Vendors for the Purchase of Aluminum Tubular Substation Bus Conductors to be Funded by the Electric Utility Capital Fund

COUNCIL PILLAR
Deliver and Enhance High Quality Efficient Services and Infrastructure

BACKGROUND
The City of Santa Clara’s Electric Utility, Silicon Valley Power (SVP), has provided reliable electric service for over 128 years and is experiencing significant continued growth. SVP has developed a City Council approved Capital Improvement Strategy to address near-term and long-term impacts from potential load growth and aged infrastructure to maintain system reliability.

The key growth projects for the System Expansion Program include:
· Kifer Receiving Station (KRS) Rebuild and Replacement; · Scott Receiving Station (SRS) Rebuild and Replacement; · Northern Receiving Station (NRS) Upgrades and Expansion; and, · Northern Receiving Station (NRS)/Kifer Receiving Station (KRS) 115kV Transmission Line.

As part of SVP’s ongoing efforts to support system expansion and address load growth, a series of purchases have been made and are in progress to ensure that the necessary equipment and materials are delivered to meet project schedules.

DISCUSSION
In alignment with the City Council’s actions on the System Expansion Program, staff is now seeking approval to negotiate and execute agreements and/or purchase orders for the purchase of aluminum tubular substation bus conductors for the NRS project. These bus conductors are used to connect equipment like transformers, circuit breakers, and other substation components, facilitating the efficient flow of power.

On April 9, 2025, staff issued a Request for Bid (RFB) for Aluminum Tubular Substation Bus Conductors for the NRS project, which was published on the City’s e-procurement system. In addition, the City contacted several firms directly, informing them of the RFB and directing them to the e-procurement system if interested. This procurement is currently out for bidding and bids are due May 21, 2025.

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City staff intends to award the procurement of aluminum tubular substation bus conductors in accordance with Section 2.105.140(d) of the Santa Clara City Code (City Code). This section requires the City to award the contract to the lowest responsible and responsive bidder.

Description and Quantities
The following table outlines the specific items and quantities required for the procurement of Aluminum Tubular Substation Bus Conductors to support SVP’s expansion project at NRS:

Table 1: NRS Aluminum Tubular Substation Bus Conductors Aluminum Tubular Substation Bus Conductors NRS
Qty
(ft.)
3 1/2" IPS ALUM TUBING, 6063-T6 SCHEDULE 40, 40'-0" Length (For 230kV) per ASTM B241-22 640 6" IPS ALUM TUBING, 6063-T6 SCHEDULE 80, 40'-0" Length (For 230kV) per ASTM B241-22 920 5" IPS ALUM TUBING, 6063-T6 SCHEDULE 40, 40'-0" Length (For 230kV) per ASTM B241-22 1520 TUBE, AL, 8" SPS SCHEDULE 40, 6063-T6, 40'-0" Length (For 115kV) per ASTM B241-22 1840 TUBE, AL, 6" SPS SCHEDULE 80, 6063-T6, 40'-0" Length (For 115kV) per ASTM B241-22 3080 TUBE, AL, 3" SPS SCHEDULE 80, 6063-T6, 40'-0" Length (For 115kV) per ASTM B241-22 1720 TUBE, AL, 6" SPS SCHEDULE 80, 6063-T6, 40'-0" Length (For 60kV) per ASTM B241-22 3200 TUBE, AL, 5" SPS SCHEDULE 40, 6063-T6, 40'-0" Length (For 60kV) per ASTM B241-22 320 TUBE, AL, 8" SPS SCHEDULE 80, 6063-T6, 40'-0" Length (For 60kV) per ASTM B241-22 480 TUBE, AL, 3" SPS SCHEDULE 80, 6063-T6, 40'-0" Length (For 60kV) per ASTM B241-22 1680 Summary
Subject to compliance with Chapter 2.105 of the City Code, staff is seeking authorization from the City Council to allow the City Manager to negotiate and execute agreements and/or purchase orders for aluminum tubular substation bus conductors, up to a total maximum aggregate amount of $90 0,000 plus a fifteen percent (15%) contingency, inclusive of applicable taxes but excluding any costs associated with tariffs. As staff does not know the impact of tariffs on the cost of the bus conductors, City staff is asking for additional authority to negotiate such amounts and exclude any tariff related cost from the maximum compensation. The requested authorization is subject to the review and approval as to form of all agreements and/or purchase orders by the City Attorney and the appropriation of funds.

Delivery Timeline
Deliveries are expected to take place in September 2025. Payments will be based on the successful completion of key milestones. A minimum of 10% of the contract amount will be withheld until the City’s final acceptance of the equipment. A two-year warranty period is anticipated to cover parts and labor and will commence upon final acceptance of each unit.

Additional Quantities
As part of the expansion, SVP may need to purchase additional bus conductors, subject to the maximum compensation limit. If such purchases are necessary, they will be made pursuant to Section 2.105.130 of the City Code. This section provides that the Purchasing Division Manager may purchase additional quantities after the initial award of a contract or purchase order for products.

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ENVIRONMENTAL REVIEW
The actions being considered do not constitute a “project” within the meaning of the California Environmental Quality Act (“CEQA”) pursuant to section 15378(b)(2) of Title 14 of the California Code of Regulations as the proposed actions solely involve the purchase of equipment for the Northern Receiving Station (NRS) project.

FISCAL IMPACT
The amount to be paid to the Vendor(s) under the Agreement(s) is not-to-exceed $900,000 for the initial quantity of units noted in Table 1 and an additional $135,000 for a 15% contingency of the total contract value for a total maximum authorization not to exceed $1,035,000. Sufficient appropriations are available in the Electric Utility Capital Fund for the NRS Upgrades and Expansion project. On September 10, 2024, the City Council approved the issuance of electric revenue bonds which provide funding for the System Expansion Plan projects.

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

RECOMMENDATION

1. Subject to compliance with Chapter 2.105 of the City Code, review and approval as to form by the City Attorney, and appropriation of funds, authorize the City Manager or designee to negotiate and execute agreements or purchase orders with vendors for aluminum tubular substation bus conductors for the Northern Receiving Station (NRS) project for a maximum compensation of $90 0,000, plus a 15% contingency ($135,000), for a total maximum compensation not to exceed of $1,035,000 (inclusive of applicable taxes but exclusive of any applicable tariffs);

2. Authorize the City Manager or designee to negotiate and pay any tariff increases imposed on the bus conductors up to 150% of the total maximum compensation; and

3. Authorize the City Manager or designee to (a) take any actions as necessary to implement and administer the agreements and/or purchase orders, and (b) negotiate and execute amendments for (i) design changes, (ii) any unanticipated issues, (iii) tariff increases, (iii) term extensions, (iv) de minimis revisions, or (v) the purchase of additional bus conductors, subject to the above maximum aggregate compensation limit, appropriation of funds, and the review and approval as to form by the City Attorney.

Reviewed by: Nico Procos, Acting Director of Electric Utility Approved by: Jovan D. Grogan, City Manager
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City of Santa Clara
Agenda Report
1500 Warburton Avenue
Santa Clara, CA 95050
santaclaraca.gov
@SantaClaraCity
25-79 Agenda Date: 5/13/2025

REPORT TO COUNCIL

SUBJECT
Action on Authorizing the City Manager to Negotiate and Execute a Lease Agreement for the Commercial and Warehouse Property Located at 751 Nuttman Street, Santa Clara, for Materials Storage and Construction Support Purposes

COUNCIL PILLAR
Deliver and Enhance High Quality Efficient Services and Infrastructure

BACKGROUND
The City of Santa Clara’s Electric Department, Silicon Valley Power (SVP), continues to experience significant electric load growth driven by increased demand from customers. SVP has a long-term capital improvement strategy to expand and modernize its electric infrastructure to meet this growth and will need ongoing resources to maintain the expanded system. As previously discussed with the City Council, SVP’s customer demand for electric power is expected to nearly double over the next decade.

In 2024, SVP reached a new system peak demand of 722MW, surpassing the 2022 peak of 703MW.

With planned system expansion projects, including the California Independent System Operator (CAISO) transmission line to be constructed by LS Power, SVP’s peak demand is expected to reach approximately 1,300MW by 2030. To support this growth, SVP has a robust capital program that includes the following large projects with construction scheduled to begin in 2025:
· Expansion of the Northern Receiving Station (NRS), Scott Receiving Station (SRS), and Kiefer Receiving Station (KRS)
· Construction of a 115kV Transmission Line
To successfully implement these projects and manage the associated materials, equipment, and contractors, SVP requires additional space for storage and logistics. The existing Central Warehouse located at 1705 Martin Avenue, Santa Clara, is insufficient to accommodate the large-scale materials and equipment required for upcoming capital projects and ongoing maintenance needs, including contractor staging areas and laydown areas. Moreover, other SVP construction projects also add to demands regarding warehouse operations and space availability.

DISCUSSION
SVP identified a property at 751 Nuttman Street that meets the City’s requirements for additional warehouse and laydown space. The property is approximately 2.65 acres and includes common areas, parking, and a 12,616 square foot office and a cross-dock building.

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Lease Terms
Working with the City’s real estate brokers (CBRE), staff has negotiated a non-binding Letter of Intent (LOI) for the lease of the property. The proposed lease is structured as a triple-net agreement, under which the City would assume responsibility for paying additional rent. Based on the LOI, key lease terms will include:
· Initial Term: 124 months (10 years and 4 months)
· Base Rent: $50,181 per month, with abatement in months 1-3 and month 13. This results in nine months of payments totaling $451,629 in the first year. · Annual Rent Escalation: 3% per year, with rent increasing to $67,439 per month by the final year of the term. Over the full 124-month lease term, total Base Rent payments are projected to be approximately $7 million.
· Additional Rent (Triple-Net Costs): The City will also be responsible for additional rent, which includes property taxes, insurance premiums, maintenance and repair expenses.

These may be paid directly to the property owner or applicable vendors depending on the final lease structure.
· Utilities: Water, gas, sewer, and electricity will be paid directly by the City to the respective utility providers.

To ensure sufficient funding to cover all obligations under the proposed lease, staff recommends authorization of up to $10 million in total payments over the 124-month term.

Table 1 - Lease Cost Summary Table
Description Estimated Total Cost
Estimated Base Rent (124 months) ~$7,000,000
Estimated Additional Rent and
Contingencies
~$3,000,000
Total Not-to-Exceed Authorization $10,000,000

ENVIRONMENTAL REVIEW
Staff recommends that the City Council determine that the action being considered is exempt from the California Environmental Quality Act (“CEQA”) pursuant to the following section 15301 (Class 1 _Existing Facilities) of Title 14 of the California Code of as minor alteration to the 751 Nuttman Street to accommodate the City’s use.

FISCAL IMPACT
The annual cost of the property in the first year is anticipated not to exceed $550,000 (including lease costs and additional costs such as taxes, insurance, maintenance, repair, and utilities). Sufficient funding is available in the Electric Utility Fund for FY 2024/25. Funding for future years is incorporated into the FY 2025/26 and FY 2026/27 Proposed Operating Budget.

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

RECOMMENDATION

1. Determine that the proposed action is exempt from CEQA pursuant to Sections 15301 (Class 1 - Existing Facilities) of Title 14 of the California Code of Regulations;

2. Authorize the City Manager or designee to Negotiate and Execute a Lease Agreement (Lease Agreement) for the Commercial and Warehouse Property located at 751 Nuttman Street, Santa Clara, on the terms presented in this report for an amount not to exceed $10 million over a 124- month term beginning on or around June 1, 2025, subject to the appropriation of funds and the review and approval as to form by City Attorney;

3. Authorize the City Manager or designee to amend the Lease Agreement to make de minimis no cost revisions, subject to the review and approval as to form by the City Attorney; and

4. Authorize the City Manager or designee to take any actions as necessary to implement and administer the Lease Agreement, including (1) execution of estoppel certificates and an environmental questionnaire and disclosure statement; (2) provide written notices as may be required; and (3) terminate the Lease Agreement upon material breach.

REPORT TO COUNCIL

SUBJECT
Authorize the City Manager to Negotiate and Execute Amendments to the Master Agreements with Stantec Consulting Services, Inc. and Bellecci & Associates for Underground Electrical Distribution System Design Services

COUNCIL PILLAR
Deliver and Enhance High Quality Efficient Services and Infrastructure

BACKGROUND
In May 2020, after a Statement of Qualifications (SOQ) process, the City Council authorized the City Manager to execute master agreements with Stantec Consulting Services, Inc. (Stantec) and Bellecci & Associates (Bellecci) for underground electrical distribution system design services (RTC 20-575).

The agreements have a five-year term ending April 30, 2025, with a combined maximum aggregate compensation not to exceed $3,000,000.

These agreements support Silicon Valley Power’s (SVP) ongoing effort to upgrade and enhance its underground electrical distribution system infrastructure. The work is intended to support new customer demands and maintain the reliability of the SVP distribution system. In connection with this ongoing effort, consultants to perform design work for the following underground projects:
· Two underground crossing projects at Central Expressway at Coronado Drive with another at Lawson Lane;
· One underground crossing at El Camino Real at Halford Avenue; · One underground crossing at Great America Parkway at the intersection of Great America Way);
· One underground project west of existing Fairview Substation to Coronado Avenue (Fairview Project); and
· One 0.7 mile underground project along Stevens Creek Boulevard from Rodonovan Road to Stern Avenue located in the south part of the City (Rodonovan Project).

DISCUSSION
To date, the design of the Fairview Project and Rodonovan Project are underway. Stantec is the consultant for the Rodonovan Project, and Bellecci is the consultant for the Fairview Project. The designs for the remaining four projects have not yet been awarded.

Currently, the estimated cost for the completion of the work associated with the Rodonovan Project is $1,753,000, and the cost for the Fairview Project is $615,165.59.

Staff is requesting that the City Council authorize the City Manager to negotiate and execute City of Santa Clara Page 1 of 3 Printed on 5/9/2025
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25-78 Agenda Date: 5/13/2025
amendments to these agreements to extend the term of both agreements through April 30, 2030, and to increase the aggregate maximum compensation for these two agreements from $3,000,000 to $6,000,000. The extension of the term will allow for additional time to complete the Rodonovan Project and the Fairview Project and, where applicable, initiate and complete the other four projects identified above. The increased maximum compensation is anticipated to cover additional contingencies for the Rodonovan Project and Fairview Project as well as the design costs of the other four projects.

Purchasing and SVP have been collaborating on a new solicitation that will improve the contracting process for this type of service and reduce redundancies associated with multiple solicitations. Once that process is complete any remaining design projects that are not underway will migrate over to the new process. Staff anticipates the go-live of the new process to occur no earlier than June 2026.

ENVIRONMENTAL REVIEW
The action being considered does not constitute a “project” within the meaning of a California Environmental Quality Act (“CEQA”) pursuant to pursuant to section 15061(b)(3) of Title 14 of the California Code of Regulations in that it can be seen with certainty that there is no possibility that the design services may have a significant effect on the environment. If the City decides to construct the Project, additional environmental review will be required.

FISCAL IMPACT
The total compensation shall not exceed $6,000,000 for the two master agreements. Sufficient funds are available in the Electric Utility Capital Fund in the Transmission and Distribution Capital Maintenance and Betterments project (project no. 2006) or in specific capital projects associated with the work.

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

RECOMMENDATION

1. Authorize the City Manager to negotiate and execute amendments to the Master Agreement for Design Professional Services with Stantec Consulting Services, Inc. and Bellecci & Associates, Inc. (Master Agreements) for underground electrical distribution system design services, to extend the term through April 30, 2030, and increase aggregate maximum compensation from $3 million to $6 million funded by the Electric Utility Capital Fund and allocated as SVP may require subject to the appropriation of funds and review and approval as to form by the City Attorney; and

2. Authorize the City Manager to take any actions as necessary to implement and administer the Master Agreements and to negotiate and execute amendments to those agreements to (a) add or delete services with their scope of services; (b) adjust future rates based on market conditions; and (c) make de minimis changes, subject to budget appropriations and review and approval as to form by the City Attorney.

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25-78 Agenda Date: 5/13/2025
Reviewed by: Nico Procos, Acting Director of Electric Utility Approved by: Jovan D. Grogan, City Manager

ATTACHMENTS

1. Master Agreement with Bellecci & Associates

2. Master Agreement with Stantec Consulting Services, Inc.

3. Amendment No. 1 to the Agreement with Stantec Consulting Services, Inc.

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EBIX Insurance No. S200004113

MASTER AGREEMENT FOR DESIGN PROFESSIONAL SERVICES

BETWEEN THE

CITY OF SANTA CLARA, CALIFORNIA,
AND
BELLECCI & ASSOCIATES, INC.

PREAMBLE
This Agreement is entered into between the City of Santa Clara, California, a chartered California municipal corporation (City) and Bellecci & Associates, Inc., a California corporation (Contractor). City and Contractor may be referred to individually as a "Party" or collectively as the "Parties" or the "Parties to this Agreement."

RECITALS
A. City desires to secure the design professional services more fully described in this Agreement, at Exhibit A, entitled "Scope of Services"; B. "Design professional" includes licensed architects, licensed landscape architects, registered professional engineers and licensed professional land surveyors; C. Contractor represents that it, and its subcontractors, if any, have the professional qualifications, expertise, necessary licenses and desire to provide certain goods and/or required services of the quality and type which meet objectives and requirements of City; and,
D. The Parties have specified herein the terms and conditions under which such services will be provided and paid for.

The Parties agree as follows:

AGREEMENT TERMS AND CONDITIONS

1. AGREEMENT DOCUMENTS
The documents forming the entire Agreement between City and Contractor shall consist of these Terms and Conditions and the following Exhibits, which are hereby incorporated into this Agreement by this reference:

Exhibit A - Scope of Services
Exhibit B - Schedule of Fees
Exhibit C - Insurance Requirements
Exhibit D - Labor Compliance Addendum
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Exhibit E - Sample Work Order Form
This Agreement, Jncluding the Exhibits set forth above, contains all the agreements, representations and understandings of the Parties, and supersedes and replaces any previous agreements, representations and understandings, whether oral or written. In the event of any inconsistency between the provisions of any of the Exhibits and the Terms and Conditions, the Terms and Conditions shall govern and control.

2. TERM OF AGREEMENT
Unless otherwise set forth in this Agreement or unless this paragraph is subsequently modified by a written amendment to this Agreement, the term of this Agreement shall begin on May 1, 2020 and terminate on April 30, 2025.

3. WORK ORDERS
A. Contractor shall provide design professional services described in Exhibit A to the City on an as-needed basis and as further described pursuant to individual work orders ("Work Orders") issued in accordance with the Terms and Conditions of this Agreement. Each Work Order shall describe the services and deliverables (collectively "Work") the Contractor must provide, the time limit within which the Contractor must complete the Work, and the compensation for the Work.

B. Each Work Order shall be substantially in the form specified in Exhibit D.

Subject to the terms and conditions of this Agreement, Contractor and City will negotiate the specific requirements of each Approved Work Order.

C. The City will not compensate the Contractor for any Work until the City has executed the Work Order for such Work ("Approved Work Order").

D. Each Approved Work Order incorporates the Terms and Conditions of this Agreement, and becomes a part of this Agreement. An Approved Work Order must be consistent with - and cannot alter - the terms and conditions of this Agreement. The terms and conditions of this Agreement control over the terms and conditions contained in an Approved Work Order - even if the Approved Work Order expressly states that it is intended to control. Any conflicting terms and conditions in an Approved Work Order are invalid and unenforceable.

E. The City has no obligation to issue any Approved Work Orders under this Agreement.

F. All reports, costs estimates, plans and other documentation which may be submitted or furnished by Contractor shall be approved and signed by an appropriate qualified licensed professional in the State of California.

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G. The title sheet for specifications and reports, and each sheet of plans, shall bear the professional seal, certificate number, registration classification, expiration date of certificate and signature of the design professional responsible for their preparation.

4. REMEDY OF DEFECTS
The services covered by this Agreement shall be fit for the purpose intended, shall be free from defect and shall conform to the specifications, requirements and instructions upon which this Agreement is based. Contractor agrees to promptly replace or correct any incomplete, inaccurate or defective Services at no further cost to City when defects are due to the negligence, errors or omissions of Contractor. If Contractor fails to the documented requests from the City to correct defective services, City may make correction to services and charge Contractor for the cost incurred by City.

5. QUALIFICATIONS OF CONTRACTOR - STANDARD OF CARE
Contractor represents and maintains that it has the expertise in the professional calling necessary to perform the Services, and its duties and obligations, expressed and implied, contained herein, and City expressly relies upon Contractor's representations regarding its skills and knowledge. Contractor shall perform such Services and duties in conformance to and consistent with the professional standards of a specialist in the same discipline in the State of California.

6. COMPENSATION AND PAYMENT
Each Approved Work Order will specify the maximum amount payable to the Contractor for all professional fees related to the Contractor providing the Work ("Maximum Work Order Compensation"). The Contractor shall fully complete all Work required by the Approved Work Order for no more than that Maximum Work Order Compensation. City shall only be liable for charges expressly authorized in an Approved Work Order.

7. TERMINATION
A.

Termination for Convenience. City shall have the right to terminate this Agreement, without cause or penalty, by giving not less than Thirty (30) days' prior written notice to Contractor.

Termination for Default. If Contractor fails to perform any of its material obligations under this Agreement which may include, but not limited to, causing technical errors that result in defective services or products, or failing to submit deliverables to City within the time requirements set forth in this Agreement, in addition to all other remedies provided by law, City may terminate this Agreement immediately upon written notice to Contractor.

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C. Upon termination, each Party shall assist the other in arranging an orderly transfer and close-out of services. As soon as possible following the notice of termination, but no later than ten (10) days after the notice of termination, Contractor will deliver to City all City information or material that Contractor has in its possession.

8. ASSIGNMENT AND SUBCONTRACTING
City and Contractor bind themselves, their successors and assigns to all covenants of this Agreement. This Agreement shall not be assigned or transferred without the prior written approval of City. Contractor shall not hire subcontractors without express written permission from City.

