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HomeMy WebLinkAbout2014-11-12 e-packetAGENDA CITY COUNCIL CITY OF SOUTH SAN FRANCISCO cRL,xo•� REGULAR MEETING MUNICIPAL SERVICES BUILDING COUNCIL CHAMBERS 33 ARROYO DRIVE SOUTH SAN FRANCISCO, CA WEDNESDAY, NOVEMBER 12, 2014 7 :00 F.M. PEOPLE OF SOUTH SAN FRANCISCO You are invited to offer your suggestions. In order that you may know our method of conducting Council business, we proceed as follows: The regular meetings of the City Council are held on the second and fourth Wednesday of each month at 7:00 p.m. in the Municipal Services Building, Council Chambers, 33 Arroyo Drive, South San Francisco, California. The City Clerk will read successively the items of business appearing on the Agenda. As she completes reading an item, it will be ready for Council action. RICHARD GAIiBAR.INO Vice Mayor PRADEEP GUPTA Councilman FRANK RISSO City Treasurer MIKE FUTRELL City Manager KARYL MATSUMOTO Mayor MARK ADDIEGO Councilman LIZA NORMANDY Councilwoman KRISTA MARTINELLI City Clerk STEVEN T. MATTAS City Attorney PLEASE SILENCE CELL PHONES AND PAGERS HEARING ASSISTANCE EQUIPMENT AVAILABLE FOR USE BY THE HEARING IMPAIRED AT CITY COUNCIL MEETINGS In accordance with California Government Code Section 54957.5, any writing or document that is a public record, relates to an open session agenda item, and is distributed less than 72 hours prior to a regular meeting will be made available for public inspection in the City Clerk's Office located at City Hall. If, however, the document or writing is not distributed until the regular meeting to which it relates, then the document or writing will be made available to the public at the location of the meeting, as listed on this agenda. The address of City Hall is 400 Grand avenue, South San Francisco, California 94080. CALL TO ORDER ROLL CALL PLEDGE OF ALLEGIANCE AGENDA REVIEW PRESENTATIONS • Presentation of Fire Prevention Month Poster Contest Winners. + Caltrain Modernization. • Commendations presented to Sgt. Mike Toscano and to Police Explorer Victor Martinez by Chief of Police Azzopardi. 2014 Beautification Awards Presented by James Kaestner, Chair of the Beautification Committee and Samantha Haimovitch, Parks Manager. PUBLIC COMMENTS For those wishing to address the City Council on any Agenda or non- agendized item, please complete a Speaker Card located at the entrance to the Council Chamber's and submit it to the City Clerk. Please be sure to indicate the Agenda Item # you wish to address or the topic of your public comment. California law prevents the City Council from taking action on any item not on the Agenda (except in emergency circumstances). Your question or problem may be referred to staff for investigation and/or action where appropriate or the matter may be placed on a future Agenda for more comprehensive action or a report. When your name is called, please come to the podium, state your name and address (optional) for the Minutes. COMMENTS ARE LIMITED TO THREE (3) MINUTES PER SPEAKER. Thank you for your cooperation. COUNCIL COMMENTS/REQUESTS CONSENT CALENDAR. 1. Motion approving the minutes of meetings of April 16, 2014; May 21, 2014; July 23, 2014; August 13, 2014; October 15, 2014; October 22, 2014 and October 28, 2014. 2. Motion confirming payment registers for November 12, 2014. 3. Motion to cancel the Regular City Council meetings of November 26, 2014 and December 24, 2014. 4. Motion to accept the Forbes Boulevard Bike Lane Improvements Project (Project No. stl306) as complete in accordance with the plans and specifications. (Total Construction cost $3,971,145.65). (Brian McMinn, Director of Public Works /City Engineer). 5. Motion to accept the South San Francisco Sharrow and Striping Program (Project No. tr1205) as complete in accordance with the plans and specifications. (Total construction cost $39,226). (Brian McMinn, Director of Public Works /City Engineer). REGULAR CITY COUNCIL MEETING NOVEMBER 12, 2014 AGENDA PAGE 2 6. Motion to accept the Retail Space Tenant Improvements at 636 El Camino Real as complete in accordance with the plans and specifications. ('Total construction cost $499,992). (Alex Greenwood, Director, Economic and Community Development). 7. Resolution awarding the construction contract to JMB Construction, Inc. of South San Francisco, California, for the South Airport Boulevard Storm Pump Station Upgrade (Project No. sdl30l) in an amount not to exceed $107,500. (Brian McMinn, Director of Public Works /City Engineer). 8. Resolution authorizing the execution of a purchase agreement with APG- Neuros, Inc. of Quebec, Canada, for the purchase of Turbo Blower #2 at Water Quality Control Plant (WQCP) for the Blower Replacement project (Project No. ss1501) in an amount not to exceed $360,500. (Brian McMinn, Director of Public Works /City Engineer). Resolution authorizing the acceptance of $32,800 in grant funding from the South San Francisco Unified School District to support a Digital Literacy and Technology Enrichment Pilot Academic Center Program at Library and Parks and Recreation After School Homework Program Sites and amending the Library Department's 2014 -2015 Operating Budget. (Valerie Sommer, Library Director). 10. Resolution approving the First Revised and Restated Joint Exercise of Powers Agreement of the San Mateo Operational Area Emergency Services Organization, and authorizing the City Manager to execute the First Revised and Restated Joint Exercise of Powers Agreement. (Interim Fire Chief Reilly). 11. Resolution authorizing the City Manager to execute a Renewal Agreement between the City of South San Francisco and the South San Francisco Unified School District for use of facilities described as classrooms adjacent to the Spruce Gymnasium operating as the Community Learning Center. (Valerie Sommer, Library Director). 12. Resolution approving an Amendment to the Consultant Services Agreement with William Avery and Associates for Executive Recruitment Services for up to four additional positions in an amount not to exceed $78,000 and authorizing the City Manager to execute the Amendment. (Mich Mercado, Human Resources Manager). ADMINISTRATIVE BUSINESS 13, 2013 -14 Year End Financial Results and Resolution authorizing budget closing. (Richard Lee, Financial Services Manager). 14. Resolution approving various consulting services agreements for On -Call Architectural, Engineering and Other Professional Services for various Capital Improvement Projects. (Brian McMinn, Director of Public Works /City Engineer). ITEMS FROM COUNCIL -- COMMITTEE REPORTS AND ANNOUNCEMENTS ADJOURNMENT REGULAR CITY COUNCIL MEETING NOVEMBER 12, 2014 AGENDA PAGE3 SPECIAL MEETING" MINUTES 0 Cl y CITY COUNCIL v a �LxxoR�� OF THE CITY OF SOUTH SAN FRANCISCO P.O. Box 711 (City Hall, 400 Grand Avenue) South San Francisco, California 94083 Meeting to be held at: MUNICIPAL SERVICES BUILDING Council Chambers 33 ARROYO DRIVE SOUTH SAN FRANCISCO, CA WEDNESDAY, APRIL 16, 2014 6 :00 P.M. Purpose of the meeting: 1. Call to Order. Time: 6:01 p.m. 2. Roll Call. Present: Councilmembers Addiego, Gupta and Normandy, Vice Mayor Garbarino and Mayor Matsumoto. 3. Public Comments — comments are limited to items on the Special Meeting Agenda. Julie Lind, San Mateo Labor Council Director, was present to urge passage of the superstore ordinance, as well as certification of the EIR. She gave a brief description of the negative impact superstores have on existing retailers and how up to $2.8 billion a year is lost in wages and benefits, which would be substantiated by the EIR. 4. Agenda Review No changes. PUBLIC HEARING 5. An Ordinance amending the Zoning Code to prohibit superstore uses city -wide and grocery and supermarket uses in the East of 101 area and consideration and certification of an associated Environmental Impact Report (Tony Rozzi, Associate Planner). Mayor Matsumoto opened the public hearing at 6:06 p,m. Associate Planner, Tony Rozzi presented the report detailing history of the item which began in December, 2012. Subsequent EIR found that the identified usage could cause various negative effects on the City and the Council adopted a moratorium which will expire this year. The project objectives are to eliminate superstores East of 101, which will allow the existing markets and retailers of groceries to stay open and continue serving the populated neighborhoods they're in. CEQA items were summarized and it was concluded there would be no environmental impacts of the ordinance, which makes it an overall environmentally superior alternative. Public Comments incorporated as part of public hearing: Jerry Reid long -time resident spoke in support of the ordinance. Rich Hedges spoke in support of the ordinance, citing the Warden School Study, the City's study, Walmart's study and his Union's study, in which all showed the negative effects of big box retailers. It was his belief that this ordinance would ensure the plans for the new downtown would not be destroyed by big box. Being no further public comments, Mayor Matsumoto closed the public hearing at 6;16 p.m. Councilmember Gupta questioned if the implications of a superstore would be applicable to the large format retail. He wanted to know more about the data sources used. Consultants stated they looked at other studies done, such as the Bay Area Economic Forum, as well as Target, Walmart and Costco, and for the 2013 work, they looked at studies by the international Council of Shopping Centers and the Urban Land Institute. The consultant stated no recent study was done; however, other cities like Fairfield had a similar study which was taken into consideration. The Bay Area Economic Forum has not done any new studies. Councilmember Addiego was wondering if they had envisioned what was to happen to the commercial strip if the current tenant leaves. Susy Malkin was hoping Westborough Square momentum would swing it in the positive towards further redevelopment at sites like the Pak N Save because there is potential in those properties, but there was no firm idea set in stone yet. It currently allows for neighborhood commercial development but conversations could go a particular way and things could change. Mayor Matsumoto understood the demand and need for grocery stores in the neighborhood. She asked for further clarification on the definition of a superstore versus large format retail. City Attorney, Steven Mattas stated that a superstore has a grocery component of over 5,000 square feet, but if the store is larger than 80,000 square feet and has less than 5,000 square feet of grocery, it would be classified as a large format retail. The ordinance is not driven by the name, but rather the components. Vice Mayor Garbarino emphasized a major difference when you add the large grocery component, is that trips would be increased by 4 -6 times multiplier on the trips of traffic to those stores. These types of traffic jams are what will keep people from coming to the downtown. SPECIAL CITY COUNCIL MEETING APRIL 16, 2014 MINUTES PAGE 2 Councilmember Gupta supported the proposed ordinance and asked if the definitions used for categorizing the stores were standard. If they aren't, he asked what logic was followed to put the parameters in place. Planner Rozzi stated zoning definitions or size parameters for different business are based on national standards and obtained through the American Planning Association. They are able to compare cities of a like size and that is where the square footage was drawn from. The goal with this ordinance was to encourage large format retail while protecting existing grocery retailers and keeping them close to residential areas. That was why they have the ban on any grocery supermarket use East of 101. Councilmember Addiego stated a well -run supermarket is a community resource and they should be protected and allowed to thrive. He insisted one big player can change the game. Mayor Matsumoto stated that the largest are not necessarily those that are going to drive our current businesses but the larger stores have greater employment opportunities because of the size. They also give great grant monies to schools, cities, etc., and were a good source because they were national chains. She didn't want the city to be so limited that they would discourage them. She was happy with the large format retail definition. Her concern was that opportunities would still be there in the ordinance. City Attorney Mattas stated that there were two actions for the Council to consider this evening, adoption of a resolution making findings and certifying the EIR and for the zoning amendment to prohibit superstore uses city wide and prohibit grocery and supermarket uses within the East of 101 areas. Motion: Vice Mayor Garbarino/ Second - Councilmember Normandy: to approve Resolution No. 43 -2014. Unanimously approved by roll call vote. Motion: Vice Mayor Garbarino /Second- Councilmember Gupta: an ordinance amending the zoning code to prohibit superstore uses city -wide and grocery and supermarket uses in the East of 101 area. Unanimously approved by roll call vote. STUDY SESSION 6. Economic Development Strategy (3rd Session) (Pat O'Keeffe, Economic and Community Development Consultant) a. Economic Development Program Partnerships. b. Disposition of Affordable Housing Cash & Property Assets. Economic and Community Development Consultant Pat O'Keeffe recognized Mike Lappen and Armando Sanchez for the economic development program. He then stated that former Redevelopment Agency activity had been quite robust but since its demise, other, more traditional forms, of redevelopment must be looked at. The three major programs are: (1) Sales and Use Tax Recovery Program (2) Business Visitations and (3) Commercial PACE and Business Incentives. Using other tools such as updating the webpage and utilizing social media would also aid in furiding things like the shuttles from East of 101 to downtown. Partnerships involved need to be continued. Public comments were made by Belen Serra, Coordinator of the Coalition for Community Benefits, SPECIAL CITY COUNCIL MEETING APRIL 16, 2014 MINUTES PAGE 3 wanted to clarify the timing of the downtown marketing strategy. She asked if only market needs were addressed or if social needs were assessed. They were content with the process but want to be sure efforts are coordinated. She applauded the Skyline collaboration_ Consultant O'Keeffe stated the goal was to encourage small businesses that serve both local residents and a regional draw to address a thriving downtown. He thought the new restaurants were encouraging. They would also like to see additional retail. He mentioned that there has not been a lot of focus on trying to bring in offices to downtown on a major scale because the properties didn't lend themselves to that. He added they might help a small business interested in coming to the downtown with finding a location, tech expertise, find financing as well as doing some tenant improvements. Councilmember Gupta supported the efforts of social media to make city information available to community. Councilmember Addiego and Councilmember Garbarino both commented on efforts, finding them to be innovative and refreshing. Councilmember Normandy added they were moving in a great direction and is happy to be part of it. Mayor Matsumoto referred to the bio -tech, stating that they jumped from a budget of $34,000 to $ 85,500. She stated that, historically, it has been a bust. She wants the $85,000 to bring in other marketing tools on which they can capitalize and use. Its success will happen if the staff makes follow -up calls. She claims to make use of investment and to use it effectively. Consultant O'Keeffe agreed with Mayor Matsumoto and confirmed he and his staff will plan for the bio conference. Mayor Matsumoto mentioned the downtown trolley. She stated that she sat on the Transportation Authority and CCAG and commented that grant opportunities had often fallen through the cracks. She wants to make sure that Council will be able to chime in, stating that she was expecting the Chamber and businesses to step up to the plate. She wanted the shuttle route to encompass routes that would cover the east and downtown. Consultant O'Keeffe agreed, adding that the way to do that was, if they have a discussion with the businesses and the Chamber about a business improvement district, that district's funds will pay for a portion of the cost of a trolley, and then they have that buy in. They will have to do more work on the feasibility of it. There are other competing shuttles, their waiting on the results of this investigation. Mayor Matsumoto and Mr. O'Keeffe continued to discuss the budget of $ 85,000 for the bio conference. Councilmember Addiego argued for the amount and felt it would send a message as to how engaged the City was with our major industry. With property taxes being approximately 18 %, it deserved our attention. Vice Mayor Garbarino appreciated her concern, agreeing that it was a lot of money, but he didn't think anyone on staff can assure them of anything. It will be up to the staff to make the connections, but it'll be up to the Council to sell the City. It is up to the Council to take the lead, along with working with the staff. Everyone needs to do their part. If they get three solid leads out of the whole thing, they have done wonderfully. SPECIAL CITY COUNCIL MEETING APRIL 16, 2014 MINUTES PAGE 4 Councilmember Gupta commented that it wasn't a one shot, do or die, but a way of doing things. With great effort, they are leading the way of innovation. He mentioned they must look into the long haul approach to the situation rather than just this one event at a time. Councilmember Normandy requested further information on the follow -up to be done after the conference. Consultant O'Keeffe stated that they were going to be putting together a series of interviews with firms that will be attending the conference. During the conference, they will be meeting with various firms that may have an interest in South San Francisco, provide additional information to them for them to get to know the leaders of the community since much of the Council will be there. He stated that they will follow up with those whom they met as well as all the attendees that they think might have some potential interest in South San Francisco. They have to keep their name out there in front of people. Moving onto housing, Consultant O'Keeffe stated that there were three parts to their housing assets; property they own, outstanding loans and cash. Staff was interested in getting direction from Council on the disposition of some of the properties currently owned. As landlords, they were managing them with a considerable amount of stafftime for only 17 units, and he felt it could be better spent in other activities. They would like to review seven properties which have and added value of up to about $4.8 million. A relocation issue was acknowledged. Options for a triplex and two duplexes were discussed, with the idea of leasing some of the properties to non -profit agencies being shared. Staff stated they would come back with more information on potential agencies. TransForm Community Planner, Clarrissa Cabansagan applauded Council on the discussion and thought they were moving in the right direction. She urged Council to address the deficiencies in housing stock and ensure that the opportunities for affordable housing assets are fully realized and put to good use. 7. A Resolution authorizing a joint application by the City of South San Francisco and the Peninsula Corridor Joint Powers Board for Tiger VI grant funding of the South San Francisco Caltrain Station Access and Improvements Project. (Brian McMinn, Public Works Director). Brian McMinn, Director of Public Works, presented a grant opportunity that the staffs of South San Francisco and Peninsula Corridor Joint Powers Board ( "JPB ") have been working on. He stated that Mark Stiman and Betty Arellano of JPB were also present. They have been working to meet a deadline of April 28 for the grant application. The scope and history of the project were reviewed and Council's authorization of the application was being sought. Council posed questions regarding the focus of the application, specifically citing the safety issues and the community's poverty rate of 28 percent. Also questioned was the range of financial commitment required from the City for the remainder of the costs and if the City would need to pledge a certain amount of funds in order to make the application. Director McMinn responded by stating the holdout rule and the safety issue were addressed in the benefit cost calculation as well as discussed in the narrative. They were also playing up the community concern, priority development area, downtown plan and high density transit oriented development and tying it to SPECIAL CITY COUNCIL MEETING APRIL 16, 2014 MINUTES PAGE 5 the cost benefit analysis. Regarding the range of financial commitment, stated that was up to Council, noting that the City had already invested over $3 million in the properties, remediation and design, and an estimated $1.7 million for plaza improvements. Director McMinn believed pledging funds might strengthen the application but was uncertain of Council's comfort level. Should grants be approved, . construction could begin as early as the end of 2016 or beginning of 2017. The money commitment question could come up. Mayor Matsumoto thought it would be hard for the city to commit any funding at this point. Mark Simon, Executive Officer of Public Affairs for Caltrains and SamTrans, emphasized the commitment is not the same as an allocation. Without some indication that the City was behind this and prepared to seek additional funding, it does not compete as well. Various methods to access additional money were discussed, namely avenues through the Transportation Authority and Metropolitan Transportation Commission. Director McMinn explained the Resolution included with the staff report authorized staff to submit the application with the JPB. Council voiced support for the application. Motion — Vice Mayor GarbarinolSecond — Councilmember Normandy: to approve Resolution No. 44- 2014. Unanimously approved by roll call vote. 8. Adjournment. Being no further business, Mayor Matsumoto adjourned the meeting at 8:01 p.m. Submitted by: Anna M. Brown, Deputy City Clerk City of South San Francisco SPECIAL CITY COUNCIL MEETING MINUTES Approved by: Karyl Matsumoto, Mayor City of South San Francisco APRIL 16, 2014 PAGE 6 SPECIAL MEETING MINUTES a rA JOINT CITY COUNCIL AND J O IFORSA SUCCESSOR AGENCY OF THE CITY OF SOUTH SAN FRANCISCO P.O. Box 711 (City Hall, 400 Grand Avenue) South San Francisco, California 94083 Meeting to be held at: CITY HALL CONFERENCE ROOM 400 GRAND AVENUE SOUTH SAN FRANCISCO, CA WEDNESDAY, MAY 21, 2014 5:30 P.M. Purpose of the meeting: Call to Order. Time: 5:34 p.m. F 2. Roll Call. Present: Councilmembers Addiego, Gupta and Normandy, ,Vice Mayor Garbarino and Mayor Matsumoto Absent: None. 3. Public Comments — comments are limited to items on the Special Meeting Agenda. Drew Hudacek with Sares Regis Group spoke about the proposal and the project's benefits for the City. He also spoke on the history the firm has had in San Mateo County and with the Building Trades Council. With the given assumptions, terms for land price could be matched while still working with the Building Trades Council. Bruce Fairty and Bruce Dorfman of Thompson. Dorfman Partners spoke on the history of their firm and what made them, distinguishable. The terms agree to by the previous speaker were also ready to be agreed to by his firm. Mr. Dorfman noted that Thompson Dorfman also had considerable experience in the County and a history with the Building trades as well. He specifically noted the firm being retained by the San Mateo Community College District for teacher housing projects. John Penna, local broker in South San Francisco, spoke on behalf of his client BPR Properties. His client's interest in the site and the development of a business traveler's hotel was still strong. Interest in site 2.4 was also reported. In summary, Mr. Penna felt the City had not given the same opportunity to his client as was given to the other developers. He stated the City should have a good working knowledge of all interested bidders and thought a lot of money maybe getting left on the table. He also questioned the process the City followed in reaching the final two proposals and asked that Council reconsider a hotel use. William Knack, representing the Building and Construction Trades Council of San. Mateo County, spoke in support of Sares- Regis, applauding them for their commitment to the quality life issues that are important to their local members and families. While he was aware of Thompson Dorfman working on the project at Canada College, he was short on the details as he was not contacted and did not work with them. No changes. 4. Agenda Review. 5. Closed Session: Conference with Real Property Negotiators: (Pursuant to Government Code Section 54956.8) Properties: 315, 401, 411 and 421 Airport boulevard, 405 Cypress Avenue and APN 012 - 314 -220 (Miller Avenue) Agency Negotiators: Patrick O'Keefe and Steve Mattas Negotiating Parties: South San Francisco Successor Agency, Sares -Regis and Thompson Dorfman Partners, LLC Under Negotiations: Price and Terms for Property Disposition Enter Closed Session 5:38 p.m. Return to Open Session: 6:21 p.m. Report out of Closed Session: No reportable action. 6. Study Session: Economic Development Strategy (4th Session) Discussion regarding and selection of residential developer for potential Exclusive Negotiating Rights Agreement for the former Ford property parcels on Airport Boulevard, Cypress Avenue and Miller Avenue. (Armando Sanchez, Housing Consultant) Council discussion was held and comments included: Councilrnember Addiego voiced his previous support for hotel at the site due to the potential Transient Occupancy Tax ( "TOT") dollars. He also noted that the previous idea of adding some of the lanes to increase the lot size still needed to be explored and wanted to know the level of interest there might be with hotel operators if the existing acre or the other parcel could be enhanced. It was his opinion that they possibility of having the best of both worlds was there and he did not want to walk away from the scenario. He also questioned if the property taxes being paid by the developer would be enough to support all of the additional services needed for new residents. TOT and sales tax are the enhancements that provide the estimated $1000 spent per resident to maintain adequate City services. Though he had these concerns, he was willing to move forward with discussion regarding the two developers. SPECIAL CITY COUNCIL MEETING MAY 21, 2014 MINUTES PAGE 2 Mayor Matsumoto recalled previous discussions with Mr. Penna about the hotel quality and potential revenue from TOT. She could not support a hotel because of the importance of ridership numbers needed for the Caltrain station relocation. Having a hotel at the site would not generate the numbers needed to support the relocations. Councilmember Gupta recalled the conversation regarding incorporating land from the lanes to increase lot size and also wanted more research on this option. His impression in the last study session was that they did not short shrift the hotel idea, but he was looking at a place where they could attract market rate home owners or renters to come and divide some of the local retail and merchants. Besides the Caltrain station consideration, people who will be hued by the expanding businesses needed options to stay within South San Francisco rather than live elsewhere and commute. This option could be realized by one of these developments. Councilmember Normandy stated that she would like to proceed with the two developers. She thanked Mr. Pena for taking the opportunity to come back to the study session. She knew there was opportunities later on and looked forward to pursuing them in the future. Mayor Matsumoto stated there was a consensus to move forward with discussions on the two housing development proposals from Thompson Dorfinan and Sares- Regis. Further discussion was on the individual proposals and comparisons in the designs schematics, pricing, and business models were weighed. During the conversation, communications from staff to the developers was called into question. Mayor Matsumoto apologized for any miscommunication and stated everyone was at the table. Additionally, which ever project was selected, approval from the Oversight Board and State Department of Finance would still be required. Each Council member then expressed their preferred developer for their given reasons. Sares- Regis was preferred by Council members Gupta and Normandy, Vice Mayor Garbarino and Mayor Matsumoto. Councilmember Addiego selected not to vote for either. City Attorney Mattas framed the motion based on what was heard from the Council. Motion — Councilmember Gupta/Second — Vice Mayor Garbarino: to direct staff to develop an Exclusive negotiating rights agreement with Sares -Regis and to bring that back to the Successor Agency for action. The motion was carried by the following voice vote: AYES: Councilmembers Gupta, and Normandy, Vice Mayor Garbarino, and May_ or Matsumoto. NOES: Councilmember Addiego. ABSTAIN: None. ABSENT: None. Councilmember Addiego left for the remainder of the meeting as he had already reviewed the Operating Budget as a member of the Budget Subcommittee. Meeting recessed: 7:32 p.m. Meeting Resumed: 7 :43 p.m. SPECIAL CITY COUNCIL MEETING MAY 21, 2014 MINUTES PAGE 3 7. Study Session: Fiscal Year 20142015 Draft Operating Budget and Master Fee Schedule changes. (Jim Steele, Finance Director) Finance Director Steele reviewed the draft operating budget and provided Council with the outlook over the next five years. Department revenues and expenditures were reviewed. While the budget was balanced for the fiscal year ( "FY ") of 201412015, rising costs of the Public Employees Retirement System ("PERS ") over the next five years would make budget realignment strategies critical. Further discussion of PERS detailed why the rates were increasing, the lowered investments earnings, collection on unfunded liabilities and Other Post - Employment Benefits ( "OPEB ") funding. Directed Steele reported $27.5 million in general fund reserves in addition to about $3 million in a separate equipment fund and about $300,000 in the IT fund. He noted that the $250,000 OPEB funding was separate, as was worker's compensation. Director Steele shared his view that a percentage of the reserves could be put towards other uses and recommended that $12.5 million be dedicated to future infrastructure spending, deferred maintenance and capital spending. This would still have the reserves as 20 percent of the General Fund. Unlike the OPEB reserves, this would still be within the City's books and still at total Council discretion. With all the obligations the City had, the funds could be better used for paying those down. Council expressed support for the change in the reserves policy, agreeing that the money should not be sitting idle. They understood that Director Steele had researched and based his recommendation on best practices. Further detail was provided about General Fund Operating Budget projections, General Fund Revenues, deferred expenses funding, proposed program expansions, proposed position changes, the Stormwater Fund, Sewer Fund, Parking Fund, and updates to the Master Fee Schedule. Each department had a page of revenues, expenses and positions and staff was available to answer any questions. Council was supportive of the budget direction and the revisions to the reserve policy. Vice Mayor Garbarino and Councilmember Addiego were thanked for their work on the budget subcommittee. Mayor Matsumoto noted she had previously gone over the budget with the City Manager and Finance Director to answer the majority of her questions. Councilmember Gupta approved of the budget as presented and thanked staff and the City Manager for listening to him about how the taxpayer's money should work hard and not just sit there. He thought the City was moving in the right direction and that staff should continuously explore opportunities towards greater efficiency. Councilmember Normandy appreciated knowing that the subcommittee was supportive of the budget direction and concurred with items that were worthy of the full Council consideration. She requested staff consider opportunities to reevaluate parking structures and parking meters.. SPECIAL CITY COUNCIL MEETING MAY 21, 2014 MINUTES PAGE 4 Additional items discussed included: an expected dues increase for C /CAG, the omission of Housing Endowment and Regional Trust ( "HEART ") dues from the draft document, clarification on the difference between a Senior Planner and Principal Planner, explanation for the decrease for Pacifica dispatch services, and the contract status with Peninsula Conflict Resolution Center ( "PCRC "). Council felt the contract with PCRC should be discussed further before agreeing to an extension. Regarding the Police Department budget, it was noted that the crossing guard position had been done away with and needed to be reflected in the document. Clarification was sought on the amount allocated for the Police Reserves position. Council requested the Police Reserves budget item be reviewed as they suspected it should be categorized and accounted for in a different manner. Mayor Matsumoto requested clarification of the Police Reserves item be provided to Council in a follow -up memo. Staff understood Council's direction and would make revisions and provide the requested information prior to the adoption of the budget set for June 11. Study Session: Capital Improvement Program for Fiscal Year 2014 -2015. (Brian McMinn, Director of Public Works) Public Works Director Brian McMinn reviewed the draft Capital Improvements Program document which provided detailed information on the 43 proposed projects slated for FY 2014- 2015. A general summary was provided for each project and information on funding appropriations and sources was provided as well. Projects were categorized in the following areas: public facilities, parks, storm drains, streets and traffic. Upon review, Council provided direction and comment on the following items: modernizing and addressing the disrepair of the women's restroom located in the atrium of the Municipal Services Building (MSB), moving up the date of completion for the Oyster Point Marina restroom project, addressing the work space in the Main Library basement, reviewing the security upgrade at Fire Station 61 and rescheduling for the next year, addressing the ongoing issues with the state of the bathrooms at Brentwood Park, revisiting methodology of Park in lieu fees, that priority be given to Aptos Way for street resurfacing, addressing issues of tree rooting, and finding a way to ease the traffic flow at the intersection of Chestnut and Commercial. In relation to the related to the Gateway Monument Sign at US 101, Council commented current signage regarding the South San Francisco Conference Center was hidden and sought reassurance that this would not be the case upon completion of the project. Mayor Matsumoto requested that staff look in to adding a sales tax increase to the ballot for the next election as other cities in San Mateo were getting them passed with language that defined projects and time lines. City Attorney Mattas explained that if precise definition was given, that would make it a special tax and require a 2/3 majority vote. A general tax would only require a simple majority of the electorate. Four votes from Council would be needed to place a general tax on the ballot and SPECIAL CITY COUNCIL MEETING MAY 21, 2014 MINUTES PAGE 5 three votes would be needed to place a special tax. Additionally, any tax measure would need to appear on the ballot when members of this Council are sitting for reelection. He further specified that a Transient Occupancy Tax ( "TOT ") could be either a special or general tax, but South San Francisco has treated it as a general tax as do most other cities. Council requested information on polling procedures and costs in regards to placing a tax measure on the next ballot. City Attorney Mattas stated recent polling conducted for consideration of the public safety tax was roughly $20,000 to $25,000, but costs would increase if you hire campaign advisor to help you craft the message and public outreach. Regarding Traffic Impact Fees studies, Mayor Matsumoto asked how it gets determined to go out for bid, and how the companies that conduct the studies are selected. She suggested the City do something similar to the way SamTrans and Caltrain does by looking into creating an approved list of pre- qualified professional service providers. With no further comments, Director McMinn noted the Planning Commission was scheduled to review the draft on June 5 and adoption was scheduled for regular City Council meeting of June 11. Mayor Matsumoto suggested staff make themselves available to assist some Planning Commissioners with any questions they may have about their role in the process. 9. Adjournment. Being no further business, Mayor Matsumoto adjourned the meeting at 9:53 p.m. Submitted by: Anna M. Brown, Deputy City Clerk City of South San Francisco SPECIAL CITY COUNCIL MEETING MINUTES Approved by: Karyl Matsumoto, Mayor City of South San Francisco MAY 21, 2014 PAGE 6 MINUTES CITY COUNCIL a.. i " n CITY OF SOUTH SAN FRANCISCO U Q °RQF0 REGULAR MEETING MUNICIPAL SERVICES BUILDING COUNCIL CHAMBERS 33 ARROYO DRIVE SOUTH SAN FRANCISCO, CA WEDNESDAY, JULY 23, 2014 7:00 P.M. CALL TO ORDER TIME: 7:05 PM ROLL CALL PRESENT: Councilmembers Addiego, Gupta and Normandy, Vice Mayor Garbarino, Mayor Matsumoto. ABSENT: None. PLEDGE OF ALLEGIANCE Led by Mayor Matsumoto. AGENDA REVIEW No changes. PUBLIC COMMENTS Jim McGuire, past president of the SSF Chamber of Commerce, announced the multi- chamber expo on Thursday, August 7th from 4 to7 pm. The expo is free and open to the public, and will take place at the SSF Conference Center. COUNCIL COMMENTS/REQUESTS Councilmember Addiego spoke of the positive goings on in the City, noting City Manager Futrell's interactions with the business community. Special mention was made of the media attention given to the recent FlightCar agreement and FlightCar CEO Brendan Bartholomew. Councilmember Addiego reported the Old Town Homeowner's Association was reforming with the following board members: Olga Perez (Secretary), Sonny Khoya and Ron Swanson (Treasurers), Jacqueline Yale (Parliamentarian), Ellie Gonzalez (Vice President) and Pedro Gonzalez (President). Updated information was shared about the Sister Cities trip to Kishiwada, Japan — unfortunately not enough signed up to go, but perhaps there would be another opportunity in the future. Lastly, he asked staff to look into the Hero Program, which provided similar services and assistance as the PACE program. Vice Mayor Garbrino pointed to a memo he received from the Police Department on the traffic stop program from a week ago. There were 141 citations. He thanked them for keeping the streets safer. He'd like to see more of these, especially in the Hillside area, as the area has become a speedway. Mayor Matsumoto announced National Night Out on August 5th at Orange Park. This event is all about getting to know your neighbors and City. Not limited to anyone, all are welcome. It is from 6- 8 p.m. Contact Rosa Acosta in the City Manager's Office, regarding the event and any further directions. She requested a study session related to Harbor District and the Oyster Point destination. Lastly she asked for a study on the municipal code in regards to what is said about prohibiting passing out flyers to community members in the downtown area. Council will review the ordinance and Mattas, City Attorney, will look into and report back. CONSENT CALENDAR 1. Motion to approve the minutes from the meetings of March 26, 2014, May 28, 2014, June 18, 2014 and July 9, 2014. 2. Motion confirming payment registers for July 23, 2014. 3. Motion appointing the City Manager as the City of South San Francisco representative to the Colma Creek Flood Control Zone Advisory Committee. 4. Resolution authorizing the City Manager to terminate the existing sublease agreement with Surnita Saha and Alex Zammataro for the commercial space at 636 El Camino Real, Suite A, and to execute a new sublease agreement with Sumita Saha & Linda Saha for the commercial space at 630 El Camino Real. (Armando Sanchez, Housing Consultant) 5. Resolution approving agreement with the South San Francisco Conference Center to share in the cost of consultant services analyzing expansion of the Conference Center and authorizing the City Manager to sign the agreement. (Kathy Mount, Assistant City Manager) 6. Resolution authorizing the acceptance of $15,000 in grant funding from Kaiser Foundation Hospitals, Northern California Community Benefit Programs Division to support Project Read's health literacy programming and amending the Library Department's 2014 -2015 operating budget. (Valerie Sommer, Library Director) 7. Resolution authorizing the acceptance of $25,500 in grant funding from the California State Library to support the We Love Reading Project at the Community Learning Center, and amending the Library Department's 2014 -2015 operating budget. (Valerie Sommer, Library Director) Resolution authorizing the acceptance of $25,000 in grant funding from Kaiser Foundation Hospitals, Northern California Community Benefit Programs Division to support the Parent Education and Children's Health Program in the Childcare Division and amending the Parks and Recreation Department 2014/15 operating budget. (Sharon Ranals, Parks and Recreation Director) REGULAR CITY COUNCIL MEETING JULY 23, 2014 MINUTES PAGE 2 9. Waive reading and adopt an ordinance adopting a Development Agreement for FlightCar at 323 South Canal Street in the Mixed Industrial (MI) Zoning District. (Tony Rozzi, Associate Planner) 10. Waive reading and adopt an ordinance making modifications to the South San Francisco Zoning Code, related to commercial and public parking uses citywide. (Billy Gross, Senior Planner) 11. Resolution awarding a consulting services agreement to RBF Consulting of Irvine, California for engineering services for the Storm Drain Master Plan Implementation Project in an amount not to exceed $398,665. (Eric Evans, Associate Civil Engineer) Item numbers 2, 3, 5, 11 were pulled for discussion. Councilmember Addiego wanted to have a separate vote on item #5. Item #2 - Vice Mayor Garbarino asked about item the $9,000 cost of station supplies. Jim Steele, Finance Director, asserted cost would he most likely furniture for stations. Item # 3 - Mayor Matsumoto asked about the level of representation the City has on this board in comparison to other agencies in the district. Brian McMinn, Director of Public Works, asserted four at large are from anywhere in the district. The rest are representatives. Vice Mayor Garbarino requested a list of people on the board. Item #5 - Councilinember Addiego expressed displeasure with the funding mechanism. He stated he would not be voting for it, and he would like more information regarding this item. Motion: Vice Mayor Garbarino/ Second: Councilmember Gupta: to approve Resolution No. 84- 2414. Motion approved by the following roll call vote: Ayes: Councilmember Gupta, Vice Mayor Garbarino and Mayor Matsumoto. Noes: Councilmember Addiego and Councilmember Normandy. Absent: None. Abstain: None. Item #11 - Eric Evans, Associate Civil Engineer, summarized the staff report: to look at the system, determine deficiencies, and come up with a list of future Capital Improvement Program (CIP) projects to address these deficiencies. Councilmember Gupta stated the study is to be a consulting services study and asked if the cost is based on fixed fee or cost plus percentage. Eric Evans responded allocation will be from gas tax and solid waste fund. He stated the consultants are selected upon qualification to do the study. They are paid at an hourly rate and reimbursed with a fixed amount not to exceed. Councilmember Gupta asked what the value of keeping a contingency fund of 5% was. Eric Evans stated during course of project there is an initial understanding of work you want to REGULAR CITY COUNCIL MEETING JULY 23, 2014 MINUTES PAGE 3 accomplish, but once you begin there may be complications that were previously unknown, there may be a need for extra field work, there may be changes in the regulation environment, or other unexpected things. For those reasons, it was beneficial to have contingency. Mayor Matsumoto requested each department to keep a list of master leases, plans and documents. Mike Futrell, City Manager, suggested the City's Attorney's office would be the master keeper of such documents. Mayor Matsumoto requested the Planning Department go through ordinances and zoning once everyone is in position. Motion: Vice Mayor Garbarino/ Second: Councilmember Gupta: to approve Consent Calendar 1 -4; and 6 -11. Unanimously approved by roll call vote. ADMINISTRATIVE BUSINESS 12. Resolution awarding a consulting services agreement to Carollo Engineers of Walnut Creek, California for Engineering Services for the WQCP Digester Design Project in an amount not to exceed $1,171,799. (Eric Evans, Associate Civil Engineer) Eric Evans summarized staff report explaining the project related to improvements at the Water Quality Control Plant (WQCP). The improvements include replacement of digesters. He stated there are a total of 5 digesters, #1 and #2 digesters are currently not in operation. There is more capacity than needed, so they were shut down. Vice Mayor Garbarino and Eric Evans discuss Carollo Engineers, Inc. Mayor Matsumoto asked if Carollo had a part in helping put together the request for proposal (RFP). Eric Evans claimed they were aware the RFP was coming out, as part of earlier agreements, and they identified the issues. The RFP is based on that report. They did not write the RFP but they had knowledge of items in it. He did not feel they had an unfair advantage over other consultants and other consultants were encouraged to submit, but they chose not to. Councilmember Addiego said small players coupled with intimate knowledge may preclude someone from putting together bid. He asked if the product is usable in the time of drought. Eric Evans responded a recycled water program is in effect. It is definitely doable; some capital expenditure would be required to implement installing equipment and distribution of pipelines throughout the city. Motion: Councilmember Gupta/ Second: Normandy: to approve Resolution No. 89 -2014. Unanimously approved by roll call vote. REGULAR CITY COUNCIL MEETING JULY 23, 2014 MINUTES PAGE 4 13. Resolution awarding the construction contract to Telfer Highway Technologies of McClellan, California, for the 2014 Street Scrub Seal & Micro - Surfacing Project (Project No. st1201) in an amount not to exceed $1,883,252.17. (Sam Bautista, Principal Engineer) Eric Evans summarized staff report explaining details of the project which will cover approximately 23 miles of street in various city neighborhoods. The process was described as was the life expectancy of the overlay compared to cost savings. Director McMinn provided further detail on the treatments being conducted and the associated costs. Councilmember Gupta asked about the substantial costs and considered contractors who are not local (like San Jose, Modesto and Sacramento), and how much of labor costs would go to our city. Director McMinn claimed they wouldn't know until certified payroll came in, the work is highly specialized and mobile. It is contract based; they make a living going around the state. Mayor Matsumoto indicated Avalon under 280 is so heavily used, she asked if this area got any treatment. If it comes under budget, requested Valverde Drive to freeway entrance to be done. And look into Gellert to 280 South. She asked about PG &E process. Director McMinn answered, they will look into it. Westborough was not listed; it may be a condition thing. PG &E encroachment permit requires a surfacing treatment at a minimum. Trenching detail is included and a requirement. Councilmember Normandy asked about graving and paving. Director McMinn said they are not into the special coating; they don't have equipment and enough volume to keep equipment in inventory. Motion: Vice Mayor Garbarino/ Second: Councilmember Normandy: to approve Resolution No. 90 -2014. Unanimously approved by roll call vote. 14. Resolution approving the proposed Community Development Block Grant (CDBG) funded Public Right of Way (ROW) Improvements Projects. (Alin Lancaster, Community Development Specialist) Alin Lancaster, Community Development Specialist, summarized the staff report detailing the components of the ROW improvement projects. Improvements include banners, replacement of trash receptacles, installing flower baskets, installing customized bike racks that can be themed or historical, decorative lighting and City Hall pedestrian improvement project. All proposed improvements align with the downtown station area plan, budget of $200,000 from CDBG, but estimated costs are more. Staff will be proposing funding priorities in the budget. Councilmember Addiego commented that many of the things being done were cosmetic and that attention needed to be paid to zoning areas, the businesses in the area, and what's appealing to the people. Regarding banners, he requested that they be put at a level where they are visible. He asked if the flower baskets will be City maintenance. REGULAR CITY COUNCIL MEETING JULY 23, 2014 MINUTES PAGE 5 Miss Lancaster responded to the flower baskets being hung seasonally, they are still looking into it as nothing has been finalized. Councilmember Gupta asked about the breezeway decorative lighting and expressed concern about making sure they stay lit. He stated a collection of lights with some burnt out looks worse than having none at all, thus he wants a plan for keeping them lit at all times. Councilmember Addiego emphasized lights created warmth under them, and for this City, that was important. Councilmember Normandy was excited to hear all the details however she wanted to make sure maintenance was feasible in terms of watering the flower baskets. Mayor Matsumoto said Improving Public Places ( "IPP ") looked into hanging baskets and learned that San Carlos had a special committee for the baskets alone. They raise $2,000 a year just to replant; it is high maintenance. She wanted to add this to the bottom of their list and asked staff to consult with IPP. She also wanted to consult with the Bicycle Pedestrian Advisory Committee ( "BPAC ") on the bike racks. She also saw potential for a lot of staff time expended on the garbage /recycling bins even if it was well planned. She liked the breezeway lighting but would like to explore other avenues. She mentioned wire pieces of art in San Pablo with kinetic pieces as something she would like to see included. Lastly, she asked who would be in charge of project management. Vice Mayor Garbarino liked the concept of multiple bins but questioned the practicality. He also asked staff to find out about banners could be made out of solid material for better durability. Miss Lancaster suggested they will be looking into all suggestions. And they are working very closely with Parks and Recreation and Public Works. City Manager Futrell stated there is good collaboration between departments in terms of maintenance, durability and so forth. He would like to bring designs come forward to subcommittees of council. Council mentioned the various groups that could review 1PP, Beautification, CAC, etc. Councilmember Normandy asked about ash trays, the concern is there is no place to properly dispose of butts and they go into drains. Staff will look into ash tray designs. Motion: Vice Mayor Garbrino/ Second: Councilmember Gupta: to approve Resolution No. 91 -2014 Unanimously approved by roll call vote. 15. Resolution approving the revised program guidelines, property priority list, development of a City fee waiver policy, and grant agreement and loan document templates for the Downtown Facade and Tenant Improvement Program. (Alin Lancaster, Community Development Specialist) Miss Lancaster summarized staff report detailing components and the funding of the improvements. Changes include: renaming the program, approving revised guidelines and REGULAR CITY COUNCIL MEETING JULY 23, 2014 MINUTES PAGE 6 including interior tenant improvements, soliciting qualifications for architect, developing new promo materials, approving priority prop list and exemption policy for city fees to help streamline and reduce costs, as well as approving grant agreement and loan document templates. Councilmember Addiego asked how the competition will play out as he was concerned about the City looking as if it was picking winners or losers. Was there a certain level of financial participation requested? Miss Lancaster stated the intention was to advertise to high priority properties and go down the list. City Manager Futrell stated that Exhibit D identifies high priority as $212,000. He understood that it could be a thorny issue. Councilmember Gupta asked about the policy development. If based on need, he wanted is clearly defined what constituted need rather than having it be defined in a generic fashion. City Manager Futrell said he appreciates the history, there was a February study session that focus would be downtown area only. The budget document was based on that. The policy direction is appropriate and should come from this body and there will be an opportunity for that. Councilmember Normandy responded there are opportunities to make things look better exteriorly. There has to be balance and shared responsibility to address interior improvements. Mayor Matsumoto made note of a similar program offered by Wells Fargo and housing project, the criteria was required from the award recipients. She asked if this will be based on economic need or just who applies. Both tenant and owner have ability to apply, who will decide this. Were the contractors completing work required to have certified payroll and pay prevailing wage? She was supportive of the direction, but noted staff monitoring would be critical. Miss Lancaster stated the priority was to serve mom and pops and other thriving businesses and creating an environment for them to stay. City Attorney Mattas asserted if grant funds are provided, the City is obligated to honor prevailing wage. He stated the flexibility allowed through a loan could be explored and then explained the difference in requirements between issuing monies to a tenant versus a landlord, Mayor Matsumoto wanted to look into developing similar plans for auxiliary streets such as Linden Avenue, stating that it was a vital part of downtown. Motion: Vice Mayor Garbarino/ Second: Councilmember Gupta: to approve Resolution No. 92- 2014. Unanimously approved by roll call vote. ITEMS FROM COUNCIL — COMMITTEE REPORTS AND ANNOUNCEMENTS Councilmember Normandy discussed Board and Commission vacancies, follow -up on Childhood Cancer Awareness proclamation, and reported on hear attendance of the Housing Endowment and Regional Trust ( "HEART ") meeting. Councilmember Addiego asked about the downtown station plan regarding affordable housing and REGULAR CITY COUNCIL MEETING JULY 23, 2014 MINUTES PAGE 7 anti- displacement project. We want to see the town come up with a plan but we also need to take care of the families that are already there. He wants to be ahead of the gentrification that is happening elsewhere. There is great deal of substandard housing; maybe the dollars could be better spent on acquiring and rehabbing existent properties. They will have to look into the viability. Mayor Matsumoto emphasized looking into older buildings, currently they are looking at City owned properties. Councilmember Addiego stated instead of requiring 20% BMR they should just take the money and rehab older buildings. City Attorney Mattas said further discussion could occur; if Council wants to understand various options, staff can schedule work session. Councilmember Gupta thought a discussion needed to be had on all of the options because economically, the City could end up with new BMR and improved substandard housing. He then reported out of the Association of Bay Area Governments ( "ABAG ") meeting, where two significant developments were discussed and a new process for defining priority conservation areas ( "PCA ") was approved. ABAG was also starting on anew cycle for One Bay Area plan to be released in 2018. Vice Mayor Garbarino was glad One BayArea was being revisited because the previous outreach was non - existent. He would also keep Council updated on further LOCO Board of Directors meetings. Mayor Matsumoto reported on fairy ridership as being 17'% but needing to reach 40% otherwise it could stand to lose over $3 million. She will see if fair box recovery can be moved to system wide. Councilmember Addiego said recoveries are very low, except for Caltrain. He asked why the 40 %. Mayor Matsumoto said the mandate was set by MTC. Caltrain will not be able to handle ridership from San Francisco to Gilroy; she thinks they can lobby for ferry to go from San Francisco to South Bay. ADJOURNMENT Bcing no further business, Mayor Matsumoto adjourned the meeting at 9:11 p.rn . in memory of Tom Callan. Submitted: Anna M. Brown, Deputy City Clerk City of South San Francisco REGULAR CITY COUNCIL MEETING MINUTES Approved: Karyl Matsumoto, Mayor City of South San Francisco JULY 23, 2014 PAGE 8 F C] L} 4 e�LrxoR��P CALL TO ORDER MINUTES CITY COUNCIL CITY OF SOUTH SAN FRANCISCO REGULAR MEETING MUNICIPAL SERVICES BUILDING COUNCIL CHAMBERS 33 ARROYO DRIVE SOUTH SAN FRANCISCO, CA WEDNESDAY, AUGUST 13, 2014 7:00 P.M. TIME: 7:03 PM P ' ROLL CALL PRESENT: Councilmembers Addiego, Gupta and Normandy, ViceMayor Garbarino and Mayor Matsumoto. ABSENT: None. PLEDGE OF ALLEGIANCE Led by Assistant City Manager, Kathy Mount. AGENDA REVIEW No changes. PRESENTATIONS • Presentation of Summer Interns. (Sylvia Portillo, Human Resources Analyst) Human Resources Analyst, Sylvia Portillo presented the participants in the 2014 Summer Internship Program. This program came out of the Two County Generation Committee of the San Mateo and Santa Clara Counties. City intenrships were in the following participating departments: Parks and Recreation, Library, and Public Works and were supervised by Elaine Porter, Samantha Haimovitch, and Greg Mediati of Parks and Recreation, Talia Abdullah from the Library, Justin Lovell, Janice Chapman and Andrew Wemmer Public Works and the Water Quality Control Plant. Interns introduced themselves and gave brief description of their background, internship activities and goals, and their fixture plans. Interns introduced were: Koletta Leha (Parks and Recreation), Cris Esquivel (Parks and Recreation), Marissa Premenko (Library), Megha Varma (Parks and Recreation), Briana Bixby (Public Works), Priyanka Srinivasan (Public Works), Bryan Chen (Public Works, WQCP). Mayor Matsumoto thanked the interns for their participation and their hard work and stated her hope that they would consider entering the public sector. • Proclamation recognizing September as National Childhood Cancer Awareness Month accepted by Jesus Pefia and Patricia Watson of the Juliana's Journey Foundation. (Requested by Councilmember Normandy) Presented by Vice Mayor Garbarino and accepted by Jesus Pena and Patricia Watson, parents of Juliana Pena and the founders of Juliana's Journey Foundation. Mr. Pena and Ms. Watson thanked Council for recognizing September as Childhood Cancer Awareness Month and their daughter's personal fight against neuroblastoma. They added that the words of higher officials went a long way in spreading the word and encouraging them to continue their search for a cure. Juliana was native South San Franciscan and loved her home; they were proud of the City and its advocacy. San Bruno Councilmember, Ken lbara felt fortunate that he was able to speak on many issues and this one in particular. He met Juliana through Facebook and has seen that her parents will not let her legacy fall. Councilmember Normandy stated she was proud that the South San Francisco would be the second city to honor Juliana and in doing so, bring awareness to her story and the story of other children who suffer from cancer. • San Francisco Public Utilities Commission ( "SFPUC ") Groundwater Storage and Recovery Project presented by Greg Bartow of the SFPUC. (Brian McMinn, Public Works Director) Mr. Barstow presented an update on the project and addressed CounciI's comments and questions. • Presentation on Water Reduction Strategies. (Sharon Ranals, Parks and Recreation Director) Parks and Recreation Director Sharon Ranals presented a slide show detailing the department's efforts to conserve water during this time of extreme drought. She stated that conservation was essential, even in wet years. Currently, there was a voluntary statewide reduction of 20 percent. Although some regions were making this mandatory, this was currently not the case in South San Francisco. Overall, water customers in the City were getting message to conserve and had decreased usage by 10.5 percent citywide. She noted that the cooler weather enjoyed in the City helped, but cautioned that the warmer months were approaching, so efforts must be continued. Lastly, she urged residents to contact the City if they see wasteful activity. Council thanked Director Ranals. Suggestions were made about looking into programs incentivizing conservation that had been implemented in other cities, like Palo Alto and including informational material in the Parks and Recreation newsletter. Councilmember Normandy noted that Mike Utz, Local Manager for California Water Service Company has provided education seminars and there may be some opportunity to have him out. PUBLIC COMMENTS Sheri Boles, Outreach Officer with California Public Utilities Commission invited residents to attend a free community event called Senior Scam Stopper occurring on Monday Sept 29, 2014 from 9 am to 11 am. All ages and members of community were invited to attend to hear presentations from various government departments and agencies, including South San Francisco. REGULAR CITY COUNCIL MEETING AUGUST 13, 2014 MINUTES PAGE 2 Resident Tony Khorozian expressed displeasure with what he characterized as the general disrepair of areas that were supposed to be maintained by the City. COUNCIL COMMENTS/REQUESTS Mayor Matsumoto announced that the red light cameras at the intersections of Westborough/El Camino and Hickey/El Camino have been shut down as of August 12. Cameras were still in place but were inoperable and would be dismantled within the next 30 days. Intersections would continue to be monitored by traffic enforcement officers. Vice Mayor Garbarino asked Chief Massoni to inform residents about the "green dot" scam. Chief Massoni detailed characteristics of the scam, where callers posing as representatives of various public entities were asking victims to purchase green dot cards from 7 -11 and call back with payment information. There have been 30 reported attempts and 25 victims. The Chief cautioned residents to never give personal information and take note of where the calls originate from. He also suggested contacting the legitimate business to confirm. Mayor Matsumoto asked the Chief to clarify and explain the recent increase in rape and robbery statistics. Chief Massoni explained that a recent reclassification of what constituted rape made the increase appear to be larger than what it was, an increase of five (5) cases. This statistic remains consistently low. The 71 % increase in armed robbery could still be due to the downturn in the economy and the state realignment program. Chief Massoni stated he could see if San Mateo County District Attorney Steve Wagstaff could come and speak more to that if Council wished. Vice Mayor Garbarino announced the upcoming Cultural Arts Commission BBQ fundraiser at 2 p.m. on August 17 held at the Orange Memorial Park; tickets were $15.00. Councilmember Gupta welcomed Interim Fire Chief Bill Reilly and reported on the success of the National Night Out event, where representatives from the City's Police and Fire departments were on hand. He encouraged residents to host their own events within their neighborhoods. Also attended was a Hydrogen Fuel Cell introduction arranged by Governor's Office of Economic Development, where a network of filling stations was discussed. Lastly, Councilmember Gupta thanked the Mayor, Vice Mayor and Mrs. Garbarino for the success of the recent community outreach program where 250 backpacks filled with school supplies were given to local children in need. Mayor Matsumoto gave thanks to all of the residents and business who donated their time and/or supplies for the event. In total, 250 backpacks were filled and given to economically disadvantaged children in community. Councilmember Normandy began her report by wishing luck to Dana Toney as she competes in the inaugural Miss Plus USA Pageant. Ms. Toney, a South San Francisco native and current Miss Golden State Plus USA, will compete on the platform of self-esteem and anti - bullying. Councilmember Normandy also noted that residents concerned about noise and dust caused by current school construction should contact Larry Scott at (650) 246 -5976. Lastly, she thanked REGULAR CITY COUNCIL MEETING AUGUST 13, 2014 MINUTES PAGE 3 Public Works Director, Brian McMinn for his response to resident concerns regarding pedestrian safety on Spruce Avenue. Mayor Matsumoto also thanked Director McMinn for information he reported on related to grant funding applications currently under consideration. She then reported that the new South City Shuttle would be starling December and would provide free service around South San Francisco, with trips to local stores, senior center, libraries, city hall and parks. The shuttle would also provide transit connections with SamTrans and BART. The shuttle was free and open to the general public. Lastly, the Mayor requested residents call the Public Works department at (650) 877 -8550 anytime between 8:00 am and 4:30 pm to report graffiti or any other street related issues. CONSENT CALENDAR 1. Motion approving the minutes from the meetings of February 19, 2014, April 9, 2014, May 14, 2014, July 23, 2014 and July 24, 2014. 2. Motion confirming payment registers for August 13, 2014 in the amount of $5,534,858.38. 