HomeMy WebLinkAbout2021-03-24 e-packet@6:00Wednesday, March 24, 2021
6:00 PM
City of South San Francisco
P.O. Box 711
South San Francisco, CA
TELECONFERENCE MEETING
City Council
Regular Meeting Agenda
March 24, 2021City Council Regular Meeting Agenda
TELECONFERENCE MEETING NOTICE
THIS MEETING WILL BE CONDUCTED PURSUANT TO THE PROVISIONS OF THE
GOVERNOR’S EXECUTIVE ORDERS N-29-20 AND N-63-20 ALLOWING FOR DEVIATION
OF TELECONFERENCE RULES REQUIRED BY THE BROWN ACT & PURSUANT TO THE
ORDER OF THE HEALTH OFFICER OF SAN MATEO COUNTY DATED MARCH 31, 2020 AS
THIS MEETING IS NECESSARY SO THAT THE CITY CAN CONDUCT NECESSARY
BUSINESS AND IS PERMITTED UNDER THE ORDER AS AN ESSENTIAL
GOVERNMENTAL FUNCTION.
The purpose of conducting the meeting as described in this notice is to provide the safest environment for staff
and the public while allowing for public participation.
Councilmembers Coleman, Flores and Nicolas, Vice Mayor Nagales and Mayor Addiego and essential City
staff will participate via Teleconference.
PURSUANT TO RALPH M. BROWN ACT, GOVERNMENT CODE SECTION 54953, ALL VOTES
SHALL BE BY ROLL CALL DUE TO COUNCIL MEMBERS PARTICIPATING BY
TELECONFERENCE.
MEMBERS OF THE PUBLIC MAY VIEW A VIDEO BROADCAST OF THE MEETING BY:
Internet: https://www.ssf.net/government/city-council/video-streaming-city-and-council-meetings/city-council
Local cable channel: Astound, Channel 26 or Comcast, Channel 27
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Page 2 City of South San Francisco Printed on 4/21/2021
March 24, 2021City Council Regular Meeting Agenda
American Disability Act: The City Clerk will provide materials in appropriate alternative formats to
comply with the Americans with Disabilities Act. Please send a written request to City Clerk Rosa
Govea Acosta at 400 Grand Avenue, South San Francisco, CA 94080, or email at all-cc@ssf.net.
Include your name, address, phone number, a brief description of the requested materials, and
preferred alternative format service at least 72-hours before the meeting.
Accommodations: Individuals who require special assistance of a disability-related modification or
accommodation to participate in the meeting, including Interpretation Services, should contact the
Office of the City Clerk by email at all-cc@ssf.net, 72-hours before the meeting.
Notification in advance of the meeting will enable the City of South San Francisco to make
reasonable arrangements to ensure accessibility to the meeting.
PEOPLE OF SOUTH SAN FRANCISCO
The City Council's regular meetings are held on the second and fourth Wednesday of each month at 6:00 p.m.
MARK ADDIEGO, Mayor (At-Large)
MARK NAGALES, Vice Mayor (District 2)
BUENAFLOR NICOLAS, Councilmember (At-Large)
JAMES COLEMAN, Councilmember (District 4)
EDDIE FLORES, Councilmember (At-Large)
ROSA GOVEA ACOSTA, City Clerk
FRANK RISSO, City Treasurer
MIKE FUTRELL, City Manager
SKY WOODRUFF, City Attorney
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.
Page 3 City of South San Francisco Printed on 4/21/2021
March 24, 2021City Council Regular Meeting Agenda
CALL TO ORDER
ROLL CALL
PLEDGE OF ALLEGIANCE
AGENDA REVIEW
ANNOUNCEMENTS FROM STAFF
PRESENTATIONS
Presentation on San Francisco International Airport update and Airport Noise
Insulation Program. (Ivar Satero, Airport Director)
1.
Proclamation honoring Aubrey Merriman for his dedication as Chief Executive Officer
at Boys & Girls Clubs of North San Mateo County. (Eddie Flores, Councilmember)
2.
Proclamation recognizing National Library Week, April 4-10, 2021 (Mark Addiego,
Mayor)
3.
PUBLIC COMMENTS
HOW TO SUBMIT WRITTEN PUBLIC COMMENT BEFORE THE MEETING
Members of the public are encouraged to submit public comments in writing in advance of the meeting via the
eComment tab by 4:00 p.m. on the meeting date.
Use the eComment tab located on the City Council meeting's agenda page. eComments are also directly sent to
the iLegislate application used by City Council and staff.
Comments received by the deadline will be read into the record by the City Clerk or designee. Comments
received after the deadline will be included as part of the meeting record but will not be read aloud during the
meeting. Approximately 300 words total can be read in three minutes.
Page 4 City of South San Francisco Printed on 4/21/2021
March 24, 2021City Council Regular Meeting Agenda
HOW TO PROVIDE PUBLIC COMMENT DURING THE MEETING
Members of the public who wish to provide comment during the meeting may do so by using the “Raise Hand”
feature:
• To raise your hand on a PC or Mac desktop/laptop, click the button labeled "Raise Hand” at the bottom of
the window on the right side of the screen. Lower your hand by clicking the same button, now labeled “Lower
Hand.”
• To raise your hand on a mobile device, tap “Raise Hand” at the bottom left corner of the screen. The hand
icon will turn blue, and the text below it will switch to say "Lower Hand" while your hand is raised. To lower
your hand, click on “Lower Hand.”
• To raise your hand when participating by telephone, press *9.
Once your hand is raised, please wait to be acknowledged by the City Clerk, or designee, who will call on
speakers. When called upon, speakers will be unmuted. After the allotted time, speakers will be placed on
mute.
COUNCIL COMMENTS/REQUESTS
CONSENT CALENDAR
Motion to approve the Minutes for the meetings of February 23, 2021 and February
24, 2021.
4.
Housing Successor Agency Annual Report for Fiscal Year 2019-20. (Deanna
Talavera, Management Analyst II and Mark Sawicki, RSG)
5.
Report regarding a resolution awarding a construction contract to Bay Cities Paving &
Grading, Inc. of Concord, California for the 2020 Pavement Rehabilitation Project
(No. st2104, Bid No. 2644) in an amount not to exceed $2,541,450.00, authorizing a
total construction contract authority budget of $3,049,740.00, and authorizing the City
Manager to execute the agreement on behalf of the City. (Angel Torres, Senior Civil
Engineer)
6.
Resolution awarding a construction contract to Bay Cities Paving & Grading, Inc. of
Concord, California for the 2020 Pavement Rehabilitation Project (No. st2104, Bid
No. 2644) in an amount not to exceed $2,541,450.00, authorizing a total construction
contract authority budget of $3,049,740.00, and authorizing the City Manager to
execute the agreement on behalf of the City.
6a.
Report regarding a resolution determining the continued existence of an emergency
and the need to continue emergency repairs in response to the Sign Hill Diamond Fire.
(Greg Mediati, Deputy Director of Parks and Recreation)
7.
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March 24, 2021City Council Regular Meeting Agenda
Resolution determining the continued existence of an emergency and authorizing
procurement for emergency remediation work relating to fire damage on Sign Hill in
South San Francisco.
7a.
Report regarding a resolution to amend the Professional Services Agreement with
Maze and Associates Authorizing a Two-Year Contract Extension for Professional
Audit Services for Fiscal Years 2020-21 and 2021-22 (Paul Harris, Financial Services
Manager)
8.
Resolution approving a Second Amendment to the Consulting Services Agreement
with Maze & Associates (“Maze”) and authorizing a two-year contract extension for
professional audit services for Fiscal Year (“FY”) 2020-21 and FY 2021-22.
8a.
Report regarding a resolution amending the proclamation of a local health emergency
(adopted pursuant to Resolution No. 35-2020) to extend the Outdoor Dining Pilot
Program and provide related authorizations. (Christopher Espiritu, Senior Planner and
Tony Rozzi, Chief Planner)
9.
Resolution amending the proclamation of a local health emergency (adopted pursuant
to Resolution No. 35-2020) to extend the Outdoor Dining Pilot Program and provide
related authorizations.
9a.
Report regarding an ordinance adopting Chapter 10.58 of the Municipal Code to
require the safe storage of firearms in a residence. (Scott Campbell, Police Captain)
10.
Ordinance adopting Chapter 10.58 of the Municipal Code to require the safe storage
of firearms in a residence
10a.
Report regarding an ordinance authorizing the special levy of taxes within the City of
South San Francisco Community Facilities District No. 2021-01. (Christina Fernandez,
Assistant to the City Manager and Sky Woodruff, City Attorney)
11.
Ordinance of the City Council of the City of South San Francisco, Acting as the
Legislative Body of City of South San Francisco Community Facilities District No.
2021-01 (Public Facilities and Services), City of South San Francisco, County of San
Mateo, State of California Authorizing the Levy of Special Taxes
11a.
PUBLIC HEARING
Report regarding conducting a Public Hearing on the City’s housing, community, and
economic development needs for the City’s Community Development Block Grant
Fiscal Year 2021-2022 Annual Action Plan. (Kris Romasanta, Community
Development Coordinator)
12.
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March 24, 2021City Council Regular Meeting Agenda
ADMINISTRATIVE BUSINESS
Report Regarding a Resolution renaming the Westborough Recreation Center and
Magnolia Center and naming the Caltrain Plaza after South San Francisco women who
have provided extraordinary service to the community. (Valerie Sommer, Library
Director)
13.
Resolution renaming the Westborough Recreation Center and Magnolia Center and
naming the Caltrain Plaza after South San Francisco women who have provided
extraordinary service to the community.
13a.
Report regarding a resolution granting $260,000 to the San Mateo County Strong
Restaurant, Brewery & Winery Grant Program to fund 26 grants to eligible South San
Francisco businesses. (Ernesto Lucero, Economic Development Coordinator).
14.
Resolution granting $260,000 to the San Mateo County Strong Restaurant, Brewery &
Winery Grant Program to fund 26 grants to eligible South San Francisco businesses.
14a.
Report regarding adopting a resolution to approve a Memorandum of Understanding
with the County of San Mateo for a Small Business and Entrepreneurship Center in
South San Francisco. (Ernesto Lucero, Economic Development Coordinator, and Nell
Selander, Deputy Director, Economic and Community Development Department)
15.
Resolution approving a Memorandum of Understanding with the County of San
Mateo defining a partnership and financial relationship for a Business and
Entrepreneurship Center in South San Francisco.
15a.
Report regarding adoption of a resolution concluding the South San Francisco Airport
Noise Insulation Program and returning $784,812.15 in remaining funds to the San
Francisco International Airport. (Christina Fernandez, Assistant to the City Manager)
16.
Resolution concluding the South San Francisco Airport Noise Improvement Program
and returning the remaining $784,812.15 in unspent funds to the San Francisco
International Airport.
16a.
Report regarding a resolution authorizing the City Manager to execute agreements with
the State of California and C/CAG and authorizing budget amendment 21.046 to fund
the City of South San Francisco Smart Corridor Expansion Project (Project No.
tr2002) construction phase. (Bianca Liu, Senior Civil Engineer)
17.
Resolution authorizing the City Manager to execute agreements with the State of
California and C/CAG and authorizing budget amendment 21.046 to fund the City of
South San Francisco Smart Corridor Expansion Project (Project No. tr2002)
construction phase.
17a.
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March 24, 2021City Council Regular Meeting Agenda
ITEMS FROM COUNCIL – COMMITTEE REPORTS AND ANNOUNCEMENTS
ADJOURNMENT
Page 8 City of South San Francisco Printed on 4/21/2021
City of South San Francisco
Legislation Text
P.O. Box 711 (City Hall, 400
Grand Avenue)
South San Francisco, CA
File #:21-231 Agenda Date:3/24/2021
Version:1 Item #:1.
Presentation on San Francisco International Airport update and Airport Noise Insulation Program.(Ivar Satero,
Airport Director)
City of South San Francisco Printed on 3/19/2021Page 1 of 1
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City of South San Francisco
Legislation Text
P.O. Box 711 (City Hall, 400
Grand Avenue)
South San Francisco, CA
File #:21-235 Agenda Date:3/24/2021
Version:1 Item #:2.
Proclamation honoring Aubrey Merriman for his dedication as Chief Executive Officer at Boys & Girls Clubs
of North San Mateo County.(Eddie Flores, Councilmember)
City of South San Francisco Printed on 3/19/2021Page 1 of 1
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Dated: March 24, 2021
Government Code Section 54957.5
SB 343
Agenda: 3/24/2021 Reg CC
Item #2
COMMENDING AUBREY MERRIMAN, CEO
BOYS & GIRLS CLUBS OF NORTH SAN MATEO COUNTY
March 24, 2021
WHEREAS, Aubrey has more than 25 years of experience in nonprofit management and
began his lifelong passion for the Boys & Girls Club movement during his upbringing as a Club
kid and former Youth of the Year; and
WHEREAS, motivated by a deep commitment to the transformation that happens in the
lives of young people through the Boys & Girls Club experience, Aubrey has built his career
around helping others. Aubrey’s role in leading the Club is grounded in the belief that everyone
has unique potential and it is the Club’s role to help one another find it; and
WHEREAS, under Aubrey’s leadership, the Boys & Girls Clubs of North San Mateo
County has experienced unprecedented organizational growth and recognition, including being
the recipient of the Mayor’s Award from the City of South San Francisco, the Paul Harris
Fellows Award from the South San Francisco Rotary Club, and the League of Eagles Gold
Award from the Boys & Girls Clubs of America; and
WHEREAS, during his tenure at the Boys & Girls Club of North San Mateo County, he
grew the Club from a one million dollar organization to a two and a half million dollar
organization and expanded services and the reach of the Club to include partnerships with the
school districts of South San Francisco and Pacifica, and other non-profits and the business
community; and
WHEREAS, Aubrey and his staff enhanced their Clubhouses by creating a state-of-the-
art Teen Center and a world class STEAM center; and
WHEREAS, under Aubrey’s leadership, the Club opened its doors two months after
Covid-19 struck, serving children in person during their essentials camp and provided childcare
to first responders. Given his deep belief in training, all of the Club’s staff were trained in Social
Emotional techniques, which support our children every day as they deal with a global pandemic.
NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of South
San Francisco does hereby recognize Aubrey Merriman for inspiring and igniting young people
to step into their most full potential, and for his outstanding service and contributions to both the
City of South San Francisco and San Mateo County.
________________________________
Mark Addiego, Mayor
________________________________
Mark Nagales, Vice Mayor
________________________________
Buenaflor Nicolas, Councilmember
________________________________
James Coleman, Councilmember
________________________________
Eddie Flores, Councilmember
City of South San Francisco
Legislation Text
P.O. Box 711 (City Hall, 400
Grand Avenue)
South San Francisco, CA
File #:21-202 Agenda Date:3/24/2021
Version:1 Item #:3.
Proclamation recognizing National Library Week, April 4-10, 2021 (Mark Addiego, Mayor)
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Dated: March 24, 2021
RECOGNITION OF NATIONAL LIBRARY WEEK IN APRIL
March 24, 2021
WHEREAS, during the pandemic, library workers continue to exceed their communities’
demands and adapt resources and services to meet their users’ needs during these challenging
times; and
WHEREAS, whether people visit in person or virtually, libraries offer endless
opportunities to transform lives through education and lifelong leaning; and
WHEREAS, first sponsored in 1958, National Library Week is sponsored by the
American Library Association (ALA) and observed in libraries across the country each April ;
and
WHEREAS, the theme for National Library Week 2021, “Welcome to Your Library,”
promotes the idea that libraries extend far beyond the four walls of a building – and that
everyone is welcome to use their services; and
WHEREAS, whether people visit in person or virtually, libraries offers opportunities for
everyone to explore new worlds and become their best selves through access to technology,
multimedia content, and educational programs; and
WHEREAS, libraries and librarians lead their communities in innovation, providing
STEAM programming, Makerspaces, and access and training for new technologies; and
WHEREAS, libraries are pioneers supporting democracy and effecting social change,
with a commitment to providing equitable access to information for all library users regardless of
race, ethnicity, creed, ability, sexual orientation, gender identity or socioeconomic status; and
WHEREAS, libraries lead in working with diverse communities, including people of
color, immigrants and people with disabilities, offering services and educational resources that
transform communities, open minds, and promote inclusion and diversity; and
NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of South
San Francisco does hereby proclaim April 4-10, 2021 as National Library Week and encourages
all residents to take advantage of the wonderful programs, services, and resources at our
libraries.
________________________________
Mark Addiego, Mayor
________________________________
Mark Nagales, Vice Mayor
________________________________
Buenaflor Nicolas, Councilmember
________________________________
James Coleman, Councilmember
________________________________
Eddie Flores, Councilmember
City of South San Francisco
Legislation Text
P.O. Box 711 (City Hall, 400
Grand Avenue)
South San Francisco, CA
File #:21-219 Agenda Date:3/24/2021
Version:1 Item #:4.
Motion to approve the Minutes for the meetings of February 23, 2021 and February 24, 2021.
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CALL TO ORDER Mayor Addiego called the meeting to order at 6:00 p.m.
ROLL CALL Present: Councilmembers Coleman and Nicolas, Vice Mayor
Nagales, and Mayor Addiego.
AGENDA REVIEW
No changes
REMOTE PUBLIC COMMENTS - comments are limited to items on the Special Meeting Agenda.
1. Members of the public wishing to participate were encouraged to submit public comments in
writing in advance of the meeting via GoogleDoc by 4:00 p.m. on the day of the meeting.
The following individuals provided public comments:
• Lien Uy
ADMINISTRATIVE BUSINESS
2. Report regarding a study session on a South San Francisco Universal Basic Income pilot
program. (Christina Fernandez, Assistant to the City Manager)
Assistant to the City Manager Fernandez presented the report and provided background information
on Universal Basic Income (UBI). The South San Francisco UBI pilot program's goals would be to
provide direct, immediate economic relief to our most vulnerable residents facing food and housing
insecurity. It would supplement existing assistance programs and help at-risk households impacted
by COVID-19. A secondary goal is to gather enough data to create a longer-term, sustainable
program to assist those residents in the greatest need.
In its current form, the South San Francisco UBI pilot limits payments to one person per household.
Universal Basic Income which provides every resident of South San Francisco with a monthly
check. Given the approximate cost of $402M to provide 67,000 residents with $500 every month
over twelve months, staff recommends focusing the pilot on our communities most in need.
MINUTES
SPECIAL MEETING
CITY COUNCIL
CITY OF SOUTH SAN FRANCISCO
WEDNESDAY, FEBRUARY 23, 2021
6:00 p.m.
Teleconference via Zoom
City Council conducted this meeting in accordance with
California Governor Newsom’s Executive Orders N-25-20 and
N-29-20 and COVID-19 pandemic protocols.
SPECIAL CITY COUNCIL MEETING FEBRUARY 23, 2021
MINUTES PAGE 2
The cost of direct cash payments of $500 every month for 400 households would be $2.4 million.
Based on existing city programs, our non-profit partner's administration costs are estimated at 15%
or $360,000. Costs for outreach materials and translation services are estimated at $30,000.
City staff continues to explore potential fiscal and administrative partners, including Open Research
Labs, San Francisco Foundation, Mayors for a Guaranteed Income, Jain Family Institute, YMCA,
and others. Staff hopes to secure an administrative partner within the next month. Securing fiscal
partners is an ongoing endeavor as the City seeks a layered funding approach.
Vice Mayor Nagales thanked Assistant to the City Manager Fernandez and City Manager Futrell for
their assistance with this item. He expressed the reasons he brought this item forward and
encouraged the Council to establish the pilot program.
Councilmember Nicolas inquired about the program requirements and raised some concerns about
defining a household. Assistant to the City Manager Fernandez stated that details were still being
considered, and staff would be exploring various options.
Councilmember Coleman inquired whether the program would replace the federal program.
Assistant to the City Manager Fernandez stated it would depend on how the program was designed.
Councilmember Flores thanked city staff and Vice Mayor Nagales for bringing the item forward.
He acknowledged the public comment about calling the program Universal and stated that the
Council should consider a different program name. He would also like to extend the program to
families at risk of eviction or who have trouble paying their bills and suggested a different payout
method.
Councilmember Coleman provided background information about other similar programs; specify
the Alaskan Permanent Fund. He agreed with the public comment speaker that the program should
not be misleading by calling it universal.
Mayor Addiego expressed his unhappiness with the Council's efforts to alleviate the communities'
needs, given that the State had passed similar programs. He would like to know of all the city's
programs for residents that are struggling and how they work with each other. He supported a
program to assist residents; however, there was a lot more work to be done.
3. Report regarding implementation of a Partnership for Workforce Development in the City of
South San Francisco to provide career path opportunities for underserved and disadvantaged
residents and assist local businesses in need of a skilled workforce. (Mike Lappen,
Economic Development Coordinator, and Nell Selander, Deputy Director, Economic and
Community Development Department)
Economic and Community Development Director Greenwood provided opening remarks and
introduced Economic Development Coordinator Lappen to provide a report. In June 2020, ECD
prepared an Economic Base Analysis for the City’s General Plan Update. Based on this analysis,
South San Francisco continues to be a major job center for San Mateo County, with 35% of all
transportation jobs, 23% of all warehousing jobs, and 54% of all biotechnology jobs in the County.
The City’s largest industry sector continues to be manufacturing, representing nearly 25% of all
SPECIAL CITY COUNCIL MEETING FEBRUARY 23, 2021
MINUTES PAGE 3
jobs, followed by information, professional, scientific, technical services, transportation, and
warehousing.
Since the beginning of COVID, staff had been researching and tracking impacts and trends in the
Bay Area economy and the job market. Staff found that South San Francisco residents' employment
characteristics and skills fit closer to higher-unemployment communities, such as East Palo Alto
and Oakland, than San Mateo County. Recent economic and labor market data show that there is a
skills gap between the industry in the City and our residents' educational attainment level and
training. Based on data from the State's Employment Development Department (EDD), South San
Francisco had the third-highest unemployment rate in San Mateo County, at just over 7% in
December 2020. Likewise, the South San Francisco Unified School District prepared a report that
notes that South San Francisco residents may be vulnerable to future changes in industries,
occupations, and skills requirements.
Staff recommended implementing the program in three phases. In Phase 1, staff recommended
engaging a partner or partners to provide “rapid response” services to residents who are
unemployed and/or at risk of falling into poverty. The selected partner(s) would evaluate the
participant’s employment barriers while considering their family situation, work history, education,
occupational skills, financial resources and needs, supportive service needs, interests, and aptitudes.
The immediate goal of Phase 1 would be to find a job and connect the individual with social
supports, such as rental assistance, health care, and food assistance. Phase 1 may be provided
virtually or offsite, although when possible, the partner(s) would use community spaces in South
San Francisco for in-person support.
In Phase 2, concurrent with the delivery of services in Phase 1, and likely lasting three to nine
months, the selected partner(s) would work with City staff to design a long-term program to
facilitate economic mobility and sustainability underemployed and unemployed workers and
communities at risk. In addition to designing this new Partnership for Workforce Development, the
selected partner(s) would work with the City to establish a financing strategy to ensure long-term
program success.
Phase 3 is the implementation of the program designed in Phase 2 and will include pursuing
financing identified in Phase 2. Phase 3 would likely include outfitting classrooms for training
courses. City staff has had several staff-level, preliminary conversations with school district staff
regarding locating classroom training in underutilized SSFUSD classrooms. The initial Phase, 3
implementation period, will be two years and may utilize the partner(s) identified for Phases 1 and 2
or different partner(s) depending on the program needs.
On February 3, 2021, staff issued a Request for Qualifications (RFQ) soliciting experienced
partners that offer comprehensive and sustainable workforce development programs. Letters of
Interest were due on February 17, 2021, and full submittals will be due on March 2, 2021.
SPECIAL CITY COUNCIL MEETING FEBRUARY 23, 2021
MINUTES PAGE 4
Vice Mayor thanked staff and agreed to have case management for this program. He would like to
ensure that residents would be successful and asked for the next steps in the selection process.
Economic Development Coordinator Lappen provided an overview of the selection process.
Councilmember Nicolas thanked Economic and Community Development staff and supported the
program. She inquired about the skills held by the unemployed. Economic Development
Coordinator Lappen provided the information based on the general plan economic development
study conducted.
Councilmember Coleman supported the program and inquired about outreach. Economic
Development Coordinator Lappen indicated they would target the unemployed and would be
aggressive in the outreach.
Councilmember Flores inquired on how staff came up with the initial number of program
participants and would like the inclusion of coding. Economic Development Coordinator Lappen
provided an overview of how staff came up with the initial number of participants.
The following individuals provided public comments:
• Lelan Anders
• Kathleen ButlerTom
4. Report regarding a study session on establishing a Small Business Resource and
Entrepreneurship Center in South San Francisco. (Ernesto Lucero, Economic Development
Coordinator and Nell Selander, Deputy Director, Economic and Community Development
Department)
Economic Development Coordinator Lucero presented the item and provided background
information on establishing a Small Business Resource and Entrepreneurship Center. The COVID-
19 crisis caused major disruption for small businesses in South San Francisco and has intensified
existing structural inequities, demanding a strong response for local economic recovery. In South
San Francisco, the high technology and biotechnology industrial sectors appear to be weathering
changing economic conditions, with the city’s biotech companies and associated real estate
developers continuing to invest in new research, construction, and essential employees. However,
similar to national trends, many South San Francisco restaurants, personal care services, “mom and
pop” stores, long-time or legacy businesses, and hotels have struggled significantly since the first
shelter in place order was issued in March 2020. Many local businesses continue to face operational
challenges, a lack of business, a reduced workforce, and the need for additional working capital to
sustain through the remainder of the pandemic and survive in a post-COVID economy.
On February 3, 2021, staff issued a Request for Qualifications soliciting experienced partners who
currently offer business support services for small businesses and entrepreneurs. Letters of Interest
were due on February 17, 2021, and full submittals would be due March 3, 2021.
SPECIAL CITY COUNCIL MEETING FEBRUARY 23, 2021
MINUTES PAGE 5
Staff anticipates that the proposed Small Business Resource and Entrepreneurship Center would be
able to leverage partners and service providers funded through other means, such as other
governmental organizations and programs. Examples include the Small Business Administration
(SBA), which is federally funded, and the Employment Training Panel (ETP), which is state
funded. A well-designed program will also be eligible for federal and state grants, as well as
philanthropy funding and corporate partnerships.
Councilmember Flores expressed his support for the program and welcomed sponsorships and
partnerships from the biotech and tech industries.
Councilmember Coleman inquired about financing options for small businesses. Economic
Development Coordinator Lucero stated there were Federal, state, and regional resources coming
soon.
Councilmember Nicolas expressed her support for the program and echoed the Council's comments.
She would like the program to give women businesses a preference and requested clarification on
the change of the current partnership with the Renaissance Entrepreneurship Center. Economic
Development Coordinator Lucero provided an overview of the changes, including a satellite center
in South San Francisco. Deputy Director Selander provided additional information on the current
relationship with Renaissance Entrepreneurship Center.
The following individuals provided public comments:
• Sharon Miller, Chief Executive Officer, Renaissance Entrepreneurship Center
Vice Mayor Nagales inquired how many small businesses applied to the San Mateo County Strong
Fund and received assistance. Economic Development Coordinator Lucero believed it was about
20. There were about 180 businesses that applied to the South San Francisco Small Business Relief
Fund.
ADJOURNMENT
Being no further business, Mayor Addiego adjourned the meeting at 8:10 p.m.
Respectfully submitted by: Approved by:
Cindy Avila Mark Addiego
Assistant City Clerk Mayor
Approved by the City Council: / /
CALL TO ORDER Mayor Addiego called the meeting to order at 6:00 p.m.
ROLL CALL Present: Councilmembers Matsumoto, Nagales, and Nicolas,
Vice Mayor Addiego, and Mayor Garbarino.
AGENDA REVIEW
With a consensus of the Council, Administrative Item No. 4 was moved and introduced before
Presentations.
REMOTE PUBLIC COMMENTS – comments are limited to items on the Special Meeting Agenda.
