3.4. If there are no discrepancies or deficiencies in the submitted invoice, City shall process the invoice for payment within 30 days of receipt of the invoice.
Amendment No. 3 to Agreement/Applied Power Technologies, Inc.
Rev. 10/25/2019
Ebix Insurance No. S200000207
AMENDMENT NO. 4
TO THE AGREEMENT FOR SERVICES
BETWEEN THE
CITY OF SANTA CLARA, CALIFORNIA,
AND
APPLIED POWER TECHNOLOGIES, INC.
PREAMBLE
This agreement ("Amendment No. 4") is entered into between the City of Santa Clara, California, a chartered California municipal corporation (City) and Applied Power Technologies, 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. The Parties previously entered into an agreement entitled "Agreement for the Performance of Services by and Between the City of Santa Clara, California and Applied Power Technologies, Inc.", dated June 28, 2018, for the purpose of having Contractor provide software support for the Electrical Power Monitoring System (EPMS);
B. The Agreement was previously amended by (i) Amendment No. 1, to Renew and Extend, dated July 2, 2020, (ii) Amendment No. 2 dated May 5, 2021, to extend the term, increase the maximum compensation, and update the scope of services, and (iii) Amendment No. 3 dated April 20, 2022, to extend the term, increase the maximum compensation, and add additional services.
C. The Agreement and all previous amendments are collectively referred to herein as the "Agreement as Amended"; and
D. The Parties entered into the Agreement as Amended for the purpose of having Contractor provide software support for the Electrical Power Monitoring System (EPMS), and the Parties now wish to amend the Agreement as Amended to extend the term, add additional services, and increase the maximum compensation to continue software support.
NOW, THEREFORE, the Parties agree as follows:
Amendment No. 4 to Agreement/Applied Power Technologies, Inc.
Rev. 10/25/19
AMENDMENT TERMS AND CONDITIONS
1. Section 2 of the Agreement as Amended, entitled "TERM OF AGREEMENT" is amended to read as follows: "Unless otherwise set forth in this Agreement or unless this paragraph is subsequently modified by a written amendment to this Agreement, the term of the Agreement shall begin on the Effective Date of this Agreement and terminate on October 31, 2024. The Parties agree that this Agreement did not expire on the previous expiration date of October 31, 2022, and it remains valid through the new expiration date set forth in this Amendment No. 4."
2. Exhibit A of the Agreement, Section 3 is amended to read as follows:
"Additional Services: For the period of November 1, 2022, through October 31, 2024. Contractor shall perform the following additional services"
3. Section 4.2 of Exhibit A of the Agreement, entitled "SCOPE OF SERVICES" is amended to deleted in its entirety, which reads as follows:
"4.2. PME annual software assurance for software updates since the power monitoring server is not being upgraded during this service period. If the server is upgraded during the service period, this service will be included."
4. Exhibit A of the Agreement, entitled "SCOPE OF SERVICES" is amended to add Section 5, entitled "PROCESS FOR REQUESTION AND APPROVING AS NEEDED SERVICES", to read as follows:
"5. PROCESS FOR REQUESTION AND APPROVING AS NEEDED SERVICES
5.1. When as needed services are needed which are not excluded in Section 4, the City will request a quote from Contractor (Work Request).
5.1.1. Contractor shall submit a fixed-price quote for the services.
5.1.1.1. 5.1.1.2.
Contractor shall submit a scope of work with
sufficient detail that will permit City to verify
requests for changes are associated with changes
in scope. The scope will include a level of detail
reflective of the scope, timeline, and cost of the
specific project.
If a Contractor requires changes to a fixed price
scope, Contractor shall only be permitted to
request changes with justification such as
additional scope requested by City or
unanticipated field conditions. For such changes,
Amendment No. 4 to Agreement/Applied Power Technologies, Inc.
Rev. 10/25/2019
Contractor shall submit justification demonstrating
that changes in cost are associated with changes
in scope. Contractor shall not be entitled to
additional payment for issues such as errors in
calculation of original pricing or other changes that
are not directly related to changes requested by
City.
5.1.2. The terms of this Agreement shall prevail over any and all Contractor terms and conditions including, but not limited to any terms listed on a quote.
5.1.3. The City shall review the quote and, if there are no issues or concerns, City will approve the quote in writing (Work
Authorization). A Work Authorization may be provided by e-mail but shall only be authorized by Principal Engineer, Assistant Director of Electric Utility, Electric Utility Chief Operating Officer, or Chief Electric Utility Officer.
5.1 .4. Contractor shall not initiate any work which will extend past the term in Section 2 of the Agreement or exceed the maximum compensation in Section 6 of the Agreement.
5.2. Changes
5.2.1. Contractor shall notify the City immediately when a situation occurs that may result in a change to the quoted project cost. Contractor shall provide reason for the change specific to each Work Authorization.
5.2.2. In the event that unanticipated site conditions or other issues result in costs that exceed the approved quote, Contractor shall submit to the City an updated quote for review and approval from the City in advance of performing the work.
Written authorization may only be provided by a Principal Engineer, Division Manager, Senior Division Manager,
Assistant Director of the Electric Utility, Electric Utility Chief Operating Officer, or Chief Electric Utility Officer.
5.2.3. In the event that issues are identified that can be most efficiently and economically resolved while on site, changes may be approved verbally (in the field), by telephone, oremail by the following authorized individuals: Assistant Director of the Electric Utility, Electric Utility Chief Operating Officer, or Chief Electric Utility Officer. Contractor shall provide an updated quote within two (2) business days so Amendment No. 4 to Agreement/Applied Power Technologies, Inc.
Rev. 10/25/2019
that such changes can be documented in a written
authorization within four (4) business days."
5. Exhibit B - COMPENSATION AND FEE SCHEDULE - Amended April 20, 2022 shall be deleted and replaced with the attached Exhibit B - COMPENSATION AND FEE SCHEDULE - Amended November 1, 2022.
6. Except as set forth herein, all other terms and conditions of the Agreement as Amended shall remain in full force and effect In case of a conflict in the terms of the Agreement as Amended and this Amendment No. 4, the provisions of this Amendment No. 4 shall control.
Amendment No. 4 to Agreement/Applied Power Technologies, Inc.
Rev. 10/25/2019
Page4
The Parties acknowledge and accept the terms and conditions of this Amendment No. 4 as evidenced by the following signatures of their duly authorized representatives.
Approved as to Form:
CITY OF SANTA CLARA, CALIFORNIA
a chartered California municipal corporation
Dated:
D . I B 11 . Digitally signed by Daniel Ballin an1e a In Date:2022.11.2214:35:40 -08'00'
Office of the City Attorney
City of Santa Clara
, aj~
City anager
"CITY"
City of Santa Clara
1500 Warburton Avenue
Santa Clara, CA 95050
Telephone: (408) 615-2210
Fax: (408) 241-6771
APPLIED POWER TECHNOLOGIES, INC.
a California corporation
Dated: November 21 , 2022
------,--------------
By (Signature): A~ ~d#fa-1-- Name: _A_N_D_R_E_W_ E ___ T......., A~Y_L_&f.P.-,+-- , -P-. E-. - ------ Title: CEO
Principal Place of 5339 Prospect Road #287
Business Address: San Jose, California 95129
Email Address: [email protected]
Telephone: (408) 342-0790
"CONTRACTOR"
Amendment No. 4 to Agreement/Applied Power Technologies, Inc.
Rev. 10/25/2019
AMENDMENT NO. 4 TO THE AGREEMENT FOR SERVICES BETWEEN THE
CITY OF SANTA CLARA, CALIFORNIA AND
APPLIED POWER TECHNOLOGIES, INC.
EXHIBIT B - COMPENSATION AND FEE SCHEDULE
AMENDED NOVEMBER 1, 2022
1. Maximum Compensation
1.1. The maximum amount billed to City by Contractor for services under this Agreement as Amended will not exceed two hundred forty thousand dollars ($240,000).
1.2. The City may request additional services subject to an amendment to this Agreement. Such amendment may require approval by Santa Clara City Council. Contractor shall not perform services which exceed the Maximum Compensation.
2. Pricing
2.1. Contractor shall invoice City based on the current rates in Table B-1.
3. Invoicing and Payments:
3.1. Contractor will invoice City on a monthly basis for Services provided by Contractor during the preceding month on an invoice and in a format approved by City and subject to verification and approval by City. The Contractor will submit a sample invoice for review and approval of format, and the City shall review and approve the sample invoice for format within 5 business days after receipt.
3.2. All monthly invoices shall be submitted in a format that will permit City to verify rates are the same as those authorized in the Agreement.
3.3. If City disputes an expense in an invoice, City may deduct the disputed expense from the payment of that invoice, provided that City submits to Contractor a written explanation of why the expense is being disputed within 5 business days after receiving the invoice.
3.4. If there are no discrepancies or deficiencies in the submitted invoice, City shall process the invoice for payment within 30 days of receipt of the invoice.
Amendment No. 4 to Agreement/Applied Power Technologies, lnc./Exhibit B Rev. 10/25/19
AMENDMENT NO. 4 TO THE AGREEMENT FOR SERVICES BETWEEN THE
CITY OF SANTA CLARA, CALIFORNIA AND
APPLIED POWER TECHNOLOGIES, INC.
EXHIBIT B - COMPENSATION AND FEE SCHEDULE
AMENDED NOVEMBER 1, 2022
Table B-1 - Rates
Original Contract and Amendment No. 1 Amendment No. 2 Amendment No. 3 Effective Effective Effective
Description 4/1/18 - 4/1/19 - 4/1/20 -
3/30/19 3/30/20 4/30/21
Electrical Power Annually Annually Monitoring System
(EPMS) - $25,095 (billed $27,604 (billed $30,364
Maintenance $2,091 .25 $2,300.33
Services monthly) monthly)
Duane Substation
ION 7600S N/A NIA NIA
Harmonics Capture
Duane Substation
Harmonics Manual NIA NIA NIA
Reporting Service
Discount NIA NIA NIA
Additional Services NIA NIA NIA
Amendment No. 4 to Agreement/Applied Power Technologies, lnc./Exhibit B Rev. 10/25/19
Effective Effective
5/1/21 - 5/1/22 -
4/30/22 10/31/22
Annually Annually Six Months
(billed $36,738 (billed $18,369 (billed
$2,530.33 $3,061.50 $3,061 .50
monthly) monthly) monthly)
NIA $7,495 Fixed Price
Three
months
NIA $4,800 (billed
$1 ,600.00
monthly)
NIA ($600) Vendor
Discount
NIA
Amendment No. 4
Effective
11/1/22-
10/31/24
Two Years
$73,476 (billed
$3,061 .50
monthly)
NIA
NIA
NIA
$16,659 As Needed
Ebix Insurance No. S200000207
AMENDMENT NO. 5
TO THE AGREEMENT FOR SERVICES
BETWEEN THE
CITY OF SANTA CLARA, CALIFORNIA,
AND
APPLIED POWER TECHNOLOGIES, INC.
PREAMBLE
This Agreement ("Amendment No. 5") is entered into between the City of Santa Clara, California, a chartered California municipal corporation (City) and Applied Power Technologies, 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. The Parties previously entered into an Agreement entitled "Agreement for the Performance of Services by and Between the City of Santa Clara, California and Applied Power Technologies, Inc.", dated June 28, 2018, for the purpose of having Contractor provide software support for the Electrical Power Monitoring System (EPMS);
B. The Agreement was previously amended by (i) Amendment No. 1, to Renew and Extend, dated July 2, 2020, (ii) Amendment No. 2 dated May 5, 2021, to extend the term, increase the maximum compensation, and update the scope of services, (iii) Amendment No. 3 dated April 20, 2022, to extend the term, increase the maximum compensation, and add additional services, and (iv) Amendment No. 4 dated November 28, 2022, to extend the term, add additional services, and increase the maximum compensation to continue software support.
C. The Agreement and all previous amendments are collectively referred to herein as the "Agreement as Amended"; and
D. The Parties now wish to amend the Agreement as Amended to add additional services to continue software support.
NOW, THEREFORE, the Parties agree as follows:
Amendment No. 5 to AgreemenUApplied Power Technologies, Inc.
Rev. 10/25/19
AMENDMENT TERMS AND CONDITIONS
1. Section 2 of the Agreement as Amended, entitled "TERM OF AGREEMENT" is amended to read as follows: "Unless otherwise set forth in this Agreement or unless this paragraph is subsequently modified by a written amendment to this Agreement, the term of the Agreement shall begin on the Effective Date of this Agreement and terminate on February 29, 2024."
2. Exhibit A - Scope of Services - Amended November 28, 2022 shall be deleted and replaced with the attached Exhibit A - Scope of Services - Amended March 1, 2023.
3. Exhibit B - COMPENSATION AND FEE SCHEDULE -Amended November 28, 2022, shall be deleted and replaced with the attached Exhibit B - COMPENSATION AND FEE SCHEDULE - Amended March 1, 2023.
4. Except as set forth herein, all other terms and conditions of the Agreement as Amended shall remain in full force and effect. In case of a conflict in the terms of the Agreement as Amended and this Amendment No. 5, the provisions of this Amendment No. 5 shall control.
Amendment No. 5 to AgreemenUApplied Power Technologies, Inc.
Rev. 10/25/2019
The Parties acknowledge and accept the terms and conditions of this Amendment No. 5 as evidenced by the following signatures of their duly authorized representatives.
CITY OF SANTA CLARA, CALIFORNIA
a chartered California municipal corporation
Approved as to Fo~ " f/J
~ ~~
Dated:
4/5/2023
GLEN R. GOGGINS
City Attorney
-
"CITY"
Office of the City Manager
City of Santa Clara
1500 Warburton Avenue
Santa Clara, CA 95050
Telephone: (408) 615-2210
Fax: (408) 241-6771
APPLIED POWER TECHNOLOGIES, INC.
a California corporation
Dated: 3/29/23
By (Signature): A~ ~1.,
Name: ANDREW E. TAYLOR,?. ~
Title: CEO
Principal Place of 5339 Prospect Road #287
Business Address: San Jose, California 95129
Email Address: [email protected]
Telephone: (408) 342-0790
"CONTRACTOR"
Amendment No. 5 to AgreemenUApplied Power Technologies, Inc.
Rev. 10/25/2019
Page3
The Parties acknowledge and accept the terms and conditions of this Amendment No. 5 as evidenced by the following signatures of their duly authorized representatives.
CITY OF SANTA CLARA, CALIFORNIA
a chartered California municipal corporation
Approved as to Form: L ~~.
Dated:
GLEN R. GOOGINS
City Attorney
"CITY"
Office of the City Manager
City of Santa Clara
1500 Warburton Avenue
Santa Clara, CA 95050
Telephone: (408) 615-2210
Fax: (408) 241-6771
APPLIED POWER TECHNOLOGIES, INC.
a California corporation
Dated: 3/29/23
By (Signature): ---A~~--------r--e7a=/=~~------..-1.,----- Name: _A_N_D_R_E_W_E ___ T_A_Y_L_O_R_, _p_,£'1----.------ -----------'--------------
Title: CEO
Principal Place of 5339 Prospect Road #287
Business Address: San Jose, California 95129
Email Address: [email protected]
Telephone: (408) 342-0790
"CONTRACTOR"
Amendment No. 5 to Agreement/Applied Power Technologies, Inc.
Rev. 10/25/2019
AMENDMENT NO. 5 TO THE AGREEMENT FOR SERVICES BETWEEN THE
CITY OF SANTA CLARA, CALIFORNIA AND
APPLIED POWER TECHNOLOGIES, INC.
EXHIBIT A - SCOPE OF SERVICES
MARCH 1, 2023
The Services to be performed for the City by the Contractor (APT) under this Agreement include the following:
1. POWER MONITORING EXPERT (PME) 2022 UPGRADE REV. 2.
1.1. Scope of Work to include the following:
1.1.1. Software Upgrade from legacy Electric Power Monitoring System (EPMS) Integrated Object Network (ION) Supervisory Control and Data Acquisition (SCADA) power monitoring software to current version PME 2022 power monitoring application software.
1.1.2. Current SVP system is in need of replacement of the server by Silicon Valley Power (SVP) Information Technology (IT) and a software upgrade for the power monitoring software.
1.1.2.1. Current SVP software ION 6.0 is 6 versions behind the current software version of PME 2022.
1.1.2.2. Current SVP server no longer has enough disk space for proper operation and is running Windows Server 2008
Operating System (OS), and a SOL 2008 database software no longer supported by Microsoft.
1.1.2.3. SVP's existing 45 device licenses will be upgraded - but no device licenses will be added. Currently, all 45 device licenses are being used.
1.1.3. APT will assist customer IT department in archiving the old SOL database for customer access, but the new server will restart with a new database due to the multiple SOL upgrades required on the database.
1.1.4. APT excludes labor for the following from this Agreement:
1.1 .4.1. Server Virtual Machine, OS and SOL provided by SVP IT per Schneider Electric PME 2022 System Guide requirements.
1.1.4.2. Adding a Kiosk for Dashboards (kiosk supplied by SVP). APT will provide three dashboard screens suitable for display on an SVP provided kiosk, SVP will install and connect the kiosk.
Amendment No. 5 to Agreement/Applied Power Technologies, lnc./Exhibit A Rev. 10/25/19
1.1.4.3. Updating the SVP loop diagram - SVP will define the changes by providing a marked up existing SVP loop diagram (not the single line) and APT will update the diagram for existing meters. Any new or replaced meters will be integrated as a separate project.
1.1 .4.4. Updating the Modified Industry Information Technology Council (MITIC) Power Quality (PQ) alarms, reports and
Notification process. This has been identified as a separate project, SVP will need to assign an SVP IT and Customer Service project team member.
1.1.4.5. Updating the frequency alarms and reports. APT will not update Virtual Ion Processor (VIP) logic for new or replaced meters, only the existing meters that were originally configured for these alarms and reports will be confirmed for the upgrade.
Unregulated bus sliding window setpoint for PQ alarms. APT will not update VIP logic for new or replaced meters, only the existing meters that were originally configured for these alarms and reports will be confirmed for the upgrade.
1.1 .4.6. Configuring any IEEE 519 Harmonic reports. SVP will need to define which meters this framework and report this should be applied to and APT will handle this as a small project, not part of the upgrade.
1.2. Submittal for new PME 2022 Upgrade
1.3. One Year Software Assurance Agreement for 1 Site. Includes license key for Power Management Software, PME, to the latest version with matching Device license qty. Software version upgrade installation labor to be quoted separately.
1.3.1. Rev 2 updates include clarification for exclusions and the specific Schneider software modules below:
1.3.1.1. ESPECOXPA - Software assurance to update the current system with current licenses.
1.3.1.2. PSWDBNCZNPEZZ - 5 extra licenses, for a total of 50 device licenses.
1.3.1.3. PSWCENCZZNPEZZ - 2 extra client access licenses, for a total of 4 client licenses.
1.3.1 .4. PSWMVNCZZSPEZZ - Event notification module not part of current ION 6.0 system.
Amendment No. 5 to AgreemenUApplied Power Technologies, lnc./Exhibit A Rev. 10/25/2019
1.4. Software installation on server of basic PME software at customer's site.
Note: quoted separately as necessary PME software, DB migration, screen updates, client installations, as well as travel outside the South SF Bay Area.
Assumes customer IT has properly configured the new server thru network firewall.
1.5. EPMS Application Software migration from existing Schneider PME system to new software version. Upgrade migration includes moving meter/device configurations, diagrams, reports, notifications. Existing Schneider PME system must be on supported upgrade path (Version 7.2.2, Version 8.2 , or
9.0 only) with recommended OS and SQL versions installed. Systems not on the supported upgrade path will need intermediate upgrades or a new install.
1.6. APT Application Engineer will engage with customers IT dept. to provide support for the cutover from the old EPMS server to new EPMS server.
1. 7. APT support for checkout and verification of meter logs and links on screens.
1.8. APT Engineering to install EPMS software on a client machine and verify functionality. (i.e. dedicated operator control room PC.) Assumes customer has a valid client license.
1.9. On-site training for customer to review new features, options and screens after software upgrade.
1.10. Schedule to be coordinated among stakeholders. Dates are subject to change.
1.10.1. Customer to provision new EPMS server within 4 weeks ARO per the provided specification and configuration checklist.
1.10.2. APT will install the upgraded EPMS software on a coordinated date after new EPMS server is turned over with credentials.
1.10.3. APT will migrate the EPMS application but only ARCHIVED DATA from existing EPMS server to new EPMS server within one week of successful software installation. The SQL database will start over, historical data before cutover will be archived.
1.10.4. APT will cutover the EPMS application from the old server to the new server on one day during a coordinated window to minimize service disruption.
1.10.5. 5. APT will provide customer acceptance within one week of cutover to the new EPMS server.
1.11. Assumptions:
Amendment No. 5 to Agreement/Applied Power Technologies, lnc./Exhibit A Rev. 10/25/2019
1.11.1. Server to be provided by customer to meet minimum specs. needed to run application. Server must be updated with latest service packs, Windows Server 2016, Microsoft SQL 2016, and IT supported Internet Browser prior to APT arrival on-site.
1.11.2. Customer's IT personnel will configure new EMS server per per Schneider Electric PME 2022 System Guide requirements. MS SQL will be installed on same server by SVP IT as PME application will be installed by APT.
1.11.3. Customer will provide new server name and static IPs for server, and IT support for installation at customer site.
1.11 .4. APT must be given appropriate access to computers included in the system. IT personnel should be advised well ahead of APTs arrival and will be required to provide administrative access to the power monitoring workstation/server and support for network
communications.
1.11.5. This scope is for the software upgrade from PME 6.0 to PME 2022, at the customer's same number of device licenses (50 with 45 used).
1.11.6. This is a NEW SQL Database, historical data will be archived.
1.11.7. Changes to the customer's MITIC Notification are included in Section 2 of Exhibit A.
1.11.8. Ongoing service and support on the customer's PME ION system are included in Section 1 of Exhibit A.
2. 2022 SVP MITIC NOTIFICATION UPGRADE REV 2
2.1. Scope of work to include the following:
2.1.1. APT Upgrade of existing SVP MITIC notification system - the existing PME application Designer logic works well to detect and classify Power Quality events into those that likely impact SVP customers (called a Modified ITIC curve, or MITIC) but the shareware software originally developed for connecting the application detection to email a summary notification of magnitude, duration, and number of nodes affected is no longer reliable.
2.1.2. APT proposes using the PME Hierarchy and Event Notification Module to provide a moderated output email notification with a feedback loop for SVP customers to report if they had impact, and if so what the impact was rather than the MS word document currently emailed over the list server email distribution list.
Amendment No. 5 to AgreemenUApplied Power Technologies, lnc./Exhibit A Rev. 10/25/2019
2.1.3. Work will begin with a software design basis document for the SVP notification inputs, dependencies, and outputs.
2.1 .4. Rev 2 deletes ENM which is part of the PME Upgrade and adjust budget to add labor costs for engineering and training.
2.2. Submittal for SVP MITIC Notification Process Flow Diagram for review and approval.
2.3. APT Engineering support to configure PME application software to deliver MITIC notification.
2.3.1. Define hierarchy for all SVP meters to support ENM and system, loop, and substation notifications.
2.4. Training for SVP Customer Service and Engineering on new SVP MITIC Notification System.
2.5. Delivery TBD based on stakeholder input - should be coordinated with PME server upgrade.
2.6. This Agreement is based on the following payment/invoicing terms.
Authorization to proceed demonstrates customers acceptance of these terms.
2.6.1. APT Invoice Plan
2.6.2. Basis of Design Submittal 2 weeks ARO ENM Software upon Submittal Approval
2.6.3. Remaining Labor upon demonstration of working system on new PME server
2.7. Assumptions:
2.7.1. No additional hardware or device licenses are included in this Agreement for Event Notification Module and PME hierarchy configuration for Notification.
2.7.2. This project is only valid in conjunction with the separate PME 2022 Upgrade scope included in Section 1 of Exhibit A.
2.7.3. APT personnel must be provided appropriate access. Costs here do not include travel time, badging, wait time for security clearances or schedule changes outside of APT's control. Additional costs of the job may be added to the invoice or require a change order.
2.7.4. APT must be given appropriate access to computers included in the system. IT personnel should be advised well ahead of APTs arrival Amendment No. 5 to AgreemenUApplied Power Technologies, lnc./Exhibit A Rev. 10/25/2019
and will be required to provide administrative access to the power monitoring workstation/server and support for network
communications.
2.7.5. SVP Notification email distribution to be provided by SVP customer service. Moderated email support by SVP customer service.
2.7.6. This scope of work does not include electrically energized work (EEW). APT assumes meters, current and potential transformers or other connected equipment can be isolated via the appropriate fuses or shorting blocks to provide a safe working environment.
2.7.7. Labor items ordered must be completed in 1 year from date of order received to hold labor rates prices as quoted level.
2.7.8. This Agreement assumes project is NOT a Public works projects.
APT's typical work does not include any Davis-Bacon or CA DLSE trades subject to prevailing wage or certified payroll. A Public Works Project or projects that require additional compliance work will be subject to additional costs not included in this Agreement.
2.7.9. Once schedule is set and trips are planned by APT, changes with less than 2 weeks' notice will incur additional remobilization fee of $16,000.
3. 2023 SVP SIX VISIT EPMS SERVICE EXTENSION
3.1. Scope of Work
3.1.1. This Scope of Work is for APT to support the customer's Electrical Power Monitoring System (EPMS) for up to an additional six visits without a long-term contract and without the upgrade of the Power Monitoring System server and software. Does NOT include PME annual software assurance for software updates since the power monitoring server is not being upgraded during this service period.
Includes scheduled service visits to maintain customer's PME server and system. Requires minimum of 8 hours per supervised access (in person or remote) for each service visit.
3.2. Service and support for your electrical power monitoring system (EPMS).
3.2.1. On-site service and support visits for EPMS with service reports that goes beyond the meter/device to the network and server. Hardware and software support on the server, including OS, SQL database, Browser and Application support for the power monitoring software.
EPMS Trends, Alarms, and Events support with recommendations for corrective actions identified. Analytical reports and subscriptions inventoried and supported.
Amendment No. 5 to Agreement/Applied Power Technologies, lnc./Exhibit A Rev. 10/25/2019
3.2.2. Up to six invoices at $3061.50 per visit, or as budget allows.
3.3. Assumptions:
3.3.1. The Services to be performed for the City by the Contractor under this Agreement are to provide maintenance, repair, support and upgrades to the ION server in the Electric Department as listed below. Assumes SVP upgrades the existing end of life server to new Windows Server with new Windows SOL database and new PME 2021 application by start of service term in 2023.
3.3.2. PME 2021 application by start of service term in 2023.
3.3.3. APPLICATION MANAGEMENT TASKS
3.3.3.1. Microsoft Windows Operating System Service
3.3.3.1.1. Verify service pack level and update if needed
3.3.3.1.2. Verify Windows Services are being monitored by SVP IT
3.3.3.1.3. Microsoft Updates installed by APT via access provided by SVP IT
3.3.3.2. Microsoft SQL Database Management
3.3.3.2.1. Verify service pack level and update if needed
3.3.3.2.2. Confirm Database Manager tasks are set and
functioning
3.3.3.2.3. Copy the customer database to an external drive provided by SVP IT
3.3.3.2.4. SQL Updates installed by APT via access
provided by SVP IT
3.3.3.3. Application Software Maintenance
3.3.3.3.1. Verify service pack level and update if needed
3.3.3.3.2. Run Diagnostic and review for repeating service issues
3.3.3.3.3. Update inventory of software and hardware
3.3.3.3.4. Does NOT include additional device licenses or new functionality
Amendment No. 5 to Agreement/Applied Power Technologies, lnc./Exhibit A Rev. 10/25/2019
3.3.4. SYSTEM MANAGEMENT TASKS
3.3.4.1. System Management
3.3.4.1.1. Ensure all diagrams are up to date
3.3.4.1.2. Verify logs and reports accessible from the web
3.3.4.1.3. Ensure all frameworks are working
3.3.4.1 .4. Add/remove users as certified and/or requested.
3.3.4.2. Device Maintenance
3.3.4.2.1. Ensure all devices are properly configured
3.3.4.2.2. Review alarms and communications
3.3.4.2.3. Confirm all measured parameters & 1/0
3.3.4.2.4. Verify device data logging
3.3.4.2.5. Define and implement any required firmware
upgrades
3.3.4.3. Report Maintenance
3.3.4.3.1. Ensure all reports are saved in the proper
location
3.3.4.3.2. Test virtual share to ensure reports are
accessible
3.3.4.3.3. Manually verify all customer reports
3.3.4.3.4. Verify all automatic reports are saved correctly
3.3.4.4. Automation Maintenance for MITIC Notification
3.3.4.4.1. Assumes customer updates the existing MITIC
notification by service commencement date in
2021
3.3.4.4.2. Verify customer reports, alarms, and notification are running
3.3.4.4.3. Generate test notifications to test distribution lists
3.3.4.4.4. Ensure automation logs are up to date
Amendment No. 5 to Agreement/Applied Power Technologies, lnc./Exhibit A Rev. 10/25/2019
4. PROCESS FOR REQUESTION AND APPROVING AS NEEDED SERVICES
4.1. 4.2.
When as needed services are needed which are not excluded in Section 4, the City will request a quote from Contractor (Work Request).
4.1.1. Contractor shall submit a fixed-price quote for the services.
4.1.1.1. Contractor shall submit a scope of work with sufficient detail that will permit City to verify requests for changes are associated with changes in scope. The scope will include a level of detail reflective of the scope, timeline, and cost of the specific project.
4.1.1.2. If a Contractor requires changes to a fixed price scope, Contractor shall only be permitted to request changes with justification such as additional scope requested by City or unanticipated field conditions. For such changes, Contractor shall submit justification demonstrating that changes in cost are associated with changes in scope. Contractor shall not be entitled to additional payment for issues such as errors in calculation of original pricing or other changes that are not directly related to changes requested by City.
4.1.2. The terms of this Agreement shall prevail over any and all Contractor terms and conditions including, but not limited to any terms listed on a quote.
4.1.3. The City shall review the quote and, if there are no issues or concerns, City will approve the quote in writing (Work Authorization).
A Work Authorization may be provided by e-mail but shall only be authorized by Principal Engineer, Assistant Director of Electric Utility, Electric Utility Chief Operating Officer, or Chief Electric Utility Officer.
4.1.4. Contractor shall not initiate any work which will extend past the term in Section 2 of the Agreement or exceed the maximum compensation in Section 6 of the Agreement.
Changes
4.2.1. Contractor shall notify the City immediately when a situation occurs that may result in a change to the quoted project cost. Contractor shall provide reason for the change specific to each Work Authorization.
4.2.2. In the event that unanticipated site conditions or other issues result in costs that exceed the approved quote, Contractor shall submit to the City an updated quote for review and approval from the City in advance of performing the work. Written authorization may only be Amendment No. 5 to Agreement/Applied Power Technologies, lnc./Exhibit A Rev. 10/25/2019
provided by a Principal Engineer, Division Manager, Senior Division Manager, Assistant Director of the Electric Utility, Electric Utility Chief Operating Officer, or Chief Electric Utility Officer.
4.2.3. In the event that issues are identified that can be most efficiently and economically resolved while on site, changes may be approved verbally (in the field), by telephone, or e-mail by the following authorized individuals: Assistant Director of the Electric Utility, Electric Utility Chief Operating Officer, or Chief Electric Utility Officer.
Contractor shall provide an updated quote within two (2) business days so that such changes can be documented in a written authorization within four (4) business days.
Amendment No. 5 to Agreement/Applied Power Technologies, lnc./Exhibit A Rev. 10/25/2019
AMENDMENT NO. 5 TO THE AGREEMENT FOR SERVICES BETWEEN THE
CITY OF SANTA CLARA, CALIFORNIA AND
APPLIED POWER TECHNOLOGIES, INC.
EXHIBIT B - COMPENSATION AND FEE SCHEDULE
AMENDED MARCH 1, 2023
Table B-1 - Rates
Original Contract and Amendment No. 1 Amendment No. 2 Amendment No. 3 Amendment No. 4* Effective Effective Effective
Description 4/1/18 - 4/1/19 - 4/1/20 -
3/30/19 3/30/20 4/30/21
Electrical Power Annually Annually Annually Monitoring System (EPMS)- $25,095 (billed $27,604 (billed $30,364 (billed $2,091.25 $2,300.33 $2,530.33 Maintenance monthly) monthly) monthly) Services Duane Substation
ION 7600S
Harmonics Capture
Duane Substation
Harmonics Manual
Reporting Service
Discount
Additional Services
Power Monitoring
Expert (PME)
Server Upqrade
Modified Industry
Information
Technology
(MITIC) Notification
LJpqrade
*Amendment No. 5 modified the scope of work and reallocated funds from Amendment No. 4.
Amendment No. 5 to Agreement/Applied Power Technologies, lnc./Exhibit B Rev. 10/25/19
Effective Effective Effective
5/1/21 - 5/1/21 - 11/1/22 •
4/30/22 10/31/22 10/31/24
Annually Six Two
Months Years
$36,738 (billed $18,369 (billed $73,476 (billed $3,061.50 monthly) $3,061.50 $3,061 .50
monthly) monthly)
Fixed $7,495 Price
Three
months
$4,800 (billed
$1,600.00
monthly)
($600) Vendor
Discount
$16,659 As
Needed
Amendment No. 5*
Effective
3/1/23 -
2/29/24
Up to Six
Visits
$18,369 (billed
$3,061 .50
per visit)
As
$13,101 Needed
Fixed
$34,115 Price
Fixed
$24,550 Price
Ebix Insurance No. S200000207
AMENDMENT NO. 6
TO THE AGREEMENT FOR SERVICES
BETWEEN THE
CITY OF SANT A CLARA, CALIFORNIA,
AND
APPLIED POWER TECHNOLOGIES, INC.
PREAMBLE
This agreement ("Amendment No. 6") is entered into between the City of Santa Clara, California, a chartered California municipal corporation (City) and Applied Power Technologies, Inc. a California corporation, (Contractor). City and Contractor may be referred to individually as a "Party" or collectively as the "Parties."
RECITALS
A. The Parties previously entered into an agreement entitled "Agreement for the Performance of Services by and Between the City of Santa Clara, California and Applied Power Technologies, Inc. (Agreement), dated June 28, 2018, for the purpose of having Contractor provide software support for the Electrical Power Monitoring System (EPMS);
B. The Agreement has been previously amended by Amendment No. 1, dated July 1, 2020, Amendment No. 2 dated May 5, 2021, Amendment No. 3 dated June 2, 2022, Amendment No. 4 dated November 28, 2022, and Amendment No. 5 dated April 5, 2023. The Agreement and all previous amendments are collectively referred to herein as the "Agreement as Amended"; and C. The Parties now wish to amend the Agreement as Amended to extend the term and clarify additional services.
NOW, THEREFORE, the Parties agree as follows:
AMENDMENT TERMS AND CONDITIONS
1. Section 2 of the Agreement as Amended, entitled "TERM OF AGREEMENT", is amended to read as follows:
"Unless otherwise set forth in this Agreement or unless this paragraph is subsequently modified by a written amendment to this Agreement, the term of the Agreement shall begin on the Effective Date of this Agreement and terminate on June 30, 2025. The Parties agree that this Agreement did not expire on the previous expiration date of February 29, 2024, and it remains valid through the new expiration date set forth in this Amendment No. 6." Amendment No. 6 to Agreement/Applied Power Technologies, Inc.
Rev. 10/25/2019
2. Section 9 of the Agreement as Amended, entitled "COMPENSATION AND PAYMENT", is amended to read as follows:
"In consideration for Contractor's complete performance of Services, City shall pay Contractor in accordance with Exhibit B, entitled "SCHEDULE OF FEES AND PAYMENT PROVISIONS." The maximum compensation of this Agreement is Two Hundred Fifty Thousand Dollars ($250,000), subject to budget appropriations, which includes all payments that may be authorized for Services and for expenses, supplies, materials and equipment required to perform the Services including any taxes. All Services performed or supplies, materials and equipment provided in excess of the maximum compensation shall be at Contractor's expense. Contractor shall not be entitled to any payment above the maximum compensation under any circumstance.
3. Exhibit A- Scope of Services -Amended April 30, 2021 is hereby deleted and replaced with the attached Exhibit A - Scope of Services - Amended May 1, 2024, which is incorporated into the Agreement as Amended by reference.
4. Exhibit B - Compensation and Fee Schedule - Amended March 1, 2023 and all previous versions of Exhibit B is hereby deleted in their entirety and replaced with the attached Exhibit B - Compensation and Fee Schedule - Amended May 1, 2024, which is incorporated into the Agreement as Amended by reference.
5. Except as set forth herein, all other terms and conditions of the Agreement as Amended shall remain in full force and effect. In case of a conflict in the terms of the Agreement as Amended and this Amendment No. 6, the provisions of this Amendment No. 6 shall control.
[SIGNATURES ON FOLLOWING PAGE]
Amendment No. 6 to AgreemenUApplied Power Technologies, Inc.
Rev. 10/25/2019
Page2
The Parties acknowledge and accept the terms and conditions of this Amendment No. 6 as evidenced by the following signatures of their duly authorized representatives.
CITY OF SANT A CLARA, CALIFORNIA
a chartered California municipal corporation
Approved as to Form:
JJaJtiet '/IattiM Daniel Ballin (Sep 12, 202411:32 PDT) GLEN R. GOGGINS
City Attorney
"CITY"
J
City ager
City of Santa Clara
1500 Warburton Avenue
Santa Clara, CA 95050
Telephone: (408) 615-2210
Fax: (408) 241-6771
APPLIED POWER TECHNOLOGIES, INC.
a California Corporation
Dated: 9/9/2024 ----~ ---=--,,---- ----- By (Signature): __ A_~ _ __ C/a _ _ /__,~"1---- 1.-_____ __ _ Name: Andrew E. Taylor, P£ ----- ~~---------- - Ti tie: CEO - ---- ------- - - - - -- Pr inc i pa I Place of 5339 Prospect Road #287 Business Address: San Jose, CA 95129 ---~-- - - ------- - -- Em a ii Address: __ a_t_ay,_I...,o_.r@....._a_pt_4_p...,ow=e_r._co_m ____ ______ _ Telephone: _(~4_0~8)_3_42_-_07_9_0 ____ ______ _
"CONTRACTOR"
Amendment No. 6 to AgreemenUApplied Power Technologies, Inc.
Rev. 10/25/2019
SECTION 1. GENERAL
EXHIBIT A
SCOPE OF SERVICES
EFFECTIVE MAY 1, 2024
1.1 Contractor shall provide all necessary personnel, supervision, labor, licenses, and services, plus all tools, equipment, materials, and supplies required to provide maintenance, repair, and support services for the Electric Power Monitoring System (EPMS) as further described in this Exhibit.
1.2 Contractor shall perform the Services in accordance with generally accepted industry best practices and the original equipment manufacturer (OEM) specifications. Any deviations must be approved in writing by City.
1.3 For the period ending February 29, 2024, Contractor shall maintain the current version of software installed including:
1.3.1 Provide telephone support to diagnose issues with City system or EPMS monitored events.
1.3.2 Application support for EPMS including:
1.3.2.1 Verify service pack level and update if needed
1.3.2.2 Run Diagnostic and review for repeating service issues
1.3.2.3 Update inventory of software and hardware
1.3.3 Trouble shooting of any devices that have stopped communicating
1.3.4 System Management including
1.3.4.1 System management:
1.3.4.1.1 Ensure all diagrams are up to date
1.3.4.1.2 Verify logs and reports accessible from the web Ensure all frameworks are working
1.3.4.1.3 Add/remove users as certified and/or requested
1.3.4.2 Device Maintenance
1.3.4.2.1 Ensure all devices are properly configured
1.3.4.2.2 Review alarms and communications
Amendment No. 6 to Agreement/Applied Power Technologies, Inc.
Rev. 10/25/2019
1.3.4.2.3 Verify device data logging
1.3.4.2.4 Define any required firmware upgrades
1.3.4.3 Reports Management
1.3.4.3.1 Ensure all reports are saved in the proper location
1.3.4.3.2 Test virtual share to ensure reports are accessible
1.3.4.3.3 Verify all automatic reports are saved correctly
1.3.5 Automation Maintenance for Modified Information Technology Industry Council (MITIC) Notification
1.3.5.1 Generate test notifications to test distribution lists
1.3.5.2 Ensure automation logs are up to date
1.3.6 Scheduled monthly services to maintain Power Monitoring Expert Server (PME) server and system including
1.3.6.1 Health report with recommendations for corrective action
1.3.6.2 Inventory and analytical reports that go beyond the meter or device to the network and server.
1.4 Engineering support to configure PME application software to deliver MITIC notification including defining hierarchy for all SVP meters to support Event Notification Mode (ENM) and system, loop, and substation notifications.
1.5 Software installation on server of basic PME software at City site and migration of EPMS Application Software from existing Schneider PME system to new software version including:
1.5.1 Moving meter/device configurations, diagrams, reports, notifications.
1.5.2 Existing Schneider PME system must be on supported upgrade path (Version 7.2.2, Version 8.2, or 9.0 only) with recommended OS and SQL versions installed. Systems not on the supported upgrade path will need intermediate upgrades or a new install.
1.5.3 Coordination with SVP System Support Group to provide support for the cutover from the old EPMS server to new EPMS server.
1.5.4 Support for checkout and verification of meter logs and links on screens.
1.5.5 Installation of EPMS on client machine
Amendment No. 6 to Agreement/Applied Power Technologies, Inc.
Rev. 10/25/2019
1.6 Additional Support for PME and MITIC Upgrade to finalize all configuration and bring system into full operation including, but not limited to:
1.6.1 Bind SSL certificate for the new PME server (SVP will support generation of certificate).
1.6.2 Review all meters on system to verify network diagram connections, frameworks, and MITI Notification email frameworks based on history since upgrade to assure accurate meter templates are used. This includes adding back the PQLevel1 email address for customer service and resolution of errors on power quality dashboard when server indicates "local host not found". Contractor shall set all email notifications so that they are as similar as possible to the email notifications from the previous ION server.
1.6.3 Contractor will store all resulting meter configuration files so that they are available in the event that a meter is reset or replaced.
1.6.4 Complete all punch list items including Alarm/Threshold MITIC modifications.
1.6.5 Finish SVP requirements for engineering client device and perform one (1) client install on workstation provided by SVP SSG with SSG support including verification of functionality.
1.6.6 Provide four (4) separate training on site sessions including:
1.6.6.1 One web client for PME,
1.6.6.2 One server based for PME,
1.6.6.3 One web client for MITIC,
1.6.6.4 One server based for MITIC.
1.6.7 Contractor will archive all historical data as services will take place in a new SOL database.
1.6.8 Contractor understands and agrees that the services listed in this Section
1.6 are a fixed price service to assure the system is fully operational and meeting all requirements of SVP including notifications, back-ups, and accurate configurations.
1. 7 Contractor shall be responsible for providing the following, as required for the Services:
1.7.1 Supervision and administrative support
Amendment No. 6 to AgreemenUApplied Power Technologies, Inc.
Rev. 10/25/2019
1. 7 .2 Program and project management services
1.8 Contractor shall notify City upon completion of all configurations and City will review competed work for verification and acceptance of upgraded EPMS software.
1.9 Only those services listed in this Exhibit A- Effective May 1, 2024 and Exhibit 8- 1 - Effective May 1, 2024 are authorized. If additional services such as but not limited to ongoing support and maintenance or additional licenses are authorized by City, such services shall be incorporated into an amendment executed between the Parties.
SECTION 2. CITY RESPONSIBILITIES
2.1 City will provide Contractor with remote access to the EPMS.
2.2 City will perform the following application management tasks
2.2.1 Microsoft Windows Operating System
2.2.1.1 Verify service pack level and update if needed
2.2.1.2 Verify Windows Services are being monitored by SVP
2.2.1.3 Microsoft Updates installed by SVP.
2.2.2 Microsoft SQL Database Management
2.2.2.1 Verify service pack level and update if needed
2.2.2.2 Confirm Database Manager tasks are set and functioning
2.2.2.3 Copy the customer database to an external drive provided by SVP
2.2.2.4 SQL Updates installed by SVP MS SQL will be installed on same server as the PME application
2.2.3 Hardware and software support on the server, including OS, SQL database, and Browser is provided by SVP System Support.
2.2.4 Verification of proper communication of the metering system including switches and gateways is provided by SVP System Support.
2.3 Provide server name and static IP address for server
2.4 City will provide the following on-site:
2.4.1 IT support for installation
Amendment No. 6 to Agreement/Applied Power Technologies, Inc.
Rev. 10/25/2019
2.4.2 Appropriate access to computers on the system including administrative access to power monitoring workstation I server and support for network communications.
SECTION 3. SCHEDULING AND COMPLETION OF SERVICES
3.1 All Services will be scheduled at a time and date mutually agreed to between City and Contractor to assure that all required City resources are available.
3.2 All Services shall be completed in a timely, efficient manner so as to ensure the site, equipment, and/or system is operational as soon as possible.
SECTION 4. HOURS AND DAYS OF SERVICE
Contractor will generally perform the required Services between 8:00 AM - 5:00 PM PST/PDT, Monday through Friday. City will, at its discretion, allow access during nonbusiness hours when required.
SECTION 5. APPLICABLE LAWS AND REGULATIONS
5.1 Contractor shall comply with all applicable present and future federal, state, and local regulations, ordinances and codes including but not limited to the Occupational Safety and Health Administration (OSHA) and the California Department of Industrial Relations and the Division of Occupational Safety and Health (Cal/OSHA).
5.2 Where any applicable laws or ordinances conflict with the City's requirements, the more stringent requirement(s) shall be followed. Contractor's failure to be thoroughly familiarized with the provisions of any applicable federal, state, and local regulations, ordinances and codes shall not relieve Contractor from compliance with the obligations and penalties resulting therefrom.
SECTION 6. WORKMANSHIP
Contractor shall perform all Services in a professional and environmentally responsible manner that meets or exceeds industry and professional standards of performance. All Services shall be performed by a Contractor employee skilled in the particular task to which they are assigned.
SECTION 7. WARRANTY
7.1 Services. All Services shall carry a warranty of a minimum of twelve (12) months from the date of completion of Services. Warranty-related Services shall be at no additional cost to the City.
Amendment No. 6 to Agreement/Applied Power Technologies, Inc.
Rev. 10/25/2019
7.2 In the event of a warranty claim, Contractor shall respond within 24 hours of City's notification via phone or email, and Contractor shall perform all warranty work within a reasonable time thereafter.
Amendment No. 6 to Agreement/Applied Power Technologies, Inc.
Rev. 10/25/2019
EXHIBIT B
SCHEDULE OF FEES AND PAYMENT PROVISIONS
EFFECTIVE MAY 1, 2024
SECTION 1. MAXIMUM COMPENSATION
The maximum compensation of this Agreement is $250,000 during the Term, subject to budget appropriations, which includes all payments that may be authorized for Services and for expenses, supplies, materials and equipment required to perform the Services including any taxes ("Maximum Compensation"). Any additional services or materials requested by the City that would exceed the Maximum Compensation may only be approved by an Amendment to the Agreement executed by the Parties.
SECTION 2. RA TES
2.1 Rates. Contractor shall invoice all Services at the rates listed in Appendix 81 attached and incorporated by reference.
2.2 Rates listed in Appendix 81 are fully burdened.
SECTION 3. PAYMENT PROVISIONS
3.1 Contractor shall provide an invoice to the City on a monthly basis for Services completed in the preceding month. The invoice must include the following information:
3.1.1 Invoice Number, Purchase Order Number, and Invoice Period.
3.1.2 Current amount due with a time and materials breakdown: titles, hours, hourly rates, and any City approved reimbursable expenses itemized with supporting documentation.
3.1.3 Each invoice shall provide sufficient detail for City to verify that the rates listed in Appendix 81 are charged. Additionally, invoices shall include sufficient detail to allow for accurate comparison with certified payroll submittals.
3.2 Pre-Payment. City shall not be required to pay a deposit or any other form of prepayment prior to Contractor beginning the Services.
3.3 Payment Limited to Satisfactory Work. Contractor is not entitled to any payments until the City concludes that the Services and/or any furnished deliverables have been satisfactorily performed.
3.4 Payment. If there are no discrepancies or deficiencies in the submitted invoice, City shall process the invoice for payment.
Amendment No. 6 to AgreemenUApplied Power Technologies, Inc.
Rev. 10/25/2019
APPENDIX 81 TO EXHIBIT B
RA TES - EFFECTIVE MAY 1, 2024
SECTION 4. RA TES
The rates applicable for the SeNices are listed below in Table B1 .
TABLE 81 -RATES
Classifications Period
EPMS Maintenance SeNices as
described in Exhibit A, Section 1.3 April 1, 2018- March 31, 2019 EPMS Maintenance SeNices
as described in Exhibit A, Section 1.3 April 1, 2019 - March 31, 2020 EPMS Maintenance SeNices
as described in Exhibit A, Section 1.3 April 1, 2020 - April 30, 2021 EPMS Maintenance SeNices
as described in Exhibit A, Section 1.3 May 1, 2021 - April 30, 2022 EPMS Maintenance SeNices
as described in Exhibit A, Section 1.3 May 1, 2022 - October 31, 2022 EPMS Maintenance SeNices November 1, 2022 -
as described in Exhibit A, Section 1.3 February 29, 2024 MITIC Notification Process Flow
Diaaram May 2023
PME 2022 Upgrade May 2023
One Year Software Assurance
Agreement as described in Section
1.4 of Exhibit A May 2023
Configure PME application software to
deliver MITIC notification as described
in Section 1.4 of Exhibit A AuQ ust 2023
Installation of software on PME seNer
and support of EPMS migration as
described in Section 1.5 of Exhibit A November 2023
Additional SeNices for PME and
MITIC Upgrade as described in
Section 1.6 of Exhibit A
Total
Amendment No. 6 to AgreemenUApplied Power Technologies, Inc.