3. Motion to cancel the City Council meeting of August 27, 2014. (Mike Futrell, City Manager) 4. Resolution approving the terms of a Revenue Sharing Agreements and directing staff to negotiate and prepare a Revenue Sharing Agreement for presentation to the Oversight Board and the California Department of Finance. (Armando Sanchez, Mousing Consultant) 5. Resolution authorizing the purchase of an electronic video security system and amending the Police Building Security Upgrade Capital Improvement Project budget by $55,000.00 funded from the Narcotic Seizures Account. (Chief Massom, Police Chief) 6. Resolution confirming Vice Mayor Garbarino as the voting delegate to the League of California Cities and approval of proposed resolutions. (Kathy Mount, Assistant City Manager) 7. Resolution approving the license agreement with New Cingular Wireless PCS, LLC ( Cingular) for the facility at 480 North Canal on the fire training tower and authorizing the City Manager to execute the lease. (Doug Hollis, IT Director) Discussion was requested for Item #5. Mayor Matsumoto sought clarification on the adjusted amount, which was stated to have been adjusted for hardware, software and service_ She asked if these same adjustments the cost been added for the second vendor as well. Project Manager, Lieutenant Keith Wall stated the adjustment had to do with data storage that was required to comply with City's standards for record retention. The bid still came in as lowest bidder. All who oversaw the bid process were satisfied. There was a small contingency budget included just in case any unforeseen items come up and needed to be addressed. On an unrelated matter, Mayor Matsumoto requested attention be paid to the quality of work done on a door in the atrium and that the vendor come back and fix it. REGULAR CITY COUNCIL MEETING AUGUST 13, 2014 MINUTES PAGE 4 Lt. Wall stated by coincidence he had just spoken with the vendor, who stated it would be fixed next week. Councilmember Gupta asked for further details specified in the RFP. Lt. Wall stated the RFP addressed the ability to negotiate and understand the terms of what was needed. Details were flushed out on the requirements and this was specified within the RFP, so there were no issues with respect to something being done outside the parameters of the RFP. Motion - Councilmember Addiego /Second - Vice Mayor Garbarino: to approve Consent Calendar items 1 -7. Unanimously approved by roll call vote. ADMINISTRATIVE BUSINESS S. Resolution approving position changes and amending the salary schedule effective August 13, 2014 by assigning a salary range for the Community Development Coordinator job classification in the Mid- Management bargaining unit for the reorganization of the Economic and Community Development Department. (Pat O'Keeffe, ECD Consultant) Economic and Community Development Consultant Pat O'Keeffe summarized the staff report. After conducting analysis on how to improve the department, staff recommendations including staffing changes /additions and a refocusing activities on the priorities outlined by Council during a series of Economic Development study sessions, including getting the Downtown Station Area Plan in place, and reinforcing customer friendly and client oriented entitlement processing. Areas to be spun off or phased out included parking district management, redevelopment and property management. Staffing and salary schedule changes were reviewed and said to be aligned in a manner that would support the stated priorities. Consultant O'Keeffe addressed clarifications sought by Mayor Matsumoto regarding the correspondence of titles for the Planning Department; with it being clarified that Susy Kalkin's title would be Chief Planner. Further clarification was made on the process for an applicant seeking entitlements, with staff from Fire, Police and Planning all being at the table to avoid shuffling the applicant around. Motion - Councilinember Gupta/Vice Mayor Garbarino: to approve Resolution No. 97 -2014. Unanimously approved by roll call vote. 9. Resolution adopting the updated Americans with Disabilities Act Self - Evaluation and Transition Plan. (Kathy Mount, Assistant City Manager) Assistant City Manager summarized the staff report, providing background steps taken by the City thus far in becoming compliant with the Act, identifying barriers and creating the transition plan. She then introduced Tim Gilbert of MIG Consulting to go over the plan in further detail and address questions from Council. Consultant Gilbert walked Council through the plan and explained how issues became identified and were addressed. Mr. Gilbert thanked the City for their insight and willingness to do the plan, understanding that mandates are often times hard to follow. Directors Steele, McMinn and Ranals REGULAR CITY COUNCIL MEETING AUGUST 13, 2014 MINUTES PAGE 5 and Assistant City Manager Mount, were recognized for their quick action and assistance during the process. Councilmember Gupta thanked the consultants and staff for the comprehensive plan. He stated it was imperative that opportunities be made available for all residents. He fully supported the plan but understood there were a number of existing buildings that presented obstacles that he hoped could be addressed. He believed the City should always look at new approaches to reducing the barriers and not letting new ones come in. Councilmember Gupta asked if it would be better to concentrate on complete accessibility for a few buildings or address all the buildings in a lesser fashion. Mr. Gilbert stated a number of things could be done and suggested concentrating and relocating activities to the areas of greatest accessibility. There was no one answer, but that was a good strategic question. Vice Mayor Garbarino pointed out the absence of a cost sheet and was directed to the larger document not provided in the packet before Council this evening. A cost sheet was also available in an excel spreadsheet format. Vice Mayor Garbarino also asked where the City's parks were at in terms of compliance. Director Ranals stated every park had its own various issues, but a lot of accomplishments had been made. Mayor Matsumoto requested changes to the order in which issues should be addressed, believing transition of the restroom facilities should be moved to number one. She also requested feedback from other local agencies, as there may be items that were unique to the City and /or County. She also wanted to ensure subsequent noticing be done in Spanish and Chinese. Laslty, she asked what the acronym PROW stood for; public right of way or pedestrian right of way. Overal, she was pleased with the plan and glad it had finally come to fruition. Mr. Gilbert noted a substantial extensive outreach component and good showing at public meetings. Local agencies were made aware of the plan and given links. The hope was that they were able to review and reach out if there were items that still needed to be addressed. Regarding the acronym., Mr. Gilbert responded it stood for pedestrian right of way. Motion - Vice Mayor Garbarino /Second - Councilmember Gupta: to approve Resolution No. 98- 2014 with amendments as directed by Council. Unanimously approved by roll call vote. Assistant City Manager Mount took the opportunity to say goodbye and thank Council and both former City Manager Nagel and current City Manager Futrell for their support and giving her the opportunity to serve the community as both Human Resources Director and Assistant City Manager. Councilmembers each expressed gratitude for Assistant City Manager Mount and wished her well in her retirement. Councilmember Gupta specifically noted the support she provided during his time on the Planning Commission and in his efforts in making biotech available for the City's school children. Mayor Matsumoto specifically noted her assistance with the State of the City address. REGULAR CITY COUNCIL MEETING AUGUST 13, 2014 MINUTES PAGE 6 ITEMS FROM COUNCIL — COMMITTEE REPORTS AND ANNOUNCEMENTS Councilmember Normandy reported out of the School liaison subcommittee meeting where information on the expired lease of the Community Learning Center, a field fundraiser and the District's Science Advisory Committee was discussed. She also thanked the City's Information Technology department for including her in the City website upgrade project. Councilmember Gupta spoke about biotech workforce development opportunities available to school children. He had met with and received encouragement from the various stakeholders that included members of the industry, the school district, the County and the Community College District. Also noted were grant opportunities through Barclays and Toyota, the latter of which would be addressed by the school district. While there had been considerable progress made as the September 12 deadline drew near, an extension has been requested. Vice Mayor Garb arino reported on the Airport Land Use Committee meeting and his ride along on the swing shift with Officer Gavin of the SSFPD. He highly suggested that his colleagues do the same. During the ride along, it had become clear to him that something needed to be done to address the issues occurring at some downtown locations, specifically the Metropolitan, Industrial and Christy hotels and the homeless encampment behind Flyers. Mayor Matsumoto noted conversation she had had with Supervisor Pine, who stated he would explore the matter from the county's standpoint. Councilmember Addiego reported on a visit he had made to the YMCA office on Huntington, the City's new provider of social services. He commented that the substandard conditions of some of the units on Grand were shocking, as were the amounts that people were paying to stay in them. The Councilmember also reported that he was contacted by residents of the Housing Authority on C Street, where a recently circulated petition regarding the installation of security cameras with audio was causing an issue. An RFP had been put out without consulting the residents, and now there seemed to be some backtracking. Lastly, Councilmember Addiego reported on the enthusiasm that was expressed during his attendance of the first day of school activities at South San Francisco High School. He commented that, perhaps, the City and the District shared the same positive outlook on the future. ADJOURNMENT Being no further business, Mayor Matsumoto adjourned the meeting at 9:44 p.m. Submitted by: Approved by: Anna M. Brown, Deputy City Clerk City of South San Francisco REGULAR CITY COUNCIL MEETING MINUTES Karyl Matsumoto, Mayor City of South San Francisco AUGUST 13, 2014 PAGE 7 4 n J D C'�lIFDR�i� SPECIAL JOINT MEETING MINUTES CITY COUNCIL AND PLANNING COMMISSION OF THE CITY OF SOUTH SAN FRANCISCO P.O. Box 711 (City Hall, 400 Grand Avenue) South San Francisco, California 94083 Meeting to be held at: MUNICIPAL SERVICES BUILDING CITY COUNCIL CHAMBERS 33 ARROYO DRIVE WEDNESDAY, OCTOBER 15, 2014 6:30 P.M. Purpose of the meeting: 1. Call to Order. TIME: 6:56 p.m. DIZA" ~{ 2. Roll Call. PRESENT: Councilmembers Addiego, Gupta and Normandy, Vice Mayor Garbarino and Mayor Matsumoto Planning Commissioners Khalfin, Ochsenhirt, Ruiz and Zemke, and Vice Chair Wong ABSENT: Planning Commissioner Giusti and Chair Martin Public Comments — comments are limited to items on the Special Meeting Agenda. Mayor Matsumoto explained that public comments would be taken at the beginning of the meeting and, if time allowed, at the end. Additional opportunities for public comment would be available at subsequent meetings of the Planning Commission and the City Council. She reminded speakers to please limit their comments to the Downtown Station Plan. Rev. Kirsten Spalding of the San Mateo County Union Community Alliance Housing spoke of the need for housing at all income levels, good quality jobs in both the creation of the development and in the buildings that are part of the plan, and public transportation options that are affordable and efficient. Additionally, she spoke on the need for more active transportation SPECIAL JOINT CITY COUNCIL AND PLANNING COMMISSON MEETING OCTOBER 15, 2014 MINUTES PAGE 1 in efforts to improve the health of the community. She wanted to acknowledge and commend staff s response about how some of the things proposed were already done in the City, but she also wanted to ensure they was captured in the plan document rather than being things done deal by deal. William Nack of the San Mateo County Building Trades Council commented specifically on labor standards, stating that the plan should provide jobs that pay area standard wages. Employment opportunities should be available for youth through apprenticeships, and local sources should be used in regards to the workforce and building materials. Language in the plan should encourages a mix of uses and activities that would lay out the City's vision and requirements for the downtown area so potential developers have an understanding of what needs to be brought in a proposal. Tracy Choi, resident and representative of the Housing Leadership Council emphasized the risk of displacement that residents in the downtown would be facing with due to the planned development. The risk was very high, as was the preservation of affordability. She acknowledged the City's anti - displacement strategy and that development was occurring on vacant sites, however, the external pressure of the market would have significant effects. Ms. Choi requested the City monitor actions, rent increases and rates of evictions in order to be responsive to the community's needs. Clarissa Cabansagan, Community Planner with Transform, commended staff for the attention paid to bicycle /pedestrian, traffic calming and dynamic parking strategies. She encouraged a continued effort to increase ridership of the Caltrain, as well as biking and walking in the downtown. She also encouraged the City to explore additional avenues that could help, like the growing car sharing industry. Adina Levin of the nonprofit Friends of Caltrain provided follow up comments to transportation related issues. The corridor was seeing growing cooperation and improvements that would go a long way towards the efforts of improving the station and increasing its use. She noted the possibility of public /private partnerships and mentioned another current trend of using transportation management associations. While large companies like Genentech were able to provide ridership programs to their employees, smaller businesses and start -ups would be able to get pooled funding through associations like this. A market change in the acceptance and value of public transportation was noticeable, so she encouraged taking a second look at these benefits. Mayor Matsumoto asked how associations compared to the SamTrans "Way to Go" and "Go Pass" programs. Ms. Levin stated larger employers were receiving a large portion of those benefits, so the deepest discounts were going to the most prosperous employees. They were looking for a way to provide discounts that would work by area rather than employer. Danny Campbell, resident and representative from the Sheet Metal Workers Union, sat as amember of the Downtown Station Plan Citizens Advisory Committee. While he was pleased to see commitment to affordable housing, he hoped the plan would include language that encouraged the development of workforce housing in the downtown. This would allow our police officers, firefighters, teachers, civil servants and construction workers to reinvest their incomes in the community they serve. He encouraged continued work on the plan. SPECIAL JOINT CITY COUNCIL AND PLANNING COMMTSSON MEETING OCTOBER 15, 2014 MINUTES PAGE 2 Gustavo Lopez of Coalition for South City expressed concern over the plan's lack of services to that address the needs of youth and families in the downtown. He failed to see how this plan was unlike the plans in other urban areas such as New York and San Francisco, and saw a particular concern in the threat of the displacement occurring in this City as it had in others. He noted the adverse effects this would have on the City's schools and minority population and requested that Council go beyond studies by incorporating stronger language in the plan that spoke to these concerns. Downtown resident, Alondra Aragon expressed a deep concern about the plan placing accommodations for potential residents over accommodations for current residents. She feared the practice of gentrification would soon take over, effects of which she had already felt due to the fact that her family's rent has already been raised by $200. She wanted to know if Council was concerned about the displacement of families and what they intended to do when this happens. 4. Study Session: Downtown Station Area Specific Plan. (Alex Greenwood, Director of Economic and Community Development) Chief Planner Susy Malkin outlined the process that had been gone through thus far and provided a timeline on the remainder of the process. Public comment has been received and staff response had been provided. Public hearings were scheduled to begin in December with the Planning Commission and in the beginning of 2015 with Council. Consultant B arbara Maloney of BMS design reviewed the Downtown Station Area Plan, touching on the highlights in lieu of a fail review. Review included information on the project background, plan study area, the vision for the downtown station area, the project process to date, upcoming events, Caltrain station improvements, station area land use plan, design standards, downtown development guidelines, street and accessibility improvements, bicycle improvements, streetscape improvements, eastern neighborhood development and open space, and new public plazas at City Hall and Linden neighborhood center. Meeting recessed at 8:04 p.m. Meeting resumed at 8:15 p.m. Council and the Planning Commission expressed support for the plan. Councilmember Addiego did not see the need to delineate between Grand Avenue and Linden Avenue, as both would serve well for this type of development. Mayor Matsumoto questioned the level of noise and impacts on safety once high speed rail arrived. Consultant Maloney acknowledged there may be some reverberation, but safety concerns were addressed by the undercrossing. Commissioners Ochsenhirt and Khalfin had questions related Caltrain's involvement thus far, platform extension and electrification. Mayor Matsumoto advised not to look for platform extension per information she has heard through her involvement with Caltrain Modernization Program ("Cal Mod "). SPECIAL JOINT CITY COUNCIL AND PLANNING COMMISSON MEETING OCTOBER 15, 2014 MINUTES PAGE 3 Chief Planner Kalkin stated that some Caltrain staff sat on the Technical Advisory Committee but were not otherwise engaged. The station planning has all been done, construction was still needed and this is where efforts were focused. Mayor Matsumoto requested that City Manager Futrell contact Caltrain and ask them to present at a future Council meeting. Councilmembers Addiego and Gupta liked the new parking dimensions for Grand Avenue and mentioned Santa Cruz Avenue in Menlo Park and Castro Street in Mountain View as including further designs they would like to see considered. Specifically they noted the green medians that prevented illegal U -turns while improving the look and feel of the environment. Councihnember Gupta also expressed concern with the new three -foot buffer law for cyclists recently enacted by the state. Consultant Maloney acknowledged that cyclists and parking always presented a challenge, and further study could be conducted. Commissioner Ochsenhirt felt the distinction between Linden and Grand Avenues needed to remain, as he and other residents consider Grand to be the downtown and Linden to be more residential /neighborhood. He also questioned whether the order in which the plan was following was correct, as he has always seen business /retail development occur before residential. Lastly, he thought there was plenty of open space that could be found in areas other than east of 101. Vice Chair Wong stated his preference to travel down less crowded streets when biking in the City. He appreciated the plan's inclusion of additional greenery in the downtown and particularly liked the idea of the plazas. He saw great opportunity to host screenings of sports events and other important regional events. Commissioner Zemke liked the plan and complimented staff and the consultant. He appreciated the public comments and thought they brought up important issues for which, unfortunately, he did not have a solution. Speaking as an avid biker, he used Grand and felt the parallel parking would be much safer. Whatever could be done to improve bike safety was good. Commissioner Ruiz stated consideration should be paid to existing floor elevations if outdoor dining was to be pursued. He also noted an ongoing parking issue on Grand when stores have freight delivered and suggested those be restricted to the alley side or only occur at certain times of the day. Consultant Maloney stated it was likely the whole sidewalk would be rebuilt to be made level and ADA compliant. Chief Planner Kalkin recommended a study of truck routes in the downtown, recognizing that the intersection of Airport Boulevard and Grand Avenue as troublesome for pedestrians. Mayor Matsumoto wanted to explore prohibiting deliveries on Grand altogether. If that could not be done, than restricting deliveries to certain times should be looked at. SPECIAL JOINT CITY COUNCIL AND PLANNING COMMISSON MEETING OCTOBER 15, 2014 MINUTES PAGE A, Vice Mayor Garbarino clarified that what was presented was a plan, not a project. He thanked the public for their comments. He agreed that something needed to be done to address the City's affordable housing needs and was certain the remainder of Council agreed. In regards to comments from the Labor Council, he stated that while he currently makes the request of developers to hire local, pay prevailing wage, etc., he could not demand it of them. He asked the Assistant City Attorney if language encouraging developers to adhere to certain labor standards and practices could be added to the plan. The Vice Mayor also made comment about the bike lane on Airport Boulevard not being workable towards the northern end, around the underpass prior to the freeway entrance. Overall, he liked the concepts included in the plan and thanked all that had a part in putting it together. Attorney Rosenberg reviewed the language that was included in Land Use —1 policy ( "LU -1 "). He explained that the City could also consider separate Citywide recommendations or support in theory Citywide, but could not require unless City funds were being used for the project. Attorney Rosenberg would keep LU -I in the plan and continue to look at additional language. Mayor Matsumoto requested that Commissioners and Council look at the language used in the matrix and confer with staff on what was agreeable. Councilmember Gupta noted his appreciation for staff and their efforts in gathering input and creating the plan. Through the process, he felt that knowledge had been greatly improved and people understood the options better than they had previously. The plan was a critical step in the City's evolution and he cautioned that it would cost a considerable amount to accomplish. Attention should be paid to the money part of it at all times. Councilmember Gupta also commented on the risk of displacement, noting this as an issue that the ABAG Executive Board was currently dealing with. He did not want to ignore the issue but at the same time, he did not want to see the plan stalled. Lastly, he commented that when we have concentrated development like this, attention must be paid to providing adequate green spaces and playgrounds for the neighborhoods. Councilmember Addiego expressed excitement for the plan and felt that it was coming at the right time. He was in agreement with Commissioner Zemke's and Councilmember Gupta's comments about the fact the 79 percent of renters may be in harm's way and that the ultimate success of the project puts them at greater risk. He felt perhaps the City was not looking hard enough for the answers. He wanted to follow Ms. Choi's suggestion on monitoring the situation to better understand what was happening in the community. While there were families in South San Francisco with long -time property interests who tended to be gentler with their residents, there were still a lot of unknowns about current circumstances. What he found particularly troubling was the fact that the City could not place its own residents in the affordable units that it does develop. Give this fact, the reality was that the 1000 units did not really address the situation. He felt the issue should be put into the light of day, as a lot of landlords move silently in the community. He requested staff look at see what other cornmunities are doing. The rest of Council was in agreement with Councilmember Addiego and suggested perhaps the Housing Endowment and Regional Trust ( "HEART ") could provide information and numbers. It was also asked if there was a way to ensure more residents could be selected for affordable housing units. SPECIAL JOINT CITY COUNCIL AND PLANNING COMMISSON MEETING OCTOBER 15, 2014 MINUTES PAGE 5 City Manager Futrell commented that city funds could be used to hire a consultant to run the data. Attorney Rosenberg stated he would provide Council with a memo on how those issues could possibly be addressed. Mayor Matsumoto commented that the City would need to look into funding of the Caltrain station relocation and the expense of that would easily reach $20 million. Regarding displacement, she asked Attorney Rosenberg to determine what could be done in cases where the City contributes property in lieu of money towards a development. Would a Development Agreement allow for the relocation of City residents into properties that met these criteria? Lastly, the Mayor noted a development in downtown Redwood City done by Larry Tarter of Pinnacle DB as an example of something she would like to see in the downtown. City Manager Futrell summarized Council's direction and stated staff would provide follow up on specific items, make revisions and generally follow recommendations. Ongoing communications would be through email and Friday packets as the plan continues to move forward towards the next session. 5. Adjournment. Being no further business Mayor Matsumoto and Vice Chair Wong adjourned the joint meeting at 9:15 p.m. Submitted by: Anna M. Brown Deputy City Clerk, City of South San Francisco Approved by: Karyl Matsumoto Mayor, City of South San Francisco Alan Wong Planning Commission Vice Chair City of South San Francisco SPECIAL JOINT CITY COUNCIL AND PLANNING COMMISSON MEETING OCTOBER 15, 2014 MINUTES PAGE 6 SPECIAL MEETING MINUTES o CITY COUNCIL OF THE t 0 CITY OF SOUTH SAN FRANCISCO P.O. Box 711 (City Hall, 400 Grand Avenue) South San Francisco, California 94083 Meeting to be held at: MUNICIPAL SERVICES BUILDING Council Chambers 33 ARROYO DRIVE SOUTH SAN FRANCISCO, CA WEDNESDAY, OCTOBER 15, 2014 +6:31 P.M. Purpose of the meeting: 1. Call to Order. TIME: +6:33 P.M. None. No changes. F)RAFT 2. Roll Call. PRESENT: Councilmembers Addiego, Gupta, and Normandy, Vice Mayor Garbarino and Mayor Matsumoto. ABSENT: None. 3. Public Comments — comments are limited to items on the Special Meeting Agenda. 4. Agenda Review 5. Study Session: Overview of sewer lateral connection conditions and options for City assistance to address lateral connection defects. (Brian McMinn, Director of Public Works /City Engineer) Public Works Director Brian McMinn presented staffreport and displayed power point presentation that detailed the problems that had been identified with sewer lateral connections. Potentially 600 lateral repairs that would need to be done by the resident and over 1200 laterals that would need to be repaired by the City. Costs were given in the range of $9 to $14.4 million. Because of the numerous negative consequences associated with faulty sewer lateral connections, a sustainable lateral program was recommended The City can compel repairs to defective lateral connections, but options for assistance are not currently available. Staff is recommending a pilot sewer lateral assistance program to include up to $60,000 in General Fund dollars per year for homeowner assistance. Elements of the program could include: $500,000 in Sewer Enterprise Fund dollars for sewer main rehabilitation, $60,000 in General Fund dollars for owner assistance annually, up to $2,500 in assistance for all homeowners, up to $5,000 in assistance for low income households, an option for homeowners to participate in a competitively bid, multi - lateral repair contract, and City abatement and lien ofproperties in the case ofnon- responsive homeowners. Other agencies that have similar programs include Millbrae, Hillsborough, San Bruno, San Mateo, West Valley Sanitation and West Bay Sanitation. Councilmember Gupta felt the program was worthwhile and sought clarification on the inspection process and status of the laterals when they were put in. He also asked if there would be inspections in place to prevent the possibility of this happening in new construction. Director McMinn stated visual inspections from the outside had been conducted. The issues being seen were with the grouting material, which could deteriorate over time. Today's laterals are factory produced fittings and did not present the same opportunity for disconnection at the main or protrusion into the main. Vice Mayor Garbarino voiced support for the program and thought it should be reinstated. Councilmember Addiego was agreeable to a pilot program, though he felt a pilot had already been conducted. He asked if sewer lateral repairs could fall under the qualifications for assistance from the PACE program and suggested staff look at other low interest loan programs that would allow the City to ratchet down the assistance it provided from 50 to 25 percent. He also asked if the 600 laterals already identified revealed a particular neighborhood, if so, perhaps the enterprise fund could be a funding source. City Manager Futrell noted that the PACE program generally covers energy efficiency upgrades but staff could look into whether or not sewer laterals would qualify. Director McMinn stated the 600 figure was based on the rate of discovery and that it had been the case that a portion of them had been identified in the older neighborhoods. It could not be told yet, but it may come to be that the laterals in need of repair are clustered. Mayor Matsumoto asked if implementing the program would be looked upon favorably by the San Francisco Baykeeper. Director McMinn responded that having an on -going program was better than having nothing at all. Assistant City Attorney Rosenberg stated their overall goal was to reduce sanitary overflow, so this would be favorable. City Manager Futrell summarized Council's direction as finding the program acceptable with the caveat of looking into additional funding through the PACE program or other low interest loans. SPECIAL CITY COUNCIL MEETING NOVEMBER 14, 2012 MINUTES PAGE 2 6. Adjournment. Being no further business, Mayor Matsumoto adjourned the meeting at 6:56 p.m. Submitted: Anna M. Brown, Deputy City Clerk City of South San Francisco SPECIAL CITY COUNCIL MEETING MINUTES Approved: Karyl Matsumoto, Mayor City of South San Francisco NOVEMBER 14, 2012 PAGE 2 CALL TO ORDER MINUTES CITY COUNCIL CITY OF SOUTH SAN FRANCISCO REGULAR MEETING MUNICIPAL SERVICES BUILDING COUNCIL CHAMBERS 33 ARROYO DRIVE SOUTH SAN FRANCISCO, CA WEDNESDAY, OCTOBER 22, 2014 TIME: 7:02 P.M. �1- ROLL CALL PRESENT: Councilrnembers Addiego, Gupta and Normandy, Vice Mayor Garbarino and Mayor Matsumoto. PLEDGE OF ALLEGIANCE AGENDA REVIEW No changes. PRESENTATIONS ABSENT: None. Led by Mayor Matsumoto. • Presentation of new employees by Mich Mercado, Human Resources Manager. Human Resources Manager Mercado presented new employees that introduced themselves as follows:. Judith Klikun, Library Program Manager Nicole Cuadra, Library Program Manager Steve Vallans, Building Maintenance Custodian Steve Masson, Police Officer Marc Nuti, Police Officer. Presentation by South San Francisco Scavengers regarding the Anaerobic Digester by Paul Formosa, CFO South. San Francisco Scavenger Company. South San Francisco Scavenger CFO Paul Formosa thanked Council for the opportunity to make a presentation regarding the new Anaerobic Digester at the Company's facility, Mr. Formosa provided a PowerPoint presentation depicting the equipment and explaining the process by which residential and commercial compost would be converted to methane gas to nun the Company's vehicle fleet. He advised that grant funding from the California Energy Commission helped make the program possible and thanked the Council for its support throughout the project's various stages. He also thanked local businesses and organizations for their help in testing the program, including Genentech, Bertolucei's Restaurant and the South San Francisco Conference Center, Mr. Formosa invited residents to consult the Company's website at www.ssfscavenger.com to view a video of the process and to call and request a tour of the facility if interested. Councilmembers congratulated the Company on their accomplishment and for bringing this innovative and sustainable science to South San Francisco. Presentation regarding receipt of the MISAC Award by the South San Francisco Information Technology Department. Detective Sgt. Mike Rudis, GIS Coordinator Anderson and Director of Information Technology Hollis presented a PowerPoint presentation announcing the City's receipt of the 2014 Municipal Information Systems Association of California ( "MISAC ") Innovation Award for Development of the Police Department Canvass Mapper Application, which was used to solve 1976 cold case murders commonly referred to as the Gypsy Hill Case. The new technology enables police officers in the field to report and track information using any smart phone device, updating the database in real time and enhancing internal communications within the Police Department. The team explained that the project began with a call to the Information Technology Department from the multi jurisdictional Task Force hosted by the South San Francisco Police Department investigating the Cold Case. The Task Force, which included the South San Francisco Police Department, Federal Bureau of Investigations, San Mateo County Sheriff's Office, Daly City Police Department and Pacifica Police Department, needed an efficient method to record updates on canvassed areas while officers conducted investigations. In response, the Information Technology Department developed the Police Department Canvass Mapper, enabling the Task Force to electronically map out and update canvassed locations on mobile devices and desktop computers. This collaboration amongst departments was instrumental to the resolution of the long unsolved Gypsy Hill Case.. Mayor Matsumoto congratulated staff on receipt of the award and encouraged continued collaborative successes. PUBLIC COMMENTS None. COUNCIL COMMENTS/REQUESTS Vice Mayor Garbarino requested that the meeting be adjourned in honor of Vittorio Ottoboni, the father of Fire Captain Anthony Ottoboni. He also thanked Safety Inspector Carney for work to assist the homeless. REGULAR CITY COUNCIL MEETING OCTOBER 22, 2014 MINUTES PAGE 2 Councilman Gupta reported on attendance at a meeting of the CCAG Resource Management and Climate Protection Committee. He noted that the County believes that with target reduction in water use, the drought's impacts can be managed. Councilwoman Normandy requested that slow Wi -Fi in the MSB be investigated. Councilman Addiego commented on the successful exchange of ideas among the Sister City Delegation from Atotonilco El Alto, Mexico and City Officials. He thanked staff and the Sister Cities Committee for efforts to make the program a success. Vice Mayor Garbarino announced the delegation from Atotonilco El Alto presented a plaque posthumously in honor of former Mayor and City Councilman Joseph ( "Joe ") Fernekes. The plaque was presented to Mrs. Denise Fernekes in Joe's honor. Mayor Matsumoto announced the City's upcoming job fair that would be held on Friday, October 24, 2014 at the Municipal Services Building. The event would run from 10:00 A.M. to 2:00 P.M., with early entrance permitted at 9:00 A.M. for South San Francisco residents. CONSENT CALENDAR 1. Motion approving the minutes of meetings of October 6, 2014 and October S, 2014. 2. Motion confirming payment registers for October 22, 2014. 3. Motion to accept the El Camino High School Pedestrian Safety Improvements Project as complete in accordance with the plans and specifications. (Brian McMinn, Director of Public Works /City Engineer) 4. Motion to waive reading and adopt an Ordinance 1491 -2014 modifying the powers and duties of the Parking Place Commission and Planning Commission in accordance with South San Francisco Municipal Code Chapter 20.550. ( "Amendments to Zoning Ordinance and Map "). (Alex Greenwood, Director of Economic and Community Development) 5. Motion to waive reading and adopt an Ordinance No. 1492 -2014 modifying regulations related to Banks and Financial Institution Uses, including check cashing businesses and other financial services, Citywide, in accordance with South San Francisco Municipal Code Chapter 20.550 ( "Amendments to Zoning Ordinance and Map "). (Alex Greenwood, Director of Economic and Community Development) 6. Motion to waive reading and adopt an Ordinance No. 1493 -2014 clarifying regulations related to the location of Public Parking Uses in Employment- related Zoning Districts, in accordance with South San Francisco Municipal Code Chapter 20.550 ( "Amendments to Zoning Ordinance and Map "). (Alex Greenwood, Director of Economic and Community Development) REGULAR CITY COUNCIL MEETING OCTOBER 22, 2014 MINUTES PAGE 3 7. Resolution No. 113 -2014 of the City Council approving the transfer of real property and assignment of leases from the City of South San Francisco to the Successor Agency of the City of South San Francisco. (Alex Greenwood, Director of Economic and Community Development) 8. Resolution No. 114 -201.4 accepting $40,000 from the Silicon Valley Community Foundation to support Project Read and amending the Library Department's Budget. (Valerie Sommer, Library Director) 9. Resolution No. 115 -2014 amending an existing Consulting Services Agreement with Harris & Associates for the East of Highway 101 Ramp Improvement Projects to an amount not to exceed $951,497. (Brian McMinn, Director of Public Works /City Engineer) Item 3: Noting an e-mail comment submitted by a resident, Councilman Addiego queried the effectiveness of the pedestrian safety and traffic calming measures implemented around El Camino High School. Associate Civil Engineer Henriquez explained the traffic studies done prior to installation of the measures and noted that based on these studies improvements were expected. Chief of Police Azzopardi stated actual improvements were observed and it was expected that behavior would improve with time as drivers and pedestrians adjusted to the measures. Motion— Vice Mayor Garbarino /Second— Councilman Gupta: to approve Consent Calendar Items 1 -4 and 6 -9. Unanimously approved by roll call vote. Item 5: Due to the number of public comment cards related to Consent Calendar Item No. 5, the Mayor pulled the item and allotted each speaker two minutes to address Council. Raphael Morales, Program Officer for Economic Security at the Silicon Valley Community Foundation and Eleanor Glass also of the Foundation commended Council for taking on the issue. They advocated for Council to consider including in the ordinance a 2000 square foot ( "sf') as opposed to 1000 sf distance requirement between the financial institutions at issue. Mr. Morales noted that nationally there are more than two predatory lending institutions for every Starbucks location. He opined that the ordinance would not serve as enough of a deterrent without the 2000 sf requirement. Ms. Glass spoke of the dangers of the cycle of debt caused by predatory lenders. The following members of the Youth Leadership Institute ( "YLI ") addressed Council: Marcos Hernandez, Gabriel Hernandez, Jessica Dobbit, Zakeya Hussein, Ahad Quiroshi, Gabrielle De La Cruz, Luz Gallardo, Stephanie Sosa, Monica Sosa, Alfonso Alfredo Guin, Anthony and Allondra. Comments were also made on behalf of Jose Picazzo. The youth advocates and YLI staff encouraged Council to consider a 2000 sf as opposed to 1000 sf distance requirement. They recounted successes in other cities, including Daly City, where a 2000 sf distance requirement was enacted. Several of the youth recounted their families' respective experiences with predatory lenders and encouraged Council to consider their stories when deciding this issue. The REGULAR CITY COUNCIL MEETING OCTOBER 22, 2014 MINUTES PAGE 4 speakers stated that federal legislation aimed at curbing the impact of predatory lending did not go far enough to reduce interest rates, which were proposed for regulation at 36 %. Speakers also opined that with possibly increasing rents in the Downtown area, residents might become more susceptible to the cycle of debt payday lenders encourage. Finally, they suggested that microfinancc and nonprofit institutions that assist underserved populations be specifically excluded from the ordinance. Gyro Romero supported the youth of the YLI and commended their advocacy. Fernando Aguilar representing the For SSF Coalition opined that the redevelopment plan for the Downtown and anti- payday lending campaign are related. He opined that increased rates in the Downtown might cause residents to turn to predatory lenders for assistance. Accordingly, he believed stronger distance requirements were required. Tim Lorenz noted that hundreds of thousands of dollars are borrowed through predatory lending services every year in South San Francisco. He encouraged stronger distance requirements. Councilman Addiego thanked the youth and other representatives for coming forward and for their commitment to the people of South San Francisco. He noted a twofold concern: 1) not wanting to disappoint the youth and others expecting help from their government on this issue; and 2) getting legislation passed that could begin to address the issue based on the anticipated and studied effectiveness of the 1000 sf requirement in South San Francisco specifically. He observed the impact of the fact that certain predatory lending businesses were already established in the City, which affected staff's conclusion regarding the effectiveness of the 1000 sf distance requirement and requested that staff elaborate on this point. City Attorney Mattas advised the ordinance had two components. It prohibited payday lending and alternative financing in the Downtown area. It also allowed such businesses in other areas within a 1000 sf distance of one another. In South San Francisco, the 2000 sf limit was not necessary to accomplish the goal of curbing such lenders. He noted however, that if Council wanted to pursue the 2000 sf option, the ordinance would have to be reintroduced and brought back at an upcoming meeting. Councilmembers decided to go forward with consideration of the present ordinance and monitor its effectiveness so that the issue could be addressed forthwith and revisited if necessary. Motion — Councilwoman Normandy /Second— Councilman Gupta: to approve Consent Calendar Item 5. Unanimously approved by roll call vote. Councilman Addiego stated his yes vote was premised on the fact that the impact of Ordinance 1492 -2014 could be monitored and reviewed by Council so that an amendment to the distance requirement could be pursued as needed. Councilman Garbarino concurred with Councilman Addiego's comments noting he saw passage of the Ordinance as a great first step. REGULAR CITY COUNCIL MEETING OCTOBER 22, 2014 MINUTES PAGE 5 ITEMS FROM COUNCIL — COMMITTEE REPORTS AND ANNOUNCEMENTS Councilmembers reported on attendance at community meetings and events, including a LAI Co Conference, a HEART of San Mateo County Meeting and an event of the Bioworkforce Education Taskforce. Specific items for further action and/or consideration were set forth as follows: Councilmembers requested a report to Council on the financial condition of County Special Districts. ADJOURNMENT Being no further business, Mayor Matsumoto adjourned the meeting at 8:36 P.M. in honor of Vittorio Ottoboni. REGULAR CITY COUNCIL MEETING MINUTES Approved by: Karyl Matsumoto, Mayor City of South San Francisco OCTOBER 22, 2014 PAGE 6 0 J 4 �'t1rFO�t� 1 2. 3. None. 4. None. SPECIAL MEETING MINUTES CITY COUNCIL OF THE CITY OF SOUTH SAN FRANCISCO P.O. Box 711 (City Hall, 400 Grand Avenue) South San Francisco, California 94083 Meeting to be held at: GRAND AVENUE BRANCH LIBRARY 306 WALNUT AVENUE SOUTH SAN FRANCISCO, CA 94080 TUESDAY, OCTOBER 28, 2014 5:30 P.M. Call to Order. TIME: 5:31 P.M. Roll Call. PRESENT: Councilmembers Addiego, Gupta, and Normandy, Vice Mayor Garbarino and Mayor Matsumoto ABSENT: None. Public Comments — comments are limited to items on the .Special Meeting Agenda. Agenda Review 5. Conference with Real Property Negotiators (Pursuant to Government Code Section 54956.8) Property: 220 Linden Avenue (Metropolitan Hotel) Agency Negotiators: Alex Greenwood, Steve Mattas Negotiating Parries: City of South San Francisco and Latitude 38 Group Housing Services Time entered Closed Session: 5:33 p.m. Recess: 6:04 p.m. Meeting Resumed: 7:24 p.m. Open Session resumed: 7:45 p.m. No reportable action. �� ti Adjournment. Being no further business, Mayor Matsumoto adjourned the meeting at 7:46 p.m. Submitted by: qZ4�1--�e 1u ine M. Buenaflor, eputy City Clerk City of South San Francisco SPECIAL JOINT MEETING MINUTES Approved by: Karyl Matsumoto, Mayor City of South San Francisco OCTOBER 28, 2014 PAGE 2 Listing of City Payments for Council Review I certify that the payments shown on this payment register are accurate and sufficient funds were available for payment.' DATED 11/6/2014 FI NCE DIRECTOR 'Note. Items below do not include payroll related payments Checks: Date Amount 10/20/14 886,644.44 10/22/14 681,194.00 10127114 299,219.20 10/29/14 193,046.04 11/03/14 546,178.90 11/05/14 869,937.76 Electronic Payments: Date Amount To Total Payments $ 3,476,220.34 Description r- it V 00 LO V p I` r- r (~ M M M M r- cD r-- r+ rl- LO O r (`'7 V W co M t M O O O O N C') M CO CO p U) a) a) m (7) 0) m 0) D) 6 m 0 0 07 m LO LO LO to Lf7 LO LO LO Lo LO LO LO LO l() M Cl) CO Cl) M m M co M M M m M M M M Cl) LLI = N N N N N N N N N N (V ('J N N (N N N U% {) (6 d CO 0 0 0 0 0 0 0 co CO O c0 00 00 00 CO 000 OD LO LO LO r C) O r-- LO LO LO LO W O OD 00 00 00 co co M O m 00 OD (} DD O co N r L() L() Li) 00 00 N N M L() U) LO r- N - LO LO P` LO c0 O O O M O LO LO LO O M Cl) N N M M m Cl) Rt V O O M O co co M cD (D (D ` M Cl) I� c°) M M V V m M M M co (D (D w O M (1) LO M r r r e- V V M Cl) M r� h r- U) N ti Y tw V V V V N (D 1`- r` r- N F- {- H F (7 V) U) U) �_ z m W O Q Q Q Q CL N Min a- U U U (-) rl w 0 C) 0 Q F- ww U) Q¢¢¢rr� N (n cf (i7 IL p U U o L7 Ow a CLO W W w i w� w cn w W H co w LL LL LL w C) r w W~ El� w O o 0 o °- Z p p U) Q w [� f- H H OJ < Q IL z W > z z z z W Z O q Z � W IL R W L) V O j p O W U) tC LL LL LL LL aC LL LL W O c O IL C3 n. 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N 001 06 cc b O a N w d CL n un a R i.f7 (D LA n O U U) �U C M LL C (6 L O co 0 7, v O N m O C Q Q IL v 0 N N r m U C C-) 7 N O � e-� p U� c o a� rn� U) .Q J r N C � N u9 a � f6 +y � C 7, fIS 1� CS cn N CI �O co ti W ti C m U ro y a+ C F� 4 0 n w ° zrPa S taff Report DATE: November 12, 2014 TO: Mayor and City Council FROM: Mike Futrell, City Manager SUBJECT: CANCELLATION OF THE REGULAR CITY COUNCIL MEETINGS OF NOVEMBER 26, 2014 AND DECEMBER 24, 2014 RECOMMENDATION It is recommended that the City Council, by motion, cancel the regular City Council meetings of November 26, 2414 and December 24, 2014. BACKGROUND /DISCUSSION The second regular meeting of the City Council in November falls on the day before the Thanksgiving Holiday and the second regular meeting in December falls on Christmas Eve. As a result, staff is recommending the cancellation of the City Council meetings on November 26, 2014 and December 24, 2014. CONCLUSION Cancellation of the November 26, 2014 and December 24, 2014 City Council meetings will not have an adverse effect on City business. By: Mike Futrell City Manager DATE: November 12, 2014 TO: Mayor and City Council FROM: Brian McMinn, Director of Public Works /City Engineer SUBJECT: MOTION TO ACCEPT THE FORBES BOULEVARD BIKE LANE IMPROVEMENTS PROJECT AS COMPLETE IN ACCORDANCE WITH THE PLANS AND SPECIFICATIONS (TOTAL CONSTRUCTION COST $3,971,195.65) RECOMMENDATION It is recommended that the City Council, by motion, accept the Forbes Boulevard Bike Lane Improvements Project (Project No. st1306) as complete in accordance with the plans and specifications (Total Construction Cost $3,971,195.65). BACKGROUND/DISCUSSION The Forbes Boulevard Bike Lane Improvements Project was described in Genentech's Master Plan Urban Design Improvement and was approved by City Council on November 12, 2012. The City executed a Funding Agreement with Genentech to construct the project. On January 23, 2013, City Council amended the Capital Improvement Program to include the project and appropriate $6,000,000 to the project budget. The Forbes Boulevard Bike Lane Improvements Project constructed new bike lanes and installed new street lighting, landscaping, irrigation and storm drainage facilities along Forbes Boulevard from Allerton Avenue to DNA Way. The project was awarded to Interstate Grading & Paving of South San Francisco, California on July 24, 2013 and construction and all punch list items were completed on October 22, 2014. FUNDING At their January 23, 2013 meeting, City Council accepted finds in the amount of $6,000,000 from Genentech to fund all costs of the project. Funding for this project was included in the City of South San Francisco's 2013 -2014 Capital Improvement Program (CIP/1306). There was no impact on the General Fund. The total cost incurred to date for the project is summarized below: Interstate Grading & Paving, Inc. Construction Contingency (15 %) Construction Administration (10%) Special Material Testing /Inspection Project Cost Projected $3,179,350.40 $ 476,900.00 $ 317,900.00 $ 50,000.00 $4,024,150.40 Actual $3,179,350.40 $ 451,388.92 $ 290,456.33 $ 50,000.00 $3,971,195.65 Staff Report Subject: MOTION TO ACCEPT THE FORBES BOULEVARD BIKE LANE IMPROVEMENTS PROJECT AS COMPLETE IN ACCORDANCE WITH THE PLANS AND SPECIFICATIONS (TOTAL CONSTRUCTION COST $3,971,195.65) Page 2 of 2 Change orders were issued on the project to include additional concrete, irrigation and landscape work. In addition, Genentech requested a modified soil amendment for the Cypress trees located in the newly widened medians. The originally specified light fixtures were also upgraded to LED light fixtures. CONCLUSION The project was inspected by a consultant and completed in accordance with the plans and specifications. Staff recommends acceptance of the project as complete. Upon acceptance, a Notice of Completion will be filed with the County of San Mateo Recorder's office. Accordingly, payment bonds and retention funds will be returned to Interstate Grading & Paving, Inc. at the end of the thirty day lien period and when the contractor provides the City with a one year maintenance bond. In addition, after final accounting of the project, the City will release any unspent /unencumbered funds and refund Genentech. Brian McMinn Director of Public Works /City Engineer Approved: IV/ AMike Futrell City Man er DATE: November 12, 2014 TO: Mayor and City Council FROM: Brian McMinn, Director of Public Works /City Engineer S UBJECT: MOTION TO ACCEPT THE SOUTH SAN FRANCISCO SHARROW AND STRIPING PROGRAM AS COMPLETE IN ACCORDANCE WITH PLANS AND SPECIFICATIONS (TOTAL CONSTRUCTION COST $39,226) RECOMMENDATION It is recommended that the City Council, by motion, accept the South San Francisco (SSF) Sharrow and Striping Program (Project No. tr1205) as complete in accordance with the plans and specifications. (Total construction cost $39,226) BACKGROUND /DISCUSSION On March 28, 2012, the City Council adopted a resolution authorizing the City Manager to execute the funding agreement with the San Mateo County Transportation Authority (TA) for $81,200 from the New Measure A and Transportation Development Act (TDA) Article 3. The South San Francisco Sharrow and Striping Program installed sharrow markings within the City along existing Class III bicycle routes at various locations and installed bicycle lane striping. The project is in accordance with the City's Bicycle Master Plan and complements previous TDA projects that installed bicycle route signs along the San Mateo County Bikeway System. A bike lane was installed on McLellan Drive between E1 Camino Real and Hibiscus Drive. It provides direct access to BART and connects to existing Class II facilities. Sharrows were installed on the following existing Class III bicycle routes: • Spruce Avenue: Between Victory Avenue and School Street • Linden Avenue: Between just north of Dollar Avenue to Hillside Boulevard • Chestnut Avenue: Between Commercial Avenue and Hillside Boulevard • Commercial Avenue: Between Chestnut Avenue and Linden Avenue • Del Monte Avenue: Between Arroyo Drive and Alta Loma Drive • Utah Avenue: Between South Airport Boulevard and Littlefield Avenue • Littlefield Avenue: Between Utah Avenue and East Grand Avenue The project was awarded to Bayside Stripe & Seal, Inc. of Petaluma, California on April 23, 2014 and construction was completed on October 11, 2014. Staff Report Subject: MOTION TO ACCEPT THE SOUTH SAN FRANCISCO SHARROW AND STRIPING PROGRAM AS COMPLETE IN ACCORDANCE WITH PLANS AND SPECIFICATIONS (TOTAL CONSTRUCTION COST $39,226) Page 2 of 2 FUNDING Funding for this project is included in the City of South San Francisco's 2014 -2015 Capital Improvement Program (CIP/ Project No. tr1205). The total cost incurred to date for this project is summarized as follows: Projected Actual Bayside Stripe & Seal, Inc. Construction Contract $35,900.00 $35,900.00 Construction Contingency- Change Order $ 7,180.00 $ 868.00 Construction Administration $ 3_ 5 $ 2,458.00 Total Construction Cost $46,670.00 $39,226.00 CONCLUSION Staff recommends acceptance of the project as complete. Upon acceptance, a Notice of Completion will be filed with the County of San Mateo Recorder's office. Atthe end of the thirty day lien period, the retention funds will be released to the contractor after providing the City with a one -year Guaranty Bond. Approved: rian McMinn -Mike Futrell Director of Public Works /City Engineer City Manage Attachments: Exhibit A — Map of Streets that received Sharrows Exhibit B — Standard Sharrow Detail ,i SC re CIS. nn.l m + + -.I 1'A T!1•i � + :la -�1_ Er... 8s!i R ,� , ►r,. i It M 1� r.t Ian tlw� y 14+ 6o1lYW LS:l Jill I V YZ ie W •A VO mac �V) 40 �a OV a 0 D w 19 H v LU z � = a a �u 0 z ❑ V cc to 0 cc I z 0 Lri z H IL o M m X aL a a � Zp cc D a Q _- _ �a � u �W I� a RM U z= CC° 3: Lt, U_ Z -3 I Q j z PrL b li S ° :0 t � © Cu 'too- ILL Q a J Ow n Z u M { Z V 4 W M ❑ W 4 z }f,�ll/lyy `~ J V I rn �v Z O - ---�1� J W ��j m DATE: November 12, 2014 TO: Mayor and City Council FROM: Alex Greenwood, Economic & Community Development Director SUBJECT: MOTION TO ACCEPT THE RETAIL SPACE TENANT IMPROVEMENTS AT 636 EL CAMINO REAL AS COMPLETE IN ACCORDANCE WITH THE PLANS AND SPECIFICATIONS (TOTAL CONSTRUCTION COST $499,992) RECOMMENDATION It is recommended that the City Council, by motion, accept the Retail Space Tenant Improvements at 636 El Camino Real as complete in accordance with the plans and specifications. BACKGROUND /DISCUSSION The City of South San Francisco is the Master Lease Holder of the three (3) retail spaces at 636 E1 Camino, specifically 630, 632, and 634 El Camino Real (See Attachment A). The two smaller spaces have been subleased to Panagiota Papadopoulos dba El Camino Florist (632 El Camino) and to Sumita Saha and Linda Saha dba Suga. Mama's Cafe (630 El Camino). The third space (634 El Camino) still remains vacant. The retail spaces were an empty shell and therefore required significant tenant improvements. The City undertook tenant improvements for the two leased spaces (630 and 632 El Camino) which consisted of installing demising walls, electrical, plumbing, mechanical systems, acoustic ceilings, a trash room, restrooms, flooring, painting, and finishes. The construction contract was awarded by City Council on April 23, 2014 to Southland Construction Management, Inc., of Pleasanton, California at a contract amount of $449,909. The foundation of the building is a post tension slab, which means there are tension cables running throughout the foundation. Due to this, the foundation had to be x -rayed before the contractor could drill any of the plumbing or electrical cores. Additionally, since the location of the tension cables was unknown prior to x- raying, some of the planned locations and number of cores needed for the plumbing and electrical had to be changed. These changes did result in four (4) project change orders. Specifically, the change orders were additional x- raying and cores, rerouting existing power and refrigerant lines, rerouting some ducts, and installing additional conduit. However, this option was more cost and time effective than x- raying the entire floor prior to drawing the architectural plans. In addition to the four (4) foundation- related changes orders, there were some additional project change orders that consisted of relocation of an existing fire sprinkler, installation of access panels in the bathrooms, installation of signage time clocks and night lights, additional painting, installation of Subject: MOTION TO ACCEPT THE RETAIL SPACE TENANT IMPROVEMENTS AT 636 EL CAMINO REAL AS COMPLETE IN ACCORDANCE WITH THE PLANS AND SPECIFICATIONS (TOTAL CONSTRUCTION COST $499,992) November 12, 2014 Page 2 of 3 an additional exhaust fan, hand sink and prep sink, additional framing, fixing the unfinished window sills of the existing storefront windows, and changing the flush valves in order to meet ADA requirements. The cost of all of the change orders remained within the project's contingency budget. Included as Attachment B are before and after photos of the spaces. FUNDING The City's former Redevelopment Agency provided a $9.9 million loan to Mid - Peninsula Housing Coalition (MPHC) to assist in financing the construction of 636 El Camino. According to the loan agreement, MPHC agreed to repay the City $510,000 to be used for the tenant improvement allowance for the three retail spaces. However, since this agreement was made in 2011, construction costs have increased significantly and the $510,000 was no longer a realistic budget for tenant improvements at all three spaces. Therefore, the $510,000 from MPHC only funded the tenant improvements for the two leased spaces. The contractor complied with all state prevailing wage requirements. The total construction cost was $499,992 ($1391sq ft) and is summarized as follows: Projected Actual Southland Construction Management, Inc. $449,909 $449,909 Construction Contingency SS 5_� $ 50,083 Total Construction Cost: $500,000 $499,992 Note, as approved by City Council on June 11, 2014 and July 23, 2014, the tenants are bearing some of these construction costs as the construction contract covered additional items that were not the City's responsibility (see table below). EI Camino Florist is using a portion of its $16,000 tenant allowance to cover these costs and Suga Mama's Cafe will be paying the City back through an increase of the base rent. The third retail space still remains vacant and is also an empty shell that needs tenant improvements; however, the City has exhausted all of the funds MPHC provided for tenant improvements. Since the Oversight Board of the Successor Agency indicated its preference that all net rental revenues (estimated at $57,768 annually) flow back to the taxing entities, staff requested that the Successor Agency pay for the tenant improvements in the third space. Staff has estimated the cost for the tenant improvements to be $450,000. The Oversight Board agreed to this and adopted a resolution to pay for the improvements to the third retail space in return for receiving all net rental revenue from the retail spaces in perpetuity. The California State Department of Finance (DOF) is now reviewing this item. If DOF does not approve the expenditure, the City may need to use other housing funds to pay for the improvements to the third space as well as renegotiate with the Oversight Board how rent revenues are divided. City Share El Camino Florist Share Suga Mama's Cafe Share Total Construction Con tin enc Cost $407,033 $50,091 $4,876 $38,000 $500,000 Breakdown The third retail space still remains vacant and is also an empty shell that needs tenant improvements; however, the City has exhausted all of the funds MPHC provided for tenant improvements. Since the Oversight Board of the Successor Agency indicated its preference that all net rental revenues (estimated at $57,768 annually) flow back to the taxing entities, staff requested that the Successor Agency pay for the tenant improvements in the third space. Staff has estimated the cost for the tenant improvements to be $450,000. The Oversight Board agreed to this and adopted a resolution to pay for the improvements to the third retail space in return for receiving all net rental revenue from the retail spaces in perpetuity. The California State Department of Finance (DOF) is now reviewing this item. If DOF does not approve the expenditure, the City may need to use other housing funds to pay for the improvements to the third space as well as renegotiate with the Oversight Board how rent revenues are divided. Subject: MOTION TO ACCEPT THE RETAIL SPACE TENANT IMPROVEMENTS AT 636 EL CAMINO REAL AS COMPLETE IN ACCORDANCE WITH THE PLANS AND SPECIFICATIONS (FINAL COST $499,992) November 12, 2014 Page 3 of 3 CONCLUSION The project was inspected by City Staff and completed in accordance with the plans and specifications. Staff recommends acceptance of the project as complete. A Notice of Completion will be filed with the County of San Mateo Recorder's office. Payment bonds will be returned and retention funds will be released to Southland Construction Management, Inc. after the end of the thirty -day lien period and after the Contractor provides the City with a one -year maintenance bond. By: AL Alex Greenwood Economic & Community Development Director MF: AG: JR: al Approved; Mike Futrel City Ma er Attachments: Attachment A — Floor Plan Attachment B — Before /After Photos Pi 1 I I I I - -- - -`- - - -;-r -� I (► I r � I I 1 ' 0 I I II 0 ' I u _ _ I 1 i w C7 - -- I � ° -- �''p��Fy I IIII I � � IY)t i N , I k I x iF d L S io H< j cr � ; ca Ll r I I I V I r I ' I I � I i I LL t - --� - ---- -- 1 1 I I —� w b CD I h Q) 1 co Nil � i I 1 1 1 1 4 F I II , 1 9 1 F I 1 1 ' 1 lITJ I Attachment B 630 & 632 EL CAMINO REAL BEFORE 4w ,a - i , Q* P3 Attachment B 630 EL CAMINO REAL .01 SUGA MAMA'S CAFE t w i s r h30 hL DATE: November 12, 2014 TO: Mayor and City Council FROM: Brian McMinn, Director of Public Works /City Engineer SUBJECT: A RESOLUTION AWARDING THE CONSTRUCTION CONTRACT TO JMB CONSTRUCTION, INC. OF SOUTH SAN FRANCISCO, CALIFORNIA FOR THE SOUTH AIRPORT BOULEVARD STORM PUMP STATION UPGRADE PROJECT IN AN AMOUNT NOT TO EXCEED $1 07,504 RECOMMENDATION: It is recommended that the City Council, adopt a resolution awarding the construction contract to JMB Construction, Inc. of South San Francisco, California, for the South Airport Boulevard Storm Pump Station Upgrade (Project No. sd1301) in an amount not to exceed $107,500. BACKGROUND /DISCUSSION: The South Airport Boulevard Storm Pump Station Upgrade Project, which is adjacent to Colma Creek at 245 South Airport Boulevard, will increase the capacity of the wet well from approximately 200 cubic feet to approximately 700 cubic feet by constructing a deeper wet well. The depth of the wet well will be increased from 5 feet to 12 feet to allow for future submersible pumps when electrical power is provided to the site. The increase in capacity of the wet well will mitigate flooding in the area of South Airport Boulevard and Wondercolor Lane. Staff advertised a Notice Inviting Bids for the project on August 26, 2014 and September 2, 2014. On September 25, 2014, staff received three (3) bids in response. The lowest responsible bidder was JMB Construction, Inc. of South San Francisco, California. Staff has verified JMB Construction, Inc.'s current contractor's license with the California Contractor's State Licensing Board and found it to be in good standing. JMB Construction, Inc. has successfully completed numerous capital improvement projects for the City of South San Francisco. The following is a summary of all bids received: Engineer's Estimate $ 90,000.00 JMB Construction, Inc. of South San Francisco, CA $107,500.00 Trinet Construction Inc. of San Francisco, CA $116,000.00 Pleasanton Engineering Contractors, Inc. of Pleasanton, CA $150,000.00 Staff Report Subject: A RESOLUTION AWARDING THE CONSTRUCTION CONTRACT TO JMB CONSTRUCTION, INC. OF SOUTH SAN FRANCISCO, CA FOR THE SOUTH AIRPORT BOULEVARD STORM PUMP STATION UPGRADE PROJECT IN AN AMOUNT NOT TO EXCEED $107,500 Page 2 of 2 The increase in bid costs is due to excavating adjacent to Colma Creek, which will most likely require extensive dewatering during construction due to high ground water in the area. Shown below is the project budget: JMB Construction, Inc. Construction Contract $107,500.00 Construction Contingency (15 %) $ 16,125.00 Construction Administration (10 %) $ 10,750.00 Total Project Budget $134,375.00 FUNDING: This project is funded by a combination of Gas Tax and Solid Waste funds. Funding for this project is included in the City of South San Francisco's FY 2014 -2015 Capital Improvement Program (Project No. sd 1301) and sufficient funds are available to cover the project costs. Since the project is city - funded, there are no Disadvantaged Business Enterprise (DBE) requirements for this project. CONCLUSION: Staff recommends that the City Council award the South Airport Boulevard Pump Station Upgrade Project construction contract to JMB Construction, Inc. to construct a deeper wet well to increase the capacity of the pump station to handle larger storm water flows. By :�� Approve�ike Brian McMinn Futrell Director of Public Works /City Engineer City Manage Attachment: Resolution Draft Form of Contract rth/sb RESOLUTION NO. CITY COUNCIL, CITY OF SOUTH SAN FRANCISCO, STATE OF CALIFORNIA A RESOLUTION AWARDING THE CONSTRUCTION CONTRACT TO JMB CONSTRUCTION, INC. OF SOUTH SAN FRANCISCO, CALIFORNIA FOR THE SOUTH AIRPORT BOULEVARD STORM PUMP STATION UPGRADE PROJECT IN AN AMOUNT NOT TO EXCEED $107,500 WHEREAS, on August 26, 2014 and September 2, 2014, City of South San Francisco ( "City ") staff issued a Notice Inviting Bids for the Storm Pump Station Upgrade Project and on September 25, 2014, staff received three (3) valid bids in response; and WHEREAS, JMB Construction, Inc., of South San Francisco, California, was the lowest responsible bidder; and WHEREAS, staff recommends awarding the construction contract to JMB Construction, Inc., of South San Francisco, California in an amount not to exceed $107,500; and WHEREAS, the Project is included in the City of South San Francisco's 2014 - 2015 Capital Improvement Program ( "CIP ") and sufficient funds have been allocated to cover the Project cost. NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of South San Francisco that the City Council hereby award the construction contract for the South Airport Boulevard Storm Pump Station Upgrade Project to JMB Construction, Inc. of South San Francisco, California in an amount not to exceed $107,500 conditioned on JMB's timely execution of the Project contract and submission of all required documents, including but not limited to, certificates of insurance and endorsements, in accordance with the Project documents. BE IT FURTHER RESOLVED that the City Manager is hereby authorized to execute the documents on behalf of the City upon timely submission by JMB's signed contract and all other documents, subject to approval as to form by the City Attorney. I hereby certify that the foregoing Resolution was regularly introduced and adopted by the City Council of the City of South San Francisco at a meeting held on the day of 2014 by the following vote: -1- AYES: NOES: ABSTAIN; ABSENT: ATTEST: -2- City Clerk CITY OF SOUTH SAN FRANCISCO ENGINEERING DIVISION PART II PROJECT NAME: SO. AIRPORT BOULEVARD STORM PUMP STATION UPGRADE PROJECT NO.510- 99999- SD1301 ENGINEERING FILE NO. SD -13 -2 CONTRACTORS NAME: JMB CONSTRUCTION 132 SOUTH MAPLE AVENUE SOUTH SAN FRANCISCO, CA 94080 BID NUMBER: 2561 AGREEMENT FOR PUBLIC IMPROVEMENTS GENERAL PROVISIONS 315 MAPLE AVENUE SOUTH SAN FRANCISCO, CALIFORNIA 94080 (650) 829 -6652 3 1 2 3 4. 5. 6. 7. 8. 9. 10 11 12 13 14 15 16 17 18. 19. FORM OF AGREEMENT FOR PUBLIC IMPROVEMENTS TABLE OF CONTENTS Scope of Work The Contract Documents Equipment - Performance of Work Contract Price Time for Performance Rights of City to Increase Working Days Option of City to Terminate Agreement in Event of Failure to Complete Work Termination of Contract for Convenience Liquidated Damages Performance by Sureties Care of the Work _�, AC Pate No. A -1 A -1 A -2 A -2 A -2 A -2 A -2 �N A_-5, Payments to Contractor t Contract Security Hold- Harmless Agreement and Contractor's Insurance Insurance Proof of Carriage of Insurance Emergency - Additional Time for Performance Procurement of Materials Provisions Cumulative Notices A -5 A -5 A -5 A -6 A -7 A -7 A -8 A -8 A -9 A -9 20. Interpretation A -10 Attachment A— Escrow Agreement for Security Deposits in Lieu of Retention Page A -1 of 12 4 FORM OF AGREEMENT FOR PUBLIC IMPROVEMENTS THIS AGREEMENT made and entered into this 12''', day of November 2014, between the CITY OF SOUTH SAN FRANCISCO, a municipal corporation and political subdivision of the State of Califomia, hereinafter called "CITY" and JMB Construction, Inc. hereinafter called "CONTRACTOR "'. WITNESSETH: WHEREAS, City has taken appropriate proceedings to authorize construction of the public work and improvements herein provided and execution of this contract. WHEREAS, a notice was duly published for bids for the contract for the improvements hereinafter described. WHEREAS, on November 12, 2014, notice duly given, the City Council of said City awarded the contract for the construction of the improvements hereinafter described to the Contractor, which Contractor said Council found to be the lowest responsible bidder for said improvements. WHEREAS, City and Contractor desire to enter into this agreement for the construction of said improvements pursuant to the terns, definitions and conditions set forth in the General Provisions and other Contract Documents. IT IS AGREED as follows: Scope of Work. Contractor shall perform the Work described briefly as follows: The Work consists of the furnishing of all labor, materials, tools, equipment, and services necessary for the construction of the SOUTH AIRPORT BOULEVARD PUMP STATION UPGRADE, PROJECT NO.510- 99999- SD130I BID NO. 2561; in accordance with the contract documents. Also included are any such other items or details not mentioned above that are required by the Contract Documents, which are to be constructed or furnished and installed as shown on the plans, as specified herein and as directed by the Engineer. The aforementioned improvements are further described in the "Contract Documents" hereinafter referred to. 2. The Contract Documents. The complete contract consists of the following documents: This Agreement; Notice Inviting Bids; the Accepted Bid; the complete plans, profiles, detailed drawings, Standard Plans and Specifications, including Standard Specifications, General Provisions, Special Provisions and Technical Provisions; Faithful Performance Bond; Payment Bond; Bid Schedule and Wage Scale. All rights and obligations of City and Contractor are fully set forth and described in the contract documents. 'The tern "Contractor" as used herein is employed without distinction as to either number or gender and shall include whenever the context shall permit all agents, representatives, employees, servants, subcontractors and business or social "invitees. Page A -2 of 12 5 All of the above named documents are intended to cooperate, so that any work called for in one and not mentioned in the other, or vice versa, is to be executed the same as if mentioned in all said documents. The documents comprising the complete contract will hereinafter be referred to as "the Contract Documents." 3. Equipment - Performance of Work. Contractor shall furnish all tools, equipment, apparatus, facilities, labor and materials necessary to perform and complete in a good and workmanlike manner the Work of general construction as called for, and for the manner designated in, and in strict conformity with, the plans and specifications for said Work entitled: SOUTH AIRPORT BOULEVARD STORM PUMP STATION UPGRADE PROJECT NO. 510 - 99999- SD1301 BID NO. 2561 The equipment, apparatus, facilities, labor and materials shall be furnished and said Work performed and completed as required in said plans and specifications under the direction and supervision and subject to the approval of the Engineer of said City or the Engineer's designated assistant. 4. Contract Price. City shall pay, and Contractor shall accept, in full payment for the Work agreed to be done the sum of One Hundred Seven Thousand Five Hundred Dollars ('$107,500). Said price is determined by the lump sum price contained in Contractor's bid. The lump sum price and unit prices are set forth in the completed Bid forms attached hereto and made a part hereof as if set forth herein verbatim. In the event work is performed or materials furnishe&in addition to those set forth in Contractor's bid and the specifications herein, such work and materials will be paid for at the unit prices therein contained. Said amount shall be paid in installments, as hereinafter provided. S, Time for Performance: The Contractor shall complete the Work called for under the contract in all parts and requirements within. 30 workin days as defined in the Special Provisions. The Engineer shall furnish.the Contractor a monthly statement showing the number of working days charged to the contract for the preceding month, the number of working days specified for the completion of the contract, and the number of working days remaining to complete the contract. 6. Rights of City to Increase Working Days. if such Work is not completed within the time specified, the Engineer shall have the right to increase the number of working days in the amount it may determine will best serve the interest ft the City. If it desires to increase said number of working days, it shall have the further right to charge to Contractor and deduct from the final payment for the Work the actual cost of engineering, inspection, superintendence, and other overhead expenses which are directly chargeable to Contractor and which accrue during the period of such extension, except that the cost of the final service and preparation of the final estimates shall not be included in such charges, provided, however, that no extension of time for the completion of such Work shall be allowed unless at least twenty (20) days prior to the time herein fixed for the completion thereof or the time fixed by the Engineer for such completion as extended, Contractor shall have filed application for extension thereof, in writing with the Engineer. 