Members of the public wishing to participate were encouraged to submit public comments in
writing in advance of the meeting via GoogleDocs by 4:00 p.m. on the day of the meeting. The
following individuals provided remote public comments:
1. Remote Public Comments - comments are limited to items on the Special Meeting Agenda.
The following individuals submitted public comments via email. The comments were read into the
record by Assistant City Clerk Avila, disseminated to the City Council, and uploaded to the website:
• Yenny G Webb Vargas, community member
• Sarah Funes, community member
• Heather Salem, Genentech
• Heather Hanson, Genentech
• Robin K, community member
• Megan Woodrich, community member
• Ethan Mizzi, community member
ADMINISTRATIVE BUSINESS
4. Report regarding Resolution No. 39-2021 authorizing acceptance of $3,794,000 in
fundraising via the South San Francisco Public Library Foundation, and appropriating said
amount to support the capital improvement project for the New Library, Parks and
Recreation Center. (Valerie Sommer, Library Director)
MINUTES
SPECIAL MEETING
CITY COUNCIL
CITY OF SOUTH SAN FRANCISCO
WEDNESDAY, FEBRUARY 24, 2021
6:00 p.m.
Teleconference via Zoom
City Council conducted this meeting in accordance with California
Governor Newsom’s Executive Orders N-29-20 and N-63-20 and
COVID-19 pandemic protocols.
SPECIAL CITY COUNCIL MEETING FEBRUARY 24, 2021
MINUTES PAGE 2
Library Director Sommer’s presented the report and provided background on the current funding
gap for the Community Civic Campus project, which is being addressed through a capital
fundraising campaign. The City is partnering with businesses, residents, and non-profits to ensure
total funding is available for the Community Civic Campus project through the campaign.
She announced that Genentech donated $3 million to support the Library’s Education Center and
Amgen donated $500,000 to support the Discovery Center via the SSFPL Foundation. Genentech’s
support for the Education Center will provide a children and teen zone. Amgen’s support for the
Discovery Center will include a STEAM (Science, Technology, Engineering, Art and
Mathematics).
Library Director Sommer’s introduced Allen Napetian of Genentech and Saptarsi Haldar of Amgen,
who thanked the Council for their continued support and leadership to the community. The Council
expressed their appreciation for their generous contributions.
Motion— Councilmember Nicolas/Second Councilmember Coleman: To adopt Resolution No. 39-
2021 authorizing acceptance of $3,794,000 in fundraising via the South San Francisco Public
Library Foundation, and appropriating said amount to support the capital improvement project for
the New Library, Parks and Recreation Center, by roll call vote: AYES: Councilmembers Coleman,
Flores, and Nicolas, Vice Mayor Nagales and Mayor Addiego; NAYS: None; ABSENT: None;
ABSTAIN: None.
PRESENTATIONS
2. Presentation on HIP Housing services provided to South San Francisco residents and an
overview of the program by Leila Perreras, Board Member. (Nell Selander, Deputy Director,
Economic & Community Development Department)
Leila Perreras, a South San Francisco resident and HIP Housing Board Member, provided an
overview of HIP Housing services available to the community and provided an overview of current
SSF clients and funding. The Council expressed their support of HIP Housing and the various
services available for those in need.
ADMINISTRATIVE BUSINESS
3. Report regarding review of proposed options to relocate the Sign Hill Park public trail at 701
Spruce Avenue in the City of South San Francisco. (Gaspare Annibale, Associate Planner
and Joshua Richardson, Parks Division Manager)
Associate Planner Annibale presented the report and indicated that the Sign Hill Park open space
provides public hiking trails. The trail between Ridgeview Court and Spruce Avenue is partially
located on a private parcel at 701 Spruce Avenue (APN: 012-131-040). The City previously
examined this easement location and held that it has a “prescriptive easement.” He noted that the
City continuously accessed and maintained the trail and devoted it to public use for at least thirty
(30) years.
The property owner of 701 Spruce Avenue submitted a Pre-Application for a Tentative Subdivision
Map to develop the lot. The property owner proposes dividing the parcel into four lots and re-
SPECIAL CITY COUNCIL MEETING FEBRUARY 24, 2021
MINUTES PAGE 3
aligning the public trail route and trailhead. On January 6, 2021, Geissler Engineering submitted
proposed options for the trail re-alignment on behalf of the property owner.
Associate Planner Annibale noted that the project is currently in the preliminary phase, which is
comments from staff only - no formal application has been submitted with no decisions during the
preliminary review stage. Once a proper project application is submitted, there will be additional
opportunities for staff review and comment on the proposed development and trail alignment issues.
Mayor Addiego requested clarification on the proposed relocation and inquired about community
outreach to residents on Telford Avenue. Associate Planner Annibale provided an overview of the
proposed sites. Chief Planner Rozzi explained the process and indicated that staff would conduct
outreach once the plan is in the public review process, noting that public outreach is a mandatory
process. He also clarified that a decision had not been on the applicant's proposal. City Manager
Futrell stated that the item was intended to gather feedback only. City Attorney Woodruff indicated
that a study session would be forthcoming for the Council to discuss the project.
Mayor Addiego invited applicant Sky Zhang to address the Council and provide an overview of the
proposed project. Mr. Zhang discussed his preferred option and introduced Dr. Peter Geissler, who
provided clarification about the locations and indicated that Mr. Zhang selected the site in
consultation with SSF Fire Department personnel due to emergency services accessibility concerns.
Vice Mayor Nagales requested clarification on the process and maintenance responsibility of the
site. Associate Planner Annibale and Parks Division Manager Richardson provided clarification.
The Council provided input and expressed their desire to continue to explore further options.
5. Report regarding Resolution No. 40-2021 of the City of South San Francisco adopting the
goal of Vision Zero to achieve zero traffic deaths and serious injuries on city streets by 2025.
(Christopher Espiritu, Senior Planner and Tony Rozzi, Chief Planner)
Senior Planner Espiritu presented the report and indicated that Sweden launched Mission Zero in
1997 as a street safety program to eliminate traffic deaths across all modes of transportation. Many
European countries implemented Vision Zero policies during the next decade, resulting in dramatic
decreases in fatalities. He noted that Daly City, San Mateo, and Redwood City in San Mateo County
have all implemented Vision Zero strategies and are working on or have completed action plans.
According to statistics from the State of California's Office of Traffic Safety (OTS), there were 48
pedestrian and bicycle accidents in South San Francisco in 2017, with victims killed and wounded.
In 2018, there were 38 collisions on city streets in which pedestrians and bicyclists were killed or
injured. Also, the California Office of Traffic Safety (OTS) rates cities for different forms of
accidents and overall traffic safety compared to other similarly sized incorporated cities. According
to the OTS, a rating of 1 is the highest or worst, while 102 or 106 is the lowest or best. In 2017 and
2018, South San Francisco was ranked 10th and 22nd, respectively.
The City is already implementing many of the best practices found in Vision Zero projects. The
Capital Improvement Program, for example, included concrete elements addressing bicycle and
pedestrian protection (the construction of protected bicycle lanes) (bulb-outs or curb extensions to
reduce crossing distance at certain streets). Based on the Vision Zero principle, the City must
continue its commitment to safer streets that one traffic death is one too many. A well-implemented
Vision Zero strategy will emphasize street safety and ensure that everyone on the road is protected,
SPECIAL CITY COUNCIL MEETING FEBRUARY 24, 2021
MINUTES PAGE 4
whether they walk, bike, drive, or take public transportation. The Council expressed their support
and thanked the staff for their efforts and hard work.
The following individuals submitted public comments via email. The comments were read into the
record by Assistant City Clerk Avila, disseminated to the City Council, and uploaded to the website:
• Lauren Bennett, Genentech
• Roderick Bovee, community member
• Mandy Basile, Genentech
• Tierra Powell, Genentech
• Melody Lin, Genentech
The following individuals provided public comment:
• Darryl Yip, community member
• Katie DeLeuw, Silicon Valley Bicycle Coalition
• Sandhya Laddha, Silicon Valley Bicycle Coalition
• Alex Melendrez, Housing Leadership Council of San Mateo County
Motion— Councilmember Coleman/Second Vice Mayor Nagales: To approve Resolution No. 40-
2021 of the City of South San Francisco adopting the goal of Vision Zero to achieve zero traffic
deaths and serious injuries on city streets by 2025, by roll call vote: AYES: Councilmembers
Coleman, Flores, and Nicolas, Vice Mayor Nagales and Mayor Addiego; NAYS: None; ABSENT:
None; ABSTAIN: None.
Meeting recessed: 7:26 p.m.
Meeting resumed: 11:21 p.m.
CLOSED SESSION
Entered into Closed Session: 11:22 p.m.
6. Closed Session: Conference with Legal Counsel - Anticipated Litigation
(Pursuant to Government Code section 54956.9(d)(4))
Initiation of Litigation: One potential case
(Sky Woodruff, City Attorney)
Resumed from Closed Session: 11:44 p.m.
Report out of Closed Session by Mayor Addiego: Direction given. No reportable action.
ADJOURNMENT
Being no further business, Mayor Addiego adjourned the meeting at 11:45 p.m. Respectfully submitted by: Approved:
Rosa Govea Acosta, CMC, CPMC Mark Addiego
City Clerk Mayor
Approved: / /
City of South San Francisco
Legislation Text
P.O. Box 711 (City Hall, 400
Grand Avenue)
South San Francisco, CA
File #:21-216 Agenda Date:3/24/2021
Version:1 Item #:5.
Housing Successor Agency Annual Report for Fiscal Year 2019-20.(Deanna Talavera,Management Analyst II
and Mark Sawicki, RSG)
RECOMMENDATION
Staff recommends that the City Council receive the Housing Successor Agency Annual Report for Fiscal
Year 2019-20 for filing with the state Department of Housing and Community Development .
BACKGROUND
The City of South San Francisco (“City”)is the Housing Successor Agency (“Housing Successor”)to the
former South San Francisco Redevelopment Agency (“Agency”),which was dissolved on February 1,2012.
Each housing successor agency is required to prepare an annual report on how it is meeting requirements
imposed by Health and Safety Code (“HSC”) Section 34176.1.
The report is due to the California Department of Housing and Community Development (“HCD”)by April 1st
each year and must be posted on the City’s website.The report for Fiscal Year 2019-20 is attached to this staff
report as Attachment 1,and is planning to be submitted to HCD by April 1,2021.It is being presented to the
City Council to receive and file.
DISCUSSION
The Housing Successor is meeting all compliance requirements of HSC Section 34176.1 for Fiscal Year 2019-
20. Progress on major requirements are summarized below.
Housing Asset Fund Activity
As of June 30,2020,the Housing Asset Fund balance was approximately $6 million ($5 million of which was
cash).The Housing Asset Fund received $310,800 in revenues.The largest revenue source were rents from
Housing Successor affordable rental properties ($95,755).Other revenue sources included interest income,loan
repayments, and unrealized gains from investments.
The Housing Successor spent a total of $555,395 in Housing Asset Funds in Fiscal Year 2019-20.The
expenditures consisted of both administrative items ($311,395)and rapid rehousing expenses ($244,000),in the
form of Emergency Rental Assistance.
Real Property Assets and Loans Receivable
As the Housing Successor, the City owns four properties with a statutory value of $6.8 million:
·339-341 Commercial contains two duplexes operated as affordable housing.The properties were
originally purchased by the former Agency to mitigate a blighted property and create affordable
housing.
·714-718 Linden contains a triplex operated as affordable housing.The former Agency purchased the
property in 2005 to preserve the affordability of the units after the original affordability covenants
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expired.
·630 Baden contains the Magnolia Senior Apartments,a 125-unit affordable multifamily development.
The Housing Successor owns 95,309-square feet of land under the building.
·636 El Camino contains an affordable multifamily housing complex developed by MidPen Housing.
The Housing Successor owns 87,121-square feet of land under the building.
All properties transferred from the former Agency to the Housing Successor were required to be developed with
affordable housing or sold by August 31,2017.The City meets this requirement because all properties
transferred from the former Agency are operated as affordable housing or have been sold.
The Housing Successor also oversees over $21 million in loans receivable from First-Time Homebuyer Loans
and Developer Loans issued by the former Agency.However,it is important to note that the majority of the
loans receivable balance has been recorded as “uncollectible”,which is an accounting method used to show
only the amounts we expect to be paid,in the Housing Asset Fund balance sheet.This is because many of the
loans are not payable unless a property is sold or other conditions are met.Any loan repayments would be
deposited into the Housing Asset Fund.
Expenditure Proportionality Requirements
Expenditures from the Housing Asset Fund must meet specific proportionality requirements by income level
and age. In general:
·Administrative and monitoring expenses are capped at five percent of the value of Housing Successor
properties and loans receivable on an annual basis. The cap was $1.4 million in Fiscal Year 2019-20.
·Up to $250,000 may be spent annually on rapid rehousing solutions for homelessness.
·If Housing Asset Funds are spent on housing projects and programs,within each five-year compliance
period:
o At least 30%must be spent on extremely low income households (earning up to 30%of the Area
Median Income);
o No more than 20%may be spent on low income households (earning 60-80%of the Area
Median Income); and
o No monies may be spent on moderate or above moderate income households (earning more than
80% of the Area Median Income).
·No more than 50%of rental housing units assisted by the City or the former Redevelopment Agency in
the prior 10 years may be restricted to seniors.
The Housing Successor meets the expenditure requirements because administrative and rapid rehousing
expenses were below the annual limits,and there were no other housing development project and program
expenditures.The Housing Successor also meets the senior housing requirement:of the 189 rental units
assisted by the Redevelopment Agency or City within the last 10 years,81 (43%)are restricted to seniors.Staff
will ensure these requirements continue to be met with future expenditures.
Excess Surplus
Housing successors are subject to the same excess surplus requirement as former redevelopment agencies.An
agency has an excess surplus if its cash balance is greater than $1 million,and it exceeds the sum of deposits in
the prior four years.Housing successors must spend or encumber excess surplus within three fiscal years or
transfer its excess surplus to HCD to spend on statewide housing programs.
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South San Francisco's Housing Successor does not have an excess surplus as of June 30,2020.Although the
Housing Asset Fund’s beginning cash balance ($5.1 million)is greater than the sum of deposits in the prior four
years ($2.7 million),the City has committed $2.45 million of Housing Asset Funds to the development of
affordable housing at 201 Grand Avenue and 418 Linden Avenue.
FISCAL IMPACT
There are no implications of receiving and filing this annual report on the City’s activities as the housing
successor agency to the former Agency.
CONCLUSION
Staff recommends that the City Council receive and file the Housing Successor Agency Annual Report for
Fiscal Year 2019-20.
ATTACHMENT:
1.South San Francisco Housing Successor Agency Annual Report for Fiscal Year 2019-20
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HOUSING SUCCESSOR ANNUAL REPORT
South San Francisco Housing Successor
Fiscal Year 2019-20
TABLE OF CONTENTS
INTRODUCTION ........................................................................................................................................................1
City as Housing Successor .....................................................................................................................................1
Scope of This Housing Successor Annual Report ..................................................................................................1
Assets Transferred to the Housing Successor .......................................................................................................1
BACKGROUND ..........................................................................................................................................................2
Legal Requirements Pertaining to Housing Successors.........................................................................................2
Permitted Uses of Housing Asset Funds ................................................................................................................3
Limits on the Accumulation of Housing Funds (Excess Surplus) ...........................................................................5
HOUSING ASSET FUND ACTIVITY ..........................................................................................................................6
Deposits and Fund Balance ....................................................................................................................................6
Expenditures ...........................................................................................................................................................7
Ending Cash and Fund Balance .............................................................................................................................7
Housing Successor Portfolio ...................................................................................................................................7
Real Properties and Disposition Status ...............................................................................................................8
Loans Receivable ................................................................................................................................................9
COMPLIANCE WITH EXPENDITURE & PRODUCTION LIMITS .......................................................................... 10
Proportionality Requirements ............................................................................................................................... 10
Senior Rental Housing Limit Compliance ............................................................................................................ 12
Excess Surplus .................................................................................................................................................... 12
OTHER INFORMATION .......................................................................................................................................... 13
Homeownership Unit Inventory ............................................................................................................................ 13
Transfers to Other Housing Successors .............................................................................................................. 15
APPENDIX 1 - HOUSING SUCCESSOR ANNUAL REPORT REQUIREMENTS.................................................. 16
APPENDIX 2 – HOUSING ASSET FUND EXPENDITURE REQUIREMENTS ...................................................... 17
APPENDIX 3 – HOUSING ASSET TRANSFER FORM .......................................................................................... 19
South San Francisco Housing Successor Annual Report 2019-20
1
INTRODUCTION
This Housing Successor Agency Annual Report (“Annual Report”) presents information on Fiscal Year
(“FY”) 2019-20 expenditures and activities as required by Health and Safety Code (“HSC”) Section
34176.1(f), including but not limited to a housing successor’s compliance with certain expenditure
activities over the year as well as a five-year planning period. This Annual Report is required of any
housing successor to a former redevelopment agency.
City as Housing Successor
The City of South San Francisco (“City”) is the Housing Successor Agency (“Housing Successor”) to the
former South San Francisco Redevelopment Agency (“Agency”) which was dissolved with all other
redevelopment agencies statewide by the Legislature in 2012. At the time of dissolution, a housing
successor was to be selected to transfer and be responsible for the remaining assets and liabilities of a
former redevelopment agency. The City elected to be the Housing Successor to the Agency by adoption
of Resolution No. 08-2012 on January 25, 2012.
Scope of This Housing Successor Annual Report
This Annual Report is limited to the Housing Successor’s activities as it relates to its role as a housing
successor and is not necessarily comprehensive of all of the City's housing activities. This may include,
but is not limited to, financial activities, property disposition, loan administration, monitoring of covenants,
and affordable housing development. This Annual Report describes compliance with various annual, five-
year, and ten-year housing expenditure and production requirements. FY 2019-20 is the first year of the
current five-year compliance period for income proportionality, which begins July 1, 2019 and ends June
30, 2024.
This Annual Report is an addendum to the City’s Housing Element Annual Progress Report. Both are
due to the California Department of Housing and Community Development (“HCD”) by April 1 annually.
The Housing Successor’s audited financial statements will be posted on the City’s website when available
and are incorporated herein by reference.
Assets Transferred to the Housing Successor
Upon the statewide dissolution of redevelopment in 2012, all rights, powers, committed assets, liabilities,
duties, and obligations associated with the affordable housing activities of the Agency were transferred
South San Francisco Housing Successor Annual Report 2019-20
2
to the Housing Successor. As one of its first duties as a housing successor, the City prepared and
submitted to the California Department of Finance (“DOF”) an inventory of housing assets to be
transferred from the former Agency. The inventory was enumerated on a Housing Asset Transfer Form
(“HAT”) which included:
1. Real properties;
2. Personal properties;
3. Loans receivable; and
4. Rents/operations
All items on the HAT were reviewed and ultimately approved by the DOF on August 31, 2012. A copy of
the HAT is provided as Appendix 3. Once approved by DOF and as directed by law, the City, acting as
housing successor, transferred these assets to the Low and Moderate Income Housing Asset Fund
(“Housing Asset Fund”, Fund 241). Approval of the HAT set in motion a series of obligations by the City
as a housing successor, as described in the following section.
BACKGROUND
This Section summarizes the legal requirements for use of housing successor assets that are addressed
in this Annual Report.
Legal Requirements Pertaining to Housing Successors
In general, housing successors must comply with three major requirements pursuant to HSC Section
34176.1:
1. Expenditures and housing production are subject to income and age targets.
2. Housing successors may not accumulate an “excess surplus,” or a high unencumbered Housing
Asset Fund balance based on certain thresholds.
3. Properties must be developed with affordable housing within five to ten years of DOF’s approval
of the HAT.
South San Francisco Housing Successor Annual Report 2019-20
3
Appendix 1 provides a detailed summary of the reporting requirements that are addressed in this Annual
Report.
Permitted Uses of Housing Asset Funds
Pursuant to HSC Section 34176.1, Housing Asset Funds may be spent on:
Administrative costs for operation of the housing successor agency. The law allows a housing
successor to spend the greater of:
o $200,000 per year adjusted for inflation, or
o 5% of the statutory value of real property owned by the housing successor and the value
of loans and grants receivable from the HAT (“Portfolio”).
According to HCD, the $200,000 limit adjusted for inflation is $220,400 for FY 2019-20. The
Housing Successor’s FY 2019-20 Portfolio balance is $27,808,136, of which 5% is $1,390,407.
Therefore, South San Francisco’s FY 2019-20 annual administrative cost limit is $1,390,407, the
higher of these amounts.
Homeless prevention and rapid rehousing services up to $250,000 per year if the former
redevelopment agency did not have any outstanding inclusionary housing or replacement housing
production requirements as of 2012. South San Francisco is eligible for this expense because it
did not have any outstanding inclusionary or replacement housing requirements upon dissolution.
Affordable housing development assisting households up to 80 percent of the Area Median
Income (“AMI”), subject to specific income and age targets over a five-year period.
Five-Year Income Proportionality on Development Expenditures: Any Housing Asset
Funds may be spent on development of affordable housing projects affordable to low, very
low, and extremely low income households. “Development” is defined as “new construction,
acquisition and rehabilitation, substantial rehabilitation as defined in HSC Section 33413, the
acquisition of long-term affordability covenants on multifamily units as described in HSC
Section 33413, or the preservation of an assisted housing development that is eligible for
prepayment or termination or for which within the expiration of rental restrictions is scheduled
to occur within five years.”
South San Francisco Housing Successor Annual Report 2019-20
4
Over each five-year compliance period, the current one beginning July 1, 2019, at least 30
percent of such development expenditures must assist extremely low income households
(30% AMI), while no more than 20 percent may assist low income households (between 60-
80% AMI). The balance of the funds may be used on very low income households (defined
as households earning between 30% and 60% of AMI).
The first five-year compliance period was January 1, 2014 through June 30, 2019. The
Housing Successor was compliant with Housing Asset Fund income proportionality
expenditure requirements during the first five-year compliance period. The current (second)
five-year compliance period is July 1, 2019 to June 30, 2024.
Note that housing successors must report expenditures by category each year, but
compliance with income proportionality limits is measured every five years. For example, a
housing successor could spend all its funds in a single year on households earning between
60-80% AMI, as long as it was 20 percent or less of the total expenditures during the five-year
compliance period.
Should a housing successor not spend at least 30% of its development expenditures for
extremely low income households, or exceeds the amount spent on low income households,
future expenditures are subject to greater restriction until these proportionality targets are met.
Specifically, if a housing successor is unable to spend at least 30% of its development
expenditures on extremely low units, it is required to increase this spending to 50% until
compliant with the 30% threshold; a housing successor that spends more than 20% of its
development expenditures on low income units cannot spend any further funds on low income
developments until it is at or below the 20% threshold.
As such, tracking these expenditures and their progress over the corresponding five-year
period is an important function of this Annual Report.
Ten-Year Age Proportionality on Units Assisted: If more than 50% of the total aggregate
number of rental units produced by the city, housing successor, or former redevelopment
agency during the past 10 years are restricted to seniors, the housing successor may not
spend more Housing Asset Funds on senior rental housing.
South San Francisco Housing Successor Annual Report 2019-20
5
It is important to stress that Housing Successor expenditure and production requirements are measured
on different timeframes:
One-Year Limits: Administrative Allowance and Homeless Prevention Allowance. Compliance
evaluated annually and resets every year.
Five-Year Limit: Expenditures by Income Level. Compliance evaluated over a fixed five-year
period set by law, the current period being July 1, 2019 to June 30, 2024.
Ten-Year Limit: Number of Senior Deed-Restricted Units Assisted. Compliance evaluated based
on a rolling ten-year period that is different every year, the current period being FY 2010-11 to
2019-20.
Appendix 2 describes Housing Asset Fund expenditure requirements in more detail, including the types
of costs eligible in each category.
Limits on the Accumulation of Housing Funds (Excess Surplus)
State law limits how much cash a housing successor may retain and, if it fails to commit and spend these
dollars in a reasonable timeframe, ultimately penalizes the housing successor by requiring unspent funds
to be transferred to HCD for use on State housing programs.
HSC Section 34176.1(d) establishes a limit, known as an “excess surplus” on the amount of
unencumbered Housing Asset Funds based on the greater of the following:
$1,000,000, or
The total amount of deposits made into the Housing Asset Fund over the preceding four years.
Only amounts in excess of this threshold are considered an excess surplus. Once an excess surplus is
determined, a housing successor must account for these funds separately and encumber said monies
within three years. If after the third year the excess surplus has not been fully encumbered, the remaining
balance of the excess surplus is to be transferred to HCD within 90 days. HCD is permitted to use these
transferred excess surplus funds anywhere in the State under its Multifamily Housing Program or the Joe
Serna, Jr. Farmworker Housing Grant Program.
South San Francisco Housing Successor Annual Report 2019-20
6
As part of the Annual Report, a housing successor must disclose any excess surplus and describe the
housing successor’s plan for eliminating this excess surplus.
HOUSING ASSET FUND ACTIVITY
This section describes FY 2019-20 Housing Asset Fund activity and balances.
Deposits and Fund Balance
The Housing Successor deposited $310,800 into the Housing Asset Fund during FY 2019-20 from a
variety of sources, as shown in Figure 1.
Figure 1: Housing Asset Fund Deposits, 2019-20
Expenditures
The Housing Successor expended a total of $555,395 during 2019-20. Of the total amount expended,
$311,395 was spent for administrative costs and $244,000 was spent on homeless prevention and rapid
rehousing (Emergency Rental Assistance). Both were well under their respective expenditure limits, with
the maximum administrative cost limit for FY 2019-20 of $1,390,407 (based on 5% of the Housing
Successor's Portfolio Balance and the maximum Homeless Prevention/Rapid Rehousing cost limit of
$250,000.
$95,755
$95,349
$30,308
$89,388
Total Deposits = $310,800
Rent Revenue
Interest Income
Loans Receivable Payment
Unrealized Gains/Losses
South San Francisco Housing Successor Annual Report 2019-20
7
Ending Cash and Fund Balance
The Housing Asset Fund balance as of June 30, 2020 was $6,028,085, as summarized in Table 1.
Table 1: Housing Asset Fund - Ending Balance as of June 30, 2020
Housing Successor Portfolio
The Housing Successor Portfolio as of FY 2019-20 includes four properties and twenty loans receivable.
The Portfolio had a value of $27,808,136 as of FY 2019-20, as detailed in Table 2.
Table 2: Housing Successor Real Property and Loans Receivable Portfolio
Balance Type Amount
Loans Receivable 21,087,946$
Cash 5,036,590
Cash Unrealized Gains/Losses 96,611
Accounts Receivable - Other 39,303
Accrued Interest Receivable 24,294
Cash Premium/Discount Amortization (6,552)
Allowance for Uncollectibles (20,250,107)
Ending Balance 6,028,085$
Asset Amount
Real Properties
339 - 341 Commercial 804,086$
714 - 718 Linden 610,399
630 Baden - Land 928,244
636 El Camino - Land 4,470,000
Subtotal 6,812,729$
Loans Receivable
First-Time Homebuyer Loans (10) 403,084$
Developer Loans (10) 20,592,323
Subtotal 20,995,407$
Total Portfolio Value $27,808,136
Source: City of South San Francisco Finance Department
South San Francisco Housing Successor Annual Report 2019-20
8
REAL PROPERTIES AND DISPOSITION STATUS
Pursuant to the approved HAT, the former Agency transferred eight properties to the Housing Successor,
including four multifamiliy properties, two single family homes, and two parcels of land (land under
existing buildings).
HSC Section 34176.1(e) requires all real properties acquired by a redevelopment agency prior to
February 1, 2012 and transferred to the housing successor to be developed pursuant to the requirements
detailed in HSC Section 33334.16. All property that falls within these parameters must be developed for
affordable housing purposes or sold by August 31, 2017. If the Housing Successor is unable to develop
or dispose of these properties within the five-year period, the law allows for a five-year extension via
adoption of a resolution. All Housing Successor properties transferred on the Housing Asset Transfer
Form are subject to this provision.
The City meets the property disposition requirement because all properties transferred from the former
Agency to the Housing Successor are already operated as affordable housing or have been sold.
Descriptions of the properties and their disposition status are below.
Properties Disposed
310 - 314 MILLER (APNs 012-311-230, 240, & 250) – Three properties consisting of 13,000
square feet total were donated in May 2016 to Rotary Plaza, Inc. for $1 for the purpose of
developing affordable multifamily housing. The property has 81 affordable units, which are to
remain affordable for no less than 55 years.