Rev. 10/25/2019
Rate
$20,912.50
$25,303.63
$30,134.00
$36,738.00
$18,369.00
$18,369.00
$6,000.00
$3,400
$15,750.00
$14,500.00
$13,000.00
$36,300.00
$ 238,776.13
City of Santa Clara
Agenda Report
1500 Warburton Avenue
Santa Clara, CA 95050
santaclaraca.gov
@SantaClaraCity
25-533 Agenda Date: 7/15/2025
REPORT TO COUNCIL
SUBJECT
Action on the Annual Report for FY 2025 for the Santa Clara County Multi-Jurisdictional Program for Public Information related to the Federal Emergency Management Agency’s National Flood Insurance Program’s Community Rating System
COUNCIL PILLAR
Deliver and Enhance High Quality Efficient Services and Infrastructure
BACKGROUND
The City has participated in the Federal Emergency Management Agency’s (FEMA) National Flood Insurance Program’s (NFIP) Community Rating System (CRS) program since 2002. CRS is a voluntary incentive program that recognizes and encourages community floodplain management activities that exceed the minimum NFIP requirements. This program enhances public safety, promotes property protection, protects the natural functions of floodplains, and can reduce flood insurance premiums.
Flood insurance premium rates for residents and businesses are discounted to reflect the reduced flood risk resulting from the community activities meeting the three goals of the CRS:
1. Reduce flood damage to insurable property
2. Strengthen and support the insurance aspects of the NFIP
3. Encourage a comprehensive approach to floodplain management The City is currently CRS Class 7, which means that residents and businesses in the City’s Special Flood Hazard Area (SFHA) are eligible for up to a 15 percent insurance premium discount. The average annual flood policy premium for City residents and businesses within the SFHA is approximately $1,000, with the total insurance premiums being an estimated $618,000. Due to participation in the CRS program, the latest estimated total flood insurance premium savings is approximately $89,000 a year for Santa Clara residents and businesses.
The City works closely with the Santa Clara Valley Water District (Valley Water), whose participation in CRS dates back to 1998. Valley Water’s participation in the CRS program allows them to document qualifying flood risk reduction activities they perform throughout Santa Clara County and receive credits that are then transferred to each CRS participating community, including the City of Santa Clara. These credits contribute to the flood insurance premium discount from which residents and businesses benefit.
The Program for Public Information (PPI) was introduced as part of the CRS in 2013. The PPI encourages participating CRS communities to work together with local stakeholders to design a City of Santa Clara Page 1 of 3 Printed on 7/11/2025
powered by Legistar™
25-533 Agenda Date: 7/15/2025
program incorporating community outreach on flood risk reduction that best fits local needs. Valley Water took the lead in the development of the Santa Clara County Multi-Jurisdictional PPI, a countywide collaborative outreach program to increase flood awareness.
FEMA requires that an annual evaluation report on the Multi-Jurisdictional PPI be shared with the elected bodies.
DISCUSSION
The annual report to FEMA documenting PPI activities and accomplishments in FY 2025 was released by Valley Water in July 2025 and the report is being provided to the City Council as an informational item to satisfy the FEMA requirement. In addition to the general flood awareness message that FEMA wants all CRS communities to share, three additional messages were added specifically for communities in Santa Clara County based on input received through the PPI stakeholder process. They are (1) “Turn Around, Don’t Drown ®,” which encourages people to stay out of flooded roads, whether driving or walking; (2) Download disaster apps; and (3) Make a family emergency plan before an emergency happens. The Annual Evaluation Report for FY 2025 is included as Attachment 1.
The PPI gives the City opportunities to earn extra credit points under the NFIP CRS program. Every 500 CRS points translates to a 5 percent discount on flood insurance premiums for properties in the SFHA. In addition to the annual recertification submittal to FEMA, a field audit is performed by a FEMA representative every five years to verify flood reduction activities that have been implemented.
The City’s last verification visit occurred in November 2023 resulting in the City maintaining its current rating as a Class 7 community in the NFIP CRS.
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(a) as it has no potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment.
FISCAL IMPACT
The staff time for the City’s participation in CRS is and has been supported by the General Fund.
Since the outreach projects are set to repeat annually, the increase in staff effort due to implementation of PPI is small and it is mainly for project documentation. There are no other financial impacts associated with this item other than the staff time.
COORDINATION
This report has been coordinated with the Finance Department and 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.
City of Santa Clara Page 2 of 3 Printed on 7/11/2025
powered by Legistar™
25-533 Agenda Date: 7/15/2025
RECOMMENDATION
Note and File the Annual Report for FY 2025 for the Santa Clara County Multi-Jurisdictional Program for Public Information related to the Federal Emergency Management Agency’s National Flood Insurance Program’s Community Rating System
Reviewed by: Craig Mobeck, Director of Public Works
Approved by: Jovan D. Grogan, City Manager
ATTACHMENTS
1. Annual Evaluation Report for FY 2025
City of Santa Clara Page 3 of 3 Printed on 7/11/2025
powered by Legistar™
Santa Clara County Multi-Jurisdictional Program for Public Information 2021 FY25 Annual Evaluation Report
(Year 4: July 2024 to June 2025)
June 2025
Prepared by:
Santa Clara Valley Water District
and
Santa Clara County CRS communities
1 of 12
I. INTRODUCTION
The Community Rating System (CRS) is a voluntary program of the Federal Emergency Management Agency’s (FEMA) National Flood Insurance Program (NFIP). The CRS program allows communities to earn flood insurance premium discounts for their residents and businesses by implementing local mitigation, floodplain management, and outreach activities that exceed the minimum NFIP requirements to reduce the risk of flooding.
In Santa Clara County, 11 (eleven) communities, including Santa Clara Valley Water District (Valley Water) have actively participated in the FEMA NFIP CRS for over 30 years.
The CRS participating communities (CRS communities) are City of Cupertino, City of Gilroy, City of Los Altos, City of Milpitas, City of Morgan Hill, City of Mountain View, City of Palo Alto, City of San Jose, City of Santa Clara, City of Sunnyvale, and the Santa Clara Valley Water District (Valley Water).
CRS communities, along with their external non-governmental stakeholders, non-CRS communities: City of Saratoga, Town of Los Altos Hills, Town of Los Gatos, and the County of Santa Clara who opted to join the 2021 Program for Public Information (PPI), comprised the 2021 PPI Committee. The original 2021 PPI Committee is listed in Table 1. Original Members of the Santa Clara County Multi-Jurisdictional 2021 PPI Committee of the 2021 PPI (Attachment 1). Since the development of the 2021 PPI, there may have been changes to the community’s original 2021 PPI Committee members (either the internal representatives to the organization and/or the external stakeholders). Those member changes are noted on the meeting attendance sheets.
CRS-creditable PPIs can be single or multi-jurisdictional. For the 2021 PPI, FEMA requires that each CRS community provide at least two representatives to the regional PPI Committee to meet the credit requirement, with at least half of the representatives from outside the local government. Additionally, at least half of the representatives must attend all the meetings of the regional PPI Committee.
An essential benefit of the PPI Committee’s work is close collaboration between local public agency staff who work on flood protection throughout Santa Clara County. Together, PPI Committee members continue strengthening their individual CRS programs and ensuring communities can evaluate their flood programs against a nationally recognized benchmark.
The 2021 PPI Committee, the remaining non-CRS communities (City of Saratoga, Town of Los Gatos, Town of Los Altos Hills, and the County of Santa Clara), and other interested parties make up the Santa Clara County CRS Users Group.
The Santa Clara County CRS Users Group collaborates to ensure floodplain management activities provide enhanced public safety, reduced damage to property and public infrastructure, and avoidance of economic disruption and loss in Santa Clara County. Through the five-year PPI development and the annual reporting process, members of the SC County CRS Users Group learn from one another about local floodplain management activities, including flood protection and land use issues.
Under the CRS program, flood insurance premium rates are discounted to reward CRS communities’ actions that meet the three goals of the CRS:
(1) reduce flood damage to insurable property.
(2) strengthen and support the insurance aspects of the NFIP; and (3) encourage a comprehensive approach to floodplain management.
Flood insurance premiums for CRS communities are reduced in 5% increments for every 500 CRS points earned.
As of April 30, 2025, the total savings for Santa Clara County residents from CRS discounts is approximately $1.9 million.
Santa Clara County 2021 Multi-Jurisdictional Program for Public Information FY25 Annual Evaluation Report (Year 4: July 2024 to June 2025) 2 of 13
Valley Water is the lead flood protection agency for Santa Clara County. Valley Water performs many flood preparedness outreach and stream stewardship/maintenance activities that can earn credit points for CRS communities. Since Valley Water is not a land-use agency, the points Valley Water earns as a “fictitious community” provide a foundation upon which the CRS communities can build. FEMA approved this unique arrangement with Valley Water in 1998.
The CRS Coordinator’s Manual, 2013 Edition, included the option to undertake a Program for Public Information (PPI), which standardizes our flood preparedness outreach messages and increases communities’ CRS points.
Each participant of the PPI Committee brings unique perspectives and suggestions that enhance the PPI. Each community must adopt the PPI through a formal vote by the community’s governing body.
In 2013, Valley Water helped initiate and facilitated the effort to develop the first Multi-Jurisdictional PPI so that all Santa Clara County CRS communities could work together and benefit from this activity. Non-CRS communities were also invited to participate in the development of the PPI. This work effort resulted in the 2015 MultiJurisdiction PPI (2015 PPI).
On April 14, 2015, Valley Water’s Board adopted the 2015 PPI, which sunset in April 2020; the other CRS communities’ governing bodies adopted the 2015 PPI soon thereafter.
Under the CRS, a PPI must be updated every five years. Each subsequent year after adopting the PPI, the PPI Committee must submit an annual evaluation report to FEMA describing the PPI implementation for the prior fiscal year. The PPI Committee must evaluate whether the flood risk reduction messages in the PPI are still relevant and adjust the PPI, if needed. The annual evaluation report is shared with each CRS community’s governing body as an informational item.
As required for CRS credit, annual evaluation reports for FY16 (Year 1 of the 2015 PPI) through FY19 (Year 4 of the 2015 PPI) were prepared, sent to each CRS community’s governing body, and included in each community’s respective annual recertifications or as part of a community’s documentation for those that were cycled on any given year.
In FY20 (Year 5 of the 2015 PPI), the PPI Committee updated the expired 2015 PPI. The Insurance Services Office (ISO), FEMA’s CRS program management contractor, exempted the PPI Committee from submitting an annual evaluation report for FY20 (Year 5 of the 2015 PPI) as the committee focused on updating the document.
In February 2020, Valley Water hosted the start of the five-year PPI update process. Fifteen Santa Clara County communities worked together to update the 2015 PPI. These communities included the current 11 CRS communities as well as four non-CRS communities that expressed interest in joining the 2015 PPI and possibly the CRS program. Staff and external stakeholders from each agency participated in developing the new PPI.
In March 2020, the Coronavirus (COVID-19) outbreak started. The California State Emergency Services Act, the Governor’s Emergency Declaration related to the COVID-19 pandemic, the Governor’s Executive Order N-29-20, and Order of the County of Santa Clara Public Health Officer dated March 16, 2020, went into effect.
The COVID-19 pandemic caused far-reaching, unprecedented changes. Businesses and organizations faced economic and operational uncertainty across every industry and sector. The workforce impacts during COVID-19 caused delays beyond control, including the PPI Committee’s ability to continue its work of updating the 2015 PPI. Many communities shifted priorities to respond to the public health crisis; therefore, FEMA provided an extension of completing the update to the 2015 PPI to early 2021.
The 2021 PPI Committee reconvened in October 2020 to resume the 2015 PPI update. Several virtual meetings followed until the 2021 PPI Committee completed the 2021 PPI in April 2021. The 2021 PPI was adopted by CRS communities, as indicated in Table 1. Adoption Dates 2021 PPI.
Santa Clara County 2021 Multi-Jurisdictional Program for Public Information FY25 Annual Evaluation Report (Year 4: July 2024 to June 2025) 3 of 13
II. 2021 PPI DEVELOPMENT PROCESS
Valley Water, CRS, and non-CRS communities initiated the 2021 PPI process in February 2020.
Discussions were postponed due to COVID-19; the process was reinitiated in October 2020. The Santa Clara County 2021 Multi-Jurisdictional Program for Public Information document was completed in April 2021 (refer to Section I. Introduction for COVID-19-related delays).
Virtual meetings were held between 2020 and 2021 to develop the 2021 PPI. FEMA’s six priority topic messages and the three additional messages identified in the 2015 PPI carried forward into the 2021 PPI. The 2021 PPI Committee felt all nine topics and supporting messages were still relevant for reaching Santa Clara County residents and ensuring they were flood-ready.
The below listed is Table 3 in the 2021 PPI: CRS Priority Messages Topic
Number Topic message Public Message(Select one message per topic) TOPIC #1 Know your flood hazard
• Know your flood risk
• Contact your floodplain manager to find out if your
property is in a floodplain
• Check if your home or business is in a
Special Flood Hazard Area
TOPIC #2 Insure your property for your flood
hazard
• Get flood insurance ahead of time
• Insure your property
• There is a 30-day waiting period for the policy to take place
TOPIC #3 Protect people from the flood hazard
• Put your 3-day emergency kit together
• Follow evacuation orders
• Learn the best route to high ground
TOPIC #4 Protect your property from the flood
hazard
• Protect your home from flood threats
• Prepare your home
• Sandbags can offer protection against a foot or less of floodwater
• Get sandbags before a flood
TOPIC #5 Build responsibly
• Build responsibly in floodplains
• Comply with development requirements
• Check with your city/county floodplain manager before you build
TOPIC #6 Protect natural floodplain functions
• Keep creeks clean and flowing
• Keep debris and trash out of our streams
• Don’t pollute, dump, or drain anything in creeks
Additional Outreach Topic Messages
(only one message per topic)
TOPIC #7 Develop an emergency plan • Develop an emergency plan TOPIC #8 Download disaster apps • Download disaster emergency apps TOPIC #9 Understand shallow flooding risks––
don’t drive through standing water
• Understand shallow flooding risks - don’t drive through standing water
The 2021 PPI Committee worked between the meetings to draft the 2021 PPI and review the extensive list of outreach and flood response projects (Attachment 2).
Based on the 2021 PPI Committee’s evaluation of the 2015 PPI, the consensus was that most of the 2015 PPI flood risk reduction messages were still relevant, so only minor edits were incorporated as needed.
This became the basis for the 2021 PPI; therefore, no additional FEMA review was required, as the 2015 PPI already ensured its provisions were fully compliant with FEMA requirements.
FEMA's ISO CRS Specialist and Technical Reviewers determine how many CRS points the 2021 PPI activities earn. The PPI Committee estimates that of the possible 350 points for Activity 330, each CRS community could earn up to 300+/- points for PPI efforts.
Santa Clara County 2021 Multi-Jurisdictional Program for Public Information FY25 Annual Evaluation Report (Year 4: July 2024 to June 2025) 4 of 13
Once Valley Water approved the 2021 PPI (5-Year Plan), the final document was provided to the 2021 PPI Committee to present to their governing bodies for adoption and implementation.
Table 1. Dates of 2021 PPI Adoption shows each agency's 2021 PPI approval dates; all 11 CRS communities have adopted the 2021 PPI.
Table 1. Adoption Dates of the 2021 PPI
Community Date Presented Adopted
Santa Clara Valley
Water District 4/27/21 X
City of Cupertino 8/17/21 X
City of Gilroy 7/01/21 X
City of Los Altos 7/13/21 X
Town of Los Altos Hills
(*non-CRS community)
Not required Not required
Town of Los Gatos
(*non-CRS community)
Not required Not required
City of Milpitas 5/18/21 X
City of Morgan Hill 6/16/21 X
City of Mountain View 6/22/21 X
City of Palo Alto 6/14/21 X
City of San Jose 11/16/21 X
City of Santa Clara 7/06/21 X
County of Santa Clara
(*non-CRS community)
Not required Not required
City of Saratoga
(*non-CRS community)
Not required Not required
City of Sunnyvale 6/29/21 X
Total Approved 11
*Non-CRS communities are encouraged to participate in the ongoing efforts and initiatives of the Santa Clara County CRS Users Group and/or PPI Committee; however, those who opted to participate in the 2021 PPI are not required to adopt the PPI or share annual evaluation reports with their governing bodies.
III. ANNUAL EVALUATION REPORTS
The 2021 PPI states that the 2021 PPI Committee will meet at least once yearly to evaluate the PPI and incorporate any needed revisions. This meeting is coordinated in conjunction with the ongoing CRS User’s Group meetings, which occur at least twice a year.
The evaluation will cover the following:
● Review of projects that were completed.
● Evaluate progress toward outcomes.
● Provide recommendations on projects that have not been completed. ● Provide recommendations for new projects not previously identified. ● Address any Target Audience changes; and
● Assess the program's impact during an actual flood event if one has occurred.
The 2021 PPI Committee prepares the annual evaluation report for submission with each CRS community’s annual CRS recertification package (or scheduled 5-year cycle visits). The annual evaluation report is then shared with each CRS community governing body as an informational item.
As required, annual evaluation reports for FY22 (Year 1 of the 2021 PPI) through FY25 (Year 4 of the 2021 PPI) were prepared, sent to each CRS community’s governing body, and included in each community’s respective annual recertifications or as part of a community’s documentation for those that were cycled on any given year.
Santa Clara County 2021 Multi-Jurisdictional Program for Public Information FY25 Annual Evaluation Report (Year 4: July 2024 to June 2025) 5 of 13
Section V. 2024 Santa Clara County CRS Users Group/PPI Committee Meetings – Monitoring and Evaluating the 2021 PPI of this annual evaluation report summarizes the meetings held to develop the FY25 Annual Evaluation Report (Year 4 of the 2021 PPI).
Table 2 below shows how each community expects to share the FY25 Annual Evaluation Report with its governing body.
Table 2. How the 2021 PPI FY25 Annual Evaluation Report, Year 4 will be shared with the Community’s Governing Body
Community Method for Sharing
Santa Clara Valley Water District Board Non-Agenda Item City of Cupertino Consent Item Council Agenda
City of Gilroy Consent Calendar
City of Los Altos Council Informational Staff Report
Town of Los Altos Hill (*non-CRS community) Not required Town of Los Gatos (*non-CRS community) Not required
City of Milpitas Memo to City Council
City of Morgan Hill Council Consent Calendar
City of Mountain View Council Weekly Update “Council
Connection”
City of Palo Alto Informational Staff Report
City of San Jose Council Consent Calendar
City of Santa Clara Council Consent Calendar
County of Santa Clara (*non-CRS community) Not required City of Saratoga (*non-CRS community) Not required
City of Sunnyvale City Manager’s “Update Sunnyvale”
*Non-CRS communities are not required to share annual evaluation reports with their governing bodies.
IV. 2021 PPI ACCOMPLISHMENTS FOR FY25
The 2021 PPI Committee identified three efforts needed from each CRS community to prepare and finalize subsequent annual evaluation reports.
1. Governing bodies must adopt the 2021 PPI (Table 1. Adoption dates of the 2021 PPI). The 2021 PPI Committee must prepare an annual evaluation report and share it with its governing body as informational items (Table 2. How the 2021 PPI Annual Evaluation Report for FY25, Year 4 will be shared with the Community’s Governing Body).
2. For each fiscal year (July 1 - June 30), the communities must implement and monitor the outreach/flood response projects identified in Appendix A, CRS Creditable Outreach and Flood Response Projects by CRS Community of the 2021 PPI (Attachment 2).
3. The PPI Committee must review and consider the ‘New Initiatives’ identified in the 2021 PPI (page 66) for advancing flood risk reduction efforts.
Governing Bodies Approval: All 11 CRS communities’ governing bodies, including Valley Water, adopted the 2021 PPI. Each agency (Community) shows the approval dates in Table 1 noted above.
Tracking System: The 2021 PPI is multi-jurisdictional and includes 15 agencies (11 CRS communities and four non-CRS communities). Tracking implementation is quite complex compared to a single-agency PPI. As the informal lead agency, Valley Water oversees the record-keeping to ensure consistency throughout the county.
An electronic file-sharing system, Egnyte, is set up with folders for each community to file and share documents related to the 109 potential outreach/flood response projects identified in the 2021 PPI and all CRS-related documentation. This also includes a comprehensive spreadsheet tracking which lists outreach projects accomplished in any given fiscal year by each community (Attachment 2). This spreadsheet, along with the Santa Clara County 2021 Multi-Jurisdictional Program for Public Information FY25 Annual Evaluation Report (Year 4: July 2024 to June 2025) 6 of 13
annual evaluation report, will be submitted with annual CRS recertifications or as part of scheduled 5-year cycle visits.
ISO assigns credit for Valley Water outreach/flood response projects to all Santa Clara County CRS communities’ ratings. Some communities also choose to carry out and report on their own outreach/flood response projects, in addition to those of Valley Water. These projects are shown on the composite spreadsheet (Attachment 2 - Appendix A from 2021 SC County Multi-Jurisdictional PPI noting FY25 Project Accomplishments) and include input from each agency.
The PPI Committee discussed the benefits of using the Egnyte shared filing system for tracking the 2021 PPI outreach/flood response projects and all CRS-related documentation. The PPI Committee also discussed ensuring each agency regularly uploads its CRS documentation. These benefits are:
- Information Share/Knowledge Transfer: CRS communities can view each other’s program documentation. When a community improves its CRS rating, another community can access the documents submitted to determine how the CRS credited activities helped improve the score. - Document Repository: A central location for CRS-related documentation, organized to mirror the CRS Coordinator’s Manual (by community/activity/element), proves helpful when a community experiences staff turnover.
- Documentation Submittals: CRS documents are organized and easy to share with the CRS Specialists conducting cycle visits and/or annual recertification.
Summary of PPI Projects Accomplished in FY25
Attachment 2 of this annual evaluation report includes the complete outreach/flood response project list. It lists all projects proposed in the 2021 PPI, with a “Project Accomplishments” column noting actions taken during the fourth year, FY25 of the 2021 PPI.
Audiences Projects Accomplished
Community at Large (CAL) 81 potential projects, 64 accomplished Residents and Businesses in the Special Flood
Hazard Area (SFHA)
18 potential projects, 16 accomplished
Messengers to Other Target Audiences
(Organizations & Businesses Serving the
Community)
10 potential projects, 10 were accomplished
*Total Accomplished Projects 90 of 109
* Note: All projects carried out by CRS communities were accomplished in FY25. Variance in the number of potential projects versus accomplished projects is due to no updates from non-CRS communities, which is not required for this annual evaluation report.
These numbers go well beyond the minimum requirements of the CRS program for PPI credit under Activity 330; we anticipate all CRS communities will receive the maximum number of credits for our collective efforts in FY25.
Valley Water’s Outreach/Flood Response Projects
The 2021 PPI Committee identified each community's outreach/flood response projects. The implementation of these projects is reflected in the ‘FY25 (Year 4) of the 2021 PPI Project Accomplishments’ column of Attachment 2.
FY25 Annual Flood Awareness Campaign
Valley Water’s FY25 Flood Awareness Campaign (Attachment 3 for more details) effectively educated and engaged residents in Santa Clara County about the risks of flooding, emphasizing the importance of proactive preparation and access to vital safety resources. The campaign leveraged cutting-edge technologies like digital geo-targeting and multilingual outreach, blending traditional strategies with innovative solutions to connect with communities at risk of flooding.
Santa Clara County 2021 Multi-Jurisdictional Program for Public Information FY25 Annual Evaluation Report (Year 4: July 2024 to June 2025) 7 of 13
Goals:
1. Awareness: Educate FEMA-designated Special Flood Hazard Areas (SFHAs) residents and businesses about their flood risks and mitigation strategies.
2. Preparedness: Empower residents to take preventative actions, including knowing their flood risk, signing up for emergency alerts, and knowing where to find free sandbags.
3. Access: Provide multilingual resources and technologies to connect diverse communities with flood safety information, including the innovative Valley Water’s Surface Water Data Portal. When extreme weather strikes, residents can know if their home is at risk of flooding by visiting alert.valleywater.org for the latest information on local creeks and reservoir water levels.
Refer to Attachment 3 for more details on Valley Water’s FY25 flood awareness campaign.
CRS Community Outreach/Flood Response Projects
Other Community Engagement Efforts
October 2024 officially kicked off the flood season.
On November 13, 2024, staff participated in a flood preparedness press conference held at Valley Water’s Winfield Sandbag Distribution site in San José. The press conference was a joint news event with the City of San José, the County of Santa Clara, and the National Weather Service. The event featured speakers from Valley Water and participating agencies, a sandbagging demonstration, and an emergency kit assembly table, which included flood readiness materials.
Valley Water Director Jim Beall and staff discuss ways to assemble an emergency kit at Valley Water’s flood preparedness press conference in San José Santa Clara County 2021 Multi-Jurisdictional Program for Public Information FY25 Annual Evaluation Report (Year 4: July 2024 to June 2025) 8 of 13
On December 7, 2024, the Organization for Latino Affairs (OLA), a Valley Water employee resource group, provided emergency starter kits at the Santa Visits Alviso Foundation event in San José. English and Spanish flood preparedness informational material and giveaways were provided to approximately 600 attendees.
In December, Valley Water hosted an informational table at the Santa Visits Alviso Foundation in San José.
Santa Clara County 2021 Multi-Jurisdictional Program for Public Information FY25 Annual Evaluation Report (Year 4: July 2024 to June 2025) 9 of 13
On February 12, 2025, Valley Water hosted the Standard Grants Program Open House event at Valley Water. A ‘Get Flood Ready’ information table was set up, and flood preparedness materials were shared with the participants. Vice Chair Santos welcomed the 41 prospective applicants with opening remarks. This in-person event featured workshops to help applicants navigate the grant process, opportunities to connect with grants staff, and networking with local organizations. The event received overwhelmingly positive reviews, with 100% of survey participants stating they were satisfied with the workshops and event.
In February 2025, Valley Water’s Grant Program hosted the Standards Grant Open House event.
The CRS Program team set up a flood preparedness informational table and distributed materials to attendees.
Emergency Preparedness Event
On February 1, 2025, CRS hosted a "Get Flood Ready" booth at The Links, Incorporated's “Emergency Preparedness: Safety Now, Peace Later” event at the African American Community Service Agency in San José.
There were approximately 80 attendees.
In February 2025, Valley Water’s CRS Program participated in the Links, Inc. Emergency Preparedness event.
Santa Clara County 2021 Multi-Jurisdictional Program for Public Information FY25 Annual Evaluation Report (Year 4: July 2024 to June 2025) 10 of 13
Valley Water Education Outreach Program
Valley Water’s Education Outreach includes flood awareness messaging in year-round classroom lessons. A dedicated flood-focused lesson is offered from October through April. Valley Water’s role as a flood protection agency is introduced in all lessons so that participants in Education Outreach programs know that flood protection is one of Valley Water’s core objectives in Santa Clara County.
The following are the Education Outreach efforts from October 2024 - April 2025.
Flood-Focused Programs
Education Outreach offers two lessons, and one assembly focused on flood awareness and preparedness: The Three Little Pigs and the Bad Weather Wolf for transitional kindergarten through second grade and Watershed Maps for second and third grades. The Three Little Pigs and the Bad Weather Wolf is also offered as a school assembly.
The results of the Flood-Focused Programs delivered between October 2024 and April 2025 are as follows:
• 85 flood-focused programs
o (pull data from “program frequency” tab: 3 Pigs lesson, 3 Pigs assembly, Watershed Maps Oct-Apr) • 3,061 students
o (pull data from “program frequency” tab: 3 Pigs lesson, 3 Pigs assembly, Watershed Maps Oct-Apr) • 133 educators
o (count based on 3 Pigs lesson, 3 Pigs assembly, watershed maps from across Oct-Apr monthly tabs) Flood Awareness Messaging
In addition to Flood-Focused Programs, Education Outreach provided additional flood awareness messaging in general classroom presentations, assemblies, libraries, and public events.
The results of the general flood protection messaging between October 2024 and April 2025 are as follows:
• 232 programs with general flood protection messaging
o (pull data from “program frequency” tab: all program types from Oct-Apr) • 7,514 students messaging
o (pull data from “report” tab: “students” tab Oct-Apr) • 324 educators
o (pull data from “report” tab: “teachers” tab Oct-Apr) • 1,060 public youth in Santa Clara County
o (pull data from “report” tab: “public youth” tab Oct-Apr) Community Events and Engagement
Booth Support at Events
Valley Water staff made a concerted effort to actively participate in community events, including community festivals and emergency preparedness affairs, particularly in communities and neighborhoods in or near flood zones. In FY25 (from September 2024 – May 2025), Valley Water and the communities’ staff hosted 29 booths and distributed flood preparedness information on flood safety and emergency preparedness materials, including Valley Water’s annual FPM. Those events are listed below:
1) Mountain View Art & Wine Festival – 9/7 – 9/8/24
2) Vovinam Viet Vo Dao 33rd Annual Moon Festival – 9/14/24 3) Rotary Club Silicon Valley Fall Festival – 9/14/24
4) City of Campbell State of the City – 9/18/24
Santa Clara County 2021 Multi-Jurisdictional Program for Public Information FY25 Annual Evaluation Report (Year 4: July 2024 to June 2025) 11 of 13
5) County Parks La Fuente Celebration, San Jose, CA – 9/21/24 6) Picnic by the Lake Multicultural Festival and Resource Fair, San Jose, CA – 9/28/24 7) Friends of Steven Creek Trail’s Trailblazer Race – 9/29/24 8) Supervisor Lee’s Day on the Bay, Alviso, CA – 10/5/24 9) City of Saratoga State of the City Address – 10/5/24 10) Santa Clara County Parks 2024 Fall Festival at Martial Cottle Park 10/5/24 11) Pumpkins in the Park, San Jose, CA – 10/12/24
12) South Asian Cultural Association of Sunnyvale’s Diwali Festival – 10/26/24 13) Councilmember Candelas’ Family Fall Festival – 10/26/24 14) ASCE Annual Student Scholarship – 11/14/24
15) Chopsticks Alley Tea Ceremony – 12/6/24
16) Santa Visits Alviso Foundation Drive – 12/7/24
17) VHF Swearing in Ceremony and Celebration for Betty Duong – 1/10/25 18) VAR Lunar New Year Festival 1/25 – 26/25
19) San Jose Chapter of the Links’ Emergency Preparedness Workshop – 2/1/25 20) City of San Jose District 1 Black History Month Flag Raising – 2/7/25 21) CEEF & CUSD Run for Great Schools 5k and Fun Run – 3/29/25 22) AAUW 42nd Wildflower Run 3/30/25
23) Cupertino Earth & Arbor Day – 4/5/25
24) Mt. Pleasant Neighborhood Association Emergency Resource Fair – 4/5/25 25) San Jose Clean Energy’s EV Ride & Drive + EcoHome Expo – 4/12/25 26) Evergreen Valley College EVC Community Day – 4/26/25 27) Morgan Hill Community Earth Day Festival – 4/26/25
28) Berryessa Art Festival – 5/10/25
29) Morgan Hill Mushroom Festival – 5/24 – 5/25/25
Speakers Bureau Program
In FY25 (from June 2024 through June 2025), Valley Water's ‘Let’s Talk Water Speakers Bureau Program’ reached the 11 organizations listed below. All general presentations mention flood protection and the need to ‘Get Flood Ready’ regardless of the county’s drought status. They also include links to Valley Water’s ‘Flood Ready’ information and resources webpage (ValleyWater.org/floodready), the hotline to call to report obstructions in creeks, and flood preparedness collateral available for all in-person events.
Valley Water’s Speakers Bureau Program can customize presentations to update community groups on waterspecific issues and provide updates on projects in their area. The FY25 presentations that included flood preparedness information are listed below.
1) July 20, 2024 – Cottle to Lean Neighborhood Association, San Jose 2) August 19, 2024 – Rotary Club of Milpitas
3) August 20, 2024 – Civic Club of San Jose
4) August 22, 2024 – Mountain View Senior Center
5) October 9, 2024 – Cupertino Library
6) October 19, 2024 – Los Altos Rotary
7) February 19, 2025 – Cupertino Rotary
8) February 28, 2025 – Valley Water’s Water Works Program (via Zoom) 9) March 3, 2025 – Leadership Morgan Hill
10) March 27, 2025 – Santa Teresa Catholic Church, San Jose 11) April 23, 2025 – Willow Glenn Lions Club, San Jose
V. 2025 SANTA CLARA COUNTY CRS USERS GROUP/PPI COMMITTEE MEETINGS – MONITORING AND EVALUATING THE 2021 PPI
The FY25 Santa Clara County CRS Users Group/PPI Committee meetings were held on March 26, 2025, and May 14, 2025. Attendance by CRS communities was high. Staff from some non-CRS communities, external stakeholders, and other interested parties were also in attendance. Agendas, meeting notes, and attendance sheets for each meeting are included (Attachments 4-8).
Santa Clara County 2021 Multi-Jurisdictional Program for Public Information FY25 Annual Evaluation Report (Year 4: July 2024 to June 2025) 12 of 13
As required by CRS, the objective of the March and May 2025 meetings was to monitor the implementation of the 2021 PPI, determine if the desired outcomes were achieved, and discuss whether any changes to the 2021 PPI were needed to complete this annual evaluation report. The PPI Committee agreed that the 2021 PPI messaging and projects would remain the same for the duration of the 2021 PPI, which sunsets in 2026.
VI. MESSAGING – Other Initiatives
The multi-jurisdictional PPI Committee identified several possible opportunities in the 2021 PPI to expand on existing initiatives and may consider initiating newer ones as follows:
1. Continue and expand the standardized flood message prepared for each community to include flood messages in utility bills yearly, including PG&E.
2. Expand on partnerships with local chambers of commerce to disseminate and share flood preparedness information.
3. Expand on outreach to the Asian and Latino communities who live in flood-prone areas.
4. Expand on outreach to ‘hot spots’/flood-prone areas by hosting on-site or virtual public events.
5. Expand the reach to local homeowners’ associations (HOA)s and apartment associations (i.e., Executive Council of Homeowners [ECHO]).
6. Expand the reach to residents in historically underserved and low-income communities through partnerships with organizations that serve these communities (i.e., Second Harvest Food Bank and others).
7. Communities could pursue FEMA Matching Funds Grants for severe Repetitive Loss Areas.
8. Review and expand other public information activities, such as Flood Protection Assistance (Activity 360) and Flood Insurance Promotion (Activity 370).
9. Develop a region-wide Flood Response Preparations (FRP) messaging plan.
The messages the PPI Committee originally chose are still relevant to Santa Clara County. The committee will continue to increase its efforts to encourage people to prepare personal/family emergency plans and be floodready for the duration of the 2021 PPI. The PPI Committee will also continue coordinating efforts with Valley Water’s Education Outreach Program to promote flood preparedness in local schools.
The PPI Committee recommends continuing to use social media for messaging for the duration of the 2021 PPI.
Mobile usage among individuals has increased exponentially over the years, and online platforms are rapidly adjusting to mobile-friendly standards. This provides an excellent opportunity to modernize campaign ad efforts by utilizing social media and digital advertising to increase exposure and reach more residents in Santa Clara County. Furthermore, these modern advertising methods allow for specialized demographic targeting to reach a narrow and defined audience, improving the ability to reach vulnerable populations effectively.
In support of our preparedness messaging, the PPI Committee continues to promote the importance of having family emergency plans and kits ready before an emergency/flood event occurs.
The PPI Committee continues to promote the American Red Cross All-Hazard App, which monitors alerts for severe weather, including floods, and the Floodsmart.gov and Ready.gov websites. The communities will distribute American Red Cross Emergency Contact Cards at events throughout the county.
VII. CONCLUSION
Overall, the CRS Users Group/PPI Committee successfully implemented the 2021 PPI in FY25. The 2021 PPI allowed PPI Committee members to mutually decide which flood risk reduction messages are most appropriate for our residents and identify how to deliver these messages effectively. Participating in the 2021 PPI aims to enhance the effectiveness of the flood risk messages to residents, reduce flood risks within Santa Clara County, and earn valuable CRS credit points when identified outreach projects are implemented.
The CRS Users Group/PPI Committee will continue its outreach efforts through FY26. The 2021 PPI will sunset in FY26.
________________________________________________________________________________________ Santa Clara County 2021 Multi-Jurisdictional Program for Public Information FY25 Annual Evaluation Report (Year 4: July 2024 to June 2025) 13 of 13
Attachments for submission to Valley Water Board, City Councils/Managers, and FEMA as part of 2024/25 Annual Recertification/5-year Verification Package, as required:
1. Members of the Santa Clara County Multi-Jurisdictional 2021 PPI Committee
2. Appendix A from 2021 SC County Multi-Jurisdictional PPI noting FY25 Outreach Project Accomplishments
3. Valley Water's FY25 Flood Awareness Campaign
4. March 26, 2025, Santa Clara County CRS Users Group Meeting Agenda
5. March 26, 2025, Santa Clara County CRS Users Group Meeting Attendance Sheet
6. March 26, 2025, Santa Clara County CRS Users Group Meeting Notes
7. May 14, 2025, Santa Clara County CRS Users Group Meeting Agenda 8. May 14, 2025, Santa Clara County CRS Users Group Meeting Attendance Sheet
9. May 14, 2025, Santa Clara County CRS Users Group Meeting Notes ATTACHMENT 1
Table 1. Original Members of the Santa Clara County Multi-Jurisdictional 2021 PPI Committee Community Local Government
Representative and Alternates External Stakeholders
County of Santa
Clara
Chris Freitas, Sr. Civil Engineer
Neville R. Pereira, PE, Development Services Manager,
Department of Planning and Development, Floodplain
Manager
Marsha Hovey, CADRE Board Chair
Cupertino Chad Mosley, Assistant Public Works Director/City Engineer, Public Works Department, Floodplain
Manager
Jennifer Chu, Senior Civil Engineer
Public Works Department
Jim Oberhofer, Emergency Coordinator
Cupertino ARES/RACES
Gilroy Gary Heap, City Engineer
Public Works Department
Jorge Duran, Senior Civil Engineer, Floodplain Manager
Public Works Department
Merna Leal, City of Gilroy resident
Los Altos Steven Golden, Senior Planner, Floodplain Manager Andrea Trese, Associate Civil Engineer
Christopher Wilson, Operations Manager,
Los Altos Suburban District, California Water
Company
Los Altos Hill Carl Cahill, City Manager, Floodplain Manager Nichol Bowersox, Public Works Director/
City Engineer
Christine Hoffmann, Assistant Engineer (DPW)
Phil Witt, General Manager Purissima Hills
Water District
Los Gatos WooJae Kim, P.E, Town Engineer
Parks and Public Works, Floodplain Manager
Annamaria Swardenski, Swardenski
Consulting
Milpitas Steven Erickson, City Engineer/Engineering Director, Floodplain Manager
Kan Xu, Principal Civil Engineer,
Engineering Land Development Section
Brian Petrovic, Associate Civil Engineer
Engineering Land Development Section
Elizabeth Koo, Administrative Analyst, Engineering Land Development Section
Warren Wettenstein, Chairman of the
Economic Development & Trade
Commission and President of the Milpitas
Chamber
Morgan Hill Maria Angeles, Senior Civil Engineer, Floodplain Manager, CFM
Charlie Ha, Supervising Civil Engineer
Engineering & Utilities Department
Swanee Edwards, City of Morgan Hill
resident
Mountain View Renee Gunn, Senior Civil Engineer, Public Works Department
Gabrielle Abdon, Assistant Engineer, CFM
Kevin Conant, PG&E
Palo Alto Rajeev Hada, Project Engineer, CFM
Public Works Department, Engineering Services Division, Floodplain Manager
Dan Melick, CERT Volunteer
City of Palo Alto resident
San Jose Arlene Lew, Principal Engineering Technician
Vivian Tom, Senior Transportation Specialist
Department of Public Works Development Services
Division
Shari Carlet, City of San Jose resident,
certified Floodplain Manager
Santa Clara Evelyn Liang, Senior Civil Engineer
Falguni Amin, Principal Engineer
Public Works – Engineering
Kevin Moore, Retired City Council member
Saratoga David Dorcich, PE, QSP/D, Associate Civil Engineer, Community Development Department, Floodplain
Manager
Rebecca Gallardo, Real Estate Agent for
Intero, a Berkshire Hathaway Affiliate,
servicing all areas of the Bay Area
Sunnyvale Tamara Davis, Senior Management Analyst Jeff Holzman, Director, Real Estate District Development Google
Agnes Veith, City of Sunnyvale resident
Valley Water Trisha Howard, Program Administrator
Paola Giles, Public Information Representative III
Sherilyn Tran, Office of Civic Engagement Unit Manager
Nikki Rowe, American Red Cross
Note: Since the development of the 2021 PPI there may have been changes to a community’s 2021 PPI Committee members (either the local government representatives and/or the external stakeholders). Those member changes are noted on the meeting attendance sheets.
1 Appendix A
CRS Creditable Outreach and Flood Response Projects by CRS Community Santa Clara County Multi-Jurisdictional PPI 2021
FY 2025 (Year 4) Outreach Projects Accomplishments by CRS Communities Audience 1 Message Outcome
Project(s) Proposed to
Support the Messages
(XX denotes Community acronym,
and Outreach Project #)
Assignment 2 Schedule 3 Stakeholder
FY 2025 (Year 4 of the 2021 PPI)
Outreach Projects Accomplishments
INPUT HERE ONLY
Community At Large
(CAL)
- Multilingual
Communities
- Groups with Special
Evacuation Needs
- New Residents,
Visitors and Tourists
Topic 1: Know your flood hazard
Message 1A - Know your flood risk
Message 1B - Contact your floodplain manager to find out if your property is in a floodplain
Message 1C - Check if your home or business is in a Special Flood Hazard Area
Topic 2: Insure your property for your flood hazard
Message 2A - Get flood insurance ahead of time
Message 2B – Insure your property
Message 2C – There is a 30-day waiting period for the policy to take place
Topic 3: Protect people from the flood hazard
Message 3A - Put your 3-day emergency kit together
Message 3B - Follow evacuation orders
Message 3C – Learn the best route to high ground
Topic 4: Protect your property from the flood hazard
Message 4A - Protect your property from the flood hazard Message 4B - Prepare your home
Message 4C - Sandbags can offer protection against a foot or less of floodwater
Message 4E - Get sandbags before a flood
Topic 5: Build responsibility
Message 5A - Build responsibly in floodplains
Message 5B - Comply with development requirements
Message 5C - Check with your local floodplain manager
before you build
Topic 6: Protect natural floodplain functions
Message 6A -Keep creeks clean and flowing
Message 6B - Keep debris and trash out of our streams
Message 6C - Don’t pollute, dump, or drain anything in
creeks
Topic 7: Develop a Family Emergency Plan
Message 7A: Develop an emergency plan
Educate our community on flood
protection and preparedness measures
(VW OP #01) Multi-language Countywide Mailer
(CWM) to every postal address in Santa Clara
County (Topics 1-5 and 7, 8)
Valley Water
Communications
Each late
October or
November
All Santa Clara
County CRS
Communities
Effective the FY25 flood season (starting in October
2024), Valley Water no longer produces a
Countywide Mailer (CWM) that promotes flood
messaging. On 1/14/25, during Valley Water’s CRS 5-
year cycle visit, we informed our ISO CRS Specialist,
Marlene Jacobs, of this change. We explained that in
place of the CWM, Valley Water now sends out the
following two additional targeted mailers to residents
and businesses in the FEMA-designated Special Flood
Hazard Area (SFHA). Hard and soft copies are
provided to all Santa Clara County cities and the
county.
Flood Tips Postcard includes all 9 PPI Topic Messages:
https://s3.us-west1.amazonaws.com/valleywater.org.us-west-1/s3fspublic/VW-Flood%20Postcard-Vertical-bleed-CMYKOutlined-Final.pdf Flood Trifold includes 5 PPI Topic Messages:
https://online.flipbuilder.com/tkap/vbsr/
All Santa Clara County communities support and
promote Valley Water’s outreach projects.
(VW OP #02) Distributes a soft copy of our Flood
Safety Tips brochure for all SCC CRS communities’
use (print hard copies to distribute at events
and/or post of flood preparedness webpages)
(Topics 1-9)
Valley Water
Communications
Annually,
November/
December
All Santa Clara
County CRS
Communities
In January 2025, Valley Water mailed out the trifold
guide titled “You Live in a Flood Zone: Beware, Be
Ready, Be Flood Safe.” This multilingual resource
outlines actions residents can take to protect their
lives and property before, during, and after a flood.
Additionally, it includes a QR code that directs
readers to valleywater.org/floodready for more tips
and tools on flood preparedness. Link to Trifold
In mid-October 2024, Valley Water released the 'Be
Flood Safe' Social Media Toolkit for the 2024-2025
Flood Awareness Outreach Partner
(https://conta.cc/3AwdoXS). This toolkit was made
1 Message Topics: Outreach Projects (OP): Topic 1 – Know your flood hazard; Topic 2 – Insure your property for your flood hazard; Topic 3 – Protect people from the flood hazard; Topic 4 – Protect your property from the hazard; Topic 5 – Build responsibly; Topic 6 – Protect natural floodplain functions; Topic 7 – Develop a Family Emergency Plan; Topic 8 – Download disaster Apps; Topic 9 – Understand shallow flooding risks – “Don’t drive through standing water.” Flood Response Preparations (FRP): What to Do Before, During and After a Flood/Storm 2 Each May, all deliverables need to be reported to Valley Water for tracking purposes. 3 A stakeholder can be any agency, organization, or person (other than the community itself) that supports the message. Stakeholders can be: an insurance company that publishes a brochures on flood insurance, even if it is set out at City Hall; a local newspaper that publishes a flood or hurricane season supplement each year; FEMA, if, for example, a FEMA brochure is used as an informational material; schools that implement outreach activities; a local newspaper; a neighborhood or civic association that sponsors and hosts a presentation by a community employee; a utility company that includes pertinent articles in its monthly bills; or presentations made by state or FEMA staff at a Risk Map meeting.
ATTACHMENT 2
2 Appendix A
CRS Creditable Outreach and Flood Response Projects by CRS Community Santa Clara County Multi-Jurisdictional PPI 2021
FY 2025 (Year 4) Outreach Projects Accomplishments by CRS Communities Audience 1 Message Outcome
Project(s) Proposed to
Support the Messages
(XX denotes Community acronym,
and Outreach Project #)
Assignment 2 Schedule 3 Stakeholder
FY 2025 (Year 4 of the 2021 PPI)
Outreach Projects Accomplishments
INPUT HERE ONLY
Topic 8: Download disaster Apps
Message 8A - Download disaster emergency apps
Topic 9: Understand shallow flooding risks – don’t drive through standing water
Message 9A - Understand shallow flooding risks - don’t drive through standing water
FEMA’s message: “Turn Around Don't Drown®.”
available for download to all partnering agencies,
including CRS communities. It featured digital and
social media banners and animations highlighting key
calls to action: know your risk, sign up for emergency
alerts, and find sandbags. Additionally, the toolkit
included multilingual graphics showcasing essential
tips and provided an option to request co-branded
bill inserts and postcards.
The toolkit includes the following items which
contained messages for all nine flood awareness tips
(PPI CRS message topics) for all Santa Clara County
communities to use:
● Be Flood Safe
● Know your floopd risk
● Sign up for emergency alerts
● Get free sandbags
● Flood zone cards and banners
● Multilingual Flood Ready tips
Cupertino distributes copies of Valley Water’s Flood
Safety Tips at various fairs/events (i.e., Earth Day
Festival) and provides additional copies for the public on display at City Hall. Cupertino also has a direct link to Valley Water’s annual mailer and Flood Ready
webpage on the City’s “Floodplain Management”
webpage.
Los Altos distributes brochures available at City Hall, library, and community center. They are also
distributed at community events (emergency
training, wine stroll, etc.).
Morgan Hill hosted ‘National Night Out’ on
August 6, 2024. Flood preparedness information (red
‘Get Flood Ready’ tote bags which includes an
emergency supply list) was distributed. Valley Water’s
flood safety brochures were also available at City
Hall.
Mountain View promotes and distributes Valley
Water’s Flood Safety Tips and emergency kits at fairs
(i.e., Earth Day Celebration, Community Summer
Kick-Off Event). Valley Water’s flood safety brochures
are available at city hall.
Palo Alto promotes and distributes Valley Water’s
Flood Safety Tip and emergency kits at fairs (i.e.,
ATTACHMENT 2
3 Appendix A
CRS Creditable Outreach and Flood Response Projects by CRS Community Santa Clara County Multi-Jurisdictional PPI 2021
FY 2025 (Year 4) Outreach Projects Accomplishments by CRS Communities Audience 1 Message Outcome
Project(s) Proposed to
Support the Messages
(XX denotes Community acronym,
and Outreach Project #)
Assignment 2 Schedule 3 Stakeholder
FY 2025 (Year 4 of the 2021 PPI)
Outreach Projects Accomplishments
INPUT HERE ONLY
Earth Day Festival) and provides as an informational
item on Utility Inserts sent every year. Valley Water’s flood safety brochures are available at city hall.
The City of Santa Clara has hard copy brochures
available at city hall and central library. They are
distributed at the yearly art & wine festivals as well.
All Santa Clara County communities support and
promote Valley Water’s outreach projects.
(CUP OP #03) Flood notice in the local newsletter,
“The Cupertino Scene” (Topics 1-9)
City of Cupertino Each October
or November
issue
N/A Cupertino changed the frequency of the local
newsletter from monthly to quarterly. Therefore, the
annual flood preparation article was published in the
September 2024 issue of “The Cupertino Scene”.
(LA OP #04) Two (2) newspapers ads, in the Los
Altos Town Crier (Topics 1-5)
City of Los Altos Each fall N/A Los Altos published two newspaper ads titled “Assess Your Flood Risk and Flood Insurance Availability” on
10/16/24 and on 10/23/24 in the Los Altos Town
Crier.
(LAH OP #05) The town’s “Our Town” quarterly
newsletter includes information on flood
preparedness. The newsletter is mailed out townwide and is also available online on the town’s website (Topics TBD during cycle visit)
Town of Los Altos
Hills
Each fall N/A Town of Los Altos Hills: No update available - non-CRS participating community.