Contractor shall be as fully responsible to City for the acts and omissions of its subcontractors, and of persons either directly or indirectly employed by them, as Contractor is for the acts and omissions of persons directly employed by it.

9. NO THIRD PARTY BENEFICIARY
This Agreement shall not be construed to be an agreement for the benefit of any third party or parties and no third party or parties shall have any claim or right of action under this Agreement for any cause whatsoever.

10. INDEPENDENT CONTRACTOR
Contractor and all person(s) employed by or contracted with Contractor to furnish labor and/or materials under this Agreement are independent contractors and do not act as agent(s) or employee(s) of City. Contractor has full rights to manage its employees in their performance of Services under this Agreement.

11. CONFIDENTIALITY OF MATERIAL
All ideas, memoranda, specifications, plans, manufacturing procedures, data, drawings, descriptions, documents, discussions or other information developed or received by or for Contractor and all other written information submitted to Contractor in connection with the performance of this Agreement shall be held confidential by Contractor and shall not, without the prior written consent of City, be used for any purposes other than the performance of the Services nor be disclosed to an entity not connected with performance of the Services. Nothing furnished to Contractor which is otherwise known to Contractor or becomes generally known to the related industry shall be deemed confidential.

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to be prepared under this Agreement shall be the property of City but Contractor may retain and use copies thereof. City shall not be limited in any way or at any time in its use of said material. However, Contractor shall not be responsible for damages resulting from the use of said material for work other than Project, including, but not limited to, the release of this material to third parties.

13. RIGHT OF CITY TO INSPECT RECORDS OF CONTRACTOR
City, through its authorized employees, representatives or agents shall have the right during the term of this Agreement and for four (4) years from the date of final payment for goods or services provided under this Agreement, to audit the books and records of Contractor for the purpose of verifying any and all charges made by Contractor in connection with Contractor compensation under this Agreement, including termination of Contractor. Contractor agrees to maintain sufficient books and records in accordance with generally accepted accounting principles to establish the correctness of all charges submitted to City. Any expenses not so recorded shall be disallowed by City. Contractor shall bear the cost of the audit if the audit determines that there has been a substantial billing deviation in excess of five (5) percent adverse to the City.

Contractor shall submit to City any and all reports concerning its performance under this Agreement that may be requested by City in writing. Contractor agrees to assist City in meeting City's reporting requirements to the State and other agencies with respect to Contractor's Services hereunder.

14. HOLD HARMLESS/INDEMNIFICATION
To the extent permitted by law, Contractor agrees to protect, defend, hold harmless and indemnify City, its City Council, commissions, officers, employees, volunteers and agents from and against any claim, injury, liability, loss, cost, and/or expense or damage, including all costs and attorney's fees in providing a defense to any such claim or other action, and whether sounding in law, contract, tort, or equity, to the extent arising out of, pertaining to, or related to the negligence, recklessness, or willful misconduct of the Contractor, its employees, subcontractors, or agents in the performance, or non-performance, of Services under this Agreement.

15. INSURANCE REQUIREMENTS
During the term of this Agreement, and for any time period set forth in Exhibit C, Contractor shall provide and maintain in full force and effect, at no cost to City, insurance policies as set forth in Exhibit C.

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acceptance nor payments for any of the Services required under this Agreement shall be constructed to operate as a waiver of any rights under this Agreement or of any cause of action arising out of the performance of this Agreement.

17. NOTICES
All notices to the Parties shall, unless otherwise requested in writing, be sent to City addressed as follows:

City of Santa Clara
Attention: Silicon Valley Power
1500 Warburton Avenue
Santa Clara, CA 95050
and by e-mail at [email protected],
[email protected], and [email protected] And to Contractor addressed as follows:

Bellecci & Associates, Inc.

Attention: Daniel Leary
7077 Koll Center Parkway, Suite 210
Pleasanton, CA 94566
[email protected]
The workday the e-mail was sent shall control the date notice was deemed given.

An e-mail transmitted after 1 :00 p.m. on a Friday shall be deemed to have been transmitted on the following business day.

18. COMPLIANCE WITH LAWS
Contractor shall comply with all applicable laws and regulations of the federal, state and local government, including but not limited to 'The Code of the City of Santa Clara, California" ("SCCC"). In particular, Contractor's attention is called to the regulations regarding Campaign Contributions (SCCC Chapter 2.130), Lobbying (SCCC Chapter 2.155), Minimum Wage (SCCC Chapter 3.20), Business Tax Certificate (SCCC section 3.40.060), and Food and Beverage Service Worker Retention (SCCC Chapter 9.60), as such Chapters or Sections may be amended from time to time or renumbered. Additionally Contractor has read and agrees to comply with City's Ethical Standards (http://santaclaraca.gov/home/showdocument?id=58299).

19. CONFLICTS OF INTEREST
Contractor certifies that to the best of its knowledge, no City officer, employee or authorized representative has any financial interest in the business of Contractor and that no person associated with Contractor has any interest, direct or indirect, which could conflict with the faithful performance of this Agreement. Contractor is familiar with the provisions of California Government Code section 87100 and Design Professional Agreement with Bellecci & Associates, Inc.

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following, and certifies that it does not know of any facts which would violate these code provisions. Contractor will advise City if a conflict arises.

20. FAIR EMPLOYMENT
Contractor shall not discriminate against any employee or applicant for employment because of race, sex, color, religion, religious creed, national origin, ancestry, age, gender, marital status, physical disability, mental disability, medical condition, genetic information, sexual orientation, gender expression, gender identity, military and veteran status, or ethnic background, in violation of federal, state or local law.

21. NO USE OF CITY NAME OR EMBLEM
Contractor shall not use City's name, insignia, or emblem, or distribute any information related to services under this Agreement in any magazine, trade paper, newspaper or other medium without express written consent of City.

22. GOVERNING LAW AND VENUE
This Agreement shall be governed and construed in accordance with the statutes and laws of the State of California. The venue of any suit filed by either Party shall be vested in the state courts of the County of Santa Clara, or if appropriate, in the United States District Court, Northern District of California, San Jose, California.

23. SEVERABILITY CLAUSE
In case any one or more of the provisions in this Agreement shall, for any reason, be held invalid, illegal or unenforceable in any respect, it shall not affect the validity of the other provisions, which shall remain in full force and effect.

24. AMENDMENTS
This Agreement may only be modified by a written amendment duly authorized and executed by the Parties to this Agreement.

25. COUNTERPARTS
This Agreement may be executed in counterparts, each of which shall be deemed to be an original, but both of which shall constitute one and the same instrument.

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The Parties acknowledge and accept the terms and conditions of this Agreement as evidenced by the following signatures of their duly authorized representatives. ~ BRIAN DOYLE
City Attorney

CITY OF SANTA CLARA, CALIFORNIA
a chartered California municipal corporation
Dated: l \ }O \ 'Wl-V
~
"CITY"
City Manag r
1500 Warburton Avenue
Santa Clara, CA 95050
Telephone: (408) 615-2210
Fax: (408) 241 -6771
BELLECCI & ASSOC IA TES, INC.
a California corporation
Dated: - ='-"'-1-='-'-=~~ ,-;,,,o=--,:-"'="--- - - - ---- B y (Signature): -+E- ~- RlT e1~ ~~i 1o==,.L->,,=~=----::...;-------.,__- --- Name: --=-=--=-:....:==-=:.:....L2c....=:...:::..:..:..=..::..=----=--:...::.__:_:::_::::..;;.,::=;;,.=-=--- -- Title: -'---'C..:..:....:..C::..:..i::....:::..:...._ _____ __,__""""------- P r inc i pa I Place of 2290 Diamond Boulevard, Suite 100 Business Address: Concord, CA 94520
Email Address: [email protected]
Telephone: (925) 681-4885
Fax: (925) 685-4838
"CONTRACTOR"
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1. GENERAL

EXHIBIT A

SCOPE OF SERVICES

1.1. Silicon Valley Power (hereinafter "SVP" or "City") is planning a continuing effort to upgrade and enhance the underground electrical distribution system to meet new customer demands and to maintain the reliability of the SVP distribution system. SVP will identify projects, including the scope and budget for each project, on as-needed basis pursuant to Approved Work Orders.

1.2. Contractor will be responsible for completing the tasks and deliverables as set forth in Approved Work Orders. The scope of work for a typical project will generally follow the format provided herein.

1.3. The projects herein are not funded by the State of California or the federal government.

1.4. To the extent not inconsistent with this Agreement between the City and Contractor including this Scope of Services, the City's SOQ 19-20-25 (including subsequent updates), Contractor's proposal response dated December 5, 2019 and Contractor's oral demonstration materials dated February 3, 2020 are hereby incorporated by reference herein, and shall supplement this Scope of Services and be subject to the terms and conditions of the Agreement.

2. APPLICABLE STANDARDS

2.1. Consultant shall perform all work in compliance with all applicable rules, regulations, code, law, and good practice for public facilities. Some applicable City standards include, but are not limited to:

2.1.1. SVP Standard Document UG 1000, latest revision, "Installation of Underground Substructures by Developers."

2.1.2. SVP Standard Document SD 1800, latest revision, "Estimate Drawings" is to be used as a guide for drawing formatting.

2.1.3. SVP Standard Document UG 1250, latest revision, "Encroachment Permit Clearances from Electric Facilities."

2.1.4. City of Santa Clara ST-24, latest revision, "Trench Backfill and Pavement Replacement."

2.1.5. City of Santa Clara ST-25, latest revision, "Soil Boring Backfill and Pavement Replacement."

2.1.6. California Water Code Division 7, January 2014.

3. PROJECT MANAGEMENT

3.1. Contractor shall be responsible for managing the project design schedule and budget. In addition, Contractor shall attend monthly progress meetings and prepare action item logs for subsequent follow-up. Contractor shall maintain frequent and Design Professional Agreement with Bellecci & Associates/Exhibit A-Scope of Services Rev. 09-28-18

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timely communication with City staff throughout the duration of the project. Schedule updates shall be provided at all progress meetings.

3.2. Contractor shall ensure quality assurance/quality control over work product prepared for the City. A statement of peer review will be required for overall constructability, coordination, and reasonable reduction in errors and omissions.

3.3. Contractor shall perform all engineering and project management related work necessary to prepare plans and specifications suitable for Public Works bidding.

4. PROJECTMANAGEMENTTOOL

4.1. Contractor and subcontractors shall utilize e-Builder, a web-based project management tool, or City's designated replacement for projects assigned under this agreement. Access to the project management tool will be provided by the City at no cost to the Contractor or its subcontractors. Contractor and subcontractors shall have the responsibility for utilizing the project management tool as necessary for the following: invoice submittal, potential change order submittals, change orders, Request for Information (RFI) submittals, correspondence, assigned tasks and other matters that transpire on the site as directed by City.

4.2. All documents (including as built drawings) shall be converted or scanned into the Portable Document Format (PDF) file and uploaded to e-Builder.

5. PLANS AND SPECIFICATIONS

5.1. Plans and specifications shall provide sufficient detail to result in a good quality product while allowing competitive pricing.

5.2. Plans and specifications for all projects shall not specify proprietary products or services.

5.3. Substructure design drawings for all projects must show the location and design of City facilities, both existing and proposed. The drawings must also include plan and profile drawings along with elevations.

5.4. Substructure design drawings for all projects must have detailed site plans, including roads, sidewalks, driveways, building outlines, landscape areas, existing and proposed utilities, the limits of the City right-of-way (ROW), and easements.

5.5. The drawings must include electrical cable pulling calculations when needed for the specific project.

5.6. An appropriate Professional Engineer's (PE's) stamp and signature is required on all drawings that will be included in the bid sets. The design must be approved and stamped by a licensed Electrical or Civil Engineer.

5.7. Design drawings must specify that salvage/trash be returned to the City for disposal.

All salvage/trash will need to be stripped and separated into separate piles (e.g. metal, wood, etc.) for proper disposal.

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5.8. City will provide asset numbers for all required assets. Contractor shall follow City's naming conventions for assets.

6. FIELD INVESTIGATIONS

6.1. Contractor shall perform adequate field investigations to confirm existing conditions including verifying public and private utility facilities during the design process.

6.2. Contractor shall coordinate with City to obtain as-built drawings and to access related requests for inspection of City equipment.

6.3. Contractor shall be responsible for underground locating and potholing for the designs.

6.4. Contractor shall provide surveying services during the design process.

6.5. Contractor shall provide soil testing services as required.

6.6. Contractor is responsible for leaving sites in a safe, clean and orderly manner after the field visits and at all times.

6.7. If a site is found to be in an unsafe or disorderly condition at any time, City will notify Contractor, and Contractor shall immediately correct the condition. If Contractor is unable to make the site safe and orderly, City will make the necessary corrections and charge Contractor. If Contractor makes the corrections, Contractor will be charged for City's time to investigate and stand-by. If a customer files a complaint and City responds and finds that the site is acceptable per City work practices, then Contractor will not be charged for City's time.

6.8. Contractor shall be responsible for obtaining any necessary encroachment permits when performing field investigations such as potholing or soil sampling. Contractor shall be responsible for leaving the worksite(s) in compliance with the encroachment or traffic permit. In areas outside the public right of way or where other permits do not specifically dictate, Contractor shall leave the worksite(s) in a safe, clean and orderly manner. Contractor shall cover and secure all excavations with barriers and flashing lights (or reflectors) set up to warn the public of the hazard.

7. DELIVERABLES

7.1. Substructure Design Drawings
Contractor shall submit hardcopies and digital copies (PDF and native format) of all documents, including but not limited to the following:

7.1.1. 30% Design Plans
7 .1.1.1. 30% Design Submittal Package (plans, specifications, engineer's cost estimate, and project construction schedule).

7.1.1.2. 30% review meeting agenda and meeting minutes.

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7.1.2. 65% Design Plans
7 .1.2.1. 65% Design Submittal Package (plans, specifications, engineer's cost estimate, and project construction schedule).

7.1.2.2. Written response to comments on the 30% Design Submittal Package. Response shall include all previous comments.

7.1.2.3. 65% review meeting agenda and meeting minutes.

7.1.3. 100% Design Plans
7 .1.3.1. 100% Design Submittal Package (plans, specifications, engineer's cost estimate, and project bid and construction schedule).

7.1.3.2. Written response to City comments on the 65% Design Submittal Package. Response shall include all previous
comments.

7.1.3.3. 100% review meeting agenda and meeting minutes.

7.1.3.4. List of potential bidders in Microsoft Excel format, including the company's name, email address, contact number, and address of business.

7.2. Easement and Permitting Packages
7 .2.1. Application packages with all necessary supporting documentation.

7.3. Final permits and easements

7.4. Bid Package

7.4.1. Bid Set of full sized (size D) plans, stamped and signed on each sheet by the Engineer of Record and by discipline.

7.4.2. Written response to City comments on the 100% Design Submittal Package. Response shall include all previous comments.

7.5. Bidding Support

7.5.1. Written clarifications and response to prospective bidders, if needed.

7.5.2. Addenda to the bid documents, if needed.

7.5.3. Written recommendation for award of contract, if needed.

7.5.4. Conformed construction documents, if needed.

7.6. Construction Support

7.6.1. Shop drawing and submittal comments.

7.6.2. Request for Information (RFI) responses.

7.6.3. Site visit memoranda, as required.

7.6.4. Drawings and specifications for supplementing, clarifying, and/or correcting the contract documents and for design related change orders.

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7.6.5. Change orders, as required.

7.7. Record Drawings and Final Punch List

7.7.1. Final punch list input and written recommendations for substantial and/or final completion.

7.7.2. Record drawings on a CD using AutoCAD, and one set electronic copy in PDF format.

7.7.3. CD containing PDF copies of all submittals received during construction phase.

8. 30% DESIGN PLANS

8.1. For the 30% Design Submittal Package, Contractor shall:

8.1.1. Follow the guidelines of the most current City Design Criteria and Standard Details (Submit three (3), ANSI Size D, hard copies).

8.1.2. Provide cover sheet and plan sheet with base mapping and preliminary details.

8.1.3. Prepare base maps for use in exhibits and contract drawings. Base maps shall be prepared in AutoCAD format for use and shall be used in subsequent design and construction document preparation. The City's preferred base drawing format is ANSI size "D" sized sheets at a legible scale.

8.1.4. Provide cut sheets for proposed equipment.

8.1.5. Document outreach with utility companies.

8.1.6. Update project schedule and add a probable project construction schedule.

8.1.7. Provide 30% engineer's estimate.

8.1.8. Prepare a brief memorandum of determination of the project's CEQA needs including statement if the project is exempt. If a Negative Declaration or Environmental Impact report is required, the preparation of said document shall be added to the Contractor's scope of work for the project.

8.1.9. Create a table of contents list for technical specifications.

9. 65% DESIGN PLANS

9.1. Contractor shall perform engineering and design activities to develop a 65% level of completion construction documents and plans. A 65% level of completion is considered as plans, specifications, and estimate submittal that are generally complete including all major work items and necessary details that are sufficient to allow thorough and complete review by City. Review of the 65% submittal will identify and raise potential issues for resolution in subsequent submittals.

9.2. The 65% Design Submittal Package shall follow the guidelines of the most current City Design Criteria and Standard Details and shall include plans, specifications, engineer's cost estimate, and probable project construction schedule, in accordance with the following:

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9.2.1. 65% specifications

9.2.2. Technical specifications

9.2.3. Special provisions, with recommended changes in track changes format.

The special provisions shall also include the following:

9.2.3.1. Bid item descriptions and measurement and payment provisions

9.2.3.2. A list of minimum required submittals during construction

9.2.3.3. A table listing all inspections (including any special inspections and materials testing) and associated responsibility

9.2.4. A table list of materials identifying the following:

9.2.4.1. Long lead-time materials (materials with a delivery time equal to or greater than two (2) months)

9.2.4.2. Any items requiring warranties, and associated warranty periods

9.2.5. 65% project schedule update with probable project construction schedule.

9.2.6. 65% construction cost estimate in the form of the bid schedule.

9.2.7. Resolution of utility conflicts or a timeline for resolution of issues

9.2.8. CEQA exemption documentation, if required, suitable for filing at the Santa Clara County Recorder's Office.

9.2.9. Responses to the City's review comments on the 30% Design Submittal Package, along with return of mark-ups.

9.2.10. Other supporting documentation as necessary for the specific project such as: Storm Water Pollution Prevention Plan, documentation of starting permits necessary for the consultant, calculations or reports, list of information available to bidders, etc.

10. 100% SUB MITT AL
For the 100% Design Submittal Package, Contractor shall:

10.1. Address all issues, prior comments, and concerns in this submittal. Contractor shall submit three (3) ANSI size "D" hardcopies.

10.2. Finalize the plans, specifications, engineer's cost estimate, and construction schedule based on the comments from City. All outstanding comments and issues from previous submittals shall be incorporated into the 100% Construction Document Package. The 100% Bid Set documents shall be considered as complete with no future revisions planned nor deemed necessary.

10.3. Submit 100% Construction Document Package (includes final plans, special provisions, technical specifications, and engineer's cost estimate). Hard copy shall be printed single-sided only.

10.4. Conduct a quality control (QC) review of the submittal in accordance with Contractor's Quality Assurance/Quality Control (QA/QC) program.

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10.5. Perform a peer review with a certification statement and signature on the cover sheet. The professional shall sign, date and seal the following Certification of Peer Review on a letterhead document with the transmittal of the final plans and specifications:

10.5.1. "The undersigned hereby certifies that a professional peer review of these plans and the required designs was conducted by me, a professional engineer with expertise and experience in the appropriate fields of engineering equal to or greater than the Engineer of Record, and that appropriate corrections have been made."

10.6. Review previous projects of agencies near the City and prepare a list of potential bidders for the project.

10.7. Reviewed bid instructions

10.8. Update project schedule.

11. BID PACKAGE
For the Bid Package, Contractor shall:

11.1. Submit two (2) hard copies of full sized (ANSI size D) plans, stamped, dated and signed on each sheet by the Engineer of Record and by discipline for City's approval signatures.

11.2. Submit one (1) hard copy of the technical specifications, printed single-sided only, with cover sheet stamped, dated, and signed by all necessary disciplines.

11.3. Incorporate all City's final comments and red lines from the 100% Design Submittal Package.

11.4. Submit copies and digital format (PDF and native format) of each document.

11.5. Provide final construction cost estimate.

11.6. Update project schedule.

12. BIDDING SERVICES

12.1. Contractor shall attend pre-bid meetings, respond to all bidder's requests for information (RFls), support the City's coordination efforts to inform plan-holders of significant responses to RFls, and prepare addenda, as necessary.

12.2. Contractor shall assist City in evaluating bids and preparation of recommendation letter toward the contract, if needed.

12.3. Contractor shall prepare a conformed set of documents that incorporate any addenda into the documents.

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13. CONSTRUCTION SUPPORT

13.1. City will have primary responsibility for construction management and inspection.

Contractor's point of contact will be the City's project manager, not the construction contractor.

13.2. Contractor shall at a minimum provide or perform the following:

13.2.1. Attend and prepare information for an internal handoff meeting from the Contractor's design team to the City's project management team.

13.2.2. Address possible construction pitfalls and items to be aware of (such as special working hours, shortened timelines for submittal reviews, etc.)

13.2.3. Attend pre-construction meetings.

13.2.4. Participate in the final inspection and development of punch lists.

13.2.5. Respond to RFls, which includes clarifying or providing revisions or additional detail where necessary on the plans and specifications.

Response to RFls shall be timely in order to avoid construction delays and claims.

13.2.6. Review and respond to all submittals within the period allocated in the contract documents and as necessary to avoid construction delays and claims

13.2.7. Review any proposed substitutions for conformance to plans and technical specifications

13.2.8. Provide revised drawings as required to reflect changes.

13.2.9. Coordinate with relevant parties to respond to design related field inquires during construction.

14. PERMIT AND EASEMENT PACKAGES

14.1. Contractor shall research permit requirements of the City and of any other agencies, whose jurisdiction the project falls under, and prepare the permits for submittals.

The permits may include but are not limited to traffic control, encroachment permits, and access agreements.