380 ALTA VISTA (APN 013-232-170) - A single-family home sits on this 9,100-square foot lot. It
was initially purchased by the Agency to remove blighting conditions and illegal bedrooms in the
home. The property was sold in October 2016 and $1,016,276 in sales proceeds were deposited
into the Housing Asset Fund. The funds will be used for affordable housing purposes as required
by law.
Properties Retained
339 – 341 COMMERCIAL (APN 012-333-050) - This 2,500-square foot lot contains two duplexes.
The City purchased the property in 1999 with funding from the former Agency, as well as HOME
funds, to mitigate the blighted property and create affordable housing units.
South San Francisco Housing Successor Annual Report 2019-20
9
714 – 718 LINDEN (APN 012-145-430) - A triplex sits on this 3,500-square foot lot located near
the City’s Downtown core. The City initially helped the owner rehabilitate the property in return for
charging affordable rents. In 2005, when the affordability restriction expired and the owner
intended to sell the property, the City purchased the property with funding from the former Agency
to preserve the units’ affordability.
630 BADEN (APN 012-241-230) - The Housing Successor owns 95,309-square feet of land under
the Magnolia Plaza Senior Apartments, a 125-unit affordable senior apartment complex. The City
purchased the Magnolia/Baden property from a local school district using funding from the former
Agency and leases the land to Magnolia Plaza Associates as affordable housing.
636 EL CAMINO (APN 014-160-040) - The Housing Successor owns 87,121-square feet of land
under an affordable multifamily development operated by MidPen Housing. The former Agency
entered into a $9,988,434 loan agreement and ground lease with MP South City II, L.P. in March
2011 for the development of affordable units. The project consists of 108 affordable units, which
are to remain affordable for no less than 75 years.
LOANS RECEIVABLE
The former Agency intially transferred thirty-three loan agreements as part of the approved HAT. There
are currently twenty loans receivable as of FY 2019-20. The outstanding loans are described below..
Ten First-Time Homebuyer Loans are administered by the Housing Successor with an
outstanding balance of $403,084 as of June 30, 2020. The loans were issued to assist low and
moderate income first-time home buyers. Since the former Agency’s dissolution, thirteen out of
twenty-one loans that had been transferred were paid off, and 2 new loans have been issued.
Ten Developer Loans are administered with an outstanding balance of $20,592,323 as of June
30, 2020. The loans were issued to develop affordable housing throughout the City. Since
dissolution, two out of twelve developer loans that transferred on the HAT have been paid off.
It is important to note that $20.3 million of the loans receivable value is accounted for in the "Allowance
for Uncollectibles", as shown in the asset balance in Table 1. This is because many of the loans are not
payable unless a property is sold or other conditions are met.
South San Francisco Housing Successor Annual Report 2019-20
10
COMPLIANCE WITH EXPENDITURE & PRODUCTION LIMITS
During the 2019-20 year, the Housing Successor was in compliance with all annual and five- to ten-year
planning period requirements as described in this section.
Proportionality Requirements
As summarized in Figure 2, the Housing Successor fully complied with all Housing Asset Fund spending
restrictions:
During FY 2019-20, the Housing Successor expended $311,395 on allowable administrative
expenses which is well under the current year annual maximum limit of $1,390,407. The annual
limit on administrative expenses is the greater of $200,000 (plus inflation), or 5% of the Housing
Successor Portfolio balance. As shown on Table , the Portfolio balance is $27,808,136, of which
5% is $1,390,407.
During FY 2019-20, the Housing Successor used $244,000 of Housing Asset Funds for homeless
prevention or rapid rehousing expenses, and was therefore in compliance with the $250,000
spending restriction.
No affordable housing development-related expenditures have been made during the current five-
year compliance period of July 1, 2019 to June 30, 2024. Therefore, the Housing Successor meets
the five-year income proportionality targets.
South San Francisco Housing Successor Annual Report 2019-20
11
Figure 2: 2019-20 Housing Asset Fund Expenditure Summary
The Housing Successor will ensure it continues to meet all Housing Asset Fund expenditure requirements
throughout this five-year compliance period of July 1, 2019 through June 30, 2024 and future five-year
compliance periods.
Failure to comply with the extremely low income requirement in any five-year compliance period will result
in the Housing Successor having to ensure that 50 percent of remaining funds be spent on extremely low
income rental units until in compliance. Exceeding the expenditure limit for low income households
earning between 60-80% AMI in any five-year reporting period will result in the Housing Successor not
being able to expend any funds on these income categories until in compliance.
$250,000
$311,395/$244,000/
$0 $0 $0
$0
$100,000
$200,000
$300,000
$400,000
$500,000
$600,000
$700,000
$800,000
$900,000
$1,000,000
Administration/
Monitoring
Homeless
Prevention/
Rapid Rehousing
Ext. Low Rental
30% AMI
(30% minimum)
Very Low
31-59% AMI
(no limit)
Low
60-80% AMI
(20% maximum)
South San Francisco Expenditures
Comply with Limits
Limit Expenditure
Annual Limits Five-Year Compliance
South San Francisco Housing Successor Annual Report 2019-20
12
Senior Rental Housing Limit Compliance
Pursuant to HSC Section 34176 (b), a maximum of 50% of deed-restricted rental housing units assisted
by the former Agency, Housing Successor, or City in the previous 10 years may be restricted to seniors.
The Housing Successor complies with the limit allowing no more than 50 percent of the total aggregate
number of rental units produced within the preceding ten years to be restricted to seniors. The Housing
Successor, City, and former Agency assisted 189 deed-restricted rental units in the last ten years, 81 of
which are restricted to seniors.
Table 3 details units assisted by project.
Table 3: Deed-Restricted Units Assisted in Last 10 Years
Excess Surplus
The Housing Successor has not reported an excess surplus of Housing Asset Funds since dissolution
began in February 1, 2012. At the end of 2019-20, total cash in the Housing Asset Fund was fully
expended, resulting in a negative cash balance of $39,954. Without a positive cash balance, the Housing
Asset Fund would not have any excess surplus for 2019-20.
Property1,2 Senior
Units %Non-Senior
Units % Total Units
310 Miller 81 100% 0 0% 81
636 El Camino Real 0 108 108
Total 81 108 189
Total Deed-Restricted Senior Units: 43%
1 This list only includes units identified as senior-restricted living in the Housing Element.
2 This list only includes units that had a ground lease executed within the last 10 years.
Source: City of San Francisco
South San Francisco Housing Successor Annual Report 2019-20
13
Table 4: Excess Surplus Calculation
OTHER INFORMATION
Homeownership Unit Inventory
Table 5 presents an inventory of homeownership units assisted by the Housing Successor that require
restrictions, covenants, or an adopted program that protects Housing Asset Fund monies.
Fiscal Year 2015-16 2016-17 2017-18 2018-19
Total 4-Year
Deposits
Deposits 300,534$ 1,404,416$ 632,254$ 304,949$ 2,642,153$
FY 2019-20 Beginning Cash Balance 5,052,199$
Less: Encumbered Funds 2,450,000$
Unencumbered Amount1 2,602,199$
Step 1
$1 Million, or 1,000,000$
Last 4 Deposits 2,642,153$
Result: Larger Number 2,642,153$
Step 2
Unencumbered Cash Balance 2,602,199$
Larger Number From Step 1 2,642,153$
Excess Surplus -$
1 As of July 1, 2020
South San Francisco Housing Successor Annual Report 2019-20
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Table 5: Homeownership Unit Inventory in Housing Asset Fund
Project Name / Address1
Unit
No.
Covenant
Expiration
Affordability
Period (Yrs)
1 Manday Place # 802 1 3/21/2035 25
1488 ECR #101 1 2/8/2064 55
1488 ECR #104 1 3/24/2064 55
1488 ECR #106 1 5/1/2067 55
1488 ECR #115 1 8/21/2064 55
1488 ECR #202 1 11/18/2064 55
1488 ECR #205 1 6/16/2064 55
1488 ECR #210 1 7/14/2064 55
1488 ECR #214 1 7/21/2064 55
1488 ECR #216 1 10/16/2064 55
1488 ECR #217 1 6/30/2064 55
1488 ECR #220 1 6/30/2064 55
1488 ECR #223 1 3/16/2065 55
1488 ECR #304 1 11/10/2064 55
1488 ECR #313 1 12/9/2064 55
1488 ECR #314 1 10/25/2064 55
2 Farm Road 1 11/13/2058 55
2200 Gellert Blvd #6103 1 7/21/2039 30
2200 Gellert Blvd #6111 1 11/1/2036 30
2200 Gellert Blvd #6203 1 3/2/2037 30
2200 Gellert Blvd #6205 1 2/10/2037 30
2200 Gellert Blvd #6207 1 11/3/2036 30
2210 Gellert Blvd #5101 1 10/1/2054 45
2210 Gellert Blvd #5103 1 1/30/2037 30
2210 Gellert Blvd #5107 1 7/19/2037 30
2210 Gellert Blvd #5203 1 1/30/2038 30
2210 Gellert Blvd #5205 1 4/19/2037 30
2210 Gellert Blvd #5209 1 1/30/2037 30
2210 Gellert Blvd #5211 1 1/30/2037 30
2210 Gellert Blvd #5309 1 1/30/2037 30
2220 Gellert Blvd #4101 1 6/10/2037 30
2220 Gellert Blvd #4103 1 10/3/2037 30
2220 Gellert Blvd #4107 1 6/8/2037 30
2220 Gellert Blvd #4111 1 6/14/2037 30
2220 Gellert Blvd #4205 1 7/29/1905 30
2220 Gellert Blvd #4211 1 5/26/2037 30
2220 Gellert Blvd #4309 1 7/17/2037 30
South San Francisco Housing Successor Annual Report 2019-20
15
Transfers to Other Housing Successors
There were no transfers to another housing successor entity for a joint project pursuant to HSC Section
34176.1(c)(2).
Project Name / Address1
Unit
No.
Covenant
Expiration
Affordability
Period (Yrs)
2230 Gellert Blvd #3103 1 2/25/2038 30
2230 Gellert Blvd #3105 1 12/31/2037 30
2230 Gellert Blvd #3107 1 12/3/2037 30
2230 Gellert Blvd #3109 1 12/10/2037 30
2230 Gellert Blvd #3203 1 12/10/2037 30
2230 Gellert Blvd #3205 1 6/10/2037 30
2230 Gellert Blvd #3209 1 1/8/2038 30
2230 Gellert Blvd #4109 1 12/3/2037 30
2250 Gellert Blvd #2101 1 9/25/2038 30
2250 Gellert Blvd #2103 1 10/6/2038 30
2250 Gellert Blvd #2107 1 8/29/2063 30
2250 Gellert Blvd #2111 1 3/6/2039 30
2250 Gellert Blvd #2203 1 10/6/2038 30
2250 Gellert Blvd #2303 1 10/6/2038 30
2260 Gellert Blvd #1107 1 11/12/2043 30
2260 Gellert Blvd #1111 1 7/31/1905 30
2260 Gellert Blvd #1207 1 5/18/2039 30
260 Hillside Blvd 1 1/24/2058 55
3775 Radburn Drive 1 2/15/2034 30
3855 Carter Drive #203 1 9/1/2034 25
438 Commercial Ave 1 6/30/2060 55
440 Commercial Ave 1 6/30/2060 55
441 2nd Lane 1 6/30/2060 55
443 2nd Lane 1 6/30/2060 55
56 Farm Road 1 1/19/2061 55
61 Farm Court 1 7/25/1905 30
936 Commercial Ave 1 11/10/2041 30
942 Mission Road 1 4/21/2035 25
958 Commercial Ave 1 8/25/2064 55
Source: City of South San Francisco
1 2200 Gellert Blvd #6109, #5105, #5111 and #5303 were
released from their respective Restrictions
South San Francisco Housing Successor Annual Report 2019-20
16
APPENDIX 1 - HOUSING SUCCESSOR ANNUAL REPORT REQUIREMENTS
Health and Safety Code Section 34176.1(f)
Housing Asset
Fund
Revenues &
Expenditures
Total amount deposited in the Housing Asset Fund for the fiscal year.
Amount of deposits funded by a Recognized Obligation Payment Schedule (“ROPS”).
Statement of balance at the close of the fiscal year.
Description of Expenditures for the fiscal year, broken out as follows:
Homeless prevention and rapid rehousing
Administrative and monitoring
Housing development expenses by income level assisted
Description of any transfers to another housing successor for a joint project.
Other Assets
and Active
Projects
Description of any project(s) funded through the ROPS.
Update on property disposition efforts (note that housing successors may only hold
property for up to five years, unless it is already developed with affordable housing).
Other “portfolio” balances, including:
Statutory value of any real property either transferred from the former Agency
or purchased by the Housing Asset Fund
Value of loans and grants receivable
Inventory of homeownership units assisted by the former Agency or the housing
successor that are subject to covenants or restrictions or to an adopted program that
protects the former Agency’s investment of monies from the Low and Moderate
Income Housing Fund.
Obligations &
Proportionality
Description of any outstanding production obligations of the former Agency that were
inherited by the Housing Successor.
Compliance with proportionality requirements (income group targets), which must be
upheld on a five-year cycle.
Percentage of deed-restricted rental housing restricted to seniors and assisted by the
former Agency, the Housing Successor, or the City within the past ten years compared
to the total number of units assisted by any of those three agencies.
Amount of any excess surplus, and, if any, the plan for eliminating it.
South San Francisco Housing Successor Annual Report 2019-20
17
APPENDIX 2 – HOUSING ASSET FUND EXPENDITURE REQUIREMENTS
Health and Safety Code Section 34176.1
Expense
Category Limits Allowable Uses
Administration
and Compliance
Monitoring
Measured
Annually
$220,400
maximum for
FY 2019-20
(limit varies
each year)
Administrative activities such as:
Professional services (consultant fees, auditor fees, etc.)
Staff salaries, benefits, and overhead for time spent on Housing
Successor administration
Compliance monitoring to ensure compliance with affordable
housing and loan agreements
Property maintenance at Housing Successor-owned properties
Capped at $200,000 adjusted annually for inflation or 5% of the
statutory value of real property owned by the housing successor
and the value of loans and grants receivable from the HAT
(“Portfolio”), whichever is greater.
Homeless
Prevention and
Rapid
Rehousing
Solutions
Measured
Annually
$250,000
maximum per
fiscal year
Services for individuals and families who are homeless or would be
homeless but for this assistance, including:
Contributions toward the construction of local or regional
homeless shelters
Housing relocation and stabilization services including housing
search, mediation, or outreach to property owners
Short-term or medium-term rental assistance
Security or utility deposits
Utility payments
Moving cost assistance
Credit repair
Case management
Other appropriate activities for homelessness prevention and
rapid rehousing of persons who have become homeless.
Affordable
Housing
Development
No spending
limit, but must
comply with
income and
age targets
“Development” includes:
New construction
Acquisition and rehabilitation
Substantial rehabilitation
Acquisition of long-term affordability covenants on multifamily
units
Preservation of at-risk units whose affordable rent restrictions
would otherwise expire over the next five years
South San Francisco Housing Successor Annual Report 2019-20
18
Health and Safety Code Section 34176.1
Expense
Category Limits Allowable Uses
Income
Targets
Fixed Five-
Year
Compliance
Period
(currently
2019-20 to
2023-24)
Every five years (currently FYs 2020-2024), Housing Asset Funds
must meet income targets:
At least 30% on extremely low income rental households (up to
30% AMI or “Area Median Income”)
No more than 20% on low income households (60-80% AMI)
Moderate and above moderate income households may not be
assisted (above 80% AMI).
Failure to comply with the extremely low income requirement in
any five-year compliance period will result in having to ensure that
50 percent of remaining funds be spent on extremely low income
rental units until in compliance.
Exceeding the expenditure limit for low households earning
between 60-80% AMI in any five-year reporting period will result in
not being able to expend any funds on these income categories
until in compliance.
Age Targets
Rolling Ten-
Year Period
(looks back at
prior ten
years)
For the prior ten years (resets every year), a maximum of 50% of
deed-restricted rental housing units assisted by the Housing
Successor or its host jurisdiction may be restricted to seniors.
If a housing successor fails to comply, Housing Asset Funds may not
be spent on deed-restricted rental housing restricted to seniors until
in compliance.
South San Francisco Housing Successor Annual Report 2019-20
19
APPENDIX 3 – HOUSING ASSET TRANSFER FORM
The Housing Asset Transfer Form is attached as a separate document.
City of South San Francisco
Legislation Text
P.O. Box 711 (City Hall, 400
Grand Avenue)
South San Francisco, CA
File #:20-999 Agenda Date:3/24/2021
Version:1 Item #:6.
Report regarding a resolution awarding a construction contract to Bay Cities Paving &Grading,Inc.of
Concord,California for the 2020 Pavement Rehabilitation Project (No.st2104,Bid No.2644)in an amount not
to exceed $2,541,450.00,authorizing a total construction contract authority budget of $3,049,740.00,and
authorizing the City Manager to execute the agreement on behalf of the City.(Angel Torres,Senior Civil
Engineer)
RECOMMENDATION
Staff recommends that the City Council adopt a resolution awarding a construction contract to Bay
Cities Paving &Grading,Inc.of Concord,California for the 2020 Pavement Rehabilitation Project (No.
st2104,Bid No.2644)in an amount not to exceed $2,541,450.00,authorizing a total construction contract
authority budget of $3,049,740.00,and authorizing the City Manager to execute the agreement on behalf
of the City.
BACKGROUND/DISCUSSION
The 2020 Pavement Rehabilitation Project will rehabilitate approximately 44,600 square yards (or 2.3
centerline miles) of city streets.
City streets included in this pavement rehabilitation project are:Alta Mesa Drive,Ash Avenue,Camaritas
Avenue,Cuesta Drive,Escanyo Drive,Hazelwood Drive,Northwood Drive,Southwood Center,Emerald
Court,Forestview Drive,Iris Court,and Sunnyside Drive.The scope of the pavement rehabilitation work
consists of asphalt pavement milling (grinding),base failure repairs,and crack sealing that is capped with hot
mix asphalt overlay.Some of the elemental work included consists of replacement of existing City utility
covers in the roadway,replacement of concrete curb ramps with ADA compliant curb ramps,replacement of
sections of fractured or settled concrete curb and gutter,valley gutter and concrete medians,adjustment to
existing drain inlets and underground lines,protection of existing survey monuments in roadway,replacement
of speed humps, and reinstallation of traffic striping and pavement markings.
Overview of City’s Procurement Process
The City’s procurement process is governed by both state and local law.State law requires contracts for
construction to be competitively bid pursuant to a set of specific,established rules.In particular,the City is
required to award construction contracts to the “lowest responsible bidder”after providing notice in
accordance with law. (Pub. Contract Code §§ 20162, 20164.)
However,in awarding contracts for the purchase of professional services,equipment and supplies,the City has
some latitude.State law requires the City to adopt regulations and policies to govern such service and supplies
procurement,but otherwise provides the City flexibility in determining relevant requirements as long as they
are consistent with applicable state law.(Gov.Code §54202.)Chapter 4.04 of the Municipal Code and the
City’s Purchasing Procedures (Administrative Instruction Section IV,No.1)govern the City’s purchasing
policies and contract procurement processes.
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File #:20-999 Agenda Date:3/24/2021
Version:1 Item #:6.
The City’s purchasing ordinance distinguishes between three primary types of procurement methods as follows:
1.Competitive Bidding for Construction Projects
Public projects are specifically defined under the Public Contract Code,and generally involve any
construction project that is paid with public funds or those projects involving improvements,
demolition or other work on public property or facility.Public projects are required to be procured
through competitive bidding and the City must award the contract to the lowest bidder whose bid
complies with all of the City’s solicitation requirements and demonstrates that the bidder is able to
perform the work.Under the City’s policy,different levels of competitive bidding are required
depending on the dollar limit of the underlying project.
For these contracts,cost is generally the sole determining factor and the lowest responsible bidder is
awarded the project even if another bidder appears to be more skilled but is more expensive.
2.Open Market Procedures for Vendors (Supplies and Equipment)
Open Market Procedures is the City’s vendor selection process for purchase of goods,supplies,and
professional services.These rules do not apply to,and may not be used for,public construction
projects.
Contracts for the purchase of goods and services that exceed $10,000 requires staff to utilize open
market procedures.If the contract is $25,000 or less,staff must obtain at least three quotes,which are
informal offers to perform work at a stated price.If the contract is greater than $25,000,staff will be
required to solicit the project,such as issuing a Request for Proposals (“RFPs”)and obtain at least
three written responses.
Under this vendor selection process,cost can be only one factor in determining which vendor the
City will ultimately select for services,equipment or supplies.This requirement is similarly reflected
under SSFMC § 4.04.080.
Thus,when utilizing the open market vendor selection process,the City is focused on the skill,
ability,and expertise of the entity or person to be able to provide the service,equipment or goods to
the City.The selection is based on competence,professional qualifications,and overall value to the
City with cost being only one factor in the determination of an award.
Federally Funded Procurements for Vendors (Supplies and Equipment)
Contracts that receive federal funding are required to incorporate and comply with additional terms
and conditions.The City’s Purchasing Procedures also provide guidance on procuring supplies and
equipment contracts that are federally funded.Federally funded procurements also require a written
procedure for conducting evaluations and for selecting recipients and awarding the contract to the
responsible firm whose proposal is most advantageous to the City with price being only one factor.It
is also important to note that federally funded procurements do not include state or local geographical
preferences unless specifically authorized by federal law.Each evaluation is a non-discrimination and
equal opportunity for all vendors.
3.Open Market Procedures for Architectural and Engineering (A&E) Professional Services
For certain professional services such as architectural,engineering,environmental,land surveying,or
construction project management,the Government Code also specifically requires that such servicesCity of South San Francisco Printed on 3/19/2021Page 2 of 5
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File #:20-999 Agenda Date:3/24/2021
Version:1 Item #:6.
construction project management,the Government Code also specifically requires that such services
not be awarded solely based on price,but instead based on demonstrated competence.(Gov.Code §
4526.)Both the state law provision and the City’s policy reflect the legislative view that when
acquiring such services,the City does not necessarily receive the best value when it pays the lowest
price. (See e.g. California Attorney General Op. No. 94-819 (February 9, 1995)).
General Request for Proposals (RFP) Review Process
RFPs are the City’s primary method to procure equipment,materials,supplies,and professional services.
Typically,this process consists of the City issuing the RFP for proposals from vendor candidates to demonstrate
their qualifications and abilities to provide the City with desired services, equipment/supplies, or other goods.
The City’s RFP will contain evaluation and scoring criteria used to rank vendor candidates based on the
strength of their proposals.
Typical factors include demonstrated knowledge,qualifications,industry reputation,implementation schedule,
ease of implementation and cost.Factors not typically considered include the size of the firm and geographic
location of the firm (i.e.whether the firm is local,in-or out-of-state),race,sex or gender.However,the City
does have the discretion to include geography as one evaluation factor and to select local vendors where the
quality and price are equal between local and non-local vendors and federal funds are not used.
The City assembles an evaluation panel comprised primarily of City staff and third-party consultants and
personnel as necessary,to review and score the proposals,negotiate with the top-ranked candidate,and
recommend the selection for City Council approval.Staff will also maintain records of the method of
evaluation, final vendor selection and negotiations for a final contract.
Once candidates are ranked and a top-ranked candidate is identified,staff will negotiate terms of the contract
with that candidate.The final award of the contract is subject to consideration and approval by the City
Council.Staff will present the selection recommendation to the Council and prepare a resolution awarding the
contract to the recommended candidate.If the Council does not support staff’s recommendation,then it could
elect not to take any action on the resolution or contract award,and may instead direct staff to either
reconsider the other proposals selected or to re-issue the RFP which may include additional or different
selection criteria and qualification requirements.
Current Project: 2020 Pavement Rehabilitation Project, No. ST2104, Bid No. 2644.
The current project falls under Procurement Type 1: Competitive Bidding for Construction Projects.
Staff advertised a notice inviting bids for the project on December 16,2020,and December 23,2020.On
January 26,2021,staff received nine (9)bid proposals in response to the notice inviting bids.Staff reviewed all
bid proposals and identified that the lowest responsible bidder was Bay Cities Paving &Grading,Inc.of
Concord,California.Staff has verified the low bidder’s current contractor’s license with the California State
Licensing Board and found it to be in good standing.
The following is a summary of all bids received:
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File #:20-999 Agenda Date:3/24/2021
Version:1 Item #:6.
The project was advertised with both a “Base”bid schedule and a “Bid Alternate”bid schedule.The selection
of award of a contract is based on the lowest responsive bid for the Based bid schedule.The City included and
would like to award the contract with both the “Base”bid and “Bid Alternate”work included in the award of
the contract in light of receiving additional funding from the bond measure as further described in funding
section below.
The project budget is:
Bay Cities Paving & Grading, Inc. Construction Contract $2,541,450.00
Construction Contingency (10%) $508,290.00
Total Project Budget $3,049,740.00
The construction contingency will be used for any additional costs related to design changes during the
construction operations.There are no Disadvantaged Business Enterprise (DBE)requirements since no federal
funds are being utilized on the project.
FUNDING
This project (No.st2104)is included in the City of South San Francisco’s fiscal year 2020-2021 Capital
Improvements Program.There are sufficient funds in FY 2020-2021 to cover the initial construction costs
through the end of the current fiscal year.It is staff’s intention to go to the bond market and procure remaining
funds for this project that would be allocated to this project in fiscal year 2021-2022.This will occur in the
first/second quarter of 2021 with the intention of having the funding available in time to meet the payment
requirements for remaining construction services.
Total Project Budget $3,049,740
Current Budget $1,667,000
Bond Measure $1,382,740
Total Sources $3,049,740
RELATIONSHIP TO STRATEGIC PLAN
Approval of this action will contribute to the City’s Strategic Plan outcome of improved Quality of Life by
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File #:20-999 Agenda Date:3/24/2021
Version:1 Item #:6.
maintaining and improving infrastructure to serve the public.
CONCLUSION
Awarding the construction contract to Bay Cities Paving &Grading,Inc.of Concord,California,for the 2020
Pavement Rehabilitation Project will reestablish the useful life of the street that will receive this pavement
rehabilitation work and will help the City maintain the City’s Street Pavement Index at an acceptable level.
Attachments:
1.Vicinity Map
2.Presentation
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2020 Pavement Rehab Vicinity Map
ATTACHMENT 1
Pavement Management Program
2020 Pavement Rehabilitation
Project ST2104
March 24, 2021
AGENDA
2020 Pavement Rehabilitation Locations
Proposed Improvements
Procurement Method
Contractor Bids
Project Budget
Q & A
2
Vicinity Map
3
Pavement Rehabilitation
4
During Construction: Paving
After Construction: Striping
During Construction: Paving
Curb Ramp Replacement
5
After Construction: Curb Ramps
During Construction: Curb Ramps
Procurement Method
6
1.Competitive Bidding for Construction Projects
Cost is generally the sole determining factor
2.Open Market Procedures for Vendors (Supplies and Equipment)
Cost > $25,000, required to solicit the project through an RFP
Cost can be only one factor in selection (SSFMC § 4.04.080)
Federally Funded, do not include state or local geographical preferences.
Nondiscrimination and equal opportunity for all vendors.
3.Open Market Procedures for Architectural and Engineering (A&E) Professional
Services
Consultant is selected through a qualifications based selection (Gov. Code § 4526.)
Contractor Bids
7
Contractor "Base"
Bid Schedule
"Bid Alternate"
Bid Schedule
Combined
Bid
(Contract Award Based on "Base" Bid Only)Results Results Results
1 Bay Cities Paving & Grading, Inc $1,640,560.00 $900,890.00 $2,541,450.00
2 Interstate Grading & Paving, Inc $1,648,255.30 $882,251.70 $2,530,507.00
3 O'Grady Paving, Inc. $1,649,425.85 $848,218.15 $2,497,644.00
4 G. Bortolotto & Co., Inc. $1,667,993.84 $1,073,684.10 $2,741,677.94
5 Ghilotti Bros., Inc. $1,674,497.50 $1,078,181.10 $2,752,678.60
6 Esquivel Grading & Paving, Inc. $1,822,940.85 $791,914.75 $2,614,855.60
7 Granite Rock Company $1,895,791.85 $1,082,873.50 $2,978,665.35
8 Gallagher & Burk, Inc. $1,921,822.00 $1,033,580.00 $2,955,402.00
9 McGuire and Hester $1,940,335.15 $1,099,406.72 $3,039,741.87
Engineers Estimate $1,705,150.00 $778,681.00 $2,483,831.00
Project Budget
8
Construction Contract $2,541,450.00
Construction Contingency (10%)$ 508,290.00
Total Construction Contract Authority Budget $3,049,740.00
Thank you!