(LAH OP #06) The town distributes various flood
preparedness and safety materials at events,
including Valley Water’s annual floodplain mailer
and promotional items (e.g., emergency starter
kits, Get Flood Ready Emergency Supply Checklist
tote bags, etc.), FEMA flood insurance information,
ReadySCC, and American Red Cross Flood apps,
AlertSCC, sandbag guidelines, flood protection
project-specific notices, FEMA NFIP materials, and
preparedness activity/coloring books, etc.) to the
public
Town of Los Altos
Hills
Annually,
spring and
late summer
N/A Town of Los Altos Hills: No update available - non-CRS participating community.
(MIL OP #07) “Flood Public Advisory” brochure to
the community at large (Topics 1-6)
City of Milpitas Each
December to
January
N/A Milpitas: Utility bill inserts was sent to every address in Milpitas in May 2025, and will be sent out within
the fiscal year going forward. This was sent out in
four languages (English, Vietnamese, Spanish, and
Chinese).
(MH OP #08) Sends a citywide “Flood Report”
brochure (Topics 1-9)
City of Morgan Hill Annually,
close to or
during the
start of the
rainy season
N/A The City of Morgan Hill mailed out citywide the “2025 Flood Report” in April 2025.
ATTACHMENT 2
4 Appendix A
CRS Creditable Outreach and Flood Response Projects by CRS Community Santa Clara County Multi-Jurisdictional PPI 2021
FY 2025 (Year 4) Outreach Projects Accomplishments by CRS Communities Audience 1 Message Outcome
Project(s) Proposed to
Support the Messages
(XX denotes Community acronym,
and Outreach Project #)
Assignment 2 Schedule 3 Stakeholder
FY 2025 (Year 4 of the 2021 PPI)
Outreach Projects Accomplishments
INPUT HERE ONLY
(MV OP #09) Sends “The View” citywide
newsletter, Winter version, includes information on
flood risk, flood safety, and the importance of
buying flood insurance (Topics 1-9)
City of Mountain
View
Fall
newsletter
edition
N/A Mountain View sent out “The View” for Fall/Winter
2024 with information on flood risk, flood safety, and
the importance of buying flood insurance (Topics 1-9)
(MV OP #10) Mails a utility bill insert to all resident and businesses that contains information on flood
risk, flood safety, and the importance of buying
flood insurance (Topics 9)
City of Mountain
View
Between July
- September
N/A Mountain View sent out Valley Water’s Get Flood
Ready flier as a utility billing insert to every City utility customer in Winter 2024/2025.
(PA OP #11) Sends the “Are You Ready for Winter
Storms?’ flier (aka utilities insert) to all residents
and businesses in the City, along with their utility
bills (Topics 1-9)
City of Palo Alto Each Fall N/A Palo Alto sent “Are You Ready for Winter Storms?” fliers to all residents and businesses along with their utility bills in September 2024. The social media ad
campaign (i.e. Facebook, Instagram, Nextdoor) was
also included in the utility bills that went out in
September 2024.
(PA OP #12) Sends out utility announcement,
“Anytime it can rain, it can flood. Don’t get caught
off-guard” (Topics 1, 2,3, 4, 5, 6, 7, & 9 – will pursue adding other topic)
City of Palo Alto Each
March/April
N/A Palo Alto sent a utility announcement as an
informational announcement on utility bills went out
in December 2024. Effective FY23, the City’s Public
Works Department shifted from the March/April time
frame of this announcement, to December each year.
(PA OP #13) The city distributes various flood
preparedness and safety documents, including
FEMA NFIP materials for public/policyholders
City of Palo Alto Year Round N/A Palo Alto distributed flood preparedness documents, including the emergency starters kit, during Earth
Day Event on 4/27/25 and MSC Open House on
7/27/2024 and also makes informational materials
available in our HQ lobby.
(SC OP #14) Mails out a citywide newsletter for
residents and businesses called “Inside Santa Clara”
(Topics 1-9)
City of Santa Clara Each fall N/A Santa Clara: The latest Inside Santa Clara issue was sent out in the biannual newsletter, with the flood
information provided in the Fall/Winter 2024 Edition
Educate our community on flood
protection and preparedness measures
Increase in ‘hits’ on Valley Water and
communities Flood Protection Resources
webpage
______________________
These website projects are credited under
Activity 350 – Flood Protection
Information, element c). Flood protection
website (WEB),
not credited under Activity 330
Note: To receive any WEB credit, the
community’s website must meet the
following criteria:
(VW OP #15) Flood Ready webpage: Flood & Safety,
Flood Protection Resources, includes floodplain and
countywide mailers
https://www.valleywater.org/bfloodready
Valley Water Year Round All Santa Clara
County CRS
Communities
Valley Water continues to maintain/update our Flood
Ready landing page to ensure content is relevant and
current and that there are no broken links.
At the March and May 2025 CRS Users Group/PPI
Committee Meetings, CRS communities were
reminded to review/update their respective flood
protection resources landing pages.
At the 5/14/25 CRS Users Group/PPI Committee
Meeting (agenda item 4), there was discussion
regarding Valley Water’s webpage redesign, including
updates to our Flood Ready landing page.
Megan Azralon (Valley Water, Public Information
Representative) provided an update on the Valley
Water website redesign, highlighting upcoming
ATTACHMENT 2
5 Appendix A
CRS Creditable Outreach and Flood Response Projects by CRS Community Santa Clara County Multi-Jurisdictional PPI 2021
FY 2025 (Year 4) Outreach Projects Accomplishments by CRS Communities Audience 1 Message Outcome
Project(s) Proposed to
Support the Messages
(XX denotes Community acronym,
and Outreach Project #)
Assignment 2 Schedule 3 Stakeholder
FY 2025 (Year 4 of the 2021 PPI)
Outreach Projects Accomplishments
INPUT HERE ONLY
The community must check the website’s
links at least monthly, and fix those that
are no longer accurate. At least annually,
the community must review the content to
ensure that it is still current and pertinent
improvements to make flood and emergency
information easier to find. She shared a preview of
the new homepage layout. Key features include a
reorganized menu, customizable highlight sections,
quick links, an interactive map for sandbag locations
and flood alerts, and integration of campaign visuals.
The updated design will improve accessibility and
user experience, with full language translation
support. Feedback on layout and content is welcome.
Our Flood Ready landing page includes all mailers
resulting from the FY25 Flood Awareness Campaign.
www.valleywater.org/FloodReady
Cupertino’s “Floodplain Management” webpage has
a link that redirects to Valley Water’s Flood Ready
landing page.
Gilroy’s “Flood Management” and “Emergency
Preparedness” web pages link to Valley Water’s Flood
ready landing page.
Los Altos’ “Floodplain Management Information”
web page links to Valley Water’s Flood Ready web
page.
Morgan Hill’s “Floodplain Management” landing page
redirects to Valley Water’s Flood Ready landing page.
Mountain View’s “Flood Protection and Insurance
Information” webpage links to Valley Water’s Flood
Ready web page.
Palo Alto’s “Flood Information and Winter Storm
Preparedness” webpage redirects to Valley Water’s
Flood Ready landing page.
City of Santa Clara’s “Flood Protection Information”
web page redirected to Valley Water’s Flood Ready
page.
All Santa Clara County communities flood protection
resource landing pages redirect to Valley Water’s
Flood Ready landing page.
ATTACHMENT 2
6 Appendix A
CRS Creditable Outreach and Flood Response Projects by CRS Community Santa Clara County Multi-Jurisdictional PPI 2021
FY 2025 (Year 4) Outreach Projects Accomplishments by CRS Communities Audience 1 Message Outcome
Project(s) Proposed to
Support the Messages
(XX denotes Community acronym,
and Outreach Project #)
Assignment 2 Schedule 3 Stakeholder
FY 2025 (Year 4 of the 2021 PPI)
Outreach Projects Accomplishments
INPUT HERE ONLY
(ALL OP #16) All communities’ website flood
protection resources webpage includes language
that contains the three additional PPI priority
messages noted below:
7. Develop an emergency plan
8. Download disaster apps
9. Understand shallow flooding risks––
don’t drive through standing water
(Above-noted numbering are listed in order of the
2021 PPI).
All Santa Clara
County
Communities
Year Round N/A Valley Water’s flood protection resources landing page includes the top 6 CRS priority topic messages,
as well as the 3 additional messages identified in the
2021 PPI (page 45). Reminders to verify that the
required language/links were on all community's
websites were discussed at both the 3/26/24 and
5/29/24 CRS Users Group/PPI Meetings.
Cupertino’s “Floodplain Management” webpage has
a link to Valley Water’s annual mailer which includes
the CRS 9 topics.
Gilroy’s “Emergency Preparedness”' webpage
redirects to Valley Water’s Flood Ready landing page,
‘9 Essential Tips to Get Flood Ready.’ Our Emergency
Preparedness page also includes topics 7, 8, and 9.
Morgan Hill’s “Flood Information, Floodplain
Management” webpage currently includes a link to
the “2025 Flood Report” that includes the CRS 9
topics.
Mountain View’s “Flood Protection and Insurance
Information” webpage has a link to Valley Water’s
annual mailer which includes the CRS 9 topics.
Palo Alto’s utility insert includes all three additional PPI priority messages, and the Flood Information and
Winter Storm Preparedness website has a link to the
utility insert which shows the three additional PPI.
City of Santa Clara’s “Flood Protection Information”
web page includes resources for preparedness.
(SCC OP #17) Hosts a “Storm and Flood Information
and Resources” webpage available for all residents
in the county, includes re-directing to
www.floodsmart.gov
https://www.sccgov.org/sites/opa/Pages/storm.as
px
Santa Clara County
Office of Public
Affairs
Year Round N/A Santa Clara County: No update available - non-CRS participating community
(SCC OP #18) Hosts a “Flood Safety Information”
webpage, includes re-directing to
www.valleywater.org/floodready
https://cpd.sccgov.org/flood-safety-information
Santa Clara County
Consumer
Protection Division
Year Round N/A Santa Clara County: No update available - non-CRS participating community
(SCC OP #19) Hosts a “Be a Prepared Community
Member” webpage that includes emergency
preparedness information
Santa Clara County
Office of Emergency
Management
Year Round N/A Santa Clara County: No update available - non-CRS participating community
ATTACHMENT 2
7 Appendix A
CRS Creditable Outreach and Flood Response Projects by CRS Community Santa Clara County Multi-Jurisdictional PPI 2021
FY 2025 (Year 4) Outreach Projects Accomplishments by CRS Communities Audience 1 Message Outcome
Project(s) Proposed to
Support the Messages
(XX denotes Community acronym,
and Outreach Project #)
Assignment 2 Schedule 3 Stakeholder
FY 2025 (Year 4 of the 2021 PPI)
Outreach Projects Accomplishments
INPUT HERE ONLY
https://emergencymanagement.sccgov.org/beprepared-community-member (SCC OP #20) Hosts a “People with Access and
Functional Needs (AFN)” webpage
https://emergencymanagement.sccgov.org/people
-access-and-functional-needs-afn
Santa Clara County
Office of Emergency
Management
Year Round N/A Santa Clara County: No update available - non-CRS participating community
(CUP OP#21) Hosts a “Citizen Preparedness”
webpage that includes emergency preparedness
information, includes re-directing to Valley Water’s
www.valleywater.org/floodready webpage
https://www.cupertino.org/residents/communityservices-programs/emergency-services/citizenpreparedness City of Cupertino
Office of Emergency
Services
Year Round N/A Cupertino has archived the “Citizen Preparedness” webpage and created a new “Floodplain
Management” webpage:
https://www.cupertino.gov/YourCity/Departments/Public-Works/PermittingDevelopment-Services/Floodplain-Management (GIL OP #22) The city hosts an “Emergency
Preparedness” webpage Emergency Preparedness
| Gilroy, CA - Official Website (cityofgilroy.org)
(listed in Appendix B)
City of Gilroy
Fire Department
Year Round N/A Gilroy continues to maintain an “Emergency Preparedness” webpage, including a link that
redirects to Valley Water’s Flood Ready landing page,
the National Weather Service webpage, Ready.gov,
FloodSmart.gov, and the City’s Flood Management
webpage. The Emergency Preparedness webpage is
reviewed once a month and updated as needed.
(LA OP #23) The city’s Public Works Department
hosts a ‘Flood Zone Information’ webpage on its
website (listed in Appendix B)
https://www.losaltosca.gov/publicworks/page/floo
d-zone-information
City of Los Altos
Public Works
Department
Year Round N/A Los Altos’ webpage is updated as needed. The webpage URL is:
https://www.losaltosca.gov/publicworks/page/flood
plain-management-information
(LAH OP #24) The town hosts a “Flood Information”
webpage on the town’s website. This webpage
includes information on the PPI nine topics,
including a supporting message. The webpage
redirects to the following key resource websites:
www.valleywater.org/floodready,
www.floodsmart.org, www.ready.gov, and
www.weather.gov
Town of Los Altos
Hills
Year Round N/A Town of Los Altos Hills: No update available - non-CRS participating community
(LG OP #25) The town’s website encourages
residents and businesses to purchase flood
insurance and redirects visitors to
www.floodsmart.gov
Town of Los Gatos Year Round N/A Town of Los Gatos: No update available - non-CRS participating community
ATTACHMENT 2
8 Appendix A
CRS Creditable Outreach and Flood Response Projects by CRS Community Santa Clara County Multi-Jurisdictional PPI 2021
FY 2025 (Year 4) Outreach Projects Accomplishments by CRS Communities Audience 1 Message Outcome
Project(s) Proposed to
Support the Messages
(XX denotes Community acronym,
and Outreach Project #)
Assignment 2 Schedule 3 Stakeholder
FY 2025 (Year 4 of the 2021 PPI)
Outreach Projects Accomplishments
INPUT HERE ONLY
(MIL OP #26) The city’s’ website has a “Flood
Information” webpage that contains information
on several of the PPI message topics; the webpage
also redirects to Valley Water, FEMA, NOAA,
www.floodsmart.gov, www.Ready.gov, and USGS
webpages
The city’s website also has a “Important Flood
Hazard Information” webpage that contains
information on several of the PPI message topics;
the webpage also redirects to Valley Water, FEMA,
NOAA, www.floodsmart.gov (listed in Appendix B)
https://www.ci.milpitas.ca.gov/milpitas/departmen
ts/engineering/flood-information/
City of Milpitas
Engineering
Department
Year Round N/A Milpitas: On-going.
Link: https://www.milpitas.gov/280/FloodInformation
(MH OP #27) The city’s website has a “Flood
Information, Floodplain Management” webpage
that contains city’s flooding information which
redirects to their Floodplain Management page and
includes a link to the city’s latest annual “Flood
Report.” The webpage redirects Valley Water’s
flood ready webpage and also contains FEMA flood
information http://www.morganhill.ca.gov/747/Flood-Information Floodplain Management | City of Morgan Hill, CA -
Official Website
City of Morgan Hill
Engineering Land
Development
Year Round N/A Morgan Hill’s “Flood Information, Floodplain Management” webpage includes a link to the “2025
Flood Report” brochure which was mailed out
citywide in April 2025.
(MH OP #28) The city’s website has an “Emergency
Preparedness’ webpage (listed in Appendix B)
http://www.morgan-hill.ca.gov/133/EmergencyPreparedness City of Morgan Hill
Police Department
Year Round N/A Morgan Hill continues to maintain its “Emergency Preparedness” landing page.
The Emergency Preparedness landing page promotes
“Do 1 Thing”, a 12-month program with a goal of
assisting the community to be better prepared for
emergencies and disasters. This information was also
included in the “Weekly 411” on 1/10/2025,
2/14/2025, 2/21/2025, 2/28/2025, and 3/7/2025.
(MV OP #29) Hosts a “Flood Protection and
Insurance Information” webpage on its website
(listed in Appendix B)
www.mountainview.gov/depts/pw/flood_protectio
n.asp
City of Mountain
View Public Works
Department
Year Round N/A City of Mountain View’s “Flood Protection and Insurance Information” web page includes resources
for preparedness and links to Valley Water’s
Floodplain Mailer.
(PA OP #30) Hosts a “Floodplain Management”
webpage (listed in Appendix B)
https://www.cityofpaloalto.org/gov/depts/pwd/sto
rmwater/floodzones.asp
City of Palo Alto
Public Works
Department
Year Round N/A Palo Alto continues to host the “Floodplain Management” webpage that has all relevant
information regarding flood plain management
topics.
(PA OP #31) Hosts a “Flood Safety Tips” webpage
www.cityofpaloalto.org/storms; flood_safe_11-
16.cdr (cityofpaloalto.org)
City of Palo Alto
Public Works
Department
Year Round N/A Palo Alto continues to host the “Flood Information and Winter Storm Preparedness Webpage” which has
ATTACHMENT 2
9 Appendix A
CRS Creditable Outreach and Flood Response Projects by CRS Community Santa Clara County Multi-Jurisdictional PPI 2021
FY 2025 (Year 4) Outreach Projects Accomplishments by CRS Communities Audience 1 Message Outcome
Project(s) Proposed to
Support the Messages
(XX denotes Community acronym,
and Outreach Project #)
Assignment 2 Schedule 3 Stakeholder
FY 2025 (Year 4 of the 2021 PPI)
Outreach Projects Accomplishments
INPUT HERE ONLY
links to the “Flood Safety Tips” flier under ‘Before the Storm Additional Information.’
(PA OP #32) Hosts a ‘Creek Monitor’ webpage
(listed in Appendix B)
https://www.cityofpaloalto.org/gov/depts/pwd/cre
ek_monitor/default.asp
City of Palo Alto
Public Works
Department
Year Round N/A Palo Alto continues to host the real time creek monitor webpage that warns residents of imminent
danger of flooding.
(PA OP #33) Hosts a “Flood Information and Winter
Storm Preparedness” web page which contains
useful information for flood readiness (listed in
Appendix B)
https://www.cityofpaloalto.org/services/public_saf
ety/flood_information_winter_storms/default.asp
City of Palo Alto
Office of Emergency
Services
Year Round N/A Palo Alto continues to host the “Flood Information and Winter Storm preparedness” website has useful
information on flood preparedness for before storm,
during storm and after storm.
(SJ OP #34) The city’s webpages includes a “Flood
Hazard Zones” webpage which includes
information of flood preparedness
https://www.sanjoseca.gov/yourgovernment/departments/publicworks/development-services/floodplainmanagement City of San Jose
Public Works,
Development
Services
Year Round N/A San Jose: Website includes flood zone and flood smart information. Updated link:
https://www.sanjoseca.gov/yourgovernment/departments-offices/publicworks/development-services/flood-hazard-zone (SC OP #35) The city’s “Flood Protection
Information” webpage contains valuable
information on flood related topics
https://www.santaclaraca.gov/ourcity/departments-g-z/publicworks/engineering/flood-protection (also listed in Appendix B)
City of Santa Clara Year Round N/A Santa Clara: Website is updated and maintains flood topic information
(SAR OP #36) The city’s website encourages
residents/businesses to purchase flood insurance
and redirects visitors to www.floodsmart.gov
City of Saratoga Year Round N/A Saratoga: No update available - non-CRS participating community
(SAR OP #37) The city has a “Staying Safe, Winter
Storms” webpage. They have also linked the city’s
Winter Storms webpage to Valley Water’s Flood
Ready webpage
https://www.saratoga.ca.us/218/Winter-Storms
City of Saratoga Year Round N/A Saratoga: No update available - non-CRS participating community
(SUN OP #38) The city has a “Flood Protection”
webpage Sunnyvale, CA - Flood Protection (listed
in Appendix B)
City of Sunnyvale Year Round N/A Sunnyvale: The City continues to maintain its flood protection website.
ATTACHMENT 2
10 Topics 1-9 and supporting messages
Flood Awareness Media Campaign, including social media
Educate our community on flood
protection and preparedness measures
(VW OP #39) Conducts a flood awareness media
campaign, reaching the community at large,
including our multilingual community. Many of the
Santa Clara County CRS Communities recognize
Valley Water’s Flood Awareness Campaign and link
it on their community’s flood information web page
and redirect to Valley Water’s Flood Ready
webpage (Topics 1-9)
Campaign features social media videos and
postings on various platforms
(i.e., Facebook, Twitter, Instagram, Nextdoor, etc.),
digital banners, newspaper advertorials, radio ads,
billboards, utility bill inserts for communities to
use, communities redirect to
ValleyWater.org/FloodReady and
television/mobile ads targeting residents who live
in flood-prone areas and multilingual ethnic
communities
Valley Water
Communications
Annually, for
the duration
of the rainy
season,
typically from
November to
April
All Santa Clara
County CRS
Communities
Valley Water's FY25 Flood Awareness Campaign
centered around the theme, "You Live in a
Flood Zone: Beware. Be Ready. Be Flood Safe."
The outreach utilized digital geo-targeting
technologies to effectively reach businesses and
residents within the flood zone. The primary
goals of the campaign were to raise awareness
about flood risks, encourage residents to sign
up for emergency alerts, and inform them on
how to obtain sandbags. Additionally, the
campaign highlighted our Surface Water Data
Portal, where residents can access the latest
information regarding local creek and reservoir
levels.
To enhance Valley Water’s community outreach
efforts, an educational paid advertising
campaign was implemented. Polling results
from the previous winter campaign informed
this advertising initiative, allowing us to better
understand our target audiences and their
levels of awareness.
The Flood Awareness Campaign ran for six
months, from October 2024 to March 2025, at a
total cost of $389,340. This campaign combined
outdoor and digital geo-targeted advertising,
supplemented by three direct multilingual
mailings sent to approximately 49,555 homes
and businesses located in or near high-risk flood
areas, as designated by the FEMA Special Flood
Hazard Area (SFHA).
See Attachment 3 of the FY25 Annual
Evaluation Report for flood awareness
campaign and post campaign survey details.
Los Altos included an insert provided by Valley
Water to all residents and businesses via a
refuse collection bill insert in November 2022
(non-residential) and January 2023 (residential).
Morgan Hill’s flood preparedness outreach
efforts for FY25 are listed below:
● August 6, 2024 - Hosted ‘National Night
Out.’ Flood preparedness information (red
‘Get Flood Ready’ tote bags which include
an emergency supply list) and emergency
starter kits were distributed to the public.
● October 18, 2024 - Announced California
Flood Preparedness Week (October 19 to
26, 2024) and included links to City and
ATTACHMENT 2
11 Appendix A
CRS Creditable Outreach and Flood Response Projects by CRS Community Santa Clara County Multi-Jurisdictional PPI 2021
FY 2025 (Year 4) Outreach Projects Accomplishments by CRS Communities Audience 1 Message Outcome
Project(s) Proposed to
Support the Messages
(XX denotes Community acronym,
and Outreach Project #)
Assignment 2 Schedule 3 Stakeholder
FY 2025 (Year 4 of the 2021 PPI)
Outreach Projects Accomplishments
INPUT HERE ONLY
State flood preparedness information in its
Weekly 411.
● November 29, 2024 - Included link to
Valley Water and Flood-Ready information
in its Weekly 411.
● December 20, 2024 - Included AlertSCC link
in its Weekly 411.
● January 2025, February 2025, and March
2025 - Included in its Weekly 411 a
reminder about the City’s “Ready
Together” Emergency Preparedness Series
that was presented to the public by the
City’s Office of Emergency Services
Coordinator and was held at Morgan Hill
Library.
● April 26, 2025 - Hosted Community Earth
Day Festival. Flood preparedness
information (red ‘Get Flood Ready’ tote
bags which include an emergency supply
list), emergency starter kits, and first aid
kits were distributed to the public. A copy
of the 2025 Flood Report was also posted
for public information.
● May 2, 2025 - Included a link to the 2025
Flood Report in its Weekly 411.
All Santa Clara County communities support
and promote Valley Water’s outreach projects.
ATTACHMENT 2
12 Appendix A
CRS Creditable Outreach and Flood Response Projects by CRS Community Santa Clara County Multi-Jurisdictional PPI 2021
FY 2025 (Year 4) Outreach Projects Accomplishments by CRS Communities Audience 1 Message Outcome
Project(s) Proposed to
Support the Messages
(XX denotes Community acronym,
and Outreach Project #)
Assignment 2 Schedule 3 Stakeholder
FY 2025 (Year 4 of the 2021 PPI)
Outreach Projects Accomplishments
INPUT HERE ONLY
(VW OP #40) As part of the flood awareness
campaign, a ‘Get Flood Ready, Social Media and
Web Resources Guide’ is provided to all
cities/county in Santa Clara County for their use as
part of their outreach efforts
Valley Water Upon the
completion of
the annual
FPM
All Santa Clara
County CRS
Communities
In mid-October 2024, Valley Water released the 'Be
Flood Safe' Social Media Toolkit for the 2024-2025
Flood Awareness Outreach Partner
(https://conta.cc/3AwdoXS). This toolkit was made
available for download to all partnering agencies,
including CRS communities. It featured digital and
social media banners and animations highlighting key
calls to action: know your risk, sign up for emergency
alerts, and find sandbags. Additionally, the toolkit
included multilingual graphics showcasing essential
tips and provided an option to request co-branded
bill inserts and postcards.
See Attachment 3 of the FY25 Annual Evaluation
Report for flood awareness campaign and post
campaign survey details.
Los Altos has included links to the flood awareness
campaign web resources in electronic newsletters
during the 2022/2023 flood season and on the city’s
website.
Morgan Hill’s Public Information utilizes Valley
Water’s Get Flood Ready social media and resources
as they deem applicable on any given period.
Mountain View’s “Flood Protection and Insurance
Information” webpage has links to Valley Water’s Get
Flood Ready webpage.
Palo Alto has Valley Water’s Flood Awareness
Campaign linked on the City’s Flood Information and
Winter Storm Preparedness website.
Santa Clara has Valley Water’s Flood Awareness
Campaign linked on the City’s Public Works,
Engineering, Flood Protection Information landing
page on their website.
All Santa Clara County communities flood protection
resource landing pages redirect to Valley Water’s
Flood Ready landing page.
(SCC OP #41) Shares Valley Water’s digital social
media resource links during the flood season. The
“Floods Follow Fires. Are you Ready?” and “Got
Sandbags” messages redirect to Valley Water’s
website. Messages are used on social media, short
Santa Clara County
Office of Emergency
Management
Year Round N/A Santa Clara County: No update available - non-CRS participating community
ATTACHMENT 2
13 Appendix A
CRS Creditable Outreach and Flood Response Projects by CRS Community Santa Clara County Multi-Jurisdictional PPI 2021
FY 2025 (Year 4) Outreach Projects Accomplishments by CRS Communities Audience 1 Message Outcome
Project(s) Proposed to
Support the Messages
(XX denotes Community acronym,
and Outreach Project #)
Assignment 2 Schedule 3 Stakeholder
FY 2025 (Year 4 of the 2021 PPI)
Outreach Projects Accomplishments
INPUT HERE ONLY
form newsletter, short form email, web, and
Nextdoor
(CUP OP #42) Recognizes the robust social media
campaign led by Valley Water and has linked the
city’s main flood preparation webpage to Valley
Water’s Flood Ready webpage
City of Cupertino Year Round N/A Cupertino continues to maintain the “Floodplain Management” webpage, including a link that
redirects to Valley Water’s Flood Ready webpage.
(GIL OP #43) The city recognizes Valley Water’s
Flood Awareness Campaign and has linked the
city’s main flood webpage to Valley Water’s Flood
Ready webpage
City of Gilroy Year Round N/A Gilroy: The “Emergency Preparedness” and Public Works “Flood Management” webpage both link to
Valley Water’s Flood Ready webpage.
(LAH OP #44) The town recognizes Valley Water’s
Flood Awareness Campaign and has linked the
town’s main flood webpage to Valley Water’s Flood
Ready webpage
Town of Los Altos
Hills
Year Round N/A Town of Los Altos Hills: No update available - non-CRS participating community
(LG OP #45) Recognizes Valley Water’s Flood
Awareness Campaign and has linked the Town’s
main flood webpage to Valley Water’s Flood Ready
webpage
Town of Los Gatos Year Round N/A Town of Los Gatos: No update available - non-CRS participating community
(MV OP #46) The city does a social media
notification about storm preparation for winter
storms ahead of time. The notification directs
residents to their “Flood Protection and Insurance
Information” webpage. The city has also linked the
city’s webpage to Valley Water’s Flood Ready
webpage
City of Mountain
View
Year Round N/A Mountain View shared several social media posts before, during and after the major rain events during
the winter. Posts included information on
preparation, forecasts for rain events and real time
updates on current flooding.
(SC FRP #47) City publishes social media posts, on
Facebook, Twitter, and other platforms, focused on
safety.
The city has prepared a pre-flood plan (FRP) for
public information projects that will be
implemented before, during, and after a
storm/flood, as well as identifying who is
responsible for posting these messages, what type
of events they apply to, what social media
platforms to post to and how often
City of Santa Clara
Office of Emergency
Services
During the
storm season
N/A Santa Clara: Information was posted on social media for flood awareness week led by City Streets Division.
(SJ OP #48) Recognizes Valley Water’s Flood
Awareness Campaign and has linked the city’s main
flood webpage to Valley Water’s Flood Ready
webpage. Keeps Valley Water’s floodplain mailer
static location at City Hall for residents to pick-up
and is also distributed at various events throughout
the year
City of San Jose Year Round N/A San Jose places Valley Water’s FPM at City Hall and their website redirects to Valley Water’s Flood Ready
webpage. The City recognizes and supports Valley
Water’s Flood Awareness Campaign.
(SAR OP #49) Recognizes Valley Water’s Flood
Awareness Campaign and has linked the city’s main
flood webpage to Valley Water’s Flood Ready
webpage
City of Saratoga Year Round N/A Saratoga: No update available - non-CRS participating community
ATTACHMENT 2
14 Appendix A
CRS Creditable Outreach and Flood Response Projects by CRS Community Santa Clara County Multi-Jurisdictional PPI 2021
FY 2025 (Year 4) Outreach Projects Accomplishments by CRS Communities Audience 1 Message Outcome
Project(s) Proposed to
Support the Messages
(XX denotes Community acronym,
and Outreach Project #)
Assignment 2 Schedule 3 Stakeholder
FY 2025 (Year 4 of the 2021 PPI)
Outreach Projects Accomplishments
INPUT HERE ONLY
(SAR OP #50) The city does a social media
notification about storm preparation for winter
storms ahead of time
City of Saratoga Year Round N/A Saratoga: No update available - non-CRS participating community
(SUN OP #51) The city actively posts flood safety
and preparedness messaging through social media
platforms (i.e., Facebook and Twitter)
City of Sunnyvale
Environmental
Services
During the
rainy season
(October –
March)
N/A Sunnyvale: City staff posted information to Facebook regarding keeping the storm drain clear to prevent
clogging.
Topics 1-9 and supporting messages
Community Events – Distribute flood preparedness
materials to the community
Educate our community on flood
protection and preparedness measures
Increase in ‘hits’ on Valley Water and
cities Flood Protection Resources pages
and improve Valley Water’s Flood
Campaign results
Residents less stress during emergencies
and better prepared before a flood event
(VW OP #52) Copies of Valley Water’s
multilanguage floodplain mailer is made available
to all Santa Clara County CRS Communities to
disseminate at various events, including keeping
the mailer static in lobby areas for visitors to pickup. Valley Water attends various communities’ events/fairs throughout the county and
disseminates flood readiness materials, including
various FEMA flood-related publications and Valley
Water flood ready materials (Topics 1– 9)
Valley Water Annually,
September -
May
All Santa Clara
County CRS
Communities
The below table reflects the quantities
requested/sent by/to the agencies. Copies of Valley
Water’s FPM were delivered in early January 2025.
Community Floodplain
Mailer
City of Cambell 25
City of Cupertino 50
City of Gilroy 25
City of Los Altos 50
Town of Los Altos Hills 25
Town of Los Gatos 25
City of Milpitas 50
City of Monte Sereno 25
City of Morgan Hill 150
City of Mountain View 25
City of Palo Alto 100
City of San Jose 50
City of Santa Clara 25
County of Santa Clara 25
City of Saratoga 25
City of Sunnyvale 25
Valley Water CRS Program 150
The FPM is posted on our website
https://online.flipbuilder.com/tkap/fbzo/
Cupertino distributes copies of Valley Water’s
Floodplain Mailer at various fairs/events and provides
additional copies for the public on display at City Hall.
Los Altos distributes copies of the Valley Water’s
Floodplain Mailer and postcards at City Hall and
Community Center buildings.
Mountain View distributes copies of Valley Water’s
Floodplain Mailer and postcards at City Hall and
during tabling events such as Earth Day.
Palo Alto distributes Valley Water’s multi-language
floodplain mailer during fairs during Earth Day event
and Palo Alto’s Open House every year.
Santa Clara: Fliers and additional information are
currently at city hall and public library.
ATTACHMENT 2
15 Appendix A
CRS Creditable Outreach and Flood Response Projects by CRS Community Santa Clara County Multi-Jurisdictional PPI 2021
FY 2025 (Year 4) Outreach Projects Accomplishments by CRS Communities Audience 1 Message Outcome
Project(s) Proposed to
Support the Messages
(XX denotes Community acronym,
and Outreach Project #)
Assignment 2 Schedule 3 Stakeholder
FY 2025 (Year 4 of the 2021 PPI)
Outreach Projects Accomplishments
INPUT HERE ONLY
All Santa Clara County communities support and
promote Valley Water’s outreach projects.
(CUP OP #53) Distributes flood readiness outreach
materials at various events/ facilities
City of Cupertino Year Round,
as needed
N/A Cupertino distributes copies of Valley Water’s
Floodplain Mailer and other promotional items
provided by Valley Water at various fairs/events and
provides additional copies of the mailer for the public on display at City Hall.
(GIL OP #54) Participates in two fair/events: Gilroy
Garlic Festival (GF) and city’s Public Works Week
Community Open House (PWWCOH)
City of Gilroy End of July
(GF)
Typically, in
May
(PWWCOH)
N/A Gilroy: There was no Garlic Festival (due to the
shooting at this festival in July 2019, the City has
postponed this event indefinitely), so no materials
were distributed at this event. However, on August,
2024, the City hosted National Night Out where flood
readiness materials were distributed.
Materials were also distributed during the PWWCOH
on May 22, 2025.
(LAH OP #55) Hosts two events - Earth Day (ED) and
the Town Picnic (TP)
Town of Los Altos
Hills
Annually,
Spring (ED)
and late
Summer (TP)
N/A Town of Los Altos Hills: No update available - non-CRS participating community
(MIL OP #56) Distributes FEMA flood-related
publications at various events
City of Milpitas Year Round N/A Milpitas: Ongoing. Distributed flood ready kits and information on “Earth Day” which was on
April 12, 2025.
(MV OP #57) The city participates Mountain View
Art & Wine Festival (MVA&WF) and Thursday Night
Live (TNL) and distributes flood preparedness
information
City of Mountain
View
Each
September
(MVA&WF)
Months of
June/July
(TNL)
Valley Water Mountain View attends various events such as Earth Day and Public Works Week and distributes flood
readiness fliers and handouts during these events.
(PA OP #58) Staff hosts a flood readiness table at
city’s annual Earth Day (ED) event and at the city
Municipal Corporation Open House (MCOH). Upon
request, the city also participates in other fairs and
promotes flood readiness, including Creekwise
mailer/brochure
City of Palo Alto Each April
(ED) and July
(MCOH)
Can vary
depending on
requests made to
City to support
fairs
Palo Alto hosted a flood readiness table at the Earth
Day Event on 4/27/25 and hosted a table at the City
Municipal Corporation Open House on
7/27/24(FY25).
(SJ OP #59) Staff hosts and participates in the
‘Building Permits and Home Safety Open House.’
The city’s also hosts ‘Pumpkins in the Park’ event
which Valley Water staff participates in and
promotes flood preparedness
City of San Jose Each May and
October
Valley Water San Jose hosts the annual Building and Home Safety Open House. This year’s open house was held on
5/22/25. The City also hosted “Pumpkins in the Park”
on 10/12/24. Valley Water hosted an information
booth and distributed flood preparedness
information on flood safety and emergency
preparedness materials, including Valley Water’s
annual floodplain mailer.
ATTACHMENT 2
16 Appendix A
CRS Creditable Outreach and Flood Response Projects by CRS Community Santa Clara County Multi-Jurisdictional PPI 2021
FY 2025 (Year 4) Outreach Projects Accomplishments by CRS Communities Audience 1 Message Outcome
Project(s) Proposed to
Support the Messages
(XX denotes Community acronym,
and Outreach Project #)
Assignment 2 Schedule 3 Stakeholder
FY 2025 (Year 4 of the 2021 PPI)
Outreach Projects Accomplishments
INPUT HERE ONLY
(SC OP #60) City hosts a flood readiness table at the
Art & Wine Festival. Valley Water also sponsors a
table at the festival promoting flood preparedness
and distributes various flood readiness materials to
the community
City of Santa Clara Each
September
N/A Santa Clara: Flood readiness table was set-up at Arts & Wine Festival September 2024. Flood promotional
packets and fliers provided by Valley Water were
distributed to visitors.
Topic 3: Protect people from the flood hazard
Message 3A - Put your 3-day emergency kit together
Message 3B - Follow evacuation orders
Message 3C – Learn the best route to high ground
Topic 9: Understand shallow flooding risks – don’t drive through standing water
Message 9A - Understand shallow flooding risks - don’t drive through standing water
FEMA’s message: “Turn Around Don't Drown®.”
Less damage due to the floods; improve
sandbag distribution
Fewer accidents and rescues
(SUN OP #61) City has permanent “Road May
Flood” street signs in areas of the City prone to
flooding and promotes the “Flood Zone Look Up”
featured on the city’s website
City of Sunnyvale Year Round N/A Sunnyvale: Ongoing. City staff still promote the use of the “Flood Zone Lookup.”
Topic 4: Protect your property from the flood hazard
Message 4A - Protect your property from the flood hazard Message 4B - Prepare your home
Message 4C - Sandbags can offer protection against a foot or less of floodwater
Message 4E - Get sandbags before a flood
Topic 5: Build responsibility
Message 5A - Build responsibly in floodplains
Message 5B - Comply with development requirements
Message 5C - Check with your local floodplain manager
before you build
Increase in inquiries on retrofitting
measures. Decrease the number of
repairs and elevations without permits.
Increase number of repairs with permits
Ensure people who are interested in
protecting their property from flooding
are getting the help they need
Keep families safe
(CUP OP #62) The city offers Flood Protection
Assistance, Property Protection Advice. Staff
provides in-person flood risk consultation at the
front counter and/or site visits when requested
City of Cupertino Year Round N/A Cupertino: Ongoing. The City maintains a log of FEMA-related requests.
(MIL OP # 63) The city offers Flood Protection
Assistance, Property Protection Advice and
provides in-person flood risk consultation at the
front counter
City of Milpitas Year Round N/A Milpitas: Ongoing. City maintains logs of FEMArelated requests. (SC OP #64) The city offers Flood Protection
Assistance, Property Protection Advice
City of Santa Clara Year Round N/A Santa Clara: On-going per requests to the city Topic 6: Protect natural floodplain functions
Message 6A -Keep creeks clean and flowing
Message 6B - Keep debris and trash out of our streams
Message 6C - Don’t pollute, dump, or drain anything in
creeks
Cleaner streams and fewer dumping
violations
Fewer debris blockages during highflow events
Drainage inspectors report fewer calls
and a decrease in the amount of trash
removed
(VW OP #65) “Do Not Dump”/illegal dumping
message is sent each year to all Santa Clara County
residents in Valley Water’s CWM and FPM
Valley Water
Communications
Each late
October or
November
(CWM)
Each
November/
December
(FPM)
All Santa Clara
County CRS
Communities
Valley Water’s FY25 FPM included the 'Do Not
Dump/Illegal to Dump' (Topic 7 - Keep creeks clean
and flowing, page 5) messaging. Additionally, Valley
Water’s website ‘Get Flood Ready Essential Tips’
landing page contains ‘Keep debris and trash out of
our streams,’ and the, dump, or drain anything in
creeks’ under the ‘Flood Safety Advice: Before a
Flood’ section., and our ‘Report Creek Blockages and
local street flooding’ promotes the do not
dump/illegal dumping message.
https://www.valleywater.org/flooding-safety/floodready https://www.valleywater.org/flooding-safety/floodready/flood-safety-advice https://www.valleywater.org/flooding-safety/floodready/report-creek-blockages-local-flooding Valley Water hosted Coastal Cleanup Day (CCD) on
ATTACHMENT 2
17 Appendix A
CRS Creditable Outreach and Flood Response Projects by CRS Community Santa Clara County Multi-Jurisdictional PPI 2021
FY 2025 (Year 4) Outreach Projects Accomplishments by CRS Communities Audience 1 Message Outcome
Project(s) Proposed to
Support the Messages
(XX denotes Community acronym,
and Outreach Project #)
Assignment 2 Schedule 3 Stakeholder
FY 2025 (Year 4 of the 2021 PPI)
Outreach Projects Accomplishments
INPUT HERE ONLY
September 21, 2024 (Preliminary Results: 45 sites;
930 Volunteers; 55.052 distance cleaned (miles);
27,838.76 weight of trash collected (rounded up to
the nearest pound); 4,876.05 weight of recyclables
collected (rounded up to the nearest pound); and
National River Cleanup Day (NRCD) on May 17, 2025
2025 National River Cleanup Day. (Preliminary
Results: 17,499 pounds of trash; 778 volunteers; 43
cleanup sites; 70 miles cleaned, 2,200 Volunteer
hours).
https://cleanacreek.org/past-results-2/
Several Santa Clara communities participate in these
clean-up events.
Cupertino’s “Floodplain Management” webpage has
a link to Valley Water’s Floodplain Mailer. The City
also includes the “Do Not Dump” messaging in The
Cupertino Scene’s annual flood preparedness article.
Morgan Hill includes this message in their annual
Flood Report. The 2025 Flood Report is posted on
the City’s “Floodplain Management” landing page.
Mountain View’s “Flood Protection and Insurance
Information” webpage has a link to Valley Water’s
Floodplain Mailer and notes who to call in the city to
report illegal dumping.
Palo Alto has Valley Water’s CWM and FPM linked on
the City’s Flood Information and Winter Storm
Preparedness website.
All Santa Clara County communities support and
promote Valley Water’s outreach projects.
(VW OP #66) “Do Not Dump” signs placed by
waterways/channels
Valley Water O&M Year Round N/A Valley Water’s Operations & Maintenance continues its practice of placing ‘Do Not Dump’ signs on
waterways/ channels.
All Santa Clara County communities support and
promote Valley Water’s outreach projects.
(VW OP #67) Lists Pollution Hotline number in all
Project Notices
Valley Water
Communications
Year Round N/A Valley Water’s website includes the pollution hotline number:
https://www.valleywater.org/flooding-safety/floodready ATTACHMENT 2
18 Appendix A
CRS Creditable Outreach and Flood Response Projects by CRS Community Santa Clara County Multi-Jurisdictional PPI 2021
FY 2025 (Year 4) Outreach Projects Accomplishments by CRS Communities Audience 1 Message Outcome
Project(s) Proposed to
Support the Messages
(XX denotes Community acronym,
and Outreach Project #)
Assignment 2 Schedule 3 Stakeholder
FY 2025 (Year 4 of the 2021 PPI)
Outreach Projects Accomplishments
INPUT HERE ONLY
https://www.valleywater.org/flooding-safety/floodready/report-creek-blockages-local-flooding All Santa Clara County communities support and
promote Valley Water’s outreach projects.
(SCC OP #68) Storm Drain Stenciling/Medallion
Program
Santa Clara County Year Round All Santa Clara
County CRS
Communities
Mountain View installs Stenciling/Medallion on all
catch basins and inlets in the public right of way.
Palo Alto installs Storm Drain Stenciling/Medallion on
all public right of way catch basin and inlets.
City of Santa Clara: Medallion installed on public
catch basins/inlets.
Santa Clara County: No update available - non-CRS
participating community.
(SUN OP #69) The city’s “Horizon” newsletter,
includes Do Not Dump messaging
City of Sunnyvale Annually, fall N/A Sunnyvale: The City still produces the Horizon newsletter and includes a “Do Not Dump” message. It
was published in fall 2024.
(ALL OP #70) Developments that are modifying or
constructing new catch basins/storm drains/inlets
are required, per the below-noted permits, to
stencil the “No Dumping! Flows to Bay.” In
addition, some of these cities require all bid
documents for capital projects which are modifying
or constructing new catch basins, and require the
contractors to install the same stencil. The program
is also highlighted on cities’ websites.
▪ South County municipalities are subject to the
statewide “Phase II” NPDES Permit
▪ North County municipalities are subject to the
SF Bay Municipal Regional Stormwater NPDES
Permit
All Year Round N/A Valley Water mark’s each inlet with a “No Dumping! Flows to Bay” message on Valley Water properties.
Cupertino requires all storm drain inlets to include a
medallion with “NO DUMPING - FLOWS TO
CREEK/BAY” for development projects.
Gilroy requires all new storm inlets and catch basins
to include a stencil or medallion with no dumping,
flows to creek/waterway language for development
projects.
Morgan Hill requires all storm drain inlets and catch
basins within the project area of development
applications to be stenciled with prohibitive language
(such as: “NO DUMPING – DRAINS TO CREEK”) and/or
graphical icons to discourage illegal dumping.
Mountain View requires all storm drain inlets to
include a medallion with “NO DUMPING - FLOWS TO
CREEK/BAY” for development projects.
Palo Alto requires all storm drain inlets to include a
medallion with “NO DUMPING-FLOWS TO
CREEK/BAY” for development projects.
City of Santa Clara provides and installs “No Dumping
Flows to Bay” medallions near each catch basin for
ATTACHMENT 2
19 Appendix A
CRS Creditable Outreach and Flood Response Projects by CRS Community Santa Clara County Multi-Jurisdictional PPI 2021
FY 2025 (Year 4) Outreach Projects Accomplishments by CRS Communities Audience 1 Message Outcome
Project(s) Proposed to
Support the Messages
(XX denotes Community acronym,
and Outreach Project #)
Assignment 2 Schedule 3 Stakeholder
FY 2025 (Year 4 of the 2021 PPI)
Outreach Projects Accomplishments
INPUT HERE ONLY
any new storm drain inlets constructed as part of a
project per the City specifications.
(CUP OP #71) The city’s annual flood notice in the
local newsletter, ‘The Cupertino Scene,’ contains
dumping is illegal messaging and how to report
City of Cupertino Annually,
October -
November
N/A Cupertino includes the “Do Not Dump” messaging in
The Cupertino Scene’s annual flood preparedness
article.
(CUP OP #72) Participates in clean-up events: the
annual National River Clean-up Day (NRCD) and
Coastal Clean-Up Day (CCD). They coordinate with
Valley Water on both these clean-up efforts. The
city also participates in Valley Water’s Adopt-aCreek Program City of Cupertino Each May
(NRCD) and
September
(CCD)
Volunteers
Valley Water
Stream
Stewardship
Cupertino participated in Coastal Clean-Up Day on
9/21/24 and National River Clean-Up Day on 5/17/25.
The City no longer participates in Valley Water’s
Adopt-a-Creek Program.
(LAH OP #73) The town participates in annual
clean-up events: National River Clean-up Day (each
May) and Coastal Clean-up Day (each September)
and coordinates volunteers. They coordinate with
Valley Water on both these clean-up efforts. The
town also participates in Valley Water’s Adopt-aCreek Program Town of Los Altos
Hills
Each May
(NRCD) and
September
(CCD)
Volunteers
Valley Water
Stream
Stewardship
Town of Los Altos Hills: No update available - non-CRS
participating community.
(MIL OP #74) “Flood Public Advisory” brochure
contains dumping is illegal messaging and how to
report
City of Milpitas Annually from
December to
January
N/A Milpitas: Utility bill inserts was sent to every address in Milpitas in May 2025, and will be sent out within
the fiscal year going forward. This was sent out in
four languages (English, Vietnamese, Spanish, and
Chinese).
(MIL OP #75) Participates in annual clean-up
events: National River Clean-up Day (NRCD) and
Coastal Clean-Up Day (CCD). They coordinate with
Valley Water on both these clean-up efforts. The
city also participates in Valley Water’s Adopt-aCreek Program City of Milpitas Each May
(NRCD) and
September
(CCD)
Volunteers
Valley Water
Stream
Stewardship
Milpitas: CCD was held on September 21, 2024.
NRCD was held on May 17, 2025.
(MH OP #76) “Flood Report” contains message on
keeping debris and trash out of streams – Do Not
Dump messaging
City of Morgan Hill Annually,
close to or
during the
start of the
rainy season
N/A Morgan Hill’s “2025 Flood Report” brochure contains the message “It’s illegal to dump debris and trash into our creeks.”
(PA OP #77) “Are You Ready for Winter Storms?”
utilities insert contains the Do Not Dump and
report illegal dumping messages
City of Palo Alto Each fall N/A Palo Alto includes Do Not Dump and Report Illegal Messages on City’s utility insert that was sent out in
September 2024.
(PA OP #78) Utility bill insert includes a ‘Utility
Announcement on Flood Safety Tips,’ including
Protect natural floodplains - keep rain gutters and
drainage channels free of debris
City of Palo Alto Annually,
March-April
N/A Palo Alto includes Protect Natural Floodplains-keep rain gutters and creeks free of debris messages on
flood safety tips sent as Utility Announcement and
the flier sent as an attachment on utility bills every
year.
ATTACHMENT 2
20 Appendix A
CRS Creditable Outreach and Flood Response Projects by CRS Community Santa Clara County Multi-Jurisdictional PPI 2021
FY 2025 (Year 4) Outreach Projects Accomplishments by CRS Communities Audience 1 Message Outcome
Project(s) Proposed to
Support the Messages
(XX denotes Community acronym,
and Outreach Project #)
Assignment 2 Schedule 3 Stakeholder
FY 2025 (Year 4 of the 2021 PPI)
Outreach Projects Accomplishments
INPUT HERE ONLY
(PA OP #79) Participates in annual clean-up events:
National River Clean-up Day (NRCD) and Coastal
Clean-Up Day (CCD). They coordinate with Valley
Water on both these clean-up efforts. Additionally,
the city participates in Valley Water’s Adopt-aCreek Program City of Palo Alto Each May
(NRCD) and
September
(CCD)
Volunteers
Valley Water
Stream
Stewardship
Palo Alto participates every year during National
River Clean-up Day on Matadero and Adobe Creek.