7. Option of City to Terminate Agreement in Event of Failure to Complete Work. If Contractor shall have refused or failed to prosecute the Work or any severable part thereof, with such diligence as will insure its work, or any completion within the time specified, or any extensions thereof, or shall have failed to complete said work within such time, or if Contractor should be adjudged a bankrupt, or if Contractor should make a general assignment for the benefit of Contractor's creditors, or if Page A -3 of 12 1.9 a receiver should be appointed in the event of Contractor's insolvency, or if Contractor, or any Subcontractor, should violate any of the provisions of this Agreement, the Engineer may give written notice to Contractor, and Contractor's sureties of its intention to terminate this Agreement, such notice to contain the reasons for such intention to terminate this Agreement, and unless within five (5) days after the serving of such notice, such violation shall cease and satisfactory arrangements for the correction thereof be made, this Agreement may, at the option of City, upon expiration of said time, cease and terminate. 8. Termination of Contract for Convenience. The City also reserves the right to tenninate the contract at any time upon a detennination by the Engineer in the Engineer's sole discretion that tennination of the contract is in the best interest of the City. If the City elects to terminate the contract for convenience, the tennination of the contract and the total compensation payable to the Contractor shall be governed by the following: (A) The City will issue the Contractor a written notice signed by the Engineer, specifying that the contract is terminated. Upon receipt of said written notice, the Contractor will be relieved of further responsibility for damage to the Work (excluding Materials) as specified in Section 7- 1.16, "Contractor's Responsibility for the Work and Materials," of the Standard Specifications and, except as otherwise directed in writing by the Engineer, the Contractor shall: (1) Stop all work under the contract except that specifically directed to be completed prior to acceptance. (2) Perform work the Engineer deems necessary to secure the project for termination. (3) Remove equipment and plant from the site of the Work. (4) Take such action as is necessary to protect materials from damage.. (5) Notify all subcontractors and suppliers that the contract is being tenninated and that their contracts or orders are not to be further perforated unless otherwise authorized in writing by the Engineer. (6) Provide the Engineer with an iuve4tQfy list of all materials previously produced, purchased or ordered from suppliers for use in�he Work and not yet used in the Work, including its storage location, and such other information as the Engineer may request. (7) Dispose of materials not yet used in the Work as directed by the Engineer. It shall be the Contractor's responsibility to provide the City with good title to all materials purchased by the City hereunder, including materials for which partial payment has been made as provided in Section 9 -1.06, "Partial Payments," of the Standard Specifications and with bills of sale or other documents of title for such materials. (8) Subject to the prior written approval of the Engineer, settle all outstanding liabilities and all claims arising out of subcontracts or orders for materials terminated hereunder. To the extent directed by the Engineer, the Contractor shall assign to the City all the right, title and interest of the Contractor under subcontracts or orders for materials terminated hereunder. (9) Furnish the Engineer with the documentation required to be furnished by the Contractor under the provisions of the contract including, on projects as to which Federal and State funds are involved, all documentation required under the Federal and State requirements included in the contract. (10) Take such other actions as the Engineer may direct. (B) Acceptance of the contract as hereinafter specified shall not relieve the Contractor of responsibility for damage to materials. The Contractor shall continue to be responsible for damage to materials after issuance of the Notice of Tennination, except as follows: Page A -4 of 12 7 (1) The Contractor's responsibility for damage to materials for which partial payment has been made as provided in Section 9-1.06, "Partial Payments," of the Standard Specifications and for materials furnished by the City for use in the Work and unused shall terminate when the Engineer certifies that such materials have been stored in the manner and at the locations the Engineer has directed. (2) The Contractor's responsibility for damage to materials purchased by the City subsequent to the issuance of the notice that the contract is to be terminated shall terminate when title and delivery of such materials has been taken by the City. (3) When the Engineer determines that the Contractor has completed the Work under the contract directed to be completed prior to termination and such other work as may have been ordered to secure the project for termination, the Contractor will recommend that the Engineer formally accept the contract to the extent performed, and immediately upon and after such acceptance by the Engineer, the Contractor will not be required to perform any further Work thereon and shall be relieved of the Contractor's contractual responsibilities for injury to persons or property which occurs after the formal acceptance of the project by the Engineer. (C) Termination of the contract small not relieve the surety of its obligation for any just claims arising out of the work performed. (D) The total compensation to be paid to the Contractor shall be determined by the Engineer on the basis of the following: (1) The reasonable cost to the Contractor; without profit, for all work performed under the contract, including mobilization, demobilization and work done to secure the project for tennination. In determining the reasonable cost, deductions will be made for the cost of materials to be retained by the Contractor, amounts realized by the sale of materials, and for other appropriate credits against the cost of the work. When, in the opinion of the Engineer, the cost of a contract item of work is excessively high due to costs incurred to remedy or replace defective or rejected work, the 'reasonable cost to be allowed will be the estimated reasonable cost of performing such work in compliance with the requirements of the plans and specifications and the excessive actual cost shall be disallowed. (2) A reasonable allowance for profit on the cost of the work performed as determined under Subsection (1), provided the Contractor establishes to the satisfaction of the Engineer that it is reasonably probable that the Can would have made a profit had the contract been completed and provided further, that the profit allowed shall in no event exceed four (4) percent of said cost. (3) The reasonable cost to the Contractor of handling material returned to the vendor, delivered to the City or otherwise disposed of as directed by the Engineer. (4) A reasonable allowance for the Contractor's administrative costs in determining the amount payable due to termination of the contract. (5) A reasonable credit to the City for defective or incomplete work not corrected. All records of the Contractor and subcontractors necessary to detennine compensation in accordance with the provisions of this Section 8 shall be open to inspection or audit by representatives of the City at all rimes after issuance of the Notice of Termination and for a period of three (3) years, thereafter, and such records shall be retained for that period. After acceptance of the Work by the Engineer, the Engineer may make payments on the basis of interim estimates pending issuance of the Final Estimate in accordance with Section 9- 1.0713, "Final Payment and Claims," of the Standard Specifications when, in the Engineer's opinion, the amount thus Page A -5 of 12 0 paid, together with all amounts previously paid or allowed, will not result in total compensation in excess of that to which the Contractor will be entitled. All payments, including payment upon the Final Estimate shall be subject to deduction for prior payments and amounts, if any, to be kept or retained under the provisions of the contract. If this contract is tenninated by the City for cause, and it is later determined that the proper basis for a termination for cause did not exist, the termination shall be deemed to have been a termination for convenience and governed by the terns of this contract dealing with such termination. If the contract is terminated by the City for cause or convenience, such termination shall neither act as a waiver by the City of its right to require the Contractor to correct defects in the Work performed by the Contractor nor void any warranties applicable to the Work performed under the contract. The provisions of this Section 8 shall be included in all subcontracts. In the event of conflict between the termination pr ,vision /,:this Section 8 and any other provision or the contract, this Section 8 shall prevail. 9. Liquidated D_ amages. If the overall deadline roject completion and/or any of the milestone deadlines are not met and/or particular contract re0irements are not met, damages will be sustained by the City, and it is and will be impracticable and extremely difficult to ascertain and detennine the actual damage which the City will sustain. As such the Contract will be subject to the liquidated damages named in the Special Provisions or $500.00 per day, whichever is greater, and should the Contractor fail to meet any milestone deadline or overall project deadline or fail to meet particular contract requirements as named in the general provisions. 10. Performance by Sureties. In the event of any ternination as herein before provided, City shall immediately give written notice thereof to Contractor and Contractor's sureties and the sureties shall have the right to take over and perform the Agreement, provided, however, that if the sureties, within five (5) days after giving theta said notice of termination, do not give the City written notice of their intention to take over the performance of the Agreement and do not commence performance thereof within five (5) days after notice to the City of such election, City may take over the Work and prosecute the same to completion by contract or by any other method it may deem advisable, for the account, and at the expense, of Contractor, and the sureties shall be liable to City for any excess cost or damages occasioned City thereby, and, in such event, City may, without liability for so doing, take possession of and utilize in completing the Work such materials, appliances, plant and other property belonging to Contractor as may be on the site of the Work and necessary therefore. Should Contractor contract in an individual capacity, the surety bond shall contain the following provision: "Should Contractor contract in the Contractor's individual capacity, the death of the Contractor shall not relieve the surety of its obligations." 11. Care of the Work. Contractor has examined the site of the Work and is familiar with its topography and condition, location of property lines, easements, building lines and other physical factors, and limitations affecting the perfonnance of this Agreement. Contractor, at Contractor's expense, shall obtain any permission necessary for any operations conducted off the property owned or controlled by City. Contractor shall be responsible for the proper care and protection of all materials delivered and work performed until completion and final acceptance. 12. Payments to Contractor. (A) Monthly Progress Payments. On or before the tenth day of each and every month during the progress of the Work following the Notice to Proceed, Contractor shall submit to the City Page A -b of 12 41 Engineer a complete itemized statement of all labor and materials incorporated into the improvement during the preceding month and the portion of the contract sum applicable thereto. On approval in writing of said statement by the Engineer, the payment request shall be submitted to the City Council for approval and within ten (10) days after approval thereof by the City Council, City shall pay Contractor a sum based upon ninety -five percent (95 %) of the contract price apportionment of the labor and materials incorporated into the improvement under the contract during the month covered by said statement. (B) Notice of Completion and Final Payment. City shall file with the County Recorder's Office a Notice of Completion within ten (10) days after said improvements shall have been completed and accepted by City and written proof of said filling shall be delivered to the City Clerk. The remaining five percent (5 %), less that amount withheld by City to correct defective work or otherwise complete the contract, shall be paid Contractor thirty (30) days after recordation of the notice of completion of the Work, on duly certified voucher therefore, after Contractor shall have furnished. City with a release of, or bond against all claims against City, if required by City, arising under and by virtue of this contract, and work done, and materials furnished hereunder. In the event that there are any claims specifically excepted by Contractor, if permitted by City, from the operation of the release, there shall be retained by City stated amounts to be set forth therein and approved by the Engineer. If there be any claims filed against the Work, City shall withhold final payment until the validity of such claims shall have been properly determined and in this regard City is hereby empowered to pay directly to claimant the full amount of any valid claims. (C) Escrow Account for Retention. Pursuant to Chapter 13 (commencing with Section 4590) Division 5, Title 1 of the Govermnent Code of the State of California, securities may be substituted for any moneys withheld by a public agency to ensure perfonnance under a contract. At the request and expense of the Contractor, securities equivalent to the amount withheld shall be deposited with the City, or with a State or Federally Chartered Bank as the escrow agent, who shall release such securities to Contractor following the expiration of thirty (30) days from the date of filing of a Notice of Completion of the Work by City, unless such securities are to be withheld by City to correct defective work or otherwise complete the contract or are subject to withholding by City to satisfy stop notices or other calms and costs associated therewith. The request for substitution of securities to be deposited with the City, or'Aith a State or Federally Chartered Bank as escrow agent, shall be submitted on the form entitled "Supplemental Agreement No. Substitution of Securities for Funds Withheld ", which, when executed by the Contractor and the City, shall constitute a Supplemental Agreement forming a part of this Contract. The City shall have thirty (30) days from receipt of any written request, properly completed and signed by the Contractor and, if applicable, accompanied by an escrow agreement in a form acceptable to City, to approve said request and effect the substitution. City shall not unreasonably withhold approval of said request. City shall detennine the value of any security so deposited. Such Supplemental Agreement, see Attachment A, and any escrow agreement shall provide for the release of the securities to Contractor as set forth herein and shall also set forth the manner in which City may convert the securities or portions thereof to cash and apply the proceeds to the accomplishment of any purposes for which moneys may be withheld and utilized as described in this Contract, including but not limited to the completion of the contract, correction of defective work and the answering of any stop notice claims and litigation cost thereof. Securities eligible for investment under this Section shall be those listed in California Government Code Section 16430 or bank or savings and loan certificates of deposit. Page A -7 of 12 10 The Contractor shall be the beneficial owner of any securities substituted for moneys withheld and shall receive any interest thereon. 13. Contract Security. Concurrently with the execution hereof, Contractor shall furnish; (1) a surety bond in an amount equal to at least one hundred percent (100 %) of the contract price as security for the faith performance of this contract; and (2) a separate surety bond in an amount equal to at least one hundred percent (100 %) of the contract price as security for the payment of all persons performing labor and furnishing materials in connection with this contract in accordance with Section 4200 -4208, inclusive, of the Government Code of the State of California. Sureties on each of said bonds and the form thereof shall be issued by a California- admitted surety, satisfactory to the City and be approved by the Engineer. 14. Hold - Harmless Agreement and Contractor's Insurance Contractor agrees to, and shall, hold City, its elective and appointive boards, officers, agents, and employees harmless from any liability for damage or claims for damage for personal injury, including death, as well as from claims for property damage which may arise from Contractor's or any of Subcontractor's operations under this Agreement, whether such operations be by Contractor or by any Subcontractor or Subcontractors, or by any one or more persons directly or indirectly employed by, or acting as-agent for, Contractor or any Subcontractor or Subcontractors. Contractor agrees to, and shall, defend City and its elective and appointive boards, officers, agents, and employees from any suits or actions at ,law or in equity for damages caused, or alleged to have been caused, by reason of any of the aforesaid operations, provided as follows; (A) The City does not, and shall not waive any rights against Contractor which it may have by reason of the aforesaid hold - harmless agreement, because of the acceptance by City, or the deposit with City by Contractor, of any of the insurance policies hereinafter described in Paragraph 15, "Insurance" hereof. (B) That the aforesaid hold - harmless agreement by Contractor shall apply to all damages and claims for damages of every kind suffered, or alleged to have been suffered, by reason of any of the aforesaid operations of Contractor or any Subcontractor, regardless of whether or not such insurance policies shall have been determined to be applicable to any of such damages or claims for damages. 15. Insurance. The Contractor shall take out and maintain during the life of this Agreement the following policies of insurance: (A) Workers' Compensation and Employers' Liability Insurance providing full statutory coverage. In signing this Agreement, the Contractor makes the following certification, required by Section 1861 of the California Labor Code. "I am aware of the provisions of Section 3700 of the California Labor Code which require every employer to be insured against liability for Workers' Compensation or to undertake self-insurance in accordance with the provisions of the Code, and I will comply with such provisions before commencing the performance of the work of this Agreement ". (B) Comprehensive General Liability Insurance. Page A -8 of 12 11 Public Liability Insurance (includes premises, elevator - if applicable, products, completed operations, personal injury and contractual): (1) Bodily Injury Liability: $ 500,000 each person $1,000,000 each occurrence (2) Property Damage Liability [includes XCU (explosion, collapse, and underground damage); water damage and broad form property damage or third party liability]: $ 500,000 per occurrence (C) Comprehensive Automobile Liabilily Insurance (includes owned, non - owned, and hired vehicles): (1) Bodily Injury Liability: $ 500,000 per person (2) Property Damage Liability: $ 500,000 each occurrence !p $1,000,000 each occurrence (D) It is agreed that the insurance required by Subsections B and C, in an aggregate amount of not less than ONE MILLION FIVE HUNDRED THOUSAND DOLLARS ($1,500,000), shall be extended to include as additional insured the City of South San Francisco, its elective and appointive boards, commissions, officers, agents, employees, with respect to operations performed by the Contractor, as described herein. Evidence of'tbis insurance described above shall be provided to City upon execution of this Agreement and shall be subject to .approval of the City Attorney as to form, amount and carrier. The policy of insurance sliall also contain a provision indicating that such insurance shall not be reduced or cancelled except upon thirty (30) days written notice to City. In addition, the following endorsement shall be made on said policy of insurance: "The following are named as additional insured on the above policies: The City of South San Francisco, its elective and appointive boards, officers, agents, employees." "Notwithstanding any other provision in this policy, the insurance afforded hereunder to the City of South San Francisco shall be primary as to any other insurance or re- insurance covering or available to the City of South San Francisco, and such other insurance or reinsurance shall not be required to contribute to any liability or loss until and unless the approximate limit of liability afforded hereunder is exhausted." The above requirements that the City be named as additional insured, that the insurance shall be primary to any other, and that the insurance not be cancelled without notice, shall be provided in the form of an endorsement signed by an authorized representative of the insurance company providing coverage, who shall declare his or her authority to sign on behalf of the insurer. 16. Proof of Carriaze of Insurance. Contractor shall furnish City through the Engineer, concurrently with the execution hereof, with satisfactory proof of carriage of the insurance required and that each carrier shall give City at least thirty (30) days prior notice of the cancellation or change of any policy during the effective period of this contract. Further, If the Contractor's insurance policy includes a Page A -9 of 12 12 self- insured retention that must be paid by a named insured as a precondition of the insurer's liability, or which has the effect of providing that payments of the self - insured retention by others, including additional insureds or insurers do not serve to satisfy the self - insured retention, such provisions must be modified by special endorsement so as to not apply to the additional insured coverage required by this agreement so as to not prevent any of the parties to this agreement from satisfying or paying the self - insured retention required to be paid as a precondition to the insurer's liability. Additionally, the certificates of insurance must note whether the policy does or does not include any self- insured retention and also must disclose the deductible, 17. Emergency - Additional Time for Performance - Procurement of Materials. If, because of war or other declared national emergency, the Federal or State government restricts, regulates or controls the procurement and allocation of labor or materials, or both, and if solely because of said restrictions, regulation or controls, Contractor is, through no fault of Contractor, unable to perform this agreement, or the work is thereby suspended or delayed, any of the following steps may be taken: (A) City may, pursuant to resolution of the Council, grant Contractor additional time for the performance of this agreement, sufficient to compensate in time, for said delay or suspension. To qualify for such extension of time, Contractor, Nkithin ten (10) °days of Contractor's discovering such inability to perform, shall notify the Engineer in writing thereof and give specific reason therefore; Engineer shall thereupon have sixty (60) days within which to procure such needed materials or labor as is specified in this agreement, or pen-nit substitution, or provide for changes in Work in accordance with other provisions of this agreement. Substituted materials, or changes in the Work, or both, shall be ordered in writing by the Engineer and the concurrence of the Council shall not be necessary. All reasonable expenses of such procurement incurred by the Engineer shall be defrayed by Contractor; or (B) If such necessary materials or labor cannot be procured through legitimate channels within sixty (60) days after the filing of the aforesaid notice, either party may, upon thirty (30) days written notice to the other, terminate this agreement. In such event, the Contractor shall be compensated for all work executed upon a unit or upon a cost -plus ten percent (10 %) basis, whichever is the lesser. Materials on the ground, in process of fabrication or in route upon the date of notice of termination specially ordered for the project and which cannot be utilized by Contractor, shall be compensated for by City at cost, including freight, provided that Contractor shall take all steps possible to minimize this obligation; or (C) City Council, by resolution, may suspend this agreement until the cause of inability is removed, but for a period not to exceed (30) days. If this agreement is not cancelled and the inability of Contractor to perform continues, without fault on Contractor's part, beyond the time during which the agreement may have been suspended, as herein provided, City Council may further suspend this agreement, or either party hereto may, without incurring any liability, elect to declare this agreement terminated upon the ground of impossibility of performance. In the event City declares this agreement tenninated, such declaration shall be authorized by the City Council, by resolution, and, Contractor shall be notified in writing thereof within five (5) days after the adoption. In such event, the Contractor shall be entitled to proportionate compensation at the agreement rate for such portion of the agreement as may have been performed; or Page A -10 of 12 13 (D) City may terminate this agreement, in which case Contractor shall be entitled to proportionate compensation at the agreement rate for such portion of the agreement as may have been performed. Such termination shall be authorized by resolution of the Council. Notice thereof shall be forthwith given in writing to Contractor and this agreement shall be tenninated upon receipt by Contractor of such notice. In the event of the termination in this subparagraph (D), none of the covenants, conditions or provisions hereof shall apply to the work not performed and City shall be liable to Contractor only for the proportionate compensation last herein mentioned. 18. Provisions Cumulative. The provisions of the Agreement are cumulative, and in addition to and not in limitation of, any other rights or remedies available to City. 19. Notices. All notices shall be in writing and delivered in person or transmitted by certified mail, postage prepaid. Notices required to be given to City shall be addressed as follows: City Clerk City Hall, 400 Grand Avenue South San Francisco, California 94080 Notices required to be given to Contractor shall be addressed as follows: Notices required to be given sureties of Contractor shall be addressed as follows: Notices required,tg be given to the.�scrow Agent of Contractor, if any, shall be addressed as follows. '•z 20. Intei�tion. As ��kcd*-` erein, any gender includes each other gender, the singular included the plural and vice versa. .I Page A -11 of 12 14 IN WITNESS WHEREOF, two (2) identical counterparts of this Agreement, consisting of twelve (12) pages (being pages A -1 through A -12), each of which counterparts shall for all purposes be deemed an original of said Agreement, have been duly executed by the parties hereinabove named, on the day and year first hereinabove written. ATTEST: CITY: City of South San Francisco, a municipal corporation By: City Clerk Mike Futrell, City Manager CONTRACTOR: ATTEST: By: (If Contractor- is an' individual, so state. Contractor is a Corporation., a corporate seal or signatures of the President or Vice President and the Secretary Treasurer are required). Page A -12 of 12 15 ATTACHMENT A ESCROW AGREEMENT FOR SECURITY DEPOSITS IN LIEU OF RETENTION THIS ESCROW AGREEMENT is made and entered into by and between the City of South San Francisco whose address is 400 Grand Ave., P.O. Box 711, South 'San Francisco, CA 94083, hereinafter referred to as "City" and ,whose address is hereinafter called "Contractor" and ,whose address is hereinafter called "Escrow Agent." For the consideration hereinafter set forth, the Owner, Contractor, and Escrow Agent agree as follows: 1. Pursuant to Section 22300 of the Public Contract Code of the State of California, Contractor has the option to deposit securities with Escrow Agent as a substitute for retention earnings required to be withheld by Owner pursuant to the Construction Contract entered into between the Owner and Contractor for in the amount of dollars (S dated (hereinafter referred to as the "Contract"). Alternately, on written request of the Contractor, the Owner shall make payments of the retention earnings directly to the Escrow Agent. When the Contractor deposits the securities as a substitute for Contract earnings, the Escrow Agent shall notify the Owner within 10 days of the deposit. The market value of the securities at the time of the substitution' shall be at least equal to the cash amount then required to be withheld as retention under the terms of the Contract between the Owner and Contractor. Securities shall be held in the name of and shall designate the Contractor as the beneficial owner. 2. The Owner shall make progress payments to. the Contractor for those funds which otherwise would be withheld from progress payments pursuant to. the Contract provisions, provided that the Escrow Agent holds securities in the form and amount specified above. 3. When the Owner makes payment of retentions earned directly to the Escrow Agent, the Escrow Agent shall hold them for the benefit of the Contractor until the time that the escrow created under this contract is ten - tinted. The Contractor may direct the investment of the payments into securities. All terms and conditions of this agreement and the rights and responsibilities of the parties shall be equally applicable and binding when the Owner pays the Escrow Agent directly. 4. Contractor shall be responsible for paying all fees for the expenses incurred by Escrow Agent in administering the Escrow Account and all expenses of the Owner. These expenses and payment terms shall be determined by the Owner, Contractor, and Escrow Agent. 5. The interest earned on the securities or the money market accounts held in escrow and all interest earned on that interest shall be for the sole account of Contractor and shall be subject to withdrawal by Contractor at any time and from time to time without notice to the Owner. 6. Contractor shall have the right to withdraw all or any part of the principal in the Escrow Account only by written notice to Escrow Agent accompanied by written authorization from the Owner to the Escrow Agent that Owner consents to the withdrawal of the amount sought to be withdrawn by Contractor. 7. The Owner shall have a right to draw upon the securities in the event of default by the Contractor. Upon seven day's written notice to the Escrow Agent from the owner of the default, the Escrow Agent shall immediately convert the securities to cash and shall distribute the cash as instructed by the Owner. Escrow Agreement -Page 1 of 3 16 8. Upon receipt of written notification fi-om the Owner certifying that the Contract is final and complete, and that the Contractor has complied with all requirements and procedures applicable to the Contract, Escrow Agent shall release to Contractor all securities and interest on deposit less escrow fees and charges of the Escrow Account. The escrow shall be closed immediately upon disbursement of all moneys and securities on deposit and payments of fees and charges. 9. Escrow Agent shall rely on the written notifications from the Owner and the Contractor pursuant to Sections (5) to (8), inclusive, of this Agreement and the Owner and Contractor shall hold Escrow Agent harmless from Escrow Agent's release and disbursement of the securities and interest as set forth above. 14. The names of the persons who are authorized to give written notice or two receive written . notice on behalf of the Owner and on behalf of Contractor in connection with the foregoing, and exemplars of their respective signatures are as follows: On behalf of Owner: On behalf of Contractor Title Name Signature Address On behalf of Escrow Title Name Signature Address Title Name Signature A At the time the Escrow Agent is opened, the Owner and Contractor shall deliver to the Escrow Agent a fully executed counterpart of this Agreement. Escrow Agreement -Page 2 of 3 17 IN WITNESS WHEREOF, the parties have executed this Agreement by their proper officers on the date first set forth above. Owner: Title Name Signature Approved as to form: City Attorney Contractor: Title Name Signature Attest: City Clerk Escrow Agreement -Page 3 of 3 18 19 Nd GENERAL PROVISIONS TABLE OF CONTENTS SECTION Pa ,2e No_ SECTION I - DEFINITION OF TERMS GP -1 SECTION H - PROPOSAL REQUIREMENTS GP -3 1. 2. Generallnfonnation Proposal Form em 3. Bid Prices to Cover Entire Work 4. Examination of Plans, Specifications, Special Provisions and Site of Work 5. Proposal Guaranty ' 6. Rejection of Proposals Containing Alterations, Erasures or Irrekularities 7. Competency of Bidders — Proposal Requirements 'IY 8. Subcontractors V SECTION III - AWARD AND EXECUTION OF CONTRA' GP -5 1. Award of Contract 2. Return of Proposa nties*- 3. Contract Bonds 4. Liability lnsurance Requ e 5. Execution of Contract SECTION IV -SCOPE QF M'ORK GP-6 1. Work to be Done 2. Safety Program 3. Removal of Obstructions 4. City Directed Change Orders 5. Alterations 6. Contractor Proposed Change Orders 7. All Change Orders 8. Change Order Pricing 9. Liability for Unapproved Change Orders 10. Change Order Disputes SECTION V - CONTROL OF WORK GP -9 1. Authority of the Engineer 2. Conformity with Plans 3. Coordination of Plans, Specifications and Special Provisions 4. Conflict between Parts of Contract Documents GP -i 20 5. Interpretation of Plans and Specifications 6. Superintendence 7. Lines and Grades 8. Inspection 9. Removal of Defective and Unauthorized Work 10. Final Inspection 11. Record Drawings 12. Cost Reduction Incentive SECTION VI - CONTROL OF MATERIALS GP -14 I. Source of Supply and Quality of Materials 2. Defective Materials 3. Samples and Tests 4. General Materials and Substitutions Requirements 5. Storage or Disposal of Materials Outside of the Right of Way 6. Construction and Demolition Waste Management Plan.(WMP) SECTION VII -LEGAL RELATIONS AND RESPONSIBILITY ` GP -17 1. Laws to be Observed 2. Trench Safety and Differing Subsurface Conditions 3. Hours of Labor 4. Review of Per Diem Rates 5. Prevailing Wage 6. Registration of Contractors 7. Permits audlicenses, S. Patents 9. Contractor's Field Ofce 10. Utilities 11. Contractor Cooperation & Coordination 12. Public Convenience 13. Public Safety 14. Preservation of Property 15. Responsibility forI7amage 16. Contractor's Indemnities 17. Contractor's Responsibility for Work 18. Portion of Work which may be Placed in Service 19. No Personal Liability 20. No Abrogation of Codes, Standards, Laws and Ordinances 21. Guaranty 22. General Safety Requirements 23. Fair Employment Provisions 24. Employment of Apprentices SECTION VIII - PROSECUTION AND PROGRESS GP -29 1. Subcontracting 2. Assignment 3. Time of Completion and Statement of Working Days GP -ii 21 4. Progress of the Work and Time of Completion 5. Character of Workers 6. Temporary Suspension of Work 7. No Contractor Damages for Avoidable Delays 8. Impact of Unavoidable Delays 9. No Contractor Damages for Contractor Caused Delay 10. No Contractor Damages for Delay Not Caused by the City, Delay Contemplated by the Parties, or other Reasonable Delay 11. Delays Caused by the City and/or Its Privities 12. Delay Claims 13. Contractor Coordination of the Work 14. Liquidated Damages 15. Suspension of Contract 16. Communications 17. Audit and Examination of Records 18. Project Schedule Ale %6jr SECTION IX - MEASUREMENT AND PAYMENT 1. Measurement of Quantities 2. Progress Payments 3. Scope of Payinent 4. Stop Notice Retention 5. Progress Payment Deductions 6. Acceptance of the Work 7. Final Payment r� 8. Travel m o1Jq witenCe Payments 9. Notice of Potential Claim 10. Claims 11. False Claims Affidavit 12. Claims Processing and Review 13, Extra Work 14. Force Account Work GP -iii 22 GP -37 w 23 v SECTION I DEFIMTION OF TERMS 1. Bidder. Any individual, firm or corporation submitting a proposal for the work contemplated, acting directly or through a duly authorized representative. 2. Calendar Day. A calendar day shall be any day including all legal holidays, Saturdays, and Sundays. 3. Cily. The City of South San Francisco, State of California, acting through the City Council, or other duly authorized agents. 4. Contract. The written agreement covering the performance of the work. The complete contract includes the Agreement for Public Irnprovements, the Notice Inviting Bids, the proposal, plans, specifications, contract bonds, and all supplemental agreements affecting the work. 5. Contractor_ The person or persons, firm, partnership, corporation, or combination thereof, private or municipal, who have entered into the contract -with the City, or the City's legal representative. 6. En ineer or Works Engineer. The duly appointed Engineer of the City of South San Francisco, acting directly or through properly authorized agents limited by the particular duties entrusted to them. 7. Inspector, The Inspector or Inspectors of the Engineer of the City of South Sari Francisco, limited by the particular duties entrusted to them. &. Notice of Award. Written notice from the City to the successful lowest responsive and responsible bidder stating that upon compliance with all contract prerequisites and conditions, the City will execute the Contract with that bidder for the Work. 9. Notice to Proceed. Written notice from the City to the Contractor setting a date on which Contract time will start and authorizing the Contractor to proceed with the Work. 10. Plans. The drawings, or reproduction thereof, approved by the Engineer, pertaining to the work, and made a part of the contract, including City's Standard Drawings and Caltrans' Standard Plans dated May 2006. 11. Specifications. The information, directions, provisions, and requirements pertaining to the work, and contained herein including Special Provisions, Technical Specifications, General Provisions, those administrative subsections of Caltrans' Standard Specifications that are specifically referenced in this Contract and the non - administrative sections (Sections 10 through 95) of Caltrans' Standard Specifications dated May 2006. GP -1 of 47 24 12. Superintendent of Streets. The Engineer (Ex- officio Superintendent of Streets) of the City of South San Francisco, acting directly or through properly authorized agents. 13. The Work. The improvement, structure, project, or construction contemplated in the contract, the furnishing of all necessary labor, materials, tools and other devices, and the doing or performing by the Contractor of all things required to be done for the fulfillment of the contract as provided therein. 14. Working Day. A working day is defined as any day, except as follows: a. Saturdays, Sundays and Legal Holidays; b. Days on which the Contractor is prevented by inclement weather or conditions resulting immediately there from adverse to the current controlling operation or operations, as determined by the Engineer, from proceeding with at least 75 percent of the normal labor and equipment force engaged on such`operation or operations for at least 60 percent of the total daily time being currently spent on the controlling operation or operations; c. Days on which the Contractor is prevented, by reason of 'requirements in the "Maintaining Traffic and Working Hours" section of the Special Provisions, from working on the controlling operation or operations for at least 60 percent of the total daily time being currently spent on such controlling operation or operations; d. The current controlling operation or operations are defined to include any feature of the work (e.g., an operation or activity, or a settlement or curing period) considered at the time by the Engineer, which if delayed or prolonged, will delay the time of completion of the Work; or C. Legal Holidays are defined as those holidays observed by the City of South San Francisco as specified in the current Memorandum of Understanding (MOLT) between the City of South San Francisco and the American Federation of State, County and Municipal Employees, Local 1569, AFL -CIO, except that half holidays in the MOU shall be considered full holidays under the Contract. GP -2 of 47 25 SECTION II PROPOSAL REQUIREMENTS 1. General Information. Sealed proposals, addressed to the City Council of the City of South San Francisco, will be received by the Purchasing Officer and will be publicly opened and read at the time and place stated in the Notice to Inviting Bids. Any bid may be withdrawn at any time prior to the hour fixed in the Notice Inviting Bids for the opening of the bids provided that a request in writing, executed by the bidder or the bidder's duly authorized representative, for the withdrawal of such shall not prejudice the right of a bidder to file a new bid. 1 Proposal Form. The City will furnish to each bidder a standard proposal form, which, when filled out and executed shall be submitted as their bid. Bids not presented on forms so furnished may, in the City's,sple ,discretion, be deemed non- responsive and rejected on that basis. On all bid items for which bids are to be received on a unit price basis, the unit price for all items bid shall be shown, as well as the extended price (unit price multiplied by the number of units shown on the proposal form) for each bid item bid. In the case of any discrepancy between the extended price for any bid item bid, the*unit price multiplied by the number of units shall prevail. In the event of any discrepancy between the total contract amount and the sum of the extended prices`of all items, the sum of the extended prices of all items shall prevail. The proposal shall set forth the item prices and totals, in clearly legible figures, in the respective spaces provided and shall be signed by the bidder, who shall fill out all blanks in the proposal form as therein required. The bidder shall also fill out all blanks in the proposal forms for any alternative to the project proposed by the City; failure to do so may, in the City's sole discretion, result in the proposal being considered non - responsive and rejected on that basis. 3. Bid Prices to Cover Entire Work. Payment for the work done under this contract shall be as set forth on the Bidder's Sheet for Proposal. Bidder shall include the entire cost of the work contemplated in the contract, as required by the plans, drawings, specifications, Special Provisions, and General Provisions: and, furthermore, it shall be understood and agreed that the cost of all labor, materials and equipment and all incidentals expense of whatever nature necessary to complete the Work is included. Any part of the Work which is not mentioned in the Specifications, and /or in the Special Provisions, but is shown on the plans, or any part not shown on the plans but described in the Specifications and/or in the Special Provisions, or any part not shown in the plans nor described in the Specifications or Special Provisions, but which is reasonably implied by either, or is necessary or usual in the performance of such work, shall be performed as incidental work, without extra cost to the City, by the Contractor as if fully described in the Specifications or Special Provisions and shown on the plans, and the expense thereof shall be included in the total bid. GP -3 of 47 26 4. Examination of Plans Specifications, Special Provisions and Site of Work. The bidder is required to examine carefully the site of and the proposal, plans, specifications, and correct forms for the work contemplated, and it will be assumed that the bidder has investigated and is satisfied as to the conditions to be encountered, as to the character, quality, and quantities of work to be performed and materials to be furnished, and as to the requirements of the specifications, the special provisions and the contract. It is mutually agreed that submission of a proposal shall be considered prima facie evidence that the bidder has made such examination. The City will not be responsible for any loss or unanticipated cost incurred by the Contractor as a result of the Contractor's failure to estimate in advance all conditions pertaining to the Work, including underground facilities and sewers that may have to be relocated. 5. Proposal Guarply. All bids shall be presented under sealed cover and shall be accompanied by cash, cashier's check, certified check, or bidder's bond, made payable to the City of South San Francisco, for the amount equal to at least ten per cent (10 %) of the amount of said bid, and no bid shall be considered unless such cash, cashier's check, or certified check, or bidder's bond is enclosed therewith. 6. Re'ection of Proposals Containing Alterations Erasures or IrrewAarities. Proposals may be rejected if they show any alterations of form, additions not called for, conditional or alternative bids, incomplete bids, erasures, or irregularities of any kind. 7. Competency of Bidders - Proposal .Requirements. Before entering into a contract, the bidder shall satisfy the City that he possesses adequate equipment and has the necessary experience and forces to perform the Work in the manner set forth in these specifications. He shall be a licensed Contractor in the State of California. A City of South San Francisco license will be required before the contract for the Work is signed by the City. 8. Subcontractors. Proposals shall comply with the Subletting and Subcontracting Fair Practices Act (Government Code Section 4100 et seq). Pursuant to Section 4104 of said Act, bidder shall in the bid set forth: a. The name and the location of the place of business of each sub - contractor who will perform work or labor or render service to the prime Contractor in or about the construction of the Work or improvement in an amount in excess of one -half of one percent of the prime Contractor's total bid. b. The portion of the Work, which will be done by each such subcontractor under this Act. The prime Contractor shall list only one subcontractor for each of such portions as is defined by the prime Contractor in the Contractor's bid. GP-4 of 47 27 SECTION III AWARD AND EXECUTION OYCONTRACT 1. Award of Contract. The City reserves the right to reject any and all proposals. The award of the contract, if it is awarded, will be to the lowest responsible bidder, and will be made within sixty (60) calendar days after the opening of the proposal. All bids will be compared on the basis of the Engineer's cost estimate. 2. Return of Proposal Guaranties. Within ten (10) working days after the execution of the Contract, the City will return the proposal guaranties accompanying the proposals that are not to be considered in making the award. All other proposal guaranties will be held until the contract has been finally executed, after which they will be returned to the respective bidders whose proposals they accompany. 3. Contract Bonds. The bidder to whom the contract is awarded shall execute a performance bond satisfactory to the City for the Faithful performance of the Work in a sum equal to the amount of the contract. ,r A payment bond shall be furnished securing the claims of persons employed by the Contractor and the claims of persons who furnish materials, supplies or equipment used or consumed by the Contractor in the performance of the Work. This bond shall be in a sure equal to the amount of the contract. 4. Liability Insurance Required. See Section 14, "Hold - Harmless Agreement and Contractor's Insurance" and Section 15, "Insurance" of the Agreement for Public Services. �N• 5. Execution of Contract. The c0i tract shall be signed by the successful bidder and returned, .together with the contradbonds, within ten (10) working days, after the bidder has received the Notice of Award. Failure to execute the contract and file acceptable bonds within'-the specified time shall be just cause for the annulment of the award and the forfeiture of the proposal guaranty. GP -5 of 47 28 SECTION IV SCOPE OF WORK 1. Work to be Done. The work to be done consists of furnishing all labor, materials, methods or processes, implements, tools, and machinery, except as otherwise specified, which are required to construct and put into complete order for use the Work described in the Special Provisions, and to leave the grounds in a neat condition. Safety Program. a. The Contractor shall conform to the rules and regulations pertaining to safety established by the California Division of Industrial Safety and to all requirements as set forth in the State of California Construction Safety Orders (CAL /OSHA), and in particular, Article 3 of these Safety Orders, regarding Accident Prevention and safety meetings. Within ten (10) working days following Notice of Award 4he Contlactor must submit to the City a copy of the Contractor's Safety Plan. b. Full compensation for furnishing all labor, materials, tools and equipment and doing all the work involved in this item of work as above specified, shall be considered as included in the prices paid for the various contract items of work and no additional compensation will be made therefore.. 3. Removal of Obstructions. The Contract shall remove and dispose of all structures, debris, or other obstructions of any character to the Work to be performed. 4. City Directed Change Orders. The City may, at any time during the progress of the Work, direct any amendments to the Work or any of the Contract Documents. Such amendments shall in no way void the Contract, but will be applied to amend the Contract Price, if such amendments affect the Contract Price, the Project schedule (if such amendments affect the Project schedule), or any other provision of the Contract Documents based on a fair and reasonable valuation of the amendment in accordance with this Section IV. S. Alterations. Subject to the provisions of Section 4 -1.03, "Changes" of the Standard Specifications and unless otherwise specified, the City reserves the right to increase or decrease the quantity of any item or portion of the Work or to omit portions of the Work as may be deemed necessary or advisable by the Engineer, also to snake such alterations or deviations, additions to, or omissions from the plans and Specifications, as may be determined during the progress of the Work to be necessary and advisable for the property completion thereof. upon written order of the Engineer, the Contractor shall proceed with the Work as increased, decreased or altered. When alterations in plans or quantities of work are ordered and performed, the Contractor shall accept payment in full at the contract unit price for the actual quantities of work done. No allowance will be made in any case for loss of anticipated profits. Increased or decreased work involving; supplemental agreements will be paid for as stipulated in such agreements. GP -6 of 47 29 6. Contractor Proposed Change Orders. The Contractor shall submit proposed changes to the Engineer no later than 15 days before the proposed change. 7. All Change Orders. All change orders or amendments to Contract Documents must be approved by the Engineer prior to the change or amendment and must be evidenced by a writing executed by authorized representatives of the City and the Contractor. All change order proposals must specify any change in the Project schedule, or any project milestone, including, but not limited to, the Time for Completion, under the change order. It is understood that change orders that do not specify a change in any milestone, including, but not limited to, the Time for Completion, may be accomplished by the Time for Completion then in effect. 8. Change Order Pricing. Change order pricing for all change orders, whether additive, deductive, or both, will be governed by the following: a. Prices specified in the Contract Documents will apply to cost impacts involving items for which the Contract Documents specify prices. b. Cost impacts involving items for which the Contract Documents do not specify prices, charges or credits will be paid on a time and materials basis in accordance with the following. All costs listed in this Subsection (b) will constitute incidentals, full compensation for which will be deemed included in the markups for labor, material, and equipment specified below, and no additional compensation for such cost impacts will be allowed: 46 (1) Labor. The Contractor will be paid the cost of labor for workers (including foremen when authorized by the Engineer), used in the actual and direct performance of the work, plus a fixed mark up of 15% of such labor cost. (2) Materials. Materials costs will be the direct costs for materials actually exhausted, consumed, or entering permanently into the Work, plus a fixed markup of 15 % of such direct materials costs. (3) Equipment. All equipment used will be paid in accordance with the established rates for equipment rental in the Contract Documents, plus a fixed markup of 10 %n of each such equipment rates. (4) Subcontractors. The Contractor will be paid the cost of Subcontractors plus a fixed markup of 5 %. The additional 5% markup shall reimburse the Contractor for additional administrative costs, and no other additional payment will be made by reason of performance of the extra work by a Subcontractor. 9. Liability For Unapproved Change Orders. The Contractor will be solely responsible for any and all losses, costs, or liabilities of any kind incurred by the Contractor, any subcontractor engaged in the performance of the Work, any party supplying material or equipment for the Work or any third party that is /are retained pursuant to Contractor - proposed change orders prior to issuance of an approved change order executed according to the terins of this Section N. The Contractor shall have all of the obligations and the City GP -7 of 47 30 will have all of the rights and remedies that are specified in these Contract Documents concerning any work or resulting losses, costs, or liabilities pursuant to an unapproved Contractor- proposed change order. 10. Change Order Disfutes. a. Disputed City- Directed Change Orders. If the Contractor disputes a City - directed change order following a reasonable effort by the City and the Contractor to resolve the dispute, including, at a minimum, a meeting between appropriate representatives of the Contractor and the City, the Contractor must commence performing the Work consistent with the disputed change order within five (5) working days of the last meeting between representatives of the Contractor and the City to resolve the dispute, or within the time specified in the disputed City- directed change order, whichever is later. In performing work consistent with a disputed City- directed change order pursuant to this provision, the Contractor will have all of the Contractor's rights concerning claims pursuant to the Contract Documents and applicable law. b. Disputed Contractor - Proposed Change Orders. If the City disputes a Contractor- proposed change order, the City and the Contractor will use reasonable efforts to resolve the dispute including, at a minimum, holding a meeting between appropriate representatives of the Contractor and the City. Regardless of and throughout any such efforts to resolve the dispute, the Contractor must continue performing the Work irrespective of and unmodified by the disputed change order. 'In continuing to perform the Work, the Contractor will retain all of the Contractor's 11rights under contract or law pertaining to resolution of disputes and protests between contracting parties. Disputes between the City and the Contractor concerning any Contractor- proposed change order or other amendment do not excuse the Contractor's obligation to perform the Work in accordance with the Contract Documents excluding such Contractor - proposed change order or other ame ment by the Time for Completion milestone or other' ment of the Contract Documents. GP -$ of 47 31 or waive any other Project SECTION V CONTROL OF WORK 1. Authority of the Engineer. The Engineer shall decide any and all questions which may arise as to the quality or acceptability of materials furnished and work performed, and as to the manner of performance and rate of progress of the Work; all questions which may arise as to the interpretation of the plans and specifications; all questions as to the acceptable fulfillment of the contract on the part of the Contractor; and all questions as to compensation. The Engineer's decision shall be final and he shall have authority to enforce and make effective such decisions and orders as the Contractor fails to carry out promptly. 2. Conformity with Plans. Finished surfaces in all cases shall conform to the lines, grades, cross - sections and dimensions shown on the approved plans. 3. Coordination of Plans Specifications, and Special Provisions. These specifications, general provisions, special provisions, standard specifications, plans and all supplementary documents are essential parts of the contract and a requirement occurring in one is as binding as though occurring in all. They are intended to be cooperative, to describe and to provide for a complete work. 4. Conflict Between Parts of Contract Documents., If there is any conflict between the requirements of the various contract documents, the following shall be the order of precedence (in order from highest precedence to lowest); a. Agreement, for Public hnproy ents b. Special Provisions C. Technical Specifications d. Drawings e. City Standard Drawings f. General Provisions g. Standard Specifications h. Standard Plans 5. Inte rctation of Plans and Specifications. Should it appear that the work to be done or any matter relative thereto are not sufficiently detailed or explained in the these specifications, plans, and the Special Provisions, the Contractor shall apply to the Engineer well in advance of the time a clarification is needed for such further explanations as may be necessary and shall conform to those explanations as part of the contract, so far as may be consistent with the original specifications. The Engineer's decision regarding definitions or clarifications will be final. In the event of any discrepancy between any drawing and the figures written thereon, the figures shall be taken as correct. b. Superintendence. Contractor shall give personal superintendence to the work on said improvements or have a competent foreman or superintendent, satisfactory to the Engineer, at the work site at all times during progress with authority to act for the GP -9 of 47 32 Engineer. Whenever the Contractor is not present on any part of the work site where it may be desired to give direction, orders will be given by the Engineer, which shall be received and obeyed by the Superintendent or foremen in charge of the particular work in reference to which the orders are given. 7. fines and Grades. Contractor shall be responsible to set lines and grades for construction. 8. Inspection. The Engineer shall at all times have access to the Work during construction, and shall be furnished with every reasonable facility for ascertaining full knowledge respecting the progress, workmanship, and character of materials used and employed in the Work. Whenever the Contractor varies the period during which work is carried on each day, he shall give due notice to the Engineer so that proper inspection may be provided. Any work done in the absence of the Engineer will be subject to rejection. The inspection of the Work shall not relieve the Contractor of any of the Contractor's obligations to fulfill the contract as prescribed. Defective work shall be made good, and unsuitable materials may be rejected, notwithstanding the fact that such defective work and unsuitable materials have been previously overlooked by the Engineer and accepted or estimated for payment. 9. Removal of Defective and Unauthorized Work. All work, which has been rejected, shall be remedied, or removed and replaced by the Contractor in an acceptable manner and no compensation will be allowed for such removal or replacement. Any work done beyond the lines and grades shown on the plans or established by the Engineer, or any extra work done without written authority will be considered as unauthorized and will not be paid for. Work so done riiay be ordered removed at the Contractor's expense. Upon failure on the park of the Contractor to comply forthwith with any order of the Engineer made under the provisions of this article, the Engineer shall have authority to cause defective work to be removed, and to deduct the costs from any monies due or to become due the Contractor 10. Final Inspection. Whenever the Work provided and contemplated by the contract shall have been satisfactorily completed and the final cleaning up performed, the Engineer will make the :final inspection. 11. record Drawings. The Contractor shall keep and maintain, on the job site, one record set of Drawings. On these, the Contractor shall mark all project conditions, locations, configurations, and any other changes or deviations which may vary from the details represented on the original Contract Documents, including buried or concealed construction and utility features which arc revealed during the course of construction. Special attention shall be given to recording the horizontal and vertical location of all buried utilities that differ from the locations indicated in the Contract Documents. Said record drawings shall be supplemented by any detailed sketches as necessary or directed to indicate, fully, the work as actually constructed. These master record drawings of the contractor's representation of as built conditions, including all revisions made necessary by addenda, change orders, and the like shall be maintained up to date during the progress of the work. GP -10 of 47 33 In the case of those drawings which depict the detailed requirements for equipment to be assembled and wired in the factory, such as motor control centers and the like, the record drawing shall be updated by indicating those portions which are superseded by change order drawings or final shop drawings, and by including appropriate reference information describing the change orders by number and the shop drawings by manufacturer, drawing, and revision numbers. Record drawings shall be accessible to the Engineer at all times during the construction period and shall be delivered to the Engineer upon completion of the Work. Final payment will not be approved until the Contractor prepared record drawings have been delivered to the Engineer. Said up to date record drawings may be in the form of a set of prints with carefully plotted information as approved by the Engineer. Upon substantial completion of the Work and prior to final acceptance, the Contractor shall complete and deliver a complete set of record drawings to the Engineer for transmittal to the City, conforming to the construction records of the Contractor. This set of drawings shall consist of corrected plans showing the reported location of the Work. The information submitted by the Contractor and incorporated by the Engineer into the Record Drawings will be assumed to be reliable, and the Engineer will not be responsible for the accuracy of such information, nor for any errors or, omissons. that may appear on the Record Drawings as a result. 12. Cost Reduction Incentive. The Contractor may submit to the Engineer, in writing, proposals for modifying the plans, specifications or other requirements of the contract for the sole purpose of reducing the total cost of construction. The cost reduction proposal shall not impair, in any manner, the essential functions or characteristics of the project, including but not limited to service life, economy of operation, ease of maintenance, desired appearance, or design and safety standards. Cost reduction proposals shall contain the following information: a. A description. of both the existing contract requirements for performing the Work and the proposed changes. b. An itemization of the contract requirements that must be changed if the proposal is adopted. C. A detailed estimate of the cost of performing the Work under the existing contract and under the proposed change. The estimates of cost shall be determined in the same manner as if the Work were to be paid for on a force account basis as provided in Section IX -14, "Force Account Work" of these General Provisions. d. A statement of the time within which the Engineer must make a decision thereon. C. The contract items of work affected by the proposed changes, including any quantity variation attributable thereto. The provisions of this section shall not be construed to require the Engineer to consider any cost reduction proposal which may be submitted hereunder; proposed GP -11 of 47 34 changes in basic design of a bridge or of a pavement type will not be considered as an acceptable cost reduction proposal; the City will not be liable to the Contractor for failure to accept or act upon any cost reduction proposal submitted pursuant to this section nor for any delays to the Work attributable to any such proposal. If a cost reduction proposal is similar to a change in the plans or specifications, under consideration by the City for the project, at the time said proposal is submitted or if such a proposal is based upon or similar to Standard Specifications, standard special provisions or Standard Plans adopted by the City after the advertisement for the contract, the Engineer will not accept such proposal and the City reserves the right to make such changes without compensation to the Contractor under the provisions of this section. The Contractor shall continue to perform the Work in accordance with the requirements of the contract until an executed change order, incorporating the cost reduction proposal has been issued. If an executed change order has not been issued by the date upon which the Contractor's cost reduction proposal specifies that a decision thereon should be made, or such other date as the Contractor may subsequently have specified in writing, such cost reduction proposal shall be deemed rejected. The Engineer shall be the sole judge of the acceptability of a cost reduction proposal and of the estimated net savings in construction costs from the adoption of all or any part of such proposal. In determining the estimated net _savings, the right is reserved to disregard the contract bid prices if in the judgment of the Engineer, such prices do not represent a fair measure of the value of work to be performed or to be deleted. The City reserves the right where it deems such action appropriate, to require the Contractor to pay in part or whole the City's costs of investigating a cost reduction proposal submitted by the Contractor as a condition of considering such proposal. Where such a condition is imposed, the Contractor shall indicate acceptance thereof in writing, and such acceptance shall constitute full authority for the City to deduct amounts payable to the City from any monies due or that may become due to the Contractor under the contract. If the Contractor's cost reduction proposal is accepted in whole or in part, such acceptance will be by a contract change order, which shall specifically state that it is executed pursuant to this section. Such change order shall incorporate the changes in the plans and specifications which are necessary to permit the cost reduction proposal or such part of it as has been accepted to be put into effect, and shall include any conditions upon which the City's approval thereof is based if the approval of the City is conditional. The change order shall also set forth the estimated net savings in construction costs attributable to the cost reduction proposal effectuated by the change order, and shall further provide that the Contractor be paid 50 percent of said estimated net savings amount. The Contractor's cost of preparing the cost reduction incentive proposal and the City's cost of investigating a cost reduction incentive proposal, including any portion thereof paid by the Contractor, shall be excluded from consideration in determining the estimated net savings in construction costs. Acceptance of the cost reduction proposal and performance of the work thereunder shall not extend the time of completion of the contract unless specifically provided for in the contract change order authorizing the use of the cost reduction GP -12 of 47 35 proposal. The amount specified to be paid to the Contractor in the change order which effectuates a cost reduction proposal shall constitute full compensation to the Contractor for the cost reduction proposal and the performance of the work thereof pursuant to the said change order. The City expressly reserves the right to adopt a cost reduction proposal for general use on contracts administered by the City when it determines that said proposal is suitable for application to other contracts. When an accepted cost reduction proposal is adopted for general use, only the Contractor who first submitted such proposal will be eligible for compensation pursuant to this section, and in that case, only as to those contracts awarded to the Contractor prior to submission of the accepted cost reduction proposal and as to which such cost reduction proposal is also submitted and accepted. Cost reduction proposals identical or similar to previously submitted proposals will be eligible for consideration and compensation under the provisions of this section if the identical or similar previously submitted proposals were not adopted for general application to other contracts administered by the City. Subject to the provisions contained herein, the City or any other public agency shall have the right to use all or any part of any submitted cost reduction proposal without obligation or compensation of any kind to the Contractor. This Section V -12, "Cost Reduction Incentive" of these General Provisions shall apply only to contracts awarded to the lowest bidder pursuant to competitive bidding. GP -13 of 47 36 SECTION VI CONTROL OF MATERIALS 1. Source of Supply and Quality of Materials. At the option of the Engineer the source of supply of each of the material shall be approved by the Engineer before the delivery is started. Only materials conforming to the requirements of these specifications and approved by the Engineer shall be used in the Work. Materials used for the Work must be new and of the quality specified. When not particularly specified, materials must be the best of their class or kind. The Contractor must, if required, submit satisfactory evidence as to the kind and quality of materials. All materials proposed for use may be inspected or tested at any time during their preparation and use. After trial, if it is found that source of supply which have been approved so not furnish a uniform product or if the product from any source proves unacceptable at any time the Contractor shall furnish approved material from other approved sources. No material, which, after approval, has in any way become unfit for use shall be used in the Work. 