9
City of South San Francisco
Legislation Text
P.O. Box 711 (City Hall, 400
Grand Avenue)
South San Francisco, CA
File #:20-1000 Agenda Date:3/24/2021
Version:1 Item #:6a.
Resolution awarding a construction contract to Bay Cities Paving &Grading,Inc.of Concord,California for
the 2020 Pavement Rehabilitation Project (No.st2104,Bid No.2644)in an amount not to exceed
$2,541,450.00,authorizing a total construction contract authority budget of $3,049,740.00,and authorizing the
City Manager to execute the agreement on behalf of the City.
WHEREAS,the 2020 Pavement Rehabilitation Project (“Project”)will rehabilitate approximately 44,600
square yards of City of South San Francisco (“City”) streets (or 2.3 centerline miles); and
WHEREAS,the City issued a notice inviting bids for the project on December 16,2020,and December 23,
2020, and received nine bid proposals in response; and
WHEREAS,Bay Cities Paving &Grading,Inc.of Concord,California was the lowest responsible bidder and
provided competitive unit prices; and
WHEREAS,staff recommends awarding the construction contract to Bay Cities Paving &Grading,Inc.of
Concord,California in an amount not to exceed $2,541,450.00,which is the total for the base bid plus the bid
alternate; and
WHEREAS,staff also requests the City Council to authorize a construction contract authority budget of
$2,541,450.00,with additional $508,290.00 contingency,totaling a construction budget of $3,049,740.00 for
the Project; and
WHEREAS,the Project is included in the City of South San Francisco’s fiscal year 2020-21 Capital
Improvement Program (Project No.st2104)with sufficient funds in FY 2020-2021 to cover the initial
construction costs through the end of the current fiscal year; and
WHEREAS,it is staff’s intention to go to the bond market and procure remaining funds for this project that
would be allocated to this project in Fiscal Year 2021-2022,which will occur in the first/second quarter of 2021
with the intention of having the funding available in time to meet the payment requirements for remaining
construction services.
NOW,THEREFORE,BE IT RESOLVED,by the City Council of the City of South San Francisco that the City
Council hereby awards a construction contract,a draft of which is attached hereto and incorporated herein as
Exhibit A,for the 2020 Pavement Rehabilitation Project to Bay Cities Paving &Grading,Inc.of Concord,
California,in an amount not to exceed $2,541,450.00 conditioned on Bay Cities Paving &Grading,Inc.’s
timely execution of the Project contract and submission of all required documents,including but not limited to,
City of South San Francisco Printed on 3/25/2021Page 1 of 2
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File #:20-1000 Agenda Date:3/24/2021
Version:1 Item #:6a.
certificates of insurance and endorsement, in accordance with the Project documents.
BE IT FURTHER RESOLVED the City Council authorizes a total construction contract authority budget of
$3,049,740.00 and authorizes the City Manager to utilize unspent amount of the total Project budget,if
necessary, towards additional construction contingency budget.
BE IT FURTHER RESOLVED that the City Manager is hereby authorized to execute the construction contract
in substantially the same form as Exhibit A and any other related documents on behalf of the City upon timely
submission by Bay Cities Paving &Grading,Inc.of the signed contract and all other documents,subject to
approval by the City Attorney.
BE IT FURTHER RESOLVED that the City Council authorizes the City Manager to take any other related
actions consistent with the intention of the resolution.
*****
City of South San Francisco Printed on 3/25/2021Page 2 of 2
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Page A-1 of 12
EXHIBIT A – DRAFT FORM OF AGREEMENT
FORM OF AGREEMENT FOR PUBLIC IMPROVEMENTS
THIS AGREEMENT made and entered into this ____, day of ______, _____, between the CITY
OF SOUTH SAN FRANCISCO, a municipal corporation and political subdivision of the State of
California, hereinafter called “CITY”, and BAY CITIES PAVING & GRADING, INC., hereinafter called
“CONTRACTOR”1.
W I T N E S S E T H:
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 ____________, notice duly given, the City Council (“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 terms, definitions, and conditions set forth in the General Provisions and
other Contract Documents.
IT IS AGREED as follows:
1. 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 2020 PAVEMENT REHABILITATION PROJECT; NO.ST2104; BID NO.
2644; 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:
(A) Notice Inviting Bids
(B) Addendum
1. 1The term "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 9
(C) Part I – Submitted Proposal (as accepted)
(D) This Agreement, including Contractor’s Payment Bond, Faithful Performance
Bond and Guaranty Bond.
(E) Part II – General Conditions
(G) Part III – Special Provisions: Special Conditions and Technical Specifications,
including State Standard Specifications dated 2018, sections 10-99, as revised in Revised Standard
Specifications (RSS) dated April 19, 2019
(H) Part IV – Project Plans, approved June 8, 2020
(I) Administrative subsections of the State Standard Specifications dated 2018, as
specifically referenced in contract Parts I-IV and as revised in RSS dated April 19, 2019
All rights and obligations of City and Contractor are fully set forth and describ ed in the contract
documents.
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:
2020 PAVEMENT REHABILITATION PROJECT
NO.ST2104; BID NO. 2644
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 __________________________________ ($). Said price is determined by
the lump sum price contained in Contractor's bid proposal (“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 furnished 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.
5. 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 of 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)
calendar days prior to the time herein fixed for the completion thereof or the time fixed by the Engineer for
Page A-3 of 9
such completion as extended, Contractor shall have filed application for extension thereof, in writing with
the Engineer.
6. Option of City to Terminate Agreement in Event of Failure to Complete Work. If at any
time in the opinion of the Engineer, the Contractor has 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 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 calendar
(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. 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
termination, 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 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 termination 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 a ll 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 termination or annulment thereof, the decision of the Engineer shall
be binding on all parties to the contract.
7. Termination of Contract for Convenience. The City also reserves the right to terminate the
contract at any time upon a determination by the Engineer in the Engineer's sole discretion that termination
of the contract is in the best interest of the City. If the City elects to terminate the contract for convenience,
the termination 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 VII-
17, "Contractor's Responsibility for the Work," of the General Conditions 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.
Page A-4 of 9
(5) Notify all subcontractors and suppliers that the contract is being terminated and that their
contracts or orders are not to be further performed unless otherwise authorized in writing by the
Engineer.
(6) Provide the Engineer with an inventory list of all materials previously produced, purchased
or ordered from suppliers for use in the 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 IX-
2, “Progress Payments,” of the General Conditions 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 Contr actor
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 Termination, except as follows:
(1) The Contractor’s responsibility for damage to materials for which partial payment has been
made as provided in Section IX -2, “Progress Payments,” of the General Conditions 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 shall not relieve the surety of its obligation for any just
claims arising out of the work performed.
Page A-5 of 9
(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
termination. 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 Contractor 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 determine compensation in
accordance with the provisions of this Section 5 shall be open to inspection or audit by representatives of
the City at all times 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 IX -7, “Final Payment,”
of the General Conditions when, in the Engineer's opinion, the amount thus 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 terminated 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 terms 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 5 shall be included in all subcontracts.
In the event of conflict between the termination provisions of this Section 8 and any other provision
or the contract, this Section 5 shall prevail.
Page A-6 of 9
8. Performance by Sureties. In the event of any termination 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) working days after giving them 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) working 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.”
9. 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.
10. 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 that Code, and I
will comply with such provisions before commencing the performance of the work
of this contract".
(B) Comprehensive General Liability Insurance.
Page A-7 of 9
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 Liability Insurance (includes owned, non-owned, and
hired vehicles):
(1) Bodily Injury Liability:
$ 500,000 per person $1,000,000 each occurrence
(2) Property Damage Liability:
$ 500,000 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 this 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 shall also contain a provision indicating that such insurance shall not be reduced or
cancelled except upon thirty (30) calendar 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, and 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.
11. Proof of Carriage 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) calendar 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
Page A-8 of 9
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.
12. Provisions Cumulative. The provisions of this Agreement are cumulative, and in addition
to and not in limitation of, any other rights or remedies available to City.
13. 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 to be given to the Escrow Agent of Contractor, if any, shall be addressed as
follows:
_________________________________________________________________________
14. Interpretation. As used herein, any gender includes each other gender, the singular includes
the plural, and vice versa.
IN WITNESS WHEREOF, two (2) identical counterparts of this Agreement, consisting of nine (9)
pages (being pages A-1 through A 9), 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.
Page A-9 of 9
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.
_____________________________ If Contractor is a Corporation, a corporate seal
or signatures of the President or Vice President
and the Secretary Treasurer are required).
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 ($_____) 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 working 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 terminated. 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.
8. Upon receipt of written notification from 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.
10. The names of the persons who are authorized to give written notice or to 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 Title
__________________________________ __________________________________
Name Name
__________________________________ __________________________________
Signature Signature
__________________________________ __________________________________
Address Address
On behalf of Escrow Agent:
__________________________________
Title
__________________________________
Name
__________________________________
Signature
__________________________________
Address
At the time the Escrow Account is opened, the Owner and Contractor shall deliver to the
Escrow Agent a fully executed counterpart of this Agreement.
IN WITNESS WHEREOF, the parties have executed this Agreement by their proper officers
on the date first set forth above.
Owner: Contractor:
__________________________________ __________________________________
Title Title
__________________________________ __________________________________
Name Name
__________________________________ __________________________________
Signature Signature
Approved as to form: Attest:
_____________________________________ __________________________________
City Attorney Date City Clerk
City of South San Francisco
Legislation Text
P.O. Box 711 (City Hall, 400
Grand Avenue)
South San Francisco, CA
File #:21-154 Agenda Date:3/24/2021
Version:1 Item #:7.
Report regarding a resolution determining the continued existence of an emergency and the need to continue
emergency repairs in response to the Sign Hill Diamond Fire.(Greg Mediati,Deputy Director of Parks and
Recreation)
RECOMMENDATION
It is recommended that the City Council adopt a resolution determining the continued existence of an
emergency and the need to continue emergency repairs in response to the Sign Hill Diamond Fire.
On October 16,2020 at 11:54 a.m.,a fire ignited on Sign Hill originating on the western section of the iconic
letters.This was the third day of a regional Red Flag Warning with elevated temperatures,reduced humidity,
and a steady easterly wind.The wind pushed the fire quickly to the west across the southern face of the hill
through the grasses before spreading into the nearby tree groves.The incident commander realized the fire
would grow quickly and structures would be threatened.Additional resources were immediately called to the
scene to assist.
In total,five alarms of fire apparatus from South San Francisco and nearby agencies responded to the
emergency.Additionally,an agreement with California Forestry and Fire Department (CalFire)was utilized and
provided the City with their associated aircraft,hand crews and wildland firefighting equipment for the
incident.The fire burned for nearly three hours before being declared under control.Fire crews remained on
site for over two days to ensure all hot spots were extinguished and embers would not reignite.Fortunately,the
fire was kept to 16 acres and only caused minor property damage to three homes on Mountain Road,and no
one was injured,thanks to the fuel load reduction and fire break work completed in recent years and the fire
fighters great efforts.
Immediately after the fire,the City Manager’s Office,Parks and Recreation Department,Fire Department and
Public Works/Engineering staff met to discuss next steps to prepare the hill for the winter months.On October
22,2020,City Parks and Recreation staff completed a walkthrough and prepared an assessment of the state of
the Sign Hill environment and trails to evaluate the scale of fire damage.Based on staff’s assessment,two
phases of work were established -short term work to winterize the hill,remove hazards,and make it safe to
reopen,and longer term work to expand on the ongoing fuel load reduction and maintain firebreaks on Sign
Hill.
Due to the emergent nature of the short term work to prepare Sign Hill for wet weather,and potential debris
flows,falling trees,or the potential for future fire due to the buildup of fuel in the form of dead trees and brush,
it was determined an emergency declaration was needed to expedite the work.
At the November 24,2020 Regular City Council Meeting,the City Council adopted a resolution determining
the existence of an emergency as a result of the Diamond Fire,and authorized emergency repairs.These repairs
largely include the removal of more than 1,500 trees directly impacted by the Diamond Fire for a contract total
not to exceed $900,000.Additionally,the City has executed a contract with Acacia Environmental Construction
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not to exceed $900,000.Additionally,the City has executed a contract with Acacia Environmental Construction
to perform immediate slope stabilization and erosion mitigation work on newly exposed and vulnerable sloped
areas for a contract total not to exceed $110,559.
For historical context,it should be noted that on September 12,2018,the City Council adopted a resolution
delegating authority to the City Manager to order any emergency action and enter into necessary contracts
pursuant to the provisions and restrictions of Public Contract Code Section 22050.
Tree Removals
Davey Tree Experts began their work on December 3,2020 focusing on the area near the Ridge Trail known as
Seubert Grove.At the time of drafting this report,this portion of the work is largely complete.The next phase
of work has begun and is focused on clearing the Iris Trail and Letters Trail of any hazardous trees.In each of
these areas,the trees being removed are largely being chipped on site to help with slope stabilization or are
safely stockpiled for use in restoration efforts on the hill.Some tree trunks of twelve inches or greater in
diameter may be left on the ground perpendicular to the slope of the hill.The smaller brush is being removed so
as not to serve as potential fuel for the next fire season.This work is in accordance with CalFire forestry
guidance.
The Seubert,Eucalyptus,and Ridge Trails have been cleared of hazardous trees within falling proximity to the
trails and were opened to the public starting on February 23,2021.At this time the Iris Trail and Letters Trail
remain closed as trees are still present near parts of these trails.When these areas are made safe,the Parks
Division will re-open trails these two trails and tree work will shift focus to trees adjacent to residences on the
hill in a preventative effort for the dry season in 2021.The status of the trails on Sign Hill will be regularly
updated on the City’s webpage under the Sign Hill link for residents to access closure information.
Tree work is expected to continue through much of 2021.March marks the beginning of bird nesting season,
and Parks staff are working to on-board a surveying biologist consultant to allow for work to continue through
the nesting season.Surveying for bird nests during the tree work is required by the Migratory Bird Act which
provides protections to bird habitat.This monitoring and surveying will ensure that tree removals are not
impacting any nesting birds and that work is in compliance with the Migratory Bird Act.Staff has found it
necessary to continue work through the nesting season in order to open all trails to the public within a
reasonable timeframe, and to reduce the fuel load that still exists on the hill as much as possible.
Erosion Control
Acacia Environmental Construction was contracted to perform the erosion control efforts on December 11,
2020.Staff met with Acacia’s project team on December 14 to discuss the project’s priorities and phases of
work.Erosion control work began on December 28,2020,and consists of installation of check dams in
drainage areas and culverts,fiber waddle installation on steep slopes,and hydro-seeding barren areas of the hill
with a native seed blend,which in addition to the slope stabilization efforts will help re-establish the hill’s
native grassland ecosystem.Additionally,tree stumps and root mass from felled trees will be left in place to
help with slope stabilization. Mulch from removed trees was also spread to lessen rain impacts.
Acacia Environmental Construction has completed the erosion control work in early February 2021.The hydro-
seeding that was installed is already sprouting and beginning to take root as intended;providing crucial
stabilization of hillsides and future native habitat for native species.
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Emergency Continuation
Continuation of this emergency is necessary to continue the aforementioned work in response to the Diamond
Fire and safely re-open the park as soon as possible.Terminating the work now would leave hundreds of
hazardous trees in immediate proximity to paths of travel.
As required by Public Contract Code section 22050(c)(1),this emergency tree removal and erosion control
project will continue to be placed back on future regular City Council meeting agendas for the Council to
review this emergency action and determine whether there is a need to continue the action,until such
emergency repairs have been completed and the project terminated.Section 22050 requires the City Council
determine the continuance of the emergency by a four-fifths vote.Adoption of the associated resolution
authorizes the continuance of the emergency repair work to address the response to the Diamond Fire and
related repairs.
CONCLUSION
Approving the resolution and adopting the findings will authorize the continuation of emergency repair work to
address the hazardous conditions as a result of the Diamond Fire on Sign Hill.Staff recommends that the City
Council determines that the emergency continues to exist and the emergency action,undertaken pursuant to the
City Manager’s delegated authority, remains necessary.
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City of South San Francisco
Legislation Text
P.O. Box 711 (City Hall, 400
Grand Avenue)
South San Francisco, CA
File #:21-155 Agenda Date:3/24/2021
Version:1 Item #:7a.
Resolution determining the continued existence of an emergency and authorizing procurement for emergency
remediation work relating to fire damage on Sign Hill in South San Francisco.
WHEREAS,on September 12,2018,the City Council adopted a resolution delegating authority to the City
Manager to order any emergency action and enter into necessary contracts pursuant to the provisions and
restrictions of California Public Contract Code Section 22050; and
WHEREAS,on October 16,2020,a multi-alarm grass fire broke out on the western section of the iconic letters
at Sign Hill in South San Francisco,where multiple recreational trails are located and frequently used by the
public; and
WHEREAS,the wind pushed the fire quickly to the west across the southern face of the hill through the grasses
and spread into the nearby tree groves, killing hundreds of trees which now pose a public safety hazard; and
WHEREAS, the fire burned over 16 acres of land and damaged a significant number of trees and trails; and
WHEREAS,although the fire has been contained,the damaged trees have since become a falling hazard and
trails remain severely damaged or destroyed,creating an extremely dangerous condition for the public and
rendering the Sign Hill trails unsafe for trail users, and also required them to be closed to the public; and
WHEREAS,at the November 24,2020 Regular City Council Meeting,the City Council adopted a resolution
determining the existence of an emergency as a result of the Diamond Fire,and authorized emergency repairs
including removal of more than 1,500 trees directly impacted by the wildfire; and
WHEREAS,in order to remediate such dangerous conditions,City staff retained consultants and contractors to
assess the scope of the damage,recommend corrective action,and undertake or contract for a substantial
amount of tree removal and trail repair/remediation work in order to restore the trails and other features of Sign
Hill to a safe condition as quickly as possible, and to subsequently re-open them to the public; and
WHEREAS,pursuant to the aforementioned delegated authority,the City solicited for and executed a contract
with Davey Tree Expert Company,for the emergency removal of more than 1,500 damaged or hazardous trees
for a contract total not to exceed $900,000; and
WHEREAS,in December 2020,the City solicited for and executed a contract with Acacia Environmental
Construction,for the emergency mitigation of potential erosion hazards within fire damaged areas on Sign Hill;
and
WHEREAS,the dead trees remain in a precarious and dangerous condition for the public and additional
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WHEREAS,the dead trees remain in a precarious and dangerous condition for the public and additional
emergency mitigation work is still needed to eliminate the dangerous conditions.
FINDINGS
WHEREAS, the City Council of the City of South San Francisco hereby finds as follows:
A.The above recitals are true and correct and incorporated herein by this reference.
B.Pursuant to California Public Contract Code Section 20168,public interest and necessity
demand the immediate commencement of the above-described work at Sign Hill in South San Francisco and
the expenditure of public money for such work to safeguard life, health and property.
C.Pursuant to California Public Contract Code Section 22050 and the authority delegated by the
City Council on September 12,2018,and based on substantial evidence presented by the circumstances of the
Sign Hill fire and City staff’s assessments,including but not limited to those from the City’s Fire,Police,and
Parks &Recreation Departments,the staff report prepared concerning this resolution,and as set forth in this
resolution,the City Manager would continue to be authorized to order emergency tree removal,trail repair and
related work for the hazardous and threatening conditions at Sign Hill in South San Francisco.
D.Terminating the above-described emergency work and let the remaining work at Sign Hill to
competitive bidding would jeopardize public health,safety and welfare;risk additional damage to public and
private property;and result in the public incurring additional expense,including,but not limited to,additional
expense due to delay and further damage,due to the dangerous conditions of the falling trees and damage to
trails and other features of the Sign Hill area and such work is necessary to respond to the emergency
conditions at Sign Hill.Therefore,it remains that competitive bidding of such work would not produce an
advantage for the public.
E.Based on evidence presented in the record,the above-described emergency work continues to be
statutorily exempt from the requirements of the California Environmental Quality Act (CEQA)pursuant to
CEQA Guidelines Section 15269, subparagraphs (b) and (c).
NOW,THEREFORE,the City Council of the City of South San Francisco hereby does resolve,by at
least a four-fifths vote, as follows:
1.The above recitals and findings are true and correct and hereby declared to be findings of the City
Council of the City of South San Francisco.
2.The emergency conditions at Sign Hill in South San Francisco continue to exist and threaten public
health,welfare and safety;thus,emergency repair work continues to be necessary to address the hazardous and
threatening conditions of the falling trees and destructed trail improvements.The emergency work described in
this resolution continues to be exempt from California Public Contract Code competitive bidding requirements
pursuant to California Public Contract Code Sections 20168 and 22050.
3.The City Council continues to authorize City staff to procure contracts for the emergency work
described in this resolution and the City Manager to execute such contracts on behalf of the City,as approved to
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described in this resolution and the City Manager to execute such contracts on behalf of the City,as approved to
form by the City Attorney, and to take any other related action necessary to further the intent of this Resolution.
4.City staff is directed,in accordance with California Public Contract Code Section 22050(c)(1),to place
on future regular agendas of the City Council an item concerning the emergency work authorized pursuant to
this resolution so that the City Council may determine,by at least a four-fifths vote,whether there is a need to
continue the emergency work described above or whether such work may be terminated.
5.This resolution shall become effective immediately.
6.Each portion of this resolution is severable.Should any portion of this resolution be adjudged to be
invalid and unenforceable by a body of competent jurisdiction,then the remaining resolution portions shall be
and continue in full force and effect,except as to those resolution portions that have been adjudged invalid.The
City Council hereby declares that it would have adopted this resolution and each section,subsection,clause,
sentence,phrase and other portion thereof,irrespective of the fact that one or more section,subsection,clause
sentence, phrase or other portion may be held invalid or unconstitutional.
*****
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City of South San Francisco
Legislation Text
P.O. Box 711 (City Hall, 400
Grand Avenue)
South San Francisco, CA
File #:21-213 Agenda Date:3/24/2021
Version:1 Item #:8.
Report regarding a resolution to amend the Professional Services Agreement with Maze and Associates
Authorizing a Two-Year Contract Extension for Professional Audit Services for Fiscal Years 2020-21 and 2021-
22 (Paul Harris, Financial Services Manager)
RECOMMENDATION
It is recommended that the City Council adopt a Resolution approving a second amendment to the
Consulting Services Agreement with Maze &Associates (“Maze”)authorizing a two-year contract
extension for professional audit services for Fiscal Year (“FY”) 2020-21 and FY 2021-22.
BACKGROUND/DISCUSSION
In February of 2016,the City Council approved Resolution 31-2016 for a three-year Consulting Services
Agreement (plus an option to renew for two additional fiscal years)with Maze for independent auditing
services for FYs 2015-16,2016-17 and 2017-18 in the amount of $79,285 per year.The original agreement
expired upon the completion of the FY 2017-18 financial audits.In June 2018,an amendment exercising the
option to renew for two years through the financial audit of FY 2019-20 was signed.This amendment expires
with the FY 2019-20 financial audit and related services.
The Government Finance Officers Association (“GFOA”)recommends that all governmental agencies enter
into multi-year audit services agreements of at least five years in duration.Multi-year agreements allow for
greater continuity and helps minimize the potential for disruption in connection with the independent audit.In
addition,multi-year agreements can also help to reduce audit costs by allowing auditors to recover certain “start
-up” costs over several years, rather than over a single year.
Under normal circumstances,staff would have sought new bids from audit firms in the first quarter of this year
as the original contract (three years plus two-year exercised option)approached expiration.However,due to the
COVID-19 emergency and several vacancies within the Finance department,the process was delayed.In an
effort to ensure continuity of service,Maze offered to extend the agreement for the same services at the
FY2019-20 rate for the next two years (see Attachment 1).By keeping the fees at the same rate,it would help
the City keep expenses consistent during these uncertain times.If the City were to issue a Request for Proposal
(“RFP”)for new bids and a new firm was selected,the costs could be considerably higher for the first year as
firms typically charge for initial “start-up”costs.If this second amendment is approved,staff plans to issue an
RFP towards the end of this additional term.
Given GFOA’s recommendation,coupled with Maze’s continuing ability to perform a quality and detailed audit
while remaining committed to accepted government audit practices,staff recommends an additional two-year
contract extension.The normal annual audit process requires significant time and effort from staff in
corresponding with auditors,providing financial data and samples for testing,and organizing onsite visits for
auditor fieldwork.Development of the working relationship with Maze has allowed Maze to thoroughly learn
and understand the City’s processes and ways of working that results in more time focused on auditing the data
and less time building required background knowledge,and has allowed staff to achieve efficiencies in the
audit process thereby reducing the time commitment involved.An extension will allow the efficiencies to
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continue and maintain focus on the financial data.
In addition,in light of the novel coronavirus (COVID-19)pandemic,the Government Accounting Standards
Board (“GASB”)has postponed the effective dates of certain GASB authoritative guidance statements by one
year to help provide relief to governments.Some of these affect the City,such as GASB 84 -Fiduciary
Activities,and GASB 87 -Leases,and are due to come into effect for FY2020-21 and FY2021-22 reporting,
respectively.Maze has performed some preliminary work with the City on implementation of the new guidance
and staff believes it prudent and beneficial to maintain continuity in this work through extension of this
contract.Since implementation of this guidance into the City’s accounting and reporting procedures will
require additional work outside the usual contracted audit scope,it will be chargeable at the applicable hourly
rates. The extent of work required, if any, will be known once further discussions with staff have occurred.
Therefore,staff recommends amending the Maze agreement approving a two-year contract extension
(Attachment 2) to keep the consistency through the financial audits of FY 2020-21 and FY 2021-22.
FISCAL IMPACT
Annual fees for continued audit services will be $79,285 per year for a total of $158,570 for the two-year
extended term.Additional fees,charged at Maze’s standard hourly rates may be incurred for implementation of
the new GASB accounting standards depending on the degree of applicability to the City and only upon mutual
agreement by both parties.Fees for all City’s services provided by Maze will be included in the operating
budget and no additional appropriations are needed at this time.
Attachment
1.Maze & Associates Engagement Letter
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March 15, 2021
Janet Salisbury, Finance Director
City of South San Francisco
400 Grand Avenue
South San Francisco, CA 94080
Dear Janet:
We are pleased to confirm our understanding of the services we are to provide for the City of South San Francisco
as of and for the years ended June 30, 2021 and 2022. The services we have been engaged to provide are outlined
below, but we are also available to provide additional services at your request:
1) Audit of the Basic Financial Statements, and assistance with the preparation of the Comprehensive Annual
Financial Report.
2) Testing one program for compliance with the Single Audit Act and applicable laws and regulations and
issuance of our report thereon.
3) Testing of compliance for the Transportation Development Act (TDA) programs and preparation of
required reports, if necessary.
4) Testing of compliance with the Agreement for Distribution of Measure A Funds and issuance of our report
thereon.
5) Testing of compliance with the Agreement for Distribution of Measure W Funds and issuance of our
report thereon.
6) Agreed Upon Procedures applied to the City’s Gann Limit and issuance of our report thereon.
7) Preparation of the City’s Annual Report of Financial Transactions (Controller’s Report) and issuance of a
compilation report. (See Compilation Attachment for Our Responsibilities and Your Responsibilities
related to the compilation report)
8) Assistance with preparation of the Comprehensive Annual Financial Report.
9) GASB 84, Fiduciary Activities – Additional audit procedures (fiscal year 2021).
10) GASB 87, Leases – Additional audit procedures (fiscal year 2022).