Palo Alto also participates in the multi-jurisdictional effort on creek clean-up of San Francisquito Creek.
(PA OP #80) Clean-ups of trash booms located in
Matadero Creek and Adobe Creek are done
annually on an as-needed basis. The city also
assesses its hot spots and cleans up the local
drainage system on an ongoing basis and part of its
operations and maintenance
City of Palo Alto Annually,
as needed
N/A Palo Alto City staff continue clean-ups of trash booms on Matadero Creek and Adobe Creek, assess hot
spots and clean ups on an ongoing basis on the entire
City’s storm drain network system.
(SUN OP #81) “Horizon” newsletter includes a
“Know How to Be FloodSafe” article that promotes
the Do Not Dump message
City of Sunnyvale Each October,
Fall Edition
N/A Sunnyvale: The City still includes a “flood Safe”
message in the fall Horizon. It was published in fall
2024.
Residents and
Businesses in the
Special Flood Hazard
Area (SFHA)
- Low Lying Areas, Along
Rivers and Creeks
- Coastal Communities at
Risk for Sea Level
Rise/Tsunamis
- Repetitive Loss (RL)
Areas
Topic 1: Know your flood hazard
Message 1A - Know your flood risk
Message 1B - Contact your floodplain manager to find out if your property is in a floodplain
Message 1C - Check if your home or business is in a Special Flood Hazard Area
Topic 2: Insure your property for your flood hazard
Message 2A - Get flood insurance ahead of time
Message 2B – Insure your property
Message 2C – There is a 30-day waiting period for the policy to take place
Topic 3: Protect people from the flood hazard
Message 3A - Put your 3-day emergency kit together
Message 3B - Follow evacuation orders
Message 3C – Learn the best route to high ground
Topic 4: Protect your property from the flood hazard
Message 4A - Protect your property from the flood hazard Message 4B - Prepare your home
Message 4C - Sandbags can offer protection against a foot or less of floodwater
Message 4E - Get sandbags before a flood
Topic 5: Build responsibility
Message 5A - Build responsibly in floodplains
Message 5B - Comply with development requirements
Message 5C - Check with your local floodplain manager
before you build
Topic 6: Protect natural floodplain functions
Message 6A -Keep creeks clean and flowing
Residents/businesses in the SFHA are
aware they’re in the SFHA and prepare
before floods
Increase in number of flood insurance
policies in the SFHAs and RLAs in the
county in general
Prospective buyers understand flood risks
Increase number of elevation certificates
on file, and structures repaired with
permits; decrease the number of
repetitive loss increase homes
Increase in the number of flood insurance
policies with contents coverage
(VW OP #82) Multi-language floodplain mailer
(FPM) to all residents and businesses within the
SFHA in Santa Clara County (Topics 1– 9)
Valley Water Each
November/
December
All Valley Water's Annual Floodplain Mailer (FPM) was
distributed in December 2024. This multi-language
mailer, available in English, Spanish, Chinese, and
Vietnamese, is titled "You Live in a Flood Zone:
Beware. Be Ready. Be Flood Safe." Link to Floodplain
Mailer
The FPM included QR codes, a magnet featuring
essential flood safety websites, a detachable
emergency phone list, and a centerfold that
highlighted our Surface Water Data Portal. One of the
QR codes directs residents to a site where they can
access the latest information about local creek and
reservoir water levels:
https://alert.valleywater.org/?p=map.
Hard copies of the FPM’s (quantities noted below, as
requested by the communities), postcards (in
November 2024) and trifolds (in mid-January 2025)
were also mailed to each city/County in and the FPM
was mailed in early January 2025 for their use,
including posting in their lobby or designated area(s)
Community FPM Postcard /
Trifold
City of Campbell 25 25/25
City of Cupertino 50 50/20
City of Gilory 25 25/25
City of Los Altos 50 100 / 20
Town of Los Altos Hills 25 150 /20
Town of Los Gatos 25 25/20
City of Milpitas 50 25/20
City of Monte Sereno 25 25/25
City of Morgan Hill 150 50/50
City of Mountain View 25 25/20
City of Palo Alto 100 25/20
ATTACHMENT 2
21 Appendix A
CRS Creditable Outreach and Flood Response Projects by CRS Community Santa Clara County Multi-Jurisdictional PPI 2021
FY 2025 (Year 4) Outreach Projects Accomplishments by CRS Communities Audience 1 Message Outcome
Project(s) Proposed to
Support the Messages
(XX denotes Community acronym,
and Outreach Project #)
Assignment 2 Schedule 3 Stakeholder
FY 2025 (Year 4 of the 2021 PPI)
Outreach Projects Accomplishments
INPUT HERE ONLY
Message 6B - Keep debris and trash out of our streams
Message 6C - Don’t pollute, dump, or drain anything in
creeks
Topic 7: Develop a Family Emergency Plan
Message 7A: Develop an emergency plan
Topic 8: Download disaster Apps
Message 8A - Download disaster emergency apps
Topic 9: Understand shallow flooding risks – don’t drive through standing water
Message 9A - Understand shallow flooding risks - don’t drive through standing water
FEMA’s message: “Turn Around Don't Drown®.”
City of San Jose 50 25/25
City of Santa Clara 25 25/25
County of Santa Clara 25 25/25
City of Saratoga 25 25/25
City of Sunnyvale 25 25/20
VW CRS Program 150 300/50
The FPM, postcards, and trifolds are all posted on
Valley Water’s website ‘Flood Ready’ landing page:
https://www.valleywater.org/flooding-safety/floodready Valley Water’s FPM was distributed throughout the
county at various events during the flood season, and
we kept copies in our HQ lobby area.
The City of Los Altos posted Valley Water’s FPM on
our flood protection website and we kept copies in
the city hall lobby.
The City of Cupertino posted Valley Water’s FPM on
our flood protection website and we kept copies in
the City Hall lobby.
All Santa Clara County communities support and
promote Valley Water’s outreach projects.
(CUP OP #83) Flood notice in the local newsletter,
The Cupertino Scene, which reaches residents and
businesses in the SFHA (Topics 1-9)
City of Cupertino Each October
or November
issue
N/A Cupertino published the annual flood preparation
article in the September 2024 issue of “The
Cupertino Scene”.
(LA OP #84) Letter, along with a “Are You Prepared
for a Flood in Your Neighborhood?” brochure to
property owners in the SFHA (Topics 1-8)
City of Los Altos Annually,
each fall
N/A Los Altos mailed letters to all SFHA property owners in October 2024.
(LAH OP #85) The town’s “Our Town” quarterly
newsletter includes information on flood
preparedness. The newsletter is mailed out townwide and is also available online on the town’s website (Topics TBD during cycle visit)
Town of Los Altos
Hills
Each fall N/A Town of Los Altos Hills: No update available - non-CRS participating community.
(MIL OP #86) “Flood Public Advisory” brochure to
residents and businesses within SFHA (Topics 1-6)
City of Milpitas Each
December or
January
N/A Milpitas: Utility bill inserts was sent to every address in Milpitas in May 2025, and will be sent out within
the fiscal year going forward. This was sent out in
four languages (English, Vietnamese, Spanish, and
Chinese).
(MH OP #87) Sends a citywide “Flood Report”
brochure, including to those in the SFHA (Topics 1-
9)
City of Morgan Hill Annually,
close to or
during the
start of the
rainy season
N/A Morgan Hill’s “2025 Flood Report” brochure was
mailed out citywide in April 2025.
ATTACHMENT 2
22 Appendix A
CRS Creditable Outreach and Flood Response Projects by CRS Community Santa Clara County Multi-Jurisdictional PPI 2021
FY 2025 (Year 4) Outreach Projects Accomplishments by CRS Communities Audience 1 Message Outcome
Project(s) Proposed to
Support the Messages
(XX denotes Community acronym,
and Outreach Project #)
Assignment 2 Schedule 3 Stakeholder
FY 2025 (Year 4 of the 2021 PPI)
Outreach Projects Accomplishments
INPUT HERE ONLY
(MV OP #88) Sends “The View” citywide
newsletter, Winter version, includes information on
flood risk, flood safety, and the importance of
buying flood insurance (Topics 1-9)
City of Mountain
View
Fall
newsletter
edition
N/A Mountain View sent out “The View” for Fall/Winter
2024 with information on flood risk, flood safety, and
the importance of buying flood insurance (Topics 1-9)
(MV OP #89) Mails a utility bill insert to all resident and businesses that contains information on flood
risk, flood safety, and the importance of buying
flood insurance (Topics 9)
City of Mountain
View
Between July
- September
N/A Mountain View sent out Valley Water’s Get Flood
Ready flier as a utility billing insert to every City utility customer in December 2024.
(PA OP #90) Sends the “Are You Ready for Winter
Storms?’ flier (aka utilities mailer) to all residents
and businesses in the city, including to those in the
SFHA, along with their utility bills (Topics 1-9)
City of Palo Alto Each fall N/A Palo Alto sent “Are you Ready for Winter Storms?” flier as utility inserts was sent out in
September 2024.
(PA OP #91) Sends out utility announcement,
“Anytime it can rain, it can flood. Don’t get caught
off-guard” (Topics 1, 2,3, 4, 5, 6, 7, & 9 – will pursue adding other topic)
City of Palo Alto Each
March/April
N/A Palo Alto sent flood safety tips as a utility
announcement in December 2024.
(SC OP #92) Mails out a citywide, including all
addresses in the SFHA, newsletter for residents and
businesses called “Inside Santa Clara” (Topics 1-9)
City of Santa Clara Each fall N/A Santa Clara: A utility bill insert mailed to residents in Spring of 2024. Flood information was also included
in the biannual Inside Santa Clara newsletter, in the
Fall/Winter 2024 Edition.
(SUN OP #93) Sends two (2) mailers and one (1)
“Horizon” newsletter article “Know How to Be
Flood Safe” that promotes flood safety and flood
preparedness messaging targeted to all residents
and businesses within the SFHA (Topics 2 and 4)
City of Sunnyvale Each fall
around
October
N/A Sunnyvale: The City still sends out mailers to targeted residents and a flood safe newsletter article. The
mailers were sent October (realtor) & November
(Utility inserts) 2024.
(SUN OP #94) Sends mailer to all those in the SFHA
(Topics 1-4, and 7)
City of Sunnyvale Each October N/A Sunnyvale: The City still sends out these mailers. The mailers were sent November 2024.
Topic 2: Insure your property for your flood hazard
Message 2A - Get flood insurance ahead of time
Message 2B – Insure your property
Message 2C – There is a 30-day waiting period for the policy to take place
Increase in number of flood insurance
policies in the SFHAs, RLAs, and in the
county in general
Prospective buyers understand flood risks
Increase in the number of flood insurance
policies with contents coverage
(SCC OP #95) Sends letters to the properties in the
unincorporated section in the areas of the county’s
mapped repetitive loss areas
Santa Clara County Annually,
each fall
N/A Santa Clara County: No update available - non-CRS
participating community.
(CUP OP #96) Continues to send a letter to former
repetitive loss properties
City of Cupertino Annually,
mid-year
N/A Cupertino continues to send out an annual letter to former repetitive loss properties.
(MH OP #97) Sends a notice to repetitive loss (RL)
areas as required by FEMA
City of Morgan Hill Annually,
each summer
N/A Morgan Hill will send letters to properties in the City’s mapped repetitive loss areas in June 2025.
(PA OP #98) Sends letters to the properties in the
city’s mapped repetitive loss areas, highlighting
flood safety tips
City of Palo Alto Annually,
typically
August -
September
N/A Palo Alto sent letters to properties in the City’s
mapped repetitive loss areas, highlighting flood
safety tips in August 2024.
(SJ OP #99) Sends letters to the properties in the
city’s mapped repetitive loss areas
City of San Jose Annually,
each typically
between
September -
December
N/A San Jose sent letters to general repetitive loss
property areas in March 2025.
ATTACHMENT 2
23 Appendix A
CRS Creditable Outreach and Flood Response Projects by CRS Community Santa Clara County Multi-Jurisdictional PPI 2021
FY 2025 (Year 4) Outreach Projects Accomplishments by CRS Communities Audience 1 Message Outcome
Project(s) Proposed to
Support the Messages
(XX denotes Community acronym,
and Outreach Project #)
Assignment 2 Schedule 3 Stakeholder
FY 2025 (Year 4 of the 2021 PPI)
Outreach Projects Accomplishments
INPUT HERE ONLY
Messengers to Other
Target Audiences
(Organizations &
Businesses Serving the
Community)
Topic 1: Know your flood hazard
Message 1A - Know your flood risk
Message 1B - Contact your floodplain manager to find out if your property is in a floodplain
Message 1C - Check if your home or business is in a Special Flood Hazard Area
Topic 2: Insure your property for your flood hazard
Message 2A - Get flood insurance ahead of time
Message 2B – Insure your property
Message 2C – There is a 30-day waiting period for the policy to take place
Topic 3: Protect people from the flood hazard
Message 3A - Put your 3-day emergency kit together
Message 3B - Follow evacuation orders
Message 3C – Learn the best route to high ground
Topic 4: Protect your property from the flood hazard
Message 4A - Protect your property from the flood hazard Message 4B - Prepare your home
Message 4C - Sandbags can offer protection against a foot or less of floodwater
Message 4E - Get sandbags before a flood
Topic 5: Build responsibility
Message 5A - Build responsibly in floodplains
Message 5B - Comply with development requirements
Message 5C - Check with your local floodplain manager
before you build
Topic 6: Protect natural floodplain functions
Message 6A -Keep creeks clean and flowing
Message 6B - Keep debris and trash out of our streams
Message 6C - Don’t pollute, dump, or drain anything in
creeks
Topic 7: Develop a Family Emergency Plan
Message 7A: Develop an emergency plan
Topic 8: Download disaster Apps
Message 8A - Download disaster emergency apps
Topic 9: Understand shallow flooding risks – don’t drive through standing water
Educate our community on flood
protection and preparedness measures by
working and coordinating with groups
who serve as messengers, to people who
are at risk of flooding, as they provide
their respective business service
(VW OP #100) Administers a “Let’s Talk Water”
Speakers Bureau Program that customizes
presentations to update groups on specific issues,
provide updates on Valley Water projects, including
flood protection projects and to educate residents
on existing flood risks as well as provide resources
and tips to be flood ready.
https://www.valleywater.org/learning-center/letstalk-water-speakers-bureau Valley Water
Communications
Unit
On a projectspecific basis
or as
requested
Could vary from
year-to-year
Kiwanis
Rotary Clubs
Homeowners and
Neighborhood
Associations
Forum Groups
Association of
Realtors
In FY25 (from June 2024 through June 2025), Valley
Water's ‘Let’s Talk Water Speakers Bureau Program’
reached the 11 organizations listed below. All
general presentations mention flood protection and
the need to ‘Get Flood Ready’ regardless of the
county’s drought status. They also include links to
Valley Water’s ‘Flood Ready’ information and
resources webpage (ValleyWater.org/floodready),
the hotline to call to report obstructions in creeks,
and flood preparedness collateral available for all inperson events.
Valley Water’s Speakers Bureau Program can
customize presentations to update community
groups on water-specific issues and provide updates
on projects in their area. The FY25 presentations
that included flood preparedness information are
listed below.
1. July 20, 2024 – Cottle to Lean Neighborhood
Association, San Jose
2. August 19, 2024 – Rotary Club of Milpitas
3. August 20, 2024 – Civic Club of San Jose
4. August 22, 2024 – Mountain View Senior
Center
5. October 9, 2024 – Cupertino Library
6. October 19, 2024 – Los Altos Rotary
7. February 19, 2025 – Cupertino Rotary
8. February 28, 2025 – Valley Water’s Water
Works Program (via Zoom)
9. March 3, 2025 – Leadership Morgan Hill
10. March 27, 2025 – Santa Teresa Catholic
Church, San Jose
11. April 23, 2025 – Willow Glenn Lions Club, San
Jose
(VW OP #101) Participates in booth duty support at
various events and fairs throughout the county,
including Valley Water Capital project meetings or
other events, as requested by various organizations
Valley Water Office
of Government
Relations
Annually.
During the
flood season
(starting in
September –
May)
All Santa Clara
County CRS
Communities
Valley Water staff made a concerted effort to actively
participate in community events, including
community festivals and emergency preparedness
affairs, particularly in communities and
neighborhoods in or near flood zones. In FY25 (from
September 2024 – May 2025), Valley Water and the
communities’ staff hosted 29 booths and distributed
flood preparedness information on flood safety and
ATTACHMENT 2
24 Appendix A
CRS Creditable Outreach and Flood Response Projects by CRS Community Santa Clara County Multi-Jurisdictional PPI 2021
FY 2025 (Year 4) Outreach Projects Accomplishments by CRS Communities Audience 1 Message Outcome
Project(s) Proposed to
Support the Messages
(XX denotes Community acronym,
and Outreach Project #)
Assignment 2 Schedule 3 Stakeholder
FY 2025 (Year 4 of the 2021 PPI)
Outreach Projects Accomplishments
INPUT HERE ONLY
Message 9A - Understand shallow flooding risks - don’t drive through standing water
FEMA’s message: “Turn Around Don't Drown®.”
emergency preparedness materials, including Valley
Water’s annual FPM. Those events are listed below:
1. Mountain View Art & Wine Festival – 9/7 –
9/8/24
2. Vovinam Viet Vo Dao 33rd Annual Moon Festival
– 9/14/24
3. Rotary Club Silicon Valley Fall Festival – 9/14/24
4. City of Campbell State of the City – 9/18/24
5. County Parks La Fuente Celebration, San Jose,
CA – 9/21/24
6. Picnic by the Lake Multicultural Festival and
Resource Fair, San Jose, CA – 9/28/24
7. Friends of Steven Creek Trail’s Trailblazer Race –
9/29/24
8. Supervisor Lee’s Day on the Bay, Alviso, CA –
10/5/24
9. City of Saratoga State of the City Address –
10/5/24
10. Santa Clara County Parks 2024 Fall Festival at
Martial Cottle Park 10/5/24
11. Pumpkins in the Park, San Jose, CA – 10/12/24
12. South Asian Cultural Association of Sunnyvale’s
Diwali Festival – 10/26/24
13. Councilmember Candelas’ Family Fall Festival –
10/26/24
14. ASCE Annual Student Scholarship – 11/14/24
15. Chopsticks Alley Tea Ceremony – 12/6/24
16. Santa Visits Alviso Foundation Drive – 12/7/24
17. VHF Swearing in Ceremony and Celebration for
Betty Duong – 1/10/25
ATTACHMENT 2
25 Appendix A
CRS Creditable Outreach and Flood Response Projects by CRS Community Santa Clara County Multi-Jurisdictional PPI 2021
FY 2025 (Year 4) Outreach Projects Accomplishments by CRS Communities Audience 1 Message Outcome
Project(s) Proposed to
Support the Messages
(XX denotes Community acronym,
and Outreach Project #)
Assignment 2 Schedule 3 Stakeholder
FY 2025 (Year 4 of the 2021 PPI)
Outreach Projects Accomplishments
INPUT HERE ONLY
18. VAR Lunar New Year Festival 1/25 – 1/26/25
19. San Jose Chapter of the Links’ Emergency
Preparedness Workshop – 2/1/25
20. City of San Jose District 1 Black History Month
Flag Raising – 2/7/25
21. CEEF & CUSD Run for Great Schools 5k and Fun
Run – 3/29/25
22. AAUW 42nd Wildflower Run 3/30/25
23. Cupertino Earth & Arbor Day – 4/5/25
24. Mt. Pleasant Neighborhood Association
Emergency Resource Fair – 4/5/25
25. San Jose Clean Energy’s EV Ride & Drive +
EcoHome Expo – 4/12/25
26. Evergreen Valley College EVC Community Day –
4/26/25
27. Morgan Hill Community Earth Day Festival –
4/26/25
28. Berryessa Art Festival – 5/10/25
29. Morgan Hill Mushroom Festival – 5/24 –
5/25/25
All Santa Clara County communities support and
promote Valley Water’s outreach projects.
ATTACHMENT 2
26 Appendix A
CRS Creditable Outreach and Flood Response Projects by CRS Community Santa Clara County Multi-Jurisdictional PPI 2021
FY 2025 (Year 4) Outreach Projects Accomplishments by CRS Communities Audience 1 Message Outcome
Project(s) Proposed to
Support the Messages
(XX denotes Community acronym,
and Outreach Project #)
Assignment 2 Schedule 3 Stakeholder
FY 2025 (Year 4 of the 2021 PPI)
Outreach Projects Accomplishments
INPUT HERE ONLY
(VW OP #102) Partner with local Second Harvest
Food Bank with distributing FEMA and Valley Water
flood preparedness materials, including
promotional item(s) as available
Valley Water CRS
Program
In October
(during
CFPW)
Second Harvest
Food Bank of
Silicon Valley
On November 13, 2024, staff participated in a flood
preparedness press conference held at Valley Water’s
Winfield Sandbag Distribution site in San José. The
press conference was a joint news event with the City
of San José, the County of Santa Clara, and the
National Weather Service. The event featured
speakers from Valley Water and participating
agencies, a sandbagging demonstration, and an
emergency kit assembly table, which included flood
readiness materials.
On December 7, 2024, the Organization for Latino
Affairs (OLA), a Valley Water employee resource
group, provided emergency starter kits at the Santa
Visits Alviso Foundation event in San José. English
and Spanish flood preparedness informational
material and giveaways were provided to
approximately 600 attendees.
On February 12, 2025, Valley Water hosted the
Standard Grants Program Open House event at Valley
Water. A ‘Get Flood Ready’ information table was set
up, and flood preparedness materials were shared
with the participants. Vice Chair Santos welcomed
the 41 prospective applicants with opening remarks.
This in-person event featured workshops to help
applicants navigate the grant process, opportunities
to connect with grants staff, and networking with
local organizations. The event received
overwhelmingly positive reviews, with 100% of
survey participants stating they were satisfied with
the workshops and event.
On February 1, 2025, CRS hosted a "Get Flood Ready"
booth at The Links, Incorporated's “Emergency
Preparedness: Safety Now, Peace Later” event at the
African American Community Service Agency in San
José. There were approximately 80 attendees.
ATTACHMENT 2
27 Appendix A
CRS Creditable Outreach and Flood Response Projects by CRS Community Santa Clara County Multi-Jurisdictional PPI 2021
FY 2025 (Year 4) Outreach Projects Accomplishments by CRS Communities Audience 1 Message Outcome
Project(s) Proposed to
Support the Messages
(XX denotes Community acronym,
and Outreach Project #)
Assignment 2 Schedule 3 Stakeholder
FY 2025 (Year 4 of the 2021 PPI)
Outreach Projects Accomplishments
INPUT HERE ONLY
(ALL OP #103) Other New Initiatives (as noted in the
PPI document)
1. Continue and expand the standardized flood
message prepared for each community to
include flood messages in utility bills each year,
including PG&E.
2. Expand on partnerships with local chambers of
commerce to disseminate and share flood
preparedness information.
3. Expand on outreach to the Asian and Latino
communities who live in flood prone areas.
4. Expand on outreach to “hot spot” flood prone
areas by hosting on-site or virtual events.
5. Expand on reaching local homeowners
associations (HOA)s and apartment associations
(i.e. Executive Council of Homeowners [ECHO])
6. Expand on reaching residents in marginal and
low-income communities through partnering
with organizations that reach these
communities. (i.e. Second Harvest Food Bank
and others)
7. Communities could pursue FEMA Matching
Funds Grants for severe Repetitive Loss Areas.
8. Review and expand other public information
activities, such as Flood Protection Assistance
(Activity 360) and Flood Insurance Promotion
(Activity 370).
9. Develop a region-wide Flood Response
Preparations (FRP) messaging plan.
All TBD TBD The Santa Clara County CRS Group/PPI Committee, included the ‘Other New Initiatives’ topic for
discussion at the March 26, 2025. See Section V. SC
County CRS Users Group/PPIM Committee Meetings -
Monitoring and Evaluating the 2021 PPI in the FY25
Annual Evaluation Report (Attachment 6).
3/26/26 Meeting, Item #5: Review 2021 PPI “Other
New Initiatives” discussion was as follows:
These initiatives were suggested to be re-evaluated
as part of the next PPI update to include only realistic initiatives to reduce the reporting requirements. As
part of the update, the committee can discuss how
best to word the initiatives to allow flexibility and
creativity without being locked into specific
commitments.
These initiatives do not improve our Activity 330
scores since most communities are already maxed
out on the activity.
(CUP OP #104) The city provides a Winter
Preparedness notification informing contractors
that during the winter season, they need to
winterize their project(s) site as certain soil
disturbance activities are not allowed during the
rainy season
City of Cupertino On a projectspecific basisVarious
contractors
Cupertino continues to prepare and mail the rainy
season letters every year to applicable projects.
These letters were mailed in mid-August 2024.
(MIL OP#105) On a project-specific basis, the city
provides contractors a Winter Preparedness
notification that informs them that during the
winter season, they need to winterize their
project(s) site. Certain soil disturbance activities are not allowed during the rainy season
City of Milpitas On a projectspecific basisVarious
contractors
Milpitas: On-going. The City of Milpitas sends out
winterization notices to larger development projects.
Topic 2: Insure your property for your flood hazard
Message 2A - Get flood insurance ahead of time
Message 2B – Insure your property
Message 2C – There is a 30-day waiting period for the policy to take place
Increase in number of flood insurance
policies in the SFHAs and in the county in
general
Prospective buyers understand flood risks
(MH OP #106) The city mails out a newsletter, “Ask
Before You Buy: Know Your Flood Risk!” to local
real estate agents which are provided to
homebuyers to help determine the flood risk of the
property being purchased (listed in Appendix B)
City of Morgan Hill During or
prior to the
rainy season
Real Estate
Agencies/Agent
Morgan Hill will be sending the brochure to real
estate agents in June 2025.
ATTACHMENT 2
28 Appendix A
CRS Creditable Outreach and Flood Response Projects by CRS Community Santa Clara County Multi-Jurisdictional PPI 2021
FY 2025 (Year 4) Outreach Projects Accomplishments by CRS Communities Audience 1 Message Outcome
Project(s) Proposed to
Support the Messages
(XX denotes Community acronym,
and Outreach Project #)
Assignment 2 Schedule 3 Stakeholder
FY 2025 (Year 4 of the 2021 PPI)
Outreach Projects Accomplishments
INPUT HERE ONLY
These projects are credited under Activity
340 (DFH and REB) – Additional credit is
provided if the PPI states that real estate
agents should (or have agreed to) advise
house hunters about the flood hazard and
that real estate agents give house hunters
a REB brochure
(PA OP #107) Sends out letters to real estate
agencies informing them of their responsibility to
identify flood hazard areas and to take advantage
of the Flood Zone Lookup on the city’s website
City of Palo Alto Annually,
beginning of
flood season
(September/
October)
Real Estate
Agencies/Agent
Palo Alto sent letters to real estate agencies
informing of their responsibility to identify flood
hazard areas in August 2024.
(SJ OP #108) Sends out letters to real estate and
insurance agencies and lenders, informing them of
their responsibility to identify flood hazard areas
and to take advantage of the Flood Zone Lookup on
the city’s website on the “Flood Hazard Zones
webpage and advises to contact the city for map
reading services and elevation certificates on file
City of San Jose At the
beginning of
the flood
season
(September –
December)
Real Estate
Agencies/Agent
San Jose emailed letters to real estate, insurance
agencies and lenders in January 2025.
(SUN OP #109) Sends mailer/postcard targeted to
real estate agents informing them of the client’s
responsibility for identification and purchase of
flood insurance and the availability of the
automatic 15% discount
City of Sunnyvale Each October Real Estate
Agencies/Agents
Sunnyvale: The City sent the mailers to real estate
agents October 2024.
ATTACHMENT 2
1 of 7
Santa Clara Valley Water District
FY25 Flood Awareness Campaign
Valley Water's FY25 Flood Awareness Campaign centered around the theme, "You Live in a Flood Zone: Beware.
Be Ready. Be Flood Safe." The outreach utilized digital geo-targeting technologies to effectively reach businesses and residents within the flood zone. The primary goals of the campaign were to raise awareness about flood risks, encourage residents to sign up for emergency alerts, and inform them on how to obtain sandbags.
Additionally, the campaign highlighted our Surface Water Data Portal, where residents can access the latest information regarding local creek and reservoir levels.
To enhance Valley Water’s community outreach efforts, an educational paid advertising campaign was implemented. Polling results from the previous winter campaign informed this advertising initiative, allowing us to better understand our target audiences and their levels of awareness.
The Flood Awareness Campaign ran for six months, from October 2024 to March 2025, at a total cost of $389,340. This campaign combined outdoor and digital geo-targeted advertising, supplemented by three direct multilingual mailings sent to approximately 49,555 homes and businesses located in or near high-risk flood areas, as designated by the FEMA Special Flood Hazard Area (SFHA).
Targeted Mailings
1. FLOOD CAMPAIGN ANNUAL FLOODPLAIN MAILER
Valley Water's Annual Floodplain Mailer (FPM) was distributed in December 2024. This multi-language mailer, available in English, Spanish, Chinese, and Vietnamese, is titled "You Live in a Flood Zone: Beware. Be Ready. Be Flood Safe."
The FPM included QR codes, a magnet featuring essential flood safety websites, a detachable emergency phone list, and a centerfold that highlighted our Surface Water Data Portal. One of the QR codes directs residents to a site where they can access the latest information about local creek and reservoir water levels:
https://alert.valleywater.org/?p=map.
Link to Floodplain Mailer
ATTACHMENT 3
2 of 7
2. FLOOD TIPS POSTCARD MAILER
'Beware. Be ready. Be Flood Safe.' Extreme Weather multilingual postcards were produced and distributed to 49,555 properties in the FEMA SFHA in November 2024. These postcards included the nine CRS topics, supporting messages, and links to various flood readiness and preparedness web pages.
Link to Tips Postcard
3. FLOOD TRI-FOLD BROCHURE
In January 2024, we mailed out the trifold guide titled “You Live in a Flood Zone: Beware, Be Ready, Be Flood Safe.” This multilingual resource outlines actions residents can take to protect their lives and property before, during, and after a flood. Additionally, it includes a QR code that directs readers to valleywater.org/floodready for more tips and tools on flood preparedness.
Link to Trifold
ATTACHMENT 3
3 of 7
4. TARGETED OUTDOOR ADVERTISING
The 2024-25 outreach campaign included outdoor banners displayed at ten locations identified as high-risk areas for flooding. Additionally, advertisements in English, Spanish, and Vietnamese were featured on 24 public buses operating in regions deemed "hot spots" for flooding.
5. ETHNIC COMMUNITY OUTREACH
Outreach efforts to multilingual communities included advertisements in local newspapers in Spanish, Chinese, and Vietnamese and television ads in Chinese.
6. FY25 COUNTYWIDE MAILER
Effective the FY25 flood season (starting in October 2024), Valley Water no longer produced a Countywide Mailer (CWM) for flood messaging. On January 14, 2025, during Valley Water’s CRS five-year cycle visit, Valley Water informed the ISO CRS Specialist, Marlene Jacobs, about this change. We explained that in place of the CWM, Valley Water distributed two additional targeted mailers to residents and businesses located in the FEMA-designated Special Flood Hazard Area (SFHA). Both hard and soft copies of these mailers were provided to all Santa Clara County cities and the county.
The Flood Tips Postcard included all nine topic messages identified in the 2021 Multi-Jurisdictional Program for Public Information (PPI): https://s3.us-west-1.amazonaws.com/valleywater.org.us-west-1/s3fs-public/VWFlood%20Postcard-Vertical-bleed-CMYK-Outlined-Final.pdf.
Flood Trifold includes six PPI topic messages: https://online.flipbuilder.com/tkap/vbsr/ CRS Community Resources
All Santa Clara County cities and County Public Works and Planning Departments received hard copies of Valley Water’s flood protection materials: FPM, flood postcard, and flood trifold. The table below shows the number of copies requested by and provided to each community.
Public Agency
Annual Floodplain
Mailer (FPM) Postcard
Trifold
Mailed on 1/16/25 FPM mailed on 1/6/25
Postcard mailed on 11/22/24
City of Campbell 25 25 25
City of Cupertino 50 50 20
City of Gilroy 25 25 25
City of Los Altos 50 100 20
Town of Los Altos Hills 25 150 20
City of Los Gatos 25 25 20
City of Milpitas 50 25 20
ATTACHMENT 3
4 of 7
City of Monte Sereno 25 25 25
City of Morgan Hill 150 50 50
City of Mountain View 25 25 20
City of Palo Alto 100 25 20
City of San Jose 50 25 25
City of Santa Clara 25 25 25
County of Santa Clara 25 25 25
City of Saratoga 25 25 25
City of Sunnyvale 25 25 20
VW CRS Program 150 300 50
During the CRS Users Group and PPI Committee Meetings on March 26, 2025, and May 14, 2025, all cities and the county were reminded to ensure their respective internet web pages and flood protection resource landing pages redirected visitors to ValleyWater.org/floodready.org, Floodsmart.gov, and Ready.gov.
Flood Protection Partner Toolkit
In mid-October 2024, Valley Water released the 'Be Flood Safe' Social Media Toolkit for the 2024-2025 Flood Awareness Outreach Partner (https://conta.cc/3AwdoXS). This toolkit was made available for download to all partnering agencies, including CRS communities. It featured digital and social media banners and animations highlighting key calls to action: know your risk, sign up for emergency alerts, and find sandbags. Additionally, the toolkit included multilingual graphics showcasing essential tips and provided an option to request co-branded bill inserts and postcards.
ATTACHMENT 3
5 of 7
ATTACHMENT 3
6 of 7
Valley Water HQ Lobby Displaying FY25 Flood Readiness Materials ATTACHMENT 3
7 of 7
│
Valley Water HQ Lobby Displaying FY25 Flood Readiness Materials Valley Water FY25 Flood Awareness Campaign
See the attached National Association of Flood and Stormwater Management Agencies (NAFSMA) Excellence in Communication campaign submission.
FY 25 Flood Postcard
FY 25 Flood Trifold
Emergency
Contact Cards
FY 25 Floodplain Mailer
ATTACHMENT 3
You Live in a Flood Zone:
Beware. Be Ready. Be Flood Safe.
Valley Water • NAFSMA Excellence in Communications Award Submission • Public Awareness of Flooding • 1 Valley Water
NAFSMA Excellence in Communications
Award Submission:
Public Awareness of Flooding
ATTACHMENT 3
Valley Water • NAFSMA Excellence in Communications Award Submission • Public Awareness of Flooding • 2 Our climate is changing. Extreme weather is the new normal.
As we have learned from flooding disasters throughout the region, it is essential to prepare for emergencies, as the weather can be unpredictable. That’s why Valley Water works year-round on capital improvement projects to reduce the risk of flooding. Our crews are also at work before, during, and after storm emergencies to keep the community safe from flooding.
For over twenty years, Valley Water has sought to educate Santa Clara County residents about existing flood risks and provide resources and tips to help residents be flood safe.
Our efforts to reduce flood risks and outreach support local partners that participate in the FEMA Community Rating
System (CRS). The CRS is a voluntary incentive program that recognizes and encourages community floodplain management practices that exceed the minimum requirements of the
National Flood Insurance Program.
These activities can earn CRS-participating communities credit to reduce National Flood Insurance Program premiums.
ATTACHMENT 3
Valley Water • NAFSMA Excellence in Communications Award Submission • Public Awareness of Flooding • 3 Campaign Overview
Valley Water’s 2024-2025 Flood Awareness Campaign
effectively educated and engaged residents in Santa
Clara County about the risks of flooding, emphasizing the importance of proactive preparation and access to vital safety resources. The campaign leveraged cutting-edge technologies like digital geo-targeting and multilingual outreach, blending traditional strategies with innovative solutions to connect with communities at risk of flooding.
GOALS
AWARENESS:
Educate residents in FEMA-designated Special Flood
Hazard Areas (SFHAs) about their flood risks and mitigation strategies.
PREPAREDNESS:
Empower residents to take preventative actions, including knowing their flood risk, signing up for emergency alerts, and knowing where to find free sandbags.
ACCESS:
Provide multilingual resources and technologies to connect diverse communities with flood safety information, including the innovative Valley Water’s Surface Water Data Portal. When extreme weather strikes, residents can know if their home is at risk of flooding by visiting alert.valleywater.org for the latest information on local creeks and reservoir water levels.
ATTACHMENT 3
Valley Water • NAFSMA Excellence in Communications Award Submission • Public Awareness of Flooding • 4
KEY STRATEGIES AND EXECUTION
LOCALIZED DIRECT MAIL CAMPAIGN
Distributed multilingual resources (English, Spanish, Chinese, and Vietnamese) via three targeted mailings to 49,555 properties in SFHAs.
Materials included detachable emergency phone lists, magnets with essential flood safety websites, and QR codes linking to resources like the Surface Water Data Portal.
Click here to view flood mailer.
Click here to view trifold.
Click here to view postcard.
ATTACHMENT 3
KEY STRATEGIES AND EXECUTION
DIGITAL AND GEO-TARGETED ADVERTISING
Deployed multilingual animated ads and social media videos to IP addresses in high-risk areas, encouraging sign-ups for emergency alerts and promoting flood readiness tips. Ads were coordinated with National Weather Service notifications to ensure the timely delivery of information.
Valley Water • NAFSMA Excellence in Communications Award Submission • Public Awareness of Flooding • 5 ATTACHMENT 3
KEY STRATEGIES AND EXECUTION
OUTDOOR ADVERTISING
Banners and bus advertisements in English, Spanish and Vietnamese were placed in flood-prone locations to maximize visibility.
Valley Water • NAFSMA Excellence in Communications Award Submission • Public Awareness of Flooding • 6 ATTACHMENT 3
KEY STRATEGIES AND EXECUTION
MEDIA OUTREACH
Public partnerships led to a joint press conference
emphasizing the importance of winter flood preparation.
Valley Water, the Mayor of the City of San José, and the National Weather Service urged the community to prepare for winter storms during a news conference held at a sandbag distribution center in San José. The event featured a full-size interactive sandbagging display and an emergency kit assembly table. All major local news outlets covered the news event, amplifying our preparedness messaging through print media, radio, and television.
Valley Water • NAFSMA Excellence in Communications Award Submission • Public Awareness of Flooding • 7 Click here to view livestream video and photos of the press conference.
ATTACHMENT 3
KEY STRATEGIES AND EXECUTION
COMMUNITY ENGAGEMENT TOOLKIT
Partnered with agencies to distribute the “Be Flood Safe” Social Media Toolkit, featuring multilingual banners, animations, and tips co-branded with local CRS communities. A toolkit was distributed to over 60 community entities in areas considered at high-risk of flooding.
Valley Water • NAFSMA Excellence in Communications Award Submission • Public Awareness of Flooding • 8 ATTACHMENT 3
KEY STRATEGIES AND EXECUTION
CULTURAL INCLUSIVITY
Ethnic community outreach included targeted ads in Spanish, Chinese, and Vietnamese newspapers and TV channels.
Valley Water • NAFSMA Excellence in Communications Award Submission • Public Awareness of Flooding • 9 ATTACHMENT 3
Innovations
The campaign leveraged geo-targeting technology to localize messaging, while the Surface Water Data Portal offered residents real-time information about creek and reservoir levels. New animations visualized flood preparedness actions in a culturally relevant and engaging manner.
Valley Water • NAFSMA Excellence in Communications Award Submission • Public Awareness of Flooding • 10 ATTACHMENT 3
56.5%
GOOD
13.5%
POOR
20.3%
FAIR
9.6%
UNSURE
Valley Water • NAFSMA Excellence in Communications Award Submission • Public Awareness of Flooding • 11 RESULTS AND impact
OUTREACH SUCCESS:
The campaign successfully generated 37 million impressions and 43,000 visits to valleywater.org/floodready.
Our annual post-campaign survey of 400 residents in
flood-prone areas, conducted by Probolsky Polling, found the following results:
50% of the surveyed residents recalled receiving flood safety information via mail.
59% said their home is in a flood zone or an at-risk area; this trend has continued upward from 12% in 2017,
when we first began polling.
IMPROVED PREPAREDNESS:
90% of respondents recalled some of the flood safety
tips received.
43% of poll respondents recalled where to find sandbags from the materials received.
29% recalled the call to action to sign up for emergency alerts. 70% are confident that they have taken all necessary
measures to protect themselves from the impacts of flooding.
Enrollment in flood insurance continued its upward trend, with 46% of households now insured, representing a
7% increase since 2017.
BUDGET AND RESOURCES:
Total campaign cost: $389,340 Allocated for targeted
mailings, digital advertisements, multilingual outreach, and community engagement initiatives.
COMMUNITY TRUST:
57% of respondents rated Valley Water’s flood awareness efforts as excellent or good, up from 18% in 2017.
COMMUNITY TRUST BREAKDOWN
ATTACHMENT 3
conclusion
Valley Water’s 2024-2025 Flood Awareness Campaign exemplifies innovation and inclusivity in public communication.
By combining technology, cultural outreach, and community partnership, the campaign not only achieved its objectives but also strengthened public confidence in flood preparedness measures.
Valley Water • NAFSMA Excellence in Communications Award Submission • Public Awareness of Flooding • 12 ATTACHMENT 3
Valley Water • NAFSMA Excellence in Communications Award Submission • Public Awareness of Flooding • 13 Thank you!
2025 NAFSMA Excellence in Communications Award
Public Awareness of Flooding
You Live in a Flood Zone: Beware. Be Ready. Be Flood Safe.
ATTACHMENT 3
1 of 2
Agenda Meeting
Santa Clara County CRS Users Group & Program for Public Information (PPI) Committee Meeting March 26, 2025 | 2:00 p.m. – 4:00 p.m.
Join Zoom Meeting
https://valleywater.zoom.us/j/83878517112?pwd=RRgdezW5EH1a2RaEi5zi6Gj1ZaNLtH.1 Meeting ID: 838 7851 7112|Passcode: 623213 | +1 669 900 9128 US (San Jose) Purpose: PPI Stakeholder Committee Annual Evaluation Meeting per Activity 330, Outreach Project, Element 332.c. Program for Public Information, Step 7 requirement (page 2) Outcome: Complete development of the 2021 Multi-Jurisdictional Program for Public Information (PPI) Annual Report for FY25 (Year 4: July 2024 to June 2025) Section Meeting Topic Presenter Time
1. Introductions Amy Fonseca 10 min
2. Review of the meeting goals and agenda (see page 2) Amy Fonseca 2 min
3. Annual review of CRS Communities Roster (Google Link) Amy Fonseca 2 min
4. Brief status update on the CRS Regionalization in Santa Clara County Feasibility Study
• The County’s 2023 Multi-Jurisdictional Hazard Mitigation Plan resulted in FMP credits (Therefore, the flood-centric FMP effort was discontinued). • Update on Valley Water CRS Program Amy Fonseca 5 min
5. Review 2021 PPI ‘Other New Initiatives’ (see page 2) Amy Fonseca 20 min
6. Complete development of the 2021 Multi-Jurisdictional Program for Public Information (PPI) Annual Evaluation Report for FY25 (Year 4: July 2024 to June 2025)
Update the FY25 Project Accomplishments column for your community (Google Link)
• Communities’ updates due by next CRS Users Group Meeting or no later than May 30, 2025
Rene Moreno 45 min
7. Activity 350 – Flood Protection Information, c. flood protection website (WEB) (page 350-7)
The community must:
1) The community must check the website’s links at least monthly, and fix those that are no longer accurate.
2) At least annually, the community must review the content to ensure it is still current and pertinent (e.g., make sure names, addresses, phone numbers, and other contact information are still correct; update any ordinance changes; etc.)
Amy Fonseca 2 min
8. Next meeting (TBD, May 2025) – Joint CRS Users Group/Program for Public Information (PPI) Committee meeting • Complete the development of the 2021 PPI Annual Report Year 4 (FY 2025)
Amy Fonseca 2 min
9. Adjourn
ATTACHMENT 4
2 of 2
Excerpt from 2017 CRS Coordinator’s Manual:
“Step 7: Implement, monitor, and evaluate the program. The Program for Public Information committee meets at least annually to monitor the implementation of the outreach projects. The committee assesses whether the desired outcomes were achieved and what, if anything, should be changed. This work is described in an evaluation report that is prepared each year, sent to the governing body, and included in the annual recertification.
The community must update its Program for Public Information at least every five years. This can be a new document or an addendum to the existing document that updates the needs assessment and all sections that should be changed based on evaluations of the projects.
The Program for Public Information update will be reviewed for CRS credit according to the Coordinator’s Manual currently in effect, not the version used when the community originally requested this credit.
The update can qualify as the annual evaluation report for the year it was prepared. The updated Program for Public Information must be adopted following the same process as adoption of the original document.”
Excerpt from the 2021 Multi-Jurisdictional PPI:
For questions, please contact Amy Fonseca at (408) 630-3005 (office) or (408) 691-8889 (cell) or [email protected]
ATTACHMENT 4
Name Community
Jennifer Chu City of Cupertino
Jorge Duran City of Gilroy
Chris Wilson City of Los Altos External Stakeholder
Harun Musaefendic City of Los Altos
Vency Woo City of Los Altos
Arthur Valderrama City of Milpitas
Elizabeth Koo City of Milpitas
Jeremy Wu City of Milpitas
Maria Angeles City of Morgan Hill
Lauren Cody City of Mountain View
Renee Gunn City of Mountain View
Rajeev Hada City of Palo Alto
Vicki Thai City of Palo Alto
Brandon Coco City of Santa Clara
Christian Tran City of Santa Clara
Darrell Wong Santa Clara County
David Dorcich Santa Clara County
Arlene Lew City of San Jose
Vivian Tom City of San Jose
Gina Newbold City of Sunnyvale
Tamara Davis City of Sunnyvale
Amy Fonseca Valley Water
Emily Zedler Valley Water
Kristen Yasukawa Valley Water
Merna Leal Valley Water
Rene Moreno Valley Water
Santa Clara County CRS Users Group / PPI Committee Meeting Attendance Sheet
March 26, 2025 | 2:00 - 4:00pm | Zoom
ATTACHMENT 5
1 | Page
The meeting notes correspond with the discussion of the meeting agenda items.
Agenda Meeting
Santa Clara County CRS Users Group & Program for Public Information (PPI) Committee Meeting Notes
March 26, 2025 | 2:00 pm – 4:00 pm
Item #1: Introductions/ Roll Call/ Roster Updates
Attendees were introduced (see attached attendance sheet). Informed committee that the meeting was being recorded for meeting minutes and will also be used to track attendance. ______________________________________________________________________________ Item #2: Review of the Meeting Goals and Agenda
• The main objectives of the meeting are as follows:
o Fulfill the requirements for CRS PPI credit as per the CRS Coordinator’s Manual by initiating the reporting process of the 2021 Multi-Jurisdictional Program for Public Information (PPI) Annual Evaluation Report (AER) for FY25 (Year 4: July 2024 to June 2025). Due to the 8/2/25 annual recertification deadline, when the AER is due, the deadline for communities to submit their updates to the AER is May 30, 2025.
o Review the status of the outreach initiatives listed in the 2021 PPI. o Brief status update on the CRS Regionalization in SC County • County’s 2023 Multi-jurisdictional Hazard Mitigation Plan. • Update on Valley Water’s CRS Program
• Reviewed pending “Action Items” from the committee’s 2024 meetings.
Items from March 26, 2024, and/or May 29, 2024
o Agenda Item #3 – Annual Review of CRS Communities Roster – Reminder to update the CRS community roster.
o Agenda Item #5: Floodplain Management Plan (FMP) Update – Valley Water met with Emily Zedler to discuss hotspots. Based on the conversation, there was no specific outreach to hotspots because they differ based on agency.
Valley Water has an online resource tool, a GIS layer, that communities can use to conduct targeted outreach.
Map of Valley Water’s FIT (Field Information Team) hotspots:
https://tinyurl.com/scvwdfit
o Agenda Item #6: Review 2021 PPI “Other New Initiatives” – Initiative #2: Identify the Chamber of Commerce or equivalent in each city and find ways to share information via websites, blogs, and newsletters. Due to Valley Water and our largest community, San Jose, being cycled in 2024, we could not follow up on this action item. This initiative may be reconsidered next PPI update. Initiative #4: Expand outreach to "hot spot" flood-prone areas by hosting on-site or virtual events. Based on targeted outreach efforts utilizing hotspot information, this initiative is complete.
ATTACHMENT 6
2 | Page
The meeting notes correspond with the discussion of the meeting agenda items. o Agenda Item # 8: Activity 350 – Flood Protection, c. flood protection website – Check links and ensure links direct to 1) valleywater.org/floodready, 2) floodsmart.gov, and 3) ready.gov. to ensure agencies receive CRS WEB credit.
______________________________________________________________________________ Item #3: Annual Review of CRS Communities Roster
Action Item:
Requested communities review and update the roster located here:
https://docs.google.com/spreadsheets/d/1ttp_t7c6-XXCfQ5urxqRJ-GxZDZ0jG6g/edit#gid=1135493871 ______________________________________________________________________________ Item #4: Brief Status Update on the CRS Regionalization in Santa Clara County Feasibility Study
Valley Water and its consultant, Tetra Tech, have completed the regionalization feasibility study.
However, Valley Water has decided not to pursue a regionalization approach because it would not be possible to regionalize the entire program. We are looking for other ways to streamline our program while continuing to assist CRS communities.
Reminded all communities to use the county’s 2023 Multi-Jurisdictional Hazard Mitigation Plan (MJHMP) when pursuing Activity 510, Floodplain Management Planning (FMP) credit. Everyone was encouraged to stay updated on the county’s MJHMP. It is essential to remind the County that CRS communities receive FMP for their 2023 MJHMP, and to maintain those credits, floodplain management, and CRS planning must be conducted in parallel.
Valley Water is no longer pursuing the multi-jurisdictional flood-centric plan we were considering for FMP credit.
Valley Water shared an update on our CRS Program. Like everybody else, we are constrained by resources and want to ensure we use our time and resources effectively. So, we are looking at ways to right-size our program and identify opportunities to improve it and make it more efficient. Due to this program evaluation, we will communicate if potential impacts are anticipated to any community. ______________________________________________________________________________ Item #5: Review 2021 PPI ‘Other New Initiatives’ Identified in the 2021 PPI These initiatives were suggested to be re-evaluated as part of the next PPI update to include only realistic initiatives to reduce the reporting requirements. As part of the update, the committee can discuss how best to word the initiatives to allow flexibility and creativity without being locked into specific commitments.