'A 2. Defective Materials. All materials no confo7ning to the requirements of these specifications shall be considered as defective and all such materials, whether in place or not, shall be rejected. They shall be removed immediately from the site of the Work, unless otherwise permitted by the Engineer. No rejected material, the defects of which have been subsequently corrected, shall be used until approval in whiting has been given by the Engineer. Upon failure on the part of the Contractor to comply forthwith with any order of the Engineer made under the provisions of this article, the Engineer shall have authority to remove and replace defective material and to deduct the cost of removal and replacement from any monies due or to become due the Contractor. 3. Sam lcs and Tests. Representative preliminary samples of the character and quality prescribed shall be submitted by the Contractor or producer of all materials to be used in the Work, for testing or examination as desired by the Engineer. All tests of materials furnished by the Contractor shall be made in accordance with commonly recognized standards of national organizations and such special methods and tests as are prescribed in these specifications. . The Contractor shall furnish such samples of materials as are requested by the Engineer, without charge. Samples will be secured and tested whenever necessary to determine the quality of material. Contractor shall notify City a sufficient time in advance of the manufacture or production of materials to be supplied by Contractor under this contract in order that City may arrange for mill or factory inspection and testing of same. Any materials shipped by Contractor from factory prior to having satisfactorily passed such testing and inspection by City's representatives, or prior to the receipt of notice from such representative that such testing and inspection will not be required, shall not be incorporated on the job of said improvements. Contractor shall also furnish City, in triplicate, certified copies of all required- factory and mill test reports. GP -14 of 47 37 4. General Materials and Substitutions Requirements. a. If the Contractor submitted complete information to the Engineer for products proposed as equals in accordance with the bid package, and the City approved such products proposed as equals in writing, the Contractor may either furnish such products approved as equals, or furnish the products listed by manufacturer name, brand or model number in the Technical Specifications or Project Plans. The City retains the right, in its sole discretion, to accept or reject any other proposed substitution. To be considered, proposals concerning products proposed as equals must include sufficient information to permit the City to determine whether the products proposed as equals will satisfy the same performance requirements as products listed by manufacturer's name, brand or model number. Such performance requirements may include, but are not limited to, size, strength, function, appearance, ease of maintenance and repair, and useful life requirements. If the City does not accept a proposed substitution, the Contractor must furnish the product specified in the Technical Specifications or Project Plans for the Contract Price, regardless of whether the product is specified by manufacturer's name, brand or model number, or otherwise. b. During the performance of the Work, Al. materials must be neatly stacked, properly protected from the weather and other adverse impacts, and placed so as to avoid interference with efficient progress of the Work, with other activities of the City, or with the use of existing City facilities by the public. Materials may not be stored in a manner that presents a safety hazard or a nuisance. All Materials must be delivered so as to ensure efficient and uninterrupted progress of the Work_ Materials must be stored so as to cause no obstruction and so as to prevent overloading of any portion of the Work. The Contractor will be responsible for damage or loss of materials delivered to and/or stored at the work site due to weather or other causes. The Contractor must promptly remove from the work site all materials rejected by the City or its representatives as failing to conform to the requirements of the Contract Documents, whether such non - conforming materials have been incorporated in the Work or not. if the City or its representatives so direct, the Contractor must promptly' replace and re- execute work performed by the Contractor and order the replacement and re- execution of work performed by subcontractors using non- confoifning materials with materials that satisfy the requirements of the Contract Documents without expense to the City. The Contractor will bear the expense of making good all work destroyed or damaged by such removal. The Contractor will have all of the obligations and the City will have all of the rights and remedies that are specified in this section concerning any failure by the Contractor to replace or re- execute work using non - conforming materials, and /or to make good all work destroyed or damaged by such removal and /or execution. C. If any portion of the Work done or material furnished under this Contract proves defective and not in accordance with the Project Plans or Technical Specifications, and if the Engineer determines that the imperfection of the same is not of sufficient magnitude or importance to make the Work dangerous or undesirable, or if the removal of such work, is impractical or will create conditions which are dangerous or undesirable, the Engineer may retain such work, instead of requiring the imperfect work to be removed and reconstructed, and make such deductions therefore in the payments due or to become due the Contractor as are just and reasonable. GP -15 of 47 38 5. Storage or Disposal of Material Outside the Public Right of Way., If the Contractor stores or disposes of material outside of the public right of way, and the City has not made arrangement for storage or disposal of the material, the Contractor shall first obtain written authorization from the property owner on whose property the storage or disposal is to be made and the Contractor shall file with the Engineer the authorization or a certified copy thereof together with a written release from the property owner absolving the City from any and all responsibility in connection with the storage or disposal of material on the property. Contractor must also obtain any necessary permits, licenses and environmental clearances to store or dispose of material on private property. Before any material is stored or disposed of on private property, the Contractor shall obtain written permission from the Engineer to store or dispose of the material at the location designated in the authorization. If the Contractor elects to store or dispose of material subject to this paragraph, the Contractor shall pay those charges that are provided for in the agreement between the owner and the Contractor. Where the City has made arrangements with owners of land in the vicinity of a project for the storage or disposal of materials on a private owner's property, the arrangements are made solely for the purpose of providing all Bidders an equal opportunity to store or dispose of the materials on the property. Bidders or Contractors may, upon written request, inspect the documents evidencing the arrangements between property owners and the City. The Contractor may, if the Contractor so elects, exercise any rights that have been obtained. If the Contractor elects to store or dispose of materials on private property subject to this paragraph, the use of the private property shall be subject to the terms, conditions, and l;in -iitations of the arrangement made between the property owner and the City and the Contractor shall pay those charges that are provided for in the arrangement made by the City with the property owner, and deductions will be made from any moneys due or that may become due the Contractor under the Contract sufficient to cover the charges for the material stored or disposed of. When material is stored or disposed of as provided in this section, and the storage or disposal location is visible from public view, the Contractor shall store or dispose of the material in a neat and uniform manner to the satisfaction of the Engineer. Material storage as used in this section also.includes vehicle parking. 6. Construction and Demolition Waste Management Plan (WMP). The City is mandated by the State of California to divert 50% of all solid waste from landfills either by reusing or recycling. To help meet this goal, a City ordinance requires completion of a solid waste management plan (WMP) for covered building and public works projects. The WMP shall identify how at least 50% on non -inert project waste materials and 100% inert materials (501100) will be diverted from the landfill through recycling, reuse and/or salvage. The Contractor shall submit and implement an approved WMP as indicated in the Special Provisions. GP -16 of 47 39 SECTION VII LEGAL RELATIONS AND RESPONSIBILITY 1. Laws to be Observed. The Contractor shall stay fully informed of all existing and future State and National Laws, including all provisions of Section 1776 of the Labor Code, and Municipal Ordinances and Regulations which in any manner affect those engaged or employed in the Work, or the materials used in the Work, or which in any way affect the conduct of the Work, and of all such orders and decrees of bodies or tribunals having any jurisdiction or authority over the same. He shall at all times observe and comply with all such existing and future laws, ordinances, regulations, orders and decrees. In addition, the Contractor shall meet all standards of the State and Federal Government for air, water and noise pollution. The Contractor shall inform the City of the location of the records enumerated under Section 1776(a) of the Labor Code, including the street address, city and county, and shall within five working days, provide a notice of a change of location and address. - N. If there is any conflict between these specification and provisions and any laws or regulations, the matter shall be brought to the attention of the Engineer immediately. All necessary permits or approvals from any involved ° agency shall be obtained by the Contractor before any work is started. 2. Trench Safety and Differing Subsurface Conditions. a. Excavation More Than Four Feet Deep.. In accordance with California Public Contract Code Section 7104, if work involves excavation more than four feet deep, the Contractor must promptly notify the City in writing before any of the following are disturbed: any material that the Contractor believes may be material that is hazardous waste, as defined in Section 25117 of the Health and Safety Code, that is required to be removed to a Class 1, Class 11, or Class III disposal site in accordance with provisions of existing law; any subsurface or latent physical conditions at the work site different from those indicated; or any unknown physical conditions at the work site of any unusual nature, different materially from those ordinarily encountered and generally recognized as inherent in work of the character provided for in the Contract Documents. The City will promptly investigate any such conditions for which notice is given. If the City finds that the conditions do materially differ, or do involve hazardous waste, and cause a decrease or increase in the cost or time of performance of the Work, the City will issue a change order pursuant to Section IV -4, "City Directed Change Orders" of these General Provisions If a dispute arises between the City and the Contractor concerning whether the conditions materially differ, or involve hazardous waste, or cause a decrease or increase in the cost or time of performance, the Contractor shall not be excused from any completion date provided in the Contract Documents, but shall proceed with all work to be performed under the Contract Documents. The Contractor shall retain any and all rights provided either by contract or by law pertaining to the resolution of disputes and protests between the contracting parties. b. Excavation of Five Feet or More. In accordance with California Labor Code Section 6705, if this contract exceeds $25,000 in cost and involves excavation five or GP -17 of 47 40 more feet deep must submit for the City's acceptance, prior to excavation, a detailed plan showing the design of shoring, bracing, sloping, or other provisions to be made for worker protection from the hazard of caving ground during the excavation of such trench or trenches. No trench safety plan shall be less effective than that required by the Construction Safety Orders and other mandates of the Division of Occupational Safety and Health. If the plan varies from the shoring system standards established by the Construction Safety Orders and other applicable mandates, it must be prepared by a licensed civil or structural engineer. Acceptance by the City of the detailed trench safety plans submitted is only an acknowledgement of the submission and does not constitute review or approval of the designs, design assumptions, criteria, completeness, applicability to areas of intended use, or implementation of the trench safety plans, which are solely the responsibility of the Contractor and the Contractor's Licensed Engineer. 3. Hours of Labor. The Contractor shall forfeit, as penalty to the City of South San Francisco, fifty dollars ($50) for each worker employed in the execution of the contract by the Contractor or by any subcontractor under the Coritractot for each calendar day during which any worker is required or permitted to labor more than eight (8) hours in violation of the provisions of the Labor Code and in particular, Section 1810 to Section 1816 thereof, inclusive. 4. Review of Per Diem Rates. Reference is hereby made to the prevailing rate of per diem wages adopted by the City Council of the City of South San Francisco in accordance with Labor Code Section 1770 et seq., copies of which are on file in the office of the City Clerk and the Office of the Engineer, City Hall, South San Francisco, California, and available for inspection by interested !parties. If a petition is filed in accordance with Labor Code Section 1773.4 calling for. "'a review of'4he rates as so established, the closing rate for the submission of bids or the start of work, whichever is applicable shall be extended as in such section provided, and the deterin�ination made by the Director of Industrial Relations shall be deemed included in the contract for this Work. 5. Prevailing Wage. The wages to be paid for a day's work to all classes of laborers, workmen, or mechanics on the work contemplated by this contract, shall be not less than the prevailing rate for a Hay's work in the same trade or occupation in the locality within the state where the work hereby contemplates to be performed as determined by the Director of Industrial Relations pursuant to the Director's authority under Labor Code Section 1770 et seq. Each laborer, worker or mechanic employed by a Contractor or by any subcontractor shall receive the wages herein provided for. The Contractor shall pay fifty dollars ($50) per day penalty for each worker paid less than prevailing rate of per diem wages. The difference between the prevailing rate of per diem wages and the wage paid to each worker shall be paid by the Contractor to each worker. The City will not recognize any claim for additional compensation because of the payment by the Contractor for any wage rate in excess of prevailing wage rate set forth in the contract. The possibility of wage increases is one of the elements to be considered by the Contractor in determining the Contractor's bid, and will not, under any circumstances be considered as the basis of a claim against the City on the contract. GP -18 of 47 41 NOTE: An error on the part of an awarding body does not relieve the Contractor from responsibility for payment of the prevailing rate of per diem wages and penalties pursuant to Labor Code Sections 1770 -1775. a. Posting of Schedule of Prevailing Wage Rates and Deductions. If the schedule of prevailing wage rates is not attached hereto pursuant to Labor Code Section 1773.2, the Contractor shall post at appropriate conspicuous points at the site of the project a schedule showing all determined prevailing wage rates for the various classes of laborers and mechanics to be engaged in work on the project under this contract and all deductions, if any, required by law to be made from unpaid wages actually earned by the laborers and mechanics so engaged. b. Payroll Records. Each Contractor and subcontractor shall keep an accurate payroll record, showing the name, address, social security number, work week, and the actual per diem wages paid to each journeyman, apprentice, worker, or other employee employed by the Contractor in connection with the public work. Such records shall be certifies and submitted weekly as required by ,Section 7- 1.O1A(3), "Labor Code Requirements" of the Standard Specifications and as required by Labor Code Section 1776. 6. Registration of Contractors. Before submitting bids, Contractors shall be licensed in accordance with the provisions of the State Contractors' License Law, Business and Professions Code 7000 et seq. as amended. 7. Permits and Licenses. The Contractor shall procure all permits and licenses, pay all charges and fees, and give all notices necessary and incidental to the due and lawful prosecution of the Work. A City of South San Francisco Business License will be required before the contract is signed by the City. 8. Patents. The Contractor shall assume all costs arising from the use of patented materials, equipment, services, or processes used on or incorporated in the Work, and agrees to indemnify and save harmlcss the City of South San Francisco, the City Council, and the Engineer; ,and their duly authorized representatives, for all suits at law, or actions of every nature for, or, on account of the use of any patented materials, equipment, services, or processes. 9. Contractor's Field Office. a_ The Contractor and the Contractor's subcontractors may maintain such office facilities within or near the project area as are necessary for the proper conduct of the Work. The locations for such office facilities shall be as approved by the Engineer. Before or during this contract, should the Contractor desire a new or different location, he shall apply to the Engineer for the change of locations and shall only make such change with the approval of the Engineer. All office facilities used by the Contractor and/or its privities must conforni to all applicable codes, ordinances and regulations. The cost of such facilities will be paid from and included in the Contract Price. b. The City and its authorized representatives will at all reasonable times while such office facilities are located at the work site (including, at a minimum, all times during which the Work is performed), have access to any such work site office facilities used by the GP -19 of 47 42 Contractor and/or its privities. With respect to the right of access of the City and its authorized representatives, neither the Contractor nor its privities will have a reasonable expectation of privacy pursuant to the Fourth Amenchnent to the United States Constitution or other applicable law concerning such Work site office facilities used by the Contractor and/or its privities. Without exception, any and all Project related materials located at such work site facilities will be deemed at all times to be City property subject to inspection and copying by the City and its authorized representatives at all reasonable times while such facilities are located at the work site (including at a minimum, all times during which the Work is performed). Any interference by the Contractor or its privities with the City's rights of access and /or ownership pursuant to this section will constitute a material breach of the Contract subject to any and all remedies available pursuant to the Contract Documents and at law and equity. 10. Utilities. The location in public streets of pipes, conduits and other underground facilities of the public utility companies and of the City may not be indicated on the plans. Bidders are instructed to apply to companies and City departments concerned for any information, which maybe needed concerning utilities. 11. Contractor Cooperation & Coordination. The Contractor is advised that other construction and maintenance work may be performed by local utility companies, the City and/or their contractors in the project area concurrent with work performed under this contract. The Contractor shall be responsible for contacting the various utility companies to ascertain the times when such other work will occur and schedule the Contractor's work in coordination with others such that no delays shall occur in the Contractor's work schedule or in others who are working in the area. Failure on the Contractor's part to coordinate with others in overlapping work areas shall not be the basis for any claims against the City, additional compensation nor extension of time. In addition, the Contractor shall be solely responsible for any claims made against the City by others as a result of the Contractor's lack of coordination. This shall include businesses and homeowner's adjacent to the project area. 11 Public Convenience. The Contractor shall so conduct the Contractor's operations as to cause the least possible obstruction and inconvenience to public traffic. Where work is being done on existing public roads or streets, and no detours are available, all traffic shall be permitted to pass through the work with as little inconvenience and delay as possible. Due to the need to accommodate and minimize inconvenience to the public, unless expressly specified or approved in writing by the Engineer, no road closures will be permitted. Public vehicular and pedestrian traffic must be allowed to travel through the work area with an absolute minimum of interruption or impedance unless otherwise provided for in writing by the Engineer. The Contractor must make provisions for the safe passage of pedestrians around the area of work at all times. Residents affected by construction must be provided passage and access through the work area to the maximum extent possible. Where existing driveways occur on the street, the Contractor must make provisions for the trench crossings at these points, either by means of backfill or by temporary bridges acceptable to the Engineer, so that the length of shut -down of any driveway is kept to a minimum. In addition, all driveways GP -20 of 47 43 must be accessible at the beginning and end of each work day, and no driveway or property access may be closed for more than four (4) hours during the work day. Access to driveways, houses, and buildings along the road or street must be as convenient as possible and well maintained, and all temporary crossings must be maintained in good condition. To minimize the need for and complexity of detours, not more than one crossing or street intersection or road may be closed at any one time without the written approval of the Engineer. Except as otherwise provided by the Engineer, the stockpiling or storing of material in City streets or right of ways shall be prohibited. Where the Contractor has received Engineer approval, all such materials must be piled or stored in a manner that will not obstruct sidewalks, driveways, or pedestrian crossings. Gutters and drainage channels must be kept clear and unobstructed at all times. All such materials shall be stored and handled in a manner that protects City streets, sidewalks, or other facilities from damage. Throughout performance of the Work, fl*' C©ntractor must construct and adequately maintain suitable and safe crossings over trenches and such detours as are necessary to care for the public and private traffic at all times including Saturdays, Sundays, and holidays. Water shall be applied as directed the Engineer for the prevention of dust nuisance in connection with public convenience. No additional payment will be made for applying water for the prevention of dust. + r• The Contractor shall be responsible for kee ing- 11 emergency services, including the South San Francisco police and fire departments informed of obstructions to, or detours around any public or private roads caused by reasons of the Contractor's operations. The Contractor must comply with the State of California, Department of Transportation Manual of warning signs, lights, and devices for use and performance of work within the job site. No work shall begin before 7:00 a.m. nor continue after 5:00 p.m. Monday through Friday, nor shall any work be done on weekends or holidays observed by the City of South San Francisco unless approved in advance by the Engineer. The fact that rain or other causes, either within or beyond the control of the Contractor, may force suspension or delay of the Work, shall in no way relieve the Contractor of Contractor's responsibility of maintaining traffic through the Project and providing local access as specified in this section. The Contractor must, at all times, keep on the job such materials, force, and equipment as may be necessary to keep roads, streets and driveways within the Project open to traffic and in good repair and shall expedite the passage of such traffic, using such force and equipment as may be necessary. Full compensation for furnishing all labor, materials, tools and equipment and doing all the work involved in this item of work as above specified, shall be considered GP -21 of 47 44 as included in the prices paid for the various contract items of work and no additional compensation will be made therefore, 13. Public Safety. The Contractor shall furnish, erect, and maintain such fences, barriers, lights, signs and watchmen as are necessary to give adequate warning to the public at all times that the Work is under construction and of any dangerous conditions to be encountered as a result thereof. At any and all points along the Work where the nature of construction operations in progress and the Contractor's equipment and machinery in use is of such character as to endanger passing traffic, the Contractor shall provide such lights and signs and station such guards as may appear necessary to prevent accidents and avoid damage or injury to passing traffic. No material or equipment shall be stored where it will interfere with the free and safe passage of public traffic. At the end of each days work and at other times when construction operations are suspended for any reason, the Contractor shall remove all equipment and other obstructions from that portion of the roadway open for use by public traffic. Full compensation for furnishing all labor, materials, tools and equipment and doing all the work involved in this item of work as above specified, shall be considered as included in the prices paid for the various contract items of work and no additional compensation will be made therefore. Should the Contractor "fail to provide public safety as specified, or if, in the opinion of the Engineer, the warning,deviecs furnished by the Contractor are not adequate, the City may place any warning lights or barricades or take any necessary action to protect or warn the public of any dangerous condition connected with the Contractor's operations and the Contractor will be liable to the City for, and the City may deduct from amounts due or that may become due the Contractor under the Contract, all costs incurred including, but not limited to, administrative costs. Nothing in this section will be construed to impose tort liability on the City or Engineer. 14. Preservation of Property. Roadside trees and shrubbery that are not to be removed, and pole lines, fences, signs, survey markers and monuments, buildings and structures, conduits, pipe lines under or above ground, sewer and water lines, all street facilities, and any other improvements or facilities within or adjacent to the Work shall be protected from injury or damage. If such objects are injured or damaged by reason of the Contractor's operations, they shall be replaced or restored, at the Contractor's expense, to a condition as good as when the Contractor entered upon the Work, or as good as required by the specifications accompanying the contract, if any such objects are a part of the Work being performed under the contract. The Contractor shall examine all bridges, culverts and other structures on or near the Work, over which he will move the Contractor's materials and equipment, and before using them, the Contractor shall properly strengthen such structures, where necessary. The Contractor will be held responsible for any and all injury or damage to such structures caused by reason of the Contractor's operations. GP -22 of 47 45 The fact that any such pipe or other underground facility is not shown upon the plans shall not relieve the Contractor of the Contractor's responsibility under this article. It shall be the Contractors' responsibility to ascertain the existence of any underground improvements or facilities, which may be subject to damage by reason of the Contractor's operations, and if it is necessary to lower such underground facility or encase it to protect it from damage, it shall be done at the Contractor's expense. 15. Responsibility for Damage. The City of South San Francisco, the City Council, or the Engineer shall not be answerable or accountable in any manner, for any loss or damage that may happen to the Work or any part thereof; or for any of the materials or other things used or employed in performing the Work; or for injury or damage to any person or persons, either workmen or the public; or for damage to adjoining property from any cause whatsoever during the progress of the Work or at any time before final acceptance. 16. Contractor's Indemnities. Ago a. The Contractor will take all responsibility for the Work, and will bear all losses and damages directly or indirectly resulting to .the Contractor, any subcontractors engaged in performance of the Work, the City, its officials, officers, employees, agents, volunteers and consultants, and to third parties on account of the performance or character of the Work, unforeseen difficulties, accidents, or occurrences of other causes predicated on active or passive negligence of the Contractor: or of any subcontractor engaged in performance of the Work. To the fullest extent permitted by law the Contractor will indemnify, defend and hold harmless the City, its officials, officers, employees, agents, volunteers and consultants from and against any or all loss, liability, expense, claims, costs (including costs of defense), suits, and damages of every kind, nature and description :(including, but not limited to, penalties resulting from exposure to hazards in violation of the California Labor Code) directly or indirectly arising from the performance of the Work ( "Claims "). b. The Contractor will indemnify, defend and hold harmless the City, the City's officials, officers, employees; " volunteers, agents and the Engineer and Architect for all liability on account of any patent rights, copyrights, trade names or other intellectual property rights that'may apply to the Contractor's performance of the Work_ The Contractor will pay all royalties or other charges as a result of intellectual property rights that may apply to methods, types of construction, processes, materials, or equipment used in the performance of the Work, and will furnish written assurance satisfactory to the City that any such charges have been paid. C. The Contractor assumes all liability for any accident or accidents resulting to any person or property as a result of inadequate protective devices for the prevention of accidents in connection with the performance of the Work. The Contractor will indemnify, defend, and hold harmless the City and its officials, officers, employees, agents, volunteers and consultants from such liability. d. Approval of the Contractor's certificates of insurance and/or endorsements does not relieve the Contractor of liability under this provision. The Contractor will defend, with legal counsel reasonably acceptable to the City, any action or actions filed in GP -23 of 47 46 connection with any Claims and will pay all related costs and expenses, including attorney's fees incurred. The Contractor will promptly pay any judgment rendered against the City, its officials, officers, employees, agents, volunteers or consultants for any Claims. In the event the City, its officials, officers, employees, agents, volunteers or consultants is made a party to any action or proceeding filed or prosecuted against Contractor for any Claims, Contractor agrees to pay the City, its officials, officers, employees, agents, volunteers and consultants any and all costs and expenses incurred in such action or proceeding, including but not limited to, reasonable attorneys' fees. e. The Contractor will indemnify, hold harmless and defend with legal counsel reasonably acceptable to the City the City and its officials, officers, employees, agents and volunteers from and against any and all Claims related to damage to surface or underground facilities caused by the Contractor or any of the Contractor's privities or agents. f. The Contractor will indemnify, hold harmless and defend with legal counsel reasonably acceptable to the City the City and its officials, officers, employees, agents and volunteers from and against any and all Claims, including any fines or other penalties, related to failure of the Contractor and/or privities or agents of the Contractor to comply with the requirements of the State of California's National Pollution Discharge Elimination System General Permit, or to implement the project specific Storm Water Pollution Protection Plan (SWPPP) in accordance with the Technical Specifications. The City may withhold from amounts due or that may become due the Contractor under this Contract amounts that equal or are estimated to equal the amount of Claims, including fines, resulting from failure of the Contractor and/or privities or agents of the Contractor to comply with the requirements of the General Permit, or to implement the SWPPP in accordance with the Technical Specifications, g. In accordance with California Civil Code Section 2782(a), nothing in the Contract will be construed to indemnify the City for its sole negligence, willful misconduct, or for defects in design furnished by City. In accordance with California Civil Code Section 2782(b), nothing in the Contract will be construed to impose on the Contractor or to relieve the City from liability for the City's active negligence. By execution of the Contract Documents the Contractor acknowledges and agrees that the Contractor has read and understands the insurance and indemnity requirements of the Contract Documents, which are material elements of consideration. 17. Contractor's Responsibility for Work. Except as provided above, until the formal acceptance of the Work by the City, the Contractor shall have the charge and care thereof and shall bear the risk of injury or damage to any part thereof by the action of the elements or from any other cause, whether arising from the execution or from the non - execution of the Work. The Contractor shall rebuild, repair, restore, and make good all injuries or damages to any portion of the Work occasioned by any of the above caused before its completion and acceptance and shall bear the expense thereof, except for such injuries or damages as are directly and proximately caused by acts of the Federal Government or the public enemy. In case of suspension of work from any cause whatever, the Contractor shall be responsible for the work as above specified and he shall also be responsible for all GP -24 of 47 47 materials delivered to the Work including materials for which he has received partial payment. 18. Portion of the Work, Which May be Placed in Service. If desired by the City of South San Francisco, the Work, as completed, may be placed in service. The Contractor shall give proper access to the Work for this purpose but such use and operations shall not constitute an acceptance of the Work, and the Contractor shall remain liable for defects due to faulty construction, material and/or workmanship. 19. No Personal Liability. Neither the Engineer nor the City Council, nor any other officer or authorized assistant or agent shall be personally responsible for any liability arising under the contract. 20. No Abrogation of Codes Standards Laws and Ordinances. The Contractor and all subcontractors engaged in the performance of the Work must conform to the following specific rules and regulations as well as all other laws, ordinances, Mules and regulations that apply to the Work. Nothing in the General Provisions or plans is to be construed to permit Work not conforming to these codes: • National Electrical Safety Code, U. S. Department of Commerce • National Board of Fire Underwriter' Regulations • California Building Standards Cede a :adgpjed by,-the City 40 `f • Manual of Accident Preyention in tion, latest edition, published by A.G.C. of America • Industrial Accident Commission's Safety Orders, State of California • Regulations of the State Fire Marshall (Title 19, California Code of Regulations) and Applicable Local Fire Safety Codes • Labor Code of the State of California - Division 2, Part 7, Public Works and Public Agencies. 21. Quaranly. Unless specified otherwise, the Contractor guarantees all of the Work for one year from the date the City accepts the Work. Upon receiving written notice of a need for repairs which are directly attributable to defective materials or workmanship the Contractor must make good any defects arising or discovered in any part of the Work by diligently commencing the necessary repairs within seven (7) days from the date of notice from the City. If the Contractor fails to make good any defects in the Work in accordance with this provision, in addition to any other available remedy under the Contract or at law or equity, the City may make good or have made good such defects in the Work and deduct the cost from amounts that may be due or become due the Contractor, and/or call on the Contractor's maintenance bond for the cost of making good such defects and for the City's reasonable legal costs, if any, of recovering against the bond. The Contractor will remain responsible for repairing any Work found to be defective regardless of when such defect is discovered by the City. GP -25 of 47 48 Contractor shall file with City a corporate surety bond in the sum of ten percent (10 %) of the final contract price (including all change orders for extra work securing this guaranty to City, and said bond shall be filed at the time final acceptance of this Work is requested. Should Contractor not file said bond as required herein, City may retain the remaining ten percent (10 %) of the contract price as a cash bond for said one (1) year period. Should Contractor within a reasonable time after demand made fail to make any and all such repairs or replacements, City may undertake said repairs and replacements with its own forces or through contract, and Contractor shall reimburse City for any and all costs of said repairs or replacements, even if said cost exceed the principal sum of the corporate surety bond which is security for the performance of this guaranty. Contractor and the Contractor's surety may provide the aforegoing guaranty in the original performance bond. 22. General Safety Requirements. a. In accordance with generally accepted construction practices and applicable law, the Contractor will be solely and completely responsible for conditions of the work site, including safety of all persons and property during performance of the Work. This requirement will apply continuously and not be limited to normal working hours. For purposes of California Labor Code Section 6400 and related provisions of law, the Contractor and the Contractor's privities and'any other entities engaged in the performance of the Work will be "employers" responsible for furnishing employment and a place of employment that is safe and healthful for the employees, it any, of such entities engaged in the performance of the Work. Neither the City nor its officials, officers, employees, agents, volunteers or consultants will be "employers" pursuant to California Labor Code Section 6400 and related provisions of law with respect to the Contractor, the Contractor's privities or other entities engaged in the performance of the Work. The Contractor agrees that neither the City, the Architect, nor the Engineer will be responsible for having hazards corrected and /or removed at the work site. The Contractor agrees that the City will not he responsible for taking steps to protect the Contractor's employees from such hazards, or for instructing the Contractor's employees to recognize such hazards or to avoid the associated dangers. The Contractor agrees with respect to the Work and the Work site, the Contractor will be responsible for not creating hazards and for having hazards corrected and /or removed, for taking appropriate, feasible steps to protect the Contractor's employees from such hazards and that the Contractor has instructed and/or will instruct its employees to recognize such hazards and how to avoid the associated dangers. b. Review and inspection by the City, the Engineer, the Architect or Engineer, and /or other representatives of the City of the Contractor's performance of the Work will not constitute review of the adequacy of the Contractor's safety measures in, on, or near the Work site. Such reviews and inspections do not relieve the Contractor of any of the Contractor's obligations under the Contract Documents and applicable law to ensure that the work site is maintained and the Work is performed in a safe manner. C. The Contractor will be solely responsible for the implementation and maintenance of safety programs to ensure that the work site is maintained and the Work is performed in a safe manner in accordance with the Contract Documents and applicable law. GP -26 of 47 49 d. The Contractor must furnish and place proper guards and systems for the prevention of accidents, including, but not limited to, those systems required pursuant to Title 8, Section 1674 and following of the California Code of Regulations concerning safety belts and nets. The Contractor must provide and maintain any other necessary systems or devices required to secure safety of life or property at the work site in accordance with accepted standards of the industry and applicable law. The Contractor must maintain during all night hours sufficient lights to prevent accident or damage to life or property. 23. Fair Employment Provision. The Contractor will not willfully discriminate against any employee or applicant for employment because of race, color, religion, ancestry or national origin. The Contractor will take affirmative action to insure that applicants are employed, and that employees are treated during employment, without regard to their race, color, religion, ancestry or national origin. Such action shall include, but not be limited to, the following: employment, upgrading, demotion or transfer, recruitment or recruitment advertising; layoff or termination: rates of pay or other forms of compensation; and selection for training, including apprenticeship. The Contractor: agrees to post in conspicuous places, available to employees and applicants for employment, notices to be provided by the awarding authority setting forth the provisions of this fair employment practices section. 24. Employment of Apprentices. Attention is directed to the provisions in Sections 1777.5 (Chapter 1411, Statutes of 1968) and 1777.8 of the Labor Code concerning the employment of apprentices by the Contractor or any subcontractor under the Contractor. Section 1777.5, as amended, required the Contractor or subcontractor employing tradesmen in any apprenticcable occupation to apply to the joint apprenticeship committee nearest the site of the public Works project and which administers the apprenticeship program in that trade for a certificate of approval, The certificate will also fix the ratio of apprentices to journeymen that will be used in the performance of the contract. The ratio of apprentices to journeymen in such cases shall not be less than one to five (1:5) except; a. When unemployment in the area of coverage by the joint apprenticeship committee has exceeded an average of fifteen percent (15 %) in the ninety (90) days prior to the request for certificate, or b. When the number of apprentices in training in the area exceeds a ratio of one to five (1:5), or C. When the trade can show that it is replacing at least 1130 of its membership through apprenticeship training on an annual basis statewide or locally, or d. When the Contractor provided evidence that he employs registered apprentices on all of the Contractor's contracts on an annual average of not less than one apprentice to eight journeymen. The Contractor is required to make contributions to funds established for the administration of apprenticeship programs if he employs registered apprentices or GP -27 of 47 50 journeymen in any apprenticeable trade on such contracts and if other Contractors on the public works site are making such contributions. The Contractor and any subcontractor under the Contractor shall comply with the requirements of Sections 1777.5 and 1777.6 in the employment of apprentices. Information relative to apprenticeship standards, wage schedules, and other requirements may be obtained from the Director of Industrial Relations, ex- officio the Administrator of Apprenticeship, San Francisco, California, or from the Division of Apprenticeship Standards and its branch offices. GP -28 of 47 51 `J SEC'T'ION VIII PROSECUTION AND PROGRESS 1. Subcontractin . No subcontractor will be recognized as such, and all persons engaged in the Work or construction will be considered as employees of the Contractor and he will be held responsible for their work, which shall be subject to the provisions of the contract and specifications. The Contractor shall give the Contractor's personal attention to the fulfillment of the contract and shall keep the Work under the Contractor's control. The Contractor shall be responsible for the Contractor's own and subcontractors' compliance with Section 1777.5 of the Labor Code regarding apprenticeable occupations as in said section provided. Any Contractor willfully failing to comply with this section shall be denied the right to bid on a public works contract for a period of six (6) months from the date the determination is made, Where a portion of the Work, which has bee subcoh acted by the Contractor, has not been prosecuted in a manner satisfactory to the Engineer, the subcontractor shall be removed immediately on the requisition of the Engineer and shall not again be employed on the Work. 2. Assignment. The performance of the contract may not be assigned except upon the written consent of the City. Consent will not be given to any proposed assignment, which would relieve the original, Contractor or the Contractor's surety of their responsibilities under the contract nor will the City consent to any assignment of a part of the Work under the contract. 3, Time of Completion'and Statement of Working Days. The Contractor shall complete all or any designated portion of the work called for under the contract in all parts and requirements within the time set forth in the Special Provisions. Determination that a day is .a non - working day by reason of inclement weather or conditions resulting immediately therefrom, shall be made by the Engineer. The Engineer will furnish the Contractor a monthly statement showing the number of working days charged to the contract for the preceding month, the number of working days of time extensions being considered or approved, the number of working days originally specified for the completion of the contract and the number of working days remaining to complete the contract and the extended date for completion thereof, except when working days are not being charged in conformance with the provisions in Section VIII -6, "Temporary Suspension of Work" of these General Provisions. The Contractor will be allowed 15 days from the issuance of the monthly statement of working days in which to file a written protest setting forth in what respects the Contractor differs from the Engineer; otherwise, the decision of the Engineer shall be deemed to have been accepted by the Contractor as correct. GP -29 of 47 52 4. Pro ess of the Work and Time of Completion. The Contractor shall begin work upon receipt of the Notice to Proceed. However, the Contractor shall begin work no earlier than the twenty -first (21 st) day after the commencement of the advertisement of the call for bids. 5. Character of Workers. If any subcontractor or person employed by the Contractor shall fail or refuse to carry out the direction of the Engineer or shall appear to the Engineer to be incompetent or to act in a disorderly or improper manner, he shall be discharged immediately on the requisition of the Engineer, and such person shall not again be employed on the Work. 6. Temporary Suspension of Work. The Engineer shall have the authority to suspend the Work wholly or in part, for such period as he may seem necessary, due to unsuitable weather, or to such other conditions as are considered unfavorable prosecution of the Work, or for such time as he may seem necessary due to the failure on the part of the Contractor to carry out orders given, or to perform any provision of the contract. The Contractor shall immediately comply with the written order of the Engineer to suspend work wholly or in part. The Work shall be resumed when conditions are favorable and methods are corrected, as ordered or approved in writing by the Engineer. 7. No Contractor Damages for Avoidable Delays. All delays in the Work that might have been avoided by the exercise of care, prudence, foresight and diligence of the Contractor or any privities of the Contractor will be deemed avoidable delays. Delays in the Work that may be unavoidable but that do not necessarily affect other portions of the Work or prevent completion of all work witliih the Time for Completion, including, but not limited to, reasonable delays in Engineer approval of shop drawings, placement of construction survey stakes, measurements and inspection, and such interruption as may occur in prosecution of the Work due to reasonable interference of other contractors of the City, will be deemed avoidable delays The Contractor will not be awarded a change in the Project schedule, the Time for Completion, and/or additional compensation in excess of the contract price for avoidable delays. 8. Impact of Unavoidable Delays. All delays in the Work that result from causes beyond the control of the Contractor and that the Contractor could not have avoided through exercise of care, prudence, foresight, and diligence will be deemed unavoidable delays. Orders issued by the City changing the amount of Work to be done, the quantity of materials to be furnished, or the manner in which the Work is to be prosecuted, and unforeseen delays in the prosecution of the Work due to causes beyond the Contractor's control, such as strikes, lockouts, labor disturbances, fires, epidemics, earthquakes, acts of God, neglect by utility owners or other contractors that are not privities of the Contractor will be deemed unavoidable delays to the extent they actually delay the Contractor's completion of the Work. The Contractor will be awarded a change in the Project schedule, the Time for Completion, and/or additional compensation in excess of the contract price for unavoidable delays to the extent such delays actually delay the Contractor's completion of the Work and /or result in the Contractor incurring additional costs in excess of the Contract Price. Delay due to normal, adverse weather conditions will not be deemed unavoidable. The Contractor should understand that normal adverse weather conditions are to be GP -30 of 47 53 expected and plan the Work accordingly, such as by incorporating into the Project Schedule normal, adverse weather delays as reflected in historical data of the National Oceanic and Atmospheric Administration of the U.S. Department of Commerce for the weather station most applicable to the Work site. 9. No Contractor Damages for Contractor Caused Delay. Contractor will not be entitled to additional compensation for extended field or home office overhead, field supervision, costs of capital, interest, escalation charges, acceleration costs or other impacts for any delays to the extent such delays are caused by the failure of the Contractor or any subcontractor or other entity engaged in performance of the Work to perform the Work in accordance with the Contract Documents. 10. No Contractor Damages for Delay Not Caused By the City, Delay Contemplated by the Parties or other Reasonable Delay. Contractor will not be entitled to damages for delay to the Work caused by the following, which the City and Contractor agree will be deemed for purposes of California Public Contract Code Section 7142 either not caused by the City, and/or within the contemplation of the City and the Contractor, and /or reasonable under the circumstances: Exercise of the City's right to sequence the Work in a manner that would avoid disruption to the City and other contractors based on: the failure of the Contractor or any subcontractor or other entity engaged in the performance of the Work to perform the Work in accordance with the Contract Documents, enforcement by the City or any other governmental agency of competent jurisdiction of;any government act or regulation, or enforcement by the City of any provisions of the Contract. Requests for clarification or information concerning the Contract Documents or proposed change orders or modifications to the Contract Documents, including extensive and /or numerous such requests for clarification or information or proposed change orders or modifications,, provided such clarifications or information or proposed change orders or modifications are processed by the City or its representatives in a reasonable time in accordance with the Contract Documents. Pert, 11. Delays Caused by the City and/or Its Privities. Delay caused by the City and/or other contractors of the-;City will be deemed unavoidable delays. Either the City or the Contractor may propose a change in the Time for Completion and/or the Project Schedule for delays that are purported to be caused by the City and/or its privities and that are not reasonable under the circumstances involved and/or that are not within the contemplation of the City and the Contractor. Such proposed changes in the Time for Completion will constitute a change order proposal. The City and the Contractor may agree upon pricing for the cost impacts, if any, resulting from such delays. If such pricing and /or changes in the Time for Completion and/or the Project Schedule are in anticipation of impacts that may, but have not yet occurred, the City will be obligated to pay the Contractor for such anticipated impacts or to award a change in the Time for Completion and/or the Project Schedule in accordance with the Contract and any applicable, approved change orders only to the extent the Contractor actually incurs the anticipated impacts. Notwithstanding anything to the contrary, the City and the Contractor may agree to a daily rate or cap or lump sum that will apply to the cost impacts, if any, resulting from delay purportedly caused by the City and/or its privities GP -31 of 47 54 subject to this provision. However, if such daily rate or cap or lump sum is in anticipation of cost impacts that have not yet occurred, the City will be obligated to pay such daily rate or cap or lump sum only to the extent the Contractor actually incurs such cost impacts. 12. Delay Claims. Whenever the Contractor claims a delay for which the Time for Completion may be extended, the Contractor must request an extension of time within five (S) days of the start of the delay. The request must be in writing and describe in detail the cause for the delay, and, if possible, the foreseeable extent of the delay. 13. Contractor Coordination of the Work. The City reserves the right to do other work in connection with or in the vicinity of the Project by contract or otherwise, and Contractor must at all times conduct the Work so as to impose no hardship on the City, others engaged in the Work or other contractors working at the work site. The Contractor will adjust, correct and coordinate the Work with the work of others so that no delays result in the Work or other work at or near the work site. If any part of the Work depends on proper execution or results upon the Work of the City or any other contractor, the Contractor will, before proceeding with such Work, promptly report to the City any apparent discrepancies or defects in such other work. Failure of the Contractor to promptly report any apparent discrepancy or defect will be deemed an acceptance of the City's or other contractor's work as ft and proper. The Contractor will anticipate the relations of the various trades to the progress of the Work and will ensure that required anchorage or blocking is furnished and set at proper times. Anchorage and blocking necessary for each trade will be part of the Work except where stated otherwise. 4, The Contractor will provide proper facilities at all times for access of the City, the Engineer, Architect, and other authorized City representatives to conveniently examine and inspect the Work. 14. Liquidated Damages.`.. he Contractor shall complete the work called for under the contract in all parts and requirements within the number of working days specified. It is agreed by the parties of the contract that in case all the work called for under the contract is not completed before or upon the expiration of the time limit as set forth in the Agreement for Public Improvements, damage will be sustained by the City, and that it is and will be impracticable to determine the actual damage which the City will sustain in the event of and by reason of such delay; and it is therefore agreed that the Contractor will pay to the City the sum prescribed in the Special Provisions per working day for each and every working day's delay beyond the time prescribed to complete the Work; and the Contractor agrees to pay such liquidated damages as herein provided, and in case the same are not paid, agrees that the City may deduct the amount thereof from any money due or that may become due the Contractor under the contract. It is further agreed that in case the work called for under the contract is not finished and completed in all parts and requirements within the time specified, the City GP -32 of 47 55 shall have the right to extend the time for completion or not, as may seem best to serve the interest of the City; and if the City decided to extend the time for completion of the contract, it shall further have the right to charge to the Contractor, the Contractor's heirs, assigns, or sureties, and to deduct from the final payment for the Work, all or any part as it may seem proper, of the actual cost of engineering, inspection, superintendence and other overhead expenses which are directly chargeable to the contract and which accrue during the period of such extension, except that the cost of final surveys and preparation of final estimate shall not be included in such charges. The Contractor shall not be assessed with liquidated damages nor the cost of Engineering and inspection during any delay in the completion of the Work caused by acts of God or of the public enemy, acts of the City, fire, floods, epidemics, quarantine restrictions, strikes, freight embargoes, and unusually severe weather or delays of subcontractors due to such causes; provided, that the Contractor shall within ten (10) days from the beginning of any such delay notify the Engineer in writing of the causes of delay, who shall ascertain the facts and the extent ofd a , and the Engineer's finding of ,t facts thereon shall be final and conclusive. If the Contractor is delayed by any act of the Engine Qr of the City, not contemplated by the contract, the time of completion -shall be extended Proportionately and the Contractor shall be relieved during the period of such extension of any claim for liquidated damages, engineering or inspection charges or other penalties, The Contractor shall have no claim for any other compensation for any such delay. 15. Suspension of Contract. If at any time in.the opinion of the Engineer, the Contractor has failed to supply an adequate working force, or material of proper quality, or has failed in any other respect to prosecute the Work with the diligence and force specified and intended in and by the terms of the contract, notice thereof in writing will be served upon the Contractor, and should he neglect or refuse to provide means for a satisfactory compliance with the contract, as directed by the Engineer, within the time specified in such notice, the City in any such case shall have the power to suspend the operation of the contract. Upon receiving notice of such suspension, the Contractor shall discontinue said work, or such parts of it as the Engineer may designate. Upon such suspension, the Contractor's control shall terminate and thereupon the City or its duly authorized representative may take possession of all or any part of the Contractor's materials, tools, equipment, and appliances upon the premises, and use the same for the purpose of completing said contract, and hire such force and buy or rent such additional machinery, tools, appliances, and equipment, and buy such additional materials and supplies at the Contractor's expense as may be necessary for the proper conduct of the Work and for the completion thereof, or may employ other parties to carry the contract to completion, employ the necessary workmen, substitute other machinery or materials, and purchase the materials contracted for, in such manner as the Engineer may seem proper; or the City may annul and cancel the contract and re -let the Work or any part thereof. Any excess of cost arising therefrom over and above the contract price will be charged against the Contractor and the Contractor's sureties who will be liable therefore. In the event of such suspension, all money due the Contractor or retained under the terms of this contract shall be forfeited to the City; but such forfeiture will not release the Contractor or the Contractor's sureties from liability or failure to fulfill the contract. The GP -33 of 47 56 Contractor and the Contractor's sureties will be credited with the amount of money so forfeited toward any excess of cost over and above the contract price, arising from the suspension of the operations of the contract and the completion of the Work by the City as above provided, and the Contractor will be so credited with any surplus remaining after all just claims for such completion have been paid. In the determination of the question whether there has been any such noncompliance with the contract as to warrant the suspension or annulment thereof, the decision of the Engineer shall be binding on all parties to the contract. 16. Communications. a. All notices, demands, requests, instructions, approvals, proposals, and claims must be in writing. b. Any notice to or demand upon the Contractor shall be sufficiently given if delivered at the office of the Contractor stated on the signature page of the Proposal (or at such other office as the Contractor may from time to time designate in writing to the City), or if deposited in the United States mall in a sealed envelope, or delivered with charges prepaid to any telegraph company for transmission, in each case addressed to such office. C. All correspondence to the City, related to this contract, including request for payment, shall be addressed to the Engineer, City of South- San Francisco, P.Q. Box 711,6. South San Francisco, California 94083, and any notice to or demand upon the City shall be sufficiently given if so delivered or if deposited in the United States mail in a sealed envelope, or to other such representatives of the City to such other address as the Agency may subsequently specify in writing to the Contractor for such purpose. Any such notice shall be deemed to have been given as of the time of actual delivery of (in the case of mailing) when the same should have been received per receipt, or in the case of telegrams, at the time of actual, receipt, as the case may be. 17. Audit and Examination of Records. The City may examine and audit at no additional cost to the City all books, estimates, records, contracts, documents, bid documents, bid cost data, subcontract jab cost reports and other Project related data of the Contractor, subcontractors engaged in performance of the Work, and suppliers providing supplies, equipment and other materials required for the Work, including computations and projections related to bidding, negotiating, pricing or performing the Work or Contract modifications and other materials concerning the Work, including, but not limited to, Contractor daily logs, in order to evaluate the accuracy, completeness, and currency of cost, pricing, scheduling and any other project related data. The Contractor will make available all such Project related data at all reasonable times for examination, audit, or reproduction at the Contractor's business office at or near the work site, and at any other location where such Project related data may be kept until three years after final payment under the Contract. Pursuant to California Government Code Section 8546.7, if the amount of public funds to be expended is in excess of $10,000, this Contract will be subject to the examination and audit of the State Auditor, at the request of the City, or as GP -34 of 47 57 part of any audit of the City, for a period of three (3) years after final payment under the Contract. 18. Project Schedule. Within ten (10) working days after the Notice of Award, the Contractor must deliver to the Engineer a bar chart and critical path method (CPM) schedule detailing the Contractor's intended schedule of work for the entire Project. The schedules must be detailed to clearly show the relative sequence of the items of work, their inter - relationships, start and completion dates, float, the critical path, and any other item deemed necessary by the Engineer. The schedule must allow for the completion of the entire Work within the time for completion and also conform to the City's milestone deadlines. a. City Review of Schedule. The City may review the Contractor's submitted schedule and may note any exceptions. The Contractor must correct any exceptions noted by the City within five (5) working days of being notified of the exceptions. b. Update of Schedule. After submission of a schedule to which the City has taken no exceptions, the Contractor must submit an updated schedule on a monthly basis or as otherwise specified by the City until completion of the Work. The updated schedule must show the progress of work as of the date specified in the updated schedule and its relation to milestone dates. C. Float. The schedule must show early and late completion dates for each task. The number of days between these dates will be designated as "Float ". The Float will be designated to the Project and will be available to both the City and the Contractor as needed to complete the Work in accordance with the Contract. d. Failure to Submit Schedule. If the Contractor fails to submit schedules within the time periods specified in this section, or submits a schedule to which the City has taken uncorrected exceptions, the City may withhold payments to the Contractor until such schedules are submitted and/or corrected in accordance with the Contract Documents. C. Responsibility for Schedule. The Contractor will be solely and exclusively responsible for creating the schedule and properly updating it. The City may note exceptions to any schedule submitted by the Contractor. However, the Contractor will be solely responsible for determining the proper method for addressing such exceptions and the City's review of the schedule will not create scheduling obligations of the City. GP -35 of 47 58 SECTION IX MEASUREMENT AND PAYMENT 1. _Measurement of Quantities. All work to be paid for at a contract price per unit of measurement will be measured by the Engineer in accordance with Section 9- 1.01, "Measurement of Quantities" of the Standard Specifications. When required by the Engineer, the operator of each vehicle weighed shall obtain a weight or load slip from the weigher and deliver said slip to the Engineer at the point of delivery of the material. All loads in vehicles hauled over streets and highways shall be legal loads and no payment will be made for the loads in excess of the legal load limits. Quantities of material wasted or disposed of in a manner not called for under the contract, or rejected loads of material, including material rejected after it has been placed by reason of the failure of the Contractor to conform to the provisions of the contract, or material not unloaded from the transporting vehicle, or material placed outside of the lines indicated on the plans or established by the Engineer, or material remaining on hand after completion of the work; will not be paid for and such quantities will be deducted from the final total quantities. No compensation will be allowed for hauling and disposing of rejected material. 