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Accounting standards generally accepted in the United States of America provide for certain required
supplementary information (RSI), such as management’s discussion and analysis, to supplement the City’s basic
financial statements. Such information, although not a part of the basic financial statements, is required by the
Governmental Accounting Standards Board who considers it to be an essential part of financial reporting for
placing the basic financial statements in an appropriate operational, economic, or historical context. As part of
our engagement, we will apply certain limited procedures to the City’s RSI in accordance with auditing
standards generally accepted in the United States of America. These limited procedures will consist of inquiries
of management regarding the methods of preparing the information and comparing the information for
consistency with management’s responses to our inquiries, the basic financial statements, and other knowledge
we obtained during our audit of the basic financial statements. We will not express an opinion or provide any
assurance on the information because the limited procedures do not provide us with sufficient evidence to
express an opinion or provide any assurance.
If the City’s financial statements are accompanied by supplementary information other than RSI, we will subject
the supplementary information to the auditing procedures applied in our audit of the financial statements and
certain additional procedures, including comparing and reconciling such information directly to the underlying
accounting and other records used to prepare the financial statements or to the financial statements themselves,
and other additional procedures in accordance with auditing standards generally accepted in the United States of
America, and will provide an opinion on it in relation to the financial statements as a whole, in a report
combined with our auditor’s report on the financial statements.
Other information accompanying the financial statements will not be subjected to the auditing procedures
applied in our audit of the financial statements, and our auditor’s report will not provide an opinion or any
assurance on that information.
Audit Objectives
The objective of our audit is the expression of opinions as to whether your financial statements are fairly presented,
in all material respects, in conformity with U.S. generally accepted accounting principles and to report on the
fairness of the accompanying supplementary information when considered in relation to the financial statements as
a whole. The objective also includes reporting on:
Internal control over financial reporting and compliance with the provisions of laws, regulations, contracts and
award agreements, noncompliance with which could have a material effect on the financial statements in
accordance with Government Auditing Standards.
Internal control over compliance related to major programs and an opinion (or disclaimer of opinion) on
compliance with federal statutes, regulations, and the terms and conditions of federal awards that could have a
direct and material effect on each major program in accordance with the Single Audit Act Amendments of
1996 and Title 2 U.S. Code of Federal Regulations (CFR) Part 200, Uniform Administrative Requirements,
Cost Principles and Audit Requirements for Federal Awards (Uniform Guidance).
The Government Auditing Standards report on internal control over financial reporting and on compliance and
other matters will include a paragraph that states that (1) the purpose of the report is solely to describe the scope
of testing of internal control and compliance and the results of that testing, and not to provide an opinion on the
effectiveness of internal control or on compliance, and (2) the report is an integral part of an audit performed in
accordance with Government Auditing Standards in considering internal control and compliance. The Uniform
Guidance report on internal control over compliance will include a paragraph that states that the purpose of the
report on internal control over compliance is solely to describe the scope of testing of internal control over
compliance and the results of that testing based on the requirements of the Uniform Guidance. Both reports will
state that the report is not suitable for any other purpose.
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Our audit will be conducted in accordance with auditing standards generally accepted in the United States of
America; the standards for financial audits contained in Government Auditing Standards, issued by the
Comptroller General of the United States; the Single Audit Act Amendments of 1996; and the provisions of the
Uniform Guidance, and will include tests of accounting records, a determination of major program(s) in
accordance with the Uniform Guidance, and other procedures we consider necessary to enable us to express such
opinions. We will issue written reports upon completion of our Single Audit. We will make reference to the
auditor of the South San Francisco Conference Center Authority in our reports on your financial statements.
Our reports will be addressed to the Council of the City. We cannot provide assurance that unmodified opinions
will be expressed. Circumstances may arise in which it is necessary for us to modify our opinions or add
emphasis-of-matter or other-matter paragraphs. If our opinions are other than unmodified, we will discuss the
reasons with City management in advance. If, for any reason, we are unable to complete the audit or are unable to
form or have not formed opinions, we may decline to express opinions or issue reports, or may withdraw from this
engagement.
Audit Procedures - General
An audit includes examining, on a test basis, evidence supporting the amounts and disclosures in the financial
statements; therefore, our audit will involve judgment about the number of transactions to be examined and the
areas to be tested. An audit also includes evaluating the appropriateness of accounting policies used and the
reasonableness of significant accounting estimates made by management, as well as evaluating the overall
presentation of the financial statements. We will plan and perform the audit to obtain reasonable assurance about
whether the financial statements are free of material misstatement, whether from (1) errors, (2) fraudulent financial
reporting, (3) misappropriation of assets, or (4) violations of laws or governmental regulations that are attributable
to the City or to acts by management or employees acting on behalf of the City. Because the determination of
waste and abuse is subjective, Governmental Auditing Standards do not expect auditors to perform specific
procedures to detect waste or abuse in financial audits nor do they expect auditors to provide reasonable assurance
of detecting waste or abuse.
Because of the inherent limitations of an audit, combined with the inherent limitations of internal control, and
because we will not perform a detailed examination of all transactions, an unavoidable risk exists that some
material misstatements or noncompliance may exist and not be detected by us, even though the audit is properly
planned and performed in accordance with U.S. generally accepted auditing standards and Government Auditing
Standards. In addition, an audit is not designed to detect immaterial misstatements or violations of laws or
governmental regulations that do not have a direct and material effect on the financial statements or on major
programs. However, we will inform the appropriate level of management of any material errors, any fraudulent
financial reporting, or misappropriation of assets that come to our attention. We will also inform the appropriate
level of management of any violations of laws or governmental regulations that come to our attention, unless
clearly inconsequential. We will include such matters in the reports required for a Single Audit. Our responsibility
as auditors is limited to the period covered by our audit and does not extend to any later periods for which we are
not engaged as auditors.
Our procedures will include tests of documentary evidence supporting the transactions recorded in the accounts,
and may include tests of the physical existence of inventories, and direct confirmation of cash, investments and
certain other assets and liabilities by correspondence with selected customers, funding sources, creditors and
financial institutions. We will request written representations from your attorneys as part of the engagement, and
they may bill the City for responding to this inquiry. At the conclusion of our audit we will also require certain
written representations from management about management’s responsibilities for the financial statements;
schedule of expenditures of federal awards; federal award programs; compliance with laws, regulations, contracts
and grant agreements; and other responsibilities required by generally accepted auditing standards.
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Audit Procedures - Internal Control
Our audit will include obtaining an understanding of the City and its environment, including internal control,
sufficient to assess the risks of material misstatement of the financial statements and to design the nature, timing,
and extent of further audit procedures. Tests of controls may be performed to test the effectiveness of certain
controls that we consider relevant to preventing and detecting errors and fraud that are material to the financial
statements and to preventing and detecting misstatements resulting from illegal acts and other noncompliance
matters that have a direct and material effect on the financial statements. Our tests, if performed, will be less in
scope than would be necessary to render an opinion on internal control and, accordingly, no opinion will be
expressed in our report on internal control issued pursuant to Government Auditing Standards.
As required by the Uniform Guidance, we will perform tests of controls over compliance to evaluate the
effectiveness of the design and operation of controls that we consider relevant to preventing or detecting material
noncompliance with compliance requirements applicable to each major federal award program. However, our tests
will be less in scope than would be necessary to render an opinion on those controls and, accordingly, no opinion
will be expressed in our report on internal control issued pursuant to the Uniform Guidance.
An audit is not designed to provide assurance on internal control or to identify significant deficiencies or material
weaknesses. Accordingly, we will express no such opinion. However, during the audit, we will communicate to
management and the Council internal control related matters that are required to be communicated under AICPA
professional standards, Government Auditing Standards, and the Uniform Guidance.
Audit Procedures - Compliance
As part of obtaining reasonable assurance about whether the financial statements are free of material misstatement,
we will perform tests of the City’s compliance with provisions of applicable laws, regulations, contracts, and
agreements, including grant agreements. However, the objective of those procedures will not be to provide an
opinion on overall compliance, and we will not express such an opinion in our report on compliance issued
pursuant to Government Auditing Standards.
The Uniform Guidance requires that we also plan and perform the audit to obtain reasonable assurance about
whether the City has complied with federal statutes, regulations and the terms and conditions of federal awards
applicable to major programs. Our procedures will consist of tests of transactions and other applicable procedures
described in the OMB Compliance Supplement for the types of compliance requirements that could have a direct
and material effect on each major program. For federal programs that are included in the 2021 Compliance
Supplement (or 2022 Compliance Supplement, as applicable), our compliance and internal control procedures will
relate to the compliance requirements that the 2021 Compliance Supplement (or 2022 Compliance Supplement, as
applicable), identifies as being subject to audit. The purpose of these procedures will be to express an opinion on
the City’s compliance with requirements applicable to each of its major programs in our report on compliance
issued pursuant to the Uniform Guidance.
Agreed-Upon Procedures
Our services to apply agreed-upon procedures that were specified and agreed to by the City related to the
Appropriations Limit Worksheet (Worksheet) for the years ended June 30, 2021 and 2022, as suggested by the
League of California Cities and presented in their Article XIIIB Appropriations Limitation Uniform Guidelines,
will be conducted in accordance with attestation standards established by the American Institute of Certified
Public Accountants. The sufficiency of the procedures performed or to be performed is solely the responsibility
of those parties specified in the report and we will require an acknowledgement in writing of that responsibility.
Consequently, we make no representation regarding the sufficiency of the procedures described in the report
either for the purpose for which the agreed-upon procedures report has been requested or for any other purpose.
Ver PPC ALG-CL-1.2 2/20
We reviewed the scope of services in conjunction with the Government Auditing Standards and believe that they
do not impinge upon our independence. Because the procedures requested do not constitute an examination or
review, we will not express an opinion or conclusion on the Worksheet. In addition, we have no obligation to
perform any procedures beyond those agreed to.
We will issue a written report upon completion of our engagement that lists the procedures performed and our
findings. Our report will be addressed to the City. If, for any reason, we are unable to complete any of the
procedures, we will describe in our report any restrictions on the performance of the procedures, or not issue a
report and withdraw from this engagement. You understand that the report is intended solely for the information
and use of the City, and should not be used by anyone other than these specified parties. Our report will contain
a paragraph stating that had we performed additional procedures, other matters might have come to our attention
that would have been reported to you.
An agreed-upon procedures engagement is not designed to detect instances of fraud or noncompliance with laws
or regulations; however, we will communicate to you any known and suspected fraud and noncompliance with
laws or regulations affecting the Worksheet that come to our attention. In addition, if, in connection with this
engagement, matters come to our attention that contradict the Worksheet, we will disclose those matters in our
report.
You are responsible for the Worksheet and that it is in accordance with Article XIIIB of the California
Constitution; and for selecting the criteria and procedures and determining that such criteria and procedures are
appropriate for your purposes. You are responsible for, and agree to provide us with, a written assertion about
the Worksheet. In addition, you are responsible for providing us with (1) access to all information of which you
are aware that is relevant to the performance of the agreed-upon procedures on the subject matter, (2) additional
information that we may request for the purpose of performing the agreed-upon procedures, and (3) unrestricted
access to persons within the entity from whom we determine it necessary to obtain evidence relating to
performing those procedures.
At the conclusion of our engagement, we will require certain written representations in the form of a representation
letter from management that, among other things, will confirm management’s responsibility for the presentation of
the Worksheet in accordance with Article XIIIB of the California Constitution.
Other Services
We will also assist in preparing the financial statements, schedule of expenditures of federal awards, and related
notes in conformity with U.S. generally accepted accounting principles and the Uniform Guidance based on
information provided by you. These nonaudit services do not constitute an audit under Government Auditing
Standards and such services will not be conducted in accordance with Government Auditing Standards. We will
perform the services in accordance with applicable professional standards. The other services are limited to the
financial statements, schedule of expenditures of federal awards, and the related notes services previously defined.
We, in our sole professional judgment, reserve the right to refuse to perform any procedure or take any action that
could be construed as assuming management’s responsibilities.
Ver PPC ALG-CL-1.2 2/20
Management Responsibilities
Management is responsible for (1) designing, implementing, establishing and maintaining effective internal
controls relevant to the preparation and fair presentation of financial statements that are free from material
misstatement, whether due to fraud or error, including internal controls over federal awards, and for evaluating and
monitoring ongoing activities to help ensure that appropriate goals and objectives are met; (2) following laws and
regulations; (3) ensuring that there is reasonable assurance that government programs are administered in
compliance with compliance requirements; and (4) ensuring that management and financial information is reliable
and properly reported. Management is also responsible for implementing systems designed to achieve compliance
with applicable laws, regulations, contracts, and grant agreements. Management is also responsible for the
selection and application of accounting principles; for the preparation and fair presentation of the financial
statements, schedule of expenditures of federal awards, and all accompanying information in conformity with U.S.
generally accepted accounting principles; and for compliance with applicable laws and regulations (including
federal statutes) and the provisions of contracts and grant agreements (including award agreements).
Management’s responsibilities also include identifying significant contractor relationships in which the contractor
has responsibility for program compliance and for the accuracy and completeness of that information.
Management is also responsible for making all financial records and related information available to us and for the
accuracy and completeness of that information. Management is also responsible for providing us with (1) access
to all information of which management is aware is relevant to the preparation and fair presentation of the
financial statements, including identification of all related parties and all related-party relationships and
transactions; (2) access to personnel, accounts, books, records, supporting documentation, and other information
as needed to perform an audit under the Uniform Guidance; (3) additional information that we may request for
the purpose of the audit; and (4) unrestricted access to persons within the government from whom we determine
it necessary to obtain audit evidence. We understand that the City will provide us with the Closing Checklist
information required for our audit and that the City is responsible for the accuracy and completeness of that
information.
Management’s responsibilities include adjusting the financial statements to correct material misstatements and
confirming to us in the management representation letter that the effects of any uncorrected misstatements
aggregated by us during the current engagement and pertaining to the latest period presented are immaterial, both
individually and in the aggregate, to the financial statements of each opinion unit taken as a whole.
Management is responsible for the design and implementation of programs and controls to prevent and detect
fraud, and for informing us about all known or suspected fraud affecting the City involving (1) management, (2)
employees who have significant roles in internal control, and (3) others where the fraud could have a material
effect on the financial statements. Management’s responsibilities include informing us of its knowledge of any
allegations of fraud or suspected fraud affecting the City received in communications from employees, former
employees, grantors, regulators, or others. In addition, management is responsible for identifying and ensuring that
it complies with applicable laws, regulations, contracts, agreements and grants. Management is also responsible
for taking timely and appropriate steps to remedy fraud and noncompliance with provisions of laws, regulations,
contracts and grant agreements that we report. Additionally, as required by the Uniform Guidance, it is
management’s responsibility to evaluate and monitor noncompliance with federal statutes, regulations, and the
terms and conditions of federal awards; take prompt action when instances of noncompliance are identified
including noncompliance identified in audit findings; promptly follow up and take corrective action on reported
audit findings; and prepare a summary schedule of prior audit findings and a separate corrective action plan. The
summary schedule of prior audit findings must be made available for our review.
With regard to including the auditor’s report in an exempt offering document, you agree that the aforementioned
auditor’s report, or reference to Maze & Associates, will not be included in any such offering document without
our prior permission or consent. Any agreement to perform work in connection with an exempt offering
document, including an agreement to provide permission or consent will be a separate engagement. With regard to
an exempt offering document with which Maze & Associates is not involved, you agree to clearly indicate in the
exempt offering document that Maze & Associates is not involved with the contents of such offering document.
Ver PPC ALG-CL-1.2 2/20
Management is also responsible for identifying all federal awards received and understanding and complying
with the compliance requirements and for the preparation of the schedule of expenditures of federal awards
(including notes and noncash assistance received) in conformity with the Uniform Guidance. Management
agrees to include our report on the schedule of expenditures of federal awards in any document that contains and
indicates that we have reported on the schedule of expenditures of federal awards. Management also agrees to
include the audited financial statements with any presentation of the schedule of expenditures of federal awards
that includes our report thereon. Management’s responsibilities include acknowledging to us in the written
representation letter that: (1) you are responsible for presentation of the schedule of expenditures of federal
awards in accordance with the Uniform Guidance; (2) you believe the schedule of expenditures of federal
awards, including its form and content, is stated fairly in accordance with the Uniform Guidance; (3) the
methods of measurement or presentation have not changed from those used in the prior period (or, if they have
changed, the reasons for such changes); and (4) you have disclosed to us any significant assumptions or
interpretations underlying the measurement or presentation of the schedule of expenditures of federal awards.
Management is also responsible for the preparation of the other supplementary information, which we have been
engaged to report on, in conformity with U.S. generally accepted accounting principles. Management agrees to
include our report on the supplementary information in any document that contains and indicates that we have
reported on the supplementary information. Management also agrees to include the audited financial statements
with any presentation of the supplementary information that includes our report thereon. Management’s
responsibilities include acknowledging to us in the representation letter that: (1) management is responsible for
presentation of the supplementary information in accordance with GAAP; (2) that management believes the
supplementary information, including its form and content, is fairly presented in accordance with GAAP; (3) the
methods of measurement or presentation have not changed from those used in the prior period (or, if they have
changed, the reasons for such changes); and (4) management has disclosed to us any significant assumptions or
interpretations underlying the measurement or presentation of the supplementary information.
Management is responsible for establishing and maintaining of a process for tracking the status of audit findings
and recommendations. Management is also responsible for identifying and providing report copies of previous
financial audits, attestation engagements, performance audits, or other studies related to the objectives discussed in
the Audit Objective section of this letter. This responsibility includes relaying to us corrective actions taken to
address significant findings and recommendations resulting from those audits, attestation engagements,
performance audits or other studies. Management is also responsible for providing management’s views on our
current findings, conclusions, and recommendations, as well as your planned corrective actions, for the report, and
for the timing and format for providing that information.
With regard to the electronic dissemination of audited financial statements, including financial statements
published electronically on your website, you understand that electronic sites are a means to distribute information
and, therefore, we are not required to read the information contained in these sites or to consider the consistency of
other information in the electronic site with the original document.
Management agrees to assume all management responsibilities relating to the financial statements, schedule of
expenditures of federal awards, related notes, and any other nonaudit services we provide. Management will be
required to acknowledge in the management representation letter our assistance with the preparation of the
financial statements, schedule of expenditures of federal awards, and related notes and any other nonaudit services
we provide and that you have reviewed and approved the financial statements, schedule of expenditures of federal
awards, and related notes and any other nonaudit services we provide prior to their issuance and have accepted
responsibility for them. Further, management agrees to oversee the nonaudit services by designating an individual,
preferably from senior management, with suitable skill, knowledge, or experience; evaluate the adequacy and
results of those services; and accept responsibility for them.
Ver PPC ALG-CL-1.2 2/20
Engagement Administration, Fees, and Other
We may from time to time, and depending on the circumstances, use third-party service providers in serving your
account. We may share confidential information about you with these service providers, but remain committed to
maintaining the confidentiality and security of your information. Accordingly, we maintain internal policies,
procedures, and safeguards to protect the confidentiality of your personal information. In addition, we will secure
confidentiality agreements with all service providers to maintain the confidentiality of your information and we
will take reasonable precautions to determine that they have appropriate procedures in place to prevent the
unauthorized release of your confidential information to others. In the event that we are unable to secure an
appropriate confidentiality agreement, you will be asked to provide your consent prior to the sharing of your
confidential information with the third-party service provider. Furthermore, we will remain responsible for the
work provided by any such third-party service providers.
At the conclusion of the engagement, we will complete the appropriate sections of the Data Collection Form that
summarizes our audit findings. It is management’s responsibility to electronically submit the reporting package
(including financial statements, schedule of expenditures of federal awards, summary schedule of prior audit
findings, auditor’s reports, and corrective action plan) along with the Data Collection Form to the federal audit
clearinghouse. We will coordinate with you the electronic submission and certification. If applicable, we will
provide copies of our report to you to include with the reporting package you will submit to pass-through entities.
The Data Collection Form and the reporting package must be submitted within the earlier of 30 calendar days after
receipt of the auditors’ reports or nine months after the end of the audit period.
We will provide copies of our reports to the City; however, management is responsible for distribution of the
reports and the financial statements. Unless restricted by law or regulation, or containing privileged and
confidential information, copies of our reports are to be made available for public inspection.
The audit documentation for this engagement is our property and constitutes confidential information. However,
subject to applicable laws and regulations, audit documentation and appropriate individuals will be made available
upon request and in a timely manner to a federal agency providing direct or indirect funding, or the U.S.
Government Accountability Office for purposes of a quality review of the audit, to resolve audit findings, or to
carry out oversight responsibilities. We will notify you of any such request. If requested, access to such audit
documentation will be provided under the supervision of Maze & Associates personnel. Furthermore, upon
request, we may provide copies of selected audit documentation to the aforementioned parties. These parties may
intend, or decide, to distribute the copies or information contained therein to others, including other governmental
agencies.
We will retain audit documentation for this engagement for seven years after the report release date pursuant to
state regulations. If we are aware that a federal awarding agency, pass-through entity, or auditee is contesting an
audit finding, we will contact the party(ies) contesting the audit finding for guidance prior to destroying the audit
documentation.
We expect to begin our audit in May of each year and to issue our reports no later than December 31 of each year
(2021 and 2022). Amy Meyer is the engagement partner and is responsible for supervising the engagement and
signing the report or authorizing another individual to sign it.
To ensure that Maze & Associates’ independence is not impaired under the AICPA Code of Professional Conduct,
you agree to inform the engagement partner before entering into any substantive employment discussions with any
of our personnel.
Ver PPC ALG-CL-1.2 2/20
Our fees for these services are billed based on our contract with the City. Our standard hourly rates vary according
to the degree of responsibility involved and the experience level of the personnel assigned to your audit. Our
invoices for these fees will be rendered each month as work progresses and are payable on presentation. In
accordance with our firm policies, work may be suspended if the City’s account becomes thirty days or more
overdue and may not be resumed until the City’s account is paid in full. If we elect to terminate our services for
nonpayment, our engagement will be deemed to have been completed upon written notification of termination,
even if we have not completed our report(s). You will be obligated to compensate us for all time expended and to
reimburse us for all out-of-pocket costs through the date of termination.
These fees are based on anticipated cooperation from City personnel, the completion of schedules and data
requested on our Checklists by City personnel, preparation of audit confirmations we request by City personnel,
location of any documents selected by us for testing, and the assumption that there will be no unexpected increases
in work scope, such as new Single Audit Act major programs, new debt issues, etc., or delays which are beyond
our control, as discussed on the Fees Attachment to this letter. If significant additional time is necessary, we will
discuss it with City management and arrive at a new fee before we incur any additional costs.
We understand you will provide us with basic workspace sufficient to accommodate the audit team assigned to
your audit. We understand the basic workspace will be equipped with a telephone and direct Internet access,
preferably a temporary network outside of your network, a public IP address and a wired connection. We
understand you will also provide us with access to a fax machine and read only access to your general ledger
system.
You may request that we perform additional services not addressed in this engagement letter. If this occurs, we
will communicate with you regarding the scope of the additional services and the estimated fees. We also may
issue a separate engagement letter covering the additional services. In the absence of any other written
communication from us documenting such additional services, or services will continue to be governed by the
terms of this engagement letter.
Government Auditing Standards require that we provide the City with a copy of our most recent external peer
review report and any subsequent peer review reports received during the period of the contract. Our most recent
peer review report accompanies this letter.
We appreciate the opportunity to be of service to the City and believe this letter accurately summarizes the
significant terms of our engagement. If you have any questions, please let us know. If you agree with the terms of
our engagement as described in this letter, please sign the enclosed copy and return the entire copy to us.
Maze & Associates
RESPONSE:
This letter correctly sets forth the understanding of the City.
By: _______________________________________
Title: _______________________________________
Date: _______________________________________
Ver PPC ALG-CL-1.2 2/20
City of South San Francisco Engagement Letter
Fees Attachment
June 30, 2021 and 2022
Our fees for the work described in the attached engagement letter will be as follows for each fiscal year, unless
they are adjusted for one or more of the items below.
Service Total
1) Comprehensive Annual Financial Report $52,900
2) Single Audit (one program) 5,805
3) Transportation Development Act 3,040
4) Measure A Sales Tax Report 1,505
5) Measure W Sales Tax Report 1,505
6) Gann Limit AUP Report 670
7) Annual Report of Financial Transactions 7,000
8) Preparation of the Comprehensive Annual Financial Report 6,860
9) GASB 84, Fiduciary Activities – Additional audit procedures (fiscal year 2021) TBD
10) GASB 87, Leases– Additional audit procedures (fiscal year 2022) TBD
Total $79,285
2021 and 2022 Fees – Our recurring fees are based on our first amendment to the contract dated June 22, 2018,
except for the addition of the Measure W Sales Tax Report that was an added beginning in fiscal year 2020 and
except as noted below:
Implementation of GASB Pronouncements 84, Fiduciary Activities, in fiscal year 2021 and 87, Leases,
in fiscal year 2022 – We will not know the extent of the potential increase in audit scope, if any, until we
have additional conversations with City staff, and for GASB 87 that change in scope could increase (or
even decrease) between now and fiscal year 2022 if the City enters into new lease agreements. Therefore,
once that information is known for each fiscal year, we will provide a cost estimate and addendum to this
engagement letter that will be based upon our standard hourly rates.
Standard Hourly Rates
Partner $325
Manager $205
Supervisory Staff $120
Staff $95
Other (Quality Reviewer): $180
Other (Admin): $80
PDF Copies of Reports – print to PDF copies of the above reports are provided at no charge. These report
copies are high quality, but do not include any bookmarks or hyperlinks and the file sizes may be large,
depending on the length of the report. If you would like a higher quality PDF file with bookmarks and
hyperlinks in the table of contents, we have listed three options below. Please contact us for more information
on the specifics of these options. Please contact us if you would like us to prepare one of the following three
options for your CAFR, or if you’d like a quote for the preparation of a file for another type of report. In
addition, should you decide on one of the following options, please let us know at least a week in advance.
1. WEB PDF CAFR - $785
2. CAMERA READY PDF CAFR - $1,100
3. INDIVIDUAL PDF CAFR PAGES - $210
Ver PPC ALG-CL-1.2 2/20
Additional Services - The above fees are for audit and assurance services described in the accompanying
engagement letter. They do not include fees for assisting with closing the books nor providing other accounting
services. Should the City require assistance beyond audit services we will provide a cost estimate before
proceeding.
Report Finalization - Our fee is based on our understanding that all information and materials necessary to
finalize all our reports will be provided to us before we complete our year-end fieldwork in your offices. In the
case of CAFRs, this includes all the materials and information required to print the CAFR. As in the past, we will
provide final drafts of all our reports before we leave your offices. We will schedule a Final Changes Meeting
with you for a date no more than two weeks after we complete our fieldwork. At that meeting, we will finalize all
reports for printing. After that date, report changes you make and changes required because information was not
received timely will be billed at our normal hourly rates.
Post-Closing Client Adjusting Entries - The first step in our year-end audit is the preparation of financial
statement drafts from your final closing trial balance. That means any entries you make after handing us your
closing trial balance must be handled as audit adjustments, or in extreme cases, by re-inputting the entire trial
balance, even if the amounts are immaterial. If you make such entries and the amounts are in fact immaterial, we
will bill you for the costs of the adjustments or re-input at our normal hourly rates.
Recurring Audit Adjustments - Each year we include the prior year’s adjusting entries as new steps in our
Closing Checklist, so that you can incorporate these entries in your closing. If we are required to continue to make
these same adjustments as part of this year’s audit, we will bill for this service at our normal hourly rates.
CAFR Printing - As a convenience, we can send your CAFR to a printer we use locally. We do not charge for
delivering camera-ready print masters to any printer of your choice and delivering the CAFRs or BFS to you.
However, we will bill you for any additional time spent on the CAFR printing at our normal hourly rates. This
includes changes after the report goes to the printer, obtaining, reviewing and / or delivering printer’s proofs, etc.
We can also help with CAFR design, including covers, tabs, dividers, color choices, bindings, organization charts,
maps, etc. We will estimate these costs for you before proceeding.
Single Audit Act - Additional programs will each cost $5,800, unless there are other factors which add to that
program’s cost; in that case, we will provide a cost estimate before proceeding.
Grant Programs Requiring Separate Audit - Grant programs requiring separate audits represent a significant
increase in work scope, and fees for these audits vary based on the grant requirements. If you wish us to determine
and identify which programs are subject to audit, we will bill you for that time at our normal hourly rates.
Changes in City Personnel - Our experience is that changes and /or reductions in Finance Department staff can
have a pronounced impact on costs of performing the audit. If such changes occur, we will meet with you to assess
their impact and arrive at a new fee before we begin the next phase of our work. However, we reserve the right to
revisit this subject at the conclusion of the audit, based on your actual performance and our actual costs.