These initiatives do not improve our Activity 330 scores since most communities are already maxed out on the activity.
ATTACHMENT 6
3 | Page
The meeting notes correspond with the discussion of the meeting agenda items.
From page 66 of the 2021 PPI
1. Continue and expand the standardized flood message prepared for each community to include flood messages in utility bills each year, including PG&E. Completed in FY25
2. Expand partnerships with local chambers of commerce to disseminate and share flood preparedness information. This was discussed at the March 26, 2025, meeting. We may reconsider this initiative as part of the PPI update in 2026.
3. Expand on outreach to the Asian and Latino communities who live in flood-prone areas. Identified an existing nexus with Valley Water’s Office of Civic Engagement (OCE), Office of Racial Equity, Diversity & Inclusion (REDI), and Office of Government Relations (OGR) programming, of which information share flood preparedness materials at various tabling events.
4. Expand on outreach to “hot spot” flood-prone areas by hosting on-site or virtual events. Provided link to Valley Water’s GIS Map of the Field Information Team (FIT) hotspots https://tinyurl.com/scvwdfit
5. Expand on reaching local homeowners associations (HOA) and apartment associations (e.g., Executive Council of Homeowners [ECHO]). This is too large a task to be carried out at this time.
6. Expand on reaching residents in marginal and low-income communities through partnering with organizations that reach these communities. (i.e. Second Harvest Food Bank and others) Identified an existing nexus with Valley Water’s Office of Civic Engagement (OCE), Office of Racial Equity, Diversity & Inclusion (REDI), and Office of Government Relations (OGR) programs, which make every effort to reach out to marginal and low-income communities.
7. Communities could pursue FEMA Matching Funds Grants for severe Repetitive Loss Areas. Only a handful of CRS-participating communities in SC County have repetitive losses; this committee does not track whether these communities pursue grant funding opportunities.
8. Review and expand other public information activities, such as Flood Protection Assistance (Activity 360) and Flood Insurance Promotion (Activity 370). Valley Water’s January 2025 5-year cycle visit could potentially score additional points under Flood Protection Assistance. We will inform communities accordingly.
9. Develop a regionwide Flood Response Program messaging plan. Achieved by the County’s 2023 MJHMP.
______________________________________________________________________________ Item #6: Complete Development of the 2021 Multi-Jurisdictional Program for Public Information (PPI) Annual Evaluation Report, FY 25 (Year 4: July 2024 to June 2025) Action Item:
Deadline – May 30, 2025: Using this Google Link, each community was requested to search (under the ‘Project(s) Proposed to Support the Messages’ column, search by using their community’s abbreviation) for their Outreach Project identified in Appendix A - CRS Creditable Outreach and Flood Response Projects by CRS Community, from Santa Clara County Multi-Jurisdictional PPI 2021, and update their community’s FY25 project accomplished.
All were reminded that no other information can be modified outside the INPUT HERE ONLY column.
This was the information in the 2021 PPI that was presented and adopted. Any changes to outreach project descriptions should be reflected in the INPUT HERE ONLY column.
ATTACHMENT 6
4 | Page
The meeting notes correspond with the discussion of the meeting agenda items.
Timeline for Sharing the Annual Evaluation Report with Governing Bodies:
− June 2025: Valley Water will share with its Board of Directors through non-agenda and provide communities with the final copy as presented to Valley Water’s Board. − July 2025: Communities share with their respective governing bodies as identified in the Final AER, Table 2. How the 2021 PPI FY25 Annual Evaluation Report, Year 4 will be shared with the Community’s Governing Body.
− August 2025: Final AER with a copy of the method shared with the governing body due to the Insurance Services Office (ISO).
______________________________________________________________________________ Item #7: Activity 350 – Flood Protection Information, c. flood protection website Reminded communities that their respective flood protection resource landing pages should redirect to floodsmart.gov, ready.gov, and valleywater.org/floodready.
Per the CRS Coordinator’s Manual (page 350-7), the community must:
1) The community must check the website’s links monthly and fix those that are no longer accurate. 2) At least annually, the community must review the content to ensure it is current and pertinent (e.g., correct names, addresses, phone numbers, and other contact information; update any ordinance changes, etc.).
______________________________________________________________________________ Agenda Item #8: Next Meeting
Valley Water will share the 2024/2025 Get Flood Ready Campaign results and our FloodReady website redesign will be discussed at the May meeting.
Look for a Doodle Poll for May’s meeting.
ATTACHMENT 6
Agenda Meeting
Santa Clara County CRS Users Group & Program for Public Information (PPI) Committee Meeting May 14, 2025 | 3:00 pm – 5:00 pm
Join Zoom Meeting
https://valleywater.zoom.us/j/84803455188?pwd=c86WQRUGeU81AdSvaPzvNbWfgJUgiI.1 Meeting ID: 848 0345 5188 | Passcode: 044497 | +1 669 900 9128 US (San Jose) Purpose: PPI Stakeholder Committee Annual Evaluation Meeting to monitor the Implementation of the 2021 Santa Clara County Multi-Jurisdictional Program for Public Information per Activity 330, Outreach Project, Element 332.c. Program for Public Information (PPI), Step 7 requirement
Outcome: 2021 PPI Annual Evaluation Report, FY25 Year 4 of 5 Item Meeting Topic Presenter Time
1. Introductions
Roll Call / Roster Updates
Amy Fonseca 10 min
2. Review of the Meeting Goals and Agenda
Review pending Action Items from this committee’s 3/26/25 meeting (see attached)
Amy Fonseca 10 min
3. Flood Awareness Survey 2025 Results Presentation
FY25 Flood Awareness Campaign Results
The launch of Valley Water’s FY26 Annual Flood Awareness Campaign kicks off in October 2025.
Adam Probolsky
Paola Reyes
15 min
10 min
4. Valley Water Website Re-design: FloodReady landing page Meghan Azralon 15 min
5. Information Share: The 14th Annual California Flood Preparedness Week (CFPW) will be held from October 18-25, 2025
The state’s collaboration site has last year’s messaging, graphics, risk communication tools, and ideas about events:
https://sites.google.com/view/cfpw/home
Amy Fonseca 5 min
6. Complete Development of the 2021 Multi-Jurisdictional Program for Public Information (PPI) Annual Report, FY25 (Year 4: July 2024 to June 2025) Update the FY25 Project Accomplishments column for your community Google Link NOTE: Update Input Here Only column; Do Not edit anything else
Communities’ updates are due by next CRS Users Group/PPI Meeting or by the DEADLINE no later than May 30, 2025 (Friday)
Rene Moreno 20 min
7. Valley Water CRS Program Updates Amy Fonseca 10 min
8. Other Items Amy Fonseca 5 min
9. Adjourn
For questions, please contact Amy Fonseca at (408) 630-3005 (office) or (408) 691-8889 (cell) or [email protected]
ATTACHMENT 7
Pending Action Items from the
3/26/25 CRS Users Group / PPI Committee Meeting
Item #3: Annual Review of CRS Communities Roster
Action Item:
Requested communities review and update the roster located here:
https://docs.google.com/spreadsheets/d/1ttp_t7c6-XXCfQ5urxqRJ-GxZDZ0jG6g/edit#gid=1135493871 Item #6: Complete Development of the 2021 Multi-Jurisdictional Program for Public Information (PPI) Annual Evaluation Report, FY 25 (Year 4: July 2024 to June 2025) Action Item:
Deadline – May 30, 2025: Using this Google Link, each community was requested to search (under the ‘Project(s) Proposed to Support the Messages’ column, search by using their community’s abbreviation) for their Outreach Project identified in Appendix A - CRS Creditable Outreach and Flood Response Projects by CRS Community, from Santa Clara County Multi-Jurisdictional PPI 2021, and update their community’s FY25 project accomplished.
All were reminded that no other information can be modified outside the INPUT HERE ONLY column. This was the information in the 2021 PPI that was presented and adopted. Any changes to outreach project descriptions should be reflected in the INPUT HERE ONLY column.
Timeline for Sharing the Annual Evaluation Report with Governing Bodies:
− June 2025: Valley Water will share with its Board of Directors through non-agenda and provide communities with the final copy as presented to Valley Water’s Board. − July 2025: Communities share with their respective governing bodies as identified in the Final AER, Table 2.
How the 2021 PPI FY25 Annual Evaluation Report, Year 4 will be shared with the Community’s Governing Body. − August 2025: Final AER with a copy of the method shared with the governing body due to the Insurance Services Office (ISO).
ATTACHMENT 7
Name Community
Jennifer Chu City of Cupertino
Jorge Duran City of Gilroy
Harun Musaefendic City of Los Altos
Vency Woo City of Los Altos
Jeremy Wu City of Milpitas
Elizabeth Koo City of Milpitas
Jeremy Wu City of Milpitas
Maria Angeles City of Morgan Hill
Lauren Cody City of Mountain View
Renee Gunn City of Mountain View
Rajeev Hada City of Palo Alto
Brandon Coco City of Santa Clara
Christian Tran City of Santa Clara
Darrell Wong Santa Clara County
David Dorcich Santa Clara County
Vivian Tom City of San Jose
Gina Newbold City of Sunnyvale
Tamara Davis City of Sunnyvale
Amy Fonseca Valley Water
Emily Zedler Valley Water
Kristen Yasukawa Valley Water
Liang Xu Valley Water
Merna Leal Valley Water
Rene Moreno Valley Water
Santa Clara County CRS Users Group / PPI Committee Meeting Attendance Sheet
May 14, 2025 | 3:00 - 5:00pm | Zoom
ATTACHMENT 8
1 | Page
The meeting notes correspond with the discussion of the meeting agenda items.
Agenda Meeting
Santa Clara County CRS Users Group & Program for Public Information (PPI) Committee Meeting Notes
May 14, 2025 | 3:00 pm – 5:00 pm
Item #1: Introductions/ Roll Call/ Roster Updates
Attendees were introduced (see the attached attendance sheet) and informed that the meeting was being recorded to create meeting minutes and track attendance.
Amy Fonseca reminded the group to update the CRS Users Group roster if they haven’t already done so. ______________________________________________________________________________ Item #2: Review of the Meeting Goals and Agenda
The main objective of the meeting is as follows:
o Fulfill the requirements for CRS PPI credit as per the CRS Coordinator’s Manual by initiating the reporting process of the 2021 Multi-Jurisdictional Program for Public Information (PPI) Annual Evaluation Report (AER) for FY25 (Year 4: July 2024 to June 2025). Reviewed pending “Action Items” from the committee’s March 26, 2025, meeting.
Item #3: Annual Review of CRS Communities Roster
Action Item:
Requested communities review and update the roster located here:
https://docs.google.com/spreadsheets/d/1ttp_t7c6-XXCfQ5urxqRJGxZDZ0jG6g/edit#gid=1135493871 Item #6: Complete Development of the 2021 Multi-Jurisdictional Program for Public Information (PPI) Annual Evaluation Report, FY 25 (Year 4: July 2024 to June 2025) Action Item:
See details on Item #6 of the 5/14/25 Meeting Agenda
______________________________________________________________________________ Item #3: Flood Awareness Survey 2025 Results Presentation FY25 Flood Awareness Campaign Results
− Paola Reyes (Valley Water, Public Information Representative) reviewed the FY25 Flood Awareness Campaign results. The group was informed that this information will be in the 2021 PPI Annual Evaluation Report for FY25.
− Campaign goals were flood awareness, flood preparedness, and access.
ATTACHMENT 9
2 | Page
The meeting notes correspond with the discussion of the meeting agenda items. o Awareness: Educate FEMA-designated Special Flood Hazard Areas (SFHAs) residents and businesses about their flood risks and mitigation strategies. o Preparedness: Empower residents to take preventative actions, including knowing their flood risk, signing up for emergency alerts, and knowing where to find free sandbags.
o Access: Provide multilingual resources and technologies to connect diverse communities with flood safety information, including the innovative Valley Water’s Surface Water Data Portal. When extreme weather strikes, residents can know if their home is at risk of flooding by visiting alert.valleywater.org for the latest information on local creeks and reservoir water levels. − Adam Probolsky gave a presentation overviewing the FY25 Flood Awareness Survey results. The group was informed that the FY25 flood awareness campaign results are available upon request and were asked to contact any member of Valley Water's CRS Program Team.
The launch of Valley Water’s FY26 Annual Flood Awareness Campaign kicks off in October 2025
Paola Reyes shared that we reduced the number of mailers sent to those in the FEMAdesignated Special Flood Hazard Area from four to three. As indicated in the flood survey results, the number of people recalling the mailers slightly decreased, so we may consider using a fourth mailer in the future.
She also shared that as the FY26 campaign is being developed, the idea is to focus on the following three topics: 1) Turn around, don’t drown; understanding shallow flooding; 2) How to prepare sandbags; and 3) Downloading disaster emergency apps.
Paola shared Valley Water’s Communications’ creative approach for next year’s campaign.
Renee Gunn from the City of Mountain View mentioned that at their tabling events, it’s been more effective to focus on emergency preparedness rather than specifically on flood preparedness. That seemed to resonate more with people, as emergency preparedness for all disasters, including floods, earthquakes, mudslides, power outages, etc., affects everyone, but flooding specifically, not necessarily.
Merna Leal mentioned that the timeline graphic of historical floods after drought seemed to really impact people at tabling events in which Valley Water has participated.
The suggestion is to continue updating the timeline graphic, making it available on Valley Water’s website, and sharing it with the cities and counties for their websites. ______________________________________________________________________________ ATTACHMENT 9
3 | Page
The meeting notes correspond with the discussion of the meeting agenda items.
Item #4: Valley Water Website Re-design: FloodReady landing page Megan Azralon (Valley Water, Public Information Representative) provided an update on the Valley Water website redesign, highlighting upcoming improvements to make flood and emergency information easier to find. She shared a preview of the new homepage layout.
Key features include a reorganized menu, customizable highlight sections, quick links, an interactive map for sandbag locations and flood alerts, and integration of campaign visuals.
The updated design will improve accessibility and user experience, with full language translation support. Feedback on layout and content is welcome.
Action Item:
Provide feedback on Valley Water’s website redesign to [email protected]. ______________________________________________________________________________ Item #5: Information Share: The 14th Annual California Flood Preparedness Week (CFPW) will be held from October 18-25, 2025
Attendees were reminded of the state’s collaboration site for the upcoming flood season’s CFPW. The state’s website has last year’s messaging, graphics, risk communication tools, and ideas about events:
https://sites.google.com/view/cfpw/home and https://water.ca.gov/Flood-Prep-Week We discussed the importance of communities participating in the state-led CFPW effort as agencies throughout the state participate and share information on invaluable available resources. This is of great importance given that beginning in FY2, Valley Water will likely no longer provide the cities/county with flood readiness promotional/giveaway items. Materials from Valley Water’s annual flood awareness campaign will continue to be made available to the cities/counties.
Action Item:
Contact the California Department of Water Resources with questions about CFPW and/or to request that your agency be added to the state’s distribution list. Nikki Blomquist, Program Coordinator: [email protected] Jason Ince, Public Affairs: [email protected]
______________________________________________________________________________ Item #6: Complete Development of the 2021 Multi-Jurisdictional Program for Public Information (PPI) Annual Evaluation Report, FY 25 (Year 4: July 2024 to June 2025) Deadline – May 30, 2025: Using this Google Link, each community was requested to search (under the ‘Project(s) Proposed to Support the Messages’ column, search by using their community’s abbreviation) for their Outreach Project identified in Appendix A - CRS Creditable Outreach and Flood Response Projects by CRS Community, from Santa Clara County Multi-Jurisdictional PPI 2021, and update their community’s FY25 project accomplished.
All were reminded that no other information can be modified outside the INPUT HERE ONLY column.
This was the information in the 2021 PPI that was presented and adopted. Any changes to outreach project descriptions should be reflected in the INPUT HERE ONLY column.
ATTACHMENT 9
4 | Page
The meeting notes correspond with the discussion of the meeting agenda items.
Timeline for Sharing the Annual Evaluation Report with Governing Bodies:
− June 2025: Valley Water will share with its Board of Directors through non-agenda and provide communities with the final copy as presented to Valley Water’s Board. − July 2025: Communities share with their respective governing bodies as identified in the Final AER, Table 2. How the 2021 PPI FY25 Annual Evaluation Report, Year 4 will be shared with the Community’s Governing Body.
− August 2025: Final AER with a copy of the method shared with the governing body due to the Insurance Services Office (ISO).
Action Item:
Submit your agency’s updates of CRS Creditable Outreach and Flood Response Projects by CRS Community (Appendix A of the 2021 Multi-Jurisdictional Program for Public Information [PPI]) no later than, Friday, May 30, 2025.
______________________________________________________________________________ Item #7: Valley Water CRS Program Updates
Valley Water has led CRS as a ‘fictitious community’ since 1998. o Federal changes, rising workload, and limited resources have made this voluntary role unsustainable.
Valley Water is looking into transitioning to a supportive partner role (not a direct participant). o Working with a consultant to determine the transition plan and details. Impact on CRS Communities
o Cities would work directly with FEMA/ISO for CRS administration and technical support. Continued Valley Water Support:
o Channel maintenance docs (Activity 540)
o Documentation for Valley Water CRS-creditable activities upon request o Lead PPI through April 2026
Post-2026 Valley Water may no longer participate in PPI for CRS purposes but would continue with our annual flood prep campaign, which could still be eligible for CRS credit. Cities would need to determine how they would like to manage their own/multijurisdictional PPI and credit verification. Valley Water is also looking to amend the consultant’s contract to help CRS communities with the transition.
We are open to feedback; email or call Amy with questions or concerns. Formal notice will be sent to the cities once decisions are made, and the transition plan is ready.
ATTACHMENT 9
5 | Page
The meeting notes correspond with the discussion of the meeting agenda items.
Action Item:
Send any comments/concerns to [email protected] and copy [email protected] and [email protected].
______________________________________________________________________________ Item 8: Activity 350 – Flood Protection Information, c. flood protection website Reminded communities that their respective flood protection resource landing pages should redirect to floodsmart.gov, ready.gov, and valleywater.org/floodready.
Per the CRS Coordinator’s Manual (page 350-7), the community must:
1) The community must check the website’s links monthly and fix those that are no longer accurate. 2) At least annually, the community must review the content to ensure it is current and pertinent (e.g., correct names, addresses, phone numbers, and other contact information; update any ordinance changes, etc.).
Action Item:
Each agency is requested to review/update their organization’s flood protection resources landing pages as indicated above.
______________________________________________________________________________ Item #9: Other Items
Internal change to Valley Water’s CRS Program; transferring from Office of Civic Engagement to Watersheds.
ATTACHMENT 9
City of Santa Clara
Agenda Report
1500 Warburton Avenue
Santa Clara, CA 95050
santaclaraca.gov
@SantaClaraCity
25-534 Agenda Date: 7/15/2025
REPORT TO COUNCIL
SUBJECT
Action to: (1) Adopt a Resolution of Local Support for the Santa Clara Uncontrolled Crosswalk Phase 2 Project, (2) Authorize the City Manager to Execute All Documents Related to Accepting the Housing Incentive Pool Grant Program Funding, (3) Authorize the City Manager to Amend the Kimley-Horn and Associates, Inc. Consultant Service Agreement As Needed for Federal Funding Requirements, and (4) Approve Related Budget Amendments
COUNCIL PILLAR
Deliver and Enhance High Quality Efficient Services and Infrastructures
BACKGROUND
In October 2018, the Metropolitan Transportation Commission (MTC) created the Housing Incentive Pool (HIP) Program. The HIP Program is part of the One Bay Area Grant (OBAG) Cycle 2 Program and is a competitive incentive program that rewards local jurisdictions for producing or preserving affordable housing units. MTC will distribute approximately $71 Million to the top 15 local agencies based on the amount of affordable housing production and preservation performed from 2018 through 2022. In addition, HIP grant recipients must be in compliance with the state housing laws.
These funds are comprised of the Federal Highway Administration transportation formula funds from the Surface Transportation Block Grant Program and the Congestion Mitigation and Air Quality Improvement Program. All HIP funds must be used for transportation purposes and are subject to all other guidelines and eligibility requirements associated with the fund sources, which includes the OBAG Program.
In April 2024, MTC notified Santa Clara it was one of the top 15 agencies to meet the HIP Program requirements and would be awarded HIP funding in the amount of $1,754,000. To be eligible to receive these funds, the City had to submit a letter of interest application to MTC by December 2024 recommending at least two projects to use the funds. MTC would then review the applications and select one project to move forward with the funding based on the criteria that the projects support shared local and regional priorities such as safety enhancements, active transportation facilities or transit improvement projects. Staff reviewed the HIP Program requirements and in consultation with the City’s Bicycle and Pedestrian Advisory Committee (BPAC), submitted applications for the Pruneridge Avenue Bicycle and Pedestrian Improvements and the Santa Clara Uncontrolled Crosswalk Phase 2 projects. MTC completed their evaluation and selected the Santa Clara Uncontrolled Crosswalk Phase 2 project. The letter of intent submitted for the project specified that the City would use the grant funds solely for the construction phase of the project.
The Santa Clara Uncontrolled Crosswalk Phase 2 project (Project) is currently programmed within the FY 2024/25 and FY 2025/26 Adopted Capital Improvement Program Budget and is funded through gas tax and vehicle registration fee revenues. Its purpose is to analyze, design, and City of Santa Clara Page 1 of 4 Printed on 7/11/2025
powered by Legistar™
25-534 Agenda Date: 7/15/2025
construct improvements at approximately 13 uncontrolled crosswalks throughout the City (Attachment 1). Improvements could include things such as the installation of pedestrian warning beacons, traffic signs, roadway striping, street lighting, ADA curb ramps and curb extensions. In December 2024, the City awarded the design professional service agreement to Kimley-Horn and Associates, Inc. to prepare the design and construction bid documents for the Project.
DISCUSSION
In order to receive HIP funding, the City must adopt a Resolution of Local Support that authorizes the filing of an application for funding assigned to MTC, commits necessary matching funds, and states assurance to complete the project (Attachment 2). In addition, a Complete Streets Checklist provided by MTC must be completed for the Project and reviewed by the City’s BPAC. The completed MTC Complete Streets Checklist was reviewed by the BPAC at their January 27, 2025, meeting and no comments were received.
As a result of receiving federal grant funding, the Project will be subject to additional federal requirements, including review and approval processes through the State of California Department of Transportation (Caltrans) that were not contemplated when entering into the original design professional services agreement with Kimley-Horn. Staff recommends authorizing the City Manager to amend the agreement with Kimley-Horn as needed to provide additional services associated with the federal funding requirements.
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(a) as it has no potential for resulting in a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment.
FISCAL IMPACT
The table below provides a breakdown of HIP funding and local funds for the project.
Santa Clara Uncontrolled Crosswalk Phase 2
Housing Incentive Pool $1,754,000
Required Local Match (minimum of
11.47%)
$227,250
Total Project Budget $1,981,250
Staff recommends increasing the Other Agencies Revenue by $1,754,000 to recognize HIP funding and appropriating $1,754,000 for the Project in the existing Streets and Highways Capital Fund - Uncontrolled Crosswalks Improvements project. Funding for the Project is being provided by HIP funding and local City funds. Local match funds are also available in the Streets and Highways Capital Fund - Uncontrolled Crosswalks Improvements project.
As previously noted, the Uncontrolled Crosswalks Improvements Project is funded by gas tax and vehicle registration fee revenues. To utilize HIP funding for construction, a portion of the gas tax funding allocated to the project for FY 2025/26 would be defunded from the project and returned to the Unrestricted Ending Fund Balance in the Streets and Highways Capital Fund to be reserved for City of Santa Clara Page 2 of 4 Printed on 7/11/2025
powered by Legistar™
25-534 Agenda Date: 7/15/2025
other traffic safety-related projects.
The current agreement with Kimley-Horn and Associates, Inc. has a maximum compensation amount not-to-exceed $368,920. This report recommends increasing the City Manager’s maximum not-toexceed authorization amount for the agreement to $400,000, to amend the agreement as needed for additional services associated with the federal funding requirements. Funds for the increase in the not-to-exceed authorized amount are available in the Streets and Highways Capital Fund - Uncontrolled Crosswalks Improvements project
The table below summarizes the recommended budget amendment needed for the Project.
Budget Amendment
FY 2025/26
Current Increase/
(Decrease)
Revised
Streets and Highways Capital Fund
Revenues
Other Agencies Revenue $25,820,000 $1,754,000 $27,574,000 Expenditures
Unrestricted Ending Fund Balance (from
reallocated gas tax funds)
$1,748,273 $1,000,000 $2,748,273
Uncontrolled Crosswalks Improvements
Project (net impact)
$2,185,316 $754,000 $2,939,316
COORDINATION
This report has been coordinated with the Finance Department, BPAC, 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. Adopt a Resolution authorizing the filing of an application for $1,754,000 in funding assigned to the MTC, committing the necessary matching funds, and stating assurance to complete the Santa Clara Uncontrolled Crosswalk Phase 2 project;
2. Authorize the City Manager to execute all documents related to accepting the Housing Incentive Pool funding for the Santa Clara Uncontrolled Crosswalk Phase 2 project funded in the Streets and Highways Capital Fund in final forms approved by the City Attorney;
3. Authorize the City Manager to negotiate and execute an amendment to the agreement with Kimley-Horn and Associates, Inc. as needed, subject to a total maximum not-to-exceed City of Santa Clara Page 3 of 4 Printed on 7/11/2025
powered by Legistar™
25-534 Agenda Date: 7/15/2025
compensation limit of $400,000 for the agreement and budget appropriations, in final forms approved by the City Attorney; and
4. Approve FY 2025/26 budget amendments in the Streets and Highways Capital Fund:
a. Increase the Other Agencies Revenue estimate by $1,754,000 to recognize Housing Incentive Pool funding and increase the Uncontrolled Crosswalks Improvements project appropriation by $1,754,000 (five affirmative Council votes required to appropriate additional revenue ); and
b. Decrease the Uncontrolled Crosswalks Improvements project funded by gas tax by $1,000,000 and increase the Unrestricted Ending Fund Balance by $1,000,000 (majority affirmative Council votes required).
Reviewed by: Craig Mobeck, Director of Public Works
Approved by: Jovan D. Grogan, City Manager
ATTACHMENTS
1. Project Location Map
2. Resolution
City of Santa Clara Page 4 of 4 Printed on 7/11/2025
powered by Legistar™
CABOT AVE.
CLAREMONT AVE.
GIBSON AVE.
BENNETT AVE.
MIRAMAR AVE.
KELLOGG WY.
GILBERT AVE.
ARCADIA AVE.
S T E V E N S C R E E K B L V D.
JENKINS PL.
ALBA
ALACE DR.
WOODHAMS
BRIAN LN.
SERENA WY.
GALA CT.
FOREST PARK DR.
K I E L Y B L V D.
MALABAR AVE.
BLAKE AVE.
PINA WY.
KEYSTONE AVE. POLK AVE. BREECH AVE.
BUCKINGHAM DR.
CYPRESS AVE.
BROOKSIDE AVE.
ARCADIA DR. DOUGLANE AVE.
HAROLD AVE.
CECIL AVE. TYLER AVE.
BEL AYRE DR.
WESTRIDGE DR.
DORCICH ST.
HENRY AVE.
CECIL AVE.
LOS PADRES BLVD.
FOREST AVE.
WOODLAND AVE.
DOLORES AVE.
FERNWOOD AVE.
JILL AVE.
KNOWLES AVE.
DOME AVE.
TALIA AVE.
CRESTVIEW DR.
PINEVIEW DR.
WESTRIDGE DR.
HENRY AVE.
CONCANNON CT.
BOHANNON
FOREST AVE.
DR. LONDONDERRY DR. KIT CARSON CT.
KERRY DR.
BRET HARTE CT.MARK TWAIN CT.
SUTTER AVE.
FOSGATE AVE. OSBORNE AVE.
S A R A T O G A A V E.
GLORIETTA CIR.
NICHOLSON AVE. LUTHER DR.
TAFT AVE.
BANCROFT ST.
WARREN DR.
ROMA CT.
FORBES AVE.
REBEIRO AVE.
CONCORD LN.
HOBART TERR
BIRCH WY.
SYCAMORE WY.
PONDEROSA WY.
MAURICIA AVE.
ESTELLA DR.
REGNART WY.
AZEVEDO
SYKES CT.
LAS PALMAS DR.
ROSE CT.
ASBURY PL.
BUCHER AVE.
DIXON DR.
PATRICIA DR.
ENOS CT.
K I E L Y B L V D.
BARCELLS AVE.
RAMONA CT.
RUTH CT.
TOLEDO AVE.
STEINHART CT.
JUANITA DR.
FORBES AVE.
CATALA CT.
DE LA PENA AVE.
BOHANNON DR.
N E W HA L L
TOWN & COUNTRY LN. PAULA CT.
BOHANNON DR.
MEADOWLARK AVE.
VIADER CT.
CARRIAGE DR.
B E L L O M Y S T.
M A R K E T S T.
MORENO LN.
B E N T O N S T.
L I N C O L N S T.
McCORMICK DR.
HARRISON ST.
DENISE DR.
DIANNE DR.
LAUREL DR.
FAIRFIELD AVE.
STAFFORD ST.
BLOCK DR.
BLACKFIELD
ELIZABETH DR.
MADELINE LN.
BUCHANAN DR.
LOYOLA DR.
BLACKFIELD DR.
BARBARA DR.
ROSALIE DR.
CAROLYN DR.
JANICE DR.
MARYANN DR.
AVE.
ANNA DR.
CT.
WHITE DR. WHITE DR.
STAATS WY.
EL CAPITAN AVE.
BRAY AVE.
LAINE AVE.
GRAHAM LN.
FATJO PL.
THOMPSON PL.
ARGUELLO PL.
VARGAS PL.
RAGGIO AVE.
CASTRO PL.
MENZEL PL.
LN.
ROBINSON AVE. HIGGINS AVE. OSWALD PL.
RAVIZZA AVE.
RAGGIO AVE.
CABRILLO AVE.
MORSE
EBERHARD ST.
BERNA ST.
LONG ST.
AMELIA WY.
CUNNINGHAM ST.
ROLL ST.
MENZEL PL.
BRAY AVE.
CABRILLO AVE.
PEBBLE
AGATE DR.
BRADY CT.
SHAMROCK AVE.
B O W E R S A V E.
CROSBY CT.
WARBURTON AVE.
AVE. JEFFERY CT.
DONOVAN AVE.
LYLE CT.
ANDREA PL.
COLUMBUS PL.
WADE AVE. RALSTON CT.
WEBSTER CT. WALSH AVE. CORONADO DR.
MEAD AVE.
OWEN ST.
CONDENSA ST.
STENDER WY.
NORTHWESTERN PKWY.
OLCOTT ST.
OWEN ST. CORONADO DR.
LAWSON LN.
SPACE PARK DR.
MONTGOMERY DR.
OCTAVIUS DR.
LAKESIDE DR.
AUGUSTINE DR.
FREEDOM CIR.
HICHBORN DR.
OUR LADY'S WY. MISSION COLLEGE BLVD.
L A F A Y E T T E S T. ST.
GREAT AMERICA WY.
EL DORADO CT.
L I C K
RENAISSANCE DR.
CARLYLE CT.
VISTA CLUB CIR.
AV. DE
BURTON DR.
ORCHARD DR.
ELKO DR.
PATRICK HENRY DR.
BETSY ROSS DR.
DEMOCRACY WY.
T A S M A N D R.
BUNKER HILL LN.
PATRICK HENRY DR.
TORRANCE AVE.
SOCORRO AVE.
SANDIA AVE. MANZANO WY.
OAK CREEK WY.
LAKEWOOD DR.
BLAZINGWOOD DR.
( B A Y S H O R E F R E E W A Y ) H I G H W A Y
LAKEHAVEN DR.
DI GUIGNE DR.
SAN RAFAEL AVE.
AMADOR AVE.
ALMADEN AVE.
SAN RAMON AVE.
BARSTOW CT.
SAN SIMEON ST.
SANTA RITA ST.
SAN PEDRO ST.
SANTA ROSA ST.
COACHELLA AVE.
SAN TOMAS ST.
SANTA SUSANNA ST.
SILVERLAKE DR.
STEWART DR.
KIFER RD.
C E N T R A L E X P W Y.
SAN YSIDRO WY.
SONORA CT.
DAHLIA DR.
COLUMBINE AVE. TOYAN AVE. TORREYA AVE.
STARBRUSH DR.
TIMBERPINE AVE.
THORNAPPLE DR.
SMOKE TREE WY.
SPRUCE DR.
HENDERSON AVE.
LILY AVE.
SILVERTIP WY.
GARDENIA WY. FUCHSIA DR.
HEDERA CT.
IBERIS CT.
MARIGOLD CT. MYRTLE DR. SWEETBAY LN.
ASTER AVE.
R E E D A V E.
WILLOW AVE.
CASSIA WY.
CLEMANTIS DR.
CORNFLOWER CT.
VINEMAPLE AVE.
SUGARPINE AVE.
BONITA
FRENCH ST.
BONITA AVE.
MARQUETTE ST.
EARL DR.
MACHADO AVE.
KING CT.
CT.
GEORGETOWN PL.
GONZAGA PL.
CREIGHTON PL.
COOPER DR.
ST. MARY'S PL.
M O N R O E S T.
CROCKER WY.
CAPISTRANO DR.
EMMETT CT.
MONTICELLO WY.
CASTELLO WY.
XAVIER CT.
ROCKHURST CT.
VINCENT DR.
MARCHESE WY.
BORAX DR.
AMETHYST DR.
GLADE DR.
COPPER AVE.
COBALT WY.
GORDON AVE.
KIFER RD.
RYDER ST.
ENOCHS ST.
TIROS WY.
MERCURY DR.
LAKESIDE DR.
MIDAS WY.
APOLLO WY.
MIRALOMA WY.
KERN AVE.
TITAN WY.
OAKMEAD PKWY.
AGATE DR.
CORVIN DR.
URANIUM DR.
A R Q U E S A V E.
LAKE WY.
OAKMEAD PKWY.
GARRETT DR.
TANNERY WY.
PETERSON WY.
CRONIN DR.
CAMERON WY.
SLOAT CT.
DRAKE CT.
MANLY CT.
HAYES AVE.
ADAMS WY.
TYLER CT.
ARTHUR CT.
KELLOGG WY.
QUINCE AVE.
YALE LN.
CT.
EL SOBRANTE ST. PACHECO ST. VIA DONDERA
BERGIN PL.
ORTHELLO WY.
FRESNO ST.
BUTTE ST.
HUMBOLT AVE.
SNIVELY AVE.
POMEROY AVE.
ST. IGNATIUS
FORDHAM DR.
BARKLEY AVE.
MERCED CT.
JAMES CT.
MARK AVE.
CLAIR CT.
DALLAS CT.
JERALD AVE.
TAPER AVE.
BETTY CT.
HOOD CT.
NATALIE AVE.
WHITE OAK LN.
LAWRENCE RD.
LAWRENCE
CABRILLO AVE.
ST. LAWRENCE DR.
DE VOS CT. RAYANNA AVE. SANTA ROSA CT. SANTA BARBARA AVE.
WARBURTON AVE.
BERRY WY. BONITA AVE.
GRANADA AVE.
B E N T O N S T.
FLORA VISTA AVE.
GOLDEN STATE DR.
SHAFER DR.
McPHERSON ST.
MARY-VIN LN.
BROOKDALE DR.
WEHNER DR.
LOCHINVAR AVE.
HARVARD AVE.
VANDERBILT WY.
PURDUE
PRINCETON
BAYLOR DR. PRINCETON WY.
BURBANK DR.
GALLATIN DR.
AVE. WREN
BUTCHER DR.
RODONOVAN DR.
MUIR AVE.
MICHAEL WY.
EDEN DR.
HARVARD AVE.
DOMINICAN DR.
EDEN CT.
EDEN DR.
WHEELING DR. CAMBRIDGE DR.
OXFORD
L A W R E N C E E X P W Y.
RODONOVAN
ALLEN
HILLSDALE AVE.
SWALLOW WY.
KILDARE AVE. SPARROW CT.
SWALLOW DR.
SWIFT CT.
KENSINGTON AVE.
LOCHINVAR AVE. BENTON ST.
VIREO AVE.
LONDON AVE.
WAXWING AVE.
WARBLER AVE.
KENT AVE.
LERWICK
CT.
H O M E S T E A D R D.
REDTAIL CT.
VIREO AVE.
PEREGRINE
THUNDERBIRD AVE.
SPOONBILL WY.
SWALLOW WY.
PEACOCK CT.
LILLICK DR.
BLUEBIRD AVE.
WATERBIRD WY.
HALFORD AVE.
CASTLETON WY.
THRUSH CT.
DOON CT.
CT.
BRYANT WY. TEAL DR.
TURNSTONE WY.
SPRIG ST.
SAGE HEN WY.
TEAL DR.
LOCHINVAR AVE.
WOOD DUCK CT.
HELEN AVE.
BUCKLEY ST.
SUNTREE
TAMARACK LN.
MIRAMAR WY.
TAMARACK LN.
POINCIANA DR.
SWEETBAY LN.
ORCHID DR.
PAINTBRUSH DR.
OLEANDER CT,
TANTAU AVE.
WALLACE ST.
BOWE AVE.
MORTON AVE.
CROWLEY AVE.
FOLEY AVE.
PHILLIPS AVE. PHILLIPS CT.
D
AVE.
AVE.
OD AVE.
LOS COCHES AVE.
BAILEY AVE.
CECIL ST.
REVEY AVE.
BELLROSE DR.
DI SALVO AVE.
CIRO AVE.
O'CONNOR DR.
BOSTON AVE.
HESTER AVE
OLIVE AVE.BROOKLYN AVE.
CLEVELAN AVE.
TOPEKA AVE.
WABASH AVE.
FOREST AVE.
BEECHWOOD AVE.
FERNWOOD AVE.
HOMEWOOD DR.
CORY AVE.
KENWOOD AVE.
WALNUT GROVE AVE.
PEACHTREE LN. N. BAYWOOD AVE. N. CLOVER AVE.
H E D D I N G S T.
WOODLAND AVE.
CORY AVE.
UNIVERSITY AVE.
PEACHTREE LN.
McDANIEL AVE.
EMORY ST.
BELLEROSE DR.
BELAIR AVE.
LYNWOOD AVE.
LAURELEI AVE.
CLARMAR WY.
FOREST AVE.
UNIVERSITY AVE.
HADLEY AVE.
FOREST AVE.
TRACE AVE.
SUNNY VISTA DR.
PEACHTREE LN.
NORMANDY WY.
CHERRYSTONE DR.
TULIP RD.
BOXWOOD DR.
ROXBURY
ROXBURY ST.
L A F A Y E T T E S T.
MISSION ST.
MORRIS CT.
ALAMEDA CT.
SHERWOOD AVE.
COOK ST.
O'BRIEN CT.
CAMPBELL AVE.
CHAPMAN CT.
HAMLINE ST.
UNIVERSITY AVE.
PARK AVE.
GREENWOOD
BURRELL CT.
DAVIS ST.
McKENDRIE ST,
T H E A L A M E D A
A G N E W R D.
LOS PADRES BLVD.
AVE.
AVE.
H I G H W A Y ( R O U T E 1 7 F R E E W A Y )
WISTARIA AVE.
SHADY GLEN
REDBUSH TERR. HEATHERDALE AVE. LINDEN DR.
ALVISO ST.
N. BASCOM AVE. W A S H I N G T O N S T.
HILMAR ST.
CAMINO DR.
ALPINE AVE.
E L C A M I N O R E A L
CT.
MADERA
ENCINA WY.
ARROYO DR.
MORAGA ST.
SANTA CRUZ AVE.
LOS ARBOLES
OLD MT. VIEW - ALVISO RD.
FRANCK AVE.
MARTIN AVE.
MATHEW ST.
WALSH AVE.
D E L A C R U Z B L V D.
ACCOLTI WY.
S T.
L I C K M I L L B L V D.
M O N R O E
A G N E W R D. M I L L B L V D. T E R B L V D.
M O N T A G U E E X P W Y.
G R E A T A M E R I C A P K W Y.
S A N T O M A S E X P W Y.
S C O T T B L V D.
F.S.
F.S.
F.S.
F.S.
F.S.
F.S.
F.S.
F.S.
BRET AVE.
RENAISSANCE DR.
PARK AVE.
AVE.
AVE.
N. GENEVIEVE LN.
N. MONROE ST.
N. DANIEL WY.
O'CONNOR DR.
N. MONROE ST.
G R E A T A M E R I C A P K WY.
CO L L EG E B L V D.
M ISS ION
B L V D.
T A S M A N D R.
T A S M A N
P R U N E R I D G E
P R U N E R I D G E A V E.
P R U N E R I D G E
A A V E.
S T E V E N S C R E E K B L V D. W. SAN CARLOS ST.
L A W R E N C E E X P W Y. L A W R E N C E
E X P W Y.
L A W R E N C E E X P W Y.
M O N R O E S T. M O N R O E S T.
M O N R O E S T.
M O N R O E S T.
H O M E S T E A D R D. H O M E S T E A D R D.
H O M E S T E A D
M A S E X P W Y.
N. W I N C H E S T E R B L V D.
L I N C O L N S T.
E L C A M I N O R E A L
E L C A M I N O R E A L
E L C A M I N O
R E A L
E L C A M I N O R E A L
B E L L O M Y S T.
S C O T T B L V D.
N E W HA L L S T.
N E W HA L L
S T.
Y ( R O U T E 1 7 F R E E W A Y )
M A R K E T S T.
S C O T T B L V D.
S C O T T B L V D.
A R Q U E S A V E.
C E N T R A L E X P W Y.
SCOTT BLVD.
C r e e k
S A N T O M A S E X P W Y.
B O W E R S A V E.
B O W E R S A V E.
S A N T O M A S
E X P W Y.
M O N T A G U E E X P W Y.
( B A Y S H O R E F R E E W A Y ) H I G H W A Y
( B A Y S H O R E F R E E W A Y ) H I G H W A Y
S T.
N. B A S C O M A V E.
( J U N I P E R O S E R R A F R E E W A Y ) H I G H W A Y B E N T ON S T .
B E N T O N S T. B E N T O N S T.
NEWHALL ST.
L A F A Y E T T E S T.
L A F A Y E T T E S T.
L A F A Y E T T E
( M T. V I E W - A L V I S O R O A D ) H I G H W A Y
JUNCTION AVE.
HEDDING ST.
BROOKLYN AVE.
CLEVELAND AVE.
TOPEKA AVE.
WABASH AVE.
T H E A L A M E D A
S T.
CAMERON WY.
CT.
CT.
MALABAR AVE.
RD.
KEYSTONE AVE.
R. CYPRESS AVE.
MONROE ST.
EMORY ST.
EMORY ST.
WOODHAMS RD.
CRONIN DR.
CT.
BANCROFT ST.
SUTTER AVE.
TALIA AVE.
LONDONDERRY PL.
N. REDWOOD AVE.
CRESTVIEW DR.
PINEVIEW DR.
N. REDWOOD AVE.
AVE.
SUNNY VISTA DR.
TULIP RD.
BOXWOOD DR.
CHERRYSTONE DR.
WALNUT GROVE AVE.
WALNUT GROVE AVE.
IDAHO ST.
LORNE WY. LORNE CT.
WARBLER AVE.
CT.
WREN AVE.
BENTON ST.
CT.
CT.
BING DR.
BING DR.
CHERRY
LN.
SHAFER DR.
BROOKDALE DR.
REBEIRO AVE.
BARCELLS AVE.
LAS PALMAS DR.
DIXON DR.
MARYANN DR.
DANA AVE.
SHERWOOD
WOOD DUCK AVE.
COTSWALD
LILLICK DR.
CALABAZAS
FLORA VISTA AVE.
EL SOBRANTE ST.
BUCHANAN
LOYOLA CT.
CT.
LAS PALMAS DR.
ANNA DR.
ALVISO ST. ALVISO ST.
HALFORD AVE.
HALFORD AVE.
CT.
CT.
ST. LAWRENCE DR.
SANTA
INEZ
CT.
PL.
BELLARMINE
CT.
HASTINGS
CT.
DOWNING
CT.
MONTEREY
CT. JERALD
POMEROY AVE.
NOBILI AVE.
SALLY
CT.
ANDREA
PL.
SAN
RAFAEL
CT.
CABRILLO
CT.
DAY
CT.
LARSON
CT.
COLUMBUS PL.
BARKLEY AVE.
QUINN
CT.
HOOVER
CT.
GRAHAM LN.
MORSE LN.
CABRILLO AVE.
RANCHO
McCORMICK CT.
HOLLY BRANCH
CT.
ELM LEAFCT.
EUCALYPTUS
CT.
STONE
PINE
CT.
CANARY
ISLAND
CT.
ACACIA
CT.
FAN
PALM
CT.
JACKSON
CT.
TRITON CT. PARK
VISTA
CIR.
CROCUS
CT.
DAHLIA
CT.
TIMBERPINE CT.
LILY AVE.
IRIS AVE.
MACHADO AVE.
PACIFIC DR.
AGATE
CT.
KITSAP
CT.
CASHDAN
CT.
MARCHESE
CT.
ICEFIELD
CT.
LANDSLIDE
CT.
VILLANOVA
CT.
PARKLAND
CT.
DR.
PILOT KNOB PL.
GENTRY
CT.
FRANCISCAN
CT.
MARMON
CT.
ROOSEVELT
CT.
SAN YSIDRO WY.
ENOCHS ST.
RYDER ST.
KIFER RD. WALSH AVE.
CORVIN DR.
STENDER WY.
ARBUCKLE
CT.
STEWART
CT.
LAKESIDE DR.
LAKESIDE DR.
LAKESIDE DR.
DI GUIGNE DR.
SAN PIER
CT.
SAN
SABA
CT. AHWAHNEE AVE.
PEBBLELAKE
CT.
JADELAKE
CT.
LAKEHAVEN DR. VELVETLAKE DR.
TWINLAKE DR.
LAKEMUIR DR. SILVERLAKE DR.
BURNTWOOD
CT.
CANDLEWOOD
CT.
REDROCK
CT.
CRESTWOOD
CT. BLAZINGWOOD DR.
ORTIZ
CT.
PECOS WY.
PRESCOTT AVE.
PALAMOS AVE.
A G N E W R D.
ROWENA
CT.
D E L A C R U Z B L V D.
D E L A C R U Z B L V D.
SCHOTT
CT.
L A F A Y E T T E S T.
CLARKWOOD
CT.
PINEWOOD
CT.
BRASSWOOD
CT.
COLLINWOOD
CT.
HEMLOCK
CT.
ORCHARD PKWY.
VISTA CLUB CIR.
VISTA CLUB CIR.
A V E.
W. SAN CARLOS ST.
BROADLEAF LN.
TAMARACK AVE.
S a r a to g a Cr e e k
C a l a b a z a s C r e e k
Ca l a b a z a s
Ca l ab a z a s C r e ek
C al abazas Creek
He t ch He t chy R/W
He t c h He t chy R/W
He t c h He t chy R/W
Sa n T o m a s Aq u i n o Cre e k
S an Toma s Aqu i no Cr e e k
San T omas Aq u i no Cr e ek
San T oma s Aqu i no Cree k
S a n T oma s Aqu i no Creek
S a r a t o g a C r e e k
S a r a t o g a C r e e k
Gu a d a l up e R i v e r
Gu ad a l up e R i v e r
Gu a d a l u p e R i v e r
G u a d a l u p e R i v e r
MEMBRILLO
CORTE
CRONIN CT.
BOND ST.
JULIE
CT.
D R.
S C O T T B L V D.
BILLINGS CIR.
BRACK
WATSON CIR.
BURDICK LN.
HAGIS WY.
ETT WY.
HEADEN WY.
BILLINGS CIR.
SUN
FIRE WY.
ALVISO ST.
FRENCH ST.
LAWRENCE STATION RD.
82 82
82 82
880
880
101
101
101
237
F.S.
M I S S I O N C O L L E G E
S a n T oma s Aq u i n o Cr e e k
C E N T R A L E X P W Y.
C a l a b a z a s C r e e k
REGIS CT.
( M T. V I E W - A L V I S O R O A D )
MOFFETT PARK DR.
H I G H W A Y
MARVELL LN.
CHERRY ORCHARD
WILLETT PL.
EASTIN PL. OLIVER PL. MERRILL PL.
HOLMES
PL.
FARGHER
DR.
COZUMEL
CIR.
LIPPERT
PL.
RAMSHALL
PL.
LAIRD CIR.
PEEBELS
PL.
PALM VIEW
PL.
RICHIE
PL.
NORWOOD
CIR.
A V E.
( B A Y S H O R E F R E E W A Y ) H I G H W A Y
CALLE DE PRIMAVERA &
CALLE DE ESCUELA
AGNEW RD. & DAVIS ST.
AGNEW RD. &
AVINA CIRCLE (private)
AGNEW RD. &
GARRITY WAY (West)
MISSION COLLEGE BLVD. &
OUR LADY'S WAY (South)
WALSH AVE. &
NORTHWESTERN PARKWAY
MONROE ST. & QUINN AVE.
HOMESTEAD RD. &
LOS OLIVOS DR.
BENTON ST. &
CURTIS AVE.
NEWHALL ST. &
BOHANNON DR.
WINCHESTER BLVD.
&
TULIP DR. (San Jose)
KIELY BLVD. &
MAURICIA AVE.
WINCHESTER BLVD.
&
DOLORES AVE.