2. Progress Payments. The City once in each month shall cause an estimate in writing to be made by the Engineer of the total amount of work done and the acceptable materials furnished and delivered by the Contractor on the ground and not used, to the time of such estimate, and the value thereof. The City shall retain five percent (5 %) of such estimated value of the work done and fifty percent (50 %) of the value of the materials so estimated to have been furnished and delivered and unused as aforesaid as part security for the fulfillment of the contract by the Contractor and shall pay monthly to the Contractor, while carrying on the Work, the balance not retained, as aforesaid, after deducting therefrom all previous payments and all sums to be kept or retained under the provisions of the contract. No such estimate or payment shall be required to be made when, in the judgment of the Engineer, the work is not processing in accordance with the provisions of the contract, or when in the Engineer's judgment the total value of the work done since the last estimate amounts to less than three hundred dollars ($300). No such estimate or payment shall be construed to be an acceptance of any defective work or improper materials. For any monies earned by the Contractor and withheld by the City to ensure the performance of the contract, the Contractor may, at Contractor's request and expense, substitute securities equivalent to the amount withheld in the form and manner and subject to the conditions provided in Chapter 13 (commencing with Section 4590), Division 5, Title 1 of the Government Code of the State of California. 3. Scope of Payment, The Contractor shall accept the compensation, as herein provided, in full payment for furnishing all materials, labor, tools, and equipment necessary for the completion of the contract, also for loss or damage arising from the nature of the Work, or from the action of the elements, except as hereinbefore provided, or from any unforeseen difficulties which may be encountered during the prosecution of GP -36 of 47 M the Work until the final acceptance by the City and for all risks of every description connected with the prosecution of the Work, also for all expenses incurred in the consequence of the suspension or discontinuance of the Work as herein specified; and for completing the work according to the plans and specifications. Neither the payment of any estimate nor of any retained percentage shall relieve the Contractor of any obligation to make good any defective work or material. 4. Stop Notice Retention. The City may at its option and at any time retain out of any amounts due the Contractor, sums sufficient to cover claims filed pursuant to Section 3179 et seq. of the Civil Code. 5. Progress Payment Deductions. The Contractor hereby agrees and acknowledges that progress payments are subject to deduction for failure to comply with certain Contract requirements which include but are not limited to traffic control, cleanliness /daily clean -up, "buttoning -up," open trenches, environmental compliance, maintaining services, etc. In the event such non - compliance occurs, the City may cure these deficiencies with its own crews or with other contractors /vendors. The full cost the City incurs to cure these deficiencies will be deducted from the next progress payment. "Full costs" include all labor, materials, and equipment plus applicable "mark- ups," including overhead, should the City perform the work with its own .forces. Should the City elect to have the work performed by a contractor /vendor, the "full cost" will include the invoiced amount plus a 20 % mark -up to cover handling expensed for the City. 6. Acceptance of the Work. When the final inspection is completed and it has been determined that the Work is done in accordance with the plans and specifications, the Engineer will accept the Work and 95% of the payment based on the final quantities will be paid to the contractor, the balance will be-paid 30 days after the Notice of Completion has been filed with the County and upon. f u- nishing of the specified guaranty bond to the City. 7. Final Payment. Within thirty (30) days after the completion of the Work and its acceptance by the City, the Engineer will make a proposed final estimate in writing of the quantities of work done under the contract and the value of such work and will submit such estimate to the -Contractor. Within thirty (30) days thereafter the Contractor shall submit to the Engineer the Contractor's written approval of said proposed final quantities or a written statement of all claims, which he has for additional compensation claimed to be due under the contract. On the Contractor's approval or if he files no claims within said period of thirty (30) days, the Engineer will issue a final written estimate as submitted to the Contractor and the City shall pay the entire sum so found to be due after deducting therefrom all previous payments and all amounts to be kept and all amounts to be due after deducting therefrom all previous payments and all amounts to be kept and all amounts to be retained under the provisions of the contract. If the Contractor within said period of thirty (30) days files claims, the Engineer will issue as a semi -final estimate the proposed estimate submitted to the Contractor and the City will within thirty (30) days pay the sum found due thereon after deducting all prior payments and all amounts to be kept and retained under the provisions of the contract. GP -37 of 47 60 The Engineer shall then consider and investigate the Contractor's claims and shall make such revision in the said estimate as he may End to be due, and shall then make and issue the Engineer's final written estimate. The City will pay the amount so found due, after deducting all previous payments and amounts to be retained under the contract. All prior partial estimate and payments shall be subject to correction in the final estimate and payment. The final estimate shall be conclusive and binding against both parties to the contract on all questions relating to the performance of the contract and the amount of work done thereunder and compensation therefore, except in the case of gross error. Payment on the semi -final estimate will be due within thirty (30) days from the date the same is issued by the Engineer. Payment on the final estimate is due within thirty (30) days from the date the same is issued. 8. Travel and Subsistence Payment. Travel and subsistence payments shall be made to each worker needed to execute the Work, as such travel and subsistence payments are defined in the applicable collective bargaining agreement filed in accordance with Section 1773.8.. 9. Notice of Potential Claim. The Contractor, shall not be entitled to the payment of any additional compensation for any, act, or failure to act, by the Engineer, including failure or refusal to issue a change order, or for the happening of any event, thing, occurrence, or other cause, unless the Contractor shall have given the Engineer due written notice of potential claim as hereinafter specified. The written notice of potential claim shall set forth the reasons for which the Contractor believes additional compensation will or may be due, the nature of the costs involved, and, insofar as possible, the amount of the potential claim. The notice as above required must have been given to the Engineer prior to the time that the Contractor shall have performed the Work giving rise to the potential claim for additional compensation, if based on an act or failure to act by the Engineer, or in all other cases within 15 days after the happening of the event, thing, occurrence, or other cause, giving rise to the potential claim. City may request additional information from Contractor regarding the Contractor's claim, which shall. be provided, to City within 10 days of the request. It is the intention of this section that differences between the pas=ties arising under and by virtue of the contract are brought to the attention of the Engineer at the earliest possible time in order that such matters may be settled, if possible, or other appropriate action promptly taken. The Contractor hereby agrees that they shall have no right to additional compensation for any claim that may be based on any such act, failure to act, event, thing or occurrence for which no written notice of potential claim as herein required was filed. 10. Claims. a. General. A "Claim" means a written demand or written assertion by Contractor to adjust, alter, modify, or otherwise change the Contract price or the Contract time, or both. GP -38 of 47 M ii All claims filed hereunder shall strictly comply with all requirements of the Contract Documents. In order to qualify as a Claim, the written demand must state that it is a claim submitted according to the terms of the Contract Documents. A letter, voucher, invoice, payment application, or other routine or authorized form of request for payment is not a Claim under the Contract Documents. If such a request is disputed as to liability or amount, then the disputed portion of the submission may be converted to a Claim under the Contract Documents by submitting a separate claim in compliance with claim submission requirements. A Claim must be stated with specificity, including identification of the event or occurrence giving rise to the Claim, the date of the event, and the asserted affect on the Contract price and the Contract time, if any. The Claim shall include adequate supporting data. Adequate supporting data for a Claim for an adjustment of the Contract time shall include scheduling data demonstrating the impact of the event on the controlling operation and completion of the Project' Adequate supporting data for a Claim for an adjustment in the Contract price shall include a detailed cost breakdown of items included within the Claim and documentation supporting each item of cost. Notwithstanding and pending the resolution of any Claim, the Contractor shall diligently prosecute the disputed work to final completion of the Work. Contractor shall impose the Claim notice and documentation requirement1s in this Contract on Contractor's subcontractors of all tiers, and require "tliem to'submit to the Contractor all Claims against Contractor and /or the City within the times and containing the J. documentation required by these provisions. The Claim notice and documentation procedures described in these provisions applies to all claims and disputes arising under the Contract Documents, whether or not specifically referred to in any specific portion of the Contract. If additional information or details are required by the Engineer to determine the basis and amount of any Claims, the Contractor shall furnish additional information or details so that the additional information or details are received by the Engineer no later than the fifteenth calendar day after receipt of the written request form the Engineer. If the fifteenth day falls on a Saturday, Sunday, or legal holiday, then receipt of the information or details by the Engineer shall not be later than close of business of the next business day. Contractor understands and agrees that failure to submit the information and details to the Engineer within the time specified shall result in Contractor waiving that Claim. The Contractor and all subcontractors shall keep full and complete records of the costs and additional time incurred for any work for which a Claim for additional compensation is made. The Engineer or any designated claim investigator or auditor shall have access to those records and any other records as may be required b the Engineer or designated claim investigator to determine the facts or contentions involved in the claim(s). Contractor agrees that failure to permit access to those records waives Contractor's Claims. GP -39 of 47 62 The City of South San Francisco, or its authorized representatives, shall have access, upon reasonable notice, during normal business hours, to Contractor's and subcontractors' books, documents and accounting records, including, but not limited to, bid worksheets, bids, subcontractor bids and proposals, estimates, cost accounting data, accounting records, payroll records, time sheets, canceled checks, profit and loss statements, balance sheets, project correspondence including but not limited to all correspondence between Contractor and its sureties and subcontractors /vendors, project files, scheduling information, and other records of the Contractor and all subcontractors directly or indirectly pertinent to the work, original as well as change and claimed extra work, to verify and evaluate the accuracy of cost and pricing data submitted with any change order, prospective or completed, or any claim for which additional compensation has been requested or claim has been tendered. Such access shall include the right to examine and audit such records, and make excerpts, transcriptions and photocopies of the City's cost. The parties agree that in the event Contractor or any subcontractor fails to comply with this section, it would be difficult for the City to determine its actual damages; therefore, Contractor agrees to pay the City, as liquidated damages, the sum of One Thousand Dollars ($1000.00), which Contractor agrees is reasonable under the circumstances, for each and every working day which. Contractor or subcontractor fails or refuses to provide the City access to the materials specified in this section. b. Disputes. ty (1) Contract Interpretation Disputes. Should it appear to the Contractor that the work to be performed or any of the matters relative to the Contract Documents are not satisfactorily detailed or explained therein, or should any questions arise as to the meaning or intent of the Contract Documents, the Contractor shall give written notice to the City. The Contractor shall bear all costs incurred in giving such notice. All issues regarding the interpretation of the plans or specifications shall be referred to the City for interpretation- The City shall have the right but not the obligation to affirm or disaffift ;any interpretation of the plans or specifications, which affirmance or disaffirmance shall be final. If the Contractor should disagree with the City's decision, the Contractor's sole and exclusive remedy is to file a Claim in accordance with these provisions. (2) Work Disputes. Should any disputes arise under the Contract Documents respecting the true value of any work performed, the implementation of the Work required by the Contract Documents, any Work omitted, any extra work which the Contractor may be required to perform or time extensions, respecting the size of any payment to the Contractor during the performance of the Contract Documents, or of compliance with Contract Document procedures, the dispute shall be decided by the City and its decisions shall be final and conclusive. If the Contractor disagrees with the City's decision, the Contractor's sole and exclusive remedy is to file a claim in accordance with these provisions. GP -40 of 47 63 (3) Delays. As used herein, the following terms shall have the following meanings: "Excusable Delay" means any delay of the completion of the Project beyond the expiration of the Contract time caused by conditions beyond the control and without the fault or negligence of the Contractor such as strikes, embargoes, fire, unavoidable casualties, unusual delays in transportation, national emergency, and stormy and inclement weather conditions in which the Work cannot continue. The financial inability of the Contractor or any subcontractor and default of any subcontractor, without limitation, shall not be deemed conditions beyond the Contractor's control. An Excusable Delay may entitle the Contractor to an adjustment in the Contract time. "Compensable Delay" means any delay of the completion of the Work beyond the expiration date of the Contract time caused by the gross negligence or willful acts of the City, and which delay is unreasonable under the circumstances involved, and not within the contemplation of the parties. A Compensable. Delay may entitle the Contractor to an extension of the Contract time and/or Contract price. Except as provided herein, the Contractor shall have no claim for damage or compensation for any delay, interruption, hindrance, or disruption. "Unexcusable Delay" means any delay of the completion of the Project beyond the expiration of the Contract time resulting from causes other than those listed above. An Unexcusable Delay shall not entitle the Contractor to an extension of the Contract time or an adjustment of the Contract price. The Contractor may make a claim for an extension of the Contract time, for an Excusable Delay or a Compensable Delay,, subject to the following: (i) If an Excusable Delay and a Compensable Delay occur concurrently, the maximum extension of the Contract time shall be the number of days from the commencement of the first delay to the cessation of the delay which ends last. (ii) If an Unexcusable Delay occurs concurrently with either an Excusable Delay or a Compensable Delay, the maximum extension of the Contract tune shall be the number of days, if any, by which the Excusable Delay or the COompensable Delay exceeds the Unexcusable Delay. (iii) If an Unexcusable Delay occurs concurrently with both an Excusable Delay and a Compensable Delay, the maximum extension in the Contract time shall be the number of days, if any, by which the number of days determined pursuant to Subparagraph (ii) exceeds the number of days of the Unexcusable delay. (iv) For a Compensable Delay, the Contractor shall only be entitled to an adjustment in the Contract price in an amount equal to the actual additional labor costs, material costs, and unavoidable equipment costs incurred by the Contractor as a result of the Compensable Delay, plus the actual additional wages or salaries and fringe benefits and payroll taxes of supervisory and administrative GP -41 of 47 64 personnel necessary and directly employed at the Project site for the supervision of the Work during the period of Compensable Delay. Except as provided herein, the Contractor shall have no claim for damage or compensation for any delay, interruption, hindrance, or disruption. There shall be no Compensable Delay unless the event or occurrence giving rise to the Compensable Delay extends the actual completion of the Project past the Contract time, The parties agree that the City's exercise of its right to order changes in the Work, regardless of the extent and number of changes, or to suspend the work, is within the contemplation of the parties and shall not be the basis for any Claim or Compensable Delay. C. Claim Procedures. Should any clarification, determination, action or inaction by the City, or any event, in the opinion of the Contractor, exceed the requirements of or not comply with the Contract Documents, or otherwise result in the Contractor seeking additional compensation in time or money for any reason, (collectively "Disputed Work "), then the Contractor and the City shall make good faith attempts to resolve informally any and all such issues and /or , disputes. The Contractor must file a written Notice of Potential Claim with the City before commencing the Disputed Work, or within seven (7) calendar days after Contractor's first knowledge of the Disputed Work, whichever is earlier, stating clearly and in detail its objection and reasons for contending the Work or interpretation is outside the requirements of the Contract Documents, If a written Notice of Potential Claim is not filed within this period, or if the Contractor proceeds with the Disputed Work without first having filed the notice required by these provisions, the Contractor shall waive any rights to further claim on the specific issue. The City will review the Contractor's timely notice of potential claim and provide a decision. The City may require supplemental information from the Contractor to clarify that contained in the Notice of Potential Claim. If, after receiving the City's decision, the Contractor disagrees with the decision, the Contractor shall so notify the City, in writing, within seven (7) calendar days after receiving the decision, that a formal Claim will be filed. The Contractor shall submit the Claim in the form specified herein and all arguments, justification, costs or estimates, schedule analyses, and detailed documentation supporting the Contractor's position within thirty (30) calendar days after receiving the City's decision on the notice of potential claim. The Contractor's failure to furnish notification within seven (7) calendar days and all justifying documentation within thirty (30) calendar days will result in the Contractor waiving all rights to the subject Claim. If Disputed Work persists longer than thirty (30) calendar days after receiving the City's decision on the Notice of Potential Claim, then the Contractor shall, every thirty (30) calendar days until the Disputed Work ceases, submit to the City a document titled "Claim Update" which shall update and quantify all elements of the Claim as completely as possible. The Contractor's failure to submit a Claim Update or to quantify all costs and impacts every thirty (30) days shall result in a waiver of that portion of the Claim for that thirty (30) calendar day period. Claims or Claim Updates stating that damages will be determined at a later date shall not comply with the requirements of these provisions and shall result in the Contractor waiving such Claim(s) and /or Claim Updates. GP -42 of 47 65 All claims must be submitted to Engineer before the issuance of the final estimate. Contractor hereby expressly waives all Claims not submitted, in complete and proper form, on or before the date of issuance of the final estimate. Upon receipt of the Contractor's formal Claim including all arguments, justification, costs or estimates, schedule analyses, and documentation supporting the Contractor's position as previously stipulated, the City or its designate will review the Claim and render a final determination according to the processing and review procedures listed in Section IX -12, "Claims Processing and Review" of these General Provisions. No costs arising out of or in connection with the performance of Claims of any nature, other than those specifically listed herein may be recovered by the Contractor. Except where provided by law, or elsewhere in these Contract Documents (if applicable), the City shall not be liable for special or consequential damages, and Claims shall not include special or consequential damages. d. Claim Format. The Contractor shall submit the G ire justification in the following format: (1) Cover letter and certification of the accuracy oftbe contents of the Claim; (2) Summary of Claim including underlying facts, entitlement, quantum calculations, and Contract Document provision supporting relief; (3) List of documents relating to the Claim, including plans, specifications, clarifications /requests for information, schedules and others; (4) Chronology of events and correspondence; (5) Aria,lysis of Claim merit; (6) Analyse of Claim costs; (7) Attached supporting documents referenced in item (3) above. e. Exclusive Remedy. The Contractor's performance of its duties and obligations specified in these provisions and submission of a Claim as provided in these provisions is the Contractor's sole and exclusive remedy for the payment of money, extension of time, adjustment or interpretation of Contract Documents' teens, or other contractual or tort relief arising from the Contract Documents. This exclusive remedy and the limitation of liability (expressed herein and elsewhere throughout the Contract Documents) apply notwithstanding the completion, termination, suspension, cancellation, breach or rescission of the Work or the Contract Documents, negligence or strict liability by the City, its representatives, consultants or agents, or the transfer of the Work or the Project to the City for any reason whatsoever. The Contractor waives all claims of waiver, estoppel, release, bar, or any other type of excuse for non - compliance with the Clain submission requirements. Compliance with the notice and Claim submission GP -43 of 47 66 procedures described in these provisions is a condition precedent to the right to commence litigation, file a Government Code Claim, or commence any other legal action. No Claim or issues not raised in a timely protest and timely Claim submitted under these provisions may be asserted in any Government Code Claim, subsequent litigation, or legal action. The City shall not have deemed to waive any provision under this section, if at the City's sole discretion, a Claim is accepted in a manner not in accord with this section.. t: Mediation, All Claims not subject to the Claim resolution procedures set forth in these provisions shall, as a condition precedent to litigation thereon, first be mediated. Mediation shall be non - binding and utilize the services of a mediator mutually acceptable to the parties, and, if the parties cannot agree, a mediator selected by the American Arbitrator Association from its panel of approved mediators trained in construction industry mediation. All statutes of limitation shall be tolled from the date of the demand for mediation until a date two weeks following the mediation's conclusion. All unresolved claims shall be submitted to the same mediator. The cost of mediation shall be equally shared. 11, False Claims Affidavit. California Penal Code Section 72 provides that any person, who presents for payment with intent Xp de#i°aud any City, any false or fraudulent claim, bill, account, voucher, or writing, is punishable by fines not exceeding ten thousand dollars ($10,000) and/or imprisonment in the state prison. Government Code Sections 12650 et seq. (California False Claims Act), pertains to civil penalties that may be recovered from persons (including corporations, etc.) for presenting a false claim for payment or approval, presents a false record or statement to get a false claim paid or approved, or other acts, to any official or employee of any political subdivision of the State of California. Any person or corporation violating the provisions of Government Code Section 12650 et seq., shall be liable for three times the amount of the damages of the politipal subdivision, plus a civil penalty, plus costs. Contractor agrees that any costs or exp6nses incurred by the City in reviewing or auditing any claims that are not supported by the Contractor's cost accounting or other records, or the Contract, shall be deemed. to be damages incurred by the City within the meaning of the California False Claims Act. All Claims by Contractor shall include the following certification, properly completed and executed by Contractor or an officer of Contractor; I, , BEING THE (MUST BE AN OFFICER) OF (CONTRACTOR), DECLARE UNDER PENALTY OF PERJURY UNDER THE LAWS OF THE STATE OF CALIFORNIA, AND DO PERSONALLY CERTIFY AND ATTEST THAT I HAVE THOROUGHLY REVIEWED THE ATTACHED CLAIM FOR ADDITIONAL COMPENSATION AND /OR EXTENSION OF TIME, AND KNOW ITS CONTENTS, AND SAID CLAIM IS TRUTHFUL AND ACCURATE; THAT THE AMOUNT REQUESTED ACCURATELY REFLECTS THE CONTRACT ADJUSTMENT FOR WHICH THE OWNER IS LIABLE; AND, FURTHER, THAT I AM FAMILIAR WITH CALIFORNIA PENAL CODE SECTION 72 AND CALIFORNIA GOVERNMENT CODE SECTION 12650, ET SEQ., PERTAINING TO FALSE CLAIMS, AND FURTHER KNOW AND GP -44 of 47 67 UNDERSTAND THAT SUBMISSION OR CERTIFICATION OF A FALSE CLAIM MAY LEAD TO FINES, IMPRISONMENT AND /OR OTHER SEVERE LEGAL CONSEQUENCES. SIGNATURE LINES WILL BE ADDED HERE 12, Claims Processing and Review. The review and treatment of Contractor Claims up to three hundred seventy -five thousand dollars ($375,000) are governed by California Public Contract Code Sections 20104 et seq., the relevant positions of which are summarized below. In addition to these statutory provisions, the City and Contractor hereby agree by contract to a procedure for the review of claims over three hundred seventy -five thousand dollars ($375,000). Claims, then, shall be processed and reviewed as follows: a. For claims of less than fifty thousand dollars ($50,000), the City will respond in writing within forty -five (45) days of its receipt of the claim, or may request, in writing, within thirty (30) days of its receipt of the claim, submission of additional documentation supporting the claim or relating to defenses or claims the City may have against the Contractor. (1) If such additional documentation is requested by the City, it shall be provided by the Contractor within twenty (20) days of its receipt of the request from the City or as otherwise mutually agreed upon by the City and tl-1e Contractor. (2) Following the Contractor's submission of all requested additional documentation, the City will respond to the claim within fifteen (15) days or within the period of time taken by the Contractor in producing the additional documents, whichever is longer. b. For claims of over fifty thousand dollars ($50,000) and less than or equal to three hundred and seventy -five thousand dollars ($375,000), the City will respond in writing within sixty (60) days of its receipt of the claim, or may request, in writing, within thirty (30) days of receipt of the Claim, submission of additional documentation supporting the Claim or relating to defenses or Claims the City may have against the Contractor. (1) If such additional documentation is requested by the City, it shall be provided by the Contractor within thirty (30) days of its receipt of its receipt of the request or as otherwise mutually agreed upon by the City and the Contractor. (2) Following the Contractor's submission of all requested additional documentation, the City will respond to the claim within thirty (30) days, or within the period of time taken by the Contractor in producing the additional documentation, whichever is longer. C. For claims over three hundred and seventy -five thousand dollars ($375,000), the City will respond in writing within one hundred and twenty (120) days of its receipt of the claim, or may request in writing, within forty -five (45) days of receipt of GP -45 of 47 68 the Claim, submission of additional documentation supporting the claim or relating to defenses or claims the City may have against the Contractor. (1) If such additional documentation is requested by the City, it shall be provided by the Contractor within thirty (30) days of its receipt of the request or as otherwise mutually agreed upon by the City and the Contractor. (2) Following the Contractor's submission of all requested additional documentation, the City will respond to the Claim within thirty (30) days, or within the period of time taken by the Contractor in producing the additional documentation, whichever is longer. 13. Extra Work. New and unforeseen items of work will be classed as extra work when they cannot be covered by any of the various items for which there is a bid price or by combinations of such items. The Contractor shall do such extra work and furnish such materials and equipment therefore, as may be required in writing by the Engineer, but he shall not do extra work except upon written order from the Engineer, and in the absence of such written order he shall not be entitled to payment for such extra work. All bills for extra work done shall be filed in writing with the Engineer. 'For such extra work the Contractor shall receive compensation at the prices previously agreed upon in writing, or upon a failure to agree upon prices, he shall be paid on force account, as provided in Section IX- 14, "Force Account Work" of these General Provisions. All extra work shall be adjusted daily upon report sheets furnished to the Engineer by the Contractor and signed by both parties which daily reports shall thereafter be considered the true record of extra work done. 14. Force Account Work. Where payment is to be made on a force account basis, the Contractor shall receive the actual cost of all material, labor and rented equipment furnished by the Contractor as shown by paid vouchers, plus fifteen percent (15 %); provided, however, that the City reserves the right to furnish such materials required as it seems expedient, and the Contractor shall have no claim for profit on the cost of such materials. For use of equipment owned by the Contractor he shall be paid the current prices prevailing in the locality, which shall have been previously determined and agreed upon in writing by the Contractor, plus fifteen percent (15 %). When work is performed by force account, in addition to the actual cost of labor, the City will reimburse the Contractor for compensation insurance payments; contributions made to the State as required by the provisions of the Unemployment Reserve Act, Chapter 352, Statutes of 1935, as amended; and for taxes paid to the Federal Government as required by the Social Securities Act approved August 14, 1935, as amended. The payment of fifteen percent (15 %) in addition to the actual cost of all material, labor, and rented equipment, as herein provided, shall include full allowance to the Contractor for overhead and profit on the force account work and full compensation to the Contractor for premiums paid on any other insurance of any nature which the GP -46 of 47 .• Contractor may be required to carry or which he may elect to carry; and for additional premiums paid on faithful performance and payment bonds required by reason of the increases in the amount of work to be performed over and above that called for in the original contract. All force account work shall be adjusted daily upon report sheets, fimlished to the Engineer by the Contractor and signed by both parties, which daily reports shall thereafter be considered the true record of force account work done. If force account work is done on the contract the Contractor shall furnish to the Engineer three (3) copies of a certificate from the insurance company showing the compensation insurance rates to be charged on the various classes of work to assist in verification of the Contractor's charges for extra work and force account. 1774523.3 1774523.3 [END OF GENERAL PROVISIONS] GP -47 of 47 70 n U ��LIF0 taff'-'4 Re-Dort DATE: November 12, 2014 TO: Mayor and City Council FROM: Brian McMinn, Director of Public Works /City Engineer SUBJECT: A RESOLUTION AUTHORIZING THE EXECUTION OF A PURCHASE AGREEMENT WITH APG- NEUROS, INC. FOR THE PURCHASE OF A TURBO BLOWER AT THE WATER QUALITY CONTROL PLANT (WQCP), IN AN AMOUNT NOT TO EXCEED $360,500 RECOMMENDATION It is recommended that the City Council adopt a resolution authorizing the execution of a purchase agreement with APG- Neuros, Inc. of Quebec, Canada, for the purchase of Turbo Blower #2 at the Water Quality Control Plant (WQCP) for the Blower Replacement Project (Project No. ss1501) in an amount not to exceed $360,500. BACKGROUND /DISCUSSION On July 14, 2014, the City Council authorized the execution of an agreement with the California Wastewater Process Optimization Program (Ca1POP) to provide financial incentives for agencies who upgrade their blowers to more energy efficient blowers, such as turbo blowers, at their wastewater treatment plants. The Water Quality Control Plant (WQCP) staff recommends replacing an existing blower because it is reaching the end of its useful life and is not energy efficient. Ca1POP representatives have determined the City would receive a minimum rebate incentive in the amount of $27,700 if the City were to purchase a new turbo blower. If, during the verification process, the energy savings would be greater, the City would be entitled to more incentives. The Blower Replacement Project at the WQCP includes purchasing a new turbo blower to help decrease power consumption at the treatment plant. Staff will then install the blower, in consultation with the selected vendor. In addition to purchasing the turbo blower, related items such as observing the efficiency testing of the new blower, integrating a new control system to the existing control system and extending the equipment warranty from two (2) to five (5) years would be provided by the vendor. In 2011, the City replaced an existing blower at the WQCP with an energy efficient turbo blower, The CalPOP representatives verified the installation and found that the new turbo blower saved the City approximately 448,525 kilowatt hours per year, which equated to $55,673 of electrical costs annually. The simple payback period for the 2011 turbo blower is approximately 4.6 years. Ca1POP conservatively estimates that the new second turbo blower would save the City approximately $40,000 a year in energy costs. The simple payback period of the new turbo blower, based upon the Staff Report Subject: A RESOLUTION AUTHORIZING THE EXECUTION OF A PURCHASE AGREEMENT WITH APG- NEUROS, INC. FOR THE PURCHASE OF A TURBO BLOWER AT THE WATER QUALITY CONTROL PLANT (WQCP), IN AN AMOUNT NOT TO EXCEED $360,500 Page 2 of 2 preliminary estimate, would be approximately 8.3 years. Post installation verification would be performed on the second blower to determine actual savings. The City currently uses an APG - Neuros Turbo Blower at the WQCP. Staff recommends matching the existing APG - Neuros Turbo Blower in use at the WQCP with another APG- Neuros Turbo Blower. Obtaining a second APG - Neuros Turbo Blower will promote cost and time efficiency in maintenance and acquisition ofparts and is authorized by the Public Contract Code Sections 3400 (c)(2) and (3), provided the Council makes a finding that a specific product brand is necessary to match other products in use on a particular public improvement. The attached resolution includes this finding. Accordingly, staff advertised a Notice Inviting Bids for the project on October 1, 2014 and October 16, 2014. On October 30, 2014, staff received bids from one (1) vendor, APG - Neuros, Inc. of Quebec, Canada. Staff has firsthand experience with the bidder and is very satisfied by the bidder's equipment. Staff recommends awarding the turbo blower and related items. The following is a summary ofbase bid related items for all bids received, and project budget: Purchase Agreement with APG - Neuros, Inc. $360,500.00 Project Contingency (10 %) $ 36,050.00 Construction Administration and Inspection (10 %) $ 36,050.00 Total Project Budget $432,600.00 FUNDING Funding for this project is included in the City of South San Francisco's 2014 -2015 Capital Improvement Program (Project No. ss 1501) and sufficient funds have been allocated to cover the project cost. Since this project is an energy efficient project, the City will receive a minimum rebate of $27,700 from the California Wastewater Process Optimization Program. CONCLUSION Awarding the purchase agreement to APG - Neuros, Inc. allows for the procurement of an energy efficient high -speed turbo blower to replace aging equipment and save energy costs at the WQCP. By: Approved: Brian McMinn ike Futrell Director of Public Works /City Engineer City Manager Attachment: Resolution Draft Form of Contract 2355431.1 RESOLUTION NO, CITY COUNCIL, CITY OF SOUTH SAN FRANCISCO, STATE OF CALIFORNIA A RESOLUTION AUTHORIZING THE EXECUTION OF A PURCHASE AGREEMENT WITH APG- NEUROS, INC. OF QUEBEC, CANANDA, FOR THE PURCHASE OF A TURBO BLOWER AT THE WATER QUALITY CONTROL PLANT, IN AN AMOUNT NOT TO EXCEED $360,500 WHEREAS, City of South San Francisco ( "City ") staff issued a Notice Inviting Bids for the purchase of a Turbo Blower at the Water Quality Control Plant on October 10, 2014 and October 16, 2014; and WHEREAS, City staff received one (1) valid bid in response; and WHEREAS, APG - Neuros Inc., of Quebec, Canada, was the lowest responsible bidder; and WHEREAS, staff recommends awarding the purchase agreement to APG -Nel ros, Inc., of Quebec, Canada in an amount not to exceed $360,500; and WHEREAS, the Project is included in the City of South San Francisco's 2014- 2015 Capital Improvement Program ( "CIP ") and sufficient funds have been allocated to cover the Project cost. NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of South San Francisco that the City Council hereby approves a purchase agreement for the replacement of Turbo Blower #2 at Water Quality Control Plant with APG - Neuros, Inc. of Quebec, Canada in an amount not to exceed $360,500 conditioned on APG - Neuros, Inc. timely execution of the agreement and submission of all required documents, including but not limited to, certificates of insurance and endorsements, in accordance with the Project documents. BE IT FURTHER RESOLVED that the City Council of the City of South San Francisco hereby finds that the purchase of a specific brand of equipment is necessary and appropriate pursuant to Public Contract Code Sections 3400(c)(2) and (3). BE IT FURTHER RESOLVED that the City Manager is hereby authorized to execute a purchase agreement and any other relate documents on behalf of the City, upon timely submission by APG- Neuros, Inc, signed agreement and all other documents, subject to approval as to form by the City Attorney. I hereby certify that the foregoing Resolution was regularly introduced and adopted by the City Council of the City of South San Francisco at a meeting held on the day of 2014 by the following note: AYES: NOES: ABSTAIN: ABSENT: 2355447.1 ATTEST: -2- City Clerk PURCHASE AGREEMENT BETWEEN THE CITY OF SOUTH SAN FRANCISCO AND APG NEUROS, INC. These terms and conditions govern the purchase of materials, supplies, and /or equipment, including any related installation, training, and /or minor services and repairs described in this Purchase Agreement ("Purchase Agreement ") by APG- Neuros, Inc. ( "Vendor ") for the City of South San Francisco ( "City "). Vendor and City are collectively referred to in this Purchase Agreement as "the Pat-ties." If the Vendor selects subcontractors to execute a portion the terns of this Purchase Agreement, that subcontractor is an agent of the Vendor, and is hereby included by reference as "the Vendor." 1. Time of Performance. This Purchase Agreement shall commence effective November 12, 2014, and shall end when Vendor has provided to the City the Products and Services described in this Purchase Agreement, and in Exhibit A. The equipment and products listed in Exhibit A must be delivered to City One Hundred Twenty (120) calendar days after Project Award, which occurred on November 12, 2014. In the event that any of the terms of Exhibit A conflict with this Purchase Agreement, the terms of the Purchase Agreement shall prevail. 2. Description of Goods. Vendor shall perform everything required to be performed and shall provide and furnish to City with a turbo blower and provisional items and shall complete delivery F.O.B. to the City of South San Francisco on or before 120 calendar days from the date of this Purchase Agreement in strict accordance with the specifications as established by this Purchase Agreement and Exhibit(s), which specifications are incorporated herein and made part of this Purchase Agreement. Description of Purchase. The City hereby agrees to pay Vendor -r-)r , pr, 4 acts and /or Services with a not to exceed amount. The total compensation for Products and/or Service ,erforI under this Purchase Agreement is not to exceed Tbree Hundred Sixty Thousand Five Hundred Dolla 13r`►;.5K 'l. The City shall pay Vendor invoices for Products and/or Service a, ley delr'r. ' accordance with this Purchase Agreement. To be eligible for payment, Vendor invoices must itemi& - Products and /or Services delivered and the corresponding prices in accordance with this Purchase 6 t. Pay, ^t of Vendor invoices does not constitute acceptance of Products and/or Services delivered. r ces of ducts a ,br Services delivered that are not in accordance with this Purchase Agreement are subject t adjr- ne,, rn no event will the prices of Products and /or Services delivered exceed that specified on this rrcr ,se reeme Payments shall be subject to adjustment for defects in quality or failure of Vendor to meet re is and co itions rein and in Exhibit A. Such adjustments shall be equal to one hundred percent (100°/x) of Cr,. 70sts to v ach defects or Vendor's failure to meet Purchase Agreement requirements. 4. Taxes. Vendor shall pav, applicable fed, state a local taxes, which may be chargeable against the delivery of the Products and /or Serx listed herein. 5. General Warranties and Prods. -'ompliance. mdor warrants that: (A) All Products and /or Services are as described on this Purchase Agreement con -1 to all wings, samples, descriptions and specifications contained in Exhibit A; (B) All Products and/or Services u °r are new and of good merchantable quality, free from material defects of workmanship and fit for the purpose It- aich sold or provided; (C) Vendor has good title to all Products delivered and all Products delivered are free from liens and other encumbrances; and (D) Vendor's delivery and installation of the Products and/or Services will be in strict conformity with all applicable local, state, and federal laws. For purposes of this warranty, any Products or components not meeting the foregoing quality shall be deemed defective. The foregoing warranty provisions shall also be applicable to equipment or materials provided by a third party entity to Vendor via this Purchase Agreement. Vendor also expressly warrants and guarantees, for five (5) years, starting on the first day of commissioning the turbo blower per Provisional Item listed in original bid proposal, that the Products and/or Services furnished by it to City shall be free from breakage or defects of material and workmanship under normal use, service and maintenance from the date of acceptance of the City, and expressly agrees to repair or replace Products and/or Services or any part thereof which proves defective as a result of inferior or defective materials, equipment or workmanship. If within the period stated above, any repairs or replacements in connection with the Products and/or Services are, in the opinion of the City, rendered necessary as a result of the use of inferior or defective materials, equipment or workmanship, Vendor agrees on receipt of notice from City and without expense to the City, for freight, parts or labor, to properly repair, replace or connect any and all such defects therein. If Vendor, after such notice, fails to proceed promptly with the terms of this warranty and guarantee, the City may perform the work necessary to effectuate such corrections, repairs and replacements, and recover the cost thereof from Vendor. 3 Page 1 of 3 [Reti•.2.13.2014] 6. Damage to City Facilities. Damage to City or public facilities or private property caused by the Vendor or by its subcontractors during delivery or installation shall be repaired and /or replaced in ]rind at no cost to the City. 7. Site Safety and Cleanup. The delivery and installation site shall be kept clean and free of hazards at all times during installation. After installation is completed at the site, Vendor shall clean the surrounding area to the condition prior to installation. 8. Final Inspection and Work Acceptance. Finished installation work and/or equipment shall be subject to final inspection and acceptance or rejection by the City. 9. Indemnity. To the fullest extent permitted by law, Vendor shall indemnify, defend (with counsel acceptable to the City), and hold harmless the City and its elected and appointed officers, officials, employees, agents, contractors and consultants (collectively, the "City Indemnitees ") from and against any and all liability, loss, damage, claims, expenses and costs (including, without limitation, attorneys' fees and costs of litigation) (collectively; "Liability ") of every nature arising out of or in connection with the delivery and installation of the Products and/or Services described on this Purchase Agreement or Vendor's failure to comply with this Purchase Agreement, except such Liability caused by the gross negligence or willful misconduct of the City Indemnitees. 10. Insurance. Before beginning any installation work and continuing throughout the term of this Purchase Agreement, Vendor, at its sole cost and expense, furnish the City with certificates of insurance evidencing that Contractor has obtained and maintains insurance in the following amounts: A. Workers' Compensation that satisfies the minimum statuton iits. B. Commercial General Liability and Property Damage Insu: in an )unt not less than ONE MILLION DOLLARS ($1,000,000) combined single limit per occurrent `) MILL _. JLLARS ($2,000,000) annual aggregate, for bodily injury, property damage, products, completed opt pans and contractual liability coverage. The policy shall also include coverage for liability arising out ,e and o, tion of any City - owned or City- furnished equipment used or operated by the Vendor, its personne' agents bcontra. rs. C. Comprehensive automobile insurance in an oui . no, _ss the NE MILLION DOLLARS ($1,000,000) per occurrence for bodily injury and property damag . ncluding verag- or owned and non -owned vehicles. All insurance policies shall be °n an . ri-ence basis and shall name the City Indemnitees as additional insureds with any City insur- - shall L,. - onda,' id in excess to Vendor's insurance. If the Vendor's insurance policy includes a self -insu- retention that , . + be p4 y a named insured as a precondition of the insurer's liability, or which has the effect - oviding that payn, s of the self- insured retention by others, including additional insureds or insurers do not serve to fy the self -insu retention, such provisions must be modified by special endorsement so as to not apply to the addit, ' insured cor ge required by this agreement so as to not prevent any of the parties to this agreement from satisfying o, •ing the i- insured retention required to be paid as a precondition to the insurer's liability. Additionally, the certific. nr Durance must note whether the policy does or does not include any self - insured retention and also must disclos e deductible. The City Risk Manager, in writing, may approve a variation in the foregoing insurance requirements. A valid and executed approval by Risk Manager must accompany this Purchase Agreement for a variation to be binding, 11. Prevailing Wage. Where applicable, the wages to be paid for a day's work to all classes of laborers, workmen, or mechanics on the work contemplated by this Purchase Agreement, shall be not less than the prevailing rate for a day's work in the same trade or occupation in the locality within the state where the work hereby contemplates to be performed as determined by the Director of Industrial Relations pursuant to the Director's authority under Labor Code Section 1770, et seq. Each laborer, worker or mechanic employed by Contractor or by any subcontractor shall receive the wages herein provided for. The Contractor shall pay two hundred dollars ($200), or whatever amount may be set by Labor Code Section 1775, as may be amended, per day penalty for each worker paid less than prevailing rate of per diem wages. The difference between the prevailing rate of per diem wages and the wage paid to each worker sball be paid by the Contractor to each worker. An error on the part of an awarding body does not relieve the Contractor from responsibility for payment of the prevailing rate of per diem wages and penalties pursuant to Labor Code Sections 1770 -1775. The City will not recognize any claim for additional compensation because of the payment by the Contractor for any wage rate in excess of prevailing wage rate set forth. The possibility of wage increases is one of the elements to be considered by the Contractor. 4 Page 2 of 3 [Rev:2.13.2014] A. Posting of Schedule of Prevailing Wage Rates and Deductions. If the schedule of prevailing wage rates is not attached hereto pursuant to Labor Code Section 1773.2, the Contractor shall post at appropriate conspicuous points at the site of the project a schedule showing all determined prevailing wage rates for the various classes of laborers and mechanics to be engaged in work on the project under this contract and all deductions, if any, required by law to be made from unpaid wages actually earned by the laborers and mechanics so engaged. B. Payroll Records. Each Contractor and subcontractor shall keep an accurate payroll record, showing the name, address, social security number, work week, and the actual per diem wages paid to each journeyman, apprentice, worker, or other employee employed by the Contractor in connection with the public work. Such records shall be certified and submitted weekly as required by Labor Code Section 1776. 12. Tax Withholding. Contractor represents and warrants that Contractor is a resident of the State of California in accordance with California Revenue & Taxation Code Section 18662, as may be amended, and is exempt from withholding. Contractor accepts sole responsible for verifying the residency status of any subcontractors and withhold taxes from non - California subcontractors as required by Iaw. 13. Termination. In addition to all other legal and equitable rights of the City, the City may terminate this Purchase Agreement upon notice to the Vendor. If the City terminates this Purchase Agreement, the City will pay the Vendor for Products and/or Services accepted in accordance with this Purchase Agreement prior to the date of termination. 14. Prevailing Party. In the event that either party to this Purchase " gr, er -,eminences any legal action or proceeding (including but not limited to arbitration) to interpret the terms c as Pu se Agreement, the prevailing party in such a proceeding shall be entitled to recover its reasonable attorney's s a{ r,-ia, with that legal action or proceeding. 15. Assignment, Governing Law. The Vendor may not assign any , `ior's obh� , under this Purchase Agreement without the City's prior written approval. This Purchase Agreement is, veined by California law. The jurisdiction for any litigation arising from this Purchase Agreement shall ' state o. lifornia, and shall be venued in the County of San Mateo. 16. Severability. If any portion of this Purchase Ag, net . is I d inv, c he Parties agree that such invalidity shall not affect the validity of the remaining portions of tl Purchase green d. 17. Entire Agreement. This Agreer, °nts h. mire and integrated agreement between the Parties. This Purchase Agreement may be modified .mendca by a Aquent written agreement signed by both Parties. CITV OF SOUTH S - FRANCISr VENDOR A Municipal Corporatio, to Mike Futrell, City Manager an Approved as to Form: ATTEST: City Attorney City Clerk 5 Page 3 of 3 [Rov:2.13.20141 EXHIBIT "A" FOR PURCHASE AGREEMENT HIGH EFFICIENCY TURBO BLOWER SPECIFICATION PART 1 GENERAL 1.1 SCOPE A. Work under this section consists of furnishing CSAIUL certified new, high efficiency type turbo blower system complete with sound enclosures, all accessories, and factory and field services as specified in this Section and other sections of the Contract Documents. The work does not include field installation of the specified equipment or modifications to equipment currently existing in the Owner's Water Quality Control Plant (WQCP); such work will be performed by others. B. Blower will be dedicated to providing process air to secondary treatment aeration basins at the Project Site, a wastewater treatment facility (WQCP) in South San Francisco, CA. The new blower will be required to operate at times in parallel with one or two additional multi -stage centrifugal blowers that currently supply air to the aeration basins. The existing blowers range in size from 150 to 250 horsepower (there are two existing 250 hp blowers and one 150 hp blower in the existing Blower Building No.2). The new blower will be operated as the lead blower furnishing air to the process continuously, 24 hours per day, 365 days per year whenever the new blower is available to run. 1.2 DEFINITIONS A. The terms used in this specification are those generally used in the blower and compressor industry except the following terms shall have the definition presented here which supersedes any other definitions in use. 1. Ambient Air: Air outside any enclosure, filter, pipe, louver, or other apparatus supplied by the selected Contractor under these Contract Documents 2. Ambient Air Temperature: Temperature of the air outside the blower system enclosure and before any filter or any blower related equipment. Units are in Degrees Fahrenheit. Any calculations to adjust tested blower performance shall utilize an absolute temperature scale (e.g. Degrees Rankine). 3. Discharge Pressure: This is the blower system discharge pressure listed in the Design Criteria on Tables 1 and 2 and Tables B -1 and B -2 in the Proposal which shall mean the Discharge Pressure measured outside the equipment furnished under this specification; this means the Discharge Pressure shall be measured downstream of the discharge expansion cone, downstream of the discharge check valve and downstream of the discharge isolation or shutoff valve. Guaranteed maximum power shall be measured and calculated using the Discharge Pressure so measured so that the blower pressure at the outlet of the blower casing must be increased by the pressure losses through the cone, check valve and isolation valve. Vendors may lower these losses by supplying larger than specified diameter valves. 4. Ambient Pressure: The absolute pressure relative to a perfect vacuum measured outside the blower system enclosures and before any inlet air louvers, hoods or filtration systems. The unit are pounds force per square inch, absolute or psis. 5. Relative Humidity: At a stated temperature, relative humidity is the water vapor content in mole percent of the Ambient Air as a percentage of the maximum water vapor content in mole percent when the air is saturated with water at the stated temperature. 6. Certified: Where used in relation to a test result, adjustments to test results, submittal calculations or submittal data it means that the item has been thoroughly reviewed and found to be correct by and has been signed, dated and sealed by a currently licensed Professional Engineer of the United States in either the State of California or the state of the manufacture's assembly or testing facility. For these Contract Documents, a Professional Engineer (PE) only includes those engineers who obtained licensure by passing the National Council of Examiners for Engineering and Surveying (NCEES) written examination plus meeting other state requirements for PE and have not had their licensed revoked or been disciplined by a state regulatory agency for any reason; engineers who obtained licensure by experience without having to pass the NCEES exam are not acceptable. 7. Protect Site (Site): The City's Water Quality Control Plant (a wastewater treatment facility) at 195 Belle Air Road, South San Francisco, CA. 8, Wire -to -Air Power: The total electrical power energy into the blower system enclosure and auxiliary enclosures or equipment furnished under these Contract documents measured at the first termination lugs or strips where power enters the blower system when the blower is operating at the specified operating conditions of Discharge Pressure and Standard Cubic Feet per Minute (scfm) air flows as indicated in Table B -1 of the Bid Documents and Table 1 of this section. 9. Standard Conditions: For determining scfm of air flow the standard conditions are 14.696 Asia absolute pressure and 68 degrees Fahrenheit resulting in 385.3 standard cubic feet of air per mole of air. 10. Air Molecular Weight (MW): The molecular weight is that of the Ambient Air adjusted for the specified relative humidity where the air is assumed to consist of only 79.05 dry basis percent Nitrogen (N2), 20.95 dry basis percent oxygen (02), 380 parts per million by volume dry basis (0.038 %) carbon dioxide (CO2) and water vapor (H2O) percentage as determined by the relative humidity at the given temperature where the molecular weight of nitrogen as N2 is 28.0134, the molecular weight of oxygen as 02 is 31.9988, the molecular weight of carbon dioxide as CO2 is 44.0098, and the molecular weight of water vapor as H2O is 18.0152, The dry basis percentages given must be adjusted downward to reflect the water vapor composition to achieve the ambient air molecular weight (for example purposes only, at 70 percent relative humidity at 55 degrees Fahrenheit, the molecular weight of the wet air is approximately 28.74 with 1.02 percent water, 78.21 percent N2, 20,73 percent 02, and 0.038 percent CO2). 1.3 SUBMITTALS A. Submit three copies of all required submittals including but not limited to shop drawings and product data in accordance with the requirements of this Section and any other portions of the Contract Documents describing submittal requirements. One copy of each submittal with comments will be returned; two copies will be retained by the Owner. B. Copies of all materials required to establish compliance with the Specifications shall be submitted with the shop drawings. Submittals shall include at least the following: 1. Complete description and product cut sheets of all equipment being supplied including capacity, size, performance, and materials of construction together with corrosion protective coatings.. 2. Certified shop and installation drawings showing plan, elevation, and appropriate cross sections, sound enclosures, all details of construction, dimensions, piping connections, and anchor bolt locations. 3. Descriptive literature, bulletins, and/or catalogs of the equipment. 4. Certified copies of all blower performance curves requested in the Request For Bid (RFB) document and in this section. 5. A complete bill of materials. 6. The weight of each component. 7. Certified Seismic Calculations for equipment anchor bolts signed by a California Professional Engineer as meeting the current California Building Code. 8. Certified blower performance data (Discharge Pressure and Wire -to -Air power draw versus scfm air flow) including performance curves and noise levels in dBA at operating conditions measured at 3 feet from any part of the equipment enclosure. 9. Description of surface preparation and shop prime painting and finish coating of the equipment. 10. Complete motor data: enclosure type, number of poles, bearing type, and motor efficiency at half, three quarters and full load. 11. Data sheets and product manuals for all instrumentation. 12. Instrumentation and control system schematics, tubing, and conduit details, and wiring diagrams for all electrical components of the equipment. Interconnect drawings between the plant SCADA system, the master control panel and the blower PLC. 13. Complete description of all controls and control panel, including complete master wiring diagrams, elementary or control schematics, and panel outline drawings. 14. Provide equipment and instrumentation /controls trouble shooting guidelines with specific checks and acceptable test values or results expected when each test is run. Generalized guides lacking in detailed instructions will not be acceptable. 15. Copies of software for all control panels as necessary for installation in the field and connection of signals to /from the Owner's control or SCADA systems. Proprietary software inside vendor's panels may be excluded if a written description of blower operations is provided with sufficient details such that the Owner will know what actions such software should initiate under what conditions and what measures should be taken by the Owner if out of the ordinary events happen. 16. A list of the manufacturer's recommended spare parts. 17. Installation instructions. 18. Certified Performance Affidavit. 19. Complete description of the warranty to be provided. 20. Detailed and Complete Operation and maintenance manuals of all equipment and components in English with all sections tabulated and with a detailed index. 21. Equipment reference list with contact names and phone numbers for USA installations of the same make and model number as furnished for this project C. Manufacturer's Field Reports: Certified manufacturer's field installation check out and testing reports shall be submitted in accordance with Section 3.2.A. D. Quality Control Submittals: 1. General: a. Factory or Source Blower Testing shall be witnessed by the Owner or Owner's representative at the Owner's option. As a separate bid item, provide the travel and lodging cost to bring Owner's representative (s) to manufacturer's test site for the duration of the testing. b. Test reports: Submit Certified test report after fabrication, but prior to delivery of equipment to jobsite location. c. Results of Each Required Test: Certified and summarized in a separate, written report. d. Certified, dated test instrumentation calibration reports. e. Reports: Organized and clearly present testing methods and procedures, testing equipment, test data, calculations and analyses, conclusions and recommendations. f. Test reports shall be signed and sealed by the blower manufacturer's engineer in charge of the testing and it done outside the United States, reviewed and sealed by a licensed Professional Engineer. g. Three copies of each certified written test report shall be submitted to the ENGINEER for review and acceptance. Test reports shall have been reviewed and accepted by the Owner or Owner's representative prior to jobsite delivery. h. If the certified factory test reports indicate noncompliance with requirements of the Contract Documents, the blowers shall be reworked and retested at the manufacturer's full expense including paying for test witness travel expenses until compliance with the specifications is attained. 2. Certified Factory Test Results: a. Certified acoustical test results for each blower and motor assembly. b. Certified report of dynamic balancing and maximum vibration amplitude. c. Certified Blower PTC -10 Performance Test or equivalent with definitions of terms modified to comply with definitions give in this section. Provide detailed, step by step calculations for modification of test results if necessary to adjust tested results to the warranted conditions because factory tests conditions could not be made to match warrantee conditions (ambient air temperature, molecular weight and relative humidity are examples of such differences that might occur) 1.4 OPERATION AND MAINTENANCE DATA A. Provide FOUR copies of O &M Manuals. The Manufacturer shall provide detailed operation and maintenance (O &M) data for all supplied components. O &M Manuals shall be submitted and approved by the engineer. Manuals shall be 3 ring binders tabulated by sections and include a detailed index. All final drawings, wiring diagrams, equipment cut sheets, copies of software, and equipment data for all supplied components shall be included in the manuals. Manuals shall have all sections written in English and shall clearly describe the equipment supplied and proper maintenance for all components. All dimensions, calculations and other information to be in USA English units of measure. B. Provide a list of components and catalog cuts fully describing all items: 1. Mechanical and structural components. 2. Instruments and instrument software logic 3. Programmable Logic Controllers (PLC) and listing of software programming and ladder logic. 4. Operator Interface /machine monitors. 5. Electrical components. C. General description of blower with all performance data, blower curves, and model. Provide detailed information on structural, mechanical, electrical, or other changes or modifications necessary to adapt non - specified materials to the arrangement or details shown. Include the actual ASME PTC 10 test report. D. Mechanical drawings with general arrangement showing enclosure dimensions, overall weights, weights of largest components requiring removal for maintenance, and clearances required around unit for maintenance access. Indicate surface preparation and paint specifications. E. Description of process control logic and process and instrumentation diagrams. F. Drawings of all control panels to include: 1. Electrical wiring diagrams with terminal strip landings number to match numbers in the field. 2. Electrical ladder diagram. 3. Interconnect to all components outside the panel. 4. Door layout. 5. Interior layout. 6. Sample Operator Interface screens for the Local Control Panel (LCP). G. Operating description for Local Control Panel (LCP). Provide a copy of the software ladder logic covering all logic and sequences of operation. Provide a soft copy of all documented PLC code on CD. Provide OWNER with one (1) software licenses of any PLC or Touchscreen OIT software that is used. Provide a list of instrument settings. H. Provide a detailed description of the data acquisition, monitoring, and predicted preventative maintenance software. Provide typical Operator Interface screens with detailed descriptions, the various tattletale monitors, preventative maintenance items, and data logging features. Provide input/output (110) listing for all control panel PLCs and other terminal strips.. Indicate all scheduled maintenance requirements and routine inspections. Include maintenance summary forms. Manufacturer to specify overhaul requirements and estimated time blower will be out of service for such overhaul. K. Provide list of recommended spare parts and lubricants (if any). Provide a detailed troubleshooting guide with step by step testing procedures and expected results.. M. Provide a detailed description of available service agreement programs. N. Provide the local sales representative contact information with the company name, contact person, phone number and address. 1.5 WARRANTIES AND BONDS A. The blower manufacturer shall furnish the Owner with a written warranty to cover the entire Blower System Package, including motors, Variable Frequency Drives (VFDs), and control components against defects in workmanship and material for a period of twenty four (24) months from the date of start -up and Engineer's acceptance of the equipment for permanent operation. The manufacturer's warranty shall be issued in the Owner's name. B. Warranty of Maximum Power Draw in the Field: Provide warranty of maximum Wire -to- Air Power draw in kilowatts with Wire -to -Air Power as defined in this section. 1.6 QUALITY ASSURANCE A. Single Source Responsibility: All blowers and appurtenances furnished under this Section shall be furnished by a single manufacturer who is fully experienced, reputable and qualified in the manufacture of the equipment to be furnished. Blower Manufacturer shall also provide a written warranty for the blower and blower package and shall state that they have reviewed the design and application and that the equipment has not been misapplied or the package been poorly designed. B. Minimum Operational Experience in the United States: Blower Manufacturers shall have a minimum of 5 blower installations of 300 hp or larger in actual operation for more than 3.0 years in the United States. Provide reference list and contact phone numbers for the at least 5 installations. 