14.2. Contractor shall be responsible for obtaining required permits, to be issued to City, necessary to bid and construct the project. City will pay permit fees either at submittal or through a pass-through item on Contractor's invoice.

14.3. Contractor shall provide each permitting agency with a project description including the appropriate project plans along with the permitting applications and any necessary supporting documentation.

14.4. Contractor shall submit the permitting package to City for signature and Contractor shall submit to the permitting agencies.

14.5. Contractor shall respond in writing to all questions and comments raised by the permitting agencies. Copies of comments and/or questions received and draft responses shall be submitted to City for approval prior to submittal to the agencies.

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14.6. Final permit requirements shall be incorporated into the project's contract documents.

14.7. The following is a list of potential permits that may be required for the project. If additional permits are required or if additional agencies are identified other than those on the list below, they shall be considered included as part of the base scope of services and not as additional services.

14.7.1. Santa Clara County Department of Roads and Airports (Encroachment Permit)

14.7.2. Valley Transportation Authority (Encroachment Permit)

14.7.3. City of Santa Clara (Encroachment Permit)

14.7.4. City of San Jose (Encroachment Permit)

14.7.5. Caltrans (Encroachment Permit)

14.8. For permits that are required to be obtained by the City's construction contractor after contract award, Contractor shall coordinate and make necessary arrangements with the permitting agency during design to ensure the project will be permitted when City's construction contractor applies for the permit.

14.9. Contractor shall submit permits at the appropriate time and within the project schedule to ensure permits are issued and incorporated into the construction documents prior to bid.

15. EASEMENT DRAWINGS/ DOCUMENTS

15.1. Contractor shall prepare easement documents, legal descriptions, and exhibits.

Contractor shall coordinate with City to complete the easement acquisition process including getting signatures from owner, etc.

16. DELIVERABLE REVIEW AND COMMENTS

16.1. City will circulate the 30%, 65% and 100% Design Submittal Packages to internal City departments for comments. Contractor shall be responsible for submitting the packages to external stakeholders if required. Contractor shall prepare written responses to all comments received. All redlined drawings shall be returned with Contractor's response on the redlined drawings. Contractor shall be responsible for resolving comments from each commenter and shall identify to City any comments that cannot be resolved. Contractor shall conduct a review meeting with City to discuss comments and gain concurrence as to how the drawings shall be revised as appropriate to incorporate City's comments. The review meeting will be held at City's designated location.

16.2. The review shall encompass but not be limited to the following areas:

16.2.1. Conformance to approved formats, criteria, specifications, & professional standards of practice.

16.2.2. Adequacy, clarity, and ease of interpretation

16.2.3. Constructability
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16.2.4. Compatibility of design discipline interfaces

16.2.5. Errors and discrepancies

16.2.6. Coordination with related designs and project elements

16.2.7. Integration of design disciplines

16.2.8. Incorporation of design changes

16.2.9. Conformance to required environmental mitigation

17. RECORD DRAWINGS AND PROJECT CLOSE OUT
17 .1. Upon request by City and in accordance with any bid documents, Contractor shall assist City in determining if the project is ready for the stage of completion requested by the construction contractor (substantial or final completion). 17 .2. Contractor shall attend the final walkthrough to provide input to the final "punch list" and help determine if the work is ready for City acceptance. Contractor shall provide City with a written recommendation based on its determination of completion.

17.3. At final completion of each project, Contractor shall provide City with one (1) set of reproducible record drawings and digital copies of said drawings that reflects the changes to the work during construction based upon marked-up prints, drawings, and other data furnished by the construction contractor, City, and other Contractors.

If Contractor adds additional sheets to the plans, these shall be properly numbered, properly referenced on other affected drawings, and included in the drawing sheet index.

17.4. Contractor shall provide a complete set of the record drawings and all X-reffiles "bound," including other associated fonts, plot style files on AutoCAD, including electronic copies in PDF format. Contractor may, at its own expense, prepare and retain a copy of each drawing for its permanent file.

17.5. Contractor shall participate in a "lessons learned meeting" with all parties at the end of each project.

18. SCHEDULE

18.1. A typical project shall contain at least the following milestones along with the delivery dates for the items in the Deliverables section.

18.1.1. City will issue a job package to Contractor.

18.1.2. Upon receipt of a job package, Contractor shall review the job particulars and respond within two (2) weeks with an estimated cost and schedule for City approval. The schedule shall include any deadlines set by City. As a baseline, a job of normal complexity and size is expected to be done within three (3) months.

18.1.3. Upon City's issuance of an Approved Work Order, Contractor shall contact City to schedule a meeting for the initial project review and identify any information that City can provide which was not included in the initial packet that will be required to complete the project.

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18.1.4. Contractor shall schedule a field visit to the site.

18.1.5. Contractor shall allow sufficient time in the schedule to ensure that each design drawing submittal is thoroughly reviewed and approved by City.

19. OUTAGES/CLEARANCES

19.1. During the design phase, Contractor shall coordinate with City to identify and sequence outages or clearances that would be required to complete the project.

20. MATERIALS AND EQUIPMENT

20.1. Contractor shall be responsible for providing all equipment needed to complete the assigned work.

20.2. City will not provide any hand or power tools to Contractor.

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EXHIBIT B

SCHEDULE OF FEES

1. MAXIMUM WORK ORDER COMPENSATION
The maximum compensation shall be as set forth in each Approved Work Order (Maximum Work Order Compensation). No services will be performed unless both Parties execute an Approved Work Order outlining the services requested and the compensation agreed for such services.

2. TIME AND MATERIAL
Where the basis of compensation is time and materials, the project cost shall be calculated using the following hourly rates:

Job Title Hourly Rate
Principal $240
Project Manaqer $206
Professional Engineer $198
Senior Enqineer $174
Desiqn / Associate Enqineer $156
Assistant Engineer $146
Contractor may request adjustments to the hourly labor rates on each anniversary during the term of the agreement. Price adjustments will be made in accordance with the percentage change in the Consumer Price Index (CPI-U) for All Urban Consumers for the San Francisco-Oakland-Hayward area, published by the U.S. Bureau of Labor Statistics. The price adjustment will be determined using the 12-Month Percent Change with a base period of 1982-1984=100.

3. FIXED FEE
Where services are provided for a fixed price, the total fees for the services shall be the amount set out in the Approved Work Order.

4. REIMBURSABLE EXPENSES
Any reimbursement to the Contractor is limited to the expenses set forth below in the Reimbursable Expense Schedule. The City will reimburse these expenses at actual cost only unless a markup is specified.

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Reimbursable Expense Schedule Mark Up

1. The cost of mailing, shipping and/or delivery of any No Markup documents or materials.

2. The cost of photographing, printing, reproducing and/or No Markup copying any documents or materials.

3. The rental of any specialized equipment to the extent the As specified, not to City has preapproved, in writing, the cost of such rental. exceed 10%

4. Other reimbursable expenses with prior written approval No Markup from the City (e.g., permit fees)

5. INVOICING

5.1. Contractor shall render invoices in accordance with the fees, payment schedule, and other terms and conditions specified in the applicable Approved Work Order. If Contractor is entitled to reimbursable expenses, the invoice will include such expenses and/or costs associated with the Work completed during the invoice period.

5.2. City will pay Contractor within thirty (30) days of City's receipt of an approved invoice.

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EXHIBIT C

INSURANCE REQUIREMENTS
Without limiting the Contractor's indemnification of the City, and prior to commencing any of the Services required under this Agreement, the Contractor shall provide and maintain in full force and effect during the period of performance of the Agreement and for twenty-four (24) months following acceptance by the City, at its sole cost and expense, the following insurance policies from insurance companies authorized to do business in the State of California. These policies shall be primary insurance as to the City of Santa Clara so that any other coverage held by the City shall not contribute to any loss under Contractor's insurance. The minimum coverages, provisions and endorsements are as follows:

A. COMMERCIAL GENERAL LIABILITY INSURANCE

1. Commercial General Liability Insurance policy which provides coverage at least as broad as Insurance Services Office form CG 00 01. Policy limits are subject to review, but shall in no event be less than, the following:
$1,000,000 Each Occurrence
$2,000,000 General Aggregate
$2,000,000 Products/Completed Operations Aggregate
$1,000,000 Personal Injury

2. Exact structure and layering of the coverage shall be left to the discretion of Contractor; however, any excess or umbrella policies used to meet the required limits shall be at least as broad as the underlying coverage and shall otherwise follow form.

3. The following provisions shall apply to the Commercial Liability policy as well as any umbrella policy maintained by the Contractor to comply with the insurance requirements of this Agreement:
a. Coverage shall be on a "pay on behalf' basis with defense costs payable in addition to policy limits;
b. There shall be no cross liability exclusion which precludes coverage for claims or suits by one insured against another; and c. Coverage shall apply separately to each insured against whom a claim is made or a suit is brought, except with respect to the limits of liability.

B. BUSINESS AUTOMOBILE LIABILITY INSURANCE
Business automobile liability insurance policy which provides coverage at least as broad as ISO form CA 00 01 with policy limits a minimum limit of not less than one million dollars ($1,000,000) each accident using, or providing coverage at Design Professional Agreement with Bellecci & Associates/Exhibit C-lnsurance Rev. 09-28-18

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least as broad as, Insurance Services Office form CA 00 01. Liability coverage shall apply to all owned (if any), non-owned and hired autos.

In the event that the Work being performed under this Agreement involves transporting of hazardous or regulated substances, hazardous or regulated wastes and/or hazardous or regulated materials, Contractor and/or its subcontractors involved in such activities shall provide coverage with a limit of one million dollars ($1,000,000) per accident covering transportation of such materials by the addition to the Business Auto Coverage Policy of Environmental Impairment Endorsement MCS90 or Insurance Services Office endorsement form CA 99 48, which amends the pollution exclusion in the standard Business Automobile Policy to cover pollutants that are in or upon, being transported or towed by, being loaded onto, or being unloaded from a covered auto.

C. WORKERS' COMPENSATION

1. Workers' Compensation Insurance Policy as required by statute and employer's liability with limits of at least one million dollars ($1,000,000) policy limit Bodily Injury by disease, one million dollars ($1,000,000) each accident/Bodily Injury and one million dollars ($1,000,000) each employee Bodily Injury by disease.

2. The indemnification and hold harmless obligations of Contractor included in this Agreement shall not be limited in any way by any limitation on the amount or type of damage, compensation or benefit payable by or for Contractor or any subcontractor under any Workers' Compensation Act(s), Disability Benefits Act(s) or other employee benefits act(s).

3. This policy must include a Waiver of Subrogation in favor of the City of Santa Clara, its City Council, commissions, officers, employees, volunteers and agents.

D. PROFESSIONAL LIABILITY
Professional Liability or Errors and Omissions Insurance as appropriate shall be written on a policy form coverage specifically designed to protect against negligent acts, errors or omissions of the Contractor. Covered services as designated in the policy must specifically include work performed under this agreement. Coverage shall be in an amount of not less than one million dollars ($1,000,000) per claim or two million dollars ($2,000,000) aggregate. Any coverage containing a deductible or self-retention must first be approved in writing by the City Attorney's Office.

E. COMPLIANCE WITH REQUIREMENTS
All of the following clauses and/or endorsements, or similar provisions, must be part of each commercial general liability policy, and each umbrella or excess policy.

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1. Additional Insureds. City of Santa Clara, its City Council, commissions, officers, employees, volunteers and agents are hereby added as additional insureds in respect to liability arising out of Contractor's work for City, using Insurance Services Office (ISO) Endorsement CG 20 10 11 85, or the combination of CG 20 10 03 97 and CG 20 37 10 01, or its equivalent.

2. Primary and non-contributing. Each insurance policy provided by Contractor shall contain language or be endorsed to contain wording making it primary insurance as respects to, and not requiring contribution from, any other insurance which the indemnities may possess, including any self-insurance or self-insured retention they may have. Any other insurance indemnities may possess shall be considered excess insurance only and shall not be called upon to contribute with Contractor's insurance.

3. Cancellation.

4. a. Each insurance policy shall contain language or be endorsed to reflect that no cancellation or modification of the coverage provided due to non-payment of premiums shall be effective until written notice has been given to City at least ten (10) days prior to the effective date of such modification or cancellation. In the event of non-renewal, written notice shall be given at least ten (10) days prior to the effective date of non-renewal.
b. Each insurance policy shall contain language or be endorsed to reflect that no cancellation or modification of the coverage provided for any cause save and except non-payment of premiums shall be effective until written notice has been given to City at least thirty (30) days prior to the effective date of such modification or cancellation. In the event of non-renewal, written notice shall be given at least thirty (30) days prior to the effective date of nonrenewal.

Other Endorsements. Other endorsements may be required for policies other than the commercial general liability policy if specified in the description of required insurance set forth in Sections A through E of this Exhibit C, above.

F. ADDITIONAL INSURANCE RELATED PROVISIONS
Contractor and City agree as follows:

1. Contractor agrees to ensure that subcontractors, and any other party involved with the Services, who is brought onto or involved in the performance of the Services by Contractor, provide the same minimum insurance coverage required of Contractor, except as with respect to Design Professional Agreement with Bellecci & Associates/Exhibit C-lnsurance Rev. 09-28-18

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limits. Contractor agrees to monitor and review all such coverage and assumes all responsibility for ensuring that such coverage is provided in conformity with the requirements of this Agreement. Contractor agrees that upon request by City, all agreements with, and insurance compliance documents provided by, such subcontractors and others engaged in the project will be submitted to City for review.

2. Contractor agrees to be responsible for ensuring that no contract used by any party involved in any way with the project reserves the right to charge City or Contractor for the cost of additional insurance coverage required by this Agreement. Any such provisions are to be deleted with reference to City. It is not the intent of City to reimburse any third party for the cost of complying with these requirements. There shall be no recourse against City for payment of premiums or other amounts with respect thereto.

3. The City reserves the right to withhold payments from the Contractor in the event of material noncompliance with the insurance requirements set forth in this Agreement.

G. EVIDENCE OF COVERAGE
Prior to commencement of any Services under this Agreement, Contractor, and each and every subcontractor (of every tier) shall, at its sole cost and expense, provide and maintain not less than the minimum insurance coverage with the endorsements and deductibles indicated in this Agreement. Such insurance coverage shall be maintained with insurers, and under forms of policies, satisfactory to City and as described in this Agreement. Contractor shall file with the City all certificates and endorsements for the required insurance policies for City's approval as to adequacy of the insurance protection.

H. EVIDENCE OF COMPLIANCE
Contractor or its insurance broker shall provide the required proof of insurance compliance, consisting of Insurance Services Office (ISO) endorsement forms or their equivalent and the ACORD form 25-S certificate of insurance (or its equivalent), evidencing all required coverage shall be delivered to City, or its representative as set forth below, at or prior to execution of this Agreement.

Upon City's request, Contractor shall submit to City copies of the actual insurance policies or renewals or replacements. Unless otherwise required by the terms of this Agreement, all certificates, endorsements, coverage verifications and other items required to be delivered to City pursuant to this Agreement shall be e-mailed to:

EBIX Inc.

City of Santa Clara - Silicon Valley Power
P.O. Box 100085- S2
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Duluth, GA 30096
Telephone number: 951-766-2280
Fax number: 770-325-0409
Email address: [email protected]
I. QUALIFYING INSURERS
All of the insurance companies providing insurance for Contractor shall have, and provide written proof of, an A. M. Best rating of at least A minus 6 (A- VI) or shall be an insurance company of equal financial stability that is approved by the City or its insurance compliance representatives.

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EXHIBIT D

LABOR COMPLIANCE ADDENDUM
This Agreement is subject to the requirements of California Labor Code section 1720 et seq. requiring the payment of prevailing wages, the training of apprentices, and compliance with other applicable requirements.

A. Prevailing Wage Requirements

1. Contractor shall be obligated to pay not less than the General Prevailing Wage Rate, which can be found at www.dir.ca.gov and are on file with the City Clerk's office, which shall be available to any interested party upon request. Contractor is also required to have a copy of the applicable wage determination posted and/or available at each job site.

2. Specifically, contractors are reminded of the need for compliance with Labor Code Section 1774-1775 (the payment of prevailing wages and documentation of such), Section 1776 (the keeping and submission of accurate certified payrolls) and 1777.5 in the employment of apprentices on public works projects. Further, overtime must be paid for work in excess of 8 hours per day or 40 hours per week pursuant to Labor Code Section 1811-1813.

3. Special prevailing wage rates generally apply to work performed on weekends, holidays and for certain shift work. Depending on the location of the project and the amount of travel incurred by workers on the project, certain travel and subsistence payments may also be required.

Contractors and subcontractors are on notice that information about such special rates, holidays, premium pay, shift work and travel and subsistence requirements can be found at www.dir.ca.gov.

4. Only bona fide apprentices actively enrolled in a California Division of Apprenticeship Standards approved program may be employed on the project as an apprentice and receive the applicable apprenticeship prevailing wage rates. Apprentices who are not properly supervised and employed in the appropriate ratio shall be paid the full journeyman wages for the classification of work performed.

5. As a condition to receiving progress payments, final payment and payment of retention on any and all projects on which the payment of prevailing wages is required, Contractor agrees to present to City, along with its request for payment, all applicable and necessary certified payrolls (for itself and all applicable subcontractors) for the time period covering such payment request. The term "certified payroll" shall include all required documentation to comply with the mandates set forth in Labor Code Section 1720 et seq, as well as any additional documentation requested by the City or its designee including, but not limited to: certified Design Professional Agreement with Bellecci & Associates/Exhibit D-Labor Compliance Page 27 of 31 Rev. 09-28-18
payroll, fringe benefit statements and backup documentation such as monthly benefit statements, employee timecards, copies of wage statements and cancelled checks, proof of training contributions (CAC2 if applicable), and apprenticeship forms such as DAS-140 and DAS-142.

6. In addition to submitting the certified payrolls and related documentation to City, Contractor and all subcontractors shall be required to submit certified payroll and related documents electronically to the California Department of Industrial Relations. Failure to submit payrolls to the DIR when mandated by the project parameters shall also result in the withholding of progress, retention and/or final payment.

7. No contractor or subcontractor may be listed on a bid proposal for a public works project unless registered with the Department of Industrial Relations pursuant to Labor Code section 1725.5 [with limited exceptions from this requirement for bid purposes only under Labor Code section 1771.1 (a)].

8. No contractor or subcontractor may be awarded a contract for public work on a public works project, unless registered with the Department of Industrial Relations pursuant to Labor Code section 1725.5. Contractors MUST be a registered "public works contractor" with the DIR AT THE TIME OF BID. Where the prime contract is less than $15,000 for maintenance work or less than $25,000 for construction alternation, demolition or repair work, registration is not required.

9. All contractors/subcontractors and related construction services subject to prevailing wage, including but not limited to: trucking, surveying and inspection work must be registered with the Department of Industrial Relations as a "public works contractor". Those you fail to register and maintain their status as a public works contractor shall not be permitted to perform work on the project.

10. Should any contractor or subcontractors not be a registered public works contractor and perform work on the project, Contractor agrees to fully indemnify the City for any fines assessed by the California Department of Industrial Relations against the City for such violation, including all staff costs and attorney's fee relating to such fine.

11. This project is subject to compliance monitoring and enforcement by the Department of Industrial Relations.

B. Audit Rights
All records or documents required to be kept pursuant to this Agreement to verify compliance with this Addendum shall be made available for audit at no cost to City, at any time during regular business hours, upon written request by the City Attorney, City Auditor, City Manager, or a designated representative of any of these officers. Copies of such records or documents shall be provided to City for audit at City Hall when it is Design Professional Agreement with Bellecci & Associates/Exhibit D-Labor Compliance Page 28 of 31 Rev. 09-28-18
practical to do so. Otherwise, unless an alternative is mutually agreed upon, the records or documents shall be made available at Contractor's address indicated for receipt of notices in this Agreement.

C. Enforcement

1. City shall withhold any portion of a payment; including the entire payment amount, until certified payroll forms and related documentation are properly submitted, reviewed and found to be in full compliance. In the event that certified payroll forms do not comply with the requirements of Labor Code Section 1720 et seq., City may continue to hold sufficient funds to cover estimated wages and penalties under the Agreement.

2. Based on State funding sources, this project may be subject to special labor compliance requirements of Proposition 84.

3. The City is not obligated to make any payment due to Contractor until Contractor has performed all of its obligations under these provisions. This provision means that City can withhold all or part of a payment to Contractor until all required documentation is submitted. Any payment by the City despite Contractor's failure to fully perform its obligations under these provisions shall not be deemed to be a waiver of any other term or condition contained in this Agreement or a waiver of the right to withhold payment for any subsequent breach of this Addendum.

City or the California Department of Industrial Relations may impose penalties upon contractors and subcontractors for failure to comply with prevailing wage requirements.

These penalties are up to $200 per day per worker for each wage violation identified; $100 per day per worker for failure to provide the required paperwork and documentation requested within a 10-day window; and $25 per day per worker for any overtime violation.

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EXHIBIT E

SAMPLE WORK ORDER FORM
This Work Order is issued by the City of Santa Clara acting by and through its Electric Utility, Silicon Valley Power (the "Department") to the contractor listed below. This Work Order shall constitute a binding legal contract between the Department and Contractor pursuant to the terms of the Agreement referenced below. In the event of any inconsistency between this Work Order and the Terms and Conditions of the Agreement, the Terms and Conditions of the Agreement shall govern and control.

PART A: GENERAL INFORMATION
Work Order No.: D Original
D First Revised
Contract No. D Second Revised
D Other
Contractor Name/Address:

Master Agreement Name:

Expiration Date of Agreement:

Name: Email:

Contractor's Project Manager:

Name: Email:

City's Project Manager
Period of Performance for this Start Date: Expected Completion Date:

Work Order:

Maximum Work Order Compensation:

Sufficient funds are available in Fund #:
(to be completed by City)
Signatures:

Contractor Name [Print]: Date:

Signature
City's Project Manager [Print]: Date:

Signature
City's Department Director Name [Print]: Date:

Signature
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PART B: SERVICES TO BE PERFORMED FOR WORK ORDER

1. REVISED WORK ORDER
No D If yes, provide a brief description of the change(s).

2. SCOPE OF WORK TO BE PERFORMED
The Contractor shall perform the service(s) described below in accordance with all of the Terms and Conditions of the Agreement. (Insert a detailed scope of work below or attach as a separate file.)