CITY OF SANTA CLARA
PUBLIC WORKS ENGINEERING
DESIGN DIVISION
CllY OF SUNNYVALE
. UNCONTROLLED
,----- ~-__JI
CllYOF
SANJOSE
81&21752//('&5266:$/.63+$6(
/2&$7,21 0$3 (;+,%,7
</
>z >s͘ Θ DhZ// s
͘ DKEZK
^d͘ Θ Yh/EE s
͘
,KD
^d
Z͘ Θ >K^ K>/sK^ Z͘ 'E
t Z͘ Θ t
^d KĨΖ 'ZZ/dz tz
W'
ϭK&ϯ
81&21752//('&5266:$/.63+$6(
/2&$7,21 0$3 (;+,%,7
E
t,>> ^d͘ Θ K,EEKE Z͘
EdKE ^d͘ Θ hZd/^ s
͘
3$*( )
'E
t Z͘ Θ s/E /Z>
;Wsd͘Ϳ
t/E,
^d
Z >s͘ Θ dh>/W Z ;^E :K^
Ϳ
t/E,
^d
Z >s͘ Θ K>KZ
^ s
͘
81&21752//('&5266:$/.63+$6(
/2&$7,21 0$3 (;+,%,7
>>
WZ/Ds
Z Θ >>
^h
> 'E
t Z͘ Θ s/^ ^d͘
D/^^/KE K>>
'
>s͘ Θ KhZ >z K& W
t>^, s
͘ Θ EKZd,t
^d
ZE WZ<tz
3$*(2)
Resolution/MTC Funding Application Page 1 of 5
Rev: 7/27/2023
RESOLUTION NO. _____
A RESOLUTION OF THE CITY OF SANTA CLARA, CALIFORNIA
AUTHORIZING THE FILING OF AN APPLICATION FOR FUNDING
ASSIGNED TO MTC AND COMMITTING ANY NECESSARY
MATCHING FUNDS AND STATING ASSURANCE TO COMPLETE
THE PROJECT
WHEREAS, City of Santa Clara (herein referred to as APPLICANT) is submitting an application to the Metropolitan Transportation Commission (MTC) for $1,754,000 in funding assigned to MTC for programming discretion, which includes federal funding administered by the Federal Highway Administration (FHWA) and federal or state funding administered by the California Transportation Commission (CTC) such as Surface Transportation Block Grant Program (STP) funding, Congestion Mitigation and Air Quality Improvement Program (CMAQ) funding, Carbon Reduction Program (CRP) funding, Transportation Alternatives (TA) set-aside/Active Transportation Program (ATP) funding, and Regional Transportation Improvement Program (RTIP) funding (herein collectively referred to as REGIONAL DISCRETIONARY FUNDING) for the Santa Clara Uncontrolled Crosswalk Phase 2 (herein referred to as PROJECT) for the Housing Incentive Pool (HIP) (herein referred to as PROGRAM); WHEREAS, the United States Congress from time to time enacts and amends legislation to provide funding for various transportation needs and programs, (collectively, the FEDERAL TRANSPORTATION ACT) including, but not limited to the Surface Transportation Block Grant Program (STP) (23 U.S.C. § 133), the Congestion Mitigation and Air Quality Improvement Program (CMAQ) (23 U.S.C. § 149), the Carbon Reduction Program (CRP) (23 U.S.C. § 175), and the Transportation Alternatives (TA) set-aside (23 U.S.C. § 133); WHEREAS, state statutes, including California Streets and Highways Code §182.6, §182.7, and §2381(a)(1), and California Government Code §14527, provide various funding programs for the programming discretion of the Metropolitan Planning Organization (MPO) and the Regional Transportation Planning Agency (RTPA);
WHEREAS, pursuant to the FEDERAL TRANSPORTATION ACT, and any regulations Resolution/MTC Funding Application Page 2 of 5
Rev: 7/27/2023
promulgated thereunder, eligible project sponsors wishing to receive federal or state funds for a regionally-significant project shall submit an application first with the appropriate MPO, or RTPA, as applicable, for review and inclusion in the federal Transportation Improvement Program (TIP); WHEREAS, MTC is the MPO and RTPA for the nine counties of the San Francisco Bay region; WHEREAS, MTC has adopted a Regional Project Funding Delivery Policy (MTC Resolution No. 3606, revised) that sets out procedures governing the application and use of REGIONAL DISCRETIONARY FUNDING;
WHEREAS, APPLICANT is an eligible sponsor for REGIONAL DISCRETIONARY FUNDING; WHEREAS, as part of the application for REGIONAL DISCRETIONARY FUNDING, MTC requires a resolution adopted by the responsible implementing agency stating the following:
The commitment of any required matching funds
That the sponsor understands that the REGIONAL DISCRETIONARY FUNDING is fixed at the programmed amount, and therefore any cost increase cannot be expected to be funded with additional REGIONAL DISCRETIONARY FUNDING
That the PROJECT will comply with the procedures, delivery milestones and funding deadlines specified in the Regional Project Funding Delivery Policy (MTC Resolution No. 3606, revised)
The assurance of the sponsor to complete the PROJECT as described in the application, subject to environmental clearance, and if approved, as included in MTC's federal Transportation Improvement Program (TIP)
That the PROJECT will have adequate staffing resources to deliver and complete the PROJECT within the schedule submitted with the project application That the PROJECT will comply with all project-specific requirements as set forth in the
PROGRAM
That APPLICANT has assigned, and will maintain a single point of contact for all FHWAand CTC-funded transportation projects to coordinate within the agency and with the Resolution/MTC Funding Application Page 3 of 5
Rev: 7/27/2023
respective County Transportation Agency (CTA), MTC, Caltrans, FHWA, and CTC on all communications, inquires or issues that may arise during the federal programming and delivery process for all FHWA- and CTC-funded transportation and transit projects implemented by APPLICANT.
WHEREAS, that APPLICANT is authorized to submit an application for REGIONAL DISCRETIONARY FUNDING for the PROJECT;
WHEREAS, there is no legal impediment to APPLICANT making applications for the funds; WHEREAS, there is no pending or threatened litigation that might in any way adversely affect the proposed PROJECT, or the ability of APPLICANT to deliver such PROJECT; WHEREAS, APPLICANT authorizes its Executive Director, General Manager, City Manager, or designee to execute and file an application with MTC for REGIONAL DISCRETIONARY FUNDING for the PROJECT as referenced in this resolution; and, WHEREAS, MTC requires that a copy of this resolution be transmitted to the MTC in conjunction with the filing of the application.
NOW THEREFORE, BE IT RESOLVED BY THE CITY OF SANTA CLARA AS FOLLOWS:
1. That the Applicant is authorized to execute and file an application for funding for the PROJECT for REGIONAL DISCRETIONARY FUNDING under the FEDERAL TRANSPORTATION ACT or continued funding.
2. That APPLICANT will provide any required matching funds.
3. That APPLICANT understands that the REGIONAL DISCRETIONARY FUNDING for the project is fixed at the MTC approved programmed amount, and that any cost increases must be funded by the APPLICANT from other funds, and that APPLICANT does not expect any cost increases to be funded with additional REGIONAL DISCRETIONARY FUNDING.
4. That APPLICANT understands the funding deadlines associated with these funds and will comply with the provisions and requirements of the Regional Project Funding Delivery Policy (MTC Resolution No. 3606, revised) and APPLICANT has, and will retain the expertise, Resolution/MTC Funding Application Page 4 of 5
Rev: 7/27/2023
knowledge and resources necessary to deliver federally-funded transportation and transit projects, and has assigned, and will maintain a single point of contact for all FHWA- and CTCfunded transportation projects to coordinate within the agency and with the respective County Transportation Agency (CTA), MTC, Caltrans, FHWA, and CTC on all communications, inquires or issues that may arise during the federal programming and delivery process for all FHWA- and CTC-funded transportation and transit projects implemented by APPLICANT.
4. That PROJECT will be implemented as described in the complete application and in this resolution, subject to environmental clearance, and, if approved, for the amount approved by MTC and programmed in the federal TIP.
5. That APPLICANT has reviewed the PROJECT and has adequate staffing resources to deliver and complete the PROJECT within the schedule submitted with the project application.
6. That PROJECT will comply with the requirements as set forth in MTC programming guidelines and project selection procedures for the PROGRAM.
7. That, in the case of a transit project, APPLICANT agrees to comply with the requirements of MTC’s Transit Coordination Implementation Plan as set forth in MTC Resolution No. 3866, revised.
8. That, in the case of a highway project, APPLICANT agrees to comply with the requirements of MTC’s Traffic Operations System (TOS) Policy as set forth in MTC Resolution No. 4104.
9. That, in the case of an RTIP project, PROJECT is included in a local congestion management plan, or is consistent with the capital improvement program adopted pursuant to MTC’s funding agreement with the County Transportation Agency (CTA).
10. That APPLICANT is an eligible sponsor of REGIONAL DISCRETIONARY FUNDING funded projects.
11. That APPLICANT is authorized to submit an application for REGIONAL DISCRETIONARY FUNDING for the PROJECT.
Resolution/MTC Funding Application Page 5 of 5
Rev: 7/27/2023
12. That there is no legal impediment to APPLICANT making applications for the funds.
13. That there is no pending or threatened litigation that might in any way adversely affect the proposed PROJECT, or the ability of APPLICANT to deliver such PROJECT.
14. That APPLICANT authorizes its Executive Director, General Manager, City Manager, or designee to execute and file an application with MTC for REGIONAL DISCRETIONARY FUNDING for the PROJECT as referenced in this resolution.
15. That a copy of this resolution will be transmitted to the MTC in conjunction with the filing of the application.
16. That the MTC is requested to support the application for the PROJECT described in the resolution, and if approved, to include the PROJECT in MTC's federal TIP upon submittal by the project sponsor for TIP programming.
17. Effective date. This resolution shall become effective immediately.
I HEREBY CERTIFY THE FOREGOING TO BE A TRUE COPY OF A RESOLUTION PASSED
AND ADOPTED BY THE CITY OF SANTA CLARA, CALIFORNIA, AT A REGULAR MEETING THEREOF HELD ON THE ___ DAY OF _________, 20__, BY THE FOLLOWING VOTE:
AYES: COUNCILORS:
NOES: COUNCILORS:
ABSENT: COUNCILORS:
ABSTAINED: COUNCILORS:
ATTEST: ______________________________
NORA PIMENTEL, MMC
ASSISTANT CITY CLERK
CITY OF SANTA CLARA
Attachments incorporated by reference: None.
City of Santa Clara
Agenda Report
1500 Warburton Avenue
Santa Clara, CA 95050
santaclaraca.gov
@SantaClaraCity
25-657 Agenda Date: 7/15/2025
REPORT TO COUNCIL
SUBJECT
Action on Adopting a Resolution Approving the Update to the Sewer System Management Plan (SSMP) to Implement New State Requirements for the Operation and Maintenance of the City’s Sewer Collection System
COUNCIL PILLAR
Deliver and Enhance High Quality Efficient Services and Infrastructure
BACKGROUND
The State of California regulates sanitary sewer systems under a General Order (“Order”), including Santa Clara’s sanitary sewer system. The Order serves as statewide waste discharge requirements and requires municipalities to comply with federal and State prohibitions of discharge of sewage to waters of the State, including federal waters of the United States; comply with specifications, and notification, monitoring, reporting and recordkeeping requirements; proactively operate and maintain resilient sanitary sewer systems to prevent spills; eliminate discharges of sewage to receiving waters; monitor, track, and analyze spills for ongoing system-specific performance improvements; and report noncompliance with the Order and other reporting requirements. The previous Order 2006-003-DWQ and the amendments thereafter were superseded by Order 2022-0103-DWQ adopted by the California State Water Resources Control Board (“State Water Board”) on December 6, 2022, with the Order becoming effective on June 5, 2023. The State of California has implemented a program for all sewer agencies, as a requirement of the previous and updated Orders to develop a Sewer System Management Plan (SSMP), which establishes the methods and programs to meet certain goals pertaining to the effective operation of sewer collection systems. In order to comply with the San Francisco Bay Regional Water Quality Control Board (RWQCB) and State Water Board requirement of updating the SSMP every six (6) years, staff has prepared an updated SSMP which contains all elements currently set forth by the State Water Board.
The updated SSMP is comprised of 11 major elements, including:
goals; organization; legal authority; operation and maintenance program; design and performance provisions; spill emergency response plan; sewer pipe blockage control program; system evaluation and capacity assurance plan; monitoring, measurements and program modifications; SSMP program audits; and communication program. All elements are required by the State Water Board and ensure operational compliance by the City’s Sewer Utility. The SSMP serves as written documentation of how the City operates the sanitary sewer collections system. The SSMP was last approved by Council on April 7, 2020 (Resolution No. 20-8833).
DISCUSSION
This revised SSMP reflects updates to the City’s SSMP over the last six (6) years since the previous update and incorporates new requirements from the latest Order 2022-0103-DWQ adopted by the City of Santa Clara Page 1 of 2 Printed on 7/11/2025
powered by Legistar™
25-657 Agenda Date: 7/15/2025
State Water Resources Control Board. Additionally, this SSMP brings the following up to date:
organizational structure changes, emergency contact information, FOG program, legal authority, operation and maintenance program, collection system maps, infrastructure, scheduled preventative collection system and pump station maintenance, sanitary sewer capacity improvement projects, staff training, enforcement response plan, Sanitary Sewer Overflow (SSO) trends, and key departmental and individual staff responsibilities related to the sewer system. The SSMP includes appendices that have been updated, including enforcement response plan, sanitary sewer system index map, sewer equipment inventories, design standards, FOG program materials and handouts, and sewer utility budget. As a result of the continued implementation of the City’s SSMP, the City continues a robust preventive maintenance and capital program with very minimal SSOs. A copy of the updated SSMP and its 11 major elements with appendices are attached to this agenda report.
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.
FISCAL IMPACT
There is no fiscal impact to the City other than administrative staff time.
COORDINATION
This report has been coordinated with 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] .
RECOMMENDATION
Adopt the Resolution to Approve the Update to the Sanitary Sewer Management Plan (SSMP) to Implement New State Requirements for the Operation and Management of the City’s Sewer Collection System
Reviewed by: Gary Welling, Director, Water & Sewer Utilities Department Approved by: Jovan Grogan, City Manager
ATTACHMENTS
1. Sewer System Management Plan 2025 Update
2. Sewer System Management Plan 2025 Update (redlines)
3. Appendices A-I
4. Appendices J-M
5. Proposed SSMP 2025 Update Resolution
City of Santa Clara Page 2 of 2 Printed on 7/11/2025
powered by Legistar™
1 City of Santa Clara Water & Sewer Utility
Sewer System Management Plan
2 Table of Contents
ELEMENT 1: GOAL AND INTRODUCTION.................................................................................................................3
1.1 Regulatory Context ..........................................................................................................................................3
1.2 Sewer System Management Plan Update Schedule.......................................................................................4
1.3 Sewer System Asset Overview........................................................................................................................5 ELEMENT 2: ORGANIZATION...................................................................................................................................11 ELEMENT 3: LEGAL AUTHORITY.............................................................................................................................16 ELEMENT 4: OPERATION & MAINTENANCE PROGRAM.......................................................................................18
4.1 Updated Map of Sewer System.....................................................................................................................18
4.2 Preventative Operation and Maintenance Activities ......................................................................................19
4.3 Training ..........................................................................................................................................................29
4.4 Equipment Inventory......................................................................................................................................30 ELEMENT 5: DESIGN & PERFORMANCE PROVISIONS ........................................................................................31
5.1 Updated Design Criteria and Construction Standards...................................................................................31
5.2 Procedures and Standards ............................................................................................................................31 ELEMENT 6: SPILL EMERGENCY RESPONSE PLAN.............................................................................................33 ELEMENT 7: SEWER PIPE BLOCKAGE CONTROL PROGRAM.............................................................................39 ELEMENT 8: SYSTEM EVALUATION, CAPACITY ASSURANCE, CAPITAL IMPROVEMENT...............................42
8.1 System Evaluation and Condition Assessment .............................................................................................42
8.2 Capacity Assessment and Design Criteria ....................................................................................................43
8.3 Prioritization of Corrective Actions.................................................................................................................44
8.4 Capital Improvement Plan .............................................................................................................................44 ELEMENT 9: MONITORING, MEASUREMENT, PROGRAM MODIFICATIONS ......................................................46 ELEMENT 10: SSMP PROGRAM AUDITS ................................................................................................................49 ELEMENT 11: COMMUNICATION PROGRAM .........................................................................................................50 APPENDICES .............................................................................................................................................................53 Appendix A: State Water Resources Control Board General Order 2022-0103-DWQ Appendix B: Santa Clara Municipal Code Excerpts
Appendix C: Enforcement Response Plan
Appendix D: Sanitary Sewer System Index Map
Appendix E: Sewer Equipment Inventories
Appendix F: City of Santa Clara Design Criteria
Appendix G: City of Santa Clara Standard Details
Appendix H: Emergency Response Procedures
Appendix I: FOG Program Materials and Handouts
Appendix J: City of Santa Clara Sewer Capacity Assessment Appendix K: Sewer Utility Budget
Appendix L: Performance Measure Data Sheets (Lucity)
Appendix M: SSMP Audit Checklist
3 ELEMENT 1: GOAL AND INTRODUCTION
1.1 Regulatory Context
The City of Santa Clara Water & Sewer Utilities Department (Utility) has prepared this Sewer System Management Plan (SSMP) to comply with the San Francisco Bay Regional Water Quality Control Board (RWQCB) and the State Water Resources Control Board (SWRCB) General Order 2022-0103-DWQ (see Appendix A). The SSMP is intended to:
• Provide sufficient planning, description of resources and direction for staff to maintain, manage and repair the Utility’s sanitary sewer collection and conveyance system such that all sewer flows delivered to the Utility’s system are conveyed safely to the publicly owned wastewater treatment plant (San José – Santa Clara Regional Wastewater Facility) without spills. • The SSMP includes actions to minimize the number and severity of spills and to help mitigate the impact of spills on the environment.
The SSMP supports and supplements the Utility’s existing operations and maintenance program and goals by providing consolidated guidelines and procedures for the Utility’s sewer system management. The SSMP will also contribute to the proper management of the collection system by memorializing these activities.
In addition, a sewer system capacity study has been performed and was updated in 2016 to determine any improvements needed to ensure the system has adequate capacity to convey all peak flows, for current and future development, including allowances for storm waters that may enter into the sewer system. The City is currently in the process of developing an update to its Sanitary Sewer Master Plan, which includes the development of an “all-pipes” model, revised system-wide capacity studies, and an updated Capital Improvement Program. The Sanitary Sewer Master Plan is expected to be completed by the end of 2025 and before the next Sewer System Management Plan Update, and revised findings and recommendations will be included in the next Sewer System Management Plan. A draft of the in-progress report can be found in Appendix J.
REQUIREMENTS
The goal of the Sewer System Management Plan (Plan) is to provide a plan and schedule to:
• Properly manage, operate, and maintain all parts of the Enrollee’s sanitary sewer system(s),
• Reduce and prevent spills,
• Contain and mitigate spills that do occur.
The collection system agency must develop goals to properly manage, operate, and maintain all parts of its wastewater collection system
REQUIREMENTS
The Plan Introduction section must provide a general description of the local sewer system management program and discuss Plan implementation and updates. 4 1.2 Sewer System Management Plan Update Schedule
In accordance with Statewide Sanitary Sewer Systems General Order 2022-0103-DWQ, the current SSMP Update is due May 2, 2025, with subsequent updates every 6 years. The next SSMP Update will be due May 2, 2031.
The audit period for the next planned Sewer System Management Plan audit will initiate November 2, 2025, and be completed by May 2, 2028. The audit should be submitted to the California Integrated Water Quality System (CIWQS) and will provide coverage through November 2, 2028 (by 6-months after the end of the 3- year audit period).
In order to prevent spills within its service area, the Utility implements system-wide condition assessment using closed-circuit television (CCTV) and routine & scheduled preventative maintenance including inspection, jetting, and repairs. A summary of these activities to be completed during the future 6-year SSMP update cycle is listed below, and further documented in Element 4 (Operation & Maintenance Program):
• CCTV Inspection/Jetting – 8-year cycle last started April 2023 and is anticipated to be completed by April 2031.
• Force Main Assessment & Rehabilitation – Currently in-progress and is anticipated to be completed by the end of 2025.
• Lift/Pump Station Maintenance & Rehabilitation – Ongoing. Preventative maintenance is completed weekly, while pump servicing and repair is completed bi-annually in spring and fall. • Flow Monitoring and Capacity Studies, Sanitary Sewer Master Plan – Draft Sanitary Sewer Master Plan is currently in progress and is anticipated to be completed by the end of 2025. • New Vehicle and Equipment Purchases – Completed as needed based on replacement cycles. • National Association of Sewer Service Companies (NASSCO) Pipeline Assessment Certification Program (PACP) Training – Completed every three years based on certification date.
In addition, the Utility maintains a spill emergency response plan to mitigate spills if they occur, and performs long term system evaluation and capacity planning to meet future demands. These items are documented further in Element 4: Operation & Maintenance Program, Element 6: Spill Emergency Response Plan, and Element 8: System Evaluation, Capacity Assurance, Capital Improvements in the SSMP.
REQUIREMENTS
The Plan Introduction section must include a schedule for the Enrollee to update the Plan, including the schedule for conducting internal audits. The schedule must include milestones for incorporation of activities addressing prevention of sewer spills.
5 1.3 Sewer System Asset Overview
The Utility owns and operates the sanitary sewer system serving the City of Santa Clara, located in Santa Clara County, California. The California Water Environmental Association’s Santa Clara Valley Section has recognized the Utility with Collection System of the Year (Medium Size Category) for 2020, 2023, and 2024, highlighting the Utility’s work to protect public health and the environment through its continued maintenance of it’s wastewater collection, treatment, and disposal system.
A map of the Utility’s sanitary sewer system and service area can be found in Appendix D. A detailed electronic Sanitary Sewer System Service Area Boundary Map has been submitted to CIWQS, as required by Specifications 5.14 and Attachment E1.
The sewer system serves a population of approximately 131,000, and provides service to residential, commercial, and industrial users within its service area as quantified in Table 1-1 below. The Utility also accepts flow from Cupertino Sanitary District (CUSD) under an agreement executed in 1985.
Table 1-1: Service Connections by Service Type
User Type Number of Service
Connections
Residential 18,656
Commercial 2,012
Industrial 688
Institutional 384
REQUIREMENTS
The Agency Sewer System Management Plan must have an Introduction section to provide a description of the Agency-owned assets and service area including but not limited to:
• Location, including county(ies)
• Service area boundary (see specific requirements contained in Specifications 5.14 and Attachment E1, requiring an electronic Sanitary Sewer System Service Area Boundary Map submitted to CIWQS). • Population and community served.
• System size, including total length in miles, length of gravity mainlines, length of pressurized (force) mains, and number of pump stations and siphons.
• Structures diverting stormwater to the sewer system.
• Data management systems.
• Sewer system ownership and operation responsibilities between Enrollee and private entities for upper and lower sewer laterals. • Estimated number or percent of residential, commercial, and industrial service connections.
• Unique service boundary conditions and challenge(s).
• Reference to the Enrollee’s up to-date map of its sanitary sewer system, as required in section 4.1 (Updated Map of Sanitary Sewer System) of this Attachment.
6 The sewer system infrastructure is comprised of approximately 288 miles of sewer main, 5,300 sewer manholes, 3 miles of pressurized (force) mains, 7 pump and lift stations, and 52 sewer system consists of approximately 288 miles of sewer mains. The decade of construction, size, and material of mains are shown in Table 1-2 on the following page.
7 Table 1-2: Sanitary Sewer Pipeline Inventory
Material
and Size Decade of Construction Total (ft) % of Total
Unspecified 1930's and
earlier 1940's 1950's 1960's 1970's 1980's 1990's 2000's 2010's 2020's Vitrified Clay Pipe (VCP)
Unknown 14,639 411 205 3,189 204 18,649 1.26%
4 in. 22 275 527 824 0.06%
6 in. 966 74,671 22,566 67,545 19,237 7,124 2,801 2,739 518 801 198,967 13.47% 8 in. 9,023 5,210 17,650 328,475 204,792 46,811 9,320 7,779 9,045 1,325 639,429 43.28% 10 in. 51 128 2,805 61,018 37,739 6,475 4,232 6,923 11,242 1,442 132,056 8.94% 12 in. 4,889 772 1,966 35,914 61,293 86,888 9,259 14,264 5,818 4,002 862 225,926 15.29% 14 in. 284 183 507 974 0.07%
15 in. 822 2,995 20,541 18,542 12,922 1,875 1,484 373 2,549 151 62,254 4.21% 16 in. 1,418 1,123 65 2,607 0.18%
18 in. 1,398 9,457 18,738 7,373 5,362 3,269 1,045 917 47,560 3.22% 20 in. 599 599 0.04%
21 in. 1,522 2,016 3,483 3,565 1,055 671 12,312 0.83%
24 in. 3,280 9,840 6,450 15,884 5,011 840 1,137 929 43,371 2.94% 27 in. 116 2,648 5,513 706 33 575 2,437 12,028 0.81%
30 in. 1,228 15 645 875 6,746 7,003 25 248 3,992 20,777 1.41% 33 in. 1,079 522 5,890 4,367 258 101 12,216 0.83%
36 in. 1,114 1,972 1,663 11,972 16,720 1.13%
39 in. 2,262 1,199 3,461 0.23%
42 in. 1,937 3,602 2,233 3,216 484 11,471 0.78%
45 in. 288 364 795 1,447 0.10%
48 in. 3,139 1,169 6,172 343 2,524 283 13,630 0.92%
Sub Total
(ft) 297,499 80,797 51,631 545,251 400,143 213,468 52,194 37,422 33,454 20,410 1,013 1,477,279 100.00% Reinforced Concrete (RCP)
20 in. 77 77 0.33%
24 in. 457 6,481 395 408 445 8,186 34.80%
27 in. 442 1,507 385 993 3,327 14.14%
30 in. 524 3,707 672 635 5,538 23.55%
33 in. 1,946 920 115 2,980 12.67%
36 in. 1,136 725 406 22 2,289 9.73%
42 in. 430 257 438 1,124 4.78%
Sub Total
(ft) 0 0 1,423 15,206 2,244 2,668 851 115 993 22 0 23,522 100.00% Polyethylene (PE)
6 in. 31 70 102 0.73%
8 in. 135 718 853 6.12%
8 10 in. 588 205 270 1,063 7.62%
12 in. 306 1,893 148 2,309 4,656 33.39%
15 in. 203 203 1.46%
18 in. 284 284 2.03%
21 in. 736 2,427 3,163 22.68%
24 in. 1,179 373 340 1,030 2,922 20.95%
27 in. 401 401 2.88%
30 in. 236 236 1.70%
33 in. 62 62 0.44%
Sub Total
(ft) 306 0 0 4,907 0 774 409 794 0 6,754 0 13,944 100.00% Polyvinyl Chloride (PVC)
6 in. 67 66 133 21.16%
8 in. 73 73 11.61%
10 in. 71 71 11.32%
18 in. 97 97 15.50%
27 in. 254 254 40.41%
Sub Total
(ft) 67 0 0 66 241 0 0 0 0 0 254 628 100.00%
Unknown
Unknown 1,411 1,411 44.79%
8 in. 244 55 298 9.47%
10 in. 246 246 7.80%
12 in. 1,152 1,152 36.56%
21 in. 34 34 1.07%
24 in. 10 10 0.31%
Sub Total
(ft) 3,095 0 0 0 0 0 0 55 0 0 0 3,150 100.00%
Total (ft) 300,967 80,797 53,054 565,430 402,628 216,911 53,454 38,386 34,446 27,186 1,267 1,518,524 Sewer System Management Plan
City of Santa Clara Water & Sewer Utility
9 Although private property owners own the entire length of the service lateral associated with their property, the Utility will clear blockages from the property line clean out to the City sewer main (“service the lower lateral”) as a courtesy service to the public; provided a property line cleanout exists, and the Utility is made aware of any problems or backups. Overall lateral maintenance and repair is sole responsibility of property owner.
The Utility has offers inexpensive clean out installations for all customer classes, including residential, commercial, industrial, and institutional. The Utility utilizes installed property line clean outs in order to provide maintenance to lower laterals as a courtesy when requested by customers.
The sanitary sewer system also includes two large pump stations, each with a flow meter, and five smaller unmetered lift stations. All stations have radio telemetry to monitor operating status.
Pump and Lift Station information is included in the following table:
Table 1-3: Pump & Lift Station Equipment
Station Equipment
Rabello Pump Station
Eight 60 horsepower Flygt 3202 Pumps
600 kW diesel generator
Northside Pump station Four 70 horsepower Flygt 3356 Pumps 350 kW diesel generator
Tasman Two 10 horsepower Flygt 3127 Pumps
Westside Two 10 horsepower Flygt 3127 Pumps
Primavera Six 10 horsepower Flygt 3127
pumps,
75 KW Generator (LPG fuel primary
with natural gas backup)
De La Cruz Two 10 horsepower Flygt 3127
Pumps, 50KW diesel generator
(Trailer mount)
Stadium Pump Station
6 Flygt Pumps (4 - 15hp model 3153 and 2 - 10hp
model 3127), 80 kw diesel generator
All sewer pumps utilize industry-leading equipment that is not only efficient but features the latest advancements in no-clog impeller designs that are superior to technology used previously. The Utility standardizes pump product lines enabling each station to have a backup pump readily available at the sewer shop.
In December 2020, the Utility completed work to upgrade the core hardware, software, and network equipment supporting the Utility’s supervisory controls and data acquisition (SCADA) System. This SCADA upgrade was intended to provide a state-of-the-art SCADA system deployed on a fast, reliable, redundant, and secure fiber optic ring, and to provide increased functionality in sewer facility site monitoring and control. This upgrade included 2 new servers, 3 workstations and 4 client PC’s, as well as 8 new managed switches and 4 uninterruptable power supplies. The upgrade involved re-deploying the network over a newly installed, purpose-built, fiber optic ring, connecting key sites at the Corporation Yard SCADA building, the Corporation Yard Ops center, the Emergency Operations Center, and the Data Center at City Hall. The Utility also deployed a second Sewer System Management Plan
City of Santa Clara Water & Sewer Utility
10 antenna and master radio at the Corporation Yard to rectify a “single point of failure” problem that had previously existed on the Utility’s legacy radio network. As part of this SCADA upgrade, all sewer pump stations were upgraded and converted to the new fiber network.
The Utility owns and operates the sanitary sewer system, with exceptions as described below:
• Sewer Laterals – Pursuant to City Ordinance 1901 passed 11/27/2012, property owners are responsible for maintenance and operation of the entire lateral up to the wye connection to the public main.
• Private Onsite Sewer Systems – Private onsite sewer systems are the responsibility of the property owner for the associated property, up to the connection to the public main or manhole.
• Sewer Maintained by Other Agencies – City of San Jose and City of Sunnyvale own and maintain a portion of sewer lines within City of Santa Clara right-of-way, as shown in provided sewer maps.
The Utility’s sewer system includes several instances of unique constraints and boundary conditions.
• Siphons – The Utility’s sewer system includes 59 siphons as listed in Table 4-6. • Transportation Agency Right-of-Way – Caltrans owns the right-of-way along El Camino Real and the highways/freeways traversing the City. County owns the right-of-way along the expressways traversing the City. Encroachment permitting and/or maintenance agreements are required to perform work in their respective right-of-way. • Rail Agency Right-of-Way – Rail belonging to United Pacific Railroad (UPRR), Caltrain, and other transit agencies traverse the City, resulting in utility constraints across rail agency right-of-way. Encroachment permitting and/or maintenance agreements are required to perform work in their respective right-of-way.
• Surface Water Right-of-Way – Santa Clara Valley Water District (SCVWD) owns the rightof-way along Guadalupe River, Calabazas Creek, San Tomas Aquino Creek, and Saratoga Creeks traversing the City, resulting in utility constraints crossing and adjacent to surface waters. Encroachment permitting and/or maintenance agreements are required to perform work in SCVWD right-of-way.
• Department of Toxic Substances Control (DTSC) Regulated Sites – Several locations in City right-of-way are considered DTSC Regulated Sites due to contaminated soils. DTSC must be notified prior to work in these locations.
• Cupertino Sanitary District Tributary Lines – The Utility has an agreement with CUSD to convey flows through the Utility’s sanitary sewer system to the Regional Wastewater Facility (RWF).
Sewer System Management Plan
City of Santa Clara Water & Sewer Utility
11 ELEMENT 2: ORGANIZATION
Authorized Representative
The Utility’s authorized representative in all wastewater collection system matters is the Director of Water and Sewer Utilities. The Water and Sewer Superintendent is authorized as the legally responsible official (LRO) to certify electronic spill reports submitted to the Boards. The Assistant Director and Director of the Water and Sewer Utilities are also authorized as LROs and can certify electronic spill reports.
Responsibility for SSMP Implementation
The Water and Sewer Operations Manager and the Water and Sewer Superintendent are responsible for implementing and maintaining all elements of the SSMP to ensure it is up to date.
Spill Reporting Chain of Communication
The staff positions of Water and Sewer Maintenance Worker, Sewer Inspection Technician, Equipment Operator, Pump Maintenance Technician, Utility Crew Supervisor, or those employees responding to the spill are all responsible for estimating the volume of any spill. The Water and Sewer Operations Manager, Water and Sewer Superintendent, and Assistant Sanitary Sewer Superintendent are responsible for verifying the data collected in the field and reporting all sewer spills per the reporting requirements of both the State Water Resources Control Board (State Water Board) and the Regional Water Quality Control Board (RWQCB).
Table 2-1 contains the City’s Key Emergency Contact Information and Attachment H documents the Chain of Communication for Responding to spills and Flow charts for Spill Notification and Reporting to Regulatory Agencies.
REQUIREMENTS
The Plan must identify organizational staffing responsible and integral for implementing the local Sewer System Management Plan through an organizational chart of other similar narrative documentation that includes:
(a) The name of the Legally Responsible Official as required in section 5.1 (Designation of a Legally Responsible Official) of this General Order. (b) The position titles, telephone numbers, and email addresses for management, administrative, and maintenance positions responsible for implementing specific Sewer System Management Plan elements.
(c) Organizational lines of authority.
(d) Chain of communication for reporting spills from receipt of a complaint or other information, including the person responsible for reporting spills to the State and Regional Water Board and other agencies if applicable (For example, county health officer, county environmental health agency, and State Office of Emergency Services).
Sewer System Management Plan
City of Santa Clara Water & Sewer Utility
12 Table 2-1: City Key Emergency Contact List
Name Business Hours After Hours
John Ramirez
Director
(LRO)
408-615-2018 *On File
VACANT
Assistant Director
(LRO)
408-615-2011 *On File
Ahmed Aly, P.E.
Principal Engineer 408-615-2014 *On File
Lawrence Tam, P.E.
Utility Operations Engineer 408-615-2036 *On File
Garrett Brown
Water and Sewer Superintendent
(LRO)
408-615-2071 *On File
Daniel Bobias
Assistant Sewer
Superintendent
(Data Submitter)
408-615-2068
*On File
Wendy Kwong
Water and Sewer
Compliance Manager
408-615-2006 *On File
Colleen Trostle
Public Works Compliance Manager 406-615-3099 *On File
Craig Mobeck
Director Public Works 408-615-3001 *On File
Dave Staub
Deputy Director of Public Works 408-615-3080 *On File
*Emergency after-hours and personal contact numbers are on file with key agencies, the wastewater treatment facility, and key operational staff. Call down list is maintained and revised as necessary.
Organization Discussion
The City of Santa Clara is a charter city with a council-adopted municipal code. The municipal government provided by this Charter is the “council-manager” form of government. The City’s chief executive officer is the City Manager, who has appointing authority for all staff, including staff for the water and sewer utilities. An Organization Chart is attached as Figure-2-1. The chain of command for the sewer system includes:
• Director of Water and Sewer Utilities
• Assistant Director of Water and Sewer Utilities
• Utility Operations Engineer
• Principal Engineer
• Compliance Manager
• Code Enforcement Officer
• Code Enforcement Technician
• Utility Business Systems Manager
• Utility Business Systems Specialist
• Water and Sewer Operations Manager
• Water and Sewer Superintendent
• Assistant Sanitary Sewer Superintendent
• Utility Crew Supervisors
Sewer System Management Plan
City of Santa Clara Water & Sewer Utility
13 • Equipment Operators
• Sewer Inspection Technician
• Pump Maintenance Technician
• Water and Sewer Maintenance Workers
Discussion of General Responsibilities Water and Sewer Utilities:
The following is a brief discussion of the general responsibilities of staff positions in the Water and Sewer Utilities department.
Director of Water and Sewer Utilities: Directs the Department of Water and Sewer Utilities in the planning, design, installation, operation, repair, and maintenance of the Utility’s water supply and distribution system, and the operation, repair, and maintenance of the Utility’s sanitary sewage collection system.
Assistant Director of Water and Sewer Utilities: Under the direction of the Director of Water and Sewer Utilities: plans, develops, coordinates, and directs the activities of the Water and Sewer Utilities and plans, organizes, and administers operations and maintenance activities related to the sanitary sewer system.
Principal Engineer/Utility Operations Engineer: Under the direction of the Assistant Director of Water and Sewer Utilities, plans, develops, coordinates the activities of the Water and Sewer Utilities including but not limited to construction and operations and maintenance related to sanitary sewer system.
Compliance Manager: Under the direction of the Assistant Director of Water and Sewer Utilities:
manages water and sewer utility compliance with applicable regulations, standards and policies governed by Federal, State and local regulatory agencies, and when necessary direct corrective action.
Code Enforcement Officer: Under the direction of the Compliance Manager, manages Fat, Oil and Grease (FOG) program and coordinates with Sanitary Sewer Operations staff, the customers, other City Departments and regulatory agencies.
Code Enforcement Technician: Assist the Code Enforcement Officer in FOG plan reviews and inspection program.
Utility Business Systems Manager: Under the direction of the Assistant Director manages the Lucity sewer work order system for the sewer cleaning, assessment and repair. Coordinates with the engineers, Public Works Department, contractors, sewer operations staff on sewer information and updates the database and GIS maps.
Utility Business Systems Specialist: Assists Utility Business Systems Manager in coordinating and managing the sewer work order system, Lucity database and GIS maps.
Water and Sewer Operations Manager: Under the direction of the Assistant Director of the Water and Sewer Utility: plans, organizes and directs the work of field forces engaged in the construction, maintenance and operation of the Utility’s sanitary sewer collection system.
Water and Sewer Superintendent: Under the direction of the Water and Sewer Operations Manager: plans, organizes and directs the work of field forces engaged in the construction, maintenance and operation of the Utility’s sanitary sewer collection system.
Assistant Sanitary Sewer Superintendent: Under the direction of either/or Water and Sewer Operations Manager and Water and Sewer Superintendent assigns, reviews and supervises the work of utility crews engaged in the operation and maintenance of Utility’s sanitary sewage collection system and storm drain pump stations.
Sewer System Management Plan
City of Santa Clara Water & Sewer Utility
14 Utility Crew Supervisor: Under the direction of the Assistant Sanitary Sewer Superintendent, supervises the work of an assigned crew in a specialty area typically, but not limited to: sewer construction and maintenance, pumps and pump station repair, station generators and electrical/control appurtenances, sewer main cleaning and televising, and related maintenance of sewer conveyance system.
Equipment Operator: Under direction of the Utility Crew Supervisor, performs skilled work in the maintenance, construction and operation of streets, water, recycled water, and/or sewer systems using medium and heavy power-driven equipment as a major assignment.
CCTV Inspection Technician: Under direction of the Utility Crew Supervisor, performs inspection of sanitary sewer mains, laterals, and manholes using specialized video inspections and associated software for ongoing condition assessments of sanitary sewer infrastructure.
Pump Maintenance Technician: Under direction of the Utility Crew Supervisor, performs installation, operation, and routine maintenance of wastewater related pumps and pump stations and their appurtenances.
Water and Sewer Maintenance Worker I & II: Under direction of the Utility Crew Supervisor, independently or as a member of a crew, performs skilled work in the construction, maintenance and operation of the water, recycled water and sewer systems.
Discussion of General Responsibilities Public Works:
The following is a brief discussion of the general responsibilities of staff positions in the Department of Public Works.
Director of Public Works: Plans long range projects and gives overall direction to the work of the Public Works Department and directs the preparation of plans, specifications, estimates and contracts for public works projects including streets, sewers, storm drains, transportation and municipal or public structures and buildings.
Principal Engineer: Under direction of the Director of Public Works: assigns, directs and supervises professional and sub-professional employees engaged in a variety of public works projects from early planning stages through final construction and acceptance, including the sewer system.
Senior/Associate/Assistant Civil Engineer: Under the direction of the Principal Engineer:
conducts studies and analysis of engineering projects or problems and prepares technical reports on matters of public interest. Prepares plans, specification and cost estimates for a variety of construction and maintenance projects including streets, storm drains, sewers, traffic signals and other public facilities.
Public Works Inspector: Under general supervision performs inspections for compliance with plan and specification requirements, keeps daily records of work performed, performs quantity calculations and accounting, and monitors project safety of construction projects within street rights-of-way on City property.
Sewer System Management Plan
City of Santa Clara Water & Sewer Utility
15 Figure 2-1: Existing Organizational Structure
Sewer System Management Plan
City of Santa Clara Water & Sewer Utility
16 ELEMENT 3: LEGAL AUTHORITY
The legal authority of the City of Santa Clara rests in the City’s charter (ref: Section 400, Article IV Powers) and is adopted by City code. (Copies of current City of Santa Clara codes are available on line at: http://www.codepublishing.com/ca/santaclara/frameless/) The City of Santa Clara’s Ordinance number 1839 adopted an updated and revised Chapter
13.10 for the Code of the City of Santa Clara, California on November 24, 2009. Chapter 13.10 (entitled “Sewers”) of Title 13 (entitled “Public Services”) is attached as Appendix B.
Title 17 (see Appendix B) addresses general design criteria as well as design requirements specific to sewer design. 17.05.630 requires use of City’s Standard Design Criteria as adopted by the City Engineer, which includes the following ordinance sections:
Section 17.05.630 Design
Section 17.15.220 Rules and Regulations for Sewer System development – SanitarySewer and Storm Drains
Demonstration of Legal Authority
Title 13, chapter 13.10 “Sewers” codifies all requirements related to sewers and specific to waste discharge requirements for the sanitary sewer system.
A copy of the Legal Authority Checklist is attached as Table 3-1.
This checklist is provided as a short-cut tool for RWQCB inspection and auditing procedures to the Sewer Ordinance.
The Utility also maintains an Enforcement Response Plan (Appendix C) which serves as a stepby-step guidance document for sewer user compliance.
REQUIREMENTS
The Agency Sewer System Management Plan must include copies or an electronic link to the Enrollee’s current sewer system use ordinances, service agreements and/or other legally binding procedures to demonstrate the Enrollee possesses the necessary legal authority.
(a) Prevent illicit discharges into its sanitary sewer system (I&I); unauthorized stormwater, chemical dumping, unauthorized debris; roots; fats, oils, and grease; and trash, including rags and other debris that may cause blockages. (b) Collaborate with storm sewer agencies to coordinate emergency spill responses, ensure access to storm sewer systems during spill events, and prevent unintentional cross connections of sanitary sewer infrastructure to storm sewer infrastructure.
(c) Require that sewers and connections be properly designed and constructed. (d) Ensure access for maintenance, inspection, and/or repairs for portions of the service lateral owned and/or operated by the enrollee.
(e) Enforce any violation(s) of ordinances, service agreements, or other legally binding procedures.
(f) Obtain easement accessibility agreements for locations requiring sewer system operations and maintenance, as applicable.
Sewer System Management Plan
City of Santa Clara Water & Sewer Utility
17 Table 3-1 GWDR Legal Authority Checklist
GWDR Requirement
Agency Code
Reference
Adequate to
Meet SSMP
Requirements?
Public Sewers
Ability to prevent illicit discharges into the wastewater collection system
13.10.230 -
13.10.410 Yes
Ability to limit the discharge of fats, oils, and grease and other debris that may cause blockages
13.10.270
13.10.280 Yes
Ability to require that sewers and connections be properly designed and constructed
13.10.030,
17.05.630
17.15.220
17.15.280
Yes
Ability to require proper installation, testing, and inspection of new and rehabilitated sewers
13.10.040,
17.15.280 Yes
Laterals
Provide clear support for Agency responsibility (upper
and/or lower lateral) and policies (e.g. courtesy cleaning, repair, cleanout installation)
13.10.040 Yes
Ensure access for maintenance, inspection, or repairs for portions of the service lateral owned or maintained by the Agency
13.10.040 Yes
Ability to control infiltration and inflow (I/I) from private service laterals 13.10.230 Yes
Satellite Collection Systems
Ability to control infiltration and inflow (I/I) from satellite collection systems 13.10.230 Yes
FOG Source Control
Requirements for the installation of grease removal
devices (GRD) 13.10.380 Yes
Ability to set design standards for GRDs 13.10.210,
13.10.270 Yes
Ability to set maintenance requirements for GRDs 13.10.380 Yes Ability to require application of best management
practices 13.10.210 Yes
Ability to require record keeping and reporting of GRD
maintenance and repair 13.10.520 Yes
Authority to inspect grease producing facilities 13.10.570 Yes Enforcement
Ability to enforce any violation of the Agency’s sewer
ordinances
13.10.530 –
13.10.660 Yes
Other Requirements (Recommended but not required
by GWDR)
Define lateral ownership and maintenance responsibility City Ordinance 1901 Yes
Prohibit vandalism California Penal
Code 594(c)(2) Yes
Ability to deal effectively with private lateral problems (e.g. force property owner to correct failed/plugged private
building sewer)
8.30.040 Yes
Sewer System Management Plan
City of Santa Clara Water & Sewer Utility
18 ELEMENT 4: OPERATION & MAINTENANCE PROGRAM
4.1 Updated Map of Sewer System
The Utility prepares and updates the sanitary sewer system maps (block books) continuously in CAD and/or GIS map and publishes compiled updates approximately every 4 years.
These updates are based on as-built information collected by the City’s Public Works Field Services Division inspection staff and Sewer Division operations and maintenance personnel.
The following information is included in current map books:
● force mains ● private mains
● manholes ● manhole numbers
● direction of flow ● flushing inlet
● laterals (with dimensions) ● depth of manhole
● diameter of mains ● pipe materials
● year pipe installed ● siphons
● lift stations ● pump stations
● chart station ● private systems
● other sewer mains (not City) ● distance between manholes Since the block book itself constitutes more than one hundred pages it is only referenced in this document. Appendix D shows Index sheet for the block book for the Utility’s collection system.
REQUIREMENTS
The Plan must include the items listed below that are appropriate and applicable to the Enrollee’s system.
An up-to-date map(s) of the sanitary sewer system, and procedures for maintaining and providing State and Regional Water Board staff access to the map(s). The map(s) must show gravity line segments and manholes, pumping facilities, pressure pipes and valves, and applicable stormwater conveyance facilities within the sewer system service area boundaries.
Sewer System Management Plan
City of Santa Clara Water & Sewer Utility
19 4.2 Preventative Operation and Maintenance Activities Goals of the Preventative Maintenance Program
The main objectives of the preventative maintenance program are to:
• Maximize service life of the City’s sanitary sewer system • Avoid major failures of the system
• Minimize sanitary sewer overflows and backups
• Respond appropriately to customer concerns and requests.
Major components of the program are identified as follows:
• Prioritize cleaning and maintenance of sewer system components • Customer service
• Ongoing condition assessment
• Capital Improvement Program
• Staff training and providing adequate resources like combination cleaning trucks, CCTV cameras, etc.
• Maintenance of sanitary sewer system maps, equipment and supplies inventories
• Use of SCADA systems to monitor and control sewer facilities remotely. • Use of a computerized maintenance management system (CMMS) at any time to manage assets and track work orders for scheduled preventative maintenance and customer requests.
Previous documentation of the Utility’s maintenance strategies includes a 2009 Sewer System Management Plan, adopted by City Council in April 2009, a 2014 Sewer System Management Plan, adopted by City Council in February 2014, and a 2019 Sewer System Management Plan, adopted by City Council on April 7, 2020. The listed documents provide basic instructions and schedules for inspecting, cleaning, and servicing the Utility’s sewer system facilities and maintaining records of the work completed. The current SSMP documented here is an update and supersedes the previous SSMPs. The Utility strives to balance its strong emphasis on customer service with a comprehensive and efficient preventative maintenance program that prevents spills.
REQUIREMENTS
A scheduling system and a data collection system for preventative operation and maintenance activities conducted by staff and contractors.
The scheduling system must include:
(a) Inspection and maintenance activities
(b) Higher-frequency inspections
(c) Maintenance of known problem areas including areas with tree root problems
(d) Regular visual and closed-circuit television (CCTV) inspections of manholes and sewer pipes.
The data collection system must document the data from system inspection and maintenance activities, including system areas/components prone to root-intrusion potentially resulting in system backup and/or failure.
Sewer System Management Plan
City of Santa Clara Water & Sewer Utility
20 Scheduled Preventative Maintenance
Main Line Maintenance – Cleaning and Repairs
The Assistant Sanitary Sewer Superintendent is responsible for ensuring that tasks are completed in line with the stated goals of the system. Regular review of the data collected and organized with CMMS is a tool for making decisions about redistribution of tasks and labor, and also to meet the Utility’s overall goals. The Assistant Sanitary Sewer Superintendent, Engineering Administration, and Asset Management staff responsibilities include the following:
● Planning ● Service Contracts (Engineering)
● Purchasing ● Reporting
● Oversight ● Tailgate Meetings
● Safety Program ● QA/QC Work Orders
Crews are responsible for operations and maintenance activities as detailed in the following table:
Table 4-1: Crew Responsibilities
Task Description Number of
Staff Required
Jetting/Hydro Flushing 2
High Frequency Cleaning (HFC) Inspection and
Cleaning
2-4
1 Vac-Con (jetting smaller mains) 2
1 Respond to Service Calls 1-2
Run generators 1
Manhole Inspection/cleaning 2
1 Manhole repairs 3-4
1 Inspect and Clean Siphons as Needed 2-3
1 Repairs (mains) 3-4
1 Televise laterals 2
2 Televise Mains 2-4
1 Saw cuts 2-3
Locate laterals 2
Cleanout installations 3-4
2 Root Control (mains) 2
Lift/Pump station preventative maintenance (PM) 1-3
Lift/Pump station major maintenance (MM) 4
1 Manage work performed by service contracts 1
Develop and implement standard operating
procedures (SOPs)
1 Develop PM/MM Programs 1
Shop work As needed
Programs As needed
Tailgate Meetings all
1 May be performed by service contract
2 When requested by customer
An example of a typical weekly calendar of tasks for sanitary sewer crews are depicted in the tables below, with the numbers indicating the number of staff members each task requires:
Sewer System Management Plan
City of Santa Clara Water & Sewer Utility
21 Table 4-2: Example of Crew Weekly Tasks
Monday Tuesday Wednesday Thursday Friday
- Lift Stations –
Pull pumps and do
required
maintenance (3)
- Perform Lateral
Repairs (3)
- Jetting – smaller
streets (2)
- Respond to
Service Calls (2)
- CCTV Mains (2)
- Lift Stations –
Pull pumps and do
required
maintenance (3)
- Perform Lateral
Repairs (3)
- Install cleanouts
(3)
- Jetting – smaller
streets (2)
- Respond to
Service Calls (2)
- CCTV Mains (3)
- Lift Stations –
Pull pumps and do
required
maintenance (3)
- Pumps (1)
- Install cleanouts
(3)
- Jet (2)
- Jetting – smaller
streets (2)
- Respond to
Service Calls (2)
- CCTV Mains (3)
- Pumps and
Preventative
Maintenance (3)
- Lift Stations – run
generator, trans.