1.7 DELIVERY, STORAGE, AND HANDLING A. All equipment shall be completely factory assembled, enclosure mounted, crated and delivered to protect against damage during shipment. Factory assembled parts and components shall not be dismantled for shipment. Owner shall not be required to do any jobsite assembly except installation of shipped loose blow off silencers of the blower package and shall not disassemble any factory assembled component without blower manufacturer's written approval. B. Finished surfaces of all exposed flanges shall be protected by wooden blank flanges, strongly built and securely bolted thereto. Finished iron or steel surfaces not painted shall be properly protected to prevent rust and corrosion. No shipment shall be made until approved by the Owner in writing. C. All equipment delivered to the site shall be stored in accordance with the manufacturer's instructions. D. Blower shall not, under any conditions be allowed to sit out -of -doors unprotected. During actual installation of each unit, blower package shall be covered with a waterproof material in the event of any precipitation and also at all times that construction does not require exposure of the equipment. Covering shall be securely anchored. 1.8 SERVICE CENTER A. Manufacturer shall have complete operations in North America with sales staff, engineering staff, service technicians, stocked spare parts. PART 2 PRODUCTS 2.1 MANUFACTURERS A. The acceptable manufacturer for the specified equipment is: 1. APG- Neuros Inc., Division of APGN, NX Series Turbo Blowers 2.2 DESIGN CRITERIA A. Provide blower package(s) for full time or standby service as designated as follows: Table 1, Blower System Requirements Criteria Aeration Blowers Additional Service Blowers Quantity 1 one None Service Duty Full time , 24 hr/d, 365 dl r_ Not used Blower Location indoors in existing building) Design Condition No. 1 T ambient = 90 F Ambient Pressure = 14.69 PSIA Site Elevation = 15 Feet Filter Pressure = Dirty Discharge Pressure = 8.0 psig at Minimum Air Flow = 3,000 scfm Additional Design Conditions Per Table 1 Equipment Numbers Blower 12 Maximum Wire -to -Air Power Draw at Any Design Condition Per Table 1 Minimum Rise to surge margin from Condition 1 at maximum cfm. 3.0 PSIG Maximum Motor Size 300 to 335 HP max, VFD Rated Duty for Turndown Process Air Inlet Connection Size /Location by Mf r Process Air Outlet Connections Minimum 14 inch ANSI 125 lb Flange Process Air Outlet Orientation Vertical provide elbow if required Discharge Isolation Valve, Check Valve, and Expansion Joint Size. Minimum 14 inch, Flanged Motor +VFD Heat Rejection Outlet Flanged, size by Manufacturer Are Inlet Power Harmonic Filters Required Harmonic Filters are required. B. Aeration Blowers shall meet the minimum aerodynamic performance and shall not exceed the maximum wire to air power for each design condition noted the Bid Form submitted with the bid. Manufacturer must complete missing data fields on Table 1 in accordance with the Notes in Table 2 to supply the minimum and maximum scfm air flows, the inlet filter pressure drop allowable in the dirty condition and the kilowatt power draw for each condition in Table 2. The information submitted with the Sid will be the basis on the power draw guarantee. C. Blowers and motors shall be current production models. D. Blowers controls, cooling systems and ability of the blower system to continue delivering air to the process shall be designed to operate under the following conditions: Design ambient temperature from 30 to 95 Deg F 2. Site elevation of 15 Feet, 3. Design Relative humidity from 10 to 100 % including coastal fog. E. High efficiency Permanent Magnet Synchronous motors shall be furnished as integral part of the Blower Core assembly. F. The blower shall match the unit (Model NK350 -0080) that was purchased and installed in 2011. Any deviation /difference shall be clearly identified by the manufacturer. 2.3 MATERIALS A. Materials shall be as follows: Component Blower discharge spool and elbow Flexible joint Blow off Discharge silencer Blow off valve Split disk check valve Butterfly Stop 2.4 EQUIPMENT Material Steel, ASTM A 36 Stainless steel braided /bellows Steel, ASTM A 36 Steel body, AL 6061 disc, silicon seat Cast iron body, SST disc, Viton seat A. Blowers: 1. Blowers shall be capable of variable speed operation with a minimum turndown to meet the specified conditions. 2. Blower packages shall be designed to minimize the life -cycle costs and maximize plant environmental operating conditions, availability and reliability. 3. Blowers shall be able to be moved into position using forklift. 4. After reaching operational speed, noise emission from the blower package shall not exceed 80 dBA sound pressure level within +/- 2 dBA tolerance at the machine location inside the Blower Room when measured at 3 feet from any side of the machine. 5. Maximum vibration levels under any operating condition measure as close to bearing housings as feasible shall be less than a velocity of 1 mm /sec (0.0787 inches per second) as a peak to peak overall measurement utilizing magnetically or stud mounted accelerometers; contact type (probe type) accelerometers are not acceptable. 6. No special foundations shall be required for installation. 7. Seismic anchorage and supports shall be provided by manufacturer including anchor bolt calculation in accordance with the current California Building Code sealed and signed by a California Professional Engineer. Supply the required anchor bolts.. & Each blower shall be designed to operate at optimum specific speed in order to maximize adiabatic efficiency and reduce motor speed. 9. The blower bearings shall be of the air foil or magnetic bearing type and shall not require oils or lubricants for adequate operation. 10. Each blower, VFD, and control panel shall be CSA/UL certified. 11. Each blower shall be factory tested per ASME PTC -10 Performance test or Manufacturer's Equivalent to verify flow and inlet wire power consumption at design conditions as well as blower minimum and maximum operating conditions. Blowers shall be tested as a complete assembled package not just the blower end of the machine. 12. Manufacturer's quality assurance program shall be ISO 9001 certified. 13. Each blower shall have a single stage and be directly mounted to the end of the motor shaft. 14. Impeller shall be machined Aluminum 7075 or stainless steel. Cast impellers will not be accepted. 15. The start -up and coast down and motor bearings shall be sized for a minimum of expected Ten (10) years between major overhauls. 16. Operator shall not be required to reach over any component of the blower package to perform maintenance. 17. Process piping shall not have to be removed in order to inspect or replace any component of blower package. 18. Each blower shall maintain a minimum rise to surge margin as required in Table 1 in this Section. 19. Each blower shall be capable of operating continuously and satisfactorily at any point between the minimum and maximum flows without any surge, vibration, speed hunting, or excessive heating of bearings or motor. 20. Operation in conjunction with several existing blowers in parallel on a common discharge piping header shall be possible without special requirements. This includes both turbo blowers operating with multi -stage centrifugal blowers. Turbo Blowers controls shall prevent surge when starting up or shutting down the parallel centrifugal blowers. 21. Each blower shall be supplied with a process inlet air filter. The filter media must have an efficiency of 90% by weight per ASHRE 52 -76 with synthetic dust equivalent to separation > 95% @ 10 microns. Filter element shall be washable or disposable by maintenance personnel as a preventative maintenance procedure. Filter performance losses shall be included by the blower vendor in the blower flow and pressure performance calculations as well as in the wire to air power calculations. Each blower shall be supplied with one inlet filter. No secondary air filtration shall be required. 22. Each blower package shall have a flexible connector located at the discharge of the package. The flexible connectors shall be sized for a standard pipe diameter and use ASME flange bolting dimensions and shall prevent the transmission of noise and vibrations from the blower package into the piping. The expansion joint shall be suitable for the maximum operating temperature and pressure ratings of the equipment in the air stream. Provide stainless restraining bolts and hardware. If ASME flange bolting is not provided with this item, then supply mating spool piece to mate between flex flange and standard ASME B16.5 piping flanges. 23. Each blower shall be equipped with an integrated blow -off valve that requires no external air source to operate. 24. Each blower shall be equipped with a blow off silencer for start -up and shutdown. 25. Discharge Isolation Valve: Each blower shall be supplied with one discharge butterfly isolation valve. Valve shall be lug type, iron body, stainless steel disc, suitable for air service and maximum blower discharge temperature requirements. 26. Discharge Check Valve: Each blower shall be supplied with a discharge check valve that shall be installed on the discharge line. 27. Each blower shall be supplied with built in vibration isolating mounts. 28. Motor and VFD Cooling: a. Motor and VFD heat shall not be rejected to the blower inlet air or combined with the process air. b. Reject motor and VFD heat shall be provided with a separate cooling fan that is piped out of the blower enclosure for connection to external exhaust pipe away from the blower, c. Motor and VFD cooling fan shall have sufficient static pressure to allow connection of up to 50 feet of exhaust pipe away from the blower enclosure. d. Magnetic bearing machines may be air cooled or water cooled as long as the heat is rejected outside the blower and not to the blower inlet process air. e. Air bearing machines shall be supplied with a closed loop water cooling system including pump, radiator, and fan to remove heat from the motor and VFD to an area away from the inlet process air to prevent recirculation of rejected cooling heat to the inlet process air. f. Cooling fan and cooling pump power shall be included in the total system power for the unit when testing for total wire to air power. 29. Blower manufacture shall be responsible for attenuating noise and vibration in the blower package such that no special installation base shall be required nor shall any significant vibration from the blower package be transmitted to the base or the piping. 30. The blower package sound enclosure shall be designed for permanent Outdoor or Indoor installation as specified on Table 1. If Outdoor installation is specified under the Design Criteria, provide a metal rain /sun cover of aluminum construction; cover to be 50% larger area than blower equipment plan view area with cover centered over blower. 31. Blower package shall be designed to provide seismic anchorage points as required in the California Building Code, current edition. 32. Each blower shall be supplied with a sound enclosure covering the entire blower package. The sound enclosure shall be designed for easy inspection and maintenance of all blower package components. Quick release panels, each less than 50 Ibs, shall provide easy and quick access for routine maintenance of the blower and the package components. Should the panels be heavier than 50 Ibs, hinged doors must be supplied, with the appropriate frame, reinforcements and supporting elements. Electrical components, instrumentation and instrument connections shall not be mounted or interface with moving panels of the sound enclosure. Sound panels shall be secured with heavy duty stainless steel bolts or hinges. Riveted panels, sheet metal screws, or snap connections will not be accepted. 33. Seismic Requirements: Manufacturer to provide for anchoring provisions, in accordance with the requirements of current California Building Code, sufficient for proper anchoring and installation of the equipment. Seismic calculations to be provided by Manufacturer signed and stamped by a Structural Engineer in the State of California. 34. If flanges on the blower or supplied expansion joint, vales or the like do not have bolt hole drilling patterns and face dimensions matching the requirement of ASME B- 16.5, the vendor shall furnish conversion spool pieces so that piping with ASME B- 16.5 flanges on one end to mate to Owner furnished piping that can be mated on the other end to blower system furnished equipment. B. Motors: 1. Each blower 300 hp and above shall be supplied with a Permanent Magnet Synchronous (PMSM) high speed motor that shall operate on 4001480 Volts, 3 Phase, and the Hz range of the supplied VFD. The maximum allowable motor horsepower shall be as stated in the Design Criteria. The motor shall have a 1.15 service factor. The motor shall be able to start under the starting conditions required over the range of VFD output frequencies. Blower manufacturer shall be responsible for coordinating the starting torque requirement of the blower and the motor. Certified tests shall be submitted to the Engineer prior to shipment of the equipment. Induction motors are not acceptable. 2. Additional requirements for the blower motors are: a. Bearings. Bump Foil type Air Bearings or similar for magnetic bearings. b. Forced air down shaft and air or water cooled for magnetic bearing, water cooled only for air bearing designs. 2.5 INVERTER 1 VFD A. Electrical Connection: Electrical power connections shall provide for 2 conductors per phase plus a ground for a total of 7 feeders. B. Each blower shall be equipped with a UL certified VFD (Variable Frequency Drive). Drive shall be manufactured by a reputable manufacturer with service in the United States. Drives shall be KEB, or Vacon. Custom manufactured or private label VFD will not be accepted. C. VFD shall be air or water cooled for magnetic bearing machines, water cooled for air bearing machines. D. Each VFD shall have a sinusoidal filter on its output consisting of a L (inductor) and C (capacitor) filter to increase motor life, decrease temperature and prevent motor over - voltage. Manufacture can propose a similar feature so that the drive and motor function and provide equivalent life; if another type system is provided, provide details on why it provides equal motor protection. E. Each VFD shall have an integrated user interface that includes field bus connection and free available support software. F. Each VFD shall be supplied with passive harmonic filter that reduces the THD (Total Harmonic Distortion) to < 5% in compliance with IEEE 519 rating as measured at the down stream connection to the filter. The harmonic filters shall be supplied by a reputable manufacturer with a US based operation for technical services, commercial support and provision of replacement parts. Harmonic filter shall include a disconnect switch for the blower. Harmonic filters shall be mounted in the Blower enclosure or if in a separate enclosure per the following requirements: Aeration Blowers: Separate UL rated Enclosure no more than 27 inches wide by 25 inches deep by 72 inches tall. Enclosure to be installed indoors adjacent to the blower (cabinets to be separated as required to meet NEC code requirements). Coordinate location of wire entry and disconnect switch during shop drawings. 2.6 BLOWER CONTROL A. Each blower shall be equipped with an Allen Bradley PLC (Programmable Logic Controller) with color graphical touch screen based control system that is installed as an integral part of the enclosure. Separately mounted touch screen PLCs shall not be permitted. If another type control interface is provided such as a keypad type device, blower manufacturer shall assist the Owner in connecting wiring to the device and programming Owner's SCADA system to be able to display what would have been displayed on the specified system. B. The Programmable Logic Controller shall provide control, monitoring and diagnostics capability. C. Provide a UPS battery backup system to provide power to blower controls so that control system functions during a main power supply outage (loss of incoming 480 volt power) and provides status and safe shutdown of the blower system. D. Blower controls shall provide real time monitoring via discharge pressure vs. suction air flow graph indicating current operating point and boundaries. E. Each blower shall have the ability to be controlled in four different modes: constant speed, constant pressure, constant flow or constant DO (dissolved oxygen) level based on an internal setpoint or an external 4 to 20 milleamp (ma) setpoint signal. F. Blower controls shall include intuitive, user friendly fault menus for ease of monitoring diagnostics and troubleshooting as well as a display of the blower curve and actual operating condition for the blower on the blower curve. G. Each blower shall include built in automatic surge protection including special control software to prevent surge when additional blowers are started to run in parallel with this blower or stopped when running in parallel with this machine. An external signal can be furnished to this blower's control system to notify this blower that another parallel blower is about to start. H. Blower controls shall include built -in flow measurement, speed measurement, vibration measurement, temperature and pressure sensors with associated data display and adjustment capability. PLC controls shall be accessible through a touch screen control panel and remotely through Ethernet network communications. 1. Ethernet communications shall include all blower status and control information including: a. Remote Command: Speed input for remote control of blower speed b. Motor speed: Output to indicate motor speed c. Airflow: Output d. Discharge pressure: Output e. DO Link: control of blower from feedback from DO analyzer f. Remote start: input g. Remote stop: input h. Remote Emergency stop: input i. Blower run: output j. Slower stop: output k. Blower fault: output 1. Remote on: output, enabled when touch screen is placed in Remote m. Signal to indicate another blower has been given a signal to start to operate in parallel with this blower so that this blower can make necessary adjustments to avoid going into surge. 2. Remote Communications with Plant Control a. Turbo Blower PLC shall be capable for communication through Ethernet TCP /IP protocol to the blower master control panel or the plant SCADA system. 2.7 MASTER CONTROL — PROVISIONAL (OPTIONAL) 'BID ITEM) A. This blower system will be required to operate in parallel with one or two of the Owners eight (8) existing multistage centrifugal blowers. If the Owners elects to include this optional bid item in the Project, the blower system shall be supplied a master control panel that shall control the operation of all blowers and communicate directly with the plant SCADA system. B. The master control panel shall communicate directly with the plant SCADA system via Ethernet TCP /IP protocol. C. The master control panel shall be equipped with an Allen Bradley PLC (Programmable Logic Controller) with color graphical touch screen based control system that is installed as an integral part of the enclosure. Separately mounted touch screen PLCs shall not be permitted. D. The Programmable Logic Controller shall provide control, monitoring and diagnostics capability, E. The Master Control Panel shall have the ability to control the single or multiple in three different modes: Constant pressure, constant air flow or constant DO (dissolved oxygen) level. A remote signal form the Plant SCADA system shall determine the mode of operation and the process value. F. The Master Control Panel shall automatically start and stop and control the speed of the Blowers to provide the process demand. The high speed turbo blower shall be designated the lead blower under normal operating conditions. The Master controller shall have an operator input to select any one of the 9 total blowers as lead blower and any one of the remaining eight as the lag blower. It is anticipated that a maximum of two blowers will operate in parallel. G. The Master Control Panel shall contain logic that prevents the high speed turbo blower from going into surge when a multistage blower is called to start and added in parallel to the turbo blower. H. The Master Control Panel Controls shall be accessible through a touch screen control panel and remotely through Ethernet network communications. 1. Ethernet communications shall include all blower and system information: a. Remote Command: process variable type and value b. System Airflow: Output c. Discharge pressure: Output d. DO Link: control of blower from feedback from DO analyzer e. Remote system enable: input f. Remote system disable: input g. Remote Emergency stop: input h. Blower run: outputs i. Blower stop: outputs j. Blower fault: outputs Remote on: output, enabled when touch screen is placed in Remote 2.8 PAINTING A. Painting shall meet the following criteria. Manufacturer's premium corrosion protection system for a location with coastal sea fog and wastewater treatment plant odors. 2.9 TOOLS A. Manufacturer shall furnish one set of special tools required for complete assembly or disassembly of blower system components for each type or size of blower specified, together with a neat metal box (or boxes) for the same. The tool kit shall be sufficiently complete to permit normal repair and maintenance of all equipment furnished under this project. 2.10 SPARE PARTS A. The following spare parts shall be provided: 1. One set of recommended spare parts for each type and size of blower specified. 2. One set of replacement inlet air filters per each blower supplied. 3. One replacement cooling pump for each type of blower if cooling system used, 2.11 SOURCE QUALITY CONTROL A. Certified Factory Tests: 1. General: a. Tests shall be conducted using the actual blowers, motors, air filters„ discharge valves and other equipment to be included in the finished blower system as a completely assembled configuration. Test results must be submitted and accepted prior to shipping equipment to jobsite. b. All tests shall be conducted at the blower manufacturer's factory. c. If the certified factory tests indicate noncompliance with the requirements of these Contract Documents including the guaranteed maximum wire -to -air power submitted with the bid proposal, the blowers shall be reworked and retested at the manufacturer's full expense or at the Owner's option, the manufacturer shall pay to the Owner as penalty the 20 year energy cost to the owner for lower energy efficiency blower performance. The Owner's Engineer shall be the sole judge as to the performance acceptability of the blowers, the interpretation of specifications for the project, and the amount of any financial penalty. d. Manufacturer shall pay the cost of air fair (business class) and lodging for the Engineer to witness test all blowers if the Owner accepts the Provisional Bid item for witnessed factory testing. Provide 2 weeks notice prior to testing of blowers. 2. Acoustical Analysis. a. Conduct acoustical analysis as dBA weight sound pressure levels at each of 8 octave bands for each blower and motor assembly as approved by the Engineer. Provide noise levels in dBA by frequency range and not an as a single overall value. b. Submit certified acoustical test results for each blower and motor assembly furnished. 3. Perform vibration test as approved by the Engineer. a. Provide in certified test report for each unit, including: 1) Date and place of the dynamic balancing. 2) Submit certified static and dynamic balancing test results for each blower. 4. Mechanical Compliance Tests: a. Conduct shaft critical speed testing. b. Conduct test in accordance with ASME PTC -10 or equivalent test code with tests at full speed only. c. Submit certified mechanical compliance test results for each blower. 5. Perform performance tests at the factory using the same tolerances and clearances between aerodynamic surfaces as are recommended for actual continuous field operation. A written statement of compliance to this requirement shall be included as a part of this certified test report. G. Conduct performance testing in conformance with ASME PTC -10 or equivalent test code and as supplemented by the requirements specified herein: a. Run test points on each blower to match all Tables B -1 and B -2 specified conditions within the allowable test condition tolerances of PTC -10. b. Correct for differences in inlet air temperature, inlet humidity and basrometric pressure as described in PTC -10 c. Run additional points at test conditions equivalent to the full range between specified blower operating limits as directed by the Engineer. d. In addition to the data specified above, each test report shall contain the following: 1) A copy of certified performance curves. 2) A table summarizing the performance and maximum wire to air power for each test point. 3) A copy of the supporting calculations used to conduct the test. 4) Calculations showing the power input to the VFD drive to be furnished, at the rated point. e. Prior to conducting the tests, submit the proposed test procedure for review as required by PTC -I0. f. After successful completion of the certified performance test, submit test results for each blower. PART 3 EXECUTION 3.1 INSTALLATION K Upon finding of satisfactory installation, and prior to startup or testing, the Manufacturer shall issue a Certificate of Proper Installation and provide a copy to the Engineer. Startup and testing may begin once the Engineer has received the Certificate of Proper Installation from the Manufacturer. B. In addition to the above, the Manufacturer shall be present at the job site for a minimum of four 8 -hour days, exclusive of travel time, to support and fully train the Owner's personnel in the proper operation and maintenance of the equipment as detailed in Section 3.3. 3.2 FIELD TESTS A. After the installation of the units and all appurtenances, each unit shall be subjected to a field running test under actual operating conditions for 14 calendar days. Tests shall include performance, noise testing, and vibration testing as approved by the Engineer. The field tests shall be made by the Contractor in the presence of and as directed by the Manufacturer's Representative. Owner will perform simultaneous inlet wire power measurements with concurrent measurement of discharge pressure and air flow. The field tests shall demonstrate that under all conditions of operation each unit: 1. Has not been damaged by transportation or installation. 2. Has been properly installed. 3, Has no mechanical defect. 4. Is in proper alignment. 5. Has been properly connected. 6. Is free of overheating of any parts. 7. The as installed equipment meets the maximum vibration limits specified. 8. The as installed units do not exceed the maximum noise levels submitted in the BID. 9. Is free of overloading of any parts. 10. Shall operate correctly and as specified with the control system. 11. Meets the power draw, air flow and pressure performance requirements indicated in Section 2.2 in this specification. B. Any defects in the equipment or failure to meet the requirements of the Specifications shall be promptly corrected by the Manufacturer. 3.3 MANUFACTURER'S REPRESENTATIVE A. Where specific days of representatives or technicians are listed as being required at the field, these times are minimums; should there be a failure of the blower to perform or a non - conformance with the specifications, the representative or technician shall stay at the site additional days as necessary to correct the problem. B. The service of a qualified representative of the manufacturer shall be provided to inspect the installation of the equipment, make any necessary adjustments, test and place the equipment in satisfactory operating condition. The manufacturer shall also instruct the plant operating personnel in the operation and maintenance of the equipment. C. The manufacturer shall provide a minimum of one (1) trip (three 8 hour days) to the project site for equipment installation assistance to the Owner (or another firm engaged by the Owner) by a qualified factory authorized representative. The manufacturer's rep shall stay longer at the project site if needed to support the installation of the equipment if equipment related problems arise at no expense to the Owner. D. After installation of all plant equipment has been completed and as soon as conditions permit, the manufacturer shall provide a separate trip of two 8 hour days to conduct an acceptance test under actual operating conditions, to determine the operation is satisfactory and free from excessive vibration as defined by the blower manufacturer. The test shall consist of Three (3) hours operation of each blower with readings taken and recorded as directed by the manufacturer. E. Manufacturer shall provide the services of a controls technician for a minimum of (1) trip (three 8 hrs days) to work with the Owner's programmer and the blower technician to complete communications from all instruments and the plant SCADA system to the Master Control panel and the individual blowers. All networking addressing shall be provided and coordinated by the blower manufacturer. F. Manufacturer shall provide the services of a qualified technician and test equipment to perform harmonic filter testing of total harmonic distortion after installation of the equipment and during on -site blower testing to confirm the total harmonic distortion does not exceed the specified limits. If equipment does not function correctly, the technician will remain on -site until corrected at no additional cost to the Owner. G. Manufacturer's qualified representative shall provide the requisite services (Training) for the minimum hours listed below, travel time excluded: 1. Four hours each over 3 different operating shifts (12 hours training total but not on consecutive days) for on -site training shall be provided. Training details to be submitted three (3) weeks prior to schedule training, H. After the equipment has been placed into operation by the Owner for a minimum of forty - five (45) calendar days, the equipment manufacturer shall at the request of the Owner provide two (2) eight (8) hour non- consecutive days of equipment follow -up for equipment inspection and Owner review. This visit shall be coordinated with the Owner, END OF SECTION DATE: November 12, 2014 TO: Mayor and City Council FROM; Valerie Sommer, Library Director SUBJECT: RESOLUTION AUTHORIZING THE ACCEPTANCE OF $32,800 IN GRANT FUNDING FROM SOUTH SAN FRANCISCO UNIFIED SCHOOL DISTRICT TO SUPPORT A DIGITAL LITERACY AND TECHNOLOGY ENRICHMENT PILOT ACADEMIC CENTER PROGRAM AT LIBRARY AND PARKS AND RECREATION AFTER SCHOOL HOMEWORK PROGRAM SITES AND AMENDING THE LIBRARY DEPARTMENT'S 2014 -2015 OPERATING BUDGET RECOMMENDATION: It is recommended that the City Council adopt a resolution accepting grant funding in the amount of $32,800 from South San Francisco Unified School District to support a Digital Literacy and Technology Enrichment Program at Library and Parks and Recreation After School Homework Program sites and amending the Library Department's 2014 -2015 operating budget. BACKGROUND: Through a partnership with South San Francisco Unified School District, the County of San Mateo, and the San Mateo County Office of Education, the City of South San Francisco's Parks and Recreation and Library Departments have been awarded $32,800 to implement a pilot technology program at After School Education & Safety Program (ASES) sites at the Community Learning Center, Martin Elementary School, and Los Cerritos Elementary School. Approximately 84 - 4�h and 5`h grade students at these three sites will receive digital literacy and technology instruction during dedicated homework time, skill building enrichment modules and project- directed activities to support reading, math, online safety and searching skills, and basic computer core competencies. Students at the Parks and Recreation programs at Los Cerritos and Martin school will receive Computer Coding Instruction through a partnership with Learningtech.org. Career Exploration lessons and a culminating "parent technology fair" are included in project activities. Through a partnership with Camara.org, the South San Francisco ASES sites will receive 93 refurbished laptops to deliver and sustain this program. Camara.org "operates as a social enterprise, working to deliver digital literacy skills to disadvantaged communities through the re -use of technology." The objective of this pilot program is to increase the children's digital literacy by integrating the use of laptops in their homework and providing enrichment activities in math and reading, as well as providing direct instruction in computer skills, coding and career coaching. City Staff Report Subject: Resolution accepting funding from the South San Francisco Unified School District to support a Digital Literacy and Technology Enrichment Program Date: November 12, 2014 Page 2 staff will receive 15 hours of training to support learning in digital literacy and to engage children in ICT (Information and Computer Technology) pathways to STEM careers. FUNDING: Grant funds received will be used to amend the Library Department's current fiscal year 2014 -2015 Operating Budget. Funds not expended by the end of fiscal year 2014 -2015 will be carried over into fiscal year 2015 -2016. Receipt of these funds does not commit the City to ongoing funding. CONCLUSION: Receipt of these funds will enable the Library and Parks and Recreation Departments to provide enhanced technology and career skill building and enrichment programs at the after school homework center sites. It is recommended that the City Council accept $32,800 in grant funding to support Community Learning Center programming and amend the Library Department's fiscal year 2014 -2015 operating budget. By: VJZ� u Valerie Sommer Library Director Attachment: Resolution Approved: /9 x-9,V/ 7 Mike utr ll City Ma alter RESOLUTION NO. CITY COUNCIL, CITY OF SOUTH SAN FRANCISCO, STATE OF CALIFORNIA RESOLUTION AUTHORIZING THE ACCEPTANCE OF $32,800 IN GRANT FUNDING FROM SOUTH SAN FRANCISCO UNIFIED SCHOOL DISTRICT TO SUPPORT A DIGITAL LITERACY AND TECHNOLOGY ENRICHMENT PILOT ACADEMIC CENTER PROGRAM AT LIBRARY AND PARKS AND RECREATION AFTER SCHOOL HOMEWORK PROGRAM SITES AND AMENDING THE LIBRARY DEPARTMENT'S 2014 -2015 OPERATING BUDGET WHEREAS, the City of South San Francisco ( "City ") Parks and Recreation and Library Departments operate After School Education and Safety Program (ASES) sites at the Community Learning Center, Martine Elementary School and Los Cerritos Elementary School; and WHEREAS, the South San Francisco Unified School District has awarded a grant to the City in the amount of $32,800 to implement a pilot academic center technology program at the ASES sites; and WHEREAS, fourth and fifth grade students at these sites will receive digital literacy and technology instruction during dedicated homework time using refurbished laptops provided through this grant; and WHEREAS, staff recommends the acceptance of the grant funding in the amount of $32, 800 from the South San Francisco Unified School District to support a digital literacy and technology enrichment program at Parks and Recreation and Library Departments ASES sites; and WHEREAS, the foregoing grant funds will be used to amend this year's operating budget of the Library Department. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of South San Francisco that the City Council hereby accepts $32,800 in grant funding from the South San Francisco Unified School District and amends the Library Department's 2014 -2015 Operating Budget in order to reflect an increase of $32,800. I hereby certify that the foregoing Resolution was regularly introduced and adopted by the City Council of the City of South San. Francisco at a regular meeting held on the 12th day of November, 2014 by the following vote: AYES: NOES: ABSTAIN: ABSENT: ATTEST: City Clerk s o n ry'� f2i� O c�11F0 ReDort DATE: November 12, 2014 TO: Mayor and City Council FROM: Bill Reilly, Fire Chief SUBJECT: A RESOLUTION APPROVING THE FIRST REVISED AND RESTATED JOINT EXERCISE OF POWERS AGREEMENT OF THE SAN MATEO OPERATIONAL AREA EMERGENCY SERVICES ORGANIZATION, AND AUTHORIZING THE CITY MANAGER TO EXECUTE THE FIRST REVISED AND RESTATED JOINT EXERCISE OF POWERS AGREEMENT RECOMMENDATION It is recommended that the City Council adopt a resolution approving the First Revised and Restated Joint Exercise of Powers Agreement of the San Mateo County Operational Area Emergency Services Organization, and authorizing the City Manager to execute the First Revised and Restated Joint Powers Agreement. BACKGROUND /DISCUSSION Council originally approved the new Joint Powers Agreement (JPA) on February 12, 2014 and it was scheduled for approval at the April 17, 2014 Emergency Service Council (ESC) meeting. The JPA had at that time, been approved and reviewed by all member cities. At the request of the San Mateo County Counsel, the JPA was removed from the consent calendar after it was determined that language in the JPA needed further clarification and amending specific to the California Government Code's Joint Exercise of Powers Act. The process for a new revised and restated JPA had to go through the same protocols of vetting through the ESC, City Managers, City Attorneys and Police /Fire Chiefs. The Sheriff's Office Homeland Security Division and Area Office of Emergency Services (HSD /OES) proposed to complete these procedural steps and bring back the fully vetted and approved revised and restated JPA to the Emergency Services Council for review at the next scheduled quarterly meeting scheduled for January, 2015. The JPA agreement from 1997 was outdated and in need of revision. The entire landscape of the Homeland Security and Emergency Services field has drastically changed since 2001 and the agreement that governs how San Mateo County provides Emergency Services needed to reflect current laws, rules, directives, orders and trends. The JPA agreement has been updated to reflect the current relationships between the County of San Mateo, the participating cities and other Staff Report Subject: A RESOLUTION APPROVING OF THE FIRST AMENDED JOINT EXERCISE OF POWERS AGREEMENT OF THE SAN MATEO OPERATIONAL AREA EMERGENCY SERVICES ORGANIZATION Page 2 partners and to provide a clear understanding of the mission of the ESC and the Emergency Coordinators within the County, cities and other participating partner agencies /jurisdictions. In preparation for the April 17, 2011 ESC quarterly meeting, HSD /OES asked County Counsel David Silberman, for a final review. The San Mateo County Counsel serves as the legal representative for the Emergency Services Council. The proposed JPA agreement was vetted through the San Mateo County Emergency Managers Group, San Mateo County Police Chiefs, San Mateo County Fire Chiefs, San Mateo County City Managers Group and the various city attorneys representing the respective participating City members of the ESC /JPA. It was the opinion of the HSD /OES that the JPA was ready for adoption at the April 17a' ESC meeting. Prior to the April 17`}' meeting, SMCO County Counsel David Silberman contacted HSD /OES Captain Wyss and informed him that the revised JPA was not ready to proceed for formal adoption with the County Board of Supervisors. Mr. Silberman indicated that upon his final review, he identified some language and formatting issues with the current version of the JPA agreement and requested some changes. It was at this time that Captain Wyss stopped the process and requested the JPA committee reconvene and add any new language. Based on the requested changes to the JPA document, the HSD /OES proposed a formal process to review and approve any further JPA agreements. HSD /OES recognizes the importance of properly reviewing and vetting the JPA document before it is sent to the cities for approval. The review will ensure that the JPA document will comply and be filed with the California Secretary of State, as required under the Goverrunent Code. The JPA also will adopt a Conflict of Interest Code in order for the agreement to meet JPA requirements by the state. To assure that all requirements and legal standards are appropriately reviewed and met in a systematic and orderly phase, HSD /OES has developed the below process: Phase 1: COMPLETE The current JPA agreement will be reviewed by the HSD /OES staff who will color code all changes, recommendations and suggestions that have been made to the agreement. A legend will beprovided to allow the reviewer to know where and who made the recommendations for changes in the agreement. Phase II: COMPLETE HSD /OES Staff will meet with the JPA sub - committee of the San Mateo County Emergency Managers Association group to review the proposed changes and language. They will review and make any appropriate recommendations to the agreement. Any edits by this group will also be color coded for easy recognition. Phase III: COMPLETE The JPA agreement will be reviewed by the San Mateo County Counsel who serves as the legal representative for the Emergency Services Council to assure the correct language and changes have met the necessary legal requirements. Staff Report Subject: A RESOLUTION APPROVING OF THE FIRST AMENDED JOINT EXERCISE OF POWERS AGREEMENT OF THE SAN MATEO OPERATIONAL AREA EMERGENCY SERVICES ORGANIZATION Page 3 Phase IV: COMPLETE The HSD /OES Captain or Director will present the revised JPA agreement to the ESC at the scheduled September 18, 2014 meeting. The presentation will be divided into four sections: Section I Original April 3, 1997, version Section II The proposed April 17"' JPA revision aka First Amendment version Section III The Revised final JPA First Amendment Section IV The ESC will be asked for a vote of approval to forward the revised JPA First Amendment to the City Managers Group for review and city council approvals. Phase V: COMPLETE The JPA document will be sent to the various cities within five days of the September ESC meeting. The Cities should have the agreement reviewed by the City Manager, Police/ /Fire Chiefs and City Council and returned to the Office of Emergency Services by December 3, 2014. Reviewed By Submitted On Returned & Acee ted On Emergency Managers Association 7/19/14 8/29/14 Police & Fire Chiefs Associations 9/03/14 9/17/14 Emergency Services Council 9 /11 /14 9/18/14 City Managers Association_ 9/19/14 9/30/14 SMC City Attorneys 9117/14 10/03/14 A discussion led by County Counsel David Silberman with City Attorney representatives from Belmont, East Palo Alto, Burlingame, Brisbane, Hillsborough, Menlo Park, Pacifica, Daly City, Millbrae, Portola Valley, South San Francisco, Foster City, Woodside, San Mateo and Half Moon Bay reviewed and edited the final JPA document. The final version of the document included agreed upon changes offered by the Emergency Managers Association, the Area Office of Emergency Services, City Attorneys group, Police and Fire Chiefs Association, Emergency Services Council and the SMC City Managers Association. Phase VI 1. The restated and revised JPA document will be emailed to the ESC at time of final vetting and completion. COMPLETE 2. The revised and restated JPA will be presented to the ESC at the first ESC quarterly meeting scheduled in January 2015. A recommendation for approval will be requested. Phase VII HSD /OES staff will prepare a memo and resolution to the San Mateo County Board of Supervisors requesting formal adoption of the revised Emergency Services Council's Joint Powers Agreement for the San Mateo County Operational Area. There is no fiscal impact; no changes have been made to the funding formula for cities. Staff Report Subject: A RESOLUTION APPROVING OF THE FIRST AMENDED JOINT EXERCISE OF POWERS AGREEMENT OF THE SAN MATEO OPERATIONAL AREA EMERGENCY SERVICES ORGANIZATION Page 4 Below is a summary of the changes to the JPA Agreement: • Revised in a format that is consistent with other Joint Powers Agreements • Recitals have been added to provide a clear explanation of the mission of the ESC • Definitions have been updated to reflect current language used in the provision of emergency services and homeland security prevention, protection, mitigation, response and recovery • Minimum recommended training guidelines for Authority members have been added to include ICS 100, 700 and 402, which will ensure an understanding of the NIMS compliance obligations as well as provide a background in basic emergency management Specific responsibilities of the Council have been added to include designation of a person or persons to participate in the Emergency Managers Association meetings and activities (staff level participant) • Participating Partners (non- voting members) has been updated to include representatives from: ■ American Red Cross ■ San Mateo County Police and Fire Chiefs Association ■ Water Districts ■ Sanitary Districts ■ Harbor Districts ■ Port Authority ■ Transit District ■ Pacific Gas and Electric Company ■ Office of Education ■ Hospital Consortium ■ Emergency Medical Service Authority ■ San Mateo Emergency Managers Association • The Director of Emergency Services role had been defined to include the role of Grant Program Administrator in addition to the previous responsibilities • A General Provisions section has been added to further define the purpose and member /partner participation of the Authority, to include non- participation consequences • Emergency preparedness and planning metrics have been added to the agreement to provide defined common preparedness responsibilities for all jurisdictions • Basic training and exercise requirements have been included to provide guidance to ensure NIMS compliance for all participants Staff Report Subject. A RESOLUTION APPROVING OF THE FIRST AMENDED JOINT EXERCISE OF Page 5 POWERS AGREEMENT OF THE SAN MATEO OPERATIONAL AREA EMERGENCY SERVICES ORGANIZATION Provision for withdrawal from the Authority has been outlined Regular review and revision dates have been included to ensure compliance with established guidelines such as NIMS CONCLUSION Approving the amended agreement would provide clarification and guidance for the City, the ESC and the Director of Emergency Services for the provision of planning, preparedness, mitigation, response and recovery to emergencies within the operation area of San Mateo County. By: (13A-L� ill Reilly Interim Fire Chief Attachments: Resolution 2344764.1 Approved: - ak / ike Futrell City Manager Exhibit A- First Revised and Restated Joint Exercise of Powers Agreement RESOLUTION NO. CITY COUNCIL, CITY OF SOUTH SAN FRANCISCO, STATE OF CALIFORNIA A RESOLUTION APPROVING THE FIRST REVISED AND RESTATED JOINT EXERCISE OF POWERS AGREEMENT OF THE SAN MATEO OPERATIONAL AREA EMERGENCY SERVICES ORGANIZATION; AND AUTHORIZING THE CITY MANAGER TO EXECUTE THE FIRST REVISED AND RESTATED JOINT EXERCISE OF POWERS AGREEMENT WHEREAS, the City of South San Francisco (City) is currently a member of the San Mateo Operational Area Emergency Services Authority ( "Authority "); and WHEREAS, the City first approved and executed the first Joint Exercise of Powers Agreement ( "JPA ") in 1997; and WHEREAS, the JPA governs how San Mateo County provides Emergency Services and must reflect current laws, rules, directives, orders and trends; and WHEREAS, the entire landscape of the Homeland Security and Emergency Services field has drastically changed since 2001; and WHEREAS, the Authority has recognized the need to update and revise the JPA; and WHEREAS, the City desires to continue participation in the Authority; and WHEREAS, the City Council approved the First Amended Joint Exercise of Powers Agreement ( "First Amended JPA) on February 12, 2014 WHEREAS, the First Amended JPA has been subsequently revised at the request of the San Mateo County Counsel; and WHEREAS, the partner cities and their counsel have had the opportunity to review and contribute to the subsequent revisions; and WHEREAS, the First Amended JPA has been revised to incorporate relevant provisions of the Joint Exercise of Powers Act, to reflect the current relationships between the County of San Mateo, the participating cities and other partners, and to provide a clear understanding of the responsibilities of the Emergency Services Council and the Emergency Coordinators within the County, Cities and other participating partner agencies /jurisdictions-, and 1 WHEREAS, the City desires to execute the revised First Amended JPA, now entitled the First Revised and Restated Joint Exercise of Powers AgreementNOW, THEREFORE, BE IT RESOLVED that the City Council of the City of South San Francisco hereby approves the First Revised and Restated Joint Exercise of Powers Agreement of the San Mateo Operational Area Emergency Services Authority. BE IT FURTHER RESOLVED, that the City Council hereby authorizes the City Manager to execute the First Revised and Restated Joint Exercise of Powers Agreement for and on behalf of City of South San Francisco, subject to approval as to form by the City Attorney, and to take any other action consistent with the intent of this Resolution. I hereby certify that the foregoing Resolution was regularly introduced and adopted by the City Council of the City of South San Francisco at a regular meeting held on the l2`" day of February, 2014 by the following vote:. AYES: NOES: ABSTAIN: ABSENT: ATTEST: 234471Q.1 EXHIBIT A First Revised and Restated Joint Exercise of Powers Agreement San Mateo County Operational Area Emergency Services Organization THIS JOINT POWERS AGREEMENT ( "Agreement ") is made as of the Effective Date by and between the public entities set forth below, creating the San Mateo County Operational Area Emergency Services Organization Authority ( "Organization "). Each public entity executing this Agreement shall be referred to individually as a "Member Agency," with all referred to collectively as "Member Agencies." RECITALS Whereas the Member Agencies' goal is to establish a unified emergency services organization; and Whereas the Member Agencies agree that the purpose of this Organization will be to operate pursuant to Presidential Directive 5, the National Response Framework, National Incident Management System (NIMS), Presidential Directive 8, the National Preparedness Goal and California's Standardized Emergency Management System (SEMS) and local adopted Emergency Operations Plans and Annexes. Whereas the Member Agencies agree that the participants within this Organization may include all local governments within the geographic area of the County, special districts, unincorporated areas, and participating non - governmental entities; and Whereas the Member Agencies agree that the collective goal is to provide coordinated plans for the protection of persons and property based on the phases of emergency management; and Whereas the Member Agencies have the authority to enter into this Agreement under the Joint Exercise of Powers Act, California Government Code Section 6500 et seq. ( "Act "). NOW, THEREFORE, in consideration of the recitals and mutual obligations of the Member Agencies as herein contained, the Member Agencies agree as follows: Article I - GENERAL PROVISIONS 1.01 Purpose This Agreement creates an entity to exercise the powers shared in common by the Members Agencies to engage in local and regional cooperative planning and coordination and delivery of services. As part of this Organization's purpose, Members Agencies seek to meet or exceed the current Emergency Response Planning and Management Capabilities within the Operational Area, Further, Member Agencies seek to support existing regional Public Information and Notification Systems, and to continue to support the regional hazardous materials emergency response program. Such purposes are to be accomplished and the Members Agencies' common powers exercised as set forth in this Agreement. 1.02 Creation of Authority Pursuant to the Joint Exercise of Powers Act, the Member Agencies hereby create a public entity to be known as the "San Mateo County Operational Area Emergency Services Organization Authority" ("Organization. ") The Organization shall be a public entity separate and apart from the Member Agencies. The geographic jurisdiction of the Organization is all territory within the geographic SMAOES October 2014 Page 1 boundaries of the Member Agencies; however, the Organization may undertake any action outside those geographic boundaries as is necessary and incidental to accomplishing its purpose. 1,03 Membership in the Organization Membership in the Organization is limited to public entities, as defined by the Joint Exercise of Powers Act, located or operating within San Mateo County that have approved and executed this Agreement, and contributed resources of any kind toward establishing and supporting the Organization (including, but not limited to financial, personnel, equipment, or other resources) as approved by the Emergency Services Council. 1.04 Participating Members/Partners in the Organization Participation in the Organization is intended to ensure cooperative emergency planning and response; all participating Member Agencies and partners are expected to attend all regular and special meetings of the Emergency Services Council, encourage active participation by their jurisdictions in the development of plans and training programs, drills, exercises and training opportunities, and otherwise assist in supporting the implementation of this Agreement. 1.05 Powers of the Organization The Organization may purchase, lease, own and/or dispose of property and equipment and enter into contract(s), as required to satisfy the purposes of this Agreement. The Organization may employ agents and/or employees, operate works and improvements, sue and be sued in its own name, and invest surplus funds. Article II- COMMON TERMINOLOGY 2.01 Terminology Defined Not all vocabulary of technical terms listed in the Agreement is used in the Agreement. In part, the terms are included as a resource to further clarify terminology utilized in documentation, field operations and/or applicable subject matter. 2.02 All- Hazards: "Grouping classification encompassing all conditions, environmental or manmade, that have the potential to cause injury, or death; damage to or loss of equipment, infrastructure services, or property; or alternately causing functional degradation to societal, economic or environmental aspects. Annotation: All- hazards preparedness ensures that if a disaster occurs, people are ready to get through it safely, and respond to it effectively. FEMA began development of an Integrated Emergency Management System with an all- hazards approach that included `direction, control and warning systems which are common to the full range of emergencies from small isolated events to the ultimate emergency — war." (DHS, Lexicon, October 23, 2007, p. 1) 2.03 Catastrophe: An event during which a society incurs, or is threatened to incur, such losses to persons and/or property that the entire society is affected and extraordinary resources and skills are required, some of which must come from other nations. 2.04 Community Emergency Response Team (CERT): "Community Emergency Response Team" (CELT) training is one way for citizens to prepare for an emergency. CERT training is designed to prepare people to help themselves, their families and their neighbors in the event of a catastrophic disaster. Because emergency services personnel may not be able to help everyone immediately, residents can make a difference by using the training obtained in the CERT course to save lives and protect property. (DHS, National Response Framework (Comment Draft). DHS, September 10, 2007, p. 18) SMAOES October 2014 Page 2 2.05 Command: The act or directing and or controlling by virtue of explicit legal, agency or delegated authority. The term "Command" may also refer to the Incident Commander. 2.06 Emergency; Any incident, whether natural or manmade, that requires responsive action to protect life or property. Under the Robert T. Stafford Disaster Relief and Emergency Assistance Act, an emergency means any occasion or instance for which, in the determination of the President, federal assistance is needed to supplement state and local efforts and capabilities to save lives and to protect property and public health and safety or to lessen or avert the threat of a catastrophe in any part of the United States. 2 »07 Emergency Management: A subset of incident management, the coordination and integration of all activities necessary to build, sustain and improve the capability to prepare for, protect against, respond to, recover from or mitigate against threatened or actual natural disasters, acts of terrorism or other manmade disasters. 2,118 Emergency Operations Center (EOC): The physical location at which the coordination of information and resources to support incident management activities normally takes place. An EOC may be a temporary facility or may be located in a more central or permanently established facility, perhaps at a higher level of organization within a jurisdiction. 2.09 Incident: An occurrence or event, natural or manmade, which requires a response to protect life or property. Incidents can, for example, include major disasters, emergencies, terrorist attacks, terrorist threats, civil unrest, wild land and urban fires, floods, hazardous materials spills, nuclear accidents, aircraft accidents, earthquakes, hurricanes, tornadoes, tropical storms, tsunamis, war - related disasters, public health and medical emergencies and other occurrences requiring an emergency response, 2.10 Incident Command System (ICS): A standardized on -scene emergency management construct specifically designed to provide for the adoption of an integrated organizational structure that reflects the complexity and demands of single or multiple incidents, without being hindered by jurisdictional boundaries. It is used for all kinds of emergencies and is applicable to small as well as large and complex incidents. 2.11 Local Emergency: The duly proclaimed existence of conditions of disaster or extreme peril to the safety of persons and/or property within territorial limits of a county, city and county, or city caused by such conditions as fire, flood, storm, epidemic, riot, drought, sudden and severe energy shortage, plant or animal infestation or disease, earthquake, tsunami or other conditions which are likely to be beyond the control of the services, personnel, equipment and facilities of that local political subdivision to combat. 2.12 Local Government: A county, municipality, city, town, township, local public authority, school district, special district, intrastate district, council of governments (regardless of whether the council of governments is incorporated as a nonprofit corporation under state law;) regional or interstate government entity or agency or instrumentality of a local government; an Indian tribe or authorized tribal entity, or in Alaska a Native Village or Alaska Regional Native Corporation; a rural community, unincorporated town or village or other public entity. See Section 2 (10), Homeland Security Act of 2002, P.L. 107 -296, 116 Stat. 2135 (2002). SMAOES October 2014 Page 3 2.13 Mitigation: Activities providing a critical foundation in the effort to reduce the loss of life and/or property from natural and/or human - caused disasters by avoiding or lessening the impact of a disaster and providing value to the public by creating safer communities, Mitigation seeks to fix the cycle of disaster damage, reconstruction, and repeated damage. These activities or actions, in most cases, will have a long -term sustained effect. 2.14 National Incident Management System (NIIIrIS): System that provides a proactive approach guiding government agencies at all levels, the private sector and nongovernmental organizations to work scamlessly to prepare for, prevent, respond to, recover from, and mitigate the effects of incidents, regardless of cause, size, location or complexity, in order to reduce the loss of life or property and harm to the environment. 215 National Response Framework: This document establishes a comprehensive, national, all - hazards approach to domestic incident response. It serves as a guide to enable responders at all levels of government and beyond to provide a unified national response to a disaster. It defines the key principles, roles, and structures that organize the way U.S, jurisdictions plan and respond. 2.16 Operational Area: An intermediate level of the state emergency services organization, consisting of the County and all political subdivisions within the county area. In a state of emergency, the operational area shall serve as a link in the system of communications and coordination between the political subdivisions comprising the operational area and the Regional or State Emergency Operations Center. 2.17 Preparedness: Actions that involve a combination of planning, resources, training, exercising and organizing to build, sustain and improve operational capabilities. Preparedness is the process of identifying the personnel, training and equipment needed for a wide range of potential incidents and developing jurisdiction- specific plans for delivering capabilities when needed for an incident. 2.18 Recovery: The development, coordination and execution of service - and site - restoration plans; the reconstitution of government operations and services; individual, private - sector, nongovernmental and public - assistance programs to provide housing and to promote restoration; long -term care and treatment of affected persons; additional measures for social, political, environmental and economic restoration; evaluation of the incident to identify lessons leamed; and post- incident reporting and development of initiatives to mitigate the effects of future incidents. 2.14 Resources: Personnel and major items of equipment, supplies and facilities available or potentially available for assignment to incident operations and for which status is maintained. Under the National Incident Management System, resources are described by kind and type and may be used in operational support or supervisory capacities at an incident or at an emergency operations center. 2.20 Response: Immediate actions to save and sustain lives, protect property and the environment, and meet basic human needs. Response also includes the execution of plans and actions to support short -term recovery. 2.21 Standardized Emergency Management System: The Standardized. Emergency Management System (SEMS) is the cornerstone of California's emergency response system and the fundamental structure for the response phase of emergency management. SEMS is required by the California Emergency Services Act (ESA) for managing multiagency and multijurisdictional responses to emergencies in California. The system unifies all elements of California's emergency management SMAOES October 2014 Page 4 community into a single integrated system and standardizes key elements. SEMS incorporates the use of the Incident Command System (ICS), California Disaster and Civil. Defense Master Mutual Aid Agreement (MMAA,) the Operational Area (OA) concept and multiagency or inter- agency coordination. State agencies and local governments are required to use SEMS in order to be eligible for any reimbursement of response- related costs under the state's disaster assistance programs, Article III — GOVERNANCE 3.01 Composition of the Council The Organization shall be administered by the Emergency Services Council ( "Council ") consisting of the following members: a) A member of the San Mateo County Board of Supervisors, who shall be designated by the Supervisors. b) Each governing body of a Member Agency shall annually select and appoint a representative to serve on the Council and may select and appoint an alternate representative, Each representative and alternative representative must be a member of the governing body of the Member Agency. c) The Chair of the Emergency Services Council shall be the representative from the Board of Supervisors. d) A Vice -Chair shall be selected by the Council. 3.02 General Purpose of the Organization The general purpose of the Organization is to: a) Provide structure for administrative and fiscal policies and procedures; b) Identify and pursue funding sources; C) Set policy; d) Maximize the utilization of available resources; and e) Oversee all committee activities. 3.03 Specific Responsibilities of the Council The specific responsibilities of the Council shall be as follows: a) To review and recommend adoption by the Board of Supervisors and City Councils of each City, Emergency Plans, programs and agreements, in addition to the basic agreements as deemed necessary to carry out the purpose of the Organization. b) To approve an annual budget in an amount necessary to carry out the purposes of the Organization. Upon review and approval of the annual budget by the Council, each Member Agency shall recommend the budget to the governing body of the Member Agency for the purpose of securing from each the appropriations in accordance with each Member Agency's identified allocation (via Budget Sheets.) a) Each Member Agency's Executive Officer shall identify and designate at the beginning of each fiscal year, a local coordinator for regular participation in the San Mateo County Emergency Managers Association, Should the identified Coordinator change at any time during the year, the Member Agency shall advise the Director of Emergency Services within 30 days. d) If a Member Agency participates in a contract relationship for the provision of emergency services, it is still required to name a local emergency coordinator to the Emergency Managers Association who will assure the continuity of communication between the Member Agency, the County Office of Emergency Services (OES) and the Organization. SMAOES October 2014 Page 5 3.04 Meetings of the Organization. a) Regular Meetings: The Council shall approve a schedule for its regular meetings provided, however, that the Council shall hold at least one regular meeting quarterly. The Council shall fix the date, hour and location of regular meetings by resolution and the Secretary shall transmit a copy of the resolution to each Member Agency at the first meeting of the fiscal year. b) Special Meetings: Special meetings of the Council may be called in accordance with the Brown Act by the Chair, a majority of the Council or the Director. c) Call, Notice and Conduct of Meetings: All meetings of the Council, including without limitation, regular, adjourned regular and special meetings, shall be noticed, held and conducted in accordance with the provisions of the Ralph M. Brown Act, California Government Code section 54950 et seq. As soon as practicable, but no later than the time of posting, the Secretary shall provide notice and the agenda to each Member Agency. Any Member Agency may request that an item be considered for placement on the Agenda by submitting the request to the Director of Emergency Services. d) Meetings of the Council shall be conducted by the Chair or by the Vice -Chair in the absence of the Chairperson. In the absence of both Chair and Vice- Chair, the meeting shall be chaired by member of the Council selected by a majority vote of the Council. 3.05 Minutes The Secretary of the Organization shall cause to be kept a digital recording of each meeting, which shall be posted on the SMC OES Website. The Secretary will create brief summary written minutes for approval by the Council. 3.06 Voting All power of the Organization shall reside with the Council. Each Member Agency shall have one vote. A Member Agency's alternate representative may participate and vote in the proceedings of the Council only in the absence of that Member Agency's regular representative. No absentee ballot or proxy voting is permitted_ 3.07 Quorum; Required Votes; Approvals A quorum of the Council is a majority of the representatives of the Member Agencies of the Organization. If the number of Member Agencies is an even number, a majority is fifty percent of the Member Agencies, plus one. The Council may not take any substantive action without a majority of the Member Agencies voting to take that action. Action on non - substantive procedural matters may be taken by a majority of a quorum. Article IV -- PARTICIPATING PARTNERS, EMPLOYEES AND ADVISORY COMMITTEES 4.01 Participating Partners In order to ensure cooperative emergency planning and response, the following may be invited to attend, as non - voting members, all regular and special meetings of the Council, participate in the development of plans and training programs, and otherwise assist in supporting the implementation of this Agreement: a) A representative of the American Red Cross to be invited by the Chair with the approval of the Council. b) One representative each from the San Mateo County hire Chiefs Association and the San Mateo County Police Chiefs and Sheriff Association as may be invited by the Chair with approval of the Council. c) One representative for Water Districts as may be invited by the Chair with approval of the Council. SMAOES October 2014 Page 6 d) One representative for Sanitary Districts as may be invited by the Chair with approval of the Council. e) One representative for the San Mateo County Harbor District as may be invited by the Chair with approval of the Council. f) One representative for the Port Authority as may be invited by the Chair with approval of the Council. g) One representative for San Mateo County Transit District as may be invited by the Chair with approval of the Council. h) One representative for Pacific, Gas and Electric Company as may be invited by the Chair with approval of the Council. i) One representative for the Office of Education as may be invited by the Chair with approval of the Council. j) One representative for the Hospital Consortium as may be invited by the Chair with approval of the Council. k) One representative for the EMS Agency as may be invited by the Chair with approval of the Council. 1) One representative for the San Mateo Emergency Managers Association as may be invited by the Chair with approval of the Council. Should other interested parties be identified for participation, the Organization shall consider a written request for participation and may be invited by the Chair with approval of the Council. 