Ver PPC ALG-CL-1.2 2/20
City of South San Francisco Engagement Letter
Compilation Attachment
June 30, 2021 and 2022
The services we have been engaged to provide are outlined below.
Prepare and Electronically File the following Reports for the City:
o Annual Report of Financial Transactions for the City
We will prepare and electronically file the Annual Financial Transactions Report(s) for the years ended June 30,
2021 and 2022 in accordance with the requirements of Government Code Section 53891 and the California State
Controller’s Office’s Cities Financial Transactions Report Instructions dated 11/19 and perform a compilation
engagement with respect to the Financial Transactions Report. City staff will provide us with a detailed trial
balance and any supporting general ledger reports or schedules required to prepare the Report(s).
The supplementary information accompanying the Report(s), including the U.S. Bureau of the Census Survey
and any others required by the California State Controller’s Office, will be presented for purposes of additional
analysis. Such supplementary information is the responsibility of management and will not be subject to our
compilation engagement.
Our Responsibilities
The objective of our engagement is to-
1. prepare the Report(s) in accordance with the format prescribed by the California State Controller’s
Office based on information provided by you and is not intended to be a presentation in accordance with
accounting principles generally accepted in the United States of America, and
2. apply accounting and financial reporting expertise to assist you in the presentation of the Report(s)
without undertaking to obtain or provide any assurance that there are no material modifications that
should be made to the Report(s) in order for them to be in accordance with the format prescribed by the
California State Controller’s Office.
We will conduct our compilation engagement in accordance with Statements on Standards for Accounting and
Review Services (SSARS) promulgated by the Accounting and Review Services Committee of the AICPA and
comply with applicable professional standards, including the AICPA's Code of Professional Conduct, and its
ethical principles of integrity, objectivity, professional competence, and due care, when performing the
preparation and electronic filing of the Report(s), and performing the compilation engagement.
We are not required to, and will not, verify the accuracy or completeness of the information you will provide to
us for the engagement or otherwise gather evidence for the purpose of expressing an opinion or a conclusion.
Accordingly, we will not express an opinion, a conclusion, nor provide any assurance on the Report(s).
Our engagement cannot be relied upon to identify or disclose any Report misstatements, including those caused
by fraud or error, or to identify or disclose any wrongdoing within the entity or noncompliance with laws and
regulations.
We, in our sole professional judgment, reserve the right to refuse to perform any procedure or take any action
that could be construed as assuming management responsibilities since taking such action would impair our
independence.
Ver PPC ALG-CL-1.2 2/20
Your Responsibilities
The engagement to be performed is conducted on the basis that you acknowledge and understand that our role is
to prepare the Report(s) in accordance with the format prescribed by the California State Controller’s Office and
assist you in the presentation of the Report(s) in accordance with the format prescribed by the California State
Controller’s Office. You have the following overall responsibilities that are fundamental to our undertaking the
engagement in accordance with SSARS:
1. The selection of the format prescribed by the California State Controller’s Office as the financial
reporting framework to be applied in the preparation of the Report(s).
2. The preparation and fair presentation of the Report(s) in accordance with the format prescribed by the
California State Controller’s Office.
3. The design, implementation, and maintenance of internal control relevant to the preparation and fair
presentation of the Report(s) that are free from material misstatement, whether due to fraud or error.
4. The prevention and detection of fraud.
5. To ensure that the City complies with the laws and regulations applicable to its activities.
6. The accuracy and completeness of the records, documents, explanations, and other information,
including significant judgments, you provide to us for the engagement.
7. To provide us with-
a. access to all information of which you are aware that is relevant to the fair presentation of the
Report(s), such as records, documentation, and other matters.
b. additional information that we may request from you for the purpose of the compilation
engagement.
c. unrestricted access to persons within the entity of whom we determine it necessary to make
inquiries.
You are also responsible for all management decisions and responsibilities and for designating an individual
with suitable skills, knowledge, and experience to oversee our preparation and electronic filing of your
Report(s). You are responsible for evaluating the adequacy and results of the services performed and accepting
responsibility for such services.
Our Report
As part of our engagement, we will issue a report that will state that we did not audit or review the Report(s) and
that, accordingly, we do not express an opinion, a conclusion, or provide any assurance on it(them). There may
be circumstances in which the Report(s) differ from the expected form and content. If, for any reason, we are
unable to complete the compilation of your Report(s), we will not issue a report on such Report(s) as a result of
this engagement.
Our report will disclose that the Report(s) are presented in a prescribed form in accordance with the
requirements of the California State Controller’s Office and are not intended to be a presentation in accordance
with accounting principles generally accepted in the United States of America.
You agree to include our accountant's compilation report in any document containing the Report(s) that
indicates we have performed a compilation engagement on such Report(s) and, prior to inclusion of the report,
to obtain our permission to do so.
Grace Zhang is the engagement partner and is responsible for supervising the compilation portion of the
engagement and signing the report or authorizing another individual to sign it.
Ver PPC ALG-CL-1.2 2/20
Ver PPC ALG-CL-1.2 2/20
City of South San Francisco
Legislation Text
P.O. Box 711 (City Hall, 400
Grand Avenue)
South San Francisco, CA
File #:21-215 Agenda Date:3/24/2021
Version:1 Item #:8a.
Resolution approving a Second Amendment to the Consulting Services Agreement with Maze & Associates
(“Maze”) and authorizing a two-year contract extension for professional audit services for Fiscal Year (“FY”)
2020-21 and FY 2021-22.
WHEREAS,on February 24,2016,the City of South San Francisco (“City”)awarded a three-year Consulting
Services Agreement (“Agreement”)to Maze and Associates (“Consultant”)for independent audit services with
an option to renew for an additional two years; and
WHEREAS,on June 22,2018,the City executed a First Amendment to the Agreement exercising the option to
renew for two fiscal years through the financial audit of FY 2019-20; and
WHEREAS,an additional amendment is required to the agreement with Maze and Associates to add a further
two-year contract extension through the financial audits of FY 2020-21 and FY 2021-22; and
WHEREAS,staff recommends that a Second Amendment be approved for this agreement given Maze’s
continuing ability to perform a quality and detailed audit while remaining committed to accepted government
audit practices, in order to maintain cost and work efficiency for the City.
NOW,THEREFORE,BE IT RESOLVED,by the City Council of the City of South San Francisco that the City
Council hereby approves a Second Amendment to the existing Consulting Services Agreement with Maze and
Associates,attached hereto and incorporated herein as Exhibit A,and authorizes a two-year contract extension
through the financial audits of FY 2020-21 and FY2021-22,with an additional total contract amount of
$158,570.
BE IT FURTHER RESOLVED that the City Manager is hereby authorized to execute Second Amendment in
substantially the same form as Exhibit A and any other related documents on behalf of the City upon timely
submission of Maze and Associates signed contract amendment and all other required documents,subject to
approval as to form by the City Attorney.
BE IT FURTHER RESOLVED that the City Council of the City of South San Francisco authorizes the Finance
Department to establish the Project Budget consistent with the information contained in the accompanying staff
report.
*****
City of South San Francisco Printed on 3/25/2021Page 1 of 1
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SECOND AMENDMENT TO THE AGREEMENT BETWEEN THE CITY OF SOUTH
SAN FRANCISCO AND MAZE AND ASSOCIATES
THIS SECOND AMENDMENT TO THE CONSULTING SERVICES
AGREEMENT is made at South San Francisco, California, as of March 25th by and between THE
CITY OF SOUTH SAN FRANCISCO (“City”), a municipal corporation, and Maze and
Associates (“Contractor”), (sometimes referred together as the “Parties”) who agree as follows:
RECITALS
A. On February 24, 2016, City and Contractor entered that certain Consulting
Services Agreement (“Agreement”) whereby Contractor agreed to provide independent audit
services. A true and correct copy of the Agreement and its exhibits is attached as Exhibit A.
B. The First Amendment to the Agreement was made on June 22, 2018 to exercise
the option to renew independent audit services for two fiscal years. A true and correct copy of
the First Amendment and its exhibits is attached in Exhibit B.
C. City and Contractor now desire to further amend the Agreement.
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
Contractor 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. Section 1: Term. The March 31, 2019 end date for the term of services identified in
Section 1 of the Agreement, later amended to March 31, 2021 in the First
Amendment to the Original Agreement, is hereby replaced with March 31, 2023.
3. Section 2: Compensation. Section 2 of the Agreement shall be amended such that the
City agrees to pay Contractor for services 1-8, as specified in Exhibit C, a sum not to exceed
$554,995, with the understanding that up to $396,425 has already been paid to
Contractor. Any additional audit work required for services 9 and 10, as specified in
Exhibit C, will be billed at the applicable hourly rate following mutual agreement by
both parties.
Contractor 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.
4. Scope of Services. The Scope of services is amended and attached as Exhibit C to this
Amendment.
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.
[SIGNATURES ON THE FOLLOWING PAGE]
Dated:
CITY OF SOUTH SAN FRANCISCO CONTRACTOR
By: By:
City Manager [NAME]
Approved as to Form:
By:
City Attorney
City of South San Francisco
Legislation Text
P.O. Box 711 (City Hall, 400
Grand Avenue)
South San Francisco, CA
File #:21-221 Agenda Date:3/24/2021
Version:1 Item #:9.
Report regarding a resolution amending the proclamation of a local health emergency (adopted pursuant to
Resolution No.35-2020)to extend the Outdoor Dining Pilot Program and provide related authorizations.
(Christopher Espiritu, Senior Planner and Tony Rozzi, Chief Planner)
RECOMMENDATION
Staff recommends that the City Council approve a resolution amending the proclamation of a local health
emergency (adopted pursuant to Resolution No.35-2020)to extend the Outdoor Dining Pilot Program and
provide related authorizations.
BACKGROUND
On July 8,2020,the City Council passed Resolution No.90-2020 amending the proclamation of a local health
emergency to create an Outdoor Dining Pilot Program (Program)throughout the City,with the intent to provide
restaurants with a way to sustain some minimum level of revenue and activity while shelter-in-place regulations
prohibit indoor dining at full capacity.
Subsequently,staff developed an expedited,no-cost permit application process for interested businesses to
participate in the program (Exhibit A to the accompanying resolution).Staff procured water-filled barriers to
accommodate up to 20 businesses and obtained approval from the Parking Place Commission for the waiver of
parking fees in support of the Outdoor Dining Pilot Program.In collaboration with the SSF Chamber of
Commerce, staff conducted outreach to 30 businesses and assisted applicants through the application process.
Since the approval of the Program,staff has completed review of 12 applications from restaurants located in the
Downtown,and 10 locations have been approved for outdoor dining on the public right-of-way;all 10
approved public right-of-way locations began outdoor dining operations shortly thereafter.Additionally,
restaurants located on private property have established their own outdoor dining areas on private parking lots
with guidance from the City.
Based on feedback from participating restaurants,the Chamber of Commerce,and staff’s observations,the
Outdoor Dining Program appears to be successfully performing as intended.Participating downtown
restaurants -Ben Tre,Thai Satay,Amoura,Grand Palace,Izanami,Café 382,Andiamo in Banca,Hing Lung,
and Antigua -indicate that the outdoor dining program has been vital in helping them to maintain some
minimum level of business activity during dire circumstances.In addition,other restaurants outside of
Downtown have been inspired to offer outdoor dining,such as Gunther’s,Fort McKinley’s,47 Hills,and H.L.
Peninsula.
For some restaurant operators,the addition of outdoor dining on the public right-of-way has further
supplemented operations that were only comprised of pick-up/take-out business,while maintaining
conformance with San Mateo County Health Orders and State of California Department of Health Guidance for
customers and employees.
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File #:21-221 Agenda Date:3/24/2021
Version:1 Item #:9.
The initial pilot program approval by the City Council was set to expire in November 2020.On October 14,
2020,Council approved an extension of the pilot program,with permits expiring in March 2021.For context,
San Mateo County,like most counties in the state,entered into a restrictive second shelter-in-place stage in
December 2020,where outdoor dining was prohibited.In January 2021,San Mateo County entered the purple
tier (and later red tier),which allows outdoor dining and some indoor dining.Businesses,especially restaurants,
have recently resumed on-site dining in the last two weeks.Unfortunately,businesses that were approved for
the program in the last six months were only able to operate their outdoor dining areas for less than half of that
time.
Staff is proposing to amend the Outdoor Dining Pilot Program by extending its duration to align with the
Shelter In Place (SIP)restrictions and/or further openings of indoor dining activities when the County can
operate at less restrictive tiers.Specifically,staff proposes to have the Program continue to remain in place as
long as SIP orders and indoor dining restrictions are in place,and would terminate 60 days after the lifting of
SIP orders or when indoor dining fully resumes depending on the County’s operational tiers,whichever occurs
earlier.Staff also proposes that the Council provide authority to the City Manager,acting as Director of
Emergency Services,for renewing permits and issue extensions for individual businesses to allow them to
participate in the Program.To illustrate,this authority would allow the City Manager to renew any permits that
may have previously expired.Finally,staff is also proposing to include additional performance measures (such
as rules regarding previously approved but unused outdoor space),which are included in Exhibit A to the
accompanying resolution.
These proposed amendments to the Outdoor Dining Pilot Program would allow restaurants to continue
operating in approved outdoor dining areas for as long as COVID-19 health restrictions remain in place,and
until such time as local restaurants are allowed to return to normal business operations,and provide rules and
guidance on such operation.In addition,staff is working to amend all conditions of approval and provide the
following clarifications to all participants:
·Process for removing underutilized, or neglected outdoor dining areas;
·Clarify City standards for parklet/platform design and construction; and
·Provide guidance for businesses operating on private property.
FISCAL IMPACT
Extending the outdoor dining program would involve the continued loss of approximately 20 metered parking
spaces,which in turn would result in minor,short-term loses in City parking revenue of approximately $1,460
per month ($73 per space per month).
CONCLUSION
Staff recommends that the City Council approve an amendment to the proclamation of a local health emergency
(adopted pursuant to Resolution No.35-2020)to extend the Outdoor Dining Pilot Program and provide related
authorizations.
City of South San Francisco Printed on 3/19/2021Page 2 of 2
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City of South San Francisco
Legislation Text
P.O. Box 711 (City Hall, 400
Grand Avenue)
South San Francisco, CA
File #:21-222 Agenda Date:3/24/2021
Version:1 Item #:9a.
Resolution amending the proclamation of a local health emergency (adopted pursuant to Resolution No.35-
2020) to extend the Outdoor Dining Pilot Program and provide related authorizations.
WHEREAS,Section 8630,Article 14,of the California Emergency Services Act empowers the City Council to
proclaim the existence or threatened existence of a local emergency when the City of South San Francisco
(“City”) is affected or likely to be affected by a public calamity; and
WHEREAS,Section 2.72.060 of the South San Francisco Municipal Code (“SSFMC”)authorizes the City
Manager,serving as the Director of Emergency Services to proclaim,or to request the City Council to
proclaim, the existence or threatened existence of a local emergency; and
WHEREAS,SSFMC Section 2.72.060 authorizes the director of emergency services to make and issue rules
and regulations on matters reasonably related to the protection of life and property as affected by such
emergency;provided,however,such rules and regulations must be confirmed at the earliest practicable time by
the City Council; and
WHEREAS,on March 11,2020,the City Council passed Resolution No.35-2020 proclaiming a local State of
Emergency related to the Novel Coronavirus 2019 (COVID-19); and
WHEREAS,on March 16,2020,seven health officers within six Bay Area counties,including San Mateo
County (“County”),took a unified step to slow the spread of COVID-19 and preserve critical health care
capacity across the region by issuing a legal order directing their respective residents to shelter at home and
limiting activity,travel and business functions to only the most essential needs for three weeks,beginning
March 17, 2020; and
WHEREAS,on March 19,2020,Governor Gavin Newsom issued a statewide order ordering all individuals
living in the State of California (“State”)to stay home or at their place of residence,except as needed to
maintain continuity of operation of the federal critical infrastructure sectors; and
WHEREAS,on May 13,2020,the City Council passed Resolution No.57-2020 amending and updating the
Emergency Proclamation; and
WHEREAS,San Mateo County and six other Bay Area jurisdictions have been under a Shelter in Place public
health order due to COVID-19 since March 17,2020 and multi-month closure of many of the County’s local
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File #:21-222 Agenda Date:3/24/2021
Version:1 Item #:9a.
businesses is putting a huge financial strain on all industries; and
WHEREAS,on June 17,2020,the San Mateo County Health Officer and the County Health Department
announced revised orders to align with State Health Orders allowing for the continued re-opening of
businesses,provided that gatherings are not to exceed 50 people,allow for social bubbles,adherence to social
distancing requirements,face covering requirements,and requirements for businesses to implement a social
distancing protocol and written health and safety plans; and
WHEREAS,in conjunction with the revised San Mateo County Health Orders,nearly all cities in San Mateo
County have implemented an outdoor dining program; and
WHEREAS,the City has an important governmental interest in maintaining a healthy,active,and thriving
business community and protecting the health, safety, and economic welfare of its citizens and businesses; and
WHEREAS,to protect the health and safety of the City,while fostering the economic wellbeing of the City's
citizens and businesses,the City wishes to assist both essential and non-essential businesses in remaining open,
or re-opening when lawfully permitted to do so pursuant to County and State public health orders; and
WHEREAS,for the City’s business community to survive the challenge presented by the COVID-19 pandemic
and the resulting business closures,the City finds that temporary emergency modifications to existing policies
and regulations are needed to help implement the Program; and
WHEREAS,under the current emergency circumstances,the City finds that it is in the best interests of the
public health,safety and welfare to permit the temporary use of public right-of-way space by restaurants and
businesses,with appropriate conditions to preserve the public safety and necessary public access to those
resources,and finds that City staff should be given broad discretion to modify existing City policies,procedures
and regulations in order to effectively assist the City’s local businesses in their reopening efforts; and
WHEREAS,on July 8,2020,the City Council passed Resolution No.90-2020 amending the proclamation of a
local health emergency to approve the Outdoor Dining Pilot Program,to allow interested restaurants and
businesses to,with review and approval by the City,utilize public right-of-way space,including adjacent
parking spaces, for an expanded dining area; and
WHEREAS,on September 8,2020,the City Manager signed a proclamation amending the outdoor dining pilot
program in the City of South San Francisco to enhance business recovering during COVID-19; and
WHEREAS,the City Manager’s proclamation extended the time limit for businesses to participate in the
Outdoor Dining Pilot Program,as provided in Resolution 90-2020,by 90 days beyond the initial time limit
approved by City Council to allow restaurants and businesses to continue operating in approved outdoor dining
and activity areas; and
WHEREAS,the City Manager’s proclamation expanded the Outdoor Dining Pilot program to include Personal
Services,as defined in SSFMC Title 20,Chapter 20.620,which includes barber and beauty shops,seamstresses,
tailors,dry cleaning agents (excluding large-scale bulk cleaning plants),shoe repair shops,self-service
laundries,video rental stores,photocopying and photo finishing services,and travel agencies mainly intended
for the consumer,but only to the extent these services are permitted to operate under County and State public
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File #:21-222 Agenda Date:3/24/2021
Version:1 Item #:9a.
health orders; and
WHEREAS,the authority vested in the City Manager in Resolution No.90-2020,to implement the Outdoor
Dining Pilot Program,was also extended to implement the inclusion of Personal Services in the Outdoor
Dining Pilot Program; and
WHEREAS,the City Council ratified the City Manager’s proclamation on October 14,2020,via Resolution
No. 130-2020; and
WHEREAS,in the interest of public health and safety,as affected by the emergency caused by the spread of
COVID-19,the City Council desires to continue extending the Outdoor Dining Pilot Program and provide other
related authorizations to protect life, property and civil order.
NOW,THEREFORE,BE IT RESOLVED,that the City Council of the City of South San Francisco,based on
the foregoing recitals that shall constitute findings in this resolution,do hereby declare that the further
amendments to the proclamation of a local emergency,adopted by Resolution 35-2020 relating to the Outdoor
Dining Pilot Program, are necessary to protect life, property and civil order, and order the following:
1.The above recitals are true and correct and incorporated herein by this reference.
2.The time limit for businesses to participate in the Outdoor Dining Pilot Program,as provided in
Resolution No.90-2020 and its exhibits,and as extended by Resolution No.130-2020,is hereby
extended to continue until 60 days after the date Shelter In Place restrictions are lifted through San
Mateo County Health Orders,or 60 days after the date indoor dining fully resumes upon the State of
California Department of Public Health determines that the County can operate at less restrictive tiers
(yellow or minimal risk of exposure, or better), whichever occurs earlier.
3.All authority vested in the City Manager by City Council in Resolution No.90-2020,to implement the
Outdoor Dining Pilot Program,shall also apply to implement extension of the time limits for businesses
participating in the Outdoor Dining Pilot Program,including but not limited to renewal of any expiring
or expired permits for the Program.
4.The amended Outdoor Dining Pilot Program application and operational requirements in Exhibit A are
hereby approved.
BE IT FURTHER RESOLVED that this Resolution shall become effective immediately upon its adoption.
*****
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1.Use of the on-street parking spaces shall be limited to the striped dimensions of the parking stall areas and
shall not encroach into the through travel lane.
2.Restaurants using these areas will need to provide their own furniture for use of by the patrons and will be
responsible for securing their furniture when not in use.
3.Outdoor Dining areas at corners cannot extend beyond the space occupied by a standard parked car.
4.Do not eliminate or obstruct existing, on-street disabled parking.
5.Allow adequate spacing next to remaining parking stalls for opening of vehicle doors.
6.Restaurants may expand their space to include areas fronting adjacent storefronts if they get a signed letter
granting permission from the owner of the adjacent storefront.
7.This Permit does not allow for placing tables and chairs on the sidewalks. Consult with the
Planning Department regarding the use on sidewalks.
Temporary Outdoor Dining Program
3. Layout of Outdoor Dining Areas
1. Arrangements for outdoor dining must be worked out with the property owner for each location. The City
would not be a party to discussions or arrangements concerning the leasing or use of outdoor space on
private property.
2. The following specific conditions apply to these areas:
a.Restaurants must have the permission of the property owner in order to use the parking space areas.
b.The parking lots must still comply with all ADA standards, including ADA paths of travel and adequate
provision of handicapped parking spaces pursuant to California Building Code Section 11B.
c.Restaurants that are providing alcohol service must meet all requirements of the Alcoholic Beverage
Control Board and any other federal, state, or local laws and regulations governing the sale and
consumption of alcoholic beverages.
d.Maintain access to emergency utilities such as fire hydrants, fire hose connections for sprinkler systems,
and entrances and exits of all buildings shall not be obstructed at any time by barriers or seating.
e.Consideration should be given to maintaining adequate parking supply on-site to prevent spillover parking
in adjacent residential areas.
f.Driveway entrances and exits shall always remain unobstructed.
g.Temporary outdoor lighting in compliance with California Green Building Code Light Pollution standards is
allowed. Lighting shall be turned off whenever the restaurant is closed and/or the outdoor dining area is
not in use.
h.All items installed to support outdoor dining shall be temporary in nature and removed at such the time
the City so orders. Upon removal of these items, the site shall be restored to its previous condition within
48 hours.
i.Restaurant patrons shall have access to the restroom(s) affiliated with the subject restaurant.
Outdoor Dining On Private Property
Outdoor Dining On-Street Parking Spaces
RESTAURANTS MUST ADHERE TO SOCIAL DISTANCING PROTOCOLS PER SAN MATEO COUNTY ORDER NO. C19-5F.
1.When applying for a Permit, provide proof of liability insurance and indemnification of
the City as well as a diagram showing placement of tables and chairs.
2.Restaurants that want to place tables and chairs in front of adjacent storefronts will
need the permission of the property and business owner.
3.If a restaurant wishes to serve alcoholic beverages as part of outdoor dining, a permit
is required from the California Department of Alcoholic Beverage Control (https://
www.abc.ca.gov/).
4.Restaurants are responsible for providing, setting up and taking down tables and
chairs on sidewalks or parking spaces.
5.Only tables and chairs are allowed in the designated areas for dining.
6.Restaurants must keep dining areas clean and adhere to Social Distancing Protocols
per San Mateo County Order No. c19-5F.
1. Applications & Submittals
1. Applicants must file a Temporary Outdoor Dining Permit for review by the City.
a. The City reserves the right to determine on a case-by-case basis the suitability and appropriateness of the
public property (sidewalk or parking area) requested by the restaurant for outdoor dining.
b. Available right-of-way or parking spaces to be used for outdoor dining shall be identified based on the
availability of the space fronting the business and may not include areas fronting adjacent businesses
without consent
c. Encroachment Permit Fees $325 (per Adopted Master Fee Schedule 2019-2020) may be waived to reduce
cost-associated barriers for business/restaurant participation.
2. Participation in the Temporary Outdoor Dining Program is limited to 45 days, with the option to
review and extend for another 45 days, but no more than 90 days total.
3. Applicants must comply with San Mateo County Outdoor Dining Safety Requirements, including on-site posting
of health information for employees and patrons.
4. Supplemental Information required by the San Mateo County Health Department must be submitted to the
City.
5. Restaurants/businesses that serve alcohol may continue to serve alcohol in the outdoor dining
area, as long as specific requirements are met:
a. An applicant/operator with a current Alcohol and Beverage (ABC) license and approval may only serve
alcohol within an approved area as reviewed by ABC.
b. In the event that ABC requires layout modifications to the approved, the applicant shall submit revised
layout to the City for review and approval.
c. The applicant/operator is responsible for obtaining and conforming to ABC requirements and file any other
necessary applications to continue serving alcohol.
d. A copy of the current ABC license shall be submitted to the City. In order to retain the Temporary Outdoor
Dining Permit and serve in the sidewalk café area, the operator shall maintain the license.
6. Restaurants operate at their own risk and shall defend and indemnify the City for all activity that
occurs in the outdoor dining area.
a.Applicants must identify the City of South San Francisco as an additional insured party and provide a copy
of the insurance certificate.
b.As required by the City’s Temporary Outdoor Dining Permit, applicants shall procure and maintain during
the term of the Permit the following policies of insurance:
i)Workers Compensation and Employers’ Liability Insurance in the statutory coverage.
ii)Commercial General Liability Insurance: In an amount not less than ONE MILLION DOLLARS
($1,000,000)
NO PERMIT SHALL BE ISSUED UNLESS PROOF OF ADEQUATE INSURANCE, AS DETERMINED BY THE CITY, IS PROVIDED BY THE RESTAURANT.
2. Operations & Maintenance
1.Hours of operation for outdoor dining uses shall not exceed the normal hours of operation for the
corresponding restaurant or business for which the outdoor use is granted.
2.Furniture used for outdoor dining shall not be secured to lampposts, streetlights, trees or any other public
street furniture.
3.All approved furniture used for outdoor dining shall be properly maintained and cleaned regularly and be
placed to allow pedestrians to move safely in the sidewalk at all times.
4.The applicant/operator shall comply with all applicable Fire and Building codes at all times.
5. Maintain ADA required access and clearances at all times:
a.Other cities provided specialized benches and/or tables where one side can be used by people in
wheelchairs or mobility devices and ADA required table heights are maintained.
b.The applicant/operator shall ensure safety and stability of all equipment used for outdoor dining.
c.Temporary fixtures such as tables, seating, umbrellas, heating lamps, planters, platforms or flooring to
achieve ADA compliance, and any approved physical barriers to mark the seating area are the only items
permitted in the public right-of-way.
6. The applicant/operator shall be responsible for the proper maintenance of the outdoor dining
area at all times, including properly disposing of all trash generated by the operation.
a.The applicant/operator shall be held responsible for emptying and cleaning all trash receptacles within the
operating area.