Pumps, work in
shop (2)
- Jetting – larger
mains streets (3)
- Respond to
Service Calls (2)
- CCTV Mains (2)
- Catch up on
assignments as
needed. Off every
other week
- Half crew – cover
assignments as
needed
The Utility’s goal is to clean and inspect the entire length of their sewer system within 8 years.
This includes replacing deficient mains identified by the NASSCO PACP pipe rating system.
Regular jetting is scheduled for 36 weeks of the year, which allows time for storm season preparations. HFC’s and siphons, however, are cleaned monthly throughout the year. The current inspection and cleaning cycle began April 2023, and is anticipated to be completed by April 2031.
Cleaning is done systematically by location throughout the City, thereby assuring that all mains are included in each cleaning cycle. Crews begin the cycle at the southern part of the City (higher elevation) and works towards the northern part of the City (lower elevation), progressing through the map books. Condition assessment is performed in conjunction with cleaning. CCTV videos and reports are uploaded and stored in the Utility’s CMMS. If a defect is observed that may require immediate attention, it is reported to the Assistant Sanitary Sewer Superintendent to assess next steps and whether an emergency repair is warranted.
The Crew Supervisor sets priorities for completing repairs, based on the condition of the main and the potential impacts.
Crews are responsible for documenting the work that they complete each day. The Utility utilizes a Computerized Maintenance Management System (CMMS) software system called Lucity which maintains all work completed by maintenance crew staff. The Utility also utilizes an inspection management software called ITpipes to integrate inspection data into the CMMS.
Routine Main Line Maintenance
The Utility records details of main line maintenance, including date, location, feet, findings, manhole assessment, television work, names of staff completing work, and other comments. An example of a data sheet printout from Lucity can be found in Appendix L.
Areas Needing More Frequent Cleaning (HFC’s or Higher Frequency Cleanings) The Utility has identified “HFC’s” throughout the City, which are locations in the sewer system that need more frequent cleaning to prevent buildup of grease inside the lines, obstructions, backflow, and spills (Table 4-3). The typical causes for HFCs include:
● Gravity lines with minimal slope ● Residential FOG
● Commercial FOG ● Root problems
● Surcharging ● Smaller siphons
Some HFC’s remain the same over time, especially flat lines and smaller siphons.
Others are added to or removed from the list as problems are resolved and new problems are identified.
Sewer System Management Plan
City of Santa Clara Water & Sewer Utility
22 HFC’s are identified during routine cleaning and entered into Lucity. Problem areas are noted in the work order system at the time they are identified, and then transferred to the list of HFC’s for further attention. New/recently problematic HFC areas are televised and either cleaned or repaired and assessed as to causality; with any findings used to revise the HFC list based on best management practices.
Crews have a goal of cleaning all HFC’s monthly or as close to 30 days apart as possible. Lucity keeps track of the list as they are cleaned, thereby recording their progress and assuring that all HFC’s are cleaned regularly. Siphons are inspected regularly and jetted as necessary. A list of siphons is located in Table 4-4.
Sewer System Management Plan
City of Santa Clara Water & Sewer Utility
23 Table 4-3: List of High Frequency Cleaning Segments
LOCATION MANHOLES FEET ISSUE SIZE NOTES
Hilmar/Park 28-28/20 186 Flat line/odor 6” Flush
Cypress Alley 5-16/12 909 Flat line/odor 6” Flush
Monroe/Rip Miller 27-19/10 534 Flat line/odor 6” Flush
Jackson 45-86/85 1177 Flat line/odor 6” Flush
Sherwood 39-17/27,17,23 314 Flat line/odor 8” Flush
Coleman/Carl 48-22/21 455 Flat line/odor 8” Flush
Civic Center/Main 46-87/47-44 275 Flat line/odor 6” Flush Lafayette/Yerba Buena 113-3/114-22 636 Flat line/odor 12” Flush GAP/Yerba Buena/Lafayette 103-33/113-2 1.105 Flat line/odor 12” Flush Nelo/Victor 88-23/78-27 404 Flat line/odor 12” Flush
Stevens Creek/HP Parking Lot 10-75/80 1,227 Flat line 8” Inspect flow Lawrence/Tracy 11-76/78 273 Flat line 10” Inspect flow
ECR/Jackson/Civic Center 43-93/86 354 Flat line 6” Inspect flow Wood Duck 30-36/17 556 Flat line 8” Inspect flow
Cabrillo 41-14/18 742 Flat line 8” Inspect flow
Reeve 46-85/47-38 388 Flat line 8” Inspect flow
Scott/Jay 65-14/11 385 Flat line 12” Inspect flow
Stevens Creek/Woodhams 2-32/27 354 Grease 8” Jet
Calabazas Ct/Via Dondera 32-34/48 695 Grease 6” Jet
ECR/Calabazas 32-4/5 55 Grease 10” Jet
Avenida de Guadalupe 95-3/1 41 Grease 8” Jet
Memorex/Richard 56-34/32 386 Grease 12” Jet
Robert/De la Cruz 57-16/58-17 921 Grease 10" Jet
Robert/De la Cruz 56-21/17 106 Grease 6” Jet
Richard 56-32/26 220 Grease 10” Jet
Memorex 56-47/56-26 1,318 Grease 10” Jet
Agate 53-4/52-16 1,018 Grease 8” Jet
Agate/Mead 52-15/62-50 602 Grease 10” Jet
Mead 62-23/50 281 Grease 10” Jet
Clyde/Orkney 87-25/13 184 Grease 8” Jet
Clyde 86-23/21,18/36 231 Grease 8” Jet
Main/Memorex 46-2/56-47 113.8 Grease 10” Jet
Lehigh 21-75/80 205 Flat line/odor 8” Flush
SC International Swim Center 23-7/24-17 181 Flat line/odor 8” Flush Poplar 28-1/91 361 Flat line/odor 8” Flush
Sherwood/Portola 39-24/27 609 Flat line/odor 8” Flush
Mauricia 13-97/99 257 Flat line 8” Inspect flow
Miles/Saratoga Creek 23-11/12 178 Flat line 8” Inspect flow SC International Swim Center 23-89/5 125 Flat line 8” Inspect flow N. Winchester 26-38/32 258 Flat line 10” Inspect flow
California 26-39/28 508 Flat line 6” Inspect flow
Moonlite/Bowe 33-22/9 847 Flat line 8” Inspect flow
Kiely/El Sobrante 33-35/34 54 Flat line 15” Inspect flow Chapman 39-1/19 95 Flat line 8” Inspect flow
Main St/UPRR 46-1/56-46 142 Flat line 10” Inspect flow
Jackson 46-93/86 336 Flat line 8” Inspect flow
San Tomas Expwy 55-22/11 551 Flat line 12” Inspect flow Walsh 57-2/3 343 Flat line 15” Inspect flow
Mathew 57-38/35 208 Flat line 18” Inspect flow
Mathew 57-38/58 344 Flat line 24” Inspect flow
Sewer System Management Plan
City of Santa Clara Water & Sewer Utility
24 Central/Lafayette 66-40/38 546 Flat line 12” Inspect flow Central/Lafayette 66-41/40 546 Flat line 10” Inspect flow Los Olivos 25-82/74 378 Grease 8” Jet
Cheeney 85-17/30 435 Grease 6” Jet
Clyde 86-18/36 66 Grease 8” Jet
Clyde 86-23/21 134 Grease 8” Jet
Clyde/Montague 87-25/13 184 Grease 10” Jet
Avenida de Guadalupe 95-3/1 41 Grease 8” Jet
Sewer System Management Plan
City of Santa Clara Water & Sewer Utility
25 Table 4-4: Siphons to be Inspected and Jetted as Necessary BB Page Location MH From/To Size and Material
1 14 222 Saratoga Ave. & San Tomas Expwy 14-61/62 10" VCP 2 14/15 Saratoga Ave. & Sutter Ave. 14-65/15-62 10” VCP 3 20 3800-3750 Homestead Rd. & Calabazas
Creek
20-26/18 24" PE
4 20 3800-3750 Homestead Rd. & Calabazas
Creek
20-26/18 24" PE
5 20 3800-3750 Homestead Rd. & Calabazas
Creek
20-16/17 16" PE
6 22 2960 Homestead Rd. & Saratoga Creek 22-64/102 8" CIP 7 23 830-900 Kiely Blvd. near Saratoga Creek 23-15/14 8" VCP 8 23 830-900 Kiely Blvd. near Saratoga Creek 23-15/14 12” VCP 9 31 3770 Flora Vista Dr. & Calabazas Creek 31-24/25 24" DIP 10 32 South Side El Camino Real & Calabazas
Creek
32-2/102 8” PVC
11 32 South Side El Camino Real & Calabazas
Creek
32-2/102 10” PVC
12 33 2570 El Camino Real & Calabazas Creek 33-9/10 8" CIP 13 42 3205 Cabrillo Ave. & Calabazas Creek 42-30/31 6" CIP 14 46 Cabrillo Ave. & Main St. 46-114/115 6” PE
15 46 Cabrillo Ave. & Main St. 46-114/115 6” PE
16 52 3250 Monroe St. & Calabazas Creek 52-123/124 8" PE 17 52 3250 Monroe St. & Calabazas Creek 52-123/124 8" PE 18 52 3289 Agate Dr. & Calabazas Creek 52-3/5 8" CIP
19 52 Machado Ave. & Calabazas Creek 52-116/119 12" PE
20 52 Machado Ave. & Calabazas Creek 52-116/119 12" PE
21 54 2149 Hoover Dr. & Saratoga Creek 54-79/78 10" VCP 22 54 2149 Hoover Dr. & Saratoga Creek 54-79/78 10" VCP 23 54 2400 Walsh & San Tomas Aquino Creek 54-94/95 18" PE 24 54 2400 Walsh & San Tomas Aquino Creek 54-94/95 18" PE 25 55 2001 Walsh Ave. & Scott Blvd. 55-51/52 20" PE
26 55 2001 Walsh Ave. & Scott Blvd. 55-51/52 20" PE
27 56 982 Walsh Ave. & Lafayette St. 56-58/59 20" PE
28 56 982 Walsh Ave. & Lafayette St. 56-58/59 20" PE
29 62 Central Expwy & Calabazas Creek 62-9/10 16" DIP
30 62 Central Expwy & Calabazas Creek 62-7/12 8" VCP
31 62 Central Expwy & Calabazas Creek 62-7/12 10” VCP
32 64 2400 Walsh Ave. & San Tomas Aquino
Creek
64-34/36 15" VCP
33 64 2400 Walsh Ave. & San Tomas Aquino
Creek
64-34/36 8" VCP
34 67 De la Cruz Blvd. & Central Expwy. 67-21/29 24” DIP Sewer System Management Plan
City of Santa Clara Water & Sewer Utility
26 35 67 De la Cruz Blvd. & Central Expwy. 67-21/29 24” DIP 36 68 Seaboard Ave. & Guadalupe River 68-10/7 24" RCP
37 68 Seaboard Ave. & Guadalupe River 68-10/7 15" RCP
38 68 Seaboard Ave. & Guadalupe River 68-9/6 24” VCP
39 68 Seaboard Ave. & Guadalupe River 68-9/6 15” VCP
40 68 Airport Property & Hwy 101 68-15/16 24" CIPP
41 68 Airport Property & Hwy 101 68-15/12 24" DIP
42 72 East Side Calabazas Creek Near Tannery
Way
72-12/11 20” CIP
43 72 East Side Calabazas Creek Near Tannery
Way
72-12/11 20” CIP
44 85 2250 Agnew Rd. & Lakeshore Dr. 85-86/85 16” PE
45 93 Old Glory Ln. & Great America Pkwy. 93-50/48 12" VCP 46 93 Old Glory Ln. & Great America Pkwy. 93-50/48 24" VCP 47 93 Old Glory Ln. & Great America Pkwy. 93-51/49 18" VCP 48 93 Old Glory Ln. & Great America Pkwy. 93-51/49 24" VCP 49 93 Old Glory Ln. & Great America Pkwy. 93-51/49 24" VCP 50 95 Lafayette St. & San Francisco HetchHetchy Potable Water Main Right of Way95-45/44 15” VCP 51 95 Lafayette St. & San Francisco HetchHetchy Potable Water Main Right of Way95-45/44 18” VCP 52 95 Lafayette St. & San Francisco HetchHetchy Potable Water Main Right of Way95-45/44 18” VCP 53 96 4750 Lick Mill Blvd. & Hetch Hetchy R/W 96-14/13 15" PE 54 96 4750 Lick Mill Blvd. & Hetch Hetchy R/W 96-14/13 10" PE 55 103 5300 Great America Pkwy & San Tomas
Aquino Creek
103-19/16 24” VCP
56 103 5300 Great America Pkwy & San Tomas
Aquino Creek
103-19/16 12” VCP
57 103 Great America Pkwy. & San Tomas
Aquino Creek
103-20/18 18" VCP
58 103 Great America Pkwy. & San Tomas
Aquino Creek
103-20/18 24" VCP
59 103 Great America Pkwy. & San Tomas
Aquino Creek
103-20/18 24" VCP
Sewer System Management Plan
City of Santa Clara Water & Sewer Utility
27 Pump Station Maintenance
The Utility divides pump and lift station maintenance into two categories: routine preventative maintenance and major maintenance. Currently, sanitary sewer crews are responsible for completing both routine and major maintenance activities.
Table 4-5: Pump Station Inspection and Maintenance Schedule Pump Stations: Northside and
Rabello
Unmetered Lift Stations: Tasman, De
La Cruz, Primavera, Westside &
Stadium Pump Station
Generators
Routine Inspection &
Preventative
Maintenance
Major
Maintenance
Routine Inspection &
Preventative
Maintenance
Major
Maintenance
Routine Preventative
Maintenance
Monthly
Check pump flow
Submerged hardware
Check valve operation at
Rabello
Site Inspections:
Note total flow readings,
electric meter readings,
pump hours & any
pumps out of service
Check screen at
Northside and check as
needed
Degrease wet well,
pump down, then wash
down normally
Wear rings;
inspect
clearance
Submerged hardware
Note hour meter totals
as applicable
Degrease wet well,
pump down, then wash
down normally
Clean wet
well
Inspect for leaks
Make sure that block
heaters are operational
Measure fuel levels and
refill as necessary
Run under load for 1
hour to assure reliability
Quarterly
Amp out all pumps for
efficiency
Inspect
impellers for
wear
Replace oil in
pumps with
new seals
Check oil
reservoir on
pumps and
remove rags
Inspect flaps
or check
valve for
wear and
debris
Amp out all pumps for
efficiency
Inspect pumps and
check valve operation
Make sure that all
pumps are alternating
and working properly
Inspect
impellers for
wear
Inspect wear
rings and oil
chamber on
submersible
pumps
Check oil
reservoir on
pumps and
remove rags
Annually
Calibrate flow meters
Maintain the Motor
Control Center (MCC)
Maintain the Motor
Control Center (MCC)
Sewer System Management Plan
City of Santa Clara Water & Sewer Utility
28 The Utility also holds a contract with a private company to perform major pump maintenance or repairs due to the expertise and resources needed.
Root Control
As a part of a customer service request, the Utility may treat smaller mains for root control by means of physical removal or a foam product.
The Utility may offer treatment for root controls to private sewer laterals as a courtesy when requested by a resident or when necessary, as pre-treatment to provide inspection services.
There is no official program to provide this service, and this service is offered on an asrequested basis only.
The current protocol includes cutting the roots and removing them from the sewer, waiting four (4) to six (6) weeks, foaming, and then going back to double check the affected segment of pipe.
Manhole Inspection and Repairs
Manholes are inspected as mains are jetted. In this way, all manholes are inspected approximately once every eight (8) years during the completion of system-wide CCTV. Any needed repairs are identified and documented in the block book by the Crew Supervisor. Repair needs are transferred to and completed by Sewer Division staff or may be contracted to a private company.
Manhole inspections and cleaning are documented along with other task completion on the daily report form.
Rehabilitation and Replacement Plan
Observations from system-wide CCTV are reviewed by Sewer Division staff and coordinated with the Utility’s Engineering Division to prioritize rehabilitation and replacement. Severity of observed defects, location of pipe, proximity to other repair candidates, age, size, and material of pipe are considered and used to advise capital project planning.
Customer Service
The City’s website, www.santaclaraca.gov, provides details about how the Utility serves its customers and encourages residents to call the Utility regarding sewer problems.
Sewer Division staff responsible for handling service requests during business hours. After hours service calls are received by the City’s Water/Electric Control Operators, which are staffed 24 hours a day, seven days a week. Additional information about after-hours emergency response is contained in the Emergency Response Plan.
Sewer Division staff are also responsible for installing cleanouts on an as-requested basis.
Cleanout installations are generally completed as scheduled, but dependent on current workload.
Sewer System Management Plan
City of Santa Clara Water & Sewer Utility
29 4.3 Training
Current Training Practices and Requirements
Current training practices focus on hands-on, in-the-field experience. New staff are paired with more experienced crews. The Assistant Sanitary Sewer Superintendent is responsible for scheduling staff to assure that new staff receives the training they need on all required tasks.
Crew Supervisors conduct performance appraisals once every three months for the first year of employment, and once a year in subsequent years, for each employee. The crew supervisor submits appraisal information to upper-level management for review.
All Sewer Division staff must obtain a State Water Resources Control Board Drinking Water Operator Certification Program Grade 1 Water Distribution certification. In order to be promoted from a Maintenance Worker I to a Maintenance Worker II position, staff must advance to at least Grade 2 of the SWRCB Water Distribution certification and must also obtain at least a CWEA Grade 1 collection system certification.
Staff hold daily tailgate safety meetings to review safety concerns and procedures . Staff also hold a monthly safety meeting that is attended by representatives from all staff levels to discuss safety procedures on a departmental level. The Water and Sewer Operations Manager also attends a monthly Utility-wide safety meeting. The Director, Assistant Director and/or Compliance Manager reviews all accidents.
Equipment Operators must be properly licensed according to State laws. The following vehicles require that operators have a class A or B California commercial driver’s license:
• Vacuum Excavation Truck • Crane truck
• Jet truck • Service Truck
• Dump truck • Tanker
Staff are required to obtain the appropriate license within one year of employment.
All Department Engineers, the Utility Business Systems Manager, and Sanitary Sewer staff, including Pump Technicians and Utility Crew Supervisors are certified in NASSCO PACP.
Training Opportunities
Sewer Division management and maintenance staff attend appropriate training events offered by CWEA and other organizations as opportunities arise.
Developing Training Materials
The Sewer Division is exploring options for developing more formal training materials. The Division is planning to develop a library of training videos such that each SOP will have a video resource that accompanies it. Resource manuals have been compiled by the Sewer Pump Tech that outline various specifications on our equipment, typical settings, desired operations,
REQUIREMENTS
In-house external training provided on a regular basis for sanitary sewer system operations and maintenance staff and contractors.
The training must cover the requirements of this General Order; the Enrollee’s Spill Emergency Response Plan procedures and practice drills, skilled estimation of spill volume for field operators, and electronic CIWQS reporting procedures for staff submitting data.
Sewer System Management Plan
City of Santa Clara Water & Sewer Utility
30 and troubleshooting of stations. Training is ongoing with our CMMS (Lucity) to keep all vital information in the cloud/electronic tablet for instantaneous access to key system, site and procedural information.
4.4 Equipment Inventory
The City of Santa Clara’s Automotive Services Department is responsible for maintaining all the City’s vehicles. The Assistant Sanitary Sewer Superintendent is responsible for purchasing other equipment and spare parts to support this equipment. Pipe materials are purchased and stocked by the City’s Finance Department’s Purchasing Division, according to a minimum quantity list.
A current inventory of vehicles, major equipment, critical spare parts and the minimum quantity list is attached as Appendix E.
REQUIREMENTS
An inventory of sewer system equipment, including the identification of critical replacement and spare parts.
Sewer System Management Plan
City of Santa Clara Water & Sewer Utility
31 ELEMENT 5: DESIGN & PERFORMANCE PROVISIONS
5.1 Updated Design Criteria and Construction Standards
Maintaining detailed design standards assures that new construction, replacement and rehabilitation work on the Utility’s sanitary sewer system maintains the most up to date and relevant engineering standards. Providing these standards to consulting engineers and developers ensures compatibility with the existing system and a long system life with minimum operational cost.
All new sanitary sewer construction projects shall use the City’s most recent design standards at a minimum. These standards are to be provided to consulting engineers that are planning a development or providing services for Utility owned sanitary sewer construction projects.
All rehabilitated sanitary sewer construction projects also must use the City’s most recent design standards as a minimum. These standards must be provided to consulting engineers that are planning rehabilitation services for the Utility owned sanitary sewer system.
Repairs to the sanitary sewer system shall comply with the most current design standards.
Repairs to existing systems shall be made utilizing the most current and acceptable practices.
All major repairs shall be made under the direction of the Director of Water and Sewer Utilities or their designee.
The current construction design standards are maintained by the City Engineer. A copy of the current Standard for Sanitary Sewer Design Criteria is attached as Appendix F. The City is planning on a near-term effort to review and update design criteria in the future.
5.2 Procedures and Standards
There are standards for the inspection and testing of the sanitary sewer system after construction, rehabilitation or repair. The City Public Works Department’s City Engineer prepares City Standard Details for the sanitary sewer system. Additionally, new sewer lateral and facilities
REQUIREMENTS
The Plan must include the following items as appropriate and applicable to the Enrollee’s system.
Updated design criteria, and construction standards and specifications, for the construction, installation, repair, and rehabilitation of existing and proposed system infrastructure components, including but not limited to pipelines, pump stations, and other system appurtenances. If existing design criteria and construction standards are deficient to address the necessary component-specific hydraulic capacity as specified in section 8 (System Evaluation, Capacity Assurance and Capital Improvements) of this Attachment, the procedures must include component-specific evaluation of the design criteria.
REQUIREMENTS
Procedures, and standards for the inspection and testing of newly constructed, newly installed, repaired, and rehabilitated system pipelines, pumps, and other equipment and appurtenances.
Sewer System Management Plan
City of Santa Clara Water & Sewer Utility
32 are inspected by the City Building Department. Copies of these standards are available for purchase at the City of Santa Clara Inspection counter in City Hall and are attached in Appendix G.
Sewer System Management Plan
City of Santa Clara Water & Sewer Utility
33 ELEMENT 6: SPILL EMERGENCY RESPONSE PLAN
Spill Emergency Response Procedures
These procedures are described by the following operating procedures, flowcharts and tables and contact lists, which are included as part of this Spill Emergency Response Plan located in Appendix H:
• Receiving a Service Request and Response During Business Hours; • Receiving a Service Request and Response After Business Hours, Weekends and Holidays;
• Sanitary Sewer Overflow Response SOP;
• Jet Truck Operations SOP
• Vac-Con Operations SOP
• Sanitary Sewer Overflow (Spill Notification, Monitoring, Reporting and Recordkeeping)
• Spill Emergency Response Plan Report:
o Section 1 - General Information/Background
The Plan must include an up-to-date Spill Emergency Response Plan to ensure prompt detection and response to spills to reduce spill volumes and collect information for prevention of future spills. The Spill Emergency Response Plan must include procedures to meet all the following.
(a) Notify primary responders, appropriate local officials, and appropriate regulatory agencies of a spill in a timely manner.
(b) Notify other potentially affected entities (for example, health agencies, water suppliers, etc.) of all spills that potentially affect public health or reach the waters of the State.
(c) Comply with the notification, monitoring and reporting requirements of this General Order, State law and regulations, and applicable Regional Water Board Orders.
(d) Ensure that appropriate staff and contractors implement the Spill Emergency Response Plan and are appropriately trained.
(e) Address emergency system operations, traffic control and other necessary response activities.
(f) Contain a spill and prevent/minimize discharge to Waters of the State or any drainage conveyance system.
(g)Minimize and remediate public health impacts and adverse impacts on beneficial uses of waters of the State.
(h)Remove sewage from the drainage conveyance system.
(i) Clean the spill area and drainage conveyance system in a manner that does not inadvertently impact beneficial uses in the receiving waters. (j) Implement technologies, practices, equipment, and interagency coordination to expedite spill containment and recovery.
(k)Implement pre-planned coordination and collaboration with storm drain agencies and other utility agencies/departments prior, during, and after a spill event.
(l) Conduct post-spill assessments of spill response activities. (m) Document and report spill events as required in this General Order. (n)Annually review and assess effectiveness of the Spill Emergency Response Plan, and update the Plan as needed.
Sewer System Management Plan
City of Santa Clara Water & Sewer Utility
34 o Section 2 - Estimated and Calculated Spill Amounts o Section 3 - Spill Cause Source and Destination
o Section 4 - Incident Response and Notification
o Section 5 - Additional Spill Calculation and Estimation Information o Section 6 - Photograph Checklist
• Additional Support for Emergency Operations;
• Sanitary Sewer Overflow Water Quality Sampling SOP
Receiving and Responding to a Service Request
The City of Santa Clara’s website instructs customers to call the Sewer Division staff directly during business hours at 408-615-2000 to report sewer-related problems. Work orders are created to track reported sewer-related issues and a Maintenance Worker is dispatched to investigate the problem and resolve if possible. Additional crew members are called in if necessary.
Customers are instructed to call 408-615-5640 on weekends, holidays and after business hours. These after-hours calls are received by the Water/Electric Control Operators. Sewer Division staff and qualified Water Division staff may choose to be on-call to respond to afterhours service calls. The Water/Electric Control Operators maintain a list of these on-call crew members.
The following procedure has been established for responding to a customer service request for a backup:
• First Responder: The Utility sends out one person to check the public main and the lower lateral (if there is an existing property line cleanout) to determine if there is a stoppage in the Utility-owned system, or if the stoppage is in the customer- owned lateral. The first responder then meets with the customer to discuss the location of the problem.
• If the stoppage is determined to be in the lower lateral of the customer’s lateral, Sewer Division staff will run a drain auger into the public main in an attempt to clear the blockage. Staff may also elect to plunge the blockage if it is deemed risky to insert the drain auger. For other types of problems, or items relating to blockages in the upper portion of the lateral, the first responder will advise the customer of appropriate actions to take.
• If the stoppage is determined to be in the main line, the first responder will call in a jet truck and crew to relieve the problem. After clearing the stoppage, the line will be assessed and scheduled for further work if necessary. A CCTV inspection will be completed if the stoppage was particularly problematic, or if the inspection is deemed useful for other reasons.
• If the crew cannot clear the stoppage, the line will be repaired. If a problem is found that requires repairs, the Assistant Sanitary Sewer Superintendent will be notified and will call USA. The Crew Supervisor will mark the work area and will get his crew to saw out, excavate, complete the repair, backfill and clean up. • In addition, the crew will also perform repairs to manholes that were either damaged during the process of clearing the stoppage or if any prior deficiencies were discovered.
A Sewer/Water Division employee is immediately notified when a spill occurs. After business hours, upon becoming aware of a spill (either through the initial service call or by notification from other sources), the Water/Electric Operators call Sewer and Water Division Maintenance Workers and supervisory staff, working their way up the chain-of-command, until a City employee is reached. Utility workers try to respond to service calls within 30 minutes. The Sewer System Management Plan
City of Santa Clara Water & Sewer Utility
35 private contractor will be instructed to contact the Operators immediately upon becoming aware of a spill.
Program to Ensure an Appropriate Response in all Overflows Responding to a Service Request
During business hours, the first Responder calls the Crew Supervisor or Assistant Sanitary Sewer Superintendent if additional staff or equipment is needed to assist with response. Each Sewer Division truck is equipped with a radio. After business hours, the first Responder calls the Water/Electric control Operators if additional staff or equipment are needed to assist with response. The Operators then call in other staff.
The Sewer Division maintains a spill-response truck/trailer with appropriate equipment and materials. First Responders may call for the truck/trailer to the service request location.
Additional equipment is called in as needed for larger spills. • A binder containing all Sewer Division SOPs, and a packet of additional spill reference and documentation material are included in the truck/trailer. Also, included in the Emergency Response Procedures in Appendix H, is the: Spill Response SOP:
Spill Sampling SOP; Jet Truck Operations SOP; and Vac-Con Operations SOP.
Notification of Cal OES, Valley Water, Santa Clara County Health, City of Santa Clara Public Works of spills that potentially affect public health or reach waters of the State Sewer Division staff has been trained on the updated Spill Emergency Response Plan Report that includes notification information and procedures on when to contact Cal OES. Addition support contact information has been provided for reference to staff for the Valley Water, County Health Officer, City of Santa Clara Public Works.
The Water and Sewer Operations Manager, Water and Sewer Superintendent, Assistant Sanitary Sewer Superintendent and any registered Data Submitters (DS) is responsible for entering reports of spills into the California Integrated Water Quality System (CIWQS), as required by the Monitoring and Reporting Program in the State Water Board Order No. 2022- 0103-DWQ. The Water and Sewer Operations Manager and the Water and Sewer Superintendent are responsible for certifying spill reports to CIWQS. Two-hour notifications, as required, may be made by the LRO, and in the event of their absence, notification may be made by the Assistant Water & Sanitary Superintendent, Assistant Director, or Director. The Assistant Director and Director is also responsible for completing the SSMP Audit Report every two years. The updated Spill Notification and Reporting Flow charts are included with updated Appendix H and attached to this document; the Organizational Structure is referenced in Element 2 as Figure 2-1.
Notification, monitoring and reporting requirements of this General Order, State law and regulations, and applicable Regional Water Board Orders
The Utility has updated its Spill Notification, Monitoring, Reporting and Recordkeeping and processes to include requirements of Attachment E1 Notification, Monitoring, Reporting and Recordkeeping Requirements of the new Order. The updated processes are inclusive of the spill categories listed below:
• Category 1- discharges any volume of sewage of any volume that reaches surface water or drainage channel; reaches the Storm drain system not fully captured; • Category 2 – Discharges of untreated or partially treated wastewater of 1,000 gallons or greater that does not discharge to a surface waters; • Category 3 – Spill equal to or greater than 50 gallons and less than 1,000 gallons that does not discharge to surface waters;
Sewer System Management Plan
City of Santa Clara Water & Sewer Utility
36 • Category 4- Spill less than 50 gallons;
• Reporting private lateral discharges is encouraged but not required by the new Order, The Utility will assess the need for reporting private sewer lateral spills to regulatory agencies on a case-by-case basis.
Spill Emergency Response Training
Sewer Division staff has been trained at two training sessions provided by the Utility on the new Spill Emergency Response Plan to address requirements of the State Water Board Order No. 2022-0103-DWQ. The training occurred May 4, 2023, and June 1, 2023, before implementation of the 2022 -0103-DWQ Order that became effective on June 5, 2023.
Training on the Spill Response Plan will occur on at least a semi-annual basis. Ongoing coordination meetings between managers and supervisors will occur on an as-needed basis when updates are needs to Element 6 and Appendix H: Emergency Response Procedures.
All contractors involved in responding to spills will also be trained on the Spill Emergency Response Plan.
Pre-planned coordination and collaboration with the City’s Public Works Department that manages the storm drain system or Municipal Separate Storm Sewer System (MS4) and other utility agencies/departments prior, during, and after a spill event.
The Water and Sewer Utilities meets on an as-needed basis with the Public Works Department to ensure adequate response to various emergencies that occur in the City. The Water and Sewer Utilities and the Public Works Department met on May 11, 2023, to coordinate efforts related to the new Order. Practices and procedures discussed at this meeting were incorporated into the Spill Emergency Response Plan.
Roles and Responsibilities coordinated between the two Departments were designated as follows:
Water & Sewer Utilities
• First responders, implement procedures contained in the Utility’s Sewer System Management Plan (SSMP) and Spill Emergency Response Plan to stop/mitigate sewer overflows
• State CalOES Notification when required
• State CIWQS Reporting
• Removing blockage in the sanitary sewer system
• Water Quality Sampling when required
• Clean-up overflowed sewage
Department of Public Works-Stormwater Division
All spill categories have the potential to impact storm conveyance • Respond to location where overflow enters storm drain system • Assist with identifying if storm conveyance including catch basins, stormwater green infrastructure BMPs (bioretention, infiltration basins, bioswales) will discharge to surface water (creek/river), pump station/retention basin • Coordinate shutoff of storm pump/lift station to prevent from discharging to surface water
• Assist with creek access for Water & Sewer Utilities-Compliance staff to complete investigation and take photos at outfall, upstream, downstream, and Water Quality sampling if necessary
• Assist with clean-up effort of storm drain system
Sewer System Management Plan
City of Santa Clara Water & Sewer Utility
37 The contact list for Stormwater Division staff was updated to the Additional Support for Emergency Operations form.
Conduct post-spill assessments of spill response activities Management and supervisory staff that could include the Compliance Manager, Water and Sewer Operations Manager, Water and Sewer Superintendent, Assistant Water and Sanitary Sewer Superintendent including the Assistant Director and Director of Water and Sewer Utilities will conduct post-spill assessments to discuss response activities, equipment, and infrastructure deficiencies
Documentation and reporting all spill events categories Water and Sewer Utilities staff will document and report spills for Categories 1, 2,3,4 as outlined in Attachment E1 of the Statewide Sanitary Sewer Systems General Order 2022- 0103-DWQ. Utility staff will document spill responses on the Spill Emergency Response Report forms that are utilized in the field. Pertinent information is documented in the Computer Maintenance Management System (CMMS) utilizing Lucity database software. The Utility will update spill related information in the CIWQS database according to the requirements of the Order.
Annually, review and assess effectiveness of the Spill Emergency Response Plan On an annual basis the Utility’s management and supervisory staff will meet annually and review the Spill Response Plan with a focus on spill response and containment, documentation procedures, training requirements, communication, CIWQS reporting and coordination between agencies including the Public Works stormwater Division. Any outcomes from the annual evaluation will be documented and implemented with modification being made to the Spill Emergency Response Plan.
Lateral Responsibility
Property owners own the entire length of their laterals. Property owners are responsible for dealing with blockages and backups resulting from blockages in their lateral. Utility employees do not work on the customer’s upper lateral under any circumstances. If there is a blockage in a lateral and there is not an existing property line cleanout, the property owner is responsible for dealing with the blockage and backup. The Utility is not responsible for damages due to blockages in these laterals. Utility employees will check the lower lateral and will attempt to clear blockages as a courtesy service, provided that there is a property line cleanout.
Sewer Division staff will explain this policy to the customer and offer to schedule a property line cleanout installation so that future backups caused by problems in the lower lateral can be more easily identified and resolved.
In Chapter 13.10 of the Santa Clara Municipal Code under 13.10.020 Definitions (S) (5) sewer lateral is defined included entity that owns the lateral:
“Sewer lateral” (same as “sewer service lateral”) means the sewer connection piping used to convey sewage from a building or facility on a parcel (private or public property) to the Cityowned sewer main. Each sewer lateral is owned by the entity that owns the property or facility from which that sewer lateral serves to convey sewage.” Sewer System Management Plan
City of Santa Clara Water & Sewer Utility
38 Under 13.10.040 - Maintenance and inspection of sewer connections defines the requirements:
“Each user shall keep his/her sewer connections and sewer lateral(s) in good order at his/her own expense and shall be liable for all damages resulting from failure to do so. Each owner shall maintain their sewer lateral free from displaced joints, open joints, root intrusions, substantial deterioration of pipe material, cracks, leaks, inflow or infiltration of extraneous water, grease and sediment deposits or other similar conditions, defects, or obstructions likely to cause or increase the chance of blockage. A City inspector shall be admitted at all reasonable hours to any premises connected with the sewer system, for the purpose of checking plumbing fixtures, protecting the rights of the City, and determining facts relevant to the establishment, computation, and billing of the sewer service charges provided for in this chapter, including, in the case of industrial users, examination of the users’ books for the purpose of checking the quantities of industrial waste produced. “ The Utility will on a case-by-case basis determine whether to report sewer discharges to California Office of Emergency Services (OES) from Privately-Owned Sewer Laterals and or Private Sanitary Sewer Systems that discharges to waters of the State, or a storm drain conveyance system that discharges to the waters of the State.
Table 6-1: Officials Receiving Immediate Notification of Spill’s (Spills resulting from a problem with a main line)
Contact Circumstances for Immediate Notification
Operations Manager /
Assistant Superintendent/
Water and Sewer
Compliance Manager
If the spill reaches surface water, indicating if water quality samples need to be taken.
Public Works/ Operations &
Maintenance Division/storm
drain and street
maintenance sub-divisions
If the spill enters the storm system.
Office of Emergency
Services
For all spills greater than 1,000 gallons reaching surface waters or spilled in a location where it probably will be discharged to surface water
Sewer System Management Plan
City of Santa Clara Water & Sewer Utility
39 ELEMENT 7: SEWER PIPE BLOCKAGE CONTROL PROGRAM
Fats, Oils, and Grease (FOG) are common sources for sewer system backups and blockages that could potentially results in spills. The Utility conducts regular inspections to ensure restaurants have the properly sized and maintained grease removal device to keep FOG from entering the collection system. The Utility notifies each facility that an inspector will be conducting a walkthrough of the premises to review business practices and maintenance records regarding the proper cleaning of grease removal devices.
Education/Outreach for Proper Disposal of FOG
As part of the Utility’s restaurant FOG inspection program, education and outreach materials, along with fact sheets are distributed to potential FOG producing facilities or operations. They address issues such as:
• Grease Trap Maintenance
• Grease Interceptor Maintenance
• Grease Control Device Maintenance Documentation
• Power-Operated Grease Removal Devices
• Prohibitions of Chemicals, Enzymes and Bacteria in Grease Traps and Interceptors • Proper Cleaning and Rinse Water Disposal
• How to Clean Your Grease Trap
• Managing Fats, Oils and Grease
The fact sheets mentioned constitute Best Management Practices and are attached in Appendix I. All of the above materials are available to inspectors and plan check staff to distribute to restaurant owners and operators. These materials are also distributed to the food service
REQUIREMENT
The Sewer System Management Plan must include procedures for the evaluation of the Enrollee’s service area to determine whether a sewer pipe blockage control program is needed to control fats, oils, grease, rags, and debris. If the Enrollee determines that a program is not needed, the Enrollee shall provide justification in its Plan for why a program is not needed. The procedures must include, at minimum:
(a) An implementation plan and schedule for a public education and outreach program that promotes proper disposal of pipe-blocking substances. (b) A plan and schedule for the disposal of pipe-blocking substances generated within the sanitary sewer system service area. This may include a list of acceptable disposal facilities and/or additional facilities needed to adequately dispose of substances generated within a sanitary sewer system service area. (c) The legal authority prohibits discharges to the system and identifies measures to prevent spills and blockages.
(d) Requirements to install grease removal devices (such as traps or interceptors), design standards for the removal devices, maintenance requirements, best management practices requirements, recordkeeping and reporting requirements. (e) Authority to inspect grease producing facilities, enforcement authorities, and whether the Enrollee has sufficient staff to inspect and enforce the FOG ordinance. (f) An identification of sanitary sewer system sections subject to fats, oils, and grease blockages and establishment of a cleaning schedule for each section; and
(g) Implementation of source control measures, for all sources of fats, oils, and grease reaching the sanitary sewer system for each section identified above.
Sewer System Management Plan
City of Santa Clara Water & Sewer Utility
40 establishment upon initial inspection and at any time deemed pertinent. These materials are available on the City’s website and are distributed by Utility staff as necessary. In addition, sewer crews may distribute notices in areas that have noted FOG “Hot Spots”.
Disposal of Fats, Oils, and Grease
Although no FOG disposal sites are located in the City of Santa Clara, there are ample opportunities for proper disposal in the immediate vicinity of the City. All FOG collected within the city limits are usually handled by commercial grease disposal companies. The Utility provides a list of local grease hauling companies to restaurants and food preparation facilities. A copy of this hand-out is attached in Appendix I.
Legal Authority to Prohibit Discharges
The legal authority of the City rests in the City of Santa Clara’s Charter (ref: Section 400, Article IV Powers) and adopted City code. Specific to waste discharge requirements for sanitary sewer system, Code Title 13, Chapter 13.10 “Sewers” codifies all requirements related to sewers. The specific Authority to prohibit discharges can be found in Appendix B. • Storm and other waters - 13.10.230
• Grease, oils, fats - 13.10.270
• Solid or viscous matter - 13.10.280
Requirements to Install Grease Removal Devices
The following standards can be found in as provided in Appendix B. • Maintenance Requirements – 13.10.380
• Best Management Practices Requirements – 13.10.380
• Record Keeping - 13.10.520
• Reporting Requirements – 13.10.520
Authority to Inspect
The Utility has sufficient staff to inspect FOG producing facilities or operations, including a Compliance Manager, Code Enforcement Officer and Code Enforcement Technician. The City Code includes sections to address inspection and enforcement issues which can be found in Appendix B.
• Power to Inspect – 13.10.570
• Responsibility – 13.10.530
• Publication of Users in Significant Non-Compliance - 13.10.660 Identification of FOG “Hot Spots”
The Utility has identified “Hot Spots” in the collection system that may be caused by a variety of reasons including FOG. In order to mitigate any potential blockage or spill resulting from these anomalies, these areas are on a more frequent inspection and cleaning regimen. The list of City FOG Hotspots is referenced in Element 4.
Sewer System Management Plan
City of Santa Clara Water & Sewer Utility
41 Source Control Measures to Prevent Spills/blockages of FOG The discharger is required to use Best Management Practices (BMP) or have in place a Grease Interceptor or for smaller kitchens at a minimum a Grease Trap on appropriate outlets.
The FOG Control Program is designed for inspections as well as education for the discharger.
The inspection includes a tour of the facility, use of BMPs, physical inspection of any/all grease removal devices and review of all records related to the cleaning, pumping and repair of these devices. Discrepancies found during the inspection are duly noted and followed-up after corrective action is scheduled.
The City of Santa Clara adopted a minimum pipe size of eight (8) inches for sanitary sewers in residential areas. There are very limited pipe sizes below six (6) inches. City terrain naturally flows northerly towards the Bay.
The Sewer Division crew completing jet flushing makes note of excessive grease/build-up or blockage in any segment of the collection system. The information is then referred to the FOG Program if it appears that any food service establishment may be contributing to the issue. This may trigger a FOG investigation in the area. The City does not have large commercial processes that produce chronic FOG problems. FOG, when found, is typically localized in nature to onsite customer laterals.
Utility block book maps and customer service requests from upstream discharges can be evaluated to locate areas of concern. The area upstream of the grease build up is evaluated for potential sources, and Grease Removal Device cleaning and maintenance records are reviewed.
Enforcement action is taken against establishments determined to be causing grease blockages in the sanitary sewer, and additional requirements for cleaning or installation of Grease removal device (GRD) can be imposed.
Sewer System Management Plan
City of Santa Clara Water & Sewer Utility
42 ELEMENT 8: SYSTEM EVALUATION, CAPACITY
ASSURANCE, CAPITAL IMPROVEMENT
8.1 System Evaluation and Condition Assessment
The Utility’s sewer condition assessment program consists of the following:
• CCTV of all sewer mains and visual inspection of manholes every 8 years • Inspection of sewer pumps every 6 months
• Inspection of standby generators every 1 year.
After CCTV inspection, sewer mains are assigned a condition rating based on the industry standard NASSCO PACP rating system and methodology. All personnel performing CCTV inspection are required to be certified through NASSCO PACP.
CCTV records and associated observations are documented and recorded using IT Pipes and are uploaded to and
REQUIREMENTS
The Plan must include procedures and activities for
• Routine evaluation and assessment of system conditions, • Capacity assessment and design criteria.
• Prioritization of corrective actions.
• Capital improvement plan.
REQUIREMENTS
The Plan must include procedures to:
(a) Evaluate the sanitary sewer system assets utilizing the best practices and technologies available.
(b) Identify and justify the amount (percentage) of its system for its condition to be assessed each year.
(c) Prioritize the condition assessment of system areas that:
a. Hold a high level of environmental consequences if vulnerable to collapse, failure, blockage, capacity issues, or other system deficiencies.
b. Are located in or within the vicinity of surface waters, steep terrain, high groundwater elevations, and environmentally sensitive areas. c. Are within the vicinity of receiving water with a bacterial-related impairment on the most current Clean Water Act section 303(d) List (check with your local Regional Water Quality Control Board for their latest lists).
(d) Assess the system conditions using visual observations, video surveillance and/or other comparable system inspection methods.
(e) Utilize observations/evidence of system conditions that may contribute to exiting of sewage from the system which can reasonably be expected to discharge into a water of the State.
(f) Maintain documents and recordkeeping of system evaluation and condition assessment inspections and activities.
(g) Identify system assets vulnerable to direct and indirect impacts of climate change, including but not limited to sea level rise; flooding and/or erosion due to increased storm volumes, frequency, and/or intensity; wildfires; and increased power disruptions.
Sewer System Management Plan
City of Santa Clara Water & Sewer Utility
43 stored in Lucity, the Utility’s asset management software.
The largest impact of climate change on the Utility’s ability to respond to issues in the sanitary sewer system are anticipated to be related to sea level rise and flood risk. The City is not located in a coastal flood zone, but does feature creeks through City limits, and has potential to experience larger than expected storms. The City currently plans capacity around a 10-year storm event, or 100-year storm event if near a storm drain pump station, consistent with the previous and in-progress Sanitary Sewer Master Plans and capacity studies. In addition, the Utility has continued coordination with SCVWD regarding flood protection and levees to mitigate potential flooding from surface waters within City limits. The Utility plans to continue tracking industry guidance on potential vulnerabilities to direct or indirect effects of climate change and adjust procedures accordingly.
8.2 Capacity Assessment and Design Criteria
The City of Santa Clara’s Design Criteria has been addressed in Element 5: Design & Performance Provisions.
The City of Santa Clara Sewer Capacity Assessment was completed in 2007 and updated in 2016; both reports are attached as Appendix J. The City is currently in the process of developing its Sanitary Sewer Master Plan, which includes the development of an “all-pipes” model, revised system-wide capacity studies, and an updated Capital Improvement Program. The Sanitary Sewer Master Plan is expected to be completed by the end of 2025 and before the next Sewer System Management Plan Update, and revised findings will be described in the next Sewer System Management Plan. For reference, a draft of the inprogress Sanitary Sewer Master Plan is included as Appendix J.
The major flow contributors to the sanitary sewer collection system have been identified. Lists of major dischargers are updated on a monthly basis and are listed in the table on the following page.
REQUIREMENTS
The Plan must include procedures to identify system components that are experiencing or contributing to spills caused by hydraulic deficiency and/or limited capacity, including procedures to identify the appropriate hydraulic capacity of key system elements for:
(a) Dry-weather peak flow conditions that cause or contribute to spill events. (b) The appropriate design storm(s) or wet weather events that causes or contributes to spill events.
(c) The capacity of key system components.
(d) Identify the major sources that contribute to the peak flows associated with sewer spills.
The capacity assessment must consider:
(a) Data from existing system condition assessments, system inspections, system audits, spill history, and other available information. (b) Capacity of flood-prone systems subject to increased infiltration and inflow, under normal local and regional storm conditions.
(c) Capacity of systems subject to increased infiltration and inflow due to larger and/or higher-intensity storm events as a result of climate change. (d) Increases of erosive forces in canyons and streams near underground and aboveground system components due to larger and/or higher-intensity storm events.
(e) Capacity of major system elements to accommodate dry weather peak flow conditions, and updated design storm and wet weather events; and (f) Necessary redundancy in pumping and storage capacities.
Sewer System Management Plan
City of Santa Clara Water & Sewer Utility
44 Table 8-1 Significant Industrial Users in the City as of 2024 49ERS STADIUM MANAGEMENT
AGILENT TECHNOLOGY #9000081235
AKT AMERICA INC
APCT INC
APPLIED MATERIALS
COLOVORE LLC
CORESITE CORONADO STENDER LLC
CYXTERA DATA CENTERS INC
DIGITAL REALTY TRUST LP TOTALZ
FUJIFILM DIAMATIX INC
INTEL CORPORATION (BOWERS)
INTEL CORPORATION (MCB)
PALO ALTO NETWORKS
QUALITY TECHNOLOGY SERVICES
VANTAGE DATA CENTERS LLC
WONDER ICE CREAM
8.3 Prioritization of Corrective Actions
Defects identified through condition assessment are reviewed by Utility staff and used to prioritize repairs.
Severity of defect, defect type, size of pipe, location of pipe, and previous maintenance history are considered. Point repairs are completed on an as-needed basis by Sewer Division crews, and the Utility implements an annual sewer repair project to be completed by contractors to repair high priority assets where the scope of the repair exceeds that which can be completed by Sewer Division crews (i.e. large diameter trunks, pipelines with defects to large or too frequent to be addressed by point repairs, locations where intensive traffic control is needed). Historically, the annual repair project has addressed severe defects in large diameter (33-inches to 48-inches) sewer trunks with significant tributary sewershed.
8.4 Capital Improvement Plan
The Public Works’ Engineering Department is responsible for managing the Public Works’ portion of the City’s Capital Improvements Program, which includes Sewer capital improvement projects.