4.02 Treasurer The Treasurer of the County of San Mateo shall be the Treasurer of the Organization. The Treasurer shall be the depository, shall have custody of the accounts, funds and money of the Organization from whatever source, and shall have the duties and obligations set forth in the Joint Exercise of Powers Act. 4.03 Auditor and Financial Accountability The Organization will ensure financial accountability as required by Section 6505 of the Government Code_ The Organization will ensure that audits are conducted as required by that Section. Unless the Council votes to appoint a separate auditor, audits will be conducted by auditor selected to conduct the audit of the Sheriff's Office. In the event that the Council selects a separate auditor, the full cost of the audit will be the responsibility of the Organization. The Auditor shall perform the functions of auditor for the Organization and shall make or cause an independent annual audit of the accounts and records of the Organization by a certified public accountant, in compliance with the requirements of the Joint Exercise of Powers Act and generally accepted auditing standards. 4.04 Legal Counsel The San Mateo County Counsel's Office shall be the legal counsel for the Organization. To the extent permitted by the Joint Exercise of Powers Act, the Organization may change, by resolution, the legal counsel to the Organization. The full cost of outside legal counsel will be the responsibility of the Organization. 4.05 Secretary to the Organization The San Mateo County Office of Emergency Services shall provide a Secretary and administrative support to the Organization. 4.06 Contractors The Organization shall have the power by resolution to appoint and employ such other consultants and independent contractors as may be necessary to carry out the purposes of the Organization. The Organization will be responsible for any /all incurred costs. SMAOES October 2014 Page 7 4.07 Committees The Organization may form and dissolve Committees as determined by the Council. 4.08 Director of Emergency Services The Sheriff or his/her designee is the Director of the San Mateo County Area Office of Emergency Services ("Director"). The SMC Area Office of Emergency Services is responsible for the on -going operation of the San Mateo County Operational Area and is also responsible for achieving the purposes of the Organization as follows: a) Emergency Response - coordination and planning during any regional emergency in accordance with adopted emergency plans. b) Plans and Operations - preparation, development, coordination, and integration of compatible and complimentary unified area -wide emergency plans for approval by the State of California and adoption by the Council. c) Communications - coordination, development and maintenance of an area -wide emergency communications service, including public alert and warning systems, and other situational awareness tools. d) Public Education and Information - coordination and support of an area -wide public education and information program. e) Training and Exercise - coordination and assistance in the training and exercising of all County employees identified as Disaster Service Workers, as defined by Sect. 3100 of the California Government Code and volunteers. The Member Agencies will be responsible for the training and exercise of their identified employees; however, OES will provide needed support as requested. f) Grant Program Administration - coordination and assistance with designated emergency coordinators within the Operational Area in the securing and distribution of grant funds for regional emergency management initiatives and program support. g) General Administration - coordination and assistance in the procurement and inventory of emergency equipment, management of, maintenance and distribution of area -wide inventories of vital supplies and equipment. h) The Organization does not intend to acquire title to any property. But in the event that it does, pursuant to Section 6505.1 of the Government Code, the Organization designates the Director to handle that property. In the event that the Organization does acquire title to property, the Director will obtain a bond in the amount determined by the contracting parties. 4.09 Staffing Reimbursement The County Office of Emergency Services is a bureau of the Sheriff's Office, staffed by sworn officers and other civil service employees of the County of San Mateo appointed by the Sheriff. The Office of Emergency Services supports the purposes of the Organization. A portion of the cost of Office of Emergency Services staff is reimbursed by the Organization in an amount determined by the funding allocation in this Agreement. Article V — BUDGET AND COST- SHARING In consideration of the mutual promises herein contained, it is hereby agreed that the cost of maintaining the Organization will be shared as described below. SMAOES October 2014 Page 8 a) From the total amount of the annual budget there shall be deducted estimated revenue from federal "matching funds," state grants, and other service revenues. b) The balance of the annual budget remaining after anticipated revenues have been deducted shall be paid as follows: 1. The county shall pay 50% of the remaining balance. 2. The cities shall pay the remaining 50% of the balance, apportioned in accordance with the following formula: i. One half of said 50 % to be apportioned by people units or population. a) Total population of all member cities divided into one -half of the total of the cities` share of the budget equals a factor in cents. b) Population of each member city times the factor in cents equals the share for each city. ii. The remaining one -half of said 50% to be apportioned on the basis of assessed valuation as follows: a) Total assessed value of real and personal property in all member cities divided into one -half of the total of the city's share of the budget equals a factor in mils. b) Assessed value of real and personal property of each member city times the factor in mils equals the share for each city. c) For the purpose of this Agreement the total assessed valuation of real and personal property in all Member Agencies shall be the most recent such total maintained by the offices of the County Assessor. d) The figures used for population in each city shall be determined by a method and from a source that is mutually acceptable to the majority of members. e) It is understood and agreed that the financial obligations incurred by the Member Agencies under the provisions of this Agreement will be incurred annually, subject to the limitation that the county and cities are financially able to make funds available. f) If the Member Agencies representing 25% or more of the county's population do not approve the budget in any fiscal year, the proposed budget will be referred back to the Director and the Finance Committee for revision and recommendation. If no resolution can be reached by the committee, the Member Agencies may proceed to adopt budgets that provide those services they deem necessary for adequate emergency services protection as a whole, but any Member Agency shall be financially responsible for that portion of the budget unilaterally adopted. Any Member Agency that does not meet its financial commitment under the adopted budget will lose its voting status and/or other such privileges of membership as determined by the Council. g) It is further agreed that any excess in federal or state funds, in any year, shall be reviewed by the Finance Committee, who will then make a recommendation to the Council, as to the disposition of the excess funds. h) With respect any Member Agency that is not a City or the County, the amount to be contributed is determined by a negotiation between those Member Agencies and the Director Emergency Services and must be approved by the Council. A letter memorializing the agreed contribution will be an attachment to this Agreement. Article VI - INSURANCE a) The County shall add the Organization and Emergency Services Council to its existing excess liability insurance coverage and shall maintain such coverage in full force and effect during the life of the Agreement, Member Agencies understand that the County is partially self - insured. Unless the Organization decides otherwise, County shall provide for the ,defense of any claims or litigation within the self- insured retention. Legal representation by the County will ordinarily be provided by the County Counsel, SMAOES October 2014 page 9 b) Any out -of- pocket expense or loss, by way of judgment or settlement, arising out of the operation of this Agreement, within the limits of the County's self-insured retention shall be shared by the parties in accordance with the formula as described in Article V (b). Article VII - EFFECTIVENESS This Agreement shall be effective upon its execution by all Member Agencies. It is effective as to new Members Agencies upon adoption and approval by the Council and by the new Member Agency's governing body. This Agreement shall continue in effect until terminated as provided herein. Article VIII — TERM AND TERMINATION 8.01 Withdrawal by Members a) Any Member Agency may withdraw from this Agreement by written notice given by such Member Agency to all other Member Agencies, which notice shall be given at least 120 days prior to the commencement of the fiscal year in which it is to take effect. For the purpose of such notice, a fiscal year is defined as July 1 of a calendar year through June 30 of the succeeding calendar year. b) Any former or prospective Member Agency may enter or re -enter the organization by petition to the Council by its governing body, and majority approval of the petition by the Council. Upon approval, the new Member Agency must agree in writing to all terms of this Agreement. c) Should a Member Agency withdraw less than 120 days prior to the commencement of the fiscal year, the withdrawal will be effective but that Member Agency will be responsible for its calculated contribution for that year pursuant to Article V. d) Should a Member Agency give required notice and withdraw from the Agreement, the prior contribution of that Member Agency will be divided equally by formula among the remaining Member Agencies. 8.02 Termination of Organization and Disposition of Surplus Money and Property This Agreement shall terminate effective upon a vote of the Council, the County and by at least eleven (11) cities representing the majority of the population of the County. In the event that the Organization ceases to exist, surplus funds will be returned consistent with Section 6512 of the Government Code in proportion to the contributions made. The Organization does not intend to acquire title to any property. But in the event that it does, title to all property acquired by the Organization, shall be owned by the County of San Mateo to be used for "County Wide" purposes. 8.03 Amendments Any proposed Amendments to this Agreement may be recommended by the Council but must be ratified by each Member Agency's governing body. 8.04 Review of this Agreement The Council will conduct a review of this Agreement in 2020 and every five years thereafter to determine whether any changes to the Agreement are necessary or advisable. In the event that the Council concludes that changes should be made, each Member Agency representative will take those recommended changes to the governing body of the Member Agency for ratification. 5.05 Bylaws The Council may, from time to time, adopt and/or amend Bylaws for the conduct of its affairs, provided the purpose is consistent with this Agreement and/or are necessary and appropriate. SMAOES October 2014 Page 10 Article IX - MISCELLANEOUS PROVISIONS 9.01 Notices It shall be the responsibility of the Sheriff or his/her designee to ensure all notices are provided to Member Agencies and posted in compliance with the legal requirements of the Agreement. 9.02 Severability If any one or more of the terms, provisions, promises, covenants, or conditions of this Agreement were, to any extent, adjudged invalid, unenforceable, void, or voidable for any reason whatsoever by a court of competent jurisdiction, each and all of the remaining terms, provisions, promises, covenants, and conditions of this Agreement shall not be affected thereby and shall be valid and enforceable to the fullest extent permitted by late. 9.03 Supersession It is mutually understood and agreed by the Member Agencies that this Agreement supersedes the 1997 San Mateo County Operational Area Joint Powers Agreement, any previous agreements on this subject matter and any amendments thereto. 9.04 Assignment No Member Agency shall assign any rights or obligations under this Agreement without the prior written consent of the Council. 9.05 Governing Law This Agreement is made and to be performed in the State of California, and as such, California substantive and procedural law shall apply. Venue for any litigation under this Agreement shall be in the County of San Mateo. 9.06 Headings The section headings herein are for convenience only and are not to be construed as modifying or governing the language of this Agreement. 9.07 Counterparts This Agreement may be executed in counterparts, each of which will be deemed an original and all of which shall constitute this Agreement. 9.08 No Third Party Beneficiaries This Agreement and the obligations hereunder are not intended to benefit any party other than the Authority and its Members Agencies, except as expressly provided otherwise herein. No entity that is not a signatory to this Agreement shall have any rights or causes of action against any party to this Agreement as a result of that party's performance or non - performance under this Agreement, except as expressly provided otherwise herein. 9.091Iiing of Notice of Agreement Within. 30 days after the Effective Date, the Secretary shall cause to be filed with the Secretary of State the notice of Agreement required by the Act. Within 30 days after any amendment to this Agreement, the Secretary shall file the amendment with the Secretary of State. 9.10 Conflict of Interest Code The Organization shall adopt a conflict of interest code as required by law. Member Agencies understand that representatives and alternate representatives are listed on the Organization's Conflict of Interest Code and will be responsible for filing a Form 700 with the Organization. SMAOES October 2014 Page 11 911 Indemnification The Organization shall defend, indemnify and hold harmless each Member Agency (and each Member Agency's officers, agents, and employees) from any and all liability, including but not limited to claims, losses, suits, injuries, damages, costs and expenses (including attorney's fees,) arising from or as a result of any acts, errors or omissions of the Organization or its officers, agents or employees. Each Member Agency shall defend, indemnify and hold harmless the other Member Agencies (and their officers, agents, and employees) from any and all liability, including but not limited to claims, losses, suits, injuries, damages, costs and expenses (including attorney's fees,) arising from or as a result of any acts, errors or omissions of that party or its officers, agents or employees. 9.12 Dispute Resoludon/Legal Proceedings Disputes regarding the interpretation or application of any provision of this Agreement shall, to the extent reasonably feasible, be resolved through good faith negotiations between the Member Agencies and/or the Organization. 9.13 Authorization to Enter Into Agreement Each party warrants that the person signing this Agreement on its behalf is authorized to bind that party to this Agreement. 4.14 Confirmation of Jurisdictional Authority By signing this Agreement, the Member Agencies retain all authority granted to them by the State and/or their respective Charters. The powers and/or authority granted pursuant to this Agreement shall in no way serve to limit or restrict an individual Member Agency's jurisdictional authority. 4.15 Participation Understanding The Member Agencies understand that to facilitate proper emergency response, each public entity has an important role to play. By adopting this Agreement, the Member Agencies recognize the importance of that role. Descriptions of the activities that are expected of each Member Agency are contained in Attachment A to this Agreement. Attachment A may be modified by a majority of the Council at a meeting of the Organization. (SIGNATURES ARE ON FOLLOWNG PAGE) SMAOES October 2014 Page 12 IN WITNESS WHEREOF, each Member Agency has caused this Agreement to be executed and attested by its proper officers thereunto duly authorized, as follows: Signatories Resolution/Action Number bate of Adoption Atherton Belmont Brisbane Burlingame Colma Daly City East Palo Alto Foster City Half Moon Bay Hillsborough Menlo Park Millbrae Pacifica Portola Valle Redwood City San Bruno San Carlos San Mateo South San Francisco Woodside County of San Mateo SMAOES October 2014 Page 13 ATTACIIWNT A SUPPLEMENTAL AGREEMENT The following list of responsibilities was developed by a sub - committee of the Emergency Managers Association of San Mateo County. The determined need is to assure the Member Agencies meet the basic functional needs of the communities within San Mateo County during a disaster. To determine the readiness of Member Agencies to respond to an emergency, each Member Agency agrees to participate in an annual survey or other mechanism, developed by the EMA Policy & Continuity Working Group, to gather preparedness data from Member Agencies. An evaluation shall be presented to the Emergency Services Council as set forth in section 1.01 of this Supplemental Agreement. Article I - MEMBER AGENCY RESPONSIBILITIES AND TRAINING 1.01 Emergency Preparedness and Planning Standards The Member Agencies shall each accept primary responsibility for the readiness within their respective jurisdictions and development of disaster preparedness plans which shall be compatible with and complimentary to the area -wide emergency planning and organization, formulated pursuant to this Agreement. As such, each Member Agency agrees that it will adhere to current state and federal NIMS /SEMS requirements. The Director will provide an annual evaluation of each Member Agency's attainment towards the current State and federal NIMS /SEMS requirements, as well as assist the Member Agencies in working towards full compliance. 1.02 Information Reporting Member Agencies of the Organization shall report on the agreed adopted standards, cited in Section 1.01 of this Supplemental Attachment, annually to the Director of the Office of Emergency Services, who will compile the information and report to the Council at its January meeting. 1. The following is an example of the type of information to be collected annually; other formats may be developed or used as needed. Adopt an Emergency Operations Plan and Annexes, review and update no less than ey ry three ears Cit /Town Percentage C lete 1 0 16-T-20 30 om 4Q 50 60 70 80 1 90 100 b. Have a Local Hazard Mitigation Plan, internally reviewed annually and provide updates as required, an proved by FEMA. (Currently no less than every five years, City/Town I Percentage Complete _ 0 1 10 20 1 30 1 40 50 1 60 1 70 1 80 90 100 C. Participate in the Operational Area Multi-year Training and Exercise Plata City/Town I Percentage Complete 0 1 10 20 1 30 1 40 1 50 L 60 1 70.1 80 1 90 1 100 SMAOES October 2014 Page 14 d. Adopt use of the Homeland Security Exercise and Evaluation Program (HSEEP City/Town Percentage Complete I Percentage Com fete 0 10 20 30 40 50 60 70 80 90 100 e. Participate in meetings and activities including the Emergency Managers Association (EMA) Cit /Town Percentage Complete 0 1 10 1 20 1 30 40 1 50 60 70 1 80 I 90 100 f. Participate in Training and Exercises City/Town I Percentage Com lete D 1 10 1 20 1 30 1 40 1 50 L60 1 70 1 80 1 90 104 R. Prepare and maintain necessary plans and agreements to facilitate ernggency sheltering-- Cit !Town I Percentage Com fete 0 1 10 1 20 1 30 1 40 1 50 1 60 1 70 1 80 1 90 100 1.03 Training and Exercises A Training and Exercise Plan is a means to establishing a standard of readiness and initiates a basic knowledge and capability skill set. Full participation by !Member Agency Emergency Managers and other Operational Area stakeholders is important to developing a multi -year training program. Training and exercise planning and development will be the responsibility of the EMA T &E Group to accommodate the needs of the stakeholders. Full commitment and participation by the Member Agencies and participating partners will also be recommended in at least one annual exercise, in some capacity, to ensure the preparedness level of our Operation Area. Further, Member Agencies agree to support the NIMS compliance of each of their jurisdictions. 1.04 Recommended Training for the Governing Bodies of Member Agencies In an effort to ensure NIMS Compliance and a standardized understanding among Member Agencies, the following training curriculum, is recommended for representatives of each Member Agencies' governing bodies: a) 100: Introduction to ICS or equivalent b) FEMA IS 700.a: NIMS An Introduction c) ICS-402: Incident Command System (ICS) Overview for Executives /Senior Officials(6402) 1.05 Local Coordinator Responsibilities All Member Agencies have adopted this Agreement with a commitment to engage in local and regional cooperative planning, coordination and delivery of services. Each Member Agency will provide local support via staff with primary and /or secondary responsibilities including, but not limited to the following: a) Managetnent/Coordination of the Local Emergency Operations Center (EOC) — (functional and support services.) SMAOES October 2014 Page 15 b) Provide liaison support to the County Emergency Operations Center (EOC) Director or his/her designee in emergency or disaster situations. c) Oversee the preparation and prepare and modify elements of the local Emergency Operations Plan and Disaster Recovery Plan to ensure compatibility with the Operational Area Emergency Operations Plan and Annexes. d) Develop relationships with representatives of local departments, public and private support and relief agencies, business, educational, homeowners' and other groups regarding emergency services; prepare specialized plans designed to meet the needs of various sections of the community. e) Prepare and disseminate training materials to ensure effective response in a disaster situation; f) Develop, train and maintain community engagement, through programs such as Community Emergency Response Team (CERT) g) Develop relationships with representatives of other emergency management and response agencies and organizations; review legislation, regulations and other documentation to ensure that the City is in compliance with such regulations and avail itself of all financial and other resources. h) Respond to the Emergency Operations Center when it is activated; ensure that appropriate documents are available at the center and provide liaison and coordinative support as required. 1.06 Operational Area District Coordinator Responsibilities In addition to the roles and responsibilities identified in Section 4.09, The Director of Emergency Services will provide staff in direct support of the Local Coordinators, These Operational Area District Coordinators are not intended to replace local staff, as they do not have the required authority within local jurisdictions to operate as the primary coordinators. They will, however, provide the following services, which include but are not limited to: a) Develop, review and update emergency operations plans. b) Develop, review and update detailed standard operating procedures, checklists and resource documents. c) Compile data and prepare program papers and progress reports for the jurisdictions served. d) Compile and review jurisdictional data in support of the annual Standards Review. e) Support a Planning and Exercise Design Team as well as complete a 3 -5 year Training and Exercise Program that is HSEEP compliant. f) Act as information, education and/or resource officer for the jurisdictions served. g) Speak to civic groups, clubs, and organizations to promote emergency services programs, encouraging public understanding and support. Notify local jurisdiction when appropriate. h) Work cooperatively with other office staff on area -wide projects and in training programs. i) Develop relationships with representatives of other emergency management and response agencies and organizations, review legislation, regulations and other documentation to ensure that the County is in compliance with such regulations and avail itself of all financial and other resources. SMAOES October 2014 Page 16 DATE: November 12, 2014 TO: Mayor and City Council FROM: Valerie Sommer, Library Director SUBJECT: RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE A RENEWAL AGREEMENT BETWEEN THE CITY OF SOUTH SAN FRANCISCO AND THE SOUTH SAN FRANCISCO UNIFIED SCHOOL DISTRICT FOR USE OF FACILITIES DESCRIBED AS CLASSROOMS ADJACENT TO THE SPRUCE GYMNASIUM RECOMMENDATION: It is recommended that the City Council adopt a resolution authorizing the City Manager to execute a renewal agreement between the City of South San Francisco and the South San Francisco Unified School District for use of the classrooms adjacent to the Spruce Gymnasium, operating as the Community Learning Center BACKGROUND: On September 3, 1998, the City of South San Francisco and the South San Francisco Unified School District entered into a facility use agreement for the classrooms adjacent to the Spruce Gymnasium, now operating as the Community Learning Center (CLC). Previously, the classrooms had been used for shop classes, then as school district storage. The 1998 agreement gave the City the right to make improvements to the facility, including the right to design, inspect, renovate, construct and maintain classroom facilities on the premises. In September 1999, the City awarded a contract for the Spruce Elementary School Renovation Project for architectural design and construction management services to Pinnacle DB, Inc. The facility includes two classrooms /meeting spaces, a children's activities room used as part of the afterschool homework program and as classroom space for children who accompany parents to CLC classes, a State - licensed childcare space, an industrial kitchen required for the licensed childcare space, and a computer lab. Total project budget was $1,999,040. The Community Learning Center renovation project was complete and dedicated on March 20, 2001. The September 1998 agreement stipulated a period of 15 years; the agreement expired on September 3, 2013. The City and the District recognize the need to establish a new agreement to continue providing CLC services to the community; this renewal agreement shall commence on July 1, 2014 for a period of 15 years, until June 30, 2029. If, after a period of ten (10) years, the District detennines the facility is needed for public school purposes, they must provide the City at least twenty four (24) months written notice. CONCLUSION: In order to continue providing services at the Community Learning Center, it is recommended that the City Council adopt a resolution authorizing the City Manager to execute a renewal agreement between Staff Report Subject: Resolution authorizing the City Manager to execute a renewal agreement between the City of South San Francisco and the South San Francisco Unified School District for use of facilities described as classrooms adjacent to the Spruce Gymnasium Date: November 12, 2014 Page 2 the City of South San Francisco and the South San Francisco Unified School District for use of the facility for an additional fifteen (15) years. By: , Valerie Sommer Library Director Attachments: Resolution Draft Renewal Agreement /X //, I) I J Approved: Mike utre City Man er J RESOLUTION NO. CITY COUNCIL, CITY OF SOUTH SAN FRANCISCO, STATE OF CALIFORNIA RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE A RENEWAL AGREEMENT BETWEEN THE CITY OF SOUTH SAN FRANCISCO AND THE SOUTH SAN FRANCISCO UNIFIED SCHOOL DISTRICT FOR USE OF FACILITIES DESCRIBED AS CLASSROOMS ADJACENT TO THE SPRUCE GYMNASIUM WHEREAS, staff recommends that the City of South San Francisco ( "City ") execute a renewal agreement ( "Renewal Agreement ") between the City and the South San Francisco Unified School District ( "District ") for use of classrooms adjacent to the Spruce Gymnasium, operating as the Community Leaming Center ( "CLC "); and WHEREAS, on September 3, 1998, the City entered into a facility use agreement ( "Original Agreement") with the District for the classrooms adjacent to the Spruce Gymnasium providing for a fifteen (15) year term; and WHEREAS, the Original Agreement expired on September 3, 2013; and WHEREAS, the City and the District recognize the need to establish a new agreement to ensure that the CLC can continue to provide important services to the community; and WHEREAS, the Renewal Agreement provides for an additional fifteen (15) year term, until June 30, 2029; and WHEREAS, if after ten (10) years, the District determines that the facility is needed for public school purposes, the District must provide the City twenty four (24) months written notice. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of South San Francisco that the Renewal Agreement with the District, attached as Exhibit A is hereby approved. BE IT FURTHER RESOLVED that the City Manager is hereby authorized to execute the Renewal Agreement and any other necessary documents on behalf of the City to carry out the intent of this resolution, subject to approval as to form by the City Attorney. I hereby certify that the foregoing Resolution was regularly introduced and adopted by the City Council of the City of South San Francisco at a regular meeting held on the day of 2014 by the following vote: AYES: NOES: ABSTAIN: ABSENT: ATTEST: 2347833.1 City Clerk RENEWAL AGREEMENT BETWEEN THE CITY OF SOUTH SAN FRANCISCO AND THE SOUTH SAN FRANCISCO UNIFIED SCHOOL DISTRICT FOR USE OF FACILITIES DESCRIBED AS CLASSROOMS ADJACENT TO THE SPRUCE GYMNASIUM This Agreement is entered into by and between the City of South San Francisco, a municipal corporation existing under the laws of the State of California ( "City") and the South San Francisco Unified School District ( "District "). RECITALS WHEREAS, the parties entered into a Facility Use Agreement for Classrooms Adjacent to the Spruce Gymnasium that was executed on September 3, 1998, for a period of 15 years; and WHEREAS, the original Agreement expired on September 3, 2013; and WHEREAS, the City and the District recognize a need to establish a new agreement for the City's use of the facilities for services to the community; and NOW, THEREFORE, the parties hereto agree as follows: AGREEMENT FACILITIES — Those classrooms owned by the District located adjacent to the Spruce Gymnasium in the City of South San Francisco as shown on Exhibit A attached hereto, located on the grounds of the Spruce Elementary School, 501 Spruce Avenue, South San Francisco, CA 94080, currently used by the City for the Community Learning Center. 2. TERM — This Agreement shall commence on July 1, 2014 and shall continue for a period of fifteen (15) years, until June 30, 2029. The City has the right to renew this Agreement for an additional fifteen (15) years, provided that the City gives notice to the District at least six (6) months prior to the termination date and the Board approves the petition, 3. TERMINATION -- The City shall have exclusive right to control and use the facilities throughout the term of this Agreement, as outlined in Section 2, for purposes of recreation, day care, social services, and other uses as deemed appropriate by the City. If, after ten (10) years of this Agreement (July 1, 2024), the District determines that the facilities under this Agreement are required for public school purposes, the District shall have the exclusive right to enter the premises and use the facilities for such purposes, provided that the District gives the City at least twenty four (24) months written notice. 4. MAINTENANCE /CUSTODIAL SERVICES — Responsibility for maintenance and custodial services of the facilities under this Agreement shall be the responsibility of the City as long as the City has exclusive use of the premises. In the event that the District takes over the facilities, the responsibility for maintenance and custodial services under this Agreement shall transfer to the District. 5. ASSIGNMENT — The City shall have the right to assign its rights and obligations under this Agreement to a third party subject to written approval by the District which shall not be unreasonably withheld, 6. INSURANCE — a. General Liability — The City agrees to maintain and pay for a general liability policy naming the District, its officers and employees as additional insured's and insuring them against liability or financial loss resulting from injuries occurring to persons or property, in or about or in connection with the work to be performed under this Agreement. Each policy of insurance shall provide primary coverage on an occurrence basis in a company satisfactory to the District, in the following minimal amounts. personal injury - $1,000,000 for each person and $3,000,000 per occurrence; property damage - $1,000,000 per occurrence. Each policy shall provide that it shall not be canceled without 30 day's prior written notice to the District. The general liability policy shall provide (1) if the District, its officers or employees have other insurance against the loss covered by said policy said other insurance shall be excess insurance only, and (2) that the District, its officers and employees are not precluded from claim under said policy against other insured parties. b. Workers Compensation — The City agrees to comply with all State requirements relating to workers compensation insurance and to provide the same for its employees. c. Automobile Liability — including comprehensive form, owned, hired and non - owned, with a limit of $1,000,000 for bodily injury and property damage combined. d. The City shall file certificated and endorsements of insurance with the District in a form satisfactory to District attorney upon execution of this Agreement evidencing said coverage and the requirements of this paragraph. The certificates and endorsement shall contain a reference to the date and title of this Agreement. 7. INDEMNIFICATION — It is agreed that the City shall defend, hold harmless, and indemnify the District, its officers, agents, and employees from any and all claims for injuries or damage to persons and/or property, which arise out of the terms and conditions of this Agreement and which result from the negligent act or omissions of the City, its officers, agents, and/or employees. It is further agreed that the District shall defend, hold harmless, and indemnify the City, its officers, agents, and employees from any and all claims for injuries and /or damages to persons and/or property which arise out of the terms and conditions of this Agreement and which result from the negligent acts or omissions of the District, its officers, agents, and /or employees. The duty to indemnify and save harmless as set forth herein shall include the duty to defend as set forth in section 2778 of the California Civil Code. In the event of concurrent negligence of the City, its officers, agents, and /or employees, and the District, its officers, agents, and /or employees, then the liability for any and all claims for injuries or damages to persons and /or property which arise out of terms and conditions of this Agreement shall be apportioned according to the California theory of comparative negligence. 8. AGREEMENT - This Agreement may be amended or modified only by a written agreement signed by both parties. 9. MEDIATION — Should any dispute arise out of this Agreement, the parties shall meet in mediation and attempt to reach a resolution with the assistance of a mutually acceptable mediator. Either party shall be permitted to file a legal action after first meeting in mediation and making a good faith attempt to reach a mediated resolution. The costs of the mediator, if any, shall be shared equally by the parties. If a mediated settlement is reached, neither party shall be deemed the prevailing party for purposes of the settlement and each party shall bear its own legal costs. 10. NOTICE — Any written notice to the City shall be sent to: City Manager 400 Grand Avenue South San Francisco, CA 94080 Any Written Notice to the District shall be sent to: Assistant Superintendent — Business Services South San Francisco Unified School District 398 B Street South San Francisco, CA 94080 Executed as of this day of 2014. City of South San Francisco, A municipal corporation By: Mike Futrell City Manager Attest: By: Krista J. Martinelli City Clerk Approved as to Form By' South San Francisco Unified School District By: We4*e#~ 40001_� Maurice Goodman Board President Steven T, Mattas City Attorney DATE: November 12, 2014 TO: Mayor and City Council FROM: Mich Mercado, Human Resources Manager SUBJECT: RESOLUTION APPROVING AN AMENDMENT TO THE CONSULTANT SERVICES AGREEMENT WITH WILLIAM AVERY AND ASSOCIATES FOR EXECUTIVE RECRUITMENT SERVICES FOR UP TO FOUR ADDITIONAL POSITIONS, IN AN AMOUNT NOT TO EXCEED $78,000 AND AUTHORIZING THE CITY MANAGER TO EXECUTE THE AMENDMENT RECOMMENDATION It is recommended that the City Council adopt a resolution approving an amendment to the consultant services agreement with William Avery and Associates for executive recruitment services for up to four additional positions in an amount not to exceed $78,000, and authorizing the City Manager to execute the amendment. BACKGROUND /DISCUSSION On May 28, 2014, the City Council authorized the City Manager to enter into a consultant services agreement with William Avery and Associates for executive recruitment services for up to four positions in an amount not to exceed $85,900. Avery and Associates has completed three of these recruitments which include Economic and Community Development Director, Chief of Police, and Fire Chief. A fourth recruitment for a Chief Building Official is ongoing. Staff is faced with filling two additional critical and hard -to -fill positions which are the Finance Director and the Economic Development and Housing Manager. In today's highly competitive market, executive recruiters play an important role in sourcing and attracting the executive talent needed to fill these key positions. With the ongoing slew of retirements and in light of the increasingly competitive marketplace, staff anticipates that there may be additional executive recruitment within the next two years. Therefore, staff requests that the reduced price be secured for two additional recruitments if needed. Costs would be incurred only at the time each specific search is initiated. Executive recruitment service costs include the professional services consulting fee and a not -to- exceed amount for expenses. Expenses include the costs of advertising, clerical time, supplies, printing, postage, summary background evaluations, meetings and travel. The original. Avery contract provided services at a cost of approximately $21,475 per recruitment ($15,975 professional services fee plus up to $5,500 in expenses per recruitment). William Avery and Staff Report Subject: RESOLUTION APPROVING AN AMENDMENT TO THE CONSULTANT SERVICES AGREEMENT WITH WILLIAM AVERY AND ASSOCIATES FOR EXECUTIVE RECRUITMENT SERVICES FOR UP TO FOUR ADDITIONAL POSITIONS IN AN AMOUNT NOT TO EXCEED $78,000 AND AUTHORIZING THE CITY MANAGER TO EXECUTE THE AMENDMENT Page 2 of 2 Associates has agreed to further discount its services to $19,500 per recruitment ($14,500 professional services fee plus up to $5,000 in expenses per recruitment) for the additional four recruitments authorized by this agreement. Staff recommends continuing to employ the services of William Avery and Associates with Paul Kimura serving as the recruitment team lead for these recruitments. Aside from providing the lowest cost proposal in May of 2014, the City has executed a past consulting agreement with William Avery and Associates for the City Manager recruitment wherein Mr. Kimura performed well on the recruitment for the City. Further, Mr. Kimura has continued to provide high quality executive recruitment services to the City. FUNDING The original contract was for an amount not to exceed $85,900 for four positions, The amendment is for $78,000 for an additional four positions, for a total contract amount of $163,900. The attached Resolution amends the Human Resources budget to include the additional funding for this amendment, funded from General Fund Reserves. CONCLUSION Approving a resolution amending the consulting services agreement with William Avery and Associates for executive recruitment services will allow the City to move forward with filling the positions of Finance Director and of Economic Development and Housing Manager. Prepared by: _G,/ Approved by: ;4d� Mich ercado ike Futr Human Resources Manager City Manager RESOLUTION NO. CITY COUNCIL, CITY OF SOUTH SAN FRANCISCO, STATE OF CALIFORNIA RESOLUTION APPROVING AN AMENDMENT TO THE CONSULTANT SERVICES AGREEMENT WITH WILLIAM AVERY AND ASSOCIATES FOR EXECUTIVE RECRUITMENT SERVICES TO PROVIDE FOR UP TO FOUR ADDITIONAL POSITIONS, IN AN AMOUNT NOT TO EXCEED $78,000 AND AUTHORIZING THE CITY MANAGER TO EXECUTE THE AMENDMENT WHEREAS, on May 28, 2014, the City and Avery and Associates ( "Consultant ") entered that a Consultant Services Agreement ( "Agreement "), whereby Consultant agreed to provide Executive Recruitment Services for the City; and WHEREAS, staff recommends amending the Agreement with Consultant to provide additional executive recruitment services, and WHEREAS, staff will use Consultant's executive recruitment services, as needed, to supplement the efforts of the Human Resources Department. NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of South San Francisco that the City Council hereby approves the First Amendment to the Consultant Services Agreement with William Avery and Associates; and BE IT FURTHER RESOLVED, that the City Manager is hereby authorized to execute the First Amendment to the Consulting Services Agreement with William Avery and Associates, and any other documents necessary to effectuate the intent of this Resolution, on behalf of the City Council. BE IT FURTHER RESOLVED, that the Human Resources Operating Budget for Fiscal Year 2014-15 is hereby amended by $78,000 to pay for the costs of this Amendment, funded from General Fund Reserves. I hereby certify that the foregoing Resolution was regularly introduced and adopted by the City Council of the City of South San Francisco at a regular meeting held on the day of 2014 by the following vote: AYES: NOES: ABSTAIN: ABSENT: ATTEST: City Clerk FIRST AMENDMENT TO THE AGREEMENT BETWEEN THE CITY OF SOUTH SAN FRANCISCO AND WILLIAM AVERY AND ASSOCIATES THIS FIRST AMENDMENT TO THE CONSULTANT SERVICES AGREEMENT is made at South San Francisco, California, as of November 12, 2014 by and between THE CITY OF SOUTH SAN FRANCISCO ( "City "), a municipal corporation, and William Avery and Associates ( "Consultant "), (sometimes referred together as the "Parties") who agree as follows: RECITALS A. On May 28, 2014, City and Consultant entered that certain Consultant Services Agreement ( "Agreement ") whereby Consultant agreed to provide Executive Recruitment Services. A true and correct copy of the Agreement and its exhibits is attached as Exhibit A. B. City and Consultant now desire to amend the Agreement to provide for additional recruitment services. NOW, THEREFORE, for and in consideration of the promises and other good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged, City and Consultant hereby agree as follows: 1. All terms which are defined in the Agreement shall have the same meaning when used in this Amendment, unless specifically provided herein to the contrary. 2. The first sentence of Section 1 of Article III of the Agreement shall be amended to read as follows: CONSULTANT will perform any and all necessary work in order to assist the CITY in recruiting and hiring qualified candidates for at least four and no more than eight positions with the City. 3. Article III of the Agreement shall be amended by adding a Section 3 to read as follows: 3. In addition to the consulting fees payable to Consultant pursuant to Sections I and 2 of this Article, if Consultant conducts between five (5) and eight (8) total recruitments for the CITY under this Agreement, the total fee for professional services and expenses shall be NINETEEN THOUSAND, FIVE HUNDRED DOLLARS ($ 19,500) per recruitment. The total compensation paid to CONSULTANT for additional recruitments under this Section 3 shall not exceed SEVENTY EIGHT THOUSAND DOLLARS ($7$,000). Consultant agrees this is the City's total contribution for payment of costs under the Agreement unless additional payments are authorized in accordance with the terms of the Agreement and said terms of payment are mutually agreed to by and between the parties in writing. All other terms, conditions and provisions in the Agreement remain in full force and effect. If there is a conflict between the terms of this Amendment and the Agreement, the terms of the Agreement will control unless specifically modified by this Amendment. Dated: Un CITY OF SOUTH SAN FRANCISCO CONSULTANT City Manager Approved as to Form: By: City Attorney 2355760.1 M. William Avery and Associates CONSULTANT 'SERVICES AGREEMENT BETWEEN CITY OF SOUTH SAN FRANCISCO AND WILLIAM AVERY & ASSOCIATES This agreement, effective immediately, is entered into by and between WILLIAM AVERY & ASSOCIATES, INC. (hereinafter referred to as.CONSULTANT) at 3 112 N. Santa Cruz Avenue, Suite A, Los Gatos, California 95030 and the CITY OF SOUTH SAN FRANCISCO (hereinafter referred to as CITY). CITY and CONSULTANT are hereinafter collectively referred to as (the "Parties ") . WITNESSETH: WHEREAS, CITY has need for specialized consultant services; and WHEREAS, CONSULTANT has the training, experience and competence to perform the specialized service required by the CITY; and WHEREAS, CITY has the authority under state law to employ CONSULTANT; NOW THEREFORE, the parties to this agreement do hereby mutually agree as follows: I. DUTIES OF CONSULTANT 1. CONSULTANT will perform any and all necessary work in order to assist the CITY in recruiting and hiring qualified candidates for at least three and no more than four positions beginning first with the DIRECTOR OF ECONOMIC AND COMMUNITY DEVELOPMENT. Consultant's work shall include the following tasks: o CONSULTANT to meet with CITY Officials and others deemed appropriate by the CITY. o CONSULTANT will develop recruitment materials (including the candidate profile, job announcement, and employment ads) for the CITY. o CONSULTANT will conduct outreach to seek out and recruit qualified candidates for the position. o CONSULTANT will, conduct preliminary screening to eliminate candidates who do not possess minimum required qualifications. CONSULTANT will work with the CITY to provide a recommended list of finalists. In performing the screening, CONSULTANT will utilize a combination of the following techniques: 1. Resume review 2. Phone interviews 3. Formal interviews 4. Initial reference interviews o CONSULTANT will present the CITY with the recommended list of finalists accompanied= by detailed written reports. CONSULTANT will work with the CITY to arrange for interviews, suggest interview questions, and if requested, attend interview sessions. o CONSULTANT will notify all unsuccessful candidates. o CONSULTANT will, if requested, assist with final reference checks, compensation negotiations, and other related tasks as requested by CITY. o All work on this assignment will be performed by Paul Kimura of William Avery & Associates. o Attached hereto as Exhibit A is a scope of services document, which details the work to be performed and the process to be followed for the recruitment of an Economic & Community Development Director. The same scope of services will be utilized for subsequent recruitments requested by the CITY under this agreement. II. DITTIES OF CITY 1. CITY shall cooperate with CONSULTANT in the performance of this agreement as follows: a) Providing all information reasonably accessible to CITY which may be helpful to CONSULTANT in the performance of services, and b) Make staff available for interviews /consultation, etc. C) Providing clerical and stenographic assistance as CONSULTANT may reasonably require on -site, and d) Providing a suitable location -where -interview ,sessions may be conducted. III, CONSIDERATION 1. For the services described above, the CITY shall pay CONSULTANT the sum of Fifteen Thousand nine hundred and seventy -five dollars ($15,975.00) for each recruitment performed. The invoicing for each recruitment would be as follows: $5,975 at the outset of the assignment; $5,000 at the presentation of finalist candidates and $5,000 at the completion of the assignment. Completion of the assignment shall be when the selected candidate accepts the offer of employment. If CONSULTANT conducts three (3) recruitments for the CITY under this agreement, the total fee for all services provided will be FORTY -SEVEN THOUSAND, NINE HUNDRED, AND TWENTY -FIVE DOLLARS ($47,925). If CONSULTANT conducts four (4) recruitments for the CITY under this agreement, the total fee for all services provided will be SIXTY -THREE THOUSAND, NINE HUNDRED DOLLARS ($63,900). 2. In addition to consulting fees payable pursuant to paragraph 1 of this Article, CONSULTANT shall bill CITY for direct expenses for advertisement, clerical time, printing, mailing, telephone, travel, etc. Total billings for expenses shall not exceed a cumulative total of SIXTEEN THOUSAND, FIVE HUNDRED Dollars ($16,500) for three recruitments. If a fourth recruitment is requested, the cumulative expense budget will be in an amount not to exceed a total of TWENTY TWO THOUSAND DOLLARS ($22,000). All reimburseable expenses will be detailed and billed monthly. IV. INDEMNITY CONSULTANT- shall indemnify, defend, and hold harmless the CITY, its officers, agents and employees against any and all liability, claims, actions, causes of actions or demands whatsoever against them, or any of them, for injury to or death of persons or damage to property arising out of, connected with, or caused by CONSULTANT, CONSULTANT'S employees, agents or independent contractors or companies in the performance of (or in any way arising from) the terms and provisions of this Agreement. V. INSURANCE Prior to beginning the Work and continuing throughout the term of this Agreement, CONSULTANT (and any subconsultants shall, at CONSULTANT's (or subconsultant's) sole cost and expense, furnish the CITY with certificates of insurance evidencing that CONSULTANT has obtained and maintains insurance in the following amounts: A. Workers' Compensation that satisfies the minimum statutory limits. .B. Commercial General Liability and Property Damage. Insurance in an amount not less than ONE MILLION DOLLARS ($1,000,000) combined single limit per occurrence, TWO MILLION DOLLARS ($2,000,000) annual aggregate, for bodily injury, property damage, products, completed operations and contractual liability coverage. The policy shall also include coverage for liability arising out of the use and operation of any City -owned or City - furnished equipment used or operated by the CONSULTANT, its personnel, agents or subcontractors. C. Comprehensive automobile insurance in an amount not less than ONE MILLION DOLLARS ($1,000,000) per occurrence for bodily injury and property damage including coverage for owned and non -owned vehicles. All insurance policies shall be written on an occurrence basis and shall name the CITY Indemnitees as additional insureds with any CITY insurance shall be secondary and in excess to Contractor's, insurance., If the CONSULTANT'S insurance policy includes a self - insured retention that must be paid by a named insured as a precondition of the insurer's liability, or which has the effect of providing that payments of the self- insured retention by others, including additional insureds or insurers do not serve to satisfy the self- insured retention, such provisions must be modified by special endorsement so as to not apply to the additional insured coverage required by this agreement so as to not prevent any of the parties to this agreement from satisfying or paying the self - insured retention required to be paid as a precondition to the insurer's liability. Additionally, the certificates of insurance must note whether the policy does or does not include any self - insured retention and also must disclose the deductible. The certificates shall contain a statement of obligation on the part of the carrier to notify City of any material change, cancellation, termination or non - renewal of the coverage at least thirty (30) days in advance of the effective date of any such material change, cancellation, termination or non - renewal. The City's Risk Manager may waive or modify any of the insurance requirements of this section. VI. GENERAL CONTRACT PROVISIONS 1. Compliance with all Applicable Laws; Nondiscrimination. CONSULTANT shall comply with all applicable local, state and federal laws, regulations and ordinances in the performance of this Agreement. CONSULTANT shall not discriminate in the provision of service or in the employment of persons engaged in the performance of this Agreement on account of race, color, national origin, ancestry, religion, gender, marital status, sexual orientation, age, physical or mental disability in violation of any applicable local, state or federal laws or regulations. 2. Termination. CITY may terminate or suspend this Agreement at any time and without cause upon written notification to CONSULTANT. Upon receipt of notice of termination or suspension, CONSULTANT shall immediately stop all work in progress under this Agreement. The CITY'S right of termination shall be in addition to all other remedies available under law to the CITY. 3. Tax Withholding: - CONSULTANT represents and warrants that CONSULTANT is a resident of the State of California in accordance with California Revenue & Taxation Code Section 18662, as may be amended, and is exempt from withholding. CONSULTANT accepts sole responsible for verifying the residency status of any subcontractors and withholds taxes from non- California sub consultants as required by law. 4. Severability. If any term or portion of this Agreement is held to be invalid, illegal, or otherwise unenforceable by a court of competent jurisdiction, the remaining provisions of this Agreement shall continue in full force and effect. 5. Entire Agreement. This Agreement represents the entire and integrated agreement between the Parties. This Agreement may be modified or amended only by a subsequent written agreement signed .by. both Parties. 6. Non - Liability of Officials Employees and Agents. No officer, official, employee or agent of CITY shall be personally liable to CONSULTANT in the event of any default or breach by CITY or for any amount which may become due to CONSULTANT pursuant to this Agreement. IN WITNESS WHEREOF, the Parties have executed this Agreement as of the date written above. WILLIAM AVERY R ASSOCIATES William Avery, Pres Dated: '9�-7 CITY OF SOUTH SAN FRANCISCO /�fke Futrell, City Nnager Dated: &/A, EXHIBIT A SCOPE OF SERVICES FOR THE ECONOMIC AND COMMUNITY DEVELOPMENT DIRECTOR FOR THE CITY OF SOUTH SAN FRANCISCO Recruitment Team for the City of South San Francisco Paul Kimura will serve as the Project Lead in this assignment and will be supported by Cris Piasecki and the administrative team of Avery Associates. Mr. Kimura will be personally involved in the initial client meetings, development of the ideal candidate profile and search strategy, interviewing and assessment of candidates, the presentation of candidates, attendance at final interviews, and will be available throughout the search process to provide other related consulting services. Recruitment Plan and Services Provided I. Position Profile and Organizational Assessment The initial assessment phase is a critical component of the search process. Mr. Kimura will meet the City Manager and other city executives you deem appropriate to discuss the organizational needs and position requirements. Our goal for this aspect of the recruitment process is to: • Understand the City priorities for this position. • Develop a clear understanding and consensus on the expertise, experience, education, performance attributes and operational style of the ideal candidate. • Discuss the goals, objectives, deliverables, and challenges related to this position. • Gain insight of the various organizational dynamics and departmental issues that exist within the organization. • Identify the compelling aspects to this opportunity. II. Development of the Search Strategy and Candidate Outreach Our search strategy will be developed in conjunction with the organizational assessment. For this assignment, we feel it is critical to develop a high level of visibility with a comprehensive outreach program supplemented by a focused targeted recruitment approach. We would incorporate the following elements into this search: * Utilizing our database to contact and present the opportunity to current City/County Community Development and Economic Development personnel in comparable agencies. This effort will mainly be geared toward identifying individuals who meet the profile of the ideal candidate but are not actively seeking other employment. * Active referral solicitation from various industry sources and other contacts developed from our many years of public sector consulting. * Public information sources that include various membership listings. * Advertising in WESTERN CITY magazine, JOBS AVAILABLE magazine and other publications or periodicals deemed appropriate for this search. * Internet job postings on public sector employment bulletin boards, related web sites, and our company website (www.averyassoc.net). These might include CALED, CRA and others. * Development and distribution of the comprehensive position announcement to specific city and county personnel in the development services and/or economic development disciplines. III. Candidate Assessment Our assessment process involves several "tiers" of evaluation. All candidates responding to this position will initially, be evaluated based on their resume and if appropriate, an extensive phone "screening" by a firm Consultant. Candidates who pass the initial "qualifying" criteria are then scheduled for a formal interview with the Principal in charge of the project. These extended personal interviews typically take one hour and a thorough discussion of their experience, accomplishments, management philosophy and interpersonal style takes place. In interviewing candidates, we utilize a methodology based on "behavioral" interview techniques. Fundamentally, this approach explores a candidate's past accomplishments and experiences. The philosophy here is that the best indicator of future performance is assessing past behavior. This methodology allows the firm to "project" how a candidate would approach and address challenges in the new position. Those individuals who best fit the position requirements will have a Candidate Assessment Report developed by the Principal who conducted the interview. Additionally, two initial reference interviews are performed on these candidates. The reference interviews -provide our clients with additional insights on the candidate's "behavior" and style. IV. Candidate Presentation Upon completion of formal interviews and initial reference interviews, a selection of candidates for presentation, is made; We feel our extensive screening, interview, and reference process; combined with the knowledge gained during our initial assessment period, enable our client to proceed with fewer rather than more finalists. The final candidates are presented in our candidate presentation "book." Each finalist will have a file consisting of a candidate summary sheet, a resume, the Candidate Assessment Report (based on the formal interview), and initial candidate reference reports. V. Selection Process Once the final candidate interview group is identified, we will support the City with the final interview process as requested. Our firm will provide candidates with guidance related to travel planning, hotel accommodations, as well as other interview planning issues. Our firm will also arrange for summary background evaluations (credit, civil and criminal records; education verifications; and DMV record) on the City's final one or two candidates. A copy of these confidential reports can be provided for you. In addition, we will upon request, conduct final reference interviews for the final one or two candidates at no additional cost. VI Recruitment Closure and Follow -Up Based on the firm's experience in human resource management and executive search, we are able to assist our clients in the formulation of appropriate compensation and other employment arrangements. We will be available throughout our retention to assist in this process. As a matter of policy, Avery .& Associates monitors the transition and progress of any executive we place with a client. Within the first three to six months after the City has hired the individual, we will speak with that individual to ensure that an effective transition has occurred. During the same period, we will also review the individual's status with your office. 2277667.1 CERTIFICATE OF LIABILITY INSURANCE OAT1 06102r0zl2014 Y) a14 THIS CERTIFICATE IS- ISSUED AS A MATTER OF INFORMATION .ONLY AND CONFERS NO RIGHTS UPON THE CERTIRCATE.HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. If SUBROGATION IS WAIVED, subject to the terns and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER Automatic Data Processing Insurance Agency, Inc. 1 Adp Boulevard CON I AU I NAME: _ AICNW° Ext : AfC No &MAIL ADDRESS: INSURER(S) AFFORDING COVERAGE NAIC # Roseland, NJ 07068 INSURERA: Employers Compensation Insurance Company 11612 DAMAGE TO KEN] LU PREMISES Ea occurrence INSURED INSURER E : S WILLIAM AVERY & ASSOCIATES INC 3 N Santa Cruz Ave INSURER C: GENERALAGGRI~GATE Los Gatos, CA 95034 INSURERD: PRODUCTS - COMPiOP AGG $ $ INSURER E: AUTOMOBILE LIABILITY ANYAUTO ALL OWNED SCHEDULED AUTOS AUTOS NON -OWNED HIREDAUTOS AUTOS INSURER F: r"nvclaer.FC CERTIFICATP NUMBER: 237127 REVISION NUMBER: THIS 1S TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WTH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HERRIN 15 SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. ILTR TYPEOFINSURANCE INSR WVD POLICY NUMBER MMlDD/YYYY MMIO� E%P LIMITS GENERAL LIABILITY COMMERCIAL GENERAL LIABILITY CLAIMS -MADE E OCCUR EACH OCCURRENCE $ DAMAGE TO KEN] LU PREMISES Ea occurrence $ MELT EXP (Any one person) S PERSONAL & ADV INJURY $ GENERALAGGRI~GATE $ GEN'L AGGREGATE LIMIT APPLIES PER: POLICY PR 7 LOC PRODUCTS - COMPiOP AGG $ $ AUTOMOBILE LIABILITY ANYAUTO ALL OWNED SCHEDULED AUTOS AUTOS NON -OWNED HIREDAUTOS AUTOS COMBINED SING (.E LIMIT Ea accident $ BODILY INJURY (Per person) $ BODILY INJURY (Per accident) $ PROPERTY DAMAGE Per accident $ $ UMBRELLA LIAS EXCESS LIAR OCCUR q {MS -MADE E4CHOCCURRENCE $ AGGREGATE $ DED 1 RETENTIONS $ A WORKERS COMPENSATION AND EMPLOYERS' LIABILITY ANY PROPRIETOWPARTNERlEXECUTIVE YIN OFFICERIMEMSER EXCLUDED? (Mandatory in NH) If yes, describe under DESCRIPTION OF OPERATIONS below NIA N ADPa316I;3312 06!30!2014 66134!201 x( I WC STATU- I OTH- TO Y LIMITS ER E. L. EACH ACCIDENT $ 1,000,000 E.L. DISEASE - EA EMPLOYEE $ 1,606,446 E.L. DISEASE- POLICY LIMIT $ 1,000,000 DESCRIPTION OF OPERATIONS / LOCATIONS i VE141CLES (Attach ACORD ID1, Additional Remarks Schedule, if more space Is required) Jab Reference: Professional Services 4tK I Irl%.A I t nUL.LV =R City of South San Francisco Attn: Mich Mercado P.D. Box 711 South San Francisco, CA 94083 ACORD 25 (2010105) SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. AUTHORIZED REPRESENTATIVE 0 1QAA_2n10 The ACORD name and logo are registered marks of ACORD N_ All rinhfc rusnrvotf AVEW -01 OP ID: CT 44.� CERTIFICATE OF LIABILITY INSURANCE F 06!02!2014 THIS CERTIFICATE IS ISSUED.;AS.A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE-CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: if the certificate holder Is an ADDITIONAL INSURED, the policy(les) must be endorsed. If SUBROGATION IS WAIVED, subject to the ferrns. and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder In lieu of such endorsement(s). PRODUCER The J. Morey Co., Inc. License #: 0655907 CONTACT NAME: PHONE FAX we No Ext : c, No): L ADDRESS: 184 Jackson Street San Jose, CA 95112 Carol Takasugi INSURERIS) AFFORDING COVERAGE NAIC ati INSURER A_ Landmark American Ins Co 33138 DAVAGE TD RENTED PREMISES Ea occurrence) INSURED William Avery & Associates 3 112 N. Santa Cruz Ave, #A Los Gatos, CA 95030 INSURER B; $ INSURER C $ GENERAL AGGREGATE INSURERO : GENT. AGGREGATE LIMIT APPLIES PER: POLVCY E PRO- CT LOC INSURER E : INSURER F : AU OMOBILE.LIABILIT1f ANY AUTO ALL OWNED SCHEDULED AUTOS AUTOS NON -OWNED HIRED AUTOS AUTOS COVERAGES CERTIFICATE NUMBER: REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN 1S SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR LTR TYPE OF INSURANCE _ POLICY NUMBER MA]D. MMIOD LIMITS GENERAL LIABILITY COMMERCIAL GENERAL LIABILITY CLAIMS -MADE Q OCCUR EACH OCCURRENCE DAVAGE TD RENTED PREMISES Ea occurrence) $ MED EXP (Any one person) $ PERSONAL & ADV INJURY $ GENERAL AGGREGATE $ GENT. AGGREGATE LIMIT APPLIES PER: POLVCY E PRO- CT LOC PRODUCTS - COMPIOP AGG $ AU OMOBILE.LIABILIT1f ANY AUTO ALL OWNED SCHEDULED AUTOS AUTOS NON -OWNED HIRED AUTOS AUTOS COMBINED SINGLE LIMIT accident)$ BODTLY INJURY (Pa rperson) $ BODILY INJURY (Per accident) $ PROPERTY OAMAGE (PER ACCIDENTI $. $ UMBRELLALIA6 HCCCjR EXCESS LIAR CLAIMS -MADE EACH OCCURRENCE $ AGGREGATE $ DED I I RETENTION $ $ WORKERS COMPENSATION AND EMPLOYERS' LIABILITY YIN ANY PROPRIETOR PARTNERIEXECUTNE OFFICERIMEMSER EXCLUDED? (Mandatory In NH) If yes, describe under DESCRIPTION OF OPERATfONS below NIA TORY LIMITS ER F L EACH ACCIDENT $ E.L DISEASE - EA EMPLOYEE $ E.L. DISEASE - POLICY LIMIT $ A Errors & Omissions LHRO23524 04/0412014 0410412015 Claims 1,000,00 Made 10,000 DE DESCRIPTION OF OPERATIONS I LOCATIONS I VEHICLES (Attach ACORO 101, Additional Remarks Schedule, If more space is required) Proof of Insurance. Job Reference: Professional Services SOUSF02 City of, South San Francisco PO Box 711 94083, CA SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. AUTHORIZ50 REPRESENTATIVE O 1988 -2010 ACORD CORPORATION,. All rights reserved. ACORD 25 (2010108) The ACORD name and logo are registered marks of ACORD CERTIFICATE OF LIABILITY INSURANCE °/0 ' 06104 2 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND C- ONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies} must he endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER e JOE f RAN IE11 120 W CAMPBELL AVE STE A StateFarm.CAMPBELL, CA 95008 CONTACT NAME: Camille Cowley Aig.No. Ext1: 408- 793 -8303. AIC No: 408 -793 -8304 E -MAIL ADDRESS: camille.cowle .k5ae statefarm.com INSURER (S) AFFORDING COVERAGE NAIC # INSURER A: State Farm General Insurarce Company 25151 11102/2013 INSURED WILLIAM AVERY & ASSOCIATES INC INSURER B: $ 2,000,000 INSURER C: X COMMERCIAL GENERAL LIABILITY 3 112 N SANTA CRUZ AVE LOS GATOS CA 95030 -5984 INSURER D: A PREMISES Ea occurrence $ MED EXP (Any one person) _ _ $ 5,000 INSURER E: CLAIMS -MADE D OCCUR INSURER F : C-- OVFRar;FS CERTIFICATE NUMBER: REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE SEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY P£RICD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR LTR TYPE OF INSURANCE AOD IN POLICY NUMBER __ _ MM D<�IYYYYYFY MM1S301YYYY LIMITS GENERAL LIABILITY El El 97 -84 -0302-0 11102/2013 11!0212014 EACH OCCURRENCE $ 2,000,000 X COMMERCIAL GENERAL LIABILITY A PREMISES Ea occurrence $ MED EXP (Any one person) _ _ $ 5,000 CLAIMS -MADE D OCCUR PERSONAL S ADV INJURY $ 2,000,000 GENERAL AGGREGATE $ 4,00opW GENT AGGREGATE LIMIT APPLIES PER: PRODUCTS - COUPIOR AGG S 4,000,000 Business Property $ 141,200 POLICY F PERCO- LCC .AUTOMOBILE LIABILITY LJ El 242 6983- AO1 -OSG 01/0112014 07/0112014 Ea acciden SINGLE LIMIT $ 1,000,000 X ANYAUra BODILY INJURY (Per person) $ BODILY INJURY (Per accident) $ ALL OWNED SCHEDULED AUTOS AUTOS NON -OWNED HIRED AUTOS AUTOS J_ PROPERTY DAMAGE Per accident S I $ UMBRELLA LIAR OCCUR ❑ ❑ EACH OCCURRENCE S AGGREGATE $ EXCESS LIAB CLAEMS -MADE DED I I RETENTION $ S WORKERS COMPENSATION ANO LMPLOYERS' LIABILITY YIN ANY PROPRIETORIPARTNERIEXECUTIVE ❑ OFFICEIMEMBER EXCLUDED? (Mandatory in NN NIA We STATU- I OTH- TORY LIMITS ER E.L,EACHACCIDENT 5 EL. DISEASE - EA EMPLOYE $ E . DISEASE - POLICY LIMIT $ Ilyes, dascnbe under DESCRIPTION OF OPERATIQN,� haIQw L_ -1 DESCRIPTION OF OPERATIONS I LOCATIONS 1 VEHICLES (Attach ACORD 10, Additional Remarks Schedule, if more space Is required) Description of Operations: Professional Services GEKI II-1cATt City of San Francisco P.O. Box 711 South San Francisco, CA 94083 SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. AUTHORIZED REPRESENTATIVE 'ally signed by C—ie Cowey DNc v , ge F arm Camille Y © ley eDwmgiai3= mmille.eaAey.k 5a ®Cstag etam.com, ­US Date: 2014.04.04 1811:79 -07'90' V 19Sti-ZU1U AL;UKU L:UKHUKA I IUN. All rights reserveo. ACORD 25 (2010105) The ACORD name and logo are registered marks of ACORD 1001486 132849.8 01 -23 -2013 tn H r-j J O Staff Report DATE: November 12, 2014 TO: Mayor and City Council FROM: Jim Steele, Director of Finance SUBJECT: 2013 -14 YEAR -END FINANCIAL RESULTS AND RESOLUTION AUTHORIZING BUDGET CLOSING RECOMMENDATION It is recommended that the City Council approve the attached budget amendment resolution authorizing various budget actions and allowing staff to close the books on fiscal year 2013 -14. BACKGROUND /DISCUSSION This report, presented for the City Council's information, is intended to provide an overview of the year -end financial condition of the City of South San Francisco on a budgetary basis for the fiscal year -end June 30, 2014. Overall, total General Fund revenues in FY 2013 -14 were $79.4 million, $1.57 million over the final amended budget. This is a favorable variance of 2.0 %. General Fund departments stayed $0.9 million under budget, a favorable variance of 1.3 %, resulting in a year -end net operating budget impact (revenue over expenditures) of a positive $1.9 million, before capital improvement expenses and transfers out to other funds. Factoring in encumbrances, which reflect the cost of contractual agreements that were executed prior to year end, General Fund departments were $0.2 million, or 0.3% under budget with the largest savings as a result of staff vacancies in Economic and Community Development and Library departments. Other departments with large year end savings were Public Works and the Parks & Recreation Department. Total year - over -year revenue continued to show growth for the second consecutive year after the 7% drop the City experienced during the full swing of the recession. The strength of the Bay Area economy and tourism industry were manifested through Transient Occupancy Tax (TOT) revenue, which was up $1.51 million, or 15.8% over the prior year, and Commercial Parking Tax revenue, which increased $106,000, or 3.7% over the prior year. Staff Report Subject: 2013 -14 Year -End Financial Results and Budget Closing Page 2 of 6 The General Fund's share of property taxes from the former Redevelopment Agency (RDA.) totaled $4.10 million, which was $311,000 more than the prior year. This amount helped to offset the costs the City incurred by absorbing former RDA positions and services. As the Successor Agency moves forward with fulfilling its recognized remaining RDA obligations, more money will be freed up and allocated to local taxing entities, including the City. Below is an overview of major changes to revenues and expenditures in the General Fund at year -end compared to the final amended budget and the prior year actuals. Revenues Compared to Compared to 2013 -14 2012 -13 Final Budget Actual 1) Property Tax +344,000 +200,000 Property tax revenues, one of the City's primary recurring General Fund revenue sources, totaled $15.2 million in FY 2013 -14. Revenues are $200,000 more than the prior year, and came in 2.3% or $344,000 higher than budget, primarily due to a return to market value for properties which had qualified for a reduction in assessed value during the recession. 