3. COMPENSATION
a. Basis of Compensation: D Time & Materials D Fixed Fee b. Reimbursable Expenses:

D No expenses are reimbursable.

D Expenses are separately reimbursable in the maximum amount of: ----------- c. Payment Schedule: D Monthly D Completion of Deliverable/Milestone D Completion of Work d. Payment Terms. Provide payment terms below or attach as a separate file.

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EBIX Insurance No. S200004515

MASTER AGREEMENT FOR DESIGN PROFESSIONAL SERVICES

BETWEEN THE

CITY OF SANT A CLARA, CALIFORNIA,
AND
STANTEC CONSULTING SERVICES INC.

PREAMBLE
This Agreement is entered into between the City of Santa Clara, California, a chartered California municipal corporation (City) and Staniec Consulting Services Inc., a New York corporation (Contractor). City and Contractor may be referred to individually as a "Party" or collectively as the "Parties" or the "Parties to this Agreement."

The Parties agree as follows:

AGREEMENT TERMS AND CONDITIONS

Exhibit A - Scope of Services
Exhibit B - Schedule of Fees
Exhibit C - Insurance Requirements
Exhibit D - Labor Compliance Addendum
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Exhibit E - Sample Work Order Form
This Agreement, including the Exhibits set forth above, contains all the agreements, representations and understandings of the Parties, and supersedes and replaces any previous agreements, representations and understandings, whether oral or written. In the event of any inconsistency between the provisions of any of the Exhibits and the Terms and Conditions, the Terms and Conditions shall govern and control.

B. Each Work Order shall be substantially in the form specified in Exhibit D.

Subject to the terms and conditions of this Agreement, Contractor and City will negotiate the specific requirements of each Approved Work Order.

C. The City will not compensate the Contractor for any Work until the City has executed the Work Order for such Work ("Approved Work Order").

E. The City has no obligation to issue any Approved Work Orders under this Agreement.

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4. WARRANTY
Contractor expressly warrants that all materials and services covered by this Agreement shall be fit for the purpose intended, shall be free from defect and shall conform to the specifications, requirements and instructions upon which this Agreement is based. Contractor agrees to promptly replace or correct any incomplete, inaccurate or defective Services at no further cost to City when defects are due to the negligence, errors or omissions of Contractor. If Contractor fails to promptly correct or replace materials or services, City may make corrections or replace materials or services and charge Contractor for the cost incurred by City.

7. TERMINATION
A.

Termination for Convenience. City shall have the right to terminate this Agreement, without cause or penalty, by giving not less than Thirty (30) days' prior written notice to Contractor.

Termination for Default. If Contractor fails to perform any of its material obligations under this Agreement which may include, but not limited to, causing technical errors that result in defective services or products, or failing to submit deliverables to City within the time requirements set forth in this Agreement, in addition to all other remedies provided by law, City Design Professional Agreement with Staniec Consulting Services Inc.

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may terminate this Agreement immediately upon written notice to Contractor.

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12. OWNERSHIP OF MATERIAL
All material, which shall include, but not be limited to, data, sketches, tracings, drawings, plans, diagrams, quantities, estimates, specifications, proposals, tests, maps, calculations, photographs, reports, designs, technology, programming, works of authorship and other material developed, collected, prepared or caused to be prepared under this Agreement shall be the property of City but Contractor may retain and use copies thereof. City shall not be limited in any way or at any time in its use of said material. However, Contractor shall not be responsible for damages resulting from the use of said material for work other than Project, including, but not limited to, the release of this material to third parties.

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16. WAIVER
Contractor agrees that waiver by City of any one or more of the conditions of performance under this Agreement shall not be construed as waiver(s) of any other condition of performance under this Agreement. Neither City's review, acceptance nor payments for any of the Services required under this Agreement shall be constructed to operate as a waiver of any rights under this Agreement or of any cause of action arising out of the performance of this Agreement.

17. NOTICES
All notices to the Parties shall, unless otherwise requested in writing, be sent to City addressed as follows :

City of Santa Clara
Attention: Silicon Valley Power
1500 Warburton Avenue
Santa Clara, CA 95050
and by e-mail at [email protected],
gdoug [email protected], and [email protected] And to Contractor addressed as follows:

Stantec Consulting Services Inc.

Attention: Tony Pagan
1340 Treat Avenue
Walnut Creek, CA 94597
And by email at [email protected]
The workday the e-mail was sent shall control the date notice was deemed given.

An e-mail transmitted after 1 :00 p.m. on a Friday shall be deemed to have been transmitted on the following business day.

18. COMPLIANCE WITH LAWS
Contractor shall comply with all applicable laws and regulations of the federal, state and local government, including but not limited to "The Code of the City of Santa Clara, California" ("SCCC"). In particular, Contractor's attention is called to the regulations regarding Campaign Contributions (SCCC Chapter 2.130), Lobbying (SCCC Chapter 2.155), Minimum Wage (SCCC Chapter 3.20), Business Tax Certificate (SCCC section 3.40.060), and Food and Beverage Service Worker Retention (SCCC Chapter 9.60), as such Chapters or Sections may be amended from time to time or renumbered. Additionally Contractor has read and agrees to comply with City's Ethical Standards (http://santaclaraca.gov/home/showdocument?id=58299).

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19. CONFLICTS OF INTEREST
Contractor certifies that to the best of its knowledge, no City officer, employee or authorized representative has any financial interest in the business of Contractor and that no person associated with Contractor has any interest, direct or indirect, which could conflict with the faithful performance of this Agreement. Contractor is familiar with the provisions of California Government Code section 87100 and following, and certifies that it does not know of any facts which would violate these code provisions. Contractor will advise City if a conflict arises.

24. AMENDMENTS
This Agreement may only be modified by a written amendment duly authorized and executed by the Parties to this Agreement.

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25. COUNTERPARTS
This Agreement may be executed in counterparts, each of which shall be deemed to be an original, but both of which shall constitute one and the same instrument.

The Parties acknowledge and accept the terms and conditions of this Agreement as evidenced by the following signatures of their duly authorized representatives.

CITY OF SANTA CLARA, CALIFORNIA
a chartered California municipal corporation
Approvec:: F~ Dated: 1 \u:,\zvw
~ RIAN DOYLE
- ~NA
City Attorney
"CITY"
City Manager
1500 Warburton Avenue
Santa Clara, CA 95050
Telephone: ( 408) 615-2210
Fax: (408) 241-6771
ST ANT EC CONSUL TING SERVICES INC.
a New York corporation
Dated: 03/20/2020
- .,.,,,--- ~---fl---------------
By (Signature): ~ - :/
Name: _,:.f"'-oiv" o--y"'-P.;_-'-g-#"'~"-n------------- Title: Principal
Principal Place of 1340 Treat Avenue
Business Address: Walnut Creek, CA 94597
Email Address : [email protected]
Telephone: (925) 627-4578
Fax: (925) 941-1401
"CONTRACTOR"
Design Professional Agreement with Stantec Consulting Services Inc.

Rev. 09-28-18

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1. GENERAL

EXHIBIT A

SCOPE OF SERVICES

1.1. Silicon Valley Power (hereinafter "SVP'" or "City") is planning a continuing effort to upgrade and enhance the underground electrical distribution system to meet new customer demands and to maintain the reliability of the SVP distribution system. SVP will identify projects, including the scope and budget for each project, on as-needed basis pursuant to Approved Work Orders.

1.3. The projects herein are not funded by the State of California or the federal government.

2. APPLICABLE STANDARDS

2.1. Contractor shall perform all work in compliance with all applicable rules, regulations, code, law, and good practice for public facilities. Some applicable City standards include, but are not limited to:

2.1.1. SVP Standard Document UG 1000, latest revision, "Installation of Underground Substructures by Developers."

2.1.2. SVP Standard Document SD 1800, latest revision, "Estimate Drawings" is to be used as a guide for drawing formatting.

2.1.3. SVP Standard Document UG 1250, latest revision, "Encroachment Permit Clearances from Electric Facilities."

2.1.4. City of Santa Clara ST-24, latest revision, "Trench Backfill and Pavement Replacement."

2.1.5. City of Santa Clara ST-25, latest revision, "Soil Boring Backfill and Pavement Replacement."

2.1.6. California Water Code Division 7, January 2014.

3. PROJECT MANAGEMENT

3.1. Contractor shall be responsible for managing the project design schedule and budget. In addition, Contractor shall attend monthly progress meetings and prepare action item logs for subsequent follow-up. Contractor shall maintain frequent and Design Professional Agreement with Staniec Consulting/Exhibit A-Scope of Services Rev. 09-28-18

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timely communication with City staff throughout the duration of the project. Schedule updates shall be provided at all progress meetings.

3.3. Contractor shall perform all engineering and project management related work necessary to prepare plans and specifications suitable for Public Works bidding.

4. PROJECT MANAGEMENT TOOL

4.1. Contractor and subcontractors shall utilize e-Builder, a web-based project management tool, or City's designated replacement for projects assigned under this agreement. Access to the project management tool, as well as associated training, will be provided by the City at no cost to the Contractor or its subcontractors.

Contractor and subcontractors shall have the responsibility for utilizing the project management tool as necessary for the following: invoice submittal, potential change order submittals, change orders, Request for Information (RF!) submittals, correspondence, assigned tasks and other matters that transpire on the site as directed by City.

4.2. All documents (including as built drawings) shall be converted or scanned into the Portable Document Format (PDF) file and uploaded to e-Builder.

5. PLANS AND SPECIFICATIONS

5.1. Plans and specifications shall provide sufficient detail to result in a good quality product while allowing competitive pricing.

5.2. Plans and specifications for all projects shall not specify proprietary products or services.

5.5. The drawings must include electrical cable pulling calculations when needed for the specific project.

5.7. Design drawings must specify that salvage/trash be returned to the City for disposal.

All salvage/trash will need to be stripped and separated into separate piles (e.g. metal, wood, etc.) for proper disposal.

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5.8. City will provide asset numbers for all required assets. Contractor shall follow City's naming conventions for assets.

6. FIELD INVESTIGATIONS

6.1. Contractor shall perform adequate field investigations to confirm existing conditions including verifying public and private utility facilities during the design process.

6.2. Contractor shall coordinate with City to obtain as-built drawings and to access related requests for inspection of City equipment.

6.3. Contractor shall be responsible for underground locating and potholing for the designs.

6.4. Contractor shall provide surveying services during the design process.

6.5. Contractor shall provide soil testing services as required.

6.6. Contractor is responsible for leaving sites in a safe, clean and orderly manner after the field visits and at all times.

7. DELIVERABLES

7.1. Substructure Design Drawings
Contractor shall submit hardcopies and digital copies (PDF and native format) of all documents, including but not limited to the following:

7.1.1. 30% Design Plans

7.1.1.1. 30% Design Submittal Package (plans, specifications, engineer's cost estimate, and project construction schedule).

7.1.1.2. 30% review meeting agenda and meeting minutes.

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7.1.2. 65% Design Plans

7.1.2.1. 65% Design Submittal Package (plans, specifications, engineer's cost estimate, and project construction schedule).

7.1.2.2. Written response to comments on the 30% Design Submittal Package. Response shall include all previous comments.

7.1.2.3. 65% review meeting agenda and meeting minutes.

7.1.3. 100% Design Plans
7 .1.3.1. 100% Design Submittal Package (plans, specifications, engineer's cost estimate, and project bid and construction schedule).

7.1.3.2. Written response to City comments on the 65% Design Submittal Package. Response shall include all previous
comments.

7.1.3.3. 100% review meeting agenda and meeting minutes.

7.1.3.4. List of potential bidders in Microsoft Excel format, including the company's name, email address, contact number, and address of business.

7.2. Easement and Permitting Packages

7.2.1. Application packages with all necessary supporting documentation.

7.3. Final permits and easements

7.4. Bid Package

7.4.1. Bid Set of full sized (size D) plans, stamped and signed on each sheet by the Engineer of Record and by discipline.

7.4.2. Written response to City comments on the 100% Design Submittal Package. Response shall include all previous comments.

7.5. Bidding Support

7.5.1. Written clarifications and response to prospective bidders, if needed.

7.5.2. Addenda to the bid documents, if needed.

7.5.3. Written recommendation for award of contract, if needed.

7.5.4. Conformed construction documents, if needed.

7.6. Construction Support

7.6.1. Shop drawing and submittal comments.

7.6.2. Request for Information (RFI) responses.

7.6.3. Site visit memoranda, as required.

7.6.4. Drawings and specifications for supplementing, clarifying, and/or correcting the contract documents and for design related change orders.

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7.6.5. Change orders, as required.

7.7. Record Drawings and Final Punch List

7.7.1. Final punch list input and written recommendations for substantial and/or final completion.

7.7.2. Record drawings on a CD using AutoCAD, and one set electronic copy in PDF format.

7.7.3. CD containing PDF copies of all submittals received during construction phase.

8. 30% DESIGN PLANS

8.1. For the 30% Design Submittal Package, Contractor shall:

8.1.1. Follow the guidelines of the most current City Design Criteria and Standard Details (Submit three (3), ANSI Size D, hard copies).

8.1.2. Provide cover sheet and plan sheet with base mapping and preliminary details.

8.1.4. Provide cut sheets for proposed equipment.

8.1.5. Document outreach with utility companies.

8.1.6. Update project schedule and add a probable project construction schedule.

8.1.7. Provide 30% engineer's estimate.

8.1.9. Create a table of contents list for technical specifications.

9. 65% DESIGN PLANS

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9.2.1. 65% specifications

9.2.2. Technical specifications

9.2.3. Special provisions, with recommended changes in track changes format.

The special provisions shall also include the following:

9.2.3.1. Bid item descriptions and measurement and payment provisions

9.2.3.2. A list of minimum required submittals during construction

9.2.3.3. A table listing all inspections (including any special inspections and materials testing) and associated responsibility

9.2.4. A table list of materials identifying the following:

9.2.4.1. Long lead-time materials (materials with a delivery time equal to or greater than two (2) months)

9.2.4.2. Any items requiring warranties, and associated warranty periods

9.2.5. 65% project schedule update with probable project construction schedule.

9.2.6. 65% construction cost estimate in the form of the bid schedule.

9.2.7. Resolution of utility conflicts or a timeline for resolution of issues

9.2.8. CEQA exemption documentation, if required, suitable for filing at the Santa Clara County Recorder's Office.

9.2.9. Responses to the City's review comments on the 30% Design Submittal Package, along with return of mark-ups.

10. 100% SUBMITTAL
For the 100% Design Submittal Package, Contractor shall:

10.1. Address all issues, prior comments, and concerns in this submittal. Contractor shall submit three (3) ANSI size "D" hardcopies.

10.3. Submit 100% Construction Document Package (includes final plans, special provisions, technical specifications, and engineer's cost estimate). Hard copy shall be printed single-sided only.

10.4. Conduct a quality control (QC) review of the submittal in accordance with Contractor's Quality Assurance/Quality Control (QA/QC) program.

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10.6. Review previous projects of agencies near the City and prepare a list of potential bidders for the project.

10.7. Reviewed bid instructions

10.8. Update project schedule.

11. BID PACKAGE
For the Bid Package, Contractor shall:

11.1. Submit two (2) hard copies of full sized (ANSI size D) plans, stamped, dated and signed on each sheet by the Engineer of Record and by discipline for City's approval signatures.

11.2. Submit one (1) hard copy of the technical specifications, printed single-sided only, with cover sheet stamped, dated, and signed by all necessary disciplines.

11.3. Incorporate all City's final comments and redlines from the 100% Design Submittal Package.

11.4. Submit copies and digital format (PDF and native format) of each document.

11.5. Provide final construction cost estimate.

11.6. Update project schedule.

12. BIDDING SERVICES

12.2. Contractor shall assist City in evaluating bids and preparation of recommendation letter toward the contract, if needed.

12.3. Contractor shall prepare a conformed set of documents that incorporate any addenda into the documents.

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13. CONSTRUCTION SUPPORT

13.1. City will have primary responsibility for construction management and inspection.

Contractor's point of contact will be the City's project manager, not the construction contractor.

13.2. Contractor shall at a minimum provide or perform the following:

13.2.1. Attend and prepare information for an internal handoff meeting from the Contractor's design team to the City's project management team.

13.2.2. Address possible construction pitfalls and items to be aware of (such as special working hours, shortened timelines for submittal reviews, etc.)

13.2.3. Attend pre-construction meetings.

13.2.4. Participate in the final inspection and development of punch lists.

13.2.5. Respond to RFls, which includes clarifying or providing revisions or additional detail where necessary on the plans and specifications.

Response to RF ls shall be timely in order to avoid construction delays and claims.

13.2.6. Review and respond to all submittals within the period allocated in the contract documents and as necessary to avoid construction delays and claims

13.2.7. Review any proposed substitutions for conformance to plans and technical specifications

13.2.8. Provide revised drawings as required to reflect changes.

13.2.9. Coordinate with relevant parties to respond to design related field inquires during construction.

14. PERMIT AND EASEMENT PACKAGES

14.1. Contractor shall research permit requirements of the City and of any other agencies, whose jurisdiction the project falls under, and prepare the permits for submittals.

The permits may include but are not limited to traffic control, encroachment permits, and access agreements.

14.4. Contractor shall submit the permitting package to City for signature and Contractor shall submit to the permitting agencies.

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14.6. Final permit requirements shall be incorporated into the project's contract documents.

14.7.1. Santa Clara County Department of Roads and Airports (Encroachment Permit)

14.7.2. Valley Transportation Authority (Encroachment Permit)

14.7.3. City of Santa Clara (Encroachment Permit)

14.7.4. City of San Jose (Encroachment Permit)

14.7.5. Caltrans (Encroachment Permit)

14.9. Contractor shall submit permits at the appropriate time and within the project schedule to ensure permits are issued and incorporated into the construction documents prior to bid.

15. EASEMENT DRAWINGS/ DOCUMENTS

15.1. Contractor shall prepare easement documents, legal descriptions, and exhibits.

Contractor shall coordinate with City to complete the easement acquisition process including getting signatures from owner, etc.

16. DELIVERABLE REVIEW AND COMMENTS

16.2. The review shall encompass but not be limited to the following areas:

16.2.1. Conformance to approved formats, criteria, specifications, & professional standards of practice.

16.2.2. Adequacy, clarity, and ease of interpretation

16.2.3. Constructability
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16.2.4. Compatibility of design discipline interfaces

16.2.5. Errors and discrepancies

16.2.6. Coordination with related designs and project elements

16.2.7. Integration of design disciplines

16.2.8. Incorporation of design changes

16.2.9. Conformance to required environmental mitigation

17. RECORD DRAWINGS AND PROJECT CLOSE OUT

17.1. Upon request by City and in accordance with any bid documents, Contractor shall assist City in determining if the project is ready for the stage of completion requested by the construction contractor (substantial or final completion).

17.2. Contractor shall attend the final walkthrough to provide input to the final "punch list" and help determine if the work is ready for City acceptance. Contractor shall provide City with a written recommendation based on its determination of completion.

If Contractor adds additional sheets to the plans, these shall be properly numbered, properly referenced on other affected drawings, and included in the drawing sheet index.

17.5. Contractor shall participate in a "lessons learned meeting" with all parties at the end of each project.

18. SCHEDULE

18.1. A typical project shall contain at least the following milestones along with the delivery dates for the items in the Deliverables section.

18.1.1. City will issue a job package to Contractor.

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18.1.4. Contractor shall schedule a field visit to the site.

18.1.5. Contractor shall allow sufficient time in the schedule to ensure that each design drawing submittal is thoroughly reviewed and approved by City.

19. OUTAGES/CLEARANCES

19.1. During the design phase, Contractor shall coordinate with City to identify and sequence outages or clearances that would be required to complete the project.

20. MATERIALS AND EQUIPMENT

20.1. Contractor shall be responsible for providing all equipment needed to complete the assigned work.

20.2. City will not provide any hand or power tools to Contractor.

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EXHIBIT B

SCHEDULE OF FEES

1. MAXIMUM WORK ORDER COMPENSATION
The maximum compensation shall be as set forth in each Approved Work Order {Maximum Work Order Compensation). No services will be periormed unless both Parties execute an Approved Work Order outlining the services requested and the compensation agreed for such services.

2. TIME AND MATERIAL
Where the basis of compensation is time and materials, the project cost shall be calculated using the following hourly rates:

Job Title Hourly Rate (2020)
Project Manager $229.00
Survey Lead $191.00
Survey Tech $137.00
Survey Chief $150.00
Chainman $110.00
Geotechnical Reviewer $234.00
Tunnels/Trenchless Lead $229.00
Tunnels/Trenchless Risk Reviewer $229.00
Geotechnical Lead $173.00
Tunnels/Trenchless Engineer $154.00
Tunnels/Trenchless Designer $143.00
Site Remediation Lead $173.00
Site Remediation Tech $137.00
Permitting Lead $191.00
Principal Engineer $173.00
Distribution Design Team Lead $137.00
Distribution Designer $115.00
Drafter $103.00
QA/QC Specialist $154.00
Contractor may request adjustments to the hourly labor rates on each anniversary during the term of the agreement. Price adjustments will be made in accordance with the percentage change in the Consumer Price Index (CPI-U) for All Urban Consumers for the San Francisco-Oakland-Hayward area, published by the U.S. Bureau of Labor Statistics. The price adjustment will be determined using the 12-Month Percent Change with a base period of 1982-1984=100.

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3. FIXED FEE
Where services are provided for a fixed price, the total fees for the services shall be the amount set out in the Approved Work Order.