For information about the Outdoor Dining Program, contact the Planning Division at
(650) 829-6620 or SSFplanning@ssf.net
For Information about the Outdoor Dining Program, contact the Planning Division at
(650) 829-6620 or SSFplanning@ssf.net
TABLES, HEATERS, UMBRELLAS, AND PERSONAL BELONGINGS CANNOT ENCROACH INTO THE TRAFFIC OR PEDESTRIAN LANES (SIDEWALKS)
CITY OF SOUTH SAN FRANCISCO
ENGINEERING DIVISION
315 MAPLE AVENUE, SOUTH SAN FRANCISCO, CA 94080
Temporary Outdoor Dining Permit Form (Revised 3/2021) Page 1 of 4
TEMPORARY OUTDOOR DINING PERMIT
ADDRESS: RESTAURANT / STORE NAME:
NAME OF OWNER ADDRESS CITY, STATE, ZIP TELEPHONE
___________________________________
E-MAIL
NAME OF BUSINESS OPERATOR SSF BUSINESS LICENSE # TELEPHONE
___________________________________
E-MAIL
APPLICATION SUBMISSION CHECKLIST (Confirmed by Planning)
1. Applicant has reviewed and accepted the Permit Conditions on the following pages. ☐ YES ☐ NO
2. Applicant has a current business license in the City of South San Francisco ☐ YES ☐ NO
3. Review and comply with the San Mateo County Outdoor Dining Safety Requirements ☐ YES ☐ NO
4. Provide Site Plan showing the Outdoor Dining Area layout and clear 5 -ft sidewalk path ☐ YES ☐ NO
5. Provide furniture descriptions and photographs of examples (anything in the Public righ t-of-way). ☐ YES ☐ NO
6. Provide maintenance plan for: trash cleanup of area, additional trash receptacles, and/or furniture. ☐ YES ☐ NO
7. Provide Certificate of Insurance that meets the requirements of Condition 15 on the following pages. ☐ YES ☐ NO
8. If alcohol will be served in the Outdoor Dining Area,
a. Submit a current copy of Business’s ABC License ☐ YES ☐ NO ☐ N/A
b. Copy of revised layout modification submitted to ABC ☐ YES ☐ NO ☐ N/A
9. If Outdoor Dining Area is proposed to extend beyond the current storefront,
a. Submit an approval letter from the neighboring property owner of that frontage. ☐ YES ☐ NO ☐ N/A
b. Submit an approval letter from the neighboring business operator of that frontage. ☐ YES ☐ NO ☐ N/A
PLEASE SEE ATTACHED PAGES FOR PERMIT CONDITIONS
I hereby acknowledge that I have read the permit and the attached conditions, that the information given by me is correct, th at I am the owner or
the duly authorized agent of the owner to act and consent on their behalf, and that I agree to comply with the attached condi tions and all
applicable provisions of state laws, city ordinances, and the rules of any governmental agency invol ved.
SIGNATURE OF APPLICANT (OWNER OR AUTHORIZED AGENT) TITLE D ATE
DO NOT WRITE BELOW THIS LINE – FOR USE BY CITY STAFF
1 APPROVED by Planning Division:
DATE:
2 APPROVED by Engineering Division:
DATE:
PERMIT NO:
Rev 3/1/2021
FOR INSPECTIONS
Public Works (650) 829-6656
24 HR in Advance
CITY OF SOUTH SAN FRANCISCO
ENGINEERING DIVISION
315 MAPLE AVENUE, SOUTH SAN FRANCISCO, CA 94080
Temporary Outdoor Dining Permit Form (Revised 3/2021) Page 2 of 4
TEMPORARY OUTDOOR DINING PERMIT
ADDRESS: PERMIT NO.:
This City of South San Francisco (“City”) Temporary Outdoor Dining Permit (“Permit”) is issued in accordance with Title 13 of
the South San Francisco Municipal Code. Permittees and their agents are granted permission to enter the public right-of-way to
perform work as described in the issued permit subject to these Standard Conditions and any additional Special Conditions.
Permittees agree that any work performed under this Permit constitutes acceptance of the Standard Conditions and Special
Conditions of this permit.
# STANDARD CONDITIONS
1
Purpose: Permittee certifies that it has the legal authority to occupy and use the public right-of-way for the purpose stated in the
application. This nonexclusive and temporary Permit is limited to the purpose stated in the application. Any installation, maintenance, or
operation of facilities in the public right-of-way requires the Permittee/Owner to execute an Encroachment and Maintenance Agreement or
a similar form of agreement with the City. Neither this Permit nor any work done by Permittee shall create a vested right of Permittee to
occupy or utilize the public right-of-way. If any prior encroachment permit conflicts with the proposed work, Permittee shall arrange for
any necessary removal or relocation with the prior permittee if willing at no expense to the City.
2
COVID-19 Safety Compliance: Permittee shall comply with the June 17, 2020 Order of the Health Officer of the County of San Mateo
directing all individuals in the County to limit gatherings to not exceed 50 people, allow social bubbles, ad here to social distancing
requirements, face covering requirements, and requiring business to implement a social distancing protocol and written health and safety
plan (“Shelter-in-Place Order) and any subsequent Health Order issued by the Health Officer of the County (“Subsequent Order”).
Permittee shall comply with the following:
a. Statewide Industry-Specific Guidance, available at https://covid19.ca.gov/industry-guidance, and any subsequent updates;
b. San Mateo County COVID-19 Requirements and Industry-Specific Guidance available at https://www.smchealth.org/post/covid-19-
requirements-resources; and/or
c. Any applicable subsequent updates or guidelines issued by the Health Officer of San Mateo County.
3 Boundary Limits: This Permit is limited to the “Outdoor Dining Area” defined as public right-of-way described in the application site
plan that will be occupied.
4
Term: The term of this Permit is limited to 45 days. Additional 45 day extensions may be granted upon request by Permittee and approval
from the Planning, Building, and Engineering divisions. The Permit total duration is limited to a maximum of 90 days. Upon revocation or
expiration of this Permit, Permittee shall suspend all activity within the Outdoor Dining Area and shall be responsible for t he repair of any
damage to City property caused by Permittee, as directed by City.
5 Fees: As approved by the City Council, the permit fees for this permit are waived. All other expenses unrelated to permit review,
inspection, and modifications to barriers shall be at the sole expense of Permittee.
6 Business License: Permittee and/or contractor shall maintain a current business license in the City of South San Francisco as applicable.
7 Operation: Hours of operation for outdoor dining uses shall not exceed the normal hours of operation for the corresponding business.
8 Sidewalk Clearance: A minimum clear width of five (5) feet of sidewalk shall be maintained at all times for safe passage across the
property frontage.
9 ADA Access: Permittee shall be responsible for complying and maintaining ADA accessibility to and from the Outdoor Dining Area.
10 Furniture: Permittee shall be responsible for providing, maintaining, and removing any outdoor furniture used by the Outdoor Dining
Area. All dining furniture shall be removed from the public right -of-way outside of business hours.
11 Trash: Permittee shall be responsible for providing and emptying additional trash receptacles and cleaning any trash generated by the
CITY OF SOUTH SAN FRANCISCO
ENGINEERING DIVISION
315 MAPLE AVENUE, SOUTH SAN FRANCISCO, CA 94080
Temporary Outdoor Dining Permit Form (Revised 3/2021) Page 3 of 4
TEMPORARY OUTDOOR DINING PERMIT
ADDRESS: PERMIT NO.:
This City of South San Francisco (“City”) Temporary Outdoor Dining Permit (“Permit”) is issued in accordance with Title 13 of
the South San Francisco Municipal Code. Permittees and their agents are granted permission to enter the public right-of-way to
perform work as described in the issued permit subject to these Standard Conditions and any additional Special Conditions.
Permittees agree that any work performed under this Permit constitutes acceptance of the Standard Conditions and Special
Conditions of this permit.
# STANDARD CONDITIONS
Outdoor Dining Area for the duration of the Permit.
12
Inspection: All work is subject to the City’s monitoring, inspection, and approval. Permittee shall call the Building Inspector to schedule
inspection of ADA accessibility (if applicable). Upon removal of the Outdoor Dining Area, Permittee shall call the Public Works Inspector
to schedule inspection to confirm the area is clear and no damage to public property has occurred.
Inspection scheduling requires a minimum of 24-hours’ notice before required inspection time.
13
Restoration and Completion of Work:
Upon expiration or revocation of this Permit, Permittee shall be responsible for removing all furniture, trash receptacles, a nd other
facilities related to the Outdoor Dining Area with the exception of the City provided water barriers. Any damage to the public right-of-way
within the Outdoor Dining Area caused by the use of the Outdoor Dining Area shall be restored by the Permittee.
a. Upon completion of the work, Permittee shall request that the City conduct a final inspection by scheduling with the Public Works
Inspector at least 24-hrs prior to requested inspection time.
b. If the work is not completed within the time required or not acceptable to City staff, then the Public Works Director or their designee
shall notify Permittee in writing. Within forty-eight (48) hours of such notice, Permittee shall restore the public right-of-way in
conformance with the City Standards Details and Specification and this Permit’s conditions and remedy all deficiencies including
subsurface material or pavement depressions, breaking, or other failures. If the Permittee fails to do the restoration after such notice,
then the City may undertake such work at the expense of the Permittee. The City’s determina tion of the cost of the work perform shall
be final.
c. If Permittee fails to compensate the City for the restoration work undertaken pursuant to 12(c) above within five (5) busines s days of
notification, then the City shall have the right to take whatever actions are necessary to recover its damages, costs, and expenses
including but not limited to withholding the amount due with payment made from the performance deposit or any remaining
administrative or inspection fee amount or commencing an action against the bond.
d. Any repair or restoration work undertaken by the City pursuant to 12(c) above shall not relieve Permittee in any manner from liability
at the site of the repair or restoration including but not limited to future failures.
e. The City may undertake any restoration or repair work that has been left incomplete or performed inadequately by Permittee at
Permittee’s cost without notification to Permittee if the City has determined that there has been a violation of any conditio n of the
permit; that an excavation constitutes a hazardous situation, public nuisance, public emergency or threat to public health, safety, or
welfare, or it is in the City’s best interest.
14
Release and Indemnification:
Permittee hereby releases the City from any liability, claims, damages or any obligations relating to any bodily injury, sickness, disease, or
death of any person or damages to any property or any person arising out of work performed by Permittee, its contractors, or
subcontractors in performance of this Permit. P ermittee agrees to indemnify, defend, and hold harmless City and its officers, agents,
volunteers, and employees from any and all actions, claims, and liability for any loss or damage, including but not limited t o, bodily
injuring, sickness, disease, or death of any person or damage to any property, tangible or intangible, arising out of work performed by
Permittee, its contractors, or subcontractors in performance of this Permit or the entry upon the Property. This release and indemnification
shall survive termination of this Permit.
CITY OF SOUTH SAN FRANCISCO
ENGINEERING DIVISION
315 MAPLE AVENUE, SOUTH SAN FRANCISCO, CA 94080
Temporary Outdoor Dining Permit Form (Revised 3/2021) Page 4 of 4
TEMPORARY OUTDOOR DINING PERMIT
ADDRESS: PERMIT NO.:
This City of South San Francisco (“City”) Temporary Outdoor Dining Permit (“Permit”) is issued in accordance with Title 13 of
the South San Francisco Municipal Code. Permittees and their agents are granted permission to enter the public right-of-way to
perform work as described in the issued permit subject to these Standard Conditions and any additional Special Conditions.
Permittees agree that any work performed under this Permit constitutes acceptance of the Standard Conditions and Special
Conditions of this permit.
# STANDARD CONDITIONS
15
Insurance:
Permittee shall procure and maintain during the term of this Permit the following policies of insurance:
a. Worker’s Compensation and Employers’ Liability Insurance in the statutory coverage. Permittee certifies that it is aware of t he
provisions of Section 3700 of the California Labor Code which requires every employer to be insured against liability for Wor ker’s
Compensation or to undertake self-insurance in accordance with the provisions of the Code, and it will comply with such provisions
before commencing the performance of the work pursuant to this Permit.
b. Commercial General Liability Insurance: In an amount not less than ONE MILLION DOLLARS ($1,000,000) for injuries including,
but not limited to, death to any one person and subject to the same limit for each person; in an amount not less than TWO MIL LION
DOLLARS ($2,000,000) combined single limit per occurrence for bodily injury, personal injury and property damage.
c. The insurance required by this Permit shall be in an aggregate amount of not less than Two Million Dollars ($2,000,000) and s hall be
extended to include as additional insureds the City of South San Francisco, its elective and appointive boards, officers, a gents,
employees and volunteers, with respect to operations performed by the Permittee as described herein. Evidence of the insuran ce
described above shall be provided to City upon issuance of this Permit. The policy of insurance shall also contain a prov ision
indicating that such insurance shall not be reduced or canceled except upon thirty (30) days written notice to City.
d. At the City’s sole discretion, the City’s Risk Manager may modify or waive these requirements on a case -by-case basis.
16 Assignment: Permittee shall not assign or otherwise transfer any rights under this Permit, and any purported assignment or transfer shall
automatically revoke this Permit.
17
No Dedication; Possessory Interest Tax: Nothing contained in this Permit shall be deemed a gift or dedication of any portion of the
Property to or for the general public or for any public purpose whatsoever. This permit shall not be construed to grant any r eal property
interest or other rights to Permittee in the Property. However, if it is deemed that this Permit creates an interest subject to the possessory
interest tax, then Permittee is responsible for paying such tax.
18 No Waiver: No waiver of any default or breach of any condition or term of this Permit shall be implied from any omission to take action
on account of such default or breach.
19
No Precedent Established: This Permit is issued with the understanding that any particular action is not to be considered as establishing
any precedent, including as precedent for the expediency, utility, or authority of any kind of encroachment. This Permit and any assoc iated
Improvement Agreement or Encroachment and Maintenance Agreement constitute the entire agreement between the City and Permittee
pertaining to entry and work upon the Property.
20
Underutilized or Unused Outdoor Activity Areas: For areas of the public right-of-way that have been approved for outdoor dining (or
other approved uses), but are not being used for those daily activities, the following actions shall be completed by the City:
a. Permit holder shall be notified of the improper usage of the public right-of-way, including failure to set furniture for dining (if
approved for outdoor dining), and an observation period of 30 days shall commence.
b. If after 30 days, the outdoor area remains underutilized, the City shall remove all barriers and fencing installed at the site.
c. A Code Enforcement Case shall be opened to remove any built platforms and the space shall be reverted back to active parking
spaces, and any physical changes to the sidewalk or buildings shall be restored to original condition at the cost of the Permittee.
Temporary Outdoor Dining Area
Application Checklist
Required Submittals:
☐ Temporary Outdoor Dining Permit Application (completed and signed)
☐ Copy of Current South San Francisco Business License
☐ Insurance Certificate (See Permit Application Standard Condition #15 and Attached Sample)
☐ Site Plan (must show 5’0” clearance path on sidewalk at all times)
☐ Platform Details (must show 18” min drainage path located parallel to existing curb)
☐ Proposed Outdoor Dining Layout (drawing of dining area with furniture or other elements)
☐ List or Photographs of Furniture (every object to be placed in the right-of-way)
☐ Maintenance Plan (must include locations of additional trash receptacles and schedule of
proper disposal of all trash generated by the operation)
If alcohol will be served in the Outdoor Dining Area, the applicant/operator must:
☐ Submit current copy of ABC License
☐ Copy of revised layout modification submitted to ABC
If Outdoor Dining Area is proposed to extend beyond the Applicant’s storefront,
applicant/operator must:
☐ Submit a letter indicating permission to use the right-of way from the property owner of the
neighboring building.
☐ Submit a letter indicating permission from the neighboring business operator.
List of Furniture or Equipment for Outdoor Dining
The following shall be used for the proposed Outdoor Dining at ________________________
☐ Tables
☐ Chairs
☐ Heaters/Heating Equipment
☐ Additional trash receptacles
☐ Planters
☐ Temporary Flooring
☐ Other Items (List below)
________________________________________________________________
________________________________________________________________
________________________________________________________________
________________________________________________________________
________________________________________________________________
________________________________________________________________
________________________________________________________________
Outdoor Dining Maintenance Plan
The following provides specific maintenance and cleaning protocols that the applicant or operator
of the temporary outdoor dining at ______________________ is required to implement, in
compliance with the City of South San Francisco’s Guidance for Temporary Outdoor Dining
during COVID-19, current San Mateo County Health Department Orders, and other COVID-19
guidance for outdoor dining.
• The applicant/operator shall regularly clean and maintain all approved furniture used for
outdoor dining regularly and be placed to allow pedestrians to move safely in the sidewalk
at all times.
• The applicant/operator shall be responsible for the proper maintenance of the outdoor
dining area at all times, including properly disposing of all trash generated by the operation.
• The applicant/operator shall be held responsible for emptying and cleaning all trash
receptacles within the operating area.
Cleaning and Disinfecting Protocols
• Perform thorough cleaning in high traffic areas.
• Frequently disinfect commonly used surfaces and surfaces touched by patrons.
• Clean touchable surfaces between shifts or between users, whichever is more frequent.
• Equip spaces such as dining and tasting rooms, bar areas, host stands, and kitchens with
proper sanitation products, including hand sanitizer and sanitizing wipes and ensure
availability.
• Ensure that sanitary facilities stay operational and stocked at all times.
• Provide time for workers to implement cleaning practices during shifts and consider
third-party cleaning companies.
• Remove dirty linens from dining tables from dining areas in sealed bags.
• Thoroughly clean each customer dining location after each use.
• Provide hand sanitizer at guest and employee entrances and contact areas.
I hereby acknowledge that I have read the above guidance and that I agree to comply with the Maintenance Plan and
all applicable provisions of state laws, city ordinances, and the rules of any governmental agency involved .
SIGNATURE OF APPLICANT (OWNER OR AUTHORIZED AGENT) TITLE DATE
City of South San Francisco
Legislation Text
P.O. Box 711 (City Hall, 400
Grand Avenue)
South San Francisco, CA
File #:21-225 Agenda Date:3/24/2021
Version:1 Item #:10.
Report regarding an ordinance adopting Chapter 10.58 of the Municipal Code to require the safe storage of
firearms in a residence. (Scott Campbell, Police Captain)
RECOMMENDATION
It is recommended that the City Council waive reading and adopt an ordinance adding Chapter 10.58 of
the Municipal Code to require the safe storage of firearms in a residence.
BACKGROUND/DISCUSSION
On March 10, 2021, the City Council introduced an ordinance adding Chapter 10.58 to the South San Francisco
Municipal Code to establish regulations relating to the safe storage of firearms in a residence. In considering
the ordinance, Council directed that a violation of Chapter 10.58 will not be treated as a misdemeanor, a first
violation will result in a warning, a second violation would result in a civil penalty of $100, with increasing
fines for each subsequent violation. City Council also directed that if the City establishes a free trigger lock
program, the City will provide a trigger lock with the warning for a first violation. These changes have been
incorporated into the ordinance under sections 10.58.030, 10.58.040, and 10.58.050.
The City Council voted to introduce this ordinance, as amended, which now requires a second reading.
(Introduced on 3/10/21, Vote 5-0)
These changes have been incorporated and the Ordinance is now ready for adoption.
CONCLUSION
This ordinance is ready for adoption.
City of South San Francisco Printed on 3/19/2021Page 1 of 1
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City of South San Francisco
Legislation Text
P.O. Box 711 (City Hall, 400
Grand Avenue)
South San Francisco, CA
File #:21-226 Agenda Date:3/24/2021
Version:1 Item #:10a.
Ordinance adopting Chapter 10.58 of the Municipal Code to require the safe storage of firearms in a residence
WHEREAS,having a loaded or unlocked gun in the home is associated with an increased risk of gun-related
injury and death; and
WHEREAS,according to a 2008 report published in the New England Journal of Medicine,living in a home
where guns are kept increased an individual’s risk of death by homicide by between 40% and 170%; and
WHEREAS,a 2004 national study determined that the presence of guns in the home increased an individual’s
risk of death by homicide by 90%; and
WHEREAS, firearm injuries have a significant public health impact; and
WHEREAS,according to a 2015 study,researchers conservatively estimate that gun violence costs the
American economy at least $229 billion every year,including $8.6 billion in direct expenses such as those for
emergency and medical care; and
WHEREAS,in California,the direct costs of hospital use for firearm assault injuries alone was estimated at
$87.4 million in 2010, and 65% of these costs were borne by taxpayers; and
WHEREAS,children are particularly at risk of injury and death from firearms when firearms are not safely
secured in their own homes or in homes they visit,and according to national data,children and young adults
(24 years of age and under) constitute 38% of all firearm deaths and non-fatal injuries; and
WHEREAS,more than 75%of guns used in suicide attempts and unintentional injuries of children and young
adults (0-19 year of age) were stored in the residence of the victim, a relative, or a friend; and
WHEREAS,89%of accidental shooting deaths among children occur in the home,and most of these deaths
occur when children are playing with an unsecured loaded gun in
their parents’ absence; and
WHEREAS,applying trigger locks or using lock boxes when storing firearms in the home reduces the risk of
firearm injury and death; and
WHEREAS,keeping a firearm locked when it is not being carried ensures that it cannot be accessed and used
by others without the owner's knowledge or permission,and this simple measure significantly decreases the
risk that the gun will be used to commit suicide,homicide,or inflict injury,whether intentionally or
unintentionally; and
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File #:21-226 Agenda Date:3/24/2021
Version:1 Item #:10a.
WHEREAS,safe storage measures have a demonstrated protective effect in homes with children and teenagers
where guns are stored; and
WHEREAS, more local community action is needed to prevent gun violence; and
WHEREAS, in San Mateo County, there have been 301 gun-related deaths over the past 10 years; and
WHEREAS,according to data collected in 2018 by the Citizens for a San Mateo County Gun Buy Back from
participants at two separate gun buy back events,a majority of respondents reported “hiding [the gun]in a
discrete location”and/or “keeping it unloaded”as a safety measure,even though these methods are not
generally considered safe storage.A large number of respondents (27%in May 2018 and 60%in December
2018)reported that they surrendered the firearms for “safety reasons,”and nearly half of respondents indicated
that they did not know how to properly store an inherited firearm; and
WHEREAS,safe storage ordinances are in effect in at least 14 California municipalities,including Belvedere,
Berkeley,Los Angeles,Moraga,Morgan Hill,Oakland,Orinda,Palm Springs,San Francisco,San Jose,Santa
Cruz, Sunnyvale, Saratoga, and Tiburon; and
WHEREAS,the County of San Mateo Board of Supervisors recently adopted an ordinance adding chapter 3.54
of the San Mateo County Ordinance Code to require the safe storage of firearms; and
WHEREAS,the City Council wishes to adopt South San Francisco Municipal Code Chapter 10.58 to provide
specific requirements for safe storage of firearms in a residence.
NOW,THEREFORE,THE CITY COUNCIL OF THE CITY OF SOUTH SAN FRANCISCO DOES HEREBY
ORDAIN AS FOLLOWS.
SECTION 1.Findings
The City Council finds that the foregoing recitals are true and correct and are incorporated into the Ordinance
by this reference.
SECTION 2.Adoption of Title 10, Chapter 58
The City Council hereby adopts Chapter 10.58 (“Firearm Safe Storage”) of Title 10 of the South San Francisco
Municipal Code to read as follows:
Chapter 10.58 FIREARM SAFE STORAGE
10.58.010 Findings and Purpose.
10.58.020 Definitions.
10.58.030 Safe storage of firearms in a residence required.
10.58.040 Penalty.
10.58.050 Amount of Civil Penalties.
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File #:21-226 Agenda Date:3/24/2021
Version:1 Item #:10a.
10.58.010 Findings and Purpose.
The city council finds and determines that:
1.Firearm injuries have a significant public health impact; and
2.Keeping a firearm locked when it is not being carried ensures that it cannot be accessed and used by
others without the owner's knowledge or permission, and this simple measure significantly decreases
the risk that the firearm will be used to commit suicide, homicide, or inflict injury, whether intentionally
or unintentionally.
The purpose of this chapter is to require the safe storage of firearms in a residence.
10.58.020 Definitions.
a)“Firearm” means a firearm as defined in California Penal Code, Section 16520.
b)“Locked Container”means a Locked Container,as defined in California Penal Code,Section 16850,
listed on the California Department of Justice Bureau of Firearms roster of approved firearm safety
devices.For purposes of this chapter,a Locked Container does not include a bag or other container
made of fabric or other penetrable material, such as a regular purse, backpack, or gym bag.
c)“Residence”means any structure intended or used for human habitation,including but not limited to
houses,condominiums,rooms,accessory dwelling units,motels,hotels,single room occupancy units,
time shares, recreational vehicles, and other vehicles where human habitation occurs.
d)“Trigger lock”means a trigger lock that is listed on the California Department of Justice's roster of
approved firearms safety devices and that is identified as appropriate for that firearm by reference to
either the manufacturer and model of the firearm or to the physical characteristics of the firearm that
match those listed on the roster for use with the device under Penal Code section 23635.
10.58.030 Safe Storage of firearms in a residence required.
a)Except when carried on the person,no person shall keep a Firearm in any Residence unless the Firearm
is stored in a Locked Container or is disabled with a Trigger Lock.
b)To encourage reporting of lost or stolen Firearms,a person who complies with California Penal Code
section 25250 by reporting the loss or theft of a Firearm they own or possess to a local law enforcement
agency within five days from the time they knew or reasonably should have known the Firearm had
been lost or stolen shall not be subject to a civil penalty for violation of subsection (a).
10.58.040 Penalty.
A violation of this section shall be subject to enforcement through civil penalties, as provided herein.
a)Civil Penalties. The city may pursue any civil remedies available under the law.
b)Separate Offense.Each violation shall be deemed a distinct and separate offense.Payment of a penalty
shall not excuse or discharge any continuation or repeated occurrence of a violation.
10.58.050 Amount of Civil Penalties
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File #:21-226 Agenda Date:3/24/2021
Version:1 Item #:10a.
The amount of a penalty imposed for any violation of this Chapter shall be a warning for a first violation,
$100.00 for a second violation within twelve (12)months,$200 for a third violation within twelve (12)months,
and $500.00 for fourth and additional violations within twelve (12)months.If the City establishes a free trigger
lock program, the City will provide a trigger lock with the warning for a first violation.
SECTION 3.Severability.
If any section,subsection,sentence,clause,or phrase of this Ordinance is for any reason held to be invalid or
unconstitutional by a decision of any court of competent jurisdiction,such decision shall not affect the validity
of the remaining portions of this Ordinance.The City Council hereby declares that it would have passed the
Ordinance,and each and every section,subsection,sentence,clause,or phrase not declared invalid or
unconstitutional without regard to whether any portion of this Ordinance would be subsequently declared
invalid or unconstitutional.
SECTION 4. Publication and Effective Date
Pursuant to the provisions of Government Code Section 36933,the City Attorney shall prepare a summary of
this Ordinance.At least five (5)days prior to the Council meeting at which this Ordinance is scheduled to be
adopted,the City Clerk shall (1)publish the Summary,and (2)post in the City Clerk’s Office a certified copy
of this Ordinance.Within fifteen (15)days after the adoption of this Ordinance,the City Clerk shall (1)publish
the summary, and (2) post in the City Clerk’s Office a certified copy of the full text of this Ordinance
*****
Introduced at a regular meeting of the City Council of the City of South San Francisco held the 10th
day of March 2021.
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City of South San Francisco
Legislation Text
P.O. Box 711 (City Hall, 400
Grand Avenue)
South San Francisco, CA
File #:21-229 Agenda Date:3/24/2021
Version:1 Item #:11.
Report regarding an ordinance authorizing the special levy of taxes within the City of South San Francisco
Community Facilities District No.2021-01.(Christina Fernandez,Assistant to the City Manager and Sky
Woodruff, City Attorney)
RECOMMENDATION
It is recommended that the City Council waive a second reading and adopt an ordinance authorizing the
special levy of taxes within the City of South San Francisco Community Facilities District No. 2021-01.
BACKGROUND/DISCUSSION
On March 10,2021,City Council introduced an ordinance authorizing the special levy of taxes within the City
of South San Francisco Community Facilities District No.2021-01.For Fiscal Year 2021-22,the maximum
rate for the Special Tax for Municipal Services will be $0.35 per square foot of non-residential floor area.The
Special Tax for Municipal Services will be levied in perpetuity as necessary to meet the Special Tax
Requirement for Municipal Services,unless no longer required to pay for Authorized Services as determined
at the discretion of the City.The tax was calculated based estimated cost of the authorized services and
administrative fees and planned development within the CFD. The rate will increase by two percent annually.
The Fiscal Year 2021-22 maximum rate for the Special Tax for Authorized Facilities will be $2.00 per square
foot of non-residential floor area. The rate will increase by two percent annually.