If major deficiencies warranting rehabilitation or replacement of sewer system components are identified as a result of routine main-line cleaning or CCTV inspections that require resources
REQUIREMENTS
The findings of the condition assessments and capacity assessments must be used to prioritize corrective actions. Prioritization must consider the severity of the consequences of potential spills.
REQUIREMENTS
The capital improvement plan must include the following items:
(a) Project schedules include completion dates for all portions of the capital improvement program.
(b) Internal and external project funding sources for each project. (c) Joint coordination between operation and maintenance staff, and engineering staff/consultants during planning, design, and construction of capital improvement projects; and Interagency coordination with other impacted utility agencies.
Sewer System Management Plan
City of Santa Clara Water & Sewer Utility
45 beyond those available to the Sewer Division, the Assistant Sanitary Sewer Superintendent contacts the Principal Engineer – Water and Sewer. Principal Engineer then prioritizes and coordinates with Public Works Design Division for contracting the sewer main repair activities.
The City completed a Sewer System Capacity Assessment in 2007 and a General Plan Update in 2010 for new planned development and redevelopment. An update to the Sewer System Capacity Assessment was completed in 2016. Several capacity-related capital improvement projects were identified as a result of this assessment. The current schedule for these projects is shown in Table 8-2.
Table 8-2: Sanitary Sewer Capacity Improvement Project
The capacity-related capital improvement projects documented above has not yet been constructed or scheduled into the City’s Capital Improvement Program. As previously stated, the City’s update to its Sanitary Sewer Master Plan is currently in-progress, and with the inclusion of an all-pipes model and significant changes to the previous studies development assumptions, the City elected to postponed previously identified capacity-related capital improvement projects until the current Sanitary Sewer Master Plan update can be completed. The Sanitary Sewer Master Plan is expected to be completed by the end of 2025 and before the next Sewer System Management Plan Update, and revised Capital Improvement Projects will be described in the next Sewer System Management Plan.
The funding sources for the City’s Capital Improvement Plan for the Water and Sewer Utilities are derived from sewer rates, connection fees and bonding proceeds. A copy of the Sewer Utility Budget is attached in Appendix K.
Sewer System Management Plan
City of Santa Clara Water & Sewer Utility
46 ELEMENT 9: MONITORING, MEASUREMENT,
PROGRAM MODIFICATIONS
Performance Measures
The Utility will use the following measures to assess the performance of the collection system and the effectiveness of its SSMP:
• total number of spills;
• number of spills byeach cause (roots, grease, debris, capacity, pipe failure, pump station failures, and other);
• portion of sewage contained compared to total volume spilled; • volume of spilled sewage discharged to surface water;and • planned to actual performance for preventativemaintenance.
Implementation and Effectiveness
The Utility implements all elements of the SSMP and has been effective in minimizing spill occurrences.
Preventative Maintenance Program
The Utility’s preventative maintenance program has been utilized for many years and has resulted in a low number of spills as indicated by Figure 9-1 below.
Performance Monitoring and Program Changes
The Utility will evaluate the performance of its wastewater collection system at least annually using the identified performance measures. The Utility will update the data and analysis in this section at the time of evaluation. The Utility may use other performance measures in its evaluation. The Utility will prioritize its actions and initiate changes to the SSMP and the related programs based on the results of the evaluation.
Spill Trends: Frequency, Location, and Volume
The Utility maintains records on spills for 5 years. Figure 9-1 shows the frequency and volume of spills by from Calendar Years 2020-2024 Table 9-1 shows spill causes, and Figure 9-2 displays the location of spills within the City of Santa Clara. From this data, it is apparent that the Utility experiences low spill rates.
REQUIREMENTS
The Plan must include an Adaptive Management section that addresses Planimplementation effectiveness and the steps for necessary Plan improvement, including:
(a) Maintaining relevant information, including audit findings, to establish and prioritize appropriate Plan activities.
(b) Monitoring the implementation and measuring the effectiveness of each Plan element. (c) Assessing the success of the preventative maintenance activities. (d) Updating Plan procedures and activities, as appropriate, based on results monitoring and performance evaluations; and
(e) Identifying and illustrating spill trends, including spill frequency, locations, and estimated volumes.
Sewer System Management Plan
City of Santa Clara Water & Sewer Utility
47 Figure 9-1: Frequency and Volume of Spills 2020-2024 Table 9-1: Spill Causes per Figure 9-1 2020-2024
Cause Category Number
% of
Total
Blockage
Roots 2 22.22%
Grease/FOG 5 55.56%
Debris 0 0.00%
Other 0 0.00%
Multiple Causes 1 11.11%
Subtotal for Blockage 0 0.00%
Infrastructure 0 0.00%
Inflow & Infiltration 0 0.00%
Flow Capacity Deficiency 0 0.00%
Natural Disaster 0 0.00%
Bypass 0 0.00%
Cause Unknown 0 0.00%
Contractor/Private Party 1 11.11%
Total 9 100%
0 1
2 3
4 5
2020 2021 2022 2023 2024
Category 1 (Reaches surface waters) Category 2 (> 1,000 gal) Category 3 (50 - 1,000 gal) Category 4 (< 50 gal)
Sewer System Management Plan
City of Santa Clara Water & Sewer Utility
48 Figure 9-2: Spill Location Map
2020-2024
Sewer System Management Plan
City of Santa Clara Water & Sewer Utility
49 49
ELEMENT 10: SSMP PROGRAM AUDITS
The Audit Process
The Utility will internally audit its implementation and compliance with the provisions of the SSMP every 3 years. The scope of the audit covers each major section of the SSMP. The audit check list will be based on the requirements in the WDR and is included as Appendix M.
The results of the audit, including the identification of any deficiencies and the steps taken or planned to correct them, will be included in an Audit Report. Completed Audit Reports will be kept on file internally and made available for review/inspection.
SSMP Updates
The Utility will determine the need to update its SSMP based on the results of the audit and the performance of its wastewater collection system based on information from the Monitoring and Measurement Program. If the Utility decides that an update is warranted, the process to do so will be identified. The Utility will complete the update within one year of the original audit. The SSMP will be updated/recertified at least once every 6 years.
REQUIREMENTS
The Plan shall include internal audit procedures, appropriate to the size and performance of the system, for the Enrollee to comply with section 5.4 (Sewer System Management Plan Audits) of this General Order.
Specifications 5.4 (Sewer System Management Plan Audits) “The Enrollee shall conduct an internal audit of its Sewer System Management Plan, and implementation of its Plan, at a minimum frequency of once every three years. The audit must be conducted for the period after the end of the Enrollee’s last required audit period.
Within six months after the end of the required 3-year audit period, the Legally Responsible Official shall submit an audit report into the online CIWQS Sanitary Sewer System Database per the requirements in section 3.10 (Sewer System Management Plan Audit Reporting Requirements) of Attachment E1 of this General Order. Audit reports submitted to the CIWQS Sanitary Sewer System Database will be viewable only to Water Boards staff. The internal audit shall be appropriately scaled to the size of the system(s) and the number of spills. The Enrollee’s sewer system operations must be involved in completing the audit. At minimum, the Audit must”
(a) Evaluate the implementation and effectiveness of the Enrollee’s Sewer System Management Plan in preventing spills.
(b) Evaluate the Enrollee’s compliance with this General Order. (c) Identify Sewer System Management Plan deficiencies in addressing ongoing spills and discharges to waters of the State; and
(d) Identify necessary modifications to the Sewer System Management Plan to correct deficiencies.
(e) The Enrollee shall submit a complete audit report that includes:
a. Audit findings and recommended corrective actions.
b. A statement that sewer system operators’ input on the audit findings has been considered; and
c. A proposed schedule for the Enrollee to address the identified deficiencies.
Sewer System Management Plan
City of Santa Clara Water & Sewer Utility
50 50
ELEMENT 11: COMMUNICATION PROGRAM
Communication during SSMP Development and Implementation Utility Staff began work on an update to the SSMP development in 2017 to reflect current conditions, show updates in staff, and address the Utility’s takeover of the fats, oils, and grease (FOG) program from the City of San José. The FOG program update and implementation was approved by the City of Santa Clara Council on December 19, 2017. In addition, minor updates to the SSMP were completed in 2019. Public access to the SSMP will be available on the City of Santa Clara’s website, the City’s Utility Center and at the Water and Sewer Utilities at City Hall prior to finalization.
The City of Santa Clara is a co-owner of the San José-Santa Clara Regional Wastewater Facility (Facility), and the City of San José is the Operator of the Facility. The City is a member of both Facility Technical Advisory Committee (TAC) and Treatment Plant Advisory Committee (TPAC).
Both committees serve as forums for issues related to the Facility; TAC is comprised of staff and TPAC comprised of elected officials. These committees meet regularly and both agendas and minutes are available on the City of San José’s website. The content of the meetings deals with updates discussion of issues and soliciting feedback from the Facility’s tributary agencies on issues related to influent, effluent, and the operations of the Facility. The seven tributary agencies include: City of Santa Clara, the City of Milpitas, West Valley Sanitation District, Cupertino Sanitary District, Burbank Sanitary District, Sunol Sanitary District and County Sanitation Districts 2 and 3.
Santa Clara staff will conduct a wide variety of outreach, including providing public education pieces which are targeted to reach residential, industrial, and commercial customers, as well as the general public. Informational flyers and other public outreach material are distributed periodically to local businesses and residents and are available on the City’s website.
Periodically, public education articles may be published on the website or in the City’s Inside Santa Clara publication.
Requirement:
The Plan must include procedures for the Enrollee to communicate with:
(a) The public for spills and discharges resulting in closures of public areas, or that enter a source of drinking water, and the development, implementation, update of its Plan, including opportunities for public input to Plan implementation and updates.
(b) Owners/operators of systems that connect into the Enrollee’s system, including satellite systems, for system operation, maintenance, and capital improvementrelated activities.
The City shall also create a plan of communication with systems that are tributary and/or satellite to the City’s sanitary sewer system.
Sewer System Management Plan
City of Santa Clara Water & Sewer Utility
51 51
Summary of Revisions to the Sewer System Management Plan General
• Minor re-structuring of SSMP to conform to requirements in SWRCB General Order 2022-0103-DWQ.
• Updates to sewer system asset and organizational information as needed throughout SSMP.
• Revised general reference of “City” to “Utility” to avoid confusion with other City Departments.
• Revised general reference of SSO to “spill” to be consistent with references in General Order 2022-0103-DWQ.
Element 1 – Introduction
• Added new section “1.1 Regulatory Context”.
• Included brief narrative on in-progress Sanitary Sewer Master Plan in section “1.1 Regulatory Context”.
• Added new section “1.2 Sewer Management Plan Update Schedule”. • Added schedule for future SSMP updates, audits, and planned operation and maintenance activities.
• Added new section “1.3 Sewer System Asset Overview”.
• Added discussion on SCADA system.
Element 2 – Organization
• Updated Authorized Representatives, City Key Emergency contacts, and organization chart.
Element 3 – Legal Authority
• Added agency code references for defining lateral ownership and prohibiting vandalism.
Element 4 – Operation & Maintenance Program
• Added new section “4.1 Update Map of Sewer System”.
• Moved sewer system asset information to section “1.3 Sewer System Asset Overview”. • Added new section “4.2 Preventative Operation and Maintenance Activities”. • Added discussion on current condition assessment cycle. • Added discussion on CMMS.
• Revised list of high frequency cleaning segments.
• Revised narrative regarding Root Control to explicitly state that this is offered to residents as a courtesy service to address lateral blockages.
• Revised narrative regarding Rehabilitation and Replacement Plan to describe how CCTV and condition assessment findings are used to advise capital project planning. • Moved discussion of Capital Improvement Program/Major Repairs to section “8.3 Prioritization of Corrective Actions” and “8.4 Capital Improvement Plan”. • Removed reference to “Crew A” and “Crew B” for clarity. • Added new section “4.3 Training”.
• Added new section “4.4 Equipment Inventory”.
Element 5 – Design & Performance Provisions
• Added new section “5.1 Updated Design Criteria and Construction Standards”. • Added new section “5.2 Procedures and Standards”.
Element 6 – Spill Emergency Response Plan
• Significantly revised section to include updated Element 6 developed as a result of previous audit findings. This effort included a more robust response plan, additional standard operating procedures, and revised process flow charts.
Sewer System Management Plan
City of Santa Clara Water & Sewer Utility
52 52
Element 8 – System Evaluation, Capacity Assurance, Capital Improvement Plan • Added new section “8.1 System Evaluation and Condition Assessment”. • Added discussion of condition assessment methodology. • Added discussion of potential impacts of climate change on the sanitary sewer system. • Added new section “8.2 Capacity Assessment and Design Criteria”. • Added narrative regarding in-progress Sanitary Sewer Master Plan. • Revised list of significant industrial users.
• Added new section “8.3 Prioritization of Corrective Actions”. • Added new section “8.4 Capital Improvement Program”.
Element 9 – Monitoring, Measurement, Program Modifications • Revised figures and tables documenting spills within past five years.
Sewer System Management Plan
City of Santa Clara Water & Sewer Utility
53 53
APPENDICES
Appendix A: State Water Resources Control Board General Order 2022-0103-DWQ Appendix B: Santa Clara Municipal Code Excerpts
Appendix C: Enforcement Response Plan
Appendix D: Sanitary Sewer System Index Map
Appendix E: Sewer Equipment Inventories
Appendix F: City of Santa Clara Design Criteria
Appendix G: City of Santa Clara Standard Details
Appendix H: Emergency Response Procedures
Appendix I: FOG Program Materials and Handouts
Appendix J: City of Santa Clara Sewer Capacity Assessment Appendix K: Sewer Utility Budget
Appendix L: Performance Measure Data Sheets (Lucity)
Appendix M: SSMP Audit Checklist
1 City of Santa Clara Water & Sewer Utility
Sewer System Management Plan
2 Table of Contents
ELEMENT 1: GOAL AND INTRODUCTION ...............................................................................................................53
1.1 Regulatory Context ........................................................................................................................................53
1.2 Sewer System Management Plan Update Schedule.....................................................................................74
1.3 Sewer System Asset Overview......................................................................................................................85 ELEMENT 2: ORGANIZATION...............................................................................................................................1410 ELEMENT 3: LEGAL AUTHORITY.........................................................................................................................1215 ELEMENT 4: OPERATION & MAINTENANCE PROGRAM...................................................................................1417
4.1 Updated Map of Sewer System.................................................................................................................1417
4.2 Preventative Operation and Maintenance Activities..................................................................................2018
4.3 Training ......................................................................................................................................................3228
4.4 Equipment Inventory..................................................................................................................................3329 ELEMENT 5: DESIGN & PERFORMANCE PROVISIONS ....................................................................................3430
5.1 Updated Design Criteria and Construction Standards...............................................................................3430
5.2 Procedures and Standards ........................................................................................................................3430 ELEMENT 6: SPILL EMERGENCY RESPONSE PLAN.........................................................................................3632 ELEMENT 7: SEWER PIPE BLOCKAGE CONTROL PROGRAM.........................................................................4538 ELEMENT 8: SYSTEM EVALUATION, CAPACITY ASSURANCE, CAPITAL IMPROVEMENT ...........................4841
8.1 System Evaluation and Condition Assessment.........................................................................................4841
8.2 Capacity Assessment and Design Criteria ................................................................................................5042
8.3 Prioritization of Corrective Actions.............................................................................................................5143
8.4 Capital Improvement Plan .........................................................................................................................5143 ELEMENT 9: MONITORING, MEASUREMENT, PROGRAM MODIFICATIONS ..................................................5545 ELEMENT 10: SSMP PROGRAM AUDITS ................................................................................................................40 ELEMENT 11: COMMUNICATION PROGRAM .........................................................................................................41 APPENDICES .............................................................................................................................................................42 ELEMENT 1: GOAL AND INTRODUCTION .................................................................................................................3
1.1 Regulatory Context ..........................................................................................................................................3
1.2 Sewer System Management Plan Update Schedule.......................................................................................4
1.3 Sewer System Asset Overview........................................................................................................................5 ELEMENT 2: ORGANIZATION...................................................................................................................................10 Authorized Representative ..................................................................................................................................10 Responsibility for SSMP Implementation.............................................................................................................10 SSO Reporting Chain of Communication ............................................................................................................10 .....................................................................................................................................................................................15 ELEMENT 3: LEGAL AUTHORITY.............................................................................................................................15 ELEMENT 4: OPERATION & MAINTENANCE PROGRAM.......................................................................................17
4.1 Updated Map of Sewer System.....................................................................................................................17
4.2 Preventative Operation and Maintenance Activities......................................................................................18 Scheduled Preventative Maintenance.............................................................................................. 19
4.3 Training ..........................................................................................................................................................22
4.4 Equipment Inventory......................................................................................................................................22 ELEMENT 5: DESIGN & PERFORMANCE PROVISIONS ........................................................................................22
5.1 Updated Design Criteria and Construction Standards...................................................................................22
5.2 Procedures and Standards ............................................................................................................................22 ELEMENT 6: SPILL EMERGENCY RESPONSE PLAN.............................................................................................22 ELEMENT 7: SEWER PIPE BLOCKAGE CONTROL PROGRAM.............................................................................22 ELEMENT 8: SYSTEM EVALUATION, CAPACITY ASSURANCE, CAPITAL IMPROVEMENT...............................22
8.1 System Evaluation and Condition Assessment.............................................................................................22
8.2 Capacity Assessment and Design Criteria ....................................................................................................22
8.3 Prioritization of Corrective Actions.................................................................................................................22
8.4 Capital Improvement Plan .............................................................................................................................22 3 ELEMENT 9: MONITORING, MEASUREMENT, PROGRAM MODIFICATIONS ......................................................22 ELEMENT 10: SSMP PROGRAM AUDITS ................................................................................................................22 ELEMENT 11: COMMUNICATION PROGRAM .........................................................................................................22 APPENDICES .............................................................................................................................................................22 Appendix A: State Water Resources Control Board General Order 2022-0103-DWQ Appendix B: Santa Clara Municipal Code Excerpts
Appendix C: Enforcement Response Plan
Appendix D: Sanitary Sewer System Index Map
Appendix E: Sewer Equipment Inventories
Appendix F: City of Santa Clara Design Criteria
Appendix G: City of Santa Clara Standard Details
Appendix H: Emergency Response Procedures
Appendix I: FOG Program Materials and Handouts
Appendix J: City of Santa Clara Sewer Capacity Assessment Appendix K: Sewer Utility Budget
Appendix L: Performance Measure Data Sheets (Lucity)
Appendix M: SSMP Audit Checklist
Appendix A: State Water Resources Control Board General Order 2006-0003- DWQ and MRP
Appendix B: Santa Clara Municipal Code Excerpts Appendix C: Enforcement Response Plan Appendix D:
Sanitary Sewer System Index Map Appendix E:
Sewer Equipment Inventories Appendix F:
City of Santa Clara Design Criteria Appendix G:
City of Santa Clara Standard Details Appendix H:
Emergency Response Procedures Appendix I:
FOG Program Materials and Handouts
Appendix J: City of Santa Clara Sewer Capacity Assessment Appendix K: Sewer Utility Budget
Appendix L: Performance Measure Data Sheets (Lucity) Appendix M: SSMP Audit Checklist 5 ELEMENT 1: GOAL AND INTRODUCTIONS
1.1 Regulatory Context
The City of Santa Clara Water & Sewer Utilities Department (Utility) has prepared this Sewer System Management Plan (SSMP) to comply with the San Francisco Bay Regional Water Quality Control Board (RWQCB) and the State Water ResourceResources Control Board (SWRCB) General Order 2006-0003- 2022-0103-DWQDWQ (see Appendix A). This SSMPThe SSMP is intended to:
• Provide sufficient planning, description of resources and direction for staff to maintain, manage and repair the CityUtility’s sanitary sewer collection and conveyance system such that all sewer flows delivered to the CityUtility’s system are conveyed safely to the publicly owned wastewater treatment plant (San JoseJosée – Santa Clara Regional Wastewater Facility) without sanitary sewer overflows (SSOs).spills.
• This planThe SSMP includes actions to minimize the number and severity of SSOspills and to help mitigate the impact of SSOspills on the environment.
The This SSMPThe SSMP supports and supplements the CityUtility’s existing operations and maintenance program and goals by providing consolidated guidelines and procedures for the CityUtility’s sewer system management. The SSMP will also contribute to the proper management of the collection system by memorializing these activities.
In addition, a sewer system capacity study has been performed and was updated in 2016 to determine what may beany improvements needed to insureensure the system has adequate capacity to convey all peak flows, now and forfor current and future development, including allowances for storm waters that may enter into the sewer system. The City is currently in the process of developing an update to its Sanitary Sewer
REQUIREMENTS
The goal of the Sewer System Management Plan (Plan) is to provide a plan and schedule to:
• Properly manage, operate, and maintain all parts of the Enrollee’s sanitary sewer system(s),
• Reduce and prevent spills,
• Contain and mitigate spills that do occur.
The collection system agency must develop goals to properly manage, operate, and maintain all parts of its wastewater collection system REQUIREMENTS The goal of the Sewer System Management Plan (Plan) is to provide a plan and schedule to:
• Properly manage, operate, and maintain all parts of the Enrollee’s sanitary sewer system(s),
• Reduce and prevent spills,
• Contain and mitigate spills that do occur.
The collection system agency must develop goals to properly manage, operate, and maintain all parts of its wastewater collection system
REQUIREMENTS
The Plan Introduction section must provide a general description of the local sewer system management program and discuss Plan implementation and updates.
Formatted: Heading 2, Indent: Left: 0.15", Right: 0",
Space Before: 10.55 pt
Formatted: Not Highlight
6 Master Plan, which includes the development of an “all-pipes” model, revised system-wide capacity studies, and an updated Capital Improvement Program. The Sanitary Sewer Master Plan is expected to be completed by the end of 2025 and before the next Sewer System Management Plan Update, and revised findings and recommendations will be describedincluded in the next Sewer System Management Plan. A draft of the in-progress report can be found in Appendix J.
Formatted: Not Highlight
Formatted: Not Highlight
7 1.2 Sewer System Management Plan Update Schedule
In accordance with Statewide Sanitary Sewer Systems General Order 2022-0103-DWQ, the current SSMP Update is due May 2, 2025, with subsequent updates every 6 years. The next SSMP Update will be due May 2, 2031.
The audit period for the next planned Sewer System Management Plan audit will initiate November 2, 2025, and be completed by May 2, 2028. The audit should be submitted to the California Integrated Water Quality System (CIWQS) and will provide coverage through November 2, 2028 (by 6-months after the end of the 3- year audit period).
In order to prevent spills within its service area, the Utility implements system-wide condition assessment using closed-circuit television (CCTV) and routine & scheduled preventative maintenance including inspection, jetting, and repairs. A summary of these activities to be completed during the future 6-year SSMP update cycle is listed below, and further documented in Element 4 (Operation & Maintenance Program):
• CCTV Inspection/Jetting – 8-year cycle last started April 2023 and is anticipated to be completed by April 2031.
• Force Main Assessment & Rehabilitation – Currently in-progress and is anticipated to be completed by the end of 2025.
• Lift/Pump Station Maintenance & Rehabilitation – Ongoing. Preventative maintenance is completed weekly, while pump servicing and repair is completed bi-annually in spring and fall. • Flow Monitoring and Capacity Studies, Sanitary Sewer Master Plan – Draft Sanitary Sewer Master Plan is currently in progress and is anticipated to be completed by the end of 2025. • New Vehicle and Equipment Purchases – Completed as needed based on replacement cycles. • National Association of Sewer Service Companies (NASSCO) Pipeline Assessment Certification Program (PACP) Training – Completed every three years based on certification date.
In addition, the Utility maintains a spill emergency response plan to mitigate spills if they occur, and performs long term system evaluation and capacity planning in order to design to system to accommodate peak wastewater flowsto meet future demands. These items are documented further in Element 4: Operation & Maintenance Program, Element 6: Spill Emergency Response Plan, and Element 8: System Evaluation, Capacity Assurance, Capital Improvements in the SSMP.
REQUIREMENTS
The Plan Introduction section must include a schedule for the Enrollee to update the Plan, including the schedule for conducting internal audits. The schedule must include milestones for incorporation of activities addressing prevention of sewer spills.
Formatted: Heading 2, Indent: Left: 0.15", Right: 0",
Space Before: 10.55 pt
Formatted: No bullets or numbering
Formatted: Not Highlight
Formatted: Not Highlight
Formatted: Not Highlight
Formatted: Not Highlight
Formatted: Not Highlight
Formatted: Not Highlight
Formatted: Not Highlight
Formatted: Not Highlight
Formatted: Not Highlight
Formatted: Not Highlight
Formatted: Bulleted + Level: 1 + Aligned at: 0.25" +
Indent at: 0.5"
Formatted: Not Highlight
8 1.3 Sewer System Asset Overview
The Utility owns and operates the sanitary sewer system serving the City of Santa Clara, located in Santa Clara County, California. The California Water Environmental Association’s Santa Clara Valley Section has recognized the Utility with Collection System of the Year (Medium Size Category) for 2020, 2023, and 2024, highlighting the Utility’s work to protect public health and the environment through its continued maintenance of it’s wastewater collection, treatment, and disposal system.
A map of the Utility’s sanitary sewer system and service area can be found in Appendix D. , as shown in Appendix D.A detailed electronic Sanitary Sewer System Service Area Boundary Map has been submitted to CIWQS, as required by Specifications 5.14 and Attachment E1.
The sewer system serves a population of approximately 131,000, and provides service to residential, commercial, and industrial users within its service area as quantified in Table 1-1 below. The Utility also accepts flow from Cupertino Sanitary District (CUSD) under an agreement executed in 1985.
Table 1-1: Service Connections by Service Type
User Type Number of Service
Connections
Residential 18,656
Commercial 2,012
Industrial 688
Institutional 384
REQUIREMENTS
The Agency Sewer System Management Plan must have an Introduction section to provide a description of the Agency-owned assets and service area including but not limited to:
• Location, including county(ies)
• Service area boundary (see specific requirements contained in Specifications 5.14 and Attachment E1, requiring an electronic Sanitary Sewer System Service Area Boundary Map submitted to CIWQS). • Population and community served.
• System size, including total length in miles, length of gravity mainlines, length of pressurized (force) mains, and number of pump stations and siphons.
• Structures diverting stormwater to the sewer system.
• Data management systems.
• Sewer system ownership and operation responsibilities between Enrollee and private entities for upper and lower sewer laterals. • Estimated number or percent of residential, commercial, and industrial service connections.
• Unique service boundary conditions and challenge(s).
• Reference to the Enrollee’s up to-date map of its sanitary sewer system, as required in section 4.1 (Updated Map of Sanitary Sewer System) of this Attachment.
Formatted: Indent: Left: 0"
Formatted: Not Highlight
Formatted: Not Highlight
Formatted: Not Highlight
Formatted: Centered, Indent: Left: 0.42"
Formatted: Centered
Formatted Table
Formatted: Centered
Formatted: Centered
Formatted: Not Highlight
Formatted: Not Highlight
Formatted: Centered
Formatted: Not Highlight
Formatted: Centered
9 The sewer system infrastructure is comprised of approximately 288 miles of sewer main, as well as approximately 5,300 sewer manholes, 3 miles of pressurized (force) mains, 7 pump and lift stations, and 52 sewer system areWheeling of flowssewer system consists of approximately 288 miles of sewer mains. The decade of construction, size, and material of mains are shown in Table 1-2 on the following page.
Formatted: Not Highlight
Formatted: Indent: Left: 0", Right: 0.28"
Formatted: Not Highlight
Formatted: Not Highlight
Formatted: Not Highlight
Formatted: Not Highlight
10 Table 1-2: Sanitary Sewer Pipeline Inventory
Material
and Size Decade of Construction Total (ft) % of Total
Unspecified 1930's and
earlier 1940's 1950's 1960's 1970's 1980's 1990's 2000's 2010's 2020's Vitrified Clay Pipe (VCP)
Unknown 14,639 411 205 3,189 204 18,649 1.26%
4 in. 22 275 527 824 0.06%
6 in. 966 74,671 22,566 67,545 19,237 7,124 2,801 2,739 518 801 198,967 13.47% 8 in. 9,023 5,210 17,650 328,475 204,792 46,811 9,320 7,779 9,045 1,325 639,429 43.28% 10 in. 51 128 2,805 61,018 37,739 6,475 4,232 6,923 11,242 1,442 132,056 8.94% 12 in. 4,889 772 1,966 35,914 61,293 86,888 9,259 14,264 5,818 4,002 862 225,926 15.29% 14 in. 284 183 507 974 0.07%
15 in. 822 2,995 20,541 18,542 12,922 1,875 1,484 373 2,549 151 62,254 4.21% 16 in. 1,418 1,123 65 2,607 0.18%
18 in. 1,398 9,457 18,738 7,373 5,362 3,269 1,045 917 47,560 3.22% 20 in. 599 599 0.04%
21 in. 1,522 2,016 3,483 3,565 1,055 671 12,312 0.83%
24 in. 3,280 9,840 6,450 15,884 5,011 840 1,137 929 43,371 2.94% 27 in. 116 2,648 5,513 706 33 575 2,437 12,028 0.81%
30 in. 1,228 15 645 875 6,746 7,003 25 248 3,992 20,777 1.41% 33 in. 1,079 522 5,890 4,367 258 101 12,216 0.83%
36 in. 1,114 1,972 1,663 11,972 16,720 1.13%
39 in. 2,262 1,199 3,461 0.23%
42 in. 1,937 3,602 2,233 3,216 484 11,471 0.78%
45 in. 288 364 795 1,447 0.10%
48 in. 3,139 1,169 6,172 343 2,524 283 13,630 0.92%
Sub Total
(ft) 297,499 80,797 51,631 545,251 400,143 213,468 52,194 37,422 33,454 20,410 1,013 1,477,279 100.00% Reinforced Concrete (RCP)
20 in. 77 77 0.33%
24 in. 457 6,481 395 408 445 8,186 34.80%
27 in. 442 1,507 385 993 3,327 14.14%
30 in. 524 3,707 672 635 5,538 23.55%
33 in. 1,946 920 115 2,980 12.67%
36 in. 1,136 725 406 22 2,289 9.73%
42 in. 430 257 438 1,124 4.78%
Sub Total
(ft) 0 0 1,423 15,206 2,244 2,668 851 115 993 22 0 23,522 100.00% Polyethylene (PE)
6 in. 31 70 102 0.73%
8 in. 135 718 853 6.12%
Formatted: Not Highlight
Formatted Table
11 10 in. 588 205 270 1,063 7.62%
12 in. 306 1,893 148 2,309 4,656 33.39%
15 in. 203 203 1.46%
18 in. 284 284 2.03%
21 in. 736 2,427 3,163 22.68%
24 in. 1,179 373 340 1,030 2,922 20.95%
27 in. 401 401 2.88%
30 in. 236 236 1.70%
33 in. 62 62 0.44%
Sub Total
(ft) 306 0 0 4,907 0 774 409 794 0 6,754 0 13,944 100.00% Polyvinyl Chloride (PVC)
6 in. 67 66 133 21.16%
8 in. 73 73 11.61%
10 in. 71 71 11.32%
18 in. 97 97 15.50%
27 in. 254 254 40.41%
Sub Total
(ft) 67 0 0 66 241 0 0 0 0 0 254 628 100.00%
Unknown
Unknown 1,411 1,411 44.79%
8 in. 244 55 298 9.47%
10 in. 246 246 7.80%
12 in. 1,152 1,152 36.56%
21 in. 34 34 1.07%
24 in. 10 10 0.31%
Sub Total
(ft) 3,095 0 0 0 0 0 0 55 0 0 0 3,150 100.00%
Total (ft) 300,967 80,797 53,054 565,430 402,628 216,911 53,454 38,386 34,446 27,186 1,267 1,518,524 Sewer System Management Plan
City of Santa Clara Water & Sewer Utility
12 Although private property owners own the entire length of the service lateral associated with their property, the Utility will clear blockages from the property line clean out to the City sewer main (“service the lower lateral”) as a courtesy service to the public; provided a property line cleanout exists, and the Utility is made aware of any problems or backups. Overall lateral maintenance and repair is sole responsibility of property owner.
The Utility has offers inexpensive clean out installations for all customer classes, including residential, commercial, industrial, and institutional. The Utility utilizes installed property line clean outs in order to provide maintenance to lower laterals as a courtesy when requested by customers.
The sanitary sewer system also includes two large pump stations, each with a flow meter, and five smaller unmetered lift stations. All stations have radio telemetry to monitor operating status.
Pump and Lift Station information is included in the following table:
Table 1-3: Pump & Lift Station Equipment
Station Equipment
Rabello Pump Station
Eight 60 horsepower Flygt 3202 Pumps
600 kW diesel generator
Northside Pump station Four 70 horsepower Flygt 3356 Pumps 350 kW diesel generator
Tasman Two 10 horsepower Flygt 3127 Pumps
Westside Two 10 horsepower Flygt 3127 Pumps
Primavera Six 10 horsepower Flygt 3127
pumps,
75 KW Generator (LPG fuel primary
with natural gas backup)
De La Cruz Two 10 horsepower Flygt 3127
Pumps, 50KW diesel generator
(Trailer mount)
Stadium Pump Station
6 Flygt Pumps (4 - 15hp model 3153 and 2 - 10hp
model 3127), 80 kw diesel generator
All sewer pumps utilize industry-leading equipment that is not only efficient but features the latest advancements in no-clog impeller designs that are superior to technology used previously. The Utility standardizes pump product lines enabling each station to have a backup pump readily available at the sewer shop.
In December 2020, the Utility completed work to upgrade the core hardware, software, and network equipment supporting the Utility’s supervisory controls and data acquisition (SCADA) System. This SCADA upgrade was intended to provide a state-of-the-art SCADA system deployed on a fast, reliable, redundant, and secure fiber optic ring, and to provide increased functionality in sewer facility site monitoring and control. This upgrade included 2 new servers, 3 workstations and 4 client PC’s, as well as 8 new managed switches and 4 uninterruptable power supplies. The upgrade involved re-deploying the network over a newly installed, purpose-built, fiber optic ring, connecting key sites at the Corporation Yard SCADA building, the Corporation Yard Ops center, the Emergency Operations Center, and the Data Center at City Hall. The Utility also deployed a second Formatted: Indent: Left: 0", First line: 0", Right: 0.28", Space Before: 0 pt
Formatted: Indent: Left: 0", Right: 0.28"
Formatted: Indent: Left: 0", Right: 0.28"
Formatted: Indent: Left: 0", Right: 0.28"
Formatted: Not Highlight
Formatted Table
Formatted: Indent: Left: 0", First line: 0", Right: 0.28" Sewer System Management Plan
City of Santa Clara Water & Sewer Utility
13 antenna and master radio at the Corporation Yard to rectify a “single point of failure” problem that had previously existed on the Utility’s legacy radio network. As part of this SCADA upgrade, all sewer pump stations were upgraded and converted to the new fiber network.
The Utility owns and operates the sanitary sewer system, with exceptions as described below:
• Sewer Laterals – Pursuant to City Ordinance 1901 passed 11/27/2012, property owners are responsible for maintenance and operation of the entire lateral up to the wye connection to the public main.
• Private Onsite Sewer Systems – Private onsite sewer systems are the responsibility of the property owner for the associated property, up to the connection to the public main or manhole.
• Sewer Maintained by Other Agencies – City of San Jose and City of Sunnyvale own and maintain a portion of sewer lines within City of Santa Clara right-of-way, as shown in provided sewer maps.
The Utility’s sewer system includes several instances of unique constraints and boundary conditions.
• Siphons – The Utility’s sewer system includes 59 siphons as listed in Table 4-6. • Transportation Agency Right-of-Way – Caltrans owns the right-of-way along El Camino Real and the highways/freeways traversing the City. County owns the right-of-way along the expressways traversing the City. Encroachment permitting and/or maintenance agreements are required to perform work in their respective right-of-way. • Rail Agency Right-of-Way – Rail belonging to United Pacific Railroad (UPRR), Caltrain, and other transit agencies traverse the City, resulting in utility constraints across rail agency right-of-way. Encroachment permitting and/or maintenance agreements are required to perform work in their respective right-of-way.
• Surface Water Right-of-Way – Santa Clara Valley Water District (SCVWD) owns the rightof-way along Guadalupe River, Calabazas Creek, San Tomas Aquino Creek, and Saratoga Creeks traversing the City, resulting in utility constraints crossing and adjacent to surface waters. Encroachment permitting and/or maintenance agreements are required to perform work in SCVWD right-of-way.
• Department of Toxic Substances Control (DTSC) Regulated Sites – Several locations in City right-of-way are considered DTSC Regulated Sites due to contaminated soils. DTSC must be notified prior to work in these locations.
• Cupertino Sanitary District Tributary Lines – The Utility has an agreement with CUSD to convey flows through the Utility’s sanitary sewer system to the Regional Wastewater Facility (RWF).
Formatted: Not Highlight
Formatted: Not Highlight
Formatted: Not Highlight
Formatted: Not Highlight
Formatted: Not Highlight
Formatted: Not Highlight
Formatted: Not Highlight
Sewer System Management Plan
City of Santa Clara Water & Sewer Utility
14 ELEMENT 2: ORGANIZATION
Authorized Representative
The staff positions of Water and Sewer Maintenance Worker, Sewer Inspection Technician, Equipment Operator, Pump Maintenance Technician, Utility Crew Supervisor, or those employees responding to the SSO are all responsible for estimating the volume of any spill. The Water and Sewer Operations Manager, Water and Sewer Superintendent, and Assistant Sanitary Sewer Superintendent are responsible for verifying the data collected in the field and reporting all sewer spills per the reporting requirements of both the State Water Resources Control Board (State Water Board) and the Regional Water Quality Control Board (RWQCB).
The City’s authorized representative in all wastewater collection system matters is the Director of Water and Sewer Utilities. The Water and Sewer Operations Manager is authorized as the legally responsible official (LRO) to certify electronic spill reports submitted to the Boards. The Water and Sewer Superintendent is authorized to act in the Water and Sewer Operations Manager’s absence. The Assistant Director and Director of the Water and Sewer Utilities are also authorized as LROs and can certify electronic spill reports.
Authorized Representative
The Utility’s authorized representative in all wastewater collection system matters is the Director of Water and Sewer Utilities. The Water and Sewer Superintendent is authorized as the legally responsible official (LRO) to certify electronic spill reports submitted to the Boards. The Assistant Director and Director of the Water and Sewer Utilities are also authorized as LROs and can certify electronic spill reports.
Responsibility for SSMP Implementation
The Water and Sewer Operations Manager and the Water and Sewer Operations ManagerSuperintendent areis responsible for implementing and maintaining all elements of this SSMPthe SSMP to ensure it is up to date.
SpillSO Reporting Chain of Communication
The staff positions of Water and Sewer Maintenance Worker, Sewer Inspection Technician, Equipment Operator, Pump Maintenance Technician, Utility Crew Supervisor, or those employees responding to the SSOspill are all responsible for estimating the volume of any spill.
The Water and Sewer Operations Manager, Water and Sewer Superintendent, and Assistant
REQUIREMENTS
The SSMP must identify:The Plan must identify organizational staffing responsible and integral for implementing the local Sewer System Management Plan through an organizational chart of other similar narrative documentation that includes:
The name of the responsible or authorized representative; • The name of the Legally Responsible Official as required in section 5.1 (Designation of a Legally Responsible Official) of this General Order. •(a) The names and telephone numbers for management, administrative, and maintenance positions responsible for implementing specific measures in the SSMP program. Include lines of authority as shown in an organization chart or similar document with a narrative explanation; and
(b) The names and telephone numbers for management, administrative, and maintenance positions responsible for implementing specific measures in the SSMP program. Include lines of authority as shown in an organization chart or similar document with a narrative explanation; andThe position titles, telephone numbers, and email addresses for management, administrative, and maintenance positions responsible for implementing specific Sewer System Management Plan elements.
(c) Organizational lines of authority.
•(d) CThe chain of communication for reporting spills SSOs, from receipt of a complaint or other information, including the person responsible for reporting spillSSOs to the State and Regional Water Board and other agencies if applicable (such asFor example, cCounty hHealth oOfficer, cCounty eEnvironmental hHealth aAgency, and/or State Office of Emergency Services (OES)).
Formatted: Space Before: 0 pt
Commented [LT1]: Paragraph should be moved. To
SS O Reporting chain of communication. Related to
spill chain of communication and not authorized
representative.
Check to make sure it’s in line with the Element 9
section
Formatted: Heading 2, Indent: Left: 0.15", Space
Before: 10.55 pt
Formatted: Body Text, Indent: Left: 0.13"
Formatted: Right: 0.78", Space Before: 3 pt
Formatted: Body Text, Indent: Left: 0.13"
Formatted: Body Text, Indent: Left: 0.13"
Formatted: Font: 10 pt, Italic
Formatted: Normal, Indent: Left: 0.1", Space Before:
3.3 pt, No bullets or numbering, Tab stops: Not at
0.81"
Formatted: List Paragraph, Numbered + Level: 1 +
Numbering Style: a, b, c, … + Start at: 1 + Alignment:
Left + Aligned at: 0.39" + Indent at: 0.6"
Formatted: Font: 10 pt, Italic
Sewer System Management Plan
City of Santa Clara Water & Sewer Utility
15 Sanitary Sewer Superintendent are responsible for verifying the data collected in the field and reporting all sewer spills per the reporting requirements of both the State Water Resources Control Board (State Water Board) and the Regional Water Quality Control Board (RWQCB).
Table 2-1Table 2-1 contains the City’s Key Emergency Contact Information and Attachment H documents the Figure 2-1 shows the Chain of Communication for Responding to SSOspills and Flow charts for SSOSpill Notification and Reporting to Regulatory Agencies.
Formatted: Not Highlight
Formatted: Not Highlight
Sewer System Management Plan
City of Santa Clara Water & Sewer Utility
16 Table 2-1: City Key Emergency Contact List
Name Business Hours After Hours
John Ramirez
Gary Welling
Director
(LRO)
408-615-2018 *On File
Shilpa Mehta, P.E.VACANT
Assistant Director
(LRO)
408-615-2011 *On File
Susan PanAhmed Aly, P.E.
Principal Engineer 408-615-2014 *On File
Nelson Lui,Lawrence Tam, P.E.
Utility Operations Engineer 408-615-
20012036001 *On File
Garrett Brown
Water and Sewer Superintendent
( LRO)
408-615-2071 *On File
Daniel Bobias
Acting Assistant Sewer
SSuperintendent
(Data Submitter)
408-615-
20712068 *On File
Diane Ascuncion Wendy
Kwong
Water and Sewer Acting
Compliance Manager
408-615-2006 *On File
John SanchezColleen Trostle
Assistant Water Superintendent -
ConstructionPublic Works Compliance
Manager
408-615-
2061406-615-
3099
*On File
Craig Mobeck
Director Public Works 408-615-3001 *On File
Dave Staub
Street DepartmentDeputy Director of Public
Works – Storm
408-615-3080 *On File
*Emergency after-hours and personal contact numbers are on file with key agencies, the wastewater treatment facility, and key operational staff. Call down list is maintained and revised as necessary.
Organization Discussion
The City of Santa Clara is a charter city with a council-adopted municipal code. The municipal government provided by this Charter is the “council-manager” form of government. The City’s chief executive officer is the City Manager, who has appointing authority for all staff, including staff for the water and sewer utilities. An Organization Chart is attached as Figure-2-12. The chain of command for the sewer system includes:
• Director of Water and Sewer UtilityUtilities
• Assistant Director of Water and Sewer UtilityUtilities • Utility Operations Engineer
• /Principal Engineer
• Compliance Manager
• Code Enforcement Officer
• Code Enforcement Technician
• Utility Business Systems Manager
• Utility Business Systems Specialist
Formatted: Not Highlight
Formatted: Not Highlight
Sewer System Management Plan
City of Santa Clara Water & Sewer Utility
17 • Water and Sewer Operations Manager
• Water and Sewer Superintendent
• Assistant Sanitary Sewer Superintendent
• Water and Sewer Utility Crew Supervisors
• Equipment Operators
• CCTV Sewer Inspection Technician
• Pump Maintenance Technician
• Water and Sewer Maintenance Workers
Discussion of General Responsibilities Water and Sewer Utilities:
The following is a brief discussion of the general responsibilities of staff positions in the Water and Sewer Utilities department.
Director of Water and Sewer Utilities: Directs the Department of Water and Sewer Utilities in the planning, design, installation, operation, repair, and maintenance of the CityUtility’s water supply and distribution system, and the operation, repair, and maintenance of the CityUtility’s sanitary sewage collection system.
Assistant Director of Water and Sewer Utilities: Under the direction of the Director of Water and Sewer Utilities: plans, develops, coordinates, and directs the activities of the Water and Sewer Utilities and plans, organizes, and administers operations and maintenance activities related to the sanitary sewer system.
Principal Engineer/Utility Operations Engineer: Under the direction of the Assistant Director of Water and Sewer Utilities, plans, develops, coordinates the activities of the Water and Sewer Utilities including but not limited to construction and operations and maintenance related to sanitary sewer system.
Compliance Manager: Under the direction of the Assistant Director of Water and Sewer Utilities:
manages water and sewer utility compliance with applicable regulations, standards and policies governed by Federal, State and local regulatory agencies, and when necessary direct corrective action.
Code Enforcement Officer: Under the direction of the Compliance Manager, manages Fat, Oil and Grease (FOG) program and coordinates with Sanitary Sewer Operations staff, the customers, other Ccity Departments and regulatory agencies.
Code Enforcement Technician: Assist the Code Enforcement Officer in FOG plan reviews and inspection program.
Utility Business Systems Manager: Under the direction of the Assistant Director manages the Lucity sewer work order system for the sewer cleaning, assessment and repair. Coordinates with the engineers, Public Works Department, contractors, sewer operations staff on sewer information and updates the database and GIS maps.
Utility Business Systems Specialist: Assists Utility Business Systems Manager in coordinating and managing the sewer work order system, Lucity database and GIS maps.
Water and Sewer Operations Manager: Under the direction of the Assistant Director of the Water and Sewer Utility: plans, organizes and directs the work of field forces engaged in the construction, maintenance and operation of the CityUtility’s sanitary sewer collection system.
Water and Sewer Superintendent: Under the direction of the Water and Sewer Operations Manager: plans, organizes and directs the work of field forces engaged in the construction, maintenance and operation of the CityUtility’s sanitary sewer collection system.
Formatted: Font: Bold, Underline
Formatted: Body Text, Indent: Left: 0.19"
Formatted: Underline
Formatted: Font: 10 pt
Formatted: Font: Italic
Formatted: Font: Italic
Formatted: Font: Italic
Formatted: Font: Italic
Sewer System Management Plan
City of Santa Clara Water & Sewer Utility
18 Assistant Sanitary Sewer Superintendent: Under the direction of either/or Water and Sewer Operations Manager and Assistant Director of the Water and Sewer SuperintendentUtility:
assigns, reviews and supervises the work of utility crews engaged in the operation and maintenance of CityUtility’s sanitary sewage collection system and storm drain pump stations.
Utility Crew Supervisor: Under the direction of the Assistant Sanitary Sewer Superintendent, supervises the work of an assigned crew in a specialty area typically, but not limited to: sewer construction and maintenance, pumps and pump station repair, station generators and electrical/control appurtenances, sewer main cleaning and televising, and related maintenance of sewer conveyance system.
Equipment Operator: Under direction of the Utility Crew Supervisor, performs skilled work in the maintenance, construction and operation of streets, water, recycled water, and/or sewer systems using medium and heavy power-driven equipment as a major assignment.
CCTV Inspection Technician: Under direction of the Utility Crew Supervisor, performs inspection of sanitary sewer mains, laterals, and manholes using specialized video inspections and associated software for ongoing condition assessments of sanitary sewer infrastructure.
Pump Maintenance Technician: Under direction of the Utility Crew Supervisor, performs installation, operation, and routine maintenance of wastewater related pumps and pump stations and their appurtenances.
Water and Sewer Maintenance Worker I & II: Under direction of the Utility Crew Supervisor, independently or as a member of a crew, performs skilled work in the construction, maintenance and operation of the water, recycled water and sewer systems.
Water and Sewer Maintenance Worker I: Under direction of the Utility Crew Supervisor, operates a variety of hand and power tools and equipment used in public works, water, recycled water, and sewer utility maintenance and construction work.
Discussion of General Responsibilities Public Works:
Discussion of General Responsibilities Public Works:
The following is a brief discussion of the general responsibilities of staff positions in the Department of Public Works.
Director of Public Works: Plans long range projects and gives overall direction to the work of the Public Works Department and directs the preparation of plans, specifications, estimates and contracts for public works projects including streets, sewers, storm drains, transportation and municipal or public structures and buildings.
Principal Engineer/Utility Operations Engineer: Under direction of the Director of Public Works:
assigns, directs and supervises professional and sub-professional employees engaged in a variety of public works projects from early planning stages through final construction and acceptance, including the sewer system.
Senior/Associate/Assistant Civil Engineer: Under the direction of the Principal Engineer:
conducts studies and analysis of engineering projects or problems and prepares technical reports on matters of public interest. Prepares plans, specification and cost estimates for a variety of construction and maintenance projects including streets, storm drains, sewers, traffic signals and other public facilities.
Public Works Inspector: Under general supervision performs inspections for compliance with plan and specification requirements, keeps daily records of work performed, performs quantity calculations and accounting, and monitors project safety of construction projects within street rights-of-way on City property.ty.
Formatted: Not Highlight
Formatted: Indent: Left: 0"
Formatted: Font: 10 pt, Bold, Underline
Formatted: Normal, Indent: Left: 0.13"
Formatted: Underline
Sewer System Management Plan
City of Santa Clara Water & Sewer Utility
8 Figure 2-1: SSO Notification and Reporting Flowchart Commented [MD2]: Need to update Commented [BM3]: Didn’t we update this flowchart as
part of the new Response Plan?
Sewer System Management Plan
City of Santa Clara Water & Sewer Utility
9 City of Santa Clara
Sanitary Sewer Overflow (SSO
Notification and Reporting)
Effective: September 9, 2013