Reimbursable Expense Schedule Mark Up

1. The cost of mailing, shipping and/or delivery of any No Markup documents or materials.

2. The cost of photographing, printing, reproducing and/or No Markup copying any documents or materials.

3. The rental of any specialized equipment to the extent the As specified, not to City has preapproved, in writing, the cost of such rental. exceed 10%

4. Other reimbursable expenses with prior written approval No Markup from the City (e.g., permit fees)

5. INVOICING

5.2. City will pay Contractor within thirty (30) days of City's receipt of an approved invoice.

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EXHIBITC

A. COMMERCIAL GENERAL LIABILITY INSURANCE

B. BUSINESS AUTOMOBILE LIABILITY INSURANCE
Business automobile liability insurance policy which provides coverage at least as broad as ISO form CA 00 01 with policy limits a minimum limit of not less than one million dollars ($1,000,000) each accident using, or providing coverage at Design Professional Agreement with Staniec Consulting/Exhibit C-lnsurance Rev. 09-28-18

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least as broad as, Insurance Services Office form CA 00 01. Liability coverage shall apply to all owned (if any), non-owned and hired autos.

C. WORKERS' COMPENSATION

3. This policy must include a Waiver of Subrogation in favor of the City of Santa Clara, its City Council, commissions, officers, employees, volunteers and agents.

E. COMPLIANCE WITH REQUIREMENTS
All of the following clauses and/or endorsements, or similar provisions, must be part of each commercial general liability policy, and each umbrella or excess policy.

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2. Primary and non-contributing. Each insurance policy provided by Contractor shall contain language or be endorsed to contain wording making ii primary insurance as respects to, and not requiring contribution from, any other insurance which the indemnities may possess, including any self-insurance or self-insured retention they may have. Any other insurance indemnities may possess shall be considered excess insurance only and shall not be called upon to contribute with Contractor's insurance.

3. Cancellation.

F. ADDITIONAL INSURANCE RELATED PROVISIONS
Contractor and City agree as follows:

1. Contractor agrees to ensure that subcontractors, and any other party involved with the Services, who is brought onto or involved in the performance of the Services by Contractor, provide the same minimum insurance coverage required of Contractor, except as with respect to Design Professional Agreement with Staniec Consulting/Exhibit C-lnsurance Rev. 09-28-18

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3. The City reserves the right to withhold payments from the Contractor in the event of material noncompliance with the insurance requirements set forth in this Agreement.

EBIX Inc.

City of Santa Clara - Silicon Valley Power
P.O. Box 100085- S2
Design Professional Agreement with Staniec Consulting/Exhibit C-lnsurance Rev. 09-28-18

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Design Professional Agreement with Staniec Consulting/Exhibit C-lnsurance Rev. 09-28-18

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EXHIBIT D

A. Prevailing Wage Requirements

2. Specifically, contractors are reminded of the need for compliance with Labor Code Section 177 4-1775 (the payment of prevailing wages and documentation of such), Section 1776 (the keeping and submission of accurate certified payrolls) and 1777.5 in the employment of apprentices on public works projects. Further, overtime must be paid for work in excess of 8 hours per day or 40 hours per week pursuant to Labor Code Section 1811-1813.

Contractors and subcontractors are on notice that information about such special rates, holidays, premium pay, shift work and travel and subsistence requirements can be found at www.dir.ca.gov.

5. As a condition to receiving progress payments, final payment and payment of retention on any and all projects on which the payment of prevailing wages is required, Contractor agrees to present to City, along with its request for payment, all applicable and necessary certified payrolls (for itself and all applicable subcontractors) for the time period covering such payment request. The term "certified payroll" shall include all required documentation to comply with the mandates set forth in Labor Code Section 1720 et seq, as well as any additional documentation requested by the City or its designee including, but not limited to: certified Design Professional Agreement with Stantec Consulting/Exhibit D-Labor Compliance Rev. 09-28-18

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payroll, fringe benefit statements and backup documentation such as monthly benefit statements, employee timecards, copies of wage statements and cancelled checks, proof of training contributions (CAC2 if applicable), and apprenticeship forms such as DAS-140 and DAS-142.

8. No contractor or subcontractor may be awarded a contract for public work on a public works project, unless registered with the Department of Industrial Relations pursuant to Labor Code section 1725.5. Contractors MUST be a registered "public works contractor'' with the DIR AT THE TIME OF BID. Where the prime contract is less than $15,000 for maintenance work or less than $25,000 for construction alternation, demolition or repair work, registration is not required.

11. This project is subject to compliance monitoring and enforcement by the Department of Industrial Relations.

B. Audit Rights
All records or documents required to be kept pursuant to this Agreement to verify compliance with this Addendum shall be made available for audit at no cost to City, at any time during regular business hours, upon written request by the City Attorney, City Auditor, City Manager, or a designated representative of any of these officers. Copies of such records or documents shall be provided to City for audit at City Hall when it is Design Professional Agreement with Stantec Consulting/Exhibit D-Labor Compliance Rev. 09-28-18

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practical to do so. Otherwise, unless an alternative is mutually agreed upon, the records or documents shall be made available at Contractor's address indicated for receipt of notices in this Agreement.

C. Enforcement

2. Based on State funding sources, this project may be subject to special labor compliance requirements of Proposition 84.

City or the California Department of Industrial Relations may impose penalties upon contractors and subcontractors for failure to comply with prevailing wage requirements.

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EXHIBIT E

PART A: GENERAL INFORMATION
Work Order No.: D Original
D First Revised
Contract No. D Second Revised
D Other
Contractor Name/Address:

Master Agreement Name:

Expiration Date of Agreement:

Name: Email:

Contractor's Project Manager:

Name: Email:

City's Project Manager
Period of Performance for this Start Date: Expected Completion Date:

Work Order:

Maximum Work Order Compensation:

Sufficient funds are available in Fund#:
(to be completed by City)
Signatures:

Contractor Name [Print]: Date:

Signature
City's Project Manager [Print]: Date:

Signature
City's Department Director Name [Print]: Date:

Signature
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PART B: SERVICES TO BE PERFORMED FOR WORK ORDER

1. REVISED WORK ORDER
No
D If yes, provide a brief description of the change(s).

3. COMPENSATION
a. Basis of Compensation: D Time & Materials D Fixed Fee b. Reimbursable Expenses:

D No expenses are reimbursable.

Design Professional Agreement with Staniec Consulting/Exhibit E-Sample Work Order Rev. 09-28-18

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Ebix Insurance No. S200004652
AMENDMENT NO. 1

TO THE AGREEMENT FOR SERVICES

BETWEEN THE

CITY OF SANTA CLARA, CALIFORNIA,
ANO
STANTEC CONSUL TING SERVICES INC.

PREAMBLE
This agreement ("Amendment No. 1 ") is entered into between the City of Santa Clara, California, a chartered California municipal corporation (City) and Stantec Consulting Services Inc., a New York corporation, (Contractor). City and Contractor may be referred to individually as a "Party" or collectively as the "Parties" or the "Parties to this Agreement. u

RECITALS
A. The Parties previously entered into an agreement entitled "Master Agreement for Design Professional Services by and Between the City of Santa Clara, California, and Stantec Consulting Services Inc., commencing May 1, 2020 (Agreement); B. The Parties entered into the Agreement for the purpose of having Contractor provide design consulting services for underground electrical distribution system; and
C. Parties now wish to amend the Agreement to adjust the hourly rates in accordance with current Consumer Price Index (CPI).

NOW, THEREFORE, the Parties agree as follows:

AMENDMENT TERMS ANO CONDITIONS

1. Exhibit B, Section 2 "Time and Material" of the Agreement, is hereby amended by deleting the existing content in its entirety and replacing it with the following:

Amendment No. 1 to AgreemenU*insert Contractor's name
Rev. 10/25/19

Page 1 ends

2. TIME AND MATERIAL
Where the basis of compensation is time and materials, the project cost shall be calculated using the following hourly rates:

Hourly Rate Hourly Rate
Job Titles (2020) May 2022
Project Manager $229.00 $240.91
Survey Lead $191.00 $200.93
Survey Tech $137.00 $144.12
Survey Chief $150.00 $157.80
Chain man $110.00 $115.72
Geotechnical Reviewer $234.00 $246.17
Tunnels/Trenchless lead $229.00 $240.91
Tunnels/Trenchless Risk Reviewer $229.00 $240.91
Geotechnical l ead $173.00 $182.00
Tunnels/Trenchless Engineer $154.00 $162.01
Tunnels/Trenchless Designer $143.00 $150.44
Site Remediation lead $173.00 $182.00
Site Remedi ation Tech $137.00 $144.12
Permitting l ead $191.00 $200.93
Principal Engineer $173.00 $182.00
Distribution Design Team Lead $137.00 $144.12
Distribution Designer $115.00 $120.98
Drafter $103.00 $108.36
QA/QC Specialist $154.00 $162.01
Contractor may request adjustments to the hourly labor rates on each anniversary during the term of the Agreement. Price adjustments will be made in accordance with the percentage change in the Consumer Price Index (CPI-U) for all Urban Consumers from the San Francisco-Oakland-Hayward area, published by the U.S. Bureau of Labor Statistics. The price adjustment will be determined using the 12-Month Percent Change with a base period of 1982-1984=100.

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. 1, the provisions of this Amendment No. 1 shall control.

Amendment No. 1 to AgreemenUStantec Consulting Services, Inc.

Rev. 10/25/201 9

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The Parties acknowledge and accept the terms and conditions of this Amendment No. 1 as evidenced by the following signatures of their duly authorized representatives.

CITY OF SANTA CLARA, CALIFORNIA
a chartered California municipal corporation
I
Approved as to Form: 0 Dated: ~ / Z-/'?,,z._,
~~a>-----
Office of the City Attorney
City of Santa Clara
~ 7---
Office of the City Manager
City of Santa Clara
"CITY"
1500 Warburton Avenue
Santa Clara, CA 95050
Telephone: (408) 615-2210
Fax: (408) 241 -6771
ST ANTEC CONSUL TING SERVICES, INC.
a New York corporation
Dated: _ y-+--' ·a~1_J_1/_1_2-_..,_ ______ _ By (Signature): ~ ,,,_-7; ,,,,,.,, Name: =T=O=N=Y==p=/(d,==A=N==z====================
Tltle: _P_r_ln_c_,_ip_a_l _ _ ___________ _
Principal Place of 1340 Treat Ave.

Business Address: Walnut Creek, CA 94597 -----~----------- Em a i I Address: _T_o_n~Y~·P_a~g~a_n~@~s_ta_n_t_e_c._co_m _______ _ Telephone: _(~9_2~5)~6_2_7_-4_5_7_8 __________ _
Fax: (925) 941-1401
"CONTRACTOR"
Amendment No. 1 to Agreement/Stantec Consulting Services, Inc.

Rev. 10/25/2019

Page 3 ends

City of Santa Clara
Agenda Report
1500 Warburton Avenue
Santa Clara, CA 95050
santaclaraca.gov
@SantaClaraCity
25-410 Agenda Date: 5/13/2025

REPORT TO COUNCIL

SUBJECT
Action on the First Amendment to the Cooperative Agreement between the City of Santa Clara and the Valley Transportation Authority (VTA) for the Preparation of the Santa Clara Station Area Plan

COUNCIL PILLAR
Promote and Enhance Economic, Housing and Transportation Development

BACKGROUND
Santa Clara received two funding opportunities that collectively provided $900,000 to support preparation of a Specific Plan for the Santa Clara Station Area (see Attachment 1 for a boundary map). On December 7, 2021, the City Council accepted and approved $400,000 in grant funding from the Metropolitan Transportation Commission (MTC) for the preparation of the Santa Clara Station Area Specific Plan (Award Agreement - Attachment 4). The City also received $500,000 from the Valley Transportation Authority (VTA) provided from a Federal Transportation Administration (FTA) grant award (Attachment 3) to fund consultant work to develop a Station Area Specific Plan with oversight by the City of Santa Clara.

On September 13, 2022, the City Council approved a Cooperative Agreement between the City of Santa Clara and the VTA for the preparation of the Santa Clara Station Area Plan and to set agency roles and expectations for the process. At a subsequent meeting on December 6, 2022, the Council acted a second time to approve the Cooperative Agreement, with the addition of two exhibits (the Original MTC/VTA Master Funding Agreement and FTA Award Agreement).

Due to the requirements of the grant awarded to the VTA from the FTA, the procurement process was administered by the VTA. Wallace Roberts & Todd (WRT) was selected as the consultant for the development of the Specific Plan, and the consultant contract was finalized in December 2023.

The purpose of the subject First Amendment to the Cooperative Agreement between the City of Santa Clara and the VTA (Attachment 2) is to integrate WRT’s scope of work and the updated MTC grant agreement, which extends the term from June 30, 2025 to December 31, 2026, into the Cooperative Agreement.

DISCUSSION
When the City entered into the Cooperative Agreement with VTA for the work on the Station Area Specific Plan, the scope of work for the Plan in the Agreement was not comprehensive. Now that a consultant, WRT, has been selected, staff is requesting the City Council amend the Agreement to integrate WRT’s detailed scope of work.

The detailed scope work that is being incorporated into the Grant Agreement can be found in City of Santa Clara Page 1 of 3 Printed on 5/9/2025
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25-410 Agenda Date: 5/13/2025
Attachment 2, Exhibit A. Preparation of the specific plan kicked-off in January of 2024. The Council appointed Station Area Task Force (SATF) meets regularly to discuss plan concepts and consultant deliverables. The following milestones from the scope of work are shown below along with the latest schedule provided by the consultant WRT for the development of the plan. · Spring 2025 - Draft land use plan developed
· Summer 2025 - Environmental analysis begins, Notice of Preparation · Fall 2025 - Draft Specific Plan / Admin draft EIR
· Winter 2026 - Draft Specific Plan available for public review · Spring 2026 - Public draft EIR circulates
· Summer 2026 - Refinements to Draft Plan and response to EIR comments · Summer 2026 - Adoption hearings for Planning Commission and City Council · Winter 2026 - Grants expire

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)(5) in that it is a governmental organizational or administrative activity that will not result in direct or indirect changes in the environment. An Environmental Impact Report will be prepared through the Santa Clara Station Specific Plan process.

FISCAL IMPACT
There is no cost to the City other than administrative staff time and expense.

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

RECOMMENDATION
Approve the First Amendment to Cooperative Agreement between the Valley Transportation Authority (VTA) and the City of Santa Clara for the preparation of the Santa Clara Station Area Plan on the terms presented in a final form approved by the City Attorney.

Reviewed by: Afshan Hamid, Director of Community Development Approved by: Jovan D. Grogan, City Manager

ATTACHMENTS

1. Santa Clara Station Area Boundary Map

2. City/VTA Transit Oriented Development Cooperative Agreement First Amendment City of Santa Clara Page 2 of 3 Printed on 5/9/2025
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25-410 Agenda Date: 5/13/2025

3. MTC/VTA Master Funding Agreement Amendment No. 1

4. Federal Transit Administration Award Agreement
City of Santa Clara Page 3 of 3 Printed on 5/9/2025
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Santa Clara Station Area Plan
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1 FIRST AMENDMENT TO COOPERATIVE AGREEMENT

BETWEEN

THE SANTA CLARA VALLEY TRANSPORTATION AUTHORITY
AND

THE CITY OF SANTA CLARA

FOR USE OF GRANT FUNDS TO FUND THE SANTA CLARA STATION AREA

SPECIFIC PLAN
THIS FIRST AMENDMENT TO COOPERATIVE AGREEMENT (“First
Amendment”) is made and entered into this _____ day of ____________, 2025 by and between the CITY OF SANTA CLARA, a chartered California municipal corporation (“CITY”), and the SANTA CLARA VALLEY TRANSPORTATION AUTHORITY, a public agency organized as a special district under California law (“VTA”), collectively referred to herein as the “Parties”.

RECITALS
A. WHEREAS, on December 28, 2022, CITY and VTA entered into an agreement entitled “COOPERATIVE AGREEMENT BETWEEN THE SANTA CLARA

VALLEY TRANSPORTATION AUTHORITY AND THE CITY OF SANTA CLARA

FOR USE OF GRANT FUNDS TO FUND SANTA CLARA STATION AREA SPECIFIC PLAN” (“AGREEMENT”); and
B. WHEREAS, the parties desire to amend Exhibit A, “Scope of Work,” attached to the AGREEMENT; and
C. WHEREAS pursuant to Section 13 of the AGREEMENT, VTA’s Director of Real Estate & Transit-Oriented Development and the CITY’s Director of Community Development, may, from time to time, agree to refine the scope of work in Exhibit A.

NOW, THEREFORE, the parties agree to amend the AGREEMENT as follows:
2 SECTION 1. Exhibit A attached to the AGREEMENT is amended and replaced by Exhibit A-1 attached to this First Amendment.

SECTION 2. Except as herein modified by this First Amendment, all other provisions of the AGREEMENT, including any exhibits and subsequent amendments thereto, shall remain in full force and effect. All references to the AGREEMENT in this First Amendment shall refer to the AGREEMENT as amended by this First Amendment unless otherwise specifically set forth or otherwise indicated by context.

SECTION 3. In the event of any conflict between the provisions of this First Amendment and the provisions of the AGREEMENT, the provisions of this First Amendment shall prevail. Whether or not specifically amended by this First Amendment, all of the terms and provisions of the AGREEMENT are hereby amended to the extent necessary to give effect to the purpose and intent of this Amendment.

SECTION 4. Unless specifically defined herein, the capitalized terms used in this Amendment shall have the meanings defined in the AGREEMENT.

SECTION 5. If any provision of the AGREEMENT, as amended by this First Amendment, is held by a court of competent jurisdiction to be invalid, void, or unenforceable, the remaining provisions shall continue in full force without being impaired or invalidated in any way.

SECTION 6. This First Amendment shall be governed by, and interpreted in accordance with, the laws of the State of California.

WITNESS THE EXECUTION HEREOF the day and year first hereinabove set forth. 3 APPROVED AS TO FORM:

By: ___________________________
Ed Moran, Senior Assistant
Counsel
Date: ___________________________
“VTA”

SANTA CLARA VALLEY
TRANSPORTATION AUTHORITY, a
public agency and special district
By: ___________________________
Jessie O’Malley-Solis, Director of
Real Estate and Transit Oriented
Development
Date: __________________________
APPROVED AS TO FORM:

By:_____________________________
City Attorney
Date: ___________________________
“CITY”
CITY OF SAN SANTA CLARA, a
chartered California municipal
corporation
By:_____________________________
Afshan Hamid, Director of Community
Development
Date: _____________________
4 EXHIBIT A: SANTA CLARA STATION AREA SPECIFIC PLAN SCOPE OF WORK Task 1: Project Initiation & Management
Wallace Roberts & Todd, LLC (WRT) will facilitate an in-person kick-off meeting with City staff, VTA, and consultant team to review project description, scope of work, project timeline and budget. The kick-off meeting will include a discussion of project goals, key challenges, data needs, project protocols, and essential outcomes.

The kick-off meeting will include a walk audit of the project area (focusing on key activity areas, including but not limited to: the existing Caltrain/ACE Station, VTA's future BART Phase II Station and Maintenance Facility, Silicon Valley Power (SVP) infrastructure (including observing any conflicts and relocation options), the Gateway Crossings development site, and Station Area connections to surrounding neighborhoods and roadways) with staff and consultant team to conduct a visual survey and photo documentation of the site and to understand assets, issues, and challenges of the project area. WRT will discuss existing conditions and request that VTA and City Staff provide a draft bibliography of available existing conditions information for review.

1.1: Kick-off Meeting and Site Visit
VTA’s consultant, WRT, will facilitate an in-person kick-off meeting with City staff, VTA, and consultant team to review project description, scope of work, project timeline and budget.

The kick-off meeting will include a discussion of project goals, key challenges, data needs, project protocols, and essential outcomes.

Task 1.1 Deliverables:
a. Preparation of materials for the kick-off meeting and site visit including meeting agenda, project protocols, a site visit map, and a meeting summary. b. Refined Work Program, Schedule, and Budget Memo
c. Data and information request in the form of list of documents, drawings, reports, and GIS database that the team will need.
5 City responsibilities:
a. Kick-off meeting set-up, including meeting invitations to relevant City and VTA staff, securing meeting venue, and leading the site tour to provide the consultant team with relevant background information.

1.2: Project Management and Meetings
WRT will plan and budget for monthly virtual project meetings with the City project manager and prepare monthly progress reports tracking completion of the work plan, schedule, and budget expenditures. Invoices will be submitted monthly to VTA in a format approved by VTA.

Task 1.2 Deliverables
a. Monthly Meeting Attendance and Materials (up to 30 meetings total)  Agenda, project schedule, presentation materials and summary notes. b. Monthly Invoices with Progress Reports.

1.3: Community Engagement Strategy
WRT will develop a comprehensive Community Engagement Strategy Memorandum to outline specific engagement approaches, rationale, suitable locations for engagement events, partners to reach out to, tools best suited to community stakeholders in the Station Area, translation needs and audiences for each component of the outreach timeline. The document will be developed in close coordination with City Staff and VTA, and draw from the field observations, discussions from the Kick-off Meeting, site visit, and review of the community engagement efforts conducted for the VTA Playbook. City staff and VTA will provide WRT with an initial list of partner agencies, business and property owners and other interest groups to reach out to, to be further developed by WRT with the Task Force and Existing Conditions research.

WRT will prepare a preliminary schedule for outreach efforts that fits within the larger project schedule with key milestones, including specific meetings and events for City review and comment.

The Community Engagement Strategy will include:
 Establishment of a Technical Advisory Committee (TAC): Composition of the TAC will include staff of local jurisdictions and agencies. The TAC's focus will be to provide technical feedback at key milestones in the planning process. City Staff will establish and coordinate the TAC activities and identify specific participants. The WRT team will provide feedback on the TAC membership, facilitate and lead discussions, present technical materials, and take summary notes at TAC meetings. The proposed Work Plan assumes attendance at up to three (3) virtual TAC meetings.