2) Former RDA Property Tax Allocation (520,000) +3119000 Ongoing property taxes from the RDA dissolution were $520,000 under the amended budget, reflecting an accounting adjustment to correct a property tax remittance that was erroneously attributed to the former RDA. Revenues were also $311,000 more than the prior year excluding the one -time distribution of $4.66 million in former low /moderate housing funds. This increase in revenue reflects further reduction of the former Redevelopment Agency obligations, thus increasing the share of property taxes for taxing agencies, including the City's General Fund. 3) Educational Revenue Augmentation Fund (ERAF) Refund - +139,000 In FY 2013 -14, Excess ERAF refund revenues totaled $2.26 million; an increase of $139,000 compared to the prior year. San Mateo County officials have cautioned local cities that the ERAF refund revenues are at risk due to the high number of Basic Aid school districts in San Mateo County (compared to other counties in the state) and the competing resources from which the State also funds its obligations for Triple Flip Sales Tax and Motor Vehicle In Lieu Fees (MVILF). In accordance with the City's Reserves Policy, the ERAF refund revenue is assumed to come in at 'h of historical levels, which is consistent with the County's recommendations as well as other cities' practices. 4) Sales & Use Tax (110,000) +128,000 General Fund Sales and Use Tax (SUT) revenue totaled $10.2 million in FY 2013 -14. This total is approximately $128,000 more than the SUT received last fiscal year. Growth reflects strong sales for key local economic categories specific to South San Francisco. Most notable are the business to business, food products, and construction categories. While highly volatile, general economic forecasts that favor taxable sale transactions remain positive. Staff Report Subject: 2013 -14 Year -End Financial Results and Budget Closing Page 3 of 6 Revenues Compared to Compared to 2013 -14 2012 -13 Final Budget Actual 5) Transient Occupancy Tax +639,000 +1,515,000 General Fund Transient Occupancy Tax (TOT) revenue reached an all -time high of $11.2 million in FY 2013 -14. This total is approximately $639,000 more than the amended budget and $1.51 million higher than TOT received last fiscal year due in large part to room rates increasing about 14 %, averaging $127 per night. 6) Building & Fire Permits +2831)000 +1,312,000 General Fund pennit revenue totaled $4.37 million in FY 2013 -14, $1.3 million more than the prior year and $283,000 more than the amended budget. The positive variance is primarily due to major developments East of 101, Permit revenues are somewhat unpredictable as they are susceptible to economic fluctuations. 7) Revenue from Other Agencies (148,000) (497,000) Revenue from other agencies includes various federal, state and miscellaneous grants and totaled $1.1 million in FY 2013 -14, marking a decrease of $497,000 from the prior year. The decrease is indicative of reduced funding from federal and state grants. In FY 2012 -13, the City received over $266,000 in grant revenues related to the Climate Action Plan, where those revenues decreased by $231,000 in FY 2013 -14, as there were large program efforts in the prior year. Due to the timing and competitiveness of grants, revenues tend to fluctuate from year to year. 8) Charges for Services +561,000 +646,000 Charges for services revenue totaled $7.5 million in FY 2013 -14, an increase of $561,000 from the amended budget, and $646,000 more than the prior year. The positive variance is primarily due to an increase in state funding to reimburse entities for ambulance costs under new Ground Emergency Medical Transport (GEMT) regulations, and increased capacity at the City's childcare facilities. 9) Fines +65,000 (225,000) Revenue totaled $1.5 million in FY 2013 -14 and includes administrative fines (code enforcement) and traffic and court fines. The decline in revenue from the prior fiscal year is due the significant effort in the prior year from code enforcement in issuing administrative citations to properties not in compliance with health and safety codes throughout the City. Expenditures As mentioned above, General Fund operating expenditures were $0.9 million or 1.3% under budget. Including encumbrances, which reflect outstanding purchase orders at year end, operating expenditures were $0.2 million or 0.3% below the final amended budget. Staff Report Subject: 2013 -14 Year -End Financial Results and Budget Closing Page 4of6 WK As part of the approved FY 2014 -15 Capital Improvement program, Council directed that $345,000 in anticipated cost savings from the General Fund departments at year end be used to fund the modernization of the MSB atrium restrooms. The attached budget amendment resolution includes the funding for this purpose. Transfers General Fund transfers to other funds increased $0.4 million or 28.4% compared the prior year due to an increase in the quantity and cost of capital improvement projects than in comparison to the prior year. Due to the drought conditions in FY 2013 -14, however, there was no transfer needed from the General Fund to support storm drain maintenance, as Public Works crews were redirected to other maintenance programs and areas in the General Fund and/or Sewer Fund. Reserves Policy As part of the 2014 -15 Budget adoption, the City Council approved a significant change in the City's Reserves Policy, which states that funds in excess of the new General Fund Reserves Policy (20% of revenues) should be earmarked for paying down liabilities. The liabilities the Council acknowledged in the Reserves policy adoption were retiree health (OPEB) costs, CalPERS retirement costs and deferred infrastructure and facility improvements. The Council has addressed the OPEB liability already by setting aside $13.5 million in an OPEB Trust and by setting the goal of funding that liability by at least $250,000 annually in the years to come. The Council therefore approved funding of a new Infrastructure Reserve as part of the 2014 -15 budget by an estimated $12.5 million. In order to more accurately show the City's financial position at year end, and to address the deferred infrastructure liability sooner rather than later, staff recommends that the Infrastructure Reserve be funded as of FY 2013 -14 year end in accordance with the new Reserves Policy as of June 30, 2014. The attached budget amendment Resolution therefore shifts General Fund dollars in excess of the new Reserves policy (20% of General Fund revenues) to the Infrastructure Reserve. This budget action will reduce the amount of transfers needed to the Infrastructure Reserve in 2014 -15 to fund the infrastructure reserve at the desired level. The amount that staff recommends be shifted to the new Infrastructure Fund according to the new Reserves Policy is $10.9 million. It is important to note that all discretionary reserves, including the Infrastructure Reserve, are under Council's purview, and could be tapped for any valid City purpose at the Council's direction. Other Funds In addition to the fiscal year -end review process for the General Fund, staff also reviews the assets, liabilities, revenues and expenditures of other funds which are used to account for the resources needed to provide various services to the community. The City Housing Fund was created when the Redevelopment Agency was closed by the State Staff Report Subject: 2013 -14 Year -End Financial Results and Budget Closing Page 5 of 6 and the City Council chose to continue managing affordable housing. This fund realized $375,000 in operating income, and $246,000 in operating expenses, primarily for maintenance and service contracts. The fund balance of $711,000 will provide for a maintenance reserve in this fund. The Sewer Enterprise Fund provides for operation and maintenance of the Water Quality Control Plant and provides funding for reinvestment in critical sewer collection infrastructure and ongoing Plant operations and improvements. Revenues totaled $27.1 million and expenses totaled $27.4 million. Because the 2013 -14 year was the last year of the former sewer rate program, there was a planned draw down on reserves to fund capital improvements. The Sewer Fund ended the year with its capital and operating reserves funded at levels consistent with the Sewer Fund's reserves policy. The Parking District Fund accounted for $799,000 in revenue received from the collection of parking fees from City owned parking meters and parking lots. This reflected an increase of $59,000 or 8 % from the prior year, primarily due to a significant boost in the number of permits sold for the Miller Avenue Parking Garage. Expenditures totaled $476,000 for the operation and maintenance of City owned parking infrastructure, reflecting a decrease of $109,000, or 19 %, largely due to reduced payroll costs stemming from retirement of a long -terin Parking District staff member in FY 2013 -14. The Storm Water Fund is used to account for resources needed to comply with various federal and state regulations regarding storm water runoff. Revenues to the fund totaled $1.1 million, primarily received from a levy on property owners. Expenditures totaled $1.2 million, and the fund drew down on reserves to pay for the difference. Year -end reserves total $451,000. Revenues remain capped in this fund without a ballot measure to increase assessed taxes. As the Council may recall from previous discussions, it is expected that over time, as State and regional stormwater pollution mitigation ineasures increase, that the General Fund will increasingly be asked to bear a greater share of the Storm Water Fund's costs. The Common Greens Fund consists of four Common Greens Maintenance Districts within the City. Ending fund balance totaled $1.6 million, which may be used for future capital or enhanced maintenance needs. Greater detail of FY 2013 -14 revenues and expenditures as compared to the budget and prior year actuals regarding these funds are contained in the various attachments to this report, and in the year -end financial statements, posted on the City's web page at http : / /www.ssf.net /index.aspx ?NID =613. Staff expects to have the Comprehensive Annual Financial Report (CAFR) produced by mid December. FISCAL IMPACT As of June 30, 2014, the audited General Fund balance consisted of $2.4 million in unreserved, undesignated dollars, $13.3 million reserved for emergencies, economic contingencies and budget contingencies. All General Fund reserves total $15.7 million, 20% of revenues (excluding transfers from other funds). With Council's approval of the attached budget amendment Resolution, the new Infrastructure Reserve will be funded by a total $10.9 million. Staff Report Subject: 2013 -14 Year -End Financial Results and Budget Closing Page 6 of 6 With these actions, all General Fund reserves will meet the requirements of the City's newly adopted reserves policy. CONCLUSION Taking the actions in the attached budget amendment resolution will allow staff to close the books on fiscal year 2013 -14. Prepared by: 9' Jim #ele Fin e Director Approved by: 4 ike Futrell City Manag Attachments: Resolution Closing FY 2.013 -14 Books General Fund Operating Budget Summary, FY 2013 -14 General Fund Reserves, FY 2013 -14 Federal Aviation Grant Fund (ANIP), FY 2013 -14 City Housing Fund, FY 2013 -14 Sewer Enterprise Fund, FY 2013 -14 Parking District Fund, FY 2013 -14 Storm Water Fund, FY 2013 -14 Common Greens Funds, FY 2013 -14 JM/RL /JS/MF: ed RESOLUTION NO. CITY COUNCIL, CITY OF SOUTH SAN FRANCISCO, STATE OF CALIFORNIA A RESOLUTION APPROVING VARIOUS BUDGET ACTIONS THAT ALLOW STAFF TO CLOSE THE BOOKS FOR FISCAL YEAR 2013 -14 WHEREAS, staff recommends approving various budget actions as described in Attachment I, attached hereto , and incorporated into this Resolution by reference; and WHEREAS, such approval will result in a General Fund Undesignated Reserve of approximately $2.39 million as of June 30, 2014. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of South San Francisco hereby approves the various budget actions as described in Attachment I, attached hereto, and incorporated into this Resolution by reference. BE IT FURTHER RESOLVED that the Director of Finance is hereby authorized to make any budget changes consistent with what is presented herein as recommended by the City of South San Francisco's external auditors for Fiscal Year 2013 -14 in order to close the books for Fiscal Year 2013- 14.. I hereby certify that the foregoing Resolution was regularly introduced and adopted by the City Council of the City of South San Francisco at a regular meeting held on the 12th day of November, 2014 by the following vote: AYES: NOES: ABSTAIN: ABSENT: 2852$44.1 ATTEST: Page I City Clerk ATTACHMENT 1 YEAR END FY 2013 -14 SUMMARY OF ALL BUDGET AMENDMENT CHANGES FUND TYPE DESCRIPTION INCREASE / (DECREASE) AMOUNT GENERAL FUND TRANSFERS OUT MSB RESTROOM RENOVATION FROM OPERATIONAL SAVINGS 345,000 CAPITAL IMPROVEMENT TRANSFERS IN MSB RESTROOM RENOVATION FROM OPERATIONAL SAVINGS 345,000 GENERAL FUND TRANSFERS OUT INFRASTRUCTURE REPLACEMENT /DEFERRED FACILITY IMPROVEMENT 10,516,000 INFRASTRUCTURE REPLACEMENT TRANSFERS IN I CREATE INFRASTRUCTURE REPLACEMENT RESERVE 10,516,000 FY 2013 -14 GENERAL FUND YEAR END SUMMARY OPERATING BUDGET Revenues and Other Financing Sources Actual 2012 -13 Adopted 2013 -14 Amended 2013 -14 Actual 2013 -14 Amended 2013 Favorable / (Unfavorable) -14 % Change Property Taxes 15,026,759 14,702,524 14,883,034 15,226,702 343,668 2.3% Former RDA Prop Tax Allocation 3,788,057 3,450,000 4,620,000 4,099,697 (520,303) (11.3 %) ERAF Refund from County 2,123,998 897,000 2,263,000 2,263,468 468 0.0% Sales Tax 10,108,669 10,095,812 10,346,432 10,236,897 (109,535) (1.1 %) Triple Flip 3,155,341 3,454,864 2,849,244 2,834,684 (14,560) (0.5 %) Transient Occupancy Tax 9,659,281 9,704,772 10,534,772 11,174,017 639,245 6.1% Business License 1,102,761 1,011,031 1,155,031 1,285,652 130,621 11.3% Commercial Parking Tax 2,887,194 2,546,442 2,796,442 2,993,252 196,811 7.0% Franchise Fees 3,354,290 3,247,256 3,247,256 3,517,925 270,669 8.3% Building and Fire Permits 3,054,449 3,305,169 4,083,169 4,366,271 283,102 6.9% Motor Vehicle License & In -Lieu 4,955,873 5,422,728 5,331,728 5,319,154 (12,574) (0.2 %) Revenue from Other Agencies 1,577,463 643,525 1,229,399 1,080,908 (148,492) (12.1 %) Charges for Services 6,839,330 6,513,149 6,924,149 7,485,429 561,280 8.1% Administrative Charges 1,333,704 1,325,500 1,325,500 1,325,500 - 0.0% Fines 1,753,682 1,699,500 1,463,500 1,528,319 64,819 4.4% Interest & Rent 2,810,616 2,870,000 2,870,000 2,955,495 85,495 3.0% Transfers In & Other 1,832,351 2,233,328 1,899,246 1 1,699,908 (199,338) (10.53'0) Subtotal Revenues 75,363,819 73,122,600 1 77,821,901 79,393,277 1,571,376 2.0% Plus Prior Year Carryovers 566,104 Total Revenues and Other Amended 2013 Financing Sources 1 75,363,819 73,122,600 1 78,388,005 79,393,277 1,005,272 F�,in� Odget Irn'p'aat, 3'ei 1y ► _ -I i 2 Amended 2013 -14 Operating Actual Adopted Amended Actual Favorable / % Budget Expenditures 2012 -13 2013 -14 2013 -14 2013 -14 (Unfavorable) Change City Council 191,032 194,475 213,975 195,175 18,799 8.8% City Clerk 439,575 565,696 430,608 414,430 16,178 3.8% City Treasurer 122,330 118,906 118,906 115,521 3,384 2.8% City Attorney 734,002 764,224 631,224 614,879 16,345 2.6% City Manager 863,986 889,524 1,033,684 1,017,991 15,693 1.5% Finance 1,787,869 1,862,609 1,880,866 1,852,323 28,543 1.5% Non - Departmental 851,809 875,451 882,451 861,003 21,448 2.4% Human Resources 975,335 1,046,188 900,600 882,250 18,351 2.0% Economic & Community Dev 3,667,322 3,917,133 4,075,733 4,012,535 63,198 1.6% Fire 20,902,112 19,621,209 20,286,009 20,163,758 122,251 0.6% Police 22,447,578 22,183,336 22,898,751 22,705,021 193,730 0.8% Public Works 3,664,927 3,976,860 4,062,914 3,952,693 110,221 2.7% Library 4,112,569 4,419,241 4,115,476 3,987,928 127,548 3.1% Parks & Recreation 10,927,422 11,449,408 11,731,187 11,552,498 178,689 1.5% Total Operating Expenditures 71,687,867 71,884,260 73,262,383 72,328,005 934,378 1.3% F�,in� Odget Irn'p'aat, 3'ei 1y ► _ -I i 2 FY 2013 -14 YEAR END TRANSFERS OUT AND RESERVES Net Operating Budget Impact Adopted Amended (4,560,750) Actual Budget Budget Actual 2012 -13 2013 -14 2013 -14 2013 -14 Net Operating Budget Impact (34,364) 4,663,327 (4,560,750) (680,369) (from prior page) 3,675,952 1,238,340 5,125,621 7,065,272 Plus One Time Events Distribution of Former Low Mod Housing Funds (34,364) 4,663,327 (4,560,750) (680,369) - Distribution of Accumulated CIP Fund Reserves (68,000) 970,557 Transfers to Employee Benefits Fund (1,310,080) (1,000,000) Subtotal, One Time Events (1,206,000) 5,633,884 (175,000) (175,000) - Less Transfers Out (Non Operating Expenses) & Commitments Transfers to Capital Projects Other Transfers (34,364) (539,000) (4,560,750) (680,369) - (68,000) (68,000) (65,244) Transfers to Employee Benefits Fund (1,310,080) (1,000,000) (1,206,000) (1,206,000) Storm Water Fund (175,000) (175,000) - - Subtotal, Transfers Out (Non - Operating) (1,519,444)r (1,782,000) (5,834,750)1 1,951,614) Less commitments for prior CIP projects and (2'876'423) (543,660) (709,129) (4,789,833) purchase orders 8,611,643 9,391,000 Net Surplus / (Deficit) (Net contribution to reserves) 4,913,969 (543,660) (709,129) 323,824 RESERVES - Emergencies 1,410,000 1,567,000 - Economic Contingencies 8,611,643 9,391,000 - Budget Contingency 2,320,477 - Undesignated Reserve 13,306,604 2,389,361 Subtotal, General Fund Reserves 23,328,247 15,667,838 Designated for Future Infrastructure Improvements* 10,861,000 *The Infrastructure Reserve will be kept in a separate Capital Improvement Fund far accounting purposes. 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PO lD IV lD N W Ln O LD V N � N Lrl U1 ;S 0 lD N l0 N W Ln O SD V N N A W 00 [J1 O0 O iD � A 00 00 I - Up Fs LD W I--� N � W N l0 N W ut O lD V 1 1 1 1 0 0 z G1 A m m z y T C z v DATE: November 12, 2014 TO: Mayor and City Council FROM: Brian McMinn, Director of Public Works /City Engineer SUBJECT: A RESOLUTION APPROVING VARIOUS CONSULTING SERVICES AGREEMENTS FOR ON -CALL ARCHITECTURAL, ENGINEERING & OTHER PROFESSIONAL SERVICES FOR VARIOUS CAPITAL IMPROVEMENT PROJECTS RECOMMENDATION It is recommended that the City Council adopt a resolution approving various consulting services agreements for On -Call Architectural, Engineering and other Professional Services for various Capital Improvement Projects. BACKGROUND /DISCUSSION City staff determined that it would beneficial to the City to have on -call architectural, engineering and other professional services available to augment city staff during periods when numerous city - funded construction projects are ongoing at the same time. The Fiscal Year 2014 -2015 Capital Improvement Program (CIP) appropriated approximately $43.7 million worth of capital projects. The City has recently hired Swinerton Management & Consulting to assist staff with the delivery of numerous projects. On -call architectural, engineering and professional service firms would help city staff deliver the CIP projects more efficientlyby developing a list of specialized professional services consultants, all of whom have executed consultant services agreements which city staff could utilize. On July 28, 2014, staff advertised a Request for Statement of Qualifications (SOQ) for on -call architectural, engineering and other professional services. The City asked for SOQ's for 14 service areas from consulting firms. Those professional service areas include architecture; biological services; civil engineering, construction management and inspection services; electrical engineering; environmental services; geotechnical engineering and materials testing; hazardous material testing and monitoring; landscape architecture; mechanical engineering; structural engineering; surveying, mapping and right -of -way engineering; traffic engineering; and water resources. On August 29, 2014, the City received 109 proposals for the various professional service areas from several consultants in response to the SOQ. City staff from the Engineering Division, Economic and Community Development Department, and Parks and Recreation Department reviewed the proposals and selected the consultants based on their project understanding, example projects, expertise, and proposal. Exhibit A shows the various service areas, potential projects and the selected consultants. Staff Report Subject: A RESOLUTION APPROVING VARIOUS CONSULTING SERVICES AGREEMENTS FOR ON -CALL ARCHITECTURAL, ENGINEERING & OTHER PROFESSIONAL SERVICES FOR VARIOUS CAPITAL IMPROVEMENT PROJECTS Page 2 of 2 The City would prepare consulting service agreements for the selected consultants and each agreement would initially be for a period of one ( 1) year with the City having the option to extend for an additional one (1) year. The total amount of consultant work to be requested and performed during the one -year term for each consultant cannot be well defined at the outset. However, the consultants will work on an on -call basis as defined by the City on a project -by- project basis. Accordingly, all work performed under the agreements will be pursuant to individual work orders that will have a specifically defined scope and schedule that will be negotiated on a project -by- project basis. Further, the individual agreements will acknowledge that the individual work orders will dictate the work done under each agreement, up to the not to exceed amount. The total not to exceed amount for each agreement over the one -year term will be $200,000, although it is not anticipated to be reached for all agreements. These costs would be charged against the various CIP projects through their sources of funding. There is no city obligation to expend any funds under these agreements. FUNDING Each project budget in the CIP includes funding for architectural, engineering and /or specialized professional services. Costs for these special on -call services will be charged to the respective projects. CONCLUSION Staff recommends that City Council approve consulting services agreements with the selected consultants listed in Exhibit A for the various service areas. This would allow city staff to expedite CIP projects in an efficient manner, By: Brian McMinn Director of Public Works /City Engineer Approved: Aike Futre 1 City Manag Attachment: Resolution Exhibit A — Service Areas, Potential Projects and Selected Consultants Exhibit B — Draft Form of Agreement 2353092.1 RESOLUTION NO. CITY COUNCIL, CITY OF SOUTH SAN FRANCISCO, STATE OF CALIFORNIA A RESOLUTION APPROVING VARIOUS CONSULTING SERVICES AGREEMENTS FOR ON -CALL ARCHITECTURAL, ENGINEERING & OTHER PROFESSIONAL SERVICES FOR VARIOUS CAPITAL IMPROVEMENT PROJECTS WHEREAS, on July 28, 2014, City of South San Francisco ( "City ") staff issued a Request for Statement of Qualifications ( "SOQ ") for on -call architectural, engineering and professional services; and WHEREAS, staff asked for SOQ's for 14 service areas from consulting firms. Those service areas include architecture; biological services; civil engineering, construction management and inspection services; electrical engineering; environmental serv=ices; geotechnical engineering and materials testing; hazardous material testing and monitoring; landscape architecture; mechanical engineering; structural engineering; surveying, mapping and right -of -way engineering; traffic engineering; and water resources. WHEREAS, on August 29, 2014, staff received one hundred nine (109) proposals for the various service areas from several consultants in response to the SOQ; and WHEREAS, City staff from the Engineering Division, Economic and Community Development Department and Parks and Recreation Department reviewed the proposals and selected the consultants based on their project understanding, example projects, expertise and proposal; and WHEREAS, staff recommends approving the consulting services agreements for the selected consultants; and WHEREAS, costs for the on -call architectural, engineering and other professional services will be charged to various CIP projects through their sources of funding and shall not exceed $200,000 for each contract. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of South San Francisco hereby authorizes the City Manager to execute the consulting services agreements on behalf of the City upon timely submission by the selected consultants' signed contracts and all other required documents, subject to approval by the City Attorney to the selected consulting firms listed in the following table: -1- -2- NO. SERVICE AREA SELECTED CONSULTANTS 1. Architecture • Bull Stockwell AIlen Architects of San Francisco, CA • Group 4 Architecture of South San Francisco, CA • Marcy Wong Donn Logan Architects of Berkeley, CA 2. Biological Services • Alluvion Biological Consulting of Alameda, CA • E2 Consulting Engineers of Emeryville, CA 3. Civil Engineering • BKF Engineers of Redwood City, CA • Mark Thomas & Company of San Carlos, CA • Wilsey Ham of San Mateo, CA 4. Construction Management and • Anchor Engineering of Lafayette, CA Inspection Services/ Horizontal • Caltrop of Emeryville, CA Construction • Vanir Construction Management of San Francisco, CA 5. Electrical Engineering • Syska Hennessy of San Francisco, CA • TJC & Associates of Oakland, CA 6. Environmental Services • Ninyo & Moore of Oakland, CA • WRA Environmental Consulting of San Rafael, CA • Ascent Environmental, Inc. of Sacramento, CA 7. Geotechnical Engineering and • Fugro West of Oakland, CA Materials Testing • Langan Treadwell Rollo of San Francisco, CA • Ninyo & Moore of Oakland, CA 8. Hazardous Materials Testing and • TEC Accutite of South San Francisco, CA Monitoring Services • Vista Environmental Consulting of Oakland, CA 9, Landscape Architecture • Harris Design of Berkeley, CA • RHAA Landscape Architects of Mill Valley, CA • SSA Landscape Architects of Santa Cruz, CA 10. Mechanical Engineering • Salas O'Brien of Oakland, CA • Syska Hennessy of San Francisco, CA 11, Structural Engineering • Lionakis Architects of San Francisco, CA • TJC & Associates of Oakland, CA 12. Surveying, Mapping, and Right- • Mark Thomas & Company of San Carlos, CA of -Way Engineering • Sandis of Oakland, CA • Towill, Inc. of San Francisco, CA 13. Traffic Engineering • DKS Associates of Oakland, CA • Kimley -Horn & Associates of Oakland, CA • Nelson - Nygaard. of San Francisco, CA 14. Water Resources (Drainage and • 13KF Engineers of Redwood City, CA Waste Water) • RMC Water and Environment of San Jose, CA • Schaaf &Wheeler of San Francisco, CA -2- BE IT FURTHER RESOLVED, by the City Council of the City of South San Francisco that the City Council hereby approves the consulting services agreements for on -call architectural, engineering & other professional services for various Capital Improvement Projects and authorizes the City Manager to take any action consistent with the intent of this Resolution. I hereby certify that the foregoing Resolution was regularly introduced and adopted by the City Council of the City of South San Francisco at a meeting held on the day of 2014 by the following vote: AYES: NOES: ABSTAIN: ABSENT: 2353057.1 ATTEST: -3- City Clerk EXHIBIT A SERVICE AREAS, POTENTIAL PROJECTS & SELECTED CONSULTANTS NO SERVICE AREA POTENTIAL PROJECTS SELECTED CONSULTANTS 1. Architecture a Facility Remodels /Renovations and • Bull Stockwell Allen Architects of Tenant Improvements for: San Francisco, CA • City Hall Complex d Group 4 Architecture of South San • Conference Center Francisco, CA • Fire Stations * Marcy Wong Donn Logan • Library Architects of Berkeley, CA = Police Station • Senior Center • Park and other Public Restrooms • OtherAdministrative Offices Other City Projects 2. Biological Services • Anv City Property, Project, • Alluvion Biological Consulting of Improvements, or Municipal Services Alameda, CA • E2 Consulting Engineers of Emeryville, CA 1 Civil Engineering • Roadways and Street Improvements BKF Engineers of Redwood City, ■ Parking Lots CA • Intersection Improvements • Mark Thomas & Company of San • ADA Compliance Projects Carlos, CA • Pavement Resurfacing Projects • Wilsey Ham of San )Mateo, CA • Driveways, Curbs, Gutters, Medians, Sidewalks, Crass Gutters, Walkways • Pavement Management System • Complete Streets • Plan Checking of Private ,Development Grading, Drainage, and Street Impro vement Plans and Technical Reports 4. Construction • Roadways and Street Improvements = Anchor Engineering of Lafayette, Management and • Pavement Resurfacing CA Inspection Services/ Traffic Signals • Caltrop of Emeryville, CA Horizontal • Drainage, Culverts, Basins • Vanir Construction Management Grading of San Francisco, CA Construction = Sewer Pipelines and Pump Stations • Parks and Traits 5. Electrical Any City Property, Project, ■ Syska Hennessy of San Francisco, Engineering Improvements, or Municipal Services CA • Emergency Generators • TJC & Associates of Oakland. CA + Facility Lighting • Sports Field Lighting • Switchgear • Communications Systems • Fire Alarm and Security Systems = Street Lighting • HVAC and Building Services EXHIBIT A SERVICE AREAS, POTENTIAL PROJECTS & SELECTED CONSULTANTS NO. SERVICE AREA POTENTIAL PROJECTS SELECTED CONSULTANTS 6. Environmental • Any City Property, Project, 9 Ninyo & Moore of Oakland, CA Services Improvements, or Municipal Services • WRA Environmental Consulting • Environmental Assessments of San Rafael, CA • Environmental Impact Reports • Ascent Environmental, Inc, of • CEQAINEPA Documentation Sacramento, CA • Mitigation Monitoring Plans 7. Geotechnical • Any City Property, Project, 0 Fugro West of Oakland, CA Engineering and Improvements, or Municipal Services a Langan Treadwell Rollo of San Materials Testing • Erosion and Stabilization Francisco, CA • Ninyo & Moore of Oak] and, CA 8. Hazardous Materials • Any City Property, Project, • TEC Accutite of South San Testing and Improvements, or Municipal Services Francisco, CA Monitoring Services • Vista Environmental Consulting of Oakland, CA 4. Landscape + Any City Property, Project • Harris Design of Berkeley, CA Architecture Improvements, or Municipal Services + RHAA Landscape Architects of + Park Renovations Mill Valley, CA • Landscaping and Streetscapes • SSA Landscape Architects of • Water- Conserving Irrigation Systems Santa Cruz, CA • Xeriscape • Sports Fields • Dog Parks • Playgrounds, Picnic Areas • Erosion Control 10. Mechanical • Any City Property, Project, Slaas O'Brien of Oakland, CA Engineering Improvements, or Municipal Services • Syska Hennessy of San Francisco, + Fuel Tanks CA • Grease Traps + HVAC Systems • Mechanical Building systems • Emergency Generators 11, Structural Any City Property, Project, . Lionakis Architects of San Engineering Improvements,. or Municipal Services Francisco, CA • Parking Garages • TJC & Associates of Oakland, CA • Retaining walls • Roadway and Pedestrian Bridges + Utility Vaults • Box Culverts, Headwalls Building Framing Systems Foundation Slabs 12, Surveying, • Any City Property, Project, • Mark Thomas & Company of San Mapping, and Right - Improvements, or Aunicipal Services Carlos, CA of -Way Engineering • Sandis of Oakland, CA • Towill, Inc. of San Francisco, CA EXHIBIT A SERVICE AREAS, POTENTIAL PROJECTS & SELECTED CONSULTANTS NO. SERVICE AREA POTENTIAL PROJECTS SELECTED CONSULTANTS 13. Traffic Engineering Any City Property, Projects, ■ DKS Associates of Oakland, CA Improvements, or Municipal Services . Kimley -Horn & Associates of • New and Lpgraded Traffic Signals Oakland, CA • Pedestrian Crossings and Connectivity • Nelson- Nygaard of San Francisco, ■ Bicycle Lane Linkages CA • Signal Timing Assessments • Fiber Optics • Interconnection and Synchronisation • Intersection Modifications • Transportation Planning • Pedestrian and Bicycle Projects + Traffic Calming Plans • Corridor Evaluations ■ Circulation Studies • Radar Speed Signs • Electronic Parking Sign • StaffAugmentotion 14. Water Resources New and Rehabilitated Pipelines BKF Engineers of Redwood City, (Drainage and Pump Stations CA Waste Water) Storm Drainage Retention and RMC Water and Environment of Conveyance Facilities San Jose, CA • Pipe Lining and Pipe Bursting • Schaaf &Wheeler of San • Spot Repairs Francisco, CA • Wastewater Collection Master Plan • Preventative Maintenance Plans • Erosion Control Exhibit B CONSULTING SERVICES AGREEMENT BETWEEN THE CITY OF SOUTH SAN FRANCISCO AND THIS AGREEMENT for consulting services is made by and between the City of South San Francisco ( "City ") and ("Consultant") (together sometimes referred to as the "Parties") as of November 12, 2014 (the "Effective Date "). Section 1. SERVICES. Subject to the terms and conditions set forth in this Agreement, Consultant shall provide to City the services described in the Scope of Work attached as Exhibit A, attached hereto and incorporated herein, at the time and place and in the manner specified therein. In the event of a conflict in or inconsistency between the terms of this Agreement and Exhibit A, the Agreement shall prevail. 1.1 1.2 1.3 1.4 Term of Services. The term of this Agreement shall begin on November 12, 2014 and shalt end on December 31 2015 the date etio specified in Exhibit A and Consultant shall complete the work describ in x prior to that date, unless the term of the Agreement is otherwise termina or e t as provided for in Section 8. The time provided to Consultant to complete ices r d b this Agreement shall not affect the City's right to terminate the Agre s provi n Section 8. Standard of Performance. Agreement in the manner practitioner of the profession which Consultant practices required by this Agreement standards of ouaWwwwaia[W Time. Consultant Agreement as may provided in Sections 1 be .1 'm s required pursuant to this stan s observed by a competent Ongaged in the geographical area in nt shall prepare all work products lass manner and shall conform to the practicing in Consultant's profession, ,5hall assign only competent personnel to perform the event that City, in its sole discretion, at any desires the reassignment of any such persons, giving notice from City of such desire of City, devote such time to the performance of services pursuant to this reasonably necessary to meet the standard of performance and 1,2 above and to satisfy Consultant's obligations hereunder. Section 2. COMPENSATION. City hereby agrees to pay Consultant a cumulative sum not to exceed Two Hundred Thousand ($200,000) per year, notwithstanding any contrary indications that may be contained in Consultant's proposal, for services to be performed and reimbursable costs incurred under this Agreement. In the event of a conflict between this Agreement and Consultant's proposal, attached as Exhibit A, regarding the amount of compensation, the Agreement shall prevail. City shall pay Consultant for services rendered pursuant to this Agreement at the time and in the manner set forth herein. The payments specified below shall be the only payments from City to Consultant for services rendered pursuant to this Agreement. Consultant shall submit all invoices to City in the manner specified herein. Consulting Services Agreement between [Rev:2.13,2014] November 12, 2014 City of South San Francisco and Page 1 of 15 Except as specifically authorized by City, Consultant shall not bill City for duplicate services performed by more than one person. Consultant and City acknowledge and agree that compensation paid by City to Consultant under this Agreement is based upon Consultant's estimated costs of providing the services required hereunder, including salaries and benefits of employees and subcontractors of Consultant. Consequently, the parties further agree that compensation hereunder is intended to include the costs of contributions to any pensions and/or annuities to which Consultant and its employees, agents, and subcontractors may be eligible. City therefore has no responsibility for such contributions beyond compensation required under this Agreement. 2.1 Invoices. Consultant shall submit invoices, not more often than once per month during the term of this Agreement, based on the cost for services performed and reimbursable costs incurred prior to the invoice date. Invoices shall contain the following information: 2.2 Serial identifications of progress bills etc.); The beginning and ending dates of t1l A task summary containing the on billings, the total due this period, the the percentage of completion; At City's option, for each wor . entries or time sheets shall sub the work, the hours spe t6ac each reimbursable ex ; for the first invoice, the amount of prior the Agreement, and 4opy of the applicable time ie name of the person doing description of the work, and The total number of s of wor ed under the Agreement by Consultant d su tractor of Consultant performing services ep�otice when the total number of hours of work by employee, agent, or subcontractor of Consultant red (800) hours, which shall include an estimate of the work described in Exhibit A; actual expenditures for which reimbursement is Monthly Payment. City shall make monthly payments, based on invoices received, for services satisfactorily performed, and for authorized reimbursable costs incurred. City shall have thirty (30) days from the receipt of an invoice that complies with all of the requirements above to pay Consultant. City shall have no obligation to pay invoices submitted ninety (90) days past the performance of work or incurrence of cost. 2.3 Final Payment. City shall pay the last ten percent (10 %) of the total sum due pursuant to this Agreement within sixty (60) days after completion of the services and submittal to City of a final invoice, if all services required have been satisfactorily performed. Consulting Services Agreement between City of South San Francisco and [Rev:2.13.2014] November 12, 2014 Page 2 of 15 2.4 Total Payment. City shall pay for the services to be rendered by Consultant pursuant to this Agreement. City shall not pay any additional sum for any expense or cost whatsoever incurred by Consultant in rendering services pursuant to this Agreement. City shall make no payment for any extra, further, or additional service pursuant to this Agreement. 2.5 2.6 2.7 2.8 2.9 In no event shall Consultant submit any invoice for an amount in excess of the maximum amount of compensation provided above either for a task or for the entire Agreement, unless the Agreement is modified prior to the submission of such an invoice by a properly executed change order or amendment. Hourly Fees. Fees for work performed by Consultant on an hourly basis shall not exceed the amounts shown in Exhibit A, Reimbursable Expenses. Reimbursable expenses are included in the total amount of compensation provided under this Agreement tj;6 [ aLnotje exceeded Payment of Taxes. Consultant is solely res sible A incurred under this Agreement and any s MQWTe, represents and warrants that Contractor is d accordance with California Revenue & Taxatio amended, and is exempt from wi verifying the residency status of any subcontractors as required by laws services or incuq authorization from and yment of employment taxes V taxes. Contractor ate of California in action 18662, as may be t;epts sole responsible for Id taxes from non - California the City or Consultant terminates this Ci shall compensate the Consultant for all 3es incurred for work satisfactorily completed as . Consultant shall maintain adequate logs and to that date. The Consultant is not authorized to perform any under the terms of this Agreement until receipt of Section 3. FACILITIES AND EQUIPMENT. Except as set forth herein, Consultant shall, at its sole cost and expense, provide all facilities and equipment that may be necessary to perform the services required by this Agreement. City shall make available to Consultant only the facilities and equipment listed in this section, and only under the terms and conditions set forth herein. City shall furnish physical facilities such as desks, filing cabinets, and conference space, as may be reasonably necessary for Consultant's use while consulting with City employees and reviewing records and the information in possession of the City. The location, quantity, and time of furnishing those facilities shall be in the sole discretion of City, In no event shall City be obligated to furnish any facility that may involve incurring any direct expense, including but not limited to computer, long- distance telephone or other communication charges, vehicles, and reproduction facilities, Consulting Services Agreement between [Rev;2.13.2014] November 12, 2014 City of South San Francisco and Page 3 of 15 Section 4. INSURANCE REQUIREMENTS. Before beginning any work under this Agreement, Consultant, at its own cost and expense, unless otherwise specified below, shall procure the types and amounts of insurance listed below against claims for injuries to persons or damages to property that may arise from or in connection with the performance of the work hereunder by the Consultant and its agents, representatives, employees, and subcontractors. Consistent with the following provisions, Consultant shall provide Certificates of Insurance, attached hereto and incorporated herein as Exhibit B' indicating that Consultant has obtained or currently maintains insurance that meets the requirements of this section and under forms of insurance satisfactory, in all respects, to the City. Consultant shall maintain the insurance policies required by this section throughout the term of this Agreement, The cost of such insurance shall be included in the Consultant's bid. Consultant shall not allow any subcontractor to commence work on any subcontract until Consultant has obtained all insurance required herein for the subcontractor(s). 4.1 Workers' Compensation. Consultant shall, at its Statutory Workers' Compensation Insurance and all persons employed directly or indire y y Compensation Insurance and Employer's Lia 'ty In not less than ONE MILLION DOLLARS ($ , 0) Consultant may rely on a self- insurance prog the program of self - insurance complies fully with Code. Determination of whether a s ance pr Labor Code shall be solely in the di re he C Section 10.9). The insurer, Zleers p yr insurance is provided, shall right f su t officials, employees, and for ising Agreement. � sole cost and expense, maintain loy 's Liability Insurance for any Itant. The Statutory Workers' hall be provided with limits of pe de In the alternative, eet tho irements, but only if rovisions of the California Labor eets the standards of the Cc t Administrator (as defined in th Consultant, if a program of self - ion against the City and its officers, from work performed under this 4.2 Commeffal General a0=omobl iability Insurance. 4.2.1 V Consultant, at its own cost and expense, shall maintain com d automobile liability insurance for the term of this Agree t not less than ONE MILLION DOLLARS ($1,000,000.00) per oced single limit coverage for risks associated with the work contereement, If a Commercial General Liability Insurance or an Automobile Liability form or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to the work to be performed under this Agreement or the general aggregate limit shall be at least twice the required occurrence limit, Such coverage shall include but shall not be limited to, protection against claims arising from bodily and personal injury, including death resulting there from, and damage to property resulting from activities contemplated under this Agreement, including the use of owned and non - owned automobiles. 4.2.2 Minimum scope of coverage. Commercial general coverage shall be at least as broad as Insurance Services Office Commercial General Liability occurrence form Consulting Services Agreement between City of South San Francisco and 10 [Rev:2.13.2014] November 12, 2014 Page 4 of 15 4.3 CG 0001 or GL 0002 (most recent editions) covering comprehensive General Liability and Insurance Services Office form number GL 0404 covering Broad Form Comprehensive General Liability, Automobile coverage shall be at least as broad as Insurance Services Office Automobile Liability form CA 0001 (ed. 12190) Code 8 and 9. No endorsement shall be attached limiting the coverage. 4.2.3 Additional requirements. Each of the following shall be included in the insurance coverage or added as a certified endorsement to the policy: a. The insurance shall cover on an occurrence or an accident basis, and not on a claims -made basis. Any failure of Consultant to comply with reporting provisions of the policy shall not affect coverage provided to City and its officers, employees, agents, and volunteers. Am % & Professional Liability Insurance, 4.3.1 4.3.2 General requirements. Consultant, #0 for the period covered by this Agree licensed professionals perform'2MWk not less than ONE MILLI D professionals' errors and m - n not exceed ONE HUN4 F T THC n cost JWense, shall maintain ofessional liability insurance for T Is Agreement in an amount 00) covering the licensed self- insured retention shall D DOLLARS $150,000 per claim. IId g provisions shall apply if the professional ims -made form: the policy must be shown and must be before the rust be maintained and evidence of insurance must be for at least five (5) years after completion of the Agreement or so long as commercially available at reasonable rates. If coverage is canceled or not renewed and it is not replaced with another claims -made policy form with a retroactive date that precedes the date of this Agreement, Consultant must provide extended reporting coverage for a minimum of five (5) years after completion of the Agreement or the work. The City shall have the right to exercise, at the Consultant's sole cost and expense, any extended reporting provisions of the policy, if the Consultant cancels or does not renew the coverage. A copy of the claim reporting requirements must be submitted to the City prior to the commencement of any work under this Agreement. Consulting Services Agreement between City of South San Francisco and m [Rev:2.13.2014] November 12, 2014 Page 5 of 15 4.4 All Policies Requirements. 4.4.1 Acceptability of insurers. All insurance required by this section is to be placed with insurers with a Bests' rating of no less than A:VII, 4.4.2 Verification of coverage. Prior to beginning any work under this Agreement, Consultant shall furnish City with complete copies of all policies delivered to Consultant by the insurer, including complete copies of all endorsements attached to those policies. All copies of policies and certified endorsements shall show the signature of a person authorized by that insurer to bind coverage on its behalf, If the City does not receive the required insurance documents prior to the Consultant beginning work, it shall not waive the Consultant's obligation to provide them. The City reserves the right to require complete copies of all required insurance policies at any time. 4.4.3 Notice of Reduction in or Cancel) ' n o e. A certified endorsement shall be attached to all insurance obt ursuan is reement stating that coverage shall not be suspended, voi celed b r party, or reduced in coverage or in limits, except after thirty (3 s' prior written notice by certified mail, return receipt requested, en give ity. In the event that any coverage required b&Dthe thi ion duced, ited, cancelled, or materially affected in anZa otII provide written notice to City at Consultant's r lie d in no case later than ten (10) working days after change in coverage, 4.4.4 A na i ri sE ranee. City and its officers, employees, agents, Aolunteers s cove as additional insureds with respect to each of the ing: liability a out f activities performed by or on behalf of Consultant, g the insure general supervision of Consultant; products and completed of Cons r t, as applicable; premises owned, occupied, or used by Consu nd omobiles owned, leased, or used by the Consultant in the course o ng services pursuant to this Agreement. The coverage shall contain no ecial limitations on the scope of protection afforded to City or its officers, employees, agents, or volunteers. A certified endorsement must be attached to all policies stating that coverage is primary insurance with respect to the City and its officers, officials, employees and volunteers, and that no insurance or self- insurance maintained by the City shall be called upon to contribute to a loss under the coverage. 4.4.5 Deductibles and Self - insured Retentions. Consultant shall disclose to and obtain the approval of City for the self- insured retentions and deductibles before beginning any of the services or work called for by any term of this Agreement. Further, if the Consultant's insurance policy includes a self - insured retention that Consulting Services Agreement between City of South San Francisco and M, [Rev:2.13.2014] November 12, 2014 Page 6 of 15 must be paid by a named insured as a precondition of the insurer's liability, or which has the effect of providing that payments of the self- insured retention by others, including additional insureds or insurers do not serve to satisfy the self - insured retention, such provisions must be modified by special endorsement so as to not apply to the additional insured coverage required by this agreement so as to not prevent any of the parties to this agreement from satisfying or paying the self- insured retention required to be paid as a precondition to the insurer's liability. Additionally, the certificates of insurance must note whether the policy does or does not include any self- insured retention and also must disclose the deductible. During the period covered by this Agreement, only upon the prior express written authorization of Contract Administrator, Consultant may increase such deductibles or self - insured retentions with respect to City, its officers, employees, agents, and volunteers. The Contract Administrator may condition approval of an increase in deductible or self- insured retentioCha 'th requirement that Consultant procure a bond, guaranteeing paym nd related investigations, claim administration, and defense expens tory in all respects to each of them. 1< 4.4.6 Subcontractors. Consultant shall include contractors as insureds under its policies or shall furnish separa fcates a . ed endorsements for each subcontractor. All coverag for 7%] ctor hall be subject to all of the requirements stated herejL. 4.4.7 Wasting PolicL limsurance JWequired by Section 4 shall include a "wasti 4,4.8 riation. The ma prove a variation in the foregoing insurance irements, upon eter ation that the coverage, scope, limits, and forms of s surance are er not commercially available, or that the City's interests are ise fully p ected. 4.5 Remedies. In ad any other remedies City may have if Consultant fails to provide or maintain any insu ce policies or policy endorsements to the extent and within the time herein required, City may, at its sole option exercise any of the following remedies, which are alternatives to other remedies City may have and are not the exclusive remedy for Consultant's breach: Obtain such insurance and deduct and retain the amount of the premiums for such insurance from any sums due under the Agreement; b. Order Consultant to stop work under this Agreement or withhold any payment that becomes due to Consultant hereunder, or both stop work and withhold any payment, until Consultant demonstrates compliance with the requirements hereof; and/or Consulting Services Agreement between City of South San Francisco and 13 [Rev:2.13.2014] November 12, 2014 Page 7 of 15 c. Terminate this Agreement. Section 5. INDEMNIFICATION AND CONSULTANT'S RESPONSIBILITIES. Consultant shall indemnify, defend with counsel selected by the City, and hold harmless the City and its officials, officers, employees, agents, and volunteers from and against any and all losses, liability, claims, suits, actions, damages, and causes of action arising out of any personal injury, bodily injury, loss of life, or damage to property, or any violation of any federal, state, or municipal law or ordinance, to the extent caused, in whole or in part, by the willful misconduct or negligent acts or omissions of Consultant or its employees, subcontractors, or agents, by acts for which they could be held strictly liable, or by the quality or character of their work. The foregoing obligation of Consultant shall not apply when (1) the injury, loss of life, damage to property, or violation of law arises wholly from the gross negligence or willful misconduct of the City or its officers, employees, agents, or volunteers and (2) the actions of Consultant or its employees, subcontractor, or agents have contributed in no part to the injury, loss of life, damage to property, or violation of law. It is understood that the duty of Consultant to indemnify and hold harmless includes the duty to defend as set forth in Section 2778 of the California C*es, ceptance by City of insurance certificates and endorsements required under this Agreem sultant from liability under this indemnification and hold harmless clause. This i armless clause shall apply to any damages or claims for damages whether or ies shall have been determined to apply. By e xecution of this Agreement, and agrees to the provisions of this Section and that it is a material element of c In the event thc, under this AgreE Retirement Syst indemnify, defer for PERS benef payment of any City. Section 6. 6.1 r7consultant providing services or the California Public Employees employee of City, Consultant shall )yee and/or employer contributions subcontractors, as well as for the d otherwise be the responsibility of Independent tor t all times during the term of this Agreement, Consultant shall be an independen r and shall not be an employee of City. City shall have the right to control Conly insofar as the results of Consultant's services rendered pursuant to this Agreement and assignment of personnel pursuant to Subparagraph 1.3; however, otherwise City shall not have the right to control the means by which Consultant accomplishes services rendered pursuant to this Agreement. Notwithstanding any other City, state, or federal policy, rule, regulation, law, or ordinance to the contrary, Consultant and any of its employees, agents, and subcontractors providing services under this Agreement shall not qualify for or become entitled to, and hereby agree to waive any and all claims to, any compensation, benefit, or any incident of employment by City, including but not limited to eligibility to enroll in the California Public Employees Retirement System (PERS) as an employee of City and entitlement to any contribution to be paid by City for employer contributions and /or employee contributions for PERS benefits, Consulting Services Agreement between City of South San Francisco and 14 [Rev:2,13.2014] November 12, 2014 Page 8 of 15 6.2 Consultant No Agent. Except as City may specify in writing, Consultant shall have no authority, express or implied, to act on behalf of City in any capacity whatsoever as an agent or to bind City to any obligation whatsoever, Section 7. LEGAL REQUIREMENTS. 7.1 Governing Law. The laws of the State of California shall govern this Agreement. 7.2 Compliance with Applicable Laws. Consultant and any subcontractors shall comply with all laws applicable to the performance of the work hereunder. 7.3 Other Governmental Requlations. To the extent that this Agreement may be funded by fiscal assistance from another governmental entity, Consultant and any subcontractors shall comply with all applicable rules and regulations to which City is bound by the terms of such fiscal assistance program. ld� 7.4 Licenses and Permits. Consultant represi its employees, agents, and any subcontractcl and approvals, including from City, of what -a practice their respective professions. Consu Consultant and its employees, ageqnn) expense, keep in effect at all time permits, and approvals that are le al addition to the foregoing, Con nduring the term of this Agree val id to City that Consultant and e all Ii s, rmits, qualifications, nature a legally required to sents and warrants to City that mtr all, at their sole cost and term is Agreement any Licenses, kilftice their respective professions, In ntractors shall obtain and maintain ,enses from City. 7.5 Nondiscrl ron all u it . Consultant shall not discriminate, on the basA'�edical son's race, n co tional origin, age physical or mental handicap or disc conditio arit status, sex, or sexual orientation, against any emS emp ent, subcontractor, bidder for a subcontract, or participant in, rant any services or programs provided by Consultant under this Agreement. t II comply with all applicable federal, state, and local laws, policies, rulerements related to equal opportunity antl nondiscrimination in employment, g, antl the provision of any services that are the subject of this Agreement, including but not limited to the satisfaction of any positive obligations required of Consultant thereby. Consultant shall include the provisions of this Subsection in any subcontract approved by the Contract Administrator or this Agreement. Section B. TERMINATION AND MODIFICATION. Consulting Services Agreement between City of South San Francisco and 15 [Rev,2.13.2014] November 12, 2014 Page 9 of 15 8.1 Termination. City may cancel this Agreement at any time and without cause upon written notification to Consultant. 8.2 8.3 8.4 8.5 8.6 Consultant may cancel this Agreement for cause upon 30 days' written notice to City and shall include in such notice the reasons for cancellation. In the event of termination, Consultant shall be entitled to compensation for services performed to the date of notice of termination; City, however, may condition payment of such compensation upon Consultant delivering to City all materials described in Section 0.1. Extension. City may, in its sole and exclusive discretion, extend the end date of this Agreement beyond that provided for in Subsection 1.1. Any such extension shall require a written amendment to this Agreement, as provided for herein, Consultant understands and agrees that, if City grants such an extensio all ave no obligation to provide Consultant with compensation beyond th maxi amount provided for in this Agreement. Similarly, unless authorized by Con r inistrator, City shall have no obligation to reimburse Consultant for any ise re sab expenses incurred during the extension period, The parties may a writing signed by all the . fit recognize and agree that this al 1p rf Consultant and is based upon a e perso competence, experience, and specialized er, bs ntial inducement to City for entering into this profe al reputation and competence of Consultant. fnAgre ent or any interest therein without the prior written istrator. Consultant shall not assign or subcontract any ontemplated and provided for herein, other than to the proposal, without prior written approval of the Contract Survival. All obligations arising prior to the termination of this Agreement and all provisions of this Agreement allocating liability between City and Consultant shall survive the termination of this Agreement, Options upon Breach by Consultant. If Consultant materially breaches any of the terms of this Agreement, City's remedies shall include, but not be limited to, the following: 8.6.1 Immediately terminate the Agreement; 8.6.2 Retain the plans, specifications, drawings, reports, design documents, and any other work product prepared by Consultant pursuant to this Agreement; Consulting Services Agreement between City of South San Francisco and 16 [Rev:2.13.2014] November 12, 2014 Page 10 of 15 Section 9. 9.1 9.2 091 8.6.3 Retain a different consultant to complete the work described in Exhibit A not finished by Consultant; or 8.6.4 Charge Consultant the difference between the cost to complete the work described in Exhibit A that is unfinished at the time of breach and the amount that City would have paid Consultant pursuant to Section 2 if Consultant had completed the work. KEEPING AND STATUS OF RECORDS. Records Created as Part of Consultant's Performance. All reports, data, maps, models, charts, studies, surveys, photographs, memoranda, plans, studies, specifications, records, files, or any other documents or materials, in electronic or any other form, that Consultant prepares or obtains pursuant to thi a and that relate to the matters covered hereunder shall be the property of t Of V. ultant hereby agrees to deliver those documents to the City upon terminat of t ment. It is understood and agreed that the documents and other material ding b limi d to those described above, prepared pursuant to this Agreement ared spe for the City and are not necessarily suitable for any future or other use. and Consultant agree that, until final approval by City, all data, plans ' ications, and other documents are confidential and will not be released thin ies with prior written consent of both parties unless required by law. W echall maintain any and all ledgers, books ks, and other records or documents s or expenditures and disbursements charged um of three (3) years, or for any longer period nt to the Consultant to this Agreement. Inspection edit of Words- Any records or documents that Section 9.2 of this Agreement req on ant to maintain shall be made available for inspection, audit, and/or copying at a during regular business hours, upon oral or written request of the City. Under Cal' nia Government Code Section 8546.7, if the amount of public funds expended under this Agreement exceeds TEN THOUSAND DOLLARS ($10,000.00), the Agreement shall be subject to the examination and audit of the State Auditor, at the request of City or as part of any audit of the City, for a period of three (3) years after final payment under the Agreement. 9.4 Records Submitted in Response to an Invitation to Bid or Request for Proposals, All responses to a Request for Proposals (RFP) or invitation to bid issued by the City become the exclusive property of the City. At such time as the City selects a bid, all proposals received become a matter of public record, and shall be regarded as public records, with the exception of those elements in each proposal that are defined by Consultant and plainly marked as "Confidential," "Business Secret" or "Trade Secret." Consulting Services Agreement between City of South San Francisco and MA [Rev:2.13.2014] November 12, 2014 Page 11 of 15 Section 10 10.1 10.2 10.3 The City shall not be liable or in any way responsible for the disclosure of any such proposal or portions thereof, if Consultant has not plainly marked it as a "Trade Secret" or "Business Secret," or if disclosure is required under the Public Records Act. Although the California Public Records Act recognizes that certain confidential trade secret information may be protected from disclosure, the City may not be in a position to establish that the information that a prospective bidder submits is a trade secret. If a request is made for information marked "Trade Secret" or "Business Secret," and the requester takes legal action seeking release of the materials it believes does not constitute trade secret information, by submitting a proposal, Consultant agrees to indemnify, defend and hold harmless the City, its agents and employees, from any judgment, fines, penalties, and award of attorneys fees awarded against the City in favor of the party requesting the information, and any and all costs connected with that defense. This obligation to indemnify survives the City's award of the contract. Consultant agrees that this indemnification survives as long as the trade se n m on is in the City's possession, which includes a minimum retention period fo uc dents, MISCELLANEOUS PROVISIONS. Attorneys' Fees. If a party to this Agreement action for declaratory relief, to enforc prevailing party shall be entitled to re onab to which that party may be entitle, co separate action brought for that ose. Agreement is III adjudged shall ren provision of this Ag Agreement. action, including arbitration or an ion of this Agreement, the s in addition to any other relief ;h fees in the same action or in a Mj!� any action against the other under this such action shall be vested exclusively in the Mateo or in the United States District Court for )fjVpetent jurisdiction finds or rules that any provision of this IF or unenforceable, the provisions of this Agreement not so full force and effect, The invalidity in whole or in part of any nt shall not void or affect the validity of any other provision of this 10.4 No Implied Waiver of Breach. The waiver of any breach of a specific provision of this Agreement does not constitute a waiver of any other breach of that term or any other term of this Agreement. 10.5 Successors and Assigns. The provisions of this Agreement shall inure to the benefit of and shall apply to and bind the successors and assigns of the parties, Consulting Services Agreement between City of South San Francisco and 18 [Rev;2.13.2014] November 12, 2014 Page 12 of 15 10.6 Use of Recycled_ Products. Consultant shall prepare and submit all reports, written studies and other printed material on recycled paper to the extent it is available at equal or less cost than virgin paper. 10.7 Conflict of Interest. Consultant may serve other clients, but none whose activities within the corporate limits of City or whose business, regardless of location, would place 10.8 10.9 Consultant in a "conflict of interest," as that term is defined in the Political Reform Act, codified at California Government Code Section 81000 et seq. Consultant shall not employ any City official in the work performed pursuant to this Agreement, No officer or employee of City shall have any financial interest in this Agreement that would violate California Government Code Sections 1090 et seq. Consultant hereby warrants that it is not now, nor has it been in the previous twelve (12) months, an employee, agent, appointee, or I f th City. If Consultant was an employee, agent, appointee, or official of i y i previous twelve (12) months, Consultant warrants that it did not partici a in ner in the forming of this Agreement, Consultant understands that, Agree is ade in violation of Government Code §1090 etseq., the entire nt is voi onsultant will not be entitled to any compensation for services performe uant to this Agreement, including reimbursement of expenses, and Cons ill be re reimburse the City for any sums paid to the Consultant, Consu nt u tands th , in addition to the foregoing, it may be subject to criminal prose ti r vi f overnment Code § 1090 and, if applicable, will be disqualified.frr of in ublic in the State of California. Solicitation. afr t to soFi7rbusiness at any meeting, focus group, or interview r to me er prally or through any written materials. Gan dministration. is Agreement shall be administered by Sam Bautista, Principal eer ( "Contra dministrator "). All correspondence shall be directed to or through the ct Admini ator or his or her designee. 10.10 Notices. All notice ther communications which are required or may be given under this Agreement shat a in writing and shall be deemed to have been duly given (i) when received if personal y delivered; (ii) when received if transmitted by telecopy, if received during normal business hours on a business day (or if not, the next business day after delivery) provided that such facsimile is legible and that at the time such facsimile is sent the sending Party receives written confirmation of receipt; (iii) if sent for next day delivery to a domestic address by recognized overnight delivery service (e.g., Federal Express); and (iv) upon receipt, if sent by certified or registered mail, return receipt requested. In each case notice shall be sent to the respective Parties as follows: Consulting Services Agreement between City of South San Francisco and 19 [Rev,2.13.20141 November 12, 2014 Page 13 of 15 Consultant City: City Clerk City of South San Francisco 400 Grand Avenue South San Francisco, CA 94080 10.11 Professional Seal. Where applicable in the determination of the contract administrator, the first page of a technical report, first page of design specifications, and each page of construction drawings shall be stampedlsealed i ed the licensed professional responsible for the report/design preparation, a sta al shall be in a block entitled "Seal and Signature of Registered Professio with ign responsibility," as in the following example. j Seal and Signature eMte d Pr onal with report/design re sibility, 10.12 Inte ratio is inc al Exhibits attached hereto, and incorporated herein resents the en d inte d agreement between City and Consultant and sup all prior negotia rep sentations, or agreements, either written or oral pertainin matters her 10.13 Counterparts, gre ent may be executed in multiple counterparts, each of which shall be an origins of which together shall constitute one agreement. 10.14 Construction. The-headings in this Agreement are for the purpose of reference only and shall not limit or otherwise affect any of the terms of this Agreement. The parties have had an equal opportunity to participate in the drafting of this Agreement; therefore any construction as against the drafting party shall not apply to this Agreement, Consulting Services Agreement between City of South San Francisco and 20 [Rev:2.13.2014] November 12, 2014 Page 14 of 15 The Parties have executed this Agreement as of the Effective Date. CITY OF SOUTH SAN FRANCISCO Mike Futrell, City Manager Attest: Krista Martinelli, City Clerk Approved as to Form: City Attorney 2051688.4 Consulting Services Agreement between City of South San Francisco and Q Consultants NAME: TITLE: [Rev:2.13.2014] November 12, 2014 Page 15 of 15 EXHIBIT A SCOPE OF SERVICES Consulting Services Agreement between City of South San Francisco and Exhibit A 22 kd DATE Page 1 of 1 EXHIBIT B INSURANCE CERTIFICATES Consulting Services Agreement between City of South San Francisco and - Exhibit B 23 DATE Page 1 of 1