Establishment of a Station Area Task Force (SATF): Composition of the SATF will include local representatives from community-based organizations, neighboring institutions and associations, and the general public. The focus of the SATF will be to 6 receive project updates, review work progress and Plan specifics; discuss issues, vision, and direction; and provide input on the Project. City staff will work with the City Council to identify, nominate, and appoint members, and City staff will coordinate the SATF on an ongoing basis. See Task 2 for more details.

Public Engagement: The WRT team will facilitate public outreach such as workshops, town halls, and open houses, and direct engagementsuch as pop-up workshops, focus groups, or interviews with stakeholders and/or focus groups. The WRT engagement team will work with City staff to identify residents, businesses, property owners, relevant public agencies, community groups, neighborhood associations, nonprofits, and faith-based organizations for outreach. Meetings will emphasize working with community members where they already are and will be held in English and Spanish as needed. Community meetings will be held at convenient locations to facilitate the participation of a representative cross-section of residents from different neighborhoods and demographics. Winter Consulting will prepare a list of community stakeholders to conduct in-depth interviews. Their ability to capture and synthesize valuable input from stakeholder interviews enables the team to help guide the strategy of the outreach plan and provide an early indicator of how the planning process will be received. By integrating listening sessions in one-on-one and focus group formats, WRT will ensure that WRT are made aware of community sentiments and sensitivities on current conditions, general perceptions on the planning process, and ideas for how to align the Specific Plan with community goals. These interviews will not only inform, frame, and guide this planning effort and its associated engagement strategies, it will also strengthen the City’s image in the eyes of the community and create the groundwork for stronger working partnerships for future initiatives.

The proposed Work Plan assumes:
o Three (3) public workshops (2 in-person, 1 virtual)
o Two (2) open houses (in-person)..
o One vision charette with the TAC (Task 5.1) (in-person) o Stakeholder interviews (Task 5.1) (virtual)
 Planning Commission Hearings / City Council Study Sessions: Over the course of the Project, the Consultant will prepare presentations of draft project materials for o Up to Three (3) Planning Commission meetings (Task 12), o Three (3) City Council hearings and study sessions (Task 12),  Online/Virtual Engagement Tools: The WRT team will work with City staff to determine online engagement tools such as interactive maps, graphics, and surveys, that best fit the community needs, to expand community outreach to a diverse population, providing virtual options that are fully accessible in parallel with any in-person activities.
7  Past/Concurrent Engagement Efforts: The WRT team will draw from past engagement efforts from VTA’s Playbook for the Santa Clara Station (2019), available from vta.org >> About >> Business Center >> Transit-Oriented Development (View Program), which included several community workshops. In addition, the BART Silicon Valley Phase II Project engages quarterly with a Community Working Group comprised of stakeholders in Santa Clara, including representatives from community-based organizations, small business owners, and local educational institutions.

The WRT team will identify and document any needed translation services required at the engagement activities defined in the Strategy Memo, referencing demographic data gathered for the existing conditions report to assess the level of need by specific language(s). 8 reels
ART Station Are
ity Limits
9 Task 1.3 Deliverables:
a. Draft Community Engagement Strategy & Schedule Memorandum.  Strategy based on: City, field observation, kick-off meeting, schedule, VTA Playbook
 Draw from VTA Playbook process and workshops.
 Virtual and hybrid engagement options.
 Identify needed translation services and languages needed. b. Final Community Engagement Strategy & Schedule Memorandum.

City/VTA Responsibilities:
a. Translation services: Once the Engagement strategy is finalized with City staff and VTA, the level of translation services will be determined. The translation services may include translation for some or all of these items – outreach materials, project website, workshop materials, simultaneous translation at community workshops, etc.

1.4: Project Identity and Public Information Website
WRT will develop a consistent project identity for all outreach materials that reflect the vision of the Station Area Plan. The identity will be anchored by a logo and color palette.

WRT will make up to two (2) revisions of the project identity materials based on feedback from City staff. Once agreed upon, the logo and color palette will be used to create an accessible, public-facing project website and an adaptable template for presentation slides, reports, postcards, outreach flyers, social media, etc. WRT will provide project identity materials and guidance on webpage design to VTA’s Public Relations and IT team, to host on VTA’s project website (https://www.vta.org/projects) and/or TOD webpage (https://www.vta.org/transitorientedcommunities). City/VTA will provide content, including project purpose, description, intended outcomes, schedule, and upcoming events to upload to the website. WRT will provide graphics and materials developed during the project to be uploaded to the website. It is assumed that the VTA team will maintain the project webpage and engage translation services for translating website content.

Materials will be accessible in the languages commonly spoken in the community (Task 1.3). and will be produced in an accessible PDF format in compliance with VTA's Policy on Accessible Information and Communications.

Task 1.4 Deliverables:
a. Logo & Color Palette (up to 2 revisions).
b. Public Information & Website Content (up to 2 revisions).  Information & Content: Project schedule, and relevant maps, photos and graphics.  Website Development: Website design and content up to 2 revisions prior to launch.
10  Website Updates: Updated announcements, calendar, and library of resources.

City/VTA Responsibilities
a. Review and feedback on project identity materials, and website design concept b. Setting up the project webpage on City and VTA websites c. Developing written content for project description, purpose, goals, intended outcomes and calendar of events.
d. On-going updates and maintenance to project webpage.

Task 2: Community Task Force Engagement
This task is dedicated to SATF meetings. WRT will define how and when the SATF intersects with the planning process. WRT will act as the facilitator for each of the task force meetings and lead discussions, and present technical materials. The Work Plan assumes up to fifteen (15) SATF meetings to occur at key project milestones. WRT will discuss with City and VTA to identify which of these meetings can be combined with other groups such as Bike and Pedestrian Advisory Committee, Downtown Task Force, and TAC; when practical and relevant in the process, to streamline the workflow and gain efficiencies in schedule and budget. WRT will meet with the SATF in person at select key meetings in the process and facilitate others virtually.

WRT will work with City and VTA to identify the key SATF meetings for in-person facilitation.

2.1: Station Area Task Force Meetings and Materials
This task is dedicated to SATF meetings. WRT will define how and when the SATF intersects with the planning process. WRT will act as the facilitator for each of the task force meetings and lead discussions, and present technical materials. The Work Plan assumes up to fifteen (15) SATF meetings to occur at key project milestones. WRT will discuss with City and VTA to identify which of these meetings can be combined with other groups such as Bike and Pedestrian Advisory Committee, Downtown Task Force, and TAC; when practical and relevant in the process, to streamline the workflow and gain efficiencies in schedule and budget. WRT will meet with the SATF in person at select key meetings in the process and facilitate others virtually. WRT will work with City and VTA to identify the key SATF meetings for in-person facilitation.

Task 2.1 Deliverables:
a. Materials (presentations and handouts of technical materials as needed) for up to fifteen (15) meetings (some in-person and some virtual)
City/VTA Responsibilities
a. Outreach and selection of Taskforce members
b. Scheduling SATF meetings
c. Providing meeting agenda and meeting minutes
11 Task 3: Existing Conditions Analysis
WRT will develop a base map template with City input and review. The base map will establish a uniform style, legend, and title block for all project maps. The set of base maps will be developed using information available from City staff and VTA in the form of CAD drawings, GIS data and editable PDFs.

3.1: Base Map Development
WRT will develop a base map template with City input and review. The base map will establish a uniform style, legend, and title block for all project maps. The set of base maps will be developed using information available from City staff and VTA in the form of CAD drawings, GIS data and editable PDFs.

Task 3.1 Deliverables
 Base map template at site scale with project boundary, streets, parcels, graphic scale, north arrow, font styles and color palette for City’s GIS specialist to prepare maps.  Coordination with City’s GIS specialist
City/VTA Responsibilities
 City staff will provide relevant background documents for review.  City staff will provide editable files of maps and diagrams produced for VTA Playbook.  City’s GIS specialist will prepare existing conditions maps to include, but not limited to:
o Site context includes adjacent land uses, public transit and major transportation stations and routes, public parks, schools, and project boundaries. o The location of the Station Area in the greater context of other focus areas and the City of Santa Clara.
o Existing water and sewer infrastructure
o FEMA flood zones; and
o Map of major existing SVP utilities infrastructure including SVP substation, transmission, distribution, and fiber facilities. Natural features

3.2: Existing Conditions & Considerations Report
The WRT team will analyze existing data provided by City of Santa Clara and VTA, to create an Existing Conditions Report. City Staff will assist by providing any available existing conditions data for the Station Area, including existing conditions data collected as part of VTA’s 2019 Transit- Oriented Communities Study or "Playbook." VTA, as a project partner, will also provide any available data on existing/proposed public transportation and transit ridership data. Thisreport will serve as a foundational document to understand the Station Area's historical land use and urban planning context. Demographic and socio-economic characteristic data may include, but not be limited to:
12  Existing land use (inventory of housing, including affordable housing, jobs, parks (mini- parks, neighborhood parks and community recreation facilities, including Level of Service data capacities/age/conditions and parks per 1,000 residents), neighborhood amenities/retail, community facilities, social services, and schools/playgrounds) and physical characteristics.
 An “opportunity sites” assessment mapping sites where existing uses appear to be stable in the long term and sites where infill development is more likely to occur. The assessment will be based in part on existing floor area ratio and County Assessor’s valuation. information.
 Population, households, age, ethnicity, language, place of birth and residence, disability, income, and poverty status. (Source: from US Census 2020)  Property ownership (Source: County Assessor's Office)  Employment (number of jobs by wage/salary an occupation); (Source: US Census)  Fiscal analyses regarding existing property tax, employment tax, sales tax data, and these contributions to the City’s General Fund (Source: from City of Santa Clara)  Existing affordable housing (including existing restricted and unrestricted affordable housing sites) (Source: Playbooks)
 Historic structures and places and historical background of the Station Area (Source:

Playbooks)
 Existing/proposed public transportation (including stations, stop locations, and frequencies), roadway facilities, and bicycle and pedestrian facilities and routes (Source: from Playbooks)
 Transportation and Mobility Analysis: the WRT team will establish the existing context including multimodal infrastructure, usage data and policies. Much of the existing conditions data were compiled for the previous projects. WRT will review and update as appropriate. These will include (Source: from Playbooks) o Review of existing City of Santa Clara, VTA reports and BART Silicon Valley Extension Project Phase II EIR and preliminary design.
o Existing/proposed transportation systems, including:
- Public transportation – Existing Caltrain/Capital Corridor/ACE services and proposed BART Santa Clara station location and access, alignment, and parking facility; VTA and other bus stop locations. Service hours, headways, and ridership by route for all public transportation systems. - Roadways – Arterial and collector roads, cross-sections, and volumes - Active transportation systems - bicycle and pedestrian facilities and routes, and volumes
o System performance (Source: from VTA):
- Multimodal traffic volumes
- Mode shares
- Vehicle ownership rates, by household (Source: from US Census) 13 - Transit ridership and demand
 Assessment of existing station access, including activity centersthat can be accessed within a 10–15-minute bike ride, walk, or bus ride. This analysis will be based on travel paths, not just distance, and will address qualitative aspects of active transportation routes.
 Forecasted BART station ridership (Source: from VTA).  Safety data, including SWITRS and the City’s collision data (Source: City Santa Clara).  Mapping of existing infrastructure utilities (water, recycled water, sewer, Silicon Valley Power (electric), PG&E (gas), recycled water lines and easements), communication lines, and assessment of infrastructure needs consistent with General Plan requirements. The WRT team will review existing utility reports, as-built plans, GIS data and survey information (provided by City staff and utility providers) to assess and update the existing drainage and wet/dry utility systems including domestic and recycled water, sanitary sewer, natural gas, electrical power, and telecommunications (Source: City of Santa Clara)
 Impacts of Drought and water shortage actions and emphasis on need for conservation and recycled water use (Source: City of Santa Clara or Valley Water District)  Environmental contamination inquiry, given that the Station Area includes light industrial land uses; and
 Natural hazards data.

This task will also include a review of all relevant background information, including but not limited to: the City's General Plan, Zoning Code, Draft Downtown Specific Plan and Code, Santa Clara University Master Plan, 2010 Station Area Specific Plan (not adopted), City of Santa Clara Transportation Policies including the City’s Bike and Pedestrian Master Plan, Central Bikeway Study, and VMT policy, BART Phase II policies and reports, Caltrans, County of Santa Clara, City of San Jose, High Speed Rail, the Caltrain/Peninsula Joint Powers Board (JPB) policies/plans, Valley Water policies/plans, traffic studies, adjacent Specific Plans, and Focus Area Plans, and existing infrastructure plans.

Task 3.2 Deliverables:
 Draft Existing Conditions Report
 Final Existing Conditions Report
City/VTA Responsibilities
 City staff and VTA will provide relevant data and drawings as GIS shapefiles and map packages, AutoCAD drawings, spreadsheets, graphs and charts as relevant. 14 Task 4: Opportunities, Constraints, and Economic Analysis

4.1: Economic and Financial Analysis
Strategic Economics will analyze potential market demand for housing, commercial, office, and mixed-use development in the Station Area. This analysis will touch on the following:

4.1: Economic and Financial Analysis:

Strategic Economics will analyze potential market demand for housing, commercial, office, and mixed- use development in the Station Area. This analysis will touch on the following:
 Long-term citywide industry and employment trends.
 Current real estate market conditions.
 Affordable housing creation and incentives.
 Small business retention, support, and opportunity creation.  Recently built, planned, and proposed competitive projects within the appropriate market or trade area.
 Citywide retail sales, hotel, and restaurant/entertainment trends, including a postCOVID retail analysis.  Fiscal analysis of proposed uses and added City service and capital costs to support new residents and/or businesses planned for in the Specific Plan. Analysis should provide a citywide context given recent industrial conversions, for fiscal tradeoffs for potential proposed residential or employment uses in the Specific Plan Strategic Economics will review the planned development program for the Station Area against real estate market conditions and trends in the larger surrounding market area. In addition, they will craft recommendations on the type, amount, and density needed to make it feasible to achieve the development program and support infrastructure needs. The design team will then assess the potential competitiveness and the economic challenges to creating the desired development pattern. Based on the analysis and findings from this subtask, the WRT team will develop a recommended strategy that the City can use to overcome identified challenges and create transit-supportive land uses around the Santa Clara Station.Strategic Economics will review the planned development program for the Station Area against real estate market conditions and trends in the larger surrounding market area. In addition, they will craft recommendations on the type, amount, and density needed to make it feasible to achieve the development program and support infrastructure needs. The design team will then assess the potential competitiveness and the economic challenges to creating the desired development pattern. Based on the analysis and findings from this subtask, the WRT team will develop a recommended strategy that the City can use to overcome identified challenges and create transit-supportive land uses around the Santa Clara Station. 15 Task 4.1 Deliverables:
 Draft Economic and Financial Analysis Report
 Final Economic and Financial Analysis Report

4.2: Community Workshop #1 – Identifying Opportunities and Constraints (In-person) WRT will facilitate an in-person interactive and collaborative community workshop.

This first community workshop will be an opportunity for the project team to inform the community about the project scope, timeline, and stakeholder and community engagement plan so that the community understands the ways in which they can stay engaged with the project to provide ongoing input and during critical project milestones.

The first workshop will focus on presenting existing conditions analysis and background research, gather community input on their vision for the station area, goals, and guiding principles, what and where are these opportunities for improvements in Station Area, and what are the barriers to improvements. Feedback from this workshop will bring to light key issues to be addressed in the process.

Task 4.2 Deliverables:
 Draft and Final workshop materials and facilitation
o Presentation Materials & PowerPoint (draft & final).

City/VTA Responsibilities: include the logistics and planning of the community workshops such as:
 Securing a venue
 Securing translation services for simultaneous translation at the workshop and translation of presentation materials
 Providing refreshments and childcare at the events, as feasible  Providing childcare at the event
 Noticing and outreach for all community workshops through print and social media, and other methods to ensure outreach to hard -to-reach segments of the community.  Sign-in sheets
 Preparation of the meeting agenda
 Preparation of Workshop summary

4.3: Setting, Opportunities, and Constraints Summary
Drawing upon the work conducted in prior Task 3 subtasks, the WRT team will prepare a summary of key findings and opportunities in the Station Area. The Summary will be userfriendly and highly visual to facilitate informed discussions about project vision and goals with stakeholders. The Summary will include narrative, mapping, site photographs, and other 16 visual aids necessary to present the setting, constraints, and opportunities to consider. WRT will build upon prior analysis, such as VTA’s Playbook, the City’s General Plan EIR, and the Draft 2010 Station Area Plan (not adopted). Topics covered will include:
 Land use programming, opportunity sites where change is more likely to occur, community character and placemaking, and the Station Area’s relationship with downtown and Santa Clara University.
 Public realm and open space systems connecting neighborhoods and districts within the station area, and outside.
 Transportation + mobility + connectivity: CHS Consulting (“CHS”) will summarize the transportation materials presented and transportation constraints and opportunities identified during the first workshop. CHS will perform one multimodal audit to identify gaps in the system within the Specific Plan area. The opportunities and constraints effort will include:
o Regional connections – to intercity and high-speed rail (HSR) corridors. o Local Connections – to Downtown Santa Clara and El Camino Corridor and within the Specific Plan project site.
o Assessment of multimodal infrastructure, and documentation of gaps in existing infrastructure/network.
o Assessment of existing station access, including activity centers that can be accessed within a 10–15-minute bike ride, walk, or bus ride. o Existing/proposed public transportation (including stations, stop locations, and frequencies), roadway facilities and bicycle and pedestrian facilities and routes.
o Parking + TDM policies – assessment of potential strategies to reduce VMT and parking demand in the station area.

CHS will review available data sets to understand and assess:
o Multimodal traffic volumes and mode shares (i.e., vehicle, bicycle and pedestrian, travel mode to work, travel and circulation patterns). o Transit ridership data and demand including future BART station ridership. o Vehicle ownership rates, by household.
o Safety data, including SWITRS and the City’s collision data o Parking supply and utilization by using NearMap aerial imagery.  District water and energy sustainability, and infrastructure: The project’s water and energy systems require a forward-thinking plan blending short-term efficiency with long-term flexibility to support decarbonization, net-positive goals, and system-wide resiliency. Arup will contextualize the project’s water and energy goals, constraints and opportunities while establishing criteria for measuring the performance of the various strategies to be explored in Task 6.
17  Team Design Charrette: WRT will lead an internal design charrette with its consultant team partners to clarify issues, assets, opportunities, and constraints, and begin to brainstorm a preliminary vision. The internal charrette will capitalize on consultants’ expertise across disciplines and will feature our team’s Design Think Tank for expert perspectives for specific land uses and issue areas.

Task 4.3 Deliverables:
 Team design charrette
 Draft Setting, Opportunities, and Constraints Summary  Final Setting, Opportunities, and Constraints Summary Task 5: Vision Plan
The WRT team will develop a Vision Plan that presents a cohesive and compelling vision of the Station Area for the next 25- to 30-years. This document will convey the City's desired future for the Station Area to key decision-makers, business and property owners, transit operators, employers, and the development community. WRT will develop a Vision Framework which may include a circulation framework, public realm and open space framework, development framework, and economic framework; to ensure a holistically designed community.

5.1: Vision Charette and Stakeholder Interviews
The WRT team will host a series of stakeholder interviews culminating in a vision charette to develop a clear picture of the perspectives of stakeholders, businesses, and property owners in the Station Area. The purpose of these efforts is to build a clear and collaborative picture of how key stakeholders view the existing Station Area and their hopes for its future. WRT will plan for up to eight (8) stakeholder focus group interviews.

At the conclusion of the interviews, WRT will build upon the findings from the focus groups to design and implement an interactive vision charette. The charette's purpose will be to develop and refine an overarching vision for the Station Area and identify key urban design attributes such as the character of the public realm including streets, character of the buildings, mix of uses, programming, aspired experiences, identity, and other attributes stakeholders would like to see around the Station Area.

City and VTA Staff will assist the WRT team in developing and refining the proposed list of stakeholders.

In-person Vision Charrette: The WRT Team will lead and facilitate a vision charrette with the stakeholders, City and VTA staff, and consultant team members develop overarching vision for the Station Area, and identify key urban design attributes such as the design character of Area districts, the character of the public realm including streets, and other key attributes. WRT envisions a 6-hour in-person format for a collaborative process between the stakeholders and the consultant team, but WRT will adapt the format to be a virtual only or hybrid meeting if that is 18 desired by the City and VTA. City and VTA staff are invited to be direct participants or observers. The Charrette may begin with a brief presentation for framing information such as key site conditions, opportunities and constraints, stakeholder interviews summary, and land use targets/aspirations contained in VTA’s Playbook, the City’s General Plan, and the Draft 2010 Station Area Plan. Following that, consultant team members, City staff, VTA staff and other stakeholders can work in small groups facilitated by consultant team members to discuss issues such as: district types and urban form, street-level activation, access/connectivity and roadway design, systems for resiliency, etc. Finally, the charrette outcomes will be reported out for discussion and documented as sketches, notes, and diagrams. The Summary Memorandum will highlight key themes expressed by participants of the focus groups and charette; and will be accompanied by a visual and written record of Vision Charrette results.

Task 5.1 Deliverables:
 Stakeholder interviews/focus groups (up to 8) and interactive vision charette o Preparation of interview questionnaire, base maps, graphics, and presentation for the vision charrette.

City/VTA Responsibilities:
 Draft Stakeholder Vision Summary Memorandum
 Final Stakeholder Vision Summary Memorandum
 Stakeholder coordination to schedule the interviews and charrette  Sending meeting invitations
 Securing venue for the charrette

5.2: Community Workshop #2 – Vision & Ideation (in-person) WRT will facilitate an interactive and collaborative (in-person) community workshop to refine the Vision for the Station Area and explore preliminary concepts. In collaboration with City Staff, WRT will present the Draft Vision and Goals from Task 3 4.3 for discussion with residents and other interested community members, such as those who commute or work in Santa Clara.

The project team will have an opportunity to confirm the Vision and Goals with the larger community.

WRT will lead a hands-on interactive working session with community members in small breakout groups using interactive tools such as a scaled map of the Plan Area and scaled pieces representing different uses and programs. The objective of this exercise is to explore ideas for realizing the vision while navigating trade-offs needed to achieve it. Each group will report back highlights of their concepts.

Task 5.2 Deliverables:
 Draft and Final Workshop Materials (presentations, boards, etc.) 19 City/VTA Responsibilities: include the logistics and planning of the community workshops such as:
 Securing a venue
 Securing translation services for simultaneous translation at the workshop and translation of presentation materials
 Providing refreshments and childcare at the events, as feasible  Noticing and outreach for all community workshops through print and social media, and other methods to ensure outreach to hard -to-reach segments of the community.  Sign-in sheets
 Preparation of the meeting agenda
 Preparation of Workshop summary

5.3: TAC Meeting #1 – Vision (virtual)
WRT will host an introductory TAC meeting to gather feedback on and refine the Vision and Goals for the Station Area (Task 4.1). Discussion will touch upon the Station Area Specific Plan's interconnectivity with adjacent/concurrent comprehensive plans currently underway in Santa Clara, including the Downtown Precise Plan. WRT will prepare meeting agendas and materials for review by City Staff in advance of the meeting.

Task 5.3 Deliverables:
a. Draft and Final TAC Meeting Materials (presentation, etc.) b. Meeting facilitation
City/VTA Responsibilities: include the logistics and planning of the community workshops such as:
 Scheduling the TAC and SATF meeting
 Sending meeting invitations to all members
 Securing meeting venue
 Preparing an agenda, sign-in sheets, and Meeting summary

5.4: Vision Plan
Drawing upon findings from Task 4 subtasks, the WRT team will develop a Vision Plan for the Station Area. The Vision Plan will present a vision and guiding principles and concepts, diagrams, visualizations, maps, and other visual aids to communicate this vision. The Vision Plan will be informed by the feedback received during the Stakeholder Vision Charrette, TAC Meeting 1 focused on Vision and Goals, and Community Workshop 2. Specific topic areas to be touched upon may include mobility and connectivity, land use, community amenities, infrastructure concepts (including green stormwater infrastructure), water conservation, and open space. WRT will submit one draft Vision Plan Memorandum and will finalize the Vision Plan 20 based on City staff comments. The Vision Plan will serve as the framework for Alternatives developed in Task 6.

Task 5.4 Deliverables:
a. Draft Vision Plan Memorandum
b. Final Vision Plan Memorandum
Task 6: Alternatives Development

6.1: Plan Alternatives and Concept Study
Based on the outcomes from prior tasks, especially the community and stakeholder engagement in Task 4, WRT will develop up to three Plan Alternatives. These Alternatives will encapsulate three distinct options for the future of the Station Area over a 25- to 30-year horizon. The Draft Alternatives will include descriptions and illustrations of variations in development intensities, urban design, land use plan, multi-modal circulation and connectivity, transit, park facilities, community facilities, and site design concepts. WRT will lead the alternatives development process to include site feasibility testing, development scenarios at different intensities informed by market analysis, and public realm concepts. Design studies will present alternative direction at scale of representative blocks and the entire site.

Maps, tables, and other visual tools will be incorporated as needed to present the alternatives in a highly graphical and easy-to-comprehend manner. WRT will conduct a comparative analysis of each alternative, highlighting each option's relative strengths and weaknesses. The alternatives will also be evaluated against the project goals, principles, and vision developed as part of Task

4. Circulation concepts to improve multimodal connectivity, including creating new roadways, pedestrian facilities, and bike routes to enhance connectivity to, from, and through the Station Area, are of critical importance, given the limited street network in industrial areas and gradecrossing locations along the existing JPB right-of-way. The new mixed-use development projects and the BART Phase II Station coming into the area over the next decade will present increased multimodal transportation demand in the Station Area.

CHS Consulting will lead the circulation and mobility aspect and estimate project trip generation for up to three scenarios and use this to guide the development of alternative land use plans and assess gaps and opportunities.

The key transportation challenges for the Specific Plan area are:

1. Overcoming the barriers of at-grade railroad tracks for all transportation modes.

2. Safe pedestrian and bicycle crossing on El Camino Real.

3. A complete roadway network for parcels on both sides of the railroad tracks.

Building upon the community feedback, prior planning studies (e.g., TOC), and VTA, County, and City policy documents, CHS will develop circulation concepts for each mode of access that is fully integrated with the unique opportunity of the project site with major rail transit stations 21 (Caltrain and BART) and VTA buses, as well as proposed land uses in the project area. CHS will also pay special attention to the proposed BART parking garage, and how this can be integrated into the project site.

Key transportation options would include:
 First/last mile connections – CHS will develop convenient and safe first and last mile connections for bicycles, pedestrians, and transit/micro-mobility systems; and will evaluate viable connections not only to the parcels within the Specific Plan area, but also to Santa Clara Downtown and Civic Center, and Santa Clara University.  New roadways – CHS will assess the need for an additional E-W roadway connection to make the east side more connected with the City of Santa Clara across modes including bike, pedestrians, and micro-mobility vehicles. In addition, CHS will examine the potential for new roadways to increase TOD development connectivity.  Pedestrian and bicycle access – A key to successful TOD and multi-modal rail station design is safe and convenient pedestrian and bicycle access. This will include pedestrian and bicycle access between the east and west side of the tracks, to and from both Caltrain and BART stations, and safe crossing of El Camino Real and Coleman Avenue.  Roadway cross-sections – CHS will develop multi-modal roadway cross-sections and design concepts for all roadways in the project area, such as to enhance pedestrian environments that cross and run along El Camino Real. In light of El Camino Real’s importance to the success of the Station Area, the WRT team can develop a complete set of design schematics in plan and cross section, which would be accompanied by analysis of traffic geometries and utilities’ locations, a tailored palette of streetlight and landscape elements, and coordination with Caltrans and City departments.  Curb management – CHS will develop a set of policies for curb-management, especially those near Caltrain and BART Stations, and where ground-floor commercial is anticipated. This could include passenger drop off arrangements for shared-mobility vehicles and corporate shuttle buses for Caltrain and enhancements to BART access informed by review of BART Silicon Valley Phase II.
 TDM and innovative parking management strategies – Transportation Demand Management strategies and parking management strategies must be an integral part of the TOD development. CHS will develop both TDM and parking management strategies that are suitable for TOD development, such as reduced parking supply, a potential for a Transportation Management Association to manage TDM program.

To determine the existing conditions and assess alternatives, CHS will collect and compile available traffic counts, bicycle and pedestrian volume data at up to 40 intersections along major corridors (e.g., El Camino Real, Coleman Avenue, The Alameda, etc.). CHS will use performance-based metrics (e.g., levels of stress for bicycles and pedestrians, VMT changes, intersection LOS and delays) to inform the alternatives. CHS will consider potential improvements for bicycle and pedestrian facilities, signal optimization, lane geometry changes 22 for the assessment of alternatives. The options above will be evaluated on how they can be best integrated with the proposed land uses and how they can maximize the benefits of major transit investments in the Station Area.

Arup will develop a performance-based evaluation of district water and energy strategies (e.g., district thermal, microgrid, onsite wastewater recycling) against up to three development program options to identify technical, spatial, and financial feasibility. Strategies will be measured against the performance criteria established in Task 4 and prioritized for selection in the Preferred Alternative.

Task 6.1 Deliverables:
a. Plan Alternatives – up to three (3)
b. Draft Concept Alternatives Memorandum
c. Final Concept Alternatives Memorandum

6.2: Community Workshop #3: Preferred Alternative Selection (virtual) WRT will facilitate a third community workshop, conducted virtually, to gather feedback on the three Plan Alternatives from Task 5.1. Input gathered at this meeting, and the TAC meeting (Task 5.3) will be used by the WRT team to refine and select the Preferred Alternative. WRT will prepare draft and final workshop materials for review by City Staff in advance of the meeting.

Task 6.2 Deliverables:
a. Draft and Final Workshop Materials
City/VTA Responsibilities:
 Securing a venue
 Securing translation services for simultaneous translation at the workshop and translation of presentation materials
 Providing refreshments and childcare at the events, as feasible. Noticing and outreach for all community workshops through print and social media, and other methods to ensure outreach to hard -to-reach segments of the community.
 Sign-in sheets
 Preparation of Workshop summary

6.3: TAC Meeting #2 (Alternatives)
WRT will facilitate a second TAC meeting combined with the SATF to gather feedback on the three Plan Alternatives from Task 5.1. Similar to the previous subtask, input gathered at this meeting will be used by the WRT team to refine and select the Preferred Alternative. 23 Task 6.3 Deliverables:
a. Draft and Final meeting materials
City/VTA Responsibilities: include the logistics and planning of the community workshops such as:
 Scheduling the TAC and SATF meeting
 Sending meeting invitations to all members
 Securing meeting venue
 Preparing an agenda, sign-in sheets, and meeting summary

6.4: Preferred Alternative
Following Tasks 5.1 -5.3, the WRT team will facilitate a work session with City Staff to review input received on the Plan Alternatives from the TAC and the community and select a Preferred Alternative. In consultation with staff, WRT will identify any needed changes to the Preferred Alternative. WRT will also use this work session to confirm direction on the Urban Design, Streetscape and Open Space Standards (Task 6.5). Specific analysis and group discussion on multimodal circulation, reducing vehicular traffic, and leveraging shared parking strategies will be required for this subtask. The results of the work session and direction/next steps on the Preferred Alternative will be summarized in a brief memorandum.

Task 6.4 Deliverables:
a. Draft and Final Internal Work Session Materials
b. Draft and Final Work Session & Preferred Alternative Summary Memorandum

6.5: Urban Design, Streetscape, and Open Space Standards The Consultant will prepare a set of design standards that present a clear and cohesive vision for future public and private improvements in the Station Area. The standards will lean heavily on visual renderings, sketches, and images to convey the desired outcomes and requirements. The WRT Team will prepare a new zoning district(s) which codifies these architectural, setback, and height standards. Consultant assumes that should a form-based code be desired, it would be funded and developed by a separate implementation action.

Clear guidance and illustrative examples will be included for the following topics:
 Urban Design and Architecture, including specific direction on height, massing, façade articulation, setbacks, and other considerations to meet the desired architectural standards for the Station Area. WRT will lead the development of Urban Design, Streetscape and Open Space Standards. Design Think Tank members will provide guidance for use and building types within their areas of expertise. Based on the analysis of existing regulations in Task 3.2, and on the public realm, infrastructure and private development typologies identified in the Preferred Alternative, WRT will prepare a memorandum 24 identifying the key topics that a robust set of objective urban design and development standards must address to successfully implement the community’s vision for the Station Area, based on extensive experience in preparing standards for plans of this type. WRT will submit this memo for City review and conduct a workshop meeting to discuss how best to organize the standards within the Specific Plan, and potentially also in the Municipal Code. WRT anticipates that the standards will need to address, at a minimum:
o Standards for block formation, to extend a network of multi-modal streets and pedestrian ways into the existing mega block subdivision pattern. o Standards for a range of street and pedestrian way types, and procedures for systematically implementing them across multiple property ownerships. o Standards for public and private frontages, to ensure a strong pedestrianorientation for all new development and safe, comfortable pedestrian access along all frontages throughout the day and evening.
o Standards for the massing and façade organization of new buildings, so that they clearly define the public spaces of the station area. WRT anticipates that these would be similar in technique – if not in design outcomes – to those of the Downtown Precise Plan.
o Standards for building use and parking, with an emphasis on flexible building use and shared parking arrangements.
o Standards for signage, including private development and public wayfinding. o To retain local control of new development, the Standards would be objective and quantitative to the greatest extent practicable, while still providing appropriate degrees of flexibility of form and use to meet the market over time.  Utility and Infrastructure Planning, including typical sections with standard utility placement of dry and wet utilities and standard frontage placement of appurtenances, trees and streetscape amenities.
 Streetscape and circulation with an emphasis on new roadways/paths leading to and from the Station Area (both Caltrain/ACE and the future BART Phase II Station), including Sustainable/Complete Streets. CHS will work with WRT team to design new connections serving the station area with an emphasis on safe and convenient access for pedestrians and bicycles. CHS will draw relevant best practices from complete streets and multimodal access design guidelines adopted by VTA, BART, and City of San Jose.  Open/Shared Spaces, including a focus on shared public spaces at/near the Station and the interface of private developments with the public realm. The City has a standard for park plan dedication, which states that 2.6 to 3 acres of new parkland should be provided for every 1,000 new residents. Recent specific plans have not accomplished this and have instead acknowledged publicly-accessible open space on private land.  Arup will produce a set of typical green infrastructure details (e.g., bio-retention, detention facility, etc.) for assignment to various land use types (e.g., roadway, commercial, parks, etc.).
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25 Task 6.5 Deliverables:
a. Draft Design Standards and Zoning Districts.
b. Revised Draft Design Standards and Zoning Districts
Task 7: Draft Station Area Plan
The Specific Plan will serve as the City's long-range, comprehensive land use and circulation plan for guiding development around the Santa Clara Station. The Consultant team will create the Draft Specific Plan based on the results of prior tasks and the community engagement process.

The Consultant will finalize the Draft Specific Plan Chapters based on City staff comments.

The WRT team will develop a template for the Draft Specific Plan document in Adobe InDesign or comparable layout program. Each chapter will identify principles for the given topic supported by goals, policies, standards, and guidelines as appropriate, including objective design standards.

The Draft Plan will include supporting graphics, maps, and images that support the narrative.

At a minimum, the Specific Plan will include the following chapters:
 Introduction
 Vision and Guiding Principles
 Goals and Policies: Building upon the existing policy document of the City and VTA, as well as work done for the TOC, the WRT team will draft policy recommendations for land use, transportation, circulation and parking, public and private open space, private development, infrastructure, and sustainable development.  Land Use Plan: Description of land use designations, including number of residential units, square footage of non-residential uses, mixed use, and employment generating land uses.
 Circulation and Parking: Description of the circulation and parking elements of the preferred alternative detailing how each mode of access will be accommodated to and from the Station Area and how the new roadways and paths will link the areas beyond the Station Area. The parking element will describe the proposed parking supply, anticipated demand, shared parking arrangement, and operation of parking facilities.  Implementation and Financing Plan: Identifies actions and strategies for Plan implementation, along with completion date estimates, phasing, and cost estimates.

Financing plan strategies will be recommended for planned infrastructure improvements and costs.
 Public Services: Includes information about services and infrastructure needed to implement the updated Plan. This should include specific policies regarding utilities, public safety, parks, educational facilities, libraries, and cultural facilities.  Urban Design Guidelines and Objective Standards (Building, Open Space, Streetscape/Public Realm): The draft regulations and Zoning Amendments will address land use regulations, including uses and objective design standards. The regulations and 26 Zoning Amendments will be written in a user-friendly format that fits within the format of the City’s existing regulatory framework.
 General Plan consistency. While not called out in RFP, WRT will provide cursory review of General Plan and identify potential inconsistencies with Specific Plan, if any.

Task 7.1 Deliverables:
a. Administrative Draft Station Area Specific Plan
 One (1) Microsoft Word copy of the Plan (text only)
 One (1) Adobe InDesign template for the Plan document  One (1) Adobe InDesign copy of the Plan
 All electronic source files used to create the document.  All supplementary electronic files to the report

7.2: Community Open House #1 (in-person) and TAC Meeting #3 (virtual) WRT will prepare up to six exhibition boards for the Community Open House hosted by City and VTA. This Open House will be focused on summarizing the key components of the Draft Specific Plan for the community to review and provide feedback.

WRT will prepare up to six exhibition boards for the Community Open House hosted by City and VTA. This Open House will be focused on summarizing the key components of the Draft Specific Plan for the community to review and provide feedback. WRT will facilitate a virtual TAC meeting to present key components of the Specific Plan and gather feedback.

Task 7.2 Deliverables:
a. Draft and Final Open House materials
b. Draft and Final TAC meeting materials (presentations, etc.) c. Facilitate virtual TAC meeting.

City/VTA Responsibilities:
 Conduct outreach and publicity of the Open House to invite community and stakeholders to the event.
 Set-up the Open House
 Facilitate the Open House.
 Prepare Open House Summary
 Sign-in sheets
 Refreshments and childcare at the events, as feasible  Schedule and convene the TAC meetings.
 Prepare agenda and meeting notes for the TAC meeting. 27 Task 8: Transportation Impact and Parking Analysis

8.1: Transportation Impact Analysis (TIA)
The purpose of the traffic impact analysis (TIA) is to satisfy the requirements of the City of Santa Clara and the Congestion Management (CMP) of the Santa Clara Valley Transportation Authority (VTA) and the California Environmental Quality Act (CEQA). Per the requirements of Senate Bill 743, on June 23, 2020, the City of Santa Clara established a new Transportation Analysis Policy to establish the City of Santa Clara’s land use and transportation project requirements for evaluating transportation impacts under CEQA using a Vehicle Miles Traveled (VMT) methodology, including baselines, thresholds, as well as criteria for exempting certain types of projects from VMT analysis. The policy also formalizes the Transportation Operational Analysis (TOA) requirement outside of CEQA. A Transportation Analysis Guideline Manual is being prepared which will include how to conduct a VMT analysis and a TOA for projects within Santa Clara. CHS Consulting will analyze VMT and Traffic Level of Service (LOS) impacts for the preferred alternative in accordance with the City’s Transportation Analysis Policy. CHS will conduct the transportation analysis to satisfy the requirements of the CMP and CEQA. CHS will generally follow the VTA’s Transportation Impact Analysis Guide for the CMP analysis and the City of Santa Clara’s Transportation Analysis Policy for CEQA.

VMT Analysis
When the draft land use plan is developed, CHS will analyze whether a detailed VMT analysis is required. If a VMT analysis is required, CHS will use the City of Santa Clara’s travel demand model to analyze the projected total per capita/employee VMT under the preferred alternative.

LOS Analysis
1) Trip Generation and Assignment – CHS will turn the project data (e.g., square footage by land use) into employment/population projections for project Traffic Analysis Zones (TAZs) and run the travel demand model for with and without project scenario to determine the amount of vehicle traffic added to the roadway system by the station area development.
2) Identify Study Intersections – Based on the model outputs from Task 1, CHS will identify intersections where 10+ vehicle trips will be added per lane. 3) Data Collection – CHS will collect AM/PM traffic counts at up to 20 intersections (the exact number of intersections to be determined based on Step #2) 4) LOS Analysis – CHS will analyze LOS at study intersections for 5 scenarios. o Existing: CHS will use the existing volumes obtained from existing/new traffic counts
o Background: City of Santa Clara will provide a list of approved projects to be included in the Background condition. CHS will convert the approved project data 28 (e.g., square footage by land use) into employment/population projections and run the model with and without approved projects. CHS will develop Background volumes by adding the trips generated from approved projects onto the existing volumes.
o Background + Project: CHS will run the model including the specific plan development and use the model outputs (Background vs. Background + Project) to determine net-added project trips at study intersections and overlay them on top of the Background volumes.
o Cumulative: CHS will estimate the change in 2018 and 2050 model outputs and apply the difference to the existing to develop Cumulative condition volumes. o Cumulative + Project: CHS will run the model including the specific plan development and use model outputs (Cumulative vs. Cumulative + Project) to determine net-added project trips at study intersections and overlay them on top of the Cumulative volumes.
5) Report – CHS will summarize the analysis results and respond to 2 rounds of comments.

The budget assumes data collection and LOS analysis for 20 intersections and 5 scenarios. If a need for analyzing more than 20 intersections is determined based on the preferred land use alternative, additional budget will be needed to complete the analysis.

VTA assumes that City Staff will facilitate outreach and coordination to the San José Department of Transportation to confirm their TIA guidelines/requirements for any shared intersections/roadways in the Station Area. Any physical roadway capacity improvements will take into consideration Complete Streets and safety principles. The memorandum for this subtask will be combined with subtask 7.2. Suggested physical capacity or signaling improvements should be reflected/documented in Task 8.1.

WRT assume that City Staff will facilitate outreach and coordination to the San Jose Department of Transportation to confirm their TIA guidelines/requirements for any shared intersections/roadways in the Station Area. Any physical roadway capacity improvements will take into consideration Complete Streets and safety principles. The memorandum for this subtask will be combined with subtask 7.2. Suggested physical capacity orsignaling improvements should be reflected/documented in Task 8.1.

Task 8.1 Deliverables:
a. Admin Draft Transportation Impact Analysis and Parking Demand Management Memorandum
b. Draft Transportation Impact Analysis and Parking Demand Management Memorandum c. Final Transportation Impact Analysis and Parking Demand Management Memorandum 29 City/VTA Responsibilities:
 Outreach and coordination with the Santa Clara Department of Public Works.  Providing the consultant team with City’s existing traffic model to use for conducting analysis.

8.2: Parking Analysis
This subtask will also include a parking demand management analysis consistent with the preferred alternative and overall plan vision. CHS will establish a cumulative parking demand and identify demand management strategies to implement the preferred plan. The analysis will utilize ULI shared parking strategies and ITE methodologies. Coordination with the VTA BART Phase II Team and other transit providers at the Santa Clara Station will be necessary to reflect park-and-ride trips into the demand analysis. The analysis will also quantify the parking demand reduction expected due to proximity to high quality transit service and the proposed mix of land uses. CHS will integrate strategies to manage curb management and on-street parking facilities into the larger parking strategy. Furthermore, CHS will provide a high-level analysis of potential reductions in parking demand from increased use of rideshare and reduced auto-ownership among growing segments of the population.

CHS will also develop recommended changes to the City’s adopted parking standards, including shared parking considerations. The TIA and parking analysis will be documented in a summary memorandum with any associated technical appendices. CHS will estimate a parking demand forecast based on estimated land uses of the Specific Plan program and the person trips by mode in the station area. CHS will estimate the parking accumulation during the peak day and consider a district shared parking management and TDM strategy. CHS will summarize the parking analysis methodology, results, and recommendations in a technical memorandum and incorporate two rounds of comments. This subtask will also include a parking demand management analysis consistent with the preferred alternative and overall plan vision. CHS will establish a cumulative parking demand and identify demand management strategies to implement the preferred plan. The analysis will utilize ULI shared parking strategies and ITE methodologies. Coordination with the VTA BART Phase II Team and other transit providers at the Santa Clara Station will be necessary to reflect park-and-ride trips into the demand analysis. The analysis will also quantify the parking demand reduction expected due to proximity to high quality transit service and the proposed mix of land uses. CHS will integrate strategies to manage curb management and on-street parking facilities into the larger parking strategy. Furthermore, CHS will provide a high-level analysis of potential reductions in parking demand from increased use of rideshare and reduced auto-ownership among growing segments of the population. CHS will also develop recommended changes to the City’s adopted parking standards, including shared parking considerations. The TIA and parking analysis will be documented in a summary memorandum with any associated technical appendices.
30 CHS will estimate a parking demand forecast based on estimated land uses of the Specific Plan program and the person trips by mode in the station area. CHS will estimate the parking accumulation during the peak day and consider a district shared parking management and TDM strategy. CHS will summarize the parking analysis methodology, results, and recommendations in a technical memorandum and incorporate two rounds of comments.

Assumptions: Future mode split goals will be developed as part of the station area plan and be endorsed by the City.

Deliverables (8.1 and 8.2):
a. Admin Draft Transportation Impact Analysis and Parking Demand Management Memorandum
b. Draft Transportation Impact Analysis and Parking Demand Management Memorandum c. Final Transportation Impact Analysis and Parking Demand Management Memorandum Task 9: Infrastructure Financing

9.1: Infrastructure/Public Services and Implementation
Strategic Economics will lead this task with input from Arup, CHS Consulting and WRT for rough-order-of-magnitude cost estimates for infrastructure, circulation, and public realm improvements. The WRT team will include information about services and infrastructure needed to implement the Plan, including specific policies regarding utilities, public safety, and parks.

The Plan will also identify actions and strategies for its implementation, including needed infrastructure improvements and financing strategies to enable these improvements, such as roadways, stormwater treatment, parkland and facilities, enhanced or new pedestrian and bicycle facilities, public safety (fire & police) equipment or infrastructure needs to address growth, and electric utility infrastructures to meet electric demand. An evaluation of projected costs and revenues associated with the proposed improvements, including new streets, other public facilities, and utility infrastructure, and their potential effect on the City's budget should also be included. Specifically, sewer models – including pump station capacity – will need to be run once the sizing of the Specific Plan land use mix is determined (i.e., number of housing units and square footage of commercial space). The Plan will study potential relocation of existing SVP utilities infrastructure affected by the Plan and new SVP electric infrastructure that might be required to be able to serve intensified uses in the Station Area.

Strategic Economics will lead this task with input from Arup, CHS Consulting and WRT for rough-order-of-magnitude cost estimates for infrastructure, circulation, and public realm improvements. The WRT team will include information about services and infrastructure needed to implement the Plan, including specific policies regarding utilities, public safety, and parks.
31 The Plan will also identify actions and strategies for its implementation, including needed infrastructure improvements and financing strategies to enable these improvements, such as roadways, stormwater treatment, parkland and facilities, enhanced or new pedestrian and bicycle facilities, public safety (fire & police) equipment or infrastructure needs to address growth, and electric utility infrastructures to meet electric demand. An evaluation of projected costs and revenues associated with the proposed improvements, including new streets, other public facilities, and utility infrastructure, and their potential effect on the City's budget should also be included. Specifically, sewer models – including pump station capacity – will need to be run once the sizing of the Specific Plan land use mix is determined (i.e., number of housing units and square footage of commercial space). The Plan will study potential relocation of existing SVP utilities infrastructure affected by the Plan and new SVP electric infrastructure that might be required to be able to serve intensified uses in the Station Area.

9.2: Infrastructure and Amenities Financing
This task is focused on determining the necessary infrastructure (including water treatment facilities), cost estimates, and phasing to implement the Specific Plan. The WRT team will identify the specific cost of the infrastructure items and the impact fees associated with each to assist the City with bringing forward an area impact fee to City Council. The WRT team will also develop financing strategies such as infrastructure fee and/or assessment district to finance the construction in a manner consistent with development timing (including parkland/open space). Multimodal and streetscape improvements, such as enhanced or new bicycle and pedestrian facilities, street furniture, and streetscape improvements that would support TransitOriented Communities and Complete Streets should be included.

This task is focused on determining the necessary infrastructure (including water treatment facilities), cost estimates, and phasing to implement the Specific Plan. The WRT team will identify the specific cost of the infrastructure items and the impact fees associated with each to assist the City with bringing forward an area impact fee to City Council. The WRT team will also develop financing strategies such asinfrastructure fee and/or assessment district to finance the construction in a manner consistent with development timing (including parkland/open space). Multimodal and streetscape improvements, such as enhanced or new bicycle and pedestrian facilities, street furniture, and streetscape improvements that would support Transit-Oriented Communities and Complete Streets should be included.

Deliverables (9.1 and 9.2):
a. Draft Infrastructure Summary Memorandum
b. Final Infrastructure Summary Memorandum
c. Draft Implementation Summary Report (integrated with Task 9.1) d. Final Infrastructure Summary Report (integrated with Task 9.1) 32 Task 10: Draft Specific Plan Refinement

10.1: Plan Refinement
WRT will refine the Draft Plan from Task 6 based on the comments received from the Open House, TAC meetings and City Staff. WRT will make up to two revisions to the Draft Specific Plan Document. in coordination with City Staff. WRT will propose an alternatives analysis process for arriving at the preferred alternative. The timing of Open House #2 (Task 10.2) will be strategically timed to allow for final community feedback into the Draft Final Plan to be presented to the Planning Commission and City Council in the next phase of work.

WRT will refine the Draft Plan from Task 6 based on the comments received from the Open House, TAC meetings and City Staff. WRT will make up to two revisions to the Draft Specific Plan Document. in coordination with City Staff. WRT will propose an alternatives analysis process for arriving at the preferred alternative. The timing of Open House #2 (Task 10.2) will be strategically timed to allow for final community feedback into the Draft Final Plan to be presented to the Planning Commission and City Council in the next phase of work.

Task 10.1 Deliverables:
a. Draft Final Station Area Specific Plan:
o One (1) copy of the Plan in a desktop publishing software, such as Adobe InDesign; o All electronic source files used to create the document; and o All supplementary electronic files to the report; and o One (1) fully editable PDF copy of the Plan

10.2 Community Open House #2
A second open house to present the Draft Final Station Area Specific Plan will be combined with the PC Hearing session. WRT will prepare up to six exhibition boards for the open house summarizing the key components of the Draft Specific Plan to be set up in an adjacent room/City hall lobby for a pre-meeting open house.

Task 10.2 Deliverables:
a. Digital copies of Draft and Final Open House #2 exhibition boards (up to 6) for City to print in-house.

City/VTA Responsibilities:
 Conduct outreach and publicity of the Open House to invite community and stakeholders to the event.
 Set-up the Open House
 Facilitate the open house.
 Prepare Open House Summary
 Sign-in sheets,
33  Providing refreshments and childcare at the events, as feasible Task 11: CEQA Clearance
The WRT team will work with City staff to define and determine the CEQA strategy necessary to prepare and complete the required CEQA documentation for adoption of the Specific Plan.1

1.1: Define Project, Review Data, Determine Existing Conditions, and Determine CEQA Strategy The WRT team will work with City staff to define and determine the CEQA strategy necessary to prepare and complete the required CEQA documentation for adoption of the Specific Plan.

DJP&A will attend a kick-off meeting with the project team (i.e., the design team, the City, and VTA staff) to discuss the scope of the EIR (resource sections to be included) and determine data needs and the baseline for the analysis. DJP&A will provide a list of all data needs to complete the EIR so that assignments can be made on providing the data. To the greatest extent possible, DJP&A will utilize information from previous projects in the study area and other existing documents. The kick-off meeting will also include a discussion of the project objectives to be included in the EIR.

After the kick-off meeting, DJP&A will prepare a memorandum detailing the full scope of the CEQA strategy and the schedule for the CEQA process through entitlement hearings. ** Note: Technical studies will use development intensities assumed in the General Plan EIR and related environmental documents adopted by the City prior to 2025 (such as the Gateway Crossings EIR). Any additional assessment/modeling required for a significantly higher intensity resulting from this specific plan will require additional scope and budget.

Task 11.1 Deliverables:
 Attend CEQA Clearance Kick-off meeting
 CEQA Strategy and Schedule Memorandum

11.2: Prepare Draft Environmental Review Clearance Documents The environmental review scope is anticipated to include a program level Initial Study with technical studies, and Negative Declarations or Mitigated Negative Declarations that tier off of the certified Environmental Impact Report (EIR) for the City of Santa Clara 2010-2035 General Plan.

However, an EIR may also be required. The document will address all required CEQA topics. The selected Consultant may include sub-consultants to conduct environmental review in specific technical areas. At a minimum, technical studies will be required for cultural resources, traffic, and air quality.
34 Environmental Review Clearance documents may incorporate results of water supply assessments and hydraulic studies. Consultant should be able to prepare recommendations to address potential water supply impacts that may arise.

Environmental Review Clearance documents may incorporate results of water supply assessments and hydraulic studies. Consultant should be able to prepare recommendations to address potential water supply impacts that may arise.

DJP&A would recommend not completing an Initial Study and moving straight to an EIR as an Initial Study is not mandatory when it can be determined that an EIR is clearly required (CEQA Guidelines Section 15060). There would be a cost and time savings by moving straight to an EIR. Given the past and current land uses of the plan area, the intent to provide new housing in the plan area, and the proximity of sensitive receptors to the plan area, it is reasonable to assume that an EIR would be required. It will also provide a better program document for future projects to tier from, enabling more efficient streamlining.

Task 11.2 Deliverables:

VI: Notice of Preparation (NOP) (one draft and one final) VII: Attend and assist City staff with the scoping meeting; review, compile, and respond to comments received.
 Upon completion of the kick-off meeting DJP&A will prepare the project description (including the project objectives) for review and approval.  Once the project description is complete all technical consultants will initiate work and DJP&A will prepare the administrative draft Notice of Preparation (NOP) for review.  The NOP will be revised and finalized based on comments received. Once finalized, the NOP will be provided in electronic format for posting and submittal to the State Clearinghouse.
 During circulation of the NOP, DJP&A will attend the project scoping meeting. During the meeting, DJP&A will assist City staff in explaining the CEQA process and recording all questions/comments. After the scoping meeting, DJP&A will compile all verbal and written comments for review by the project team and incorporate responses as necessary into the EIR.

VIII: Administrative and Public Draft EIR
IX: Notice of Completion (NOC) and Notice of Availability (NOA) (one draft and one final)  After approval of the project description and submittal of the NOP, DJP&A will prepare the administrative draft EIR. The existing conditions discussion will utilize the information compiled under Task 3 to the extent possible. The analysis will be based on 35 existing data from the General Plan, General Plan EIR, other relevant certified CEQA documents, DJP&As knowledge of the project area, and new technical reports commissioned for this project.
 Once the preliminary analysis is complete, DJP&A will discuss the conclusions with the project team at a regularly scheduled meeting to determine range of alternatives to be analyzed in the EIR. Plans, renderings, and/or additional data may be necessary from the project team to complete the alternatives analysis.
 Upon completion of the administrative draft EIR, DJP&A will submit the EIR to the project team for review.
 Once all comments are received, DJP&A will review comments with the team at a regularly scheduled meeting to ensure that all comments are addressed and to identify any additional data that may be required from the team.  The EIR will be revised and finalized based on comments received. While the EIR is being revised, DJP&A will prepare the Notice of Completion (NOC) and Notice of Availability (NOA) and submit for review.
 Once finalized, the Draft EIR, NOC, and NOA will be provided in electronic format for posting/distribution and submittal to the State Clearinghouse. The Draft EIR will be searchable and accessible.

Deliverable X: First Amendment to Draft EIR, Response to Comments, Mitigation Monitoring and Reporting Program, CEQA Findings, and Statement of Overriding Considerations, if applicable.
 After completion of the public comment period for the Draft EIR, DJP&A will prepare a First Amendment to the Draft EIR that will include responses to comments and text edits to the Draft EIR (if necessary). The Mitigation, Monitoring and Reporting Program (MMRP) will also be prepared. DJP&A will coordinate with City staff and VTA to prepare the CEQA Findings and, if necessary, the Statement of Overriding Considerations.
 Upon completion, all documents will be submitted to the project team for review.  The First Amendment, MMRP, CEQA Findings, and Statement of Overriding Considerations will be revised and finalized based on comments received. The documents will be provided in electronic format for posting/distribution and submittal to the State Clearinghouse (as applicable) and for inclusion in the Staff Report. The First Amendment will be searchable and accessible.

Deliverable XI: Notice of Determination (NOD) (one draft and one final).  After the City Council hearing, DJP&A will prepare the Notice of Determination (NOD) and submit for review.
36  The NOD will be revised and finalized based on comments and the final notice will be submitted in electronic format for posting and filing.

Deliverable XII Attend one (1) Planning Commission and one (1) City Council hearing.  DJP&A will attend one Planning Commission meeting and one City Council meeting, at which WRT will provide support to the project team as needed, including but not limited to presenting the findings of the analysis and responding to questions from the dais.

Deliverable XIII: Prepare the final integrated environmental document (Adobe PDF, searchable and fully accessible)
After submittal of the NOD, DJP&A will prepare a Final Integrated EIR to be provided to the project team in PDF format. As with the Draft EIR and First Amendment, it will be searchable and accessible.

Assumptions for Technical Reports:

The Work Plan and cost estimate includes an air quality analysis and cultural resources analysis as noted in RFP. WRT have also included hazardous materials and noise, which WRT think are necessary considering the proximity to the airport, but these are included as optional tasks.

Task 11A: Additional CEQA Services requested by City
11A.1: Noise Analysis: Considering the proximity to the airport, noise analysis is necessary to include in the EIR.
11A.2: The Tribal Consultation: WRT team will arrange for tribal consultations deemed necessary. At minimum, the Tamien Nation will likely be part of a tribal consultation.

Budget for these two scope items is provided as separate line items in the budget spreadsheet.

Task 12: Board, Planning Commission, and City Council Meetings WRT will attend and support staff in presenting the Specific Plan at study sessions and public hearings before the City of Santa Clara’s Planning Commission and City Council to adopt the Plan. Specifically, this includes two (2) Planning Commission Study Sessions, two (2) City Council Study Sessions, one Planning Commission recommendation hearing, and one City Council adoption hearing. The Consultant will also prepare PowerPoint presentations for Planning Commission and City Council Meetings and assist with supplying materials to support the staff reports.

WRT staff will assist with and attend up to one (1) VTA Board of Directors Meeting and up to two (2) VTA Administrative & Finance Committee Meetings in preparation for the board meeting, as requested.
37 Task 12.1: Planning Commission Study Sessions and Hearings The WRT team will make changes to the Draft Final Specific Plan (text and/or graphics) based on the Planning Commission's recommendations.

Task 12.2: VTA Board, City Council Study Sessions, and Hearings The WRT team will make changes to the Draft Final Specific (text and/or graphics) based on the City Council's recommendations.

Deliverables (12.1 and 12.2):
 Attend Planning Commission Study Sessions (up to 2)
 Attend Planning Commission Recommendation Hearing (1)  Attend City Council Study Sessions (up to 2)
 Attend City Council Adoption Hearing (1)
 Attend VTA Board of Directors Meeting (1)
 Administrative & Finance Committee Meetings (up to 2)  PowerPoint Presentations
WRT will attend and support staff in presenting the Specific Plan at study sessions and public hearings before the City of Santa Clara’s Planning Commission and City Council to adopt the Plan. Specifically, this includes two (2) Planning Commission Study Sessions, two (2) City Council Study Sessions, one Planning Commission recommendation hearing, and one City Council adoption hearing. The Consultant will also prepare PowerPoint presentations for Planning Commission and City Council Meetings and assist with supplying materials to support the staff reports.

Task 12.1: Planning Commission Study Sessions and Hearings The WRT team will make changes to the Draft Final Specific Plan (text and/or graphics) based on the Planning Commission's recommendations.

Task 12.2: VTA Board, City Council Study Sessions, and Hearings The WRT team will make changes to the Draft Final Specific (text and/or graphics) based on the City Council's recommendations.

Deliverables (12.1 and 12.2):
 Attend Planning Commission Study Sessions (up to 2)
 Attend Planning Commission Recommendation Hearing (1) 38  Attend City Council Study Sessions (up to 2)
 Attend City Council Adoption Hearing (1)
 Attend VTA Board of Directors Meeting (1)
 Administrative & Finance Committee Meetings (up to 2)  PowerPoint Presentations
Task 13: Optional Scope

13.1. Traffic data collection and Level of Service Analysis for additional intersections:

The base budget assumes data collection and LOS analysis for 20 intersections and 5 scenarios. If a need for more than 20 intersections is determined based on the preferred land use alternative, additional budget will be needed to complete the analysis.

13.2. Water Assessment Study: WRT assumes that the City’s Department of Water and Sewer Utilities will prepare a Water Supply Assessment, if one is legally required. If it also becomes necessary for WRT to prepare a separate Water Assessment report for this Specific Plan, an additional budget will be required.

13.3. CBO stipends: Based on the final engagement strategy, the list of Community Based Organizations (CBOs) will be determined after consultation with City and VTA staff.

The stipends may cover gift cards for participation in focus group meetings, compensation for assisting with outreach, etc.

13.4. Renderings and Visualizations: The base scope includes 2D and 3D visualization graphics and concept studies to support draft and final design alternatives, and objective development standards. Additional photo-realistic renderings of the preferred alternative are included as optional tasks. The renderings may include one birds-eye perspective of the entire Plan Area, and up to two (2) eye-level views at selected locations in the Plan Area. These renderings can be used by both City and VTA on their websites and other documents to communicate the vision for the Station Area with stakeholders, partner agencies, development entities, and the general community.

13.5. El Camino Real Complete Street Schematics: El Camino Real is an important throughfare within the Specific Plan Area, and its design is vital to encouraging streetfacing development along its length and pedestrian-friendly connections across its breadth. At the same time, El Camino Real is a State highway with complex geometries and performance requirements. WRT recommends, therefore, that a separate study for schematic-level design be undertaken as a supplement to the Station Area Specific Plan.

A full proposal with fee estimates can be developed upon request. The study would go beyond concept-level cross-sections assumed as part of the basic Scope of Work to include: analysis of traffic geometries and utilities’ locations, design schematics in plan and cross section, a tailored palette of street light and landscape elements, and coordination with Caltrans and City departments.

13.6. Form Based Code: If a Form Based Code (FBC) is considered necessary by the City WRT will engage Sargent Town Planning to lead the preparation of the FBC. 39 13.7. Expanded Existing Conditions Analysis: The WRT team will rely on the existing conditions analysis conducted for the VTA playbook and information provided by City of Santa Clara. If a need arises for conducting additional analysis than assumed in the base scape, a budget augmentation will be needed.

13.8. Expanded Engagement: Community and stakeholder engagement in addition to what is already assumed in the base scope, participation from consultant team members or outreach and logistics planning beyond what is assumed in the base scope, will need budget augmentation.

13.9. Think Tank Participation
 Internal Charette Participation: The design Think Tank will be engaged in two internal team charrettes to refine opportunities and constraints, develop a Vision Framework, and draft alternative concepts.
 On-going Design Consultation and Review: The design Think Tank will continue to provide on-going consultation on building typology, emerging trends in building types, building technology, building performance, and program, which will inform the development of concept alternatives and the preferred concept. They will also serve as peer reviewers of the design standards included in the Specific Plan. 40 PLACEHOLDER: MTC GRANT AGREEMENT AMENDMENT 01
PLACEHOLDER: FTA AWARD LETTER
AMENDMENT NO. 1 TO SUPPLEMENT 6 TO MASTER FUNDING AGREEMENT Between METROPOLITAN TRANSPORTATION COMMISSION
And SANTA CLARA VALLEY TRANSPORTATION AUTHORITY
For SANTA CLARA STATION AREA SPECIFIC PLAN
THIS AMENDMENT, effective as of May 1, 2024 is Amendment No. 1 to Supplement 6 by and between the Metropolitan Transportation Commission (MTC) and SANTA CLARA VALLEY TRANSPORTATION AUTHORITY (“AGENCY”) dated July 1, 2022 (“AGREEMENT”) and supplementing the Master Funding Agreement, dated July 1, 2017 by and between MTC and AGENCY.

NOW, THEREFORE, the parties agree to modify THE AGREEMENT as indicated below.

1. The MTC Project Manager is revised from Kara Vuicich to Manuel Ávalos as principal contact for receipt of notices, at [email protected] and (415) 778-4427.

2. The expiration date of THE AGREEMENT is revised to extend the term of Supplement 6 from June 30, 2025 to December 31, 2026.

3. Annex I, Project Description and Scope of Work in THE AGREEMENT is deleted in its entirety and replaced with Annex I, Project Description and Scope of Work (Revised May 1, 2024).

4. Annex II, Project Schedule, Budget and Payment in THE AGREEMENT is deleted in its entirety and replaced with Annex II, Project Schedule, Budget and Payment (Revised May 1, 2024).

5. Retention of Contract Provisions. Except as provided herein, all other terms and conditions of THE AGREEMENT remain unchanged.

IN WITNESS WHEREOF, THIS AMENDMENT has been executed by the parties hereto as of the Effective Date written above.

METROPOLITAN TRANSPORTATION

COMMISSION

SANTA CLARA VALLEY

TRANSPORTATION AUTHORITY
Andrew B. Fremier, Executive Director Carolyn M. Gonot, General Manager/CEO Docusign Envelope ID: F54AE917-0C0C-44C9-8AB4-F3E9D07CBAD2 Docusign Envelope ID: 8D4F3037-15B8-4DE7-87AF-2DDAE9C9424C

MTC/VTA
Supp. 6 – Santa Clara Station Area Specific Plan
Amendment 1

Page 2 ends

City Council and Authorities ConcurrentMay 13, 2025

City Council and Authorities Concurrent
May 13, 2025