The term of the Special Tax for Authorized Facilities shall be for earlier of the maturity of the final series of
bonds issued by the CFD or Fiscal Year 2070-71.It is projected that bonds would be issued in one or more
series over time. Kilroy has requested that the first series of Bonds be issued later this year.
The City Council voted to introduce this ordinance, as amended, which now requires a second reading.
(Introduced 3/10/21; Vote 5-0)
The ordinance is now ready for adoption.
CONCLUSION
The ordinance is now ready for adoption.
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City of South San Francisco
Legislation Text
P.O. Box 711 (City Hall, 400
Grand Avenue)
South San Francisco, CA
File #:21-230 Agenda Date:3/24/2021
Version:1 Item #:11a.
Ordinance of the City Council of the City of South San Francisco,Acting as the Legislative Body of City of South
San Francisco Community Facilities District No.2021-01 (Public Facilities and Services),City of South San
Francisco, County of San Mateo, State of California Authorizing the Levy of Special Taxes
WHEREAS,on January 27,2021,the City Council (the “City Council”)of the City of South San Francisco (the
“City”)adopted Resolution No.18-2021 (the “Resolution of Intention”)declaring its intention to form City of South
San Francisco Community Facilities District No.2021-01 (Public Facilities and Services),City of South San
Francisco,County of San Mateo,State of California (the “District”)pursuant to the Mello-Roos Community
Facilities Act of 1982,as amended,comprising Chapter 2.5 of Part 1 of Division 2 of Title 5 of the Government
Code of the State of California (the “Act”),and its Resolution No.19-2021 declaring its intention to incur bonded
indebtedness for the District; and
WHEREAS,on March 10,2021,after providing all notice required by the Act,the City Council conducted a noticed
public hearing required by the Act relative to the proposed formation of the District,the proposed levy of special
taxes therein to finance certain public facilities and services described in Resolution No.18-2021 and to secure the
payment of any bonded indebtedness of the District,and the proposed issuance of up to $105,000,000 of bonded
indebtedness as described in Resolution No. 19-2021; and
WHEREAS,at the March 10,2021 public hearing,all persons desiring to be heard on all matters pertaining to the
formation of the District and the proposed levy of the special taxes to finance the facilities and services described in
Resolution No.18-2021 and to secure the payment of up to $105,000,000 of bonded indebtedness of the District as
described in Resolution No. 19-2021 (the “Bonds”) were heard and a full and fair hearing was held; and
WHEREAS,on March 10,2021,the City Council adopted Resolution Nos.53-2021 and 54-2021 which formed the
District and called a special election within the District on March 10,2021 on three propositions relating to the levy
of a special tax within the District,the issuance of the Bonds and the establishment of an appropriations limit within
the District; and
WHEREAS,on March 10,2021,a special election was held within the District at which the qualified electors
approved by more than a two-thirds vote Propositions A,B and C authorizing the levy of special taxes within the
District for the purposes described in Resolution No.53-2021,the issuance of the Bonds as described in Resolution
No. 54-2021 and establishing an appropriations limit for the District; and
NOW,THEREFORE,the City of South San Francisco,acting as the legislative body of City of South San Francisco
Community Facilities District No.2021-01 (Public Facilities and Services),City of South San Francisco,County of
San Mateo, does hereby ordain as follows:
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File #:21-230 Agenda Date:3/24/2021
Version:1 Item #:11a.
1.The above recitals are all true and correct.
2.By the passage of this Ordinance,the City Council authorizes and levies the Special Tax A and the Special
Tax B (as defined in the Rate and Method defined below)within the District pursuant to Sections 53328 and 53340
of the Act at the rates and in accordance with the rate and method of apportionment set forth in Attachment C to the
Resolution of Intention,which is incorporated by reference herein (the “Rate and Method”).The Special Tax A is
hereby levied commencing in the fiscal year specified in the Rate and Method and in each fiscal year thereafter until
payment in full of the Bonds (including any bonds issued to refund the Bonds),payment of all costs of the public
facilities authorized to be financed by the District,and payment of all costs of administering the District.The
Special Tax B is hereby levied commencing in the fiscal year specified in the Rate and Method and in each fiscal
year thereafter until terminated by the City Council.
3.Each of the Mayor,the City Manager,the Assistant City Manager (or any interim Assistant City Manager),
or the Director of Finance,and any designee thereof (each,an “Authorized Officer”),acting alone,is hereby
authorized and directed each fiscal year to determine the specific Special Tax A and Special Tax B rates and amounts
to be levied in such fiscal year on each parcel of real property within the District,in the manner and as provided in
the Rate and Method.The Special Tax A and Special Tax B rates levied on a parcel pursuant to the Rate and Method
shall not exceed the maximum rates set forth in the Rate and Method for such parcel,but each of the Special Tax A
and Special Tax B may be levied at a lower rate.Each Authorized Officer is hereby authorized and directed to
provide all necessary information to the Treasurer-Tax Collector of the County of San Mateo and to otherwise take
all actions necessary in order to effect proper billing and collection of Special Tax A and Special Tax B,so that
Special Tax A and Special Tax B shall be levied and collected in sufficient amounts and at times necessary to satisfy
the financial obligations of the District in each fiscal year,and with respect to Special Tax A,until the Bonds are
paid in full,the facilities have been paid for,and provision has been made for payment of all of the administrative
costs of the District.
4.Properties or entities of the state,federal or other local governments shall be exempt from Special Tax A and
Special Tax B,except as otherwise provided in Sections 53317.3 and 53317.5 of the Act and Section E of the Rate
and Method.No other properties or entities are exempt from Special Tax A and Special Tax B unless the properties
or entities are expressly exempted in Resolution No.18-2021 or in a resolution of consideration to levy a new
special tax or special taxes or to alter the rate or method of apportionment or an existing special tax as provided in
Section 53334 of the Act.
5.All of the collections of Special Tax A and Special Tax B shall be used as provided for in the Act,the Rate
and Method and Resolution No. 18-2021.
6.The Special Tax A and the Special Tax B shall be collected in the same manner as ordinary ad valorem
property taxes are collected and shall be subject to the same penalties and the same procedure,sale and lien priority
in case of delinquency as is provided for ad valorem taxes (which such procedures include the exercise of all rights
and remedies permitted by law to make corrections,including,but not limited to,the issuance of amended or
supplemental tax bills), as such procedure may be modified by law or by this City Council from time to time.
7.As a cumulative remedy,if any amount levied as a special tax for payment of the interest or principal of the
Bonds (including any bonds issued to refund the Bonds),together with any penalties and other charges accruing
under this Ordinance,are not paid when due,the City Council may,not later than four years after the due date of the
last installment of principal on the Bonds (including any bonds issued to refund the Bonds),order that the same be
collected by an action brought in the superior court to foreclose the lien of such special tax, as authorized by the Act.
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File #:21-230 Agenda Date:3/24/2021
Version:1 Item #:11a.
8.The City Clerk shall cause the same to be published within fifteen (15)days after its passage at least once in
The Examiner -South San Francisco,a newspaper of general circulation published and circulated in the City of
South San Francisco.
9.The specific authorization for adoption of this Ordinance is pursuant to the provisions of Section 53340 of
the Act.
10.The City Clerk is hereby authorized to transmit a certified copy of this ordinance to the Treasurer-Tax
Collector of the County of San Mateo,and to perform all other acts which are required by the Act,this Ordinance or
by law in order to accomplish the purpose of this Ordinance.
11.A full reading of this Ordinance is dispensed with prior to its final passage,a written or printed copy having
been available to the City Council and the public a day prior to its final passage.
12.This Ordinance shall take effect thirty days after its final passage.
****
Introduced at a regular meeting of the City Council of the City of South San Francisco held the 10th day of
March 2021.
City of South San Francisco Printed on 4/16/2021Page 3 of 3
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City of South San Francisco
Legislation Text
P.O. Box 711 (City Hall, 400
Grand Avenue)
South San Francisco, CA
File #:21-173 Agenda Date:3/24/2021
Version:1 Item #:12.
Report regarding conducting a Public Hearing on the City’s housing,community,and economic
development needs for the City’s Community Development Block Grant Fiscal Year 2021-2022
Annual Action Plan.(Kris Romasanta,Community Development Coordinator)
RECOMMENDATION
Staff recommends that the City Council conduct a Public Hearing,receive public testimony on the
City’s housing,community,and economic development needs for City’s Community Development
Block Grant (CDBG)Fiscal Year 2021-2022 Annual Action Plan,and provide staff direction
regarding funding priorities.
BACKGROUND
The U.S.Department of Housing and Urban Development (HUD)requires local jurisdictions to
prepare an Annual Action Plan (Action Plan)to receive funds through the CDBG Program.As part of
the development of the Action Plan, the City is required to hold two public hearings.
The purpose of the first public hearing on March 24,2021 is to obtain residents’views on housing,
community,and economic development needs that will inform the Fiscal Year 2021-2022 (FY 21-22)
Action Plan.Additionally,non-profit organizations seeking CDBG funds may use this public hearing to
make brief comments to City Council regarding their programs.The City Council may take this
opportunity to ask non-profit organizations questions regarding their proposed activities and give staff
direction regarding funding priorities.This public hearing was published in the San Mateo County
Times on March 10, 2021.
The second public hearing,planned for April 28,2021,will consider adoption of the FY 21-22 Action
Plan and make final allocations of CDBG funding.
DISCUSSION
The City’s entitlement allocation for FY 21-22 is $500,685.Since the City received its entitlement
amount earlier than in previous years,the CDBG Standing Committee of the City Council
(Subcommittee)and City Council can make final budget allocations for public service sub-recipients
and programs in the Action Plan considered on April 28, 2021.
There are two spending limits prescribed by HUD.A total of 15%of the entitlement amount plus 15%
of prior year program income may be allocated to non-profit organizations for public services.The
amount available for public services is $77,860.Additionally,administrative expenses (such as City
staff time to administer the grant)are limited to 20%of the entitlement amount plus 20%of the
estimated program income of the previous year.The amount available for administrative expenses is
$103,137.
The budget recommendation for City Sponsored Activities is $77,000.This category includes the
housing rehabilitation loan program,debris box vouchers,and emergency home repairs.Moreover,
the remaining balance for non-restricted funds is $149,938,which is reserved for capital
City of South San Francisco Printed on 3/19/2021Page 1 of 3
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File #:21-173 Agenda Date:3/24/2021
Version:1 Item #:12.
the remaining balance for non-restricted funds is $149,938,which is reserved for capital
improvements, or the Irish Town Green project.
The following is a summary of activities funded through the City’s CDBG program.
Public Services
The City receives applications from non-profits interested in providing public services to South San
Francisco residents every two years.Those funded in year one submit a renewal application for year
two. Fiscal Year 2020-2021 (FY 20-21) was the first year of the current two-year funding cycle.
On April 24,2020,City Council awarded 16 grants to non-profit public service providers.These non-
profits were invited to submit a renewal application for FY 21-22 funds.A summary of the funding
requests and performance goals is included in Attachment 1.The renewal applications are provided
in Attachment 2.
Debris Box Vouchers
Debris Box Vouchers are issued to clear code violations and for emergencies.Debris box vouchers
are targeted for the cleanup of conditions that affect the health, safety, or appearance of properties.
Emergency Home Repair Vouchers
Emergency Home Repair Vouchers are provided as grants of up to $5,500 for qualifying
homeowners.These vouchers apply to emergency minor home repairs and minor code violations,
such as broken sewer lines,water heater replacement,roof repairs,broken windows,etc.These
grants have no fees or charges except any required permit fees.The homeowner is responsible for
any costs beyond the grant amount.
Public Improvement Projects
Due to the pandemic,in FY 19-20 and 20-21 Council elected to reprogram the City’s public
improvement project funds for economic development,specifically the City’s forgivable loans for
small businesses impacted by COVID.For FY 21-22,the CDBG Subcommittee recommends funding
improvements at the Irish Town Green,which was originally set to be funded in FY 20-21.Funds will
be used to create an accessible,safe,user-friendly park and sporting field site for the surrounding
neighborhoods. A fence and pathway will be installed so that users can access the site safely.
Fair Housing
The City receives a small amount of federal HOME Administrative funds from the County to further
fair housing and fair housing activities.These activities can only be funded from administration or
public service type funds.In FY 20-21,the HOME Administrative funds were allocated to Project
Sentinel,a non-profit fair housing provider.Project Sentinel has submitted a renewal application for
this cycle. No other sub-recipients have requested HOME Administrative funds.
FISCAL IMPACT
There is no known fiscal impact.In order for the City to allocate federal funds,two Public Hearings
must be held.This is the first of those two hearings.At a subsequent City Council meeting,Council
will be asked to consider adopting the Annual Action Plan following the second Public Hearing.
City of South San Francisco Printed on 3/19/2021Page 2 of 3
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File #:21-173 Agenda Date:3/24/2021
Version:1 Item #:12.
RELATIONSHIP TO STRATEGIC PLAN
By completing the HUD-mandated public process,including the required Annual Action Plan,the City
will be able to secure its allocation of CDBG funds for the coming year.This,in turn will advance
several components of the City’s Strategic Plan, in particular:
Provide funding for social services and public projects to support residents (Strategic Plan Priority #2
Quality of Life)
·Help fund non-profits that work to address various affordable housing-related issues
(Initiative 2.3 - Promote a balanced mix of housing options)
·Shift the financial burden away from the City’s General Fund by securing Federal grant funds
(Priority Area 3 Financial Stability)
·Partner with non-profits that provide information to local residents and help strengthen
community relationship (Priority Area 6 Community Connections)
CONCLUSION
It is recommended that the City Council conduct a public hearing,receive testimony on the City’s
housing,community,and economic development needs for the Annual Action Plan,and provide
direction to the CDBG Subcommittee regarding funding priorities.
Attachments:
1.FY 21-22 Grant Allocation Requests
2.FY 21-22 Renewal Applications
City of South San Francisco Printed on 3/19/2021Page 3 of 3
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Attachment 1
Community Development Block Grant and City Housing Fund Programs
Organization Program
FY 21-22
Amount
Requested FY 21-22 Client Goal
FY20-21
Amount
Received
Mid-Year %
Served
1 CORA CORA Emergency Shelter Program 10,200$ 4 10,200$ 17%
2 Friends for Youth Mentoring for youth 5,000$ 20 5,000$ 55%
3 IEP Collaborative
Advocacy training for low-income
and youth with disabilities -$ 0 5,053$
4 Ombudsman Services of San
Mateo County, Inc.
Advocacy services to elderly and
developmentally disabled 20,000$ 776 20,000$ 31%
5 Rape Trauma Services Center Sexual Assault Services 15,000$ 80 15,000$ 42%
6 Samaritan House Safe Harbor 16,000$ 92 16,000$ 71%
7 StarVista Transitional Housing 11,000$ 23 11,000$ 82%
8 CDBG Subtotal 77,200$ 995 82,253$
9 CID
Housing Accessibility
Modification 10,000$ 7 10,000$ 60%
10 El Concilio of San Mateo
County Peninsula Minor Home Repair 27,000$ 7 27,000$ 0%
11 Rebuilding Together
Peninsula National Rebuilding Day 15,750$ 3 15,750$ 0%
12 Rebuilding Together
Peninsula Safe at Home 55,000$ 12 55,000$ 50%
13 Subtotal 107,750$ 29 107,750$
14 CDBG Total 184,950$ 1024 190,003$
15 Project Sentinel Fair Housing 16,171$ 77 15%15%
16 HIP Housing Home Sharing Program 12,000$ 8 12,000$ 100%
17 Legal Aid Society of San
Mateo County Homesavers 12,300$ 190 12,300$ 18%
18 Life Moves Shelter Operations CDBG 25,000$ 191 25,000$ 59%
19 United Way of the Bay Area 211 Referral Service 7,800$ 260 7,800$ 618%
20 Subtotal 57,100$ 649 57,100$
CITY HOUSING FUND GRANTS
FY 21-22 Grant Allocation Requests
CDBG PUBLIC SERVICE GRANTS
CDBG MINOR HOME REPAIR PROGRAMS
*Note that Rebuilding Together's National Rebuilding Day is a one day event held the last weekend in April. Therefore, Rebuilding
Together doesn't report clients served until Quarter 4
HOME FUNDS: FAIR HOUSING ACTIVITIES
Attachment 2: Renewal Applications
2/12/2021 City Data Services - South San Francisco
https://www.citydataservices.net/cities/smatca/intapp21arc.pl?rpt=C9702&prop=11 1/2
Renewal Application for FY 2021-22
Redwood City, City of San Mateo, San Mateo County, and South San Francisco
GENERAL INFORMATION
1. Project Title:CORA Safe House (Emergency Shelter) Program
2. Project
Address:Suppressed City: Suppressed Zip: 94403
3. Provide a one sentence project summary:
To provide operating assistance for CORAs Safe Houses providing victims and survivors of domestic violence and
their children with safe and confidential emergency shelter services.
4. Organization
Name:Community Overcoming Relationship Abuse (CORA)
Organization
Address:2211 Palm Avenue City: San Mateo Zip: 94403
Organization
Phone:650-652-0800 Website:
http://www.corasupport.org/
Type of Applicant: Non-Profit Our agency serves:
5. Contact Person
/ Project
Administrator:
Name: Cordelia Leoncio Title: Grants and Contracts
Officer Telephone: 650-652-0800
Contact Email:cordelial@corasupport.org Fax:
6. Name of
Agency Director:Jill Morris, Interim Executive Director
7. Fiscal Officer:Name: Marcel Dejio, Interim
Finance Director
Email:
marceld@corasupport.org Telephone: 650-652-0800
Fiscal Officer
Address:2211 Palm Avenue City: San Mateo Zip: 94403-1814
8. Authorized
Signatory:
Name: Jill Morris, Interim
Executive Director
Email:
jillm@corasupport.org Telephone: 650-652-0800
Fiscal Officer
Address:2211 Palm Avenue City: San Mateo Zip: 94403-1814
9. Please provide days and hours of regularly scheduled operation:
10. DUNS Number: 015862386 Federal EIN/TIN Number: 94-2481188
Funding recevied from:
Redwood City City of San Mateo County of San Mateo South San Francisco
10. Project Specific Narrative: Provide a narrative description of the specific activities to be carried out in FY 2021. This should also
include program objectives and key priorities for each specific jurisdiction.
Note: This narrative has been copied from your previous application. Please update if appropriate.
This project requests continued support for CORA's free, culturally competent, trauma-informed Safe Houses for victims of domestic
violence and their children. CORA operates the only domestic violence emergency shelters in San Mateo County since 1977, open to
any individual or family in need of confidential shelter.
Domestic violence continues to be a pervasive social problem impacting all social, economic, and cultural groups and has life-changing
consequences in the lives of victims and their families.
Funds will support CORA’s shelter staff, in addition to operational costs. The primary goal of Safe House services is to help survivors
with crisis intervention, attain safety and self-sufficiency, and heal from trauma and abuse. We use a trauma-informed and survivor-
defined model of service, an approach that provides a proven framework for assisting survivors in strengthening their personal safety,
and emotional and psychological well-being so they can rebuild their lives. Advocates provide survivors the support and opportunities
they need to set and attain their goals.
OBJECTIVES: 80% of Safe House Program clients will demonstrate an increase in self-sufficiency, improving their ability to re-build a
life free from abuse, and 80% of clients will transition into safe housing.
11. Program Changes: Please detail any changes to your program for FY2021.
Although CORA had to reduce occupancy in our shelter facilities to implement social distancing, we continued to shelter clients fleeing
abusive situations through moteling. New and emergency funds have helped CORA to bear the significantly increased costs associated
with long-term motel accommodations, in addition to providing PPE, clothing, diapers, household supplies, and ongoing meals. We
have experienced longer stays as clients face lost wages or unemployment, resulting in increased difficulties securing safe and stable
housing.
12. Project Beneficiaries/Quantifiable Measurement: Indicate the expected number of beneficiaries to be served by the program. For
each response below please indicate both the number of households and number of individuals.
Jurisdiction Actual Beneficiaries,
FY2019
Projected
Beneficiaries FY2020
YTD Beneficiaries
FY2020 (thru )
Projected
Beneficiaries FY2021
Ind HH Ind HH Ind HH Ind HH
Redwood City 6 3 18 9 5 2 9 4
City of San Mateo 0 0 0 0 0 0 0
County of San Mateo 43 16 70 35 36 22 35 15
South San Francisco 2 2 6 3 3 1 4 2
Totals 51 21 94 47 44 25 48 21
PROPOSED PROGRAM BUDGET FOR FY 2021-22
It is recommended that use your current allocation amount for your FY 15-16 funding
request. However, please take into consideration that this amount is most likely to stay the
same or decrease
Redwood City County of San
Mateo
South San
Francisco Total Jurisdictions
Budget Line Item Agency
Total Pgm%Program
Total %Requested %Requested %Requested Pgm%Requested
Labor
Salaries/Wages $3,413,081 9% $314,808 0% $0 0% $0 0% $0 0%$0
Taxes/Benefits $693,478 10%$69,348 0% $0 0% $0 0% $0 0%$0
Operations/Maintenance
Janitorial $50,000 34% $17,000 0% $0 69% $11,777 0% $0 69%$11,777
Emergency Lodging $120,000 36% $43,200 6% $2,620 19% $8,000 0% $0 25%$10,620
Repairs/Maintenance $50,000 36% $18,000 0% $0 88% $15,840 0% $0 88%$15,840
Office Supplies $50,000 22% $11,000 32% $3,537 40% $4,383 0% $0 72%$7,920
Telephone $50,000 23% $11,500 77% $8,843 0% $0 54% $6,222 0%$0
Administration $2,461,625 10%$246,163 0% $0 0% $0 2% $3,978 2% 3978
TOTAL $6,888,184 11%$731,019 2%$15,000 5%$40,000 1%$10,200 9%$65,200
Public Services
2/12/2021 City Data Services - South San Francisco
https://www.citydataservices.net/cities/smatca/intapp21arc.pl?rpt=C9702&prop=11 2/2
Number of Individual Beneficiaries 9 35 4 48
Cost per Individual $1,666.67 $1,142.86 $2,550.00 $1,358.33
Number of Household Beneficiaries 4 15 2 21
Cost per Household $3,750.00 $2,666.67 $5,100.00 $3,104.76
Attachments
(Upload Instructions)
ALL attachments below are REQUIRED in order to submit your application, and your application WILL NOT be able to be
submitted with missing attachments! Please take this into consideration when timing your submission of this application. The
documents you need to upload are checked below. If you have other attachments you would like to include, please check one
of the “Other” boxes below and identify the Attachment in the box. If you are unable to upload any of the attachments, contact
the CDBG Manager of the appropriate jurisdiction at least one day prior to submitting your application.
1.Resolution authorizing application and designation of
signatory, by the
BoD_Resolution_-_SMC-SSF-RWC_CDBG_-
_Safe_House_draft_01-06-2021.pdf
2.Proof of 501(c)3 / tax-exempt status 2._501c3letter.pdf
3.By-laws 3._Bylaws_032712_-_COMPLETE_and_SIGNED.pdf
4.Articles of Incorporation 4._Articles_of_incorporation.pdf
4._Articles_of_incorporation_Certificate_of_Amendment.pdf
5.Board roster, including:
Name, Company, Years on Board
Meeting dates for previous 12 months
Number of years allowed for each board term
5._Board_Roster.pdf
6.Organizational chart for entire organization CORA-_Org_Chart-_9-16-2020.pub
7.Certified financial audit no more that 1 fiscal year old,
prepared by a CPA, and:
Management letters (if applicable)
A-122 and A-133 Single Audit (for entities that
receive more than $750,000 in federal funding) OR
A letter from your Executive Director certifying that
agency does not receive more than $750,000 in
federal funds and is not subject to the Single Audit.
CORA_19_FINAL_FS.pdf
CORA_19_FINAL_CL.pdf
CORA_19_FINAL_UG.pdf
8.The following are required:
Current (FY20-21) Agency Operating Budget
Proposed (FY21-22) Agency Operating Budget
CORA_-_Organizational_Budget_FY21.pdf
CORA_-_Organizational_Budget_FY22_DRAFT.pdf
9.Mission Statement 9._Mission_Statement.pdf
10.Non-discrimination policy 10._Nondiscrimination_Policy.pdf
11.Reasonable Accommodations Policy 11._Reasonable_Accommodations_-_Client.pdf
11._Reasonable_Accommodations_-_Staff.pdf
12.Other - xyz 12._Code_of_Conduct_-_COI_highlighted.pdf
13.The following are required: (Redwood City Only)
Current (FY20-21) Program Operating Budget
Proposed (FY21-22) Program Operating Budget
Safe_House_Program_Budget.pdf
Reviewed and updated Contact Information
Reviewed and updated Projected Beneficiares
Reviewed and updated Budget
Program Manager Signature Cordelia Leoncio
Date Signed 02/09/2021
City Approval Signature Kris Romasanta
Date Signed 02/12/2021
Initially submitted: Jan 14, 2021 - 16:06:39
Returned to Draft 01-22-2021 by Redwood City
Reason: Do you have an audit that is more current? App is requesting one no more than 1 FY year old. The one provided is from June, 2019.
Returned to Draft 02-02-2021 by South San Francisco
Reason: Hi Cordelia,
I was wondering if you could increase the individuals served for the amount funded since it looks like our funding per individual is twice as much as Redwood City and the County. Let me know what your thoughts are.
Thanks,
KRis
Returned to Draft 02-09-2021 by Redwood City
Reason: The summary of the auditor's results is missing from the financial statements. Can you please make sure to include that?
2/12/2021 City Data Services - South San Francisco
https://www.citydataservices.net/cities/smatca/intapp21arc.pl?rpt=A9778&prop=1078 1/2
Renewal Application for FY 2021-22
Redwood City, City of San Mateo, San Mateo County, and South San Francisco
GENERAL INFORMATION
1. Project Title:Friends for Youth Mentoring Services
2. Project
Address:1741 Broadway Street City: Redwood City Zip: 94063
3. Provide a one sentence project summary:
Friends for Youth (FFY) provides quality mentoring relationships and support services to underserved, vulnerable
youth through community-based 1:1 mentoring, school-based group mentoring, and our Whole Health for Youth
coalition which provides prevention and early intervention programs for the whole family.
4. Organization
Name:Friends for Youth
Organization
Address:1741 Broadway City: Redwood City, CA Zip: 94063
Organization
Phone:6504822871 Website:
www.friendsforyouth.org
Type of Applicant: Non-Profit Our agency serves:
5. Contact Person /
Project
Administrator:
Name: Karen Wilmer Title: CEO Telephone: 6504822870
Contact Email:karen@friendsforyouth.org Fax:
6. Name of Agency
Director:Karen Wilmer
7. Fiscal Officer:Name: N/A Email: N/A Telephone: N/A
Fiscal Officer
Address:N/A City: N/A Zip: N/A
8. Authorized
Signatory:Name: Karen Wilmer Email:
karen@friendsforyouth.org Telephone: 6504822870
Fiscal Officer
Address:1741 Broadway Street City: Redwood City Zip: 94063-2483
9. Please provide days and hours of regularly scheduled operation:
10. DUNS Number: 194502985 Federal EIN/TIN Number: 94-2961034
Funding recevied from:
Redwood City City of San Mateo County of San Mateo South San Francisco
10. Project Specific Narrative: Provide a narrative description of the specific activities to be carried out in FY 2021. This should also
include program objectives and key priorities for each specific jurisdiction.
Note: This narrative has been copied from your previous application. Please update if appropriate.
Objective 1: Provide 1-to-1 mentoring to vulnerable youth in San Mateo County to improve their academic engagement and behavioral
health. We will match youth ages 8-17 1-to-1 with caring adult volunteer mentors. Youth referred by local service providers face risk
factors such as domestic violence, housing instability, substance use, and limited access to services. Mentors complete an intensive
screening and training process. Mentorships meet for 3 hours per week for 6 months or 1 year, although most meet far past the
requirement. Staff provide referrals to services and activities focused on health and community service.
Objective 2: Implement school-based group mentoring to increase wellbeing and decrease behavioral challenges and chronic
absenteeism. In its fourth year, this program serves nearly 100 students at three Redwood City middle schools, Sequoia High School,
and Burlingame Intermediate School, giving students a safe space to access peer and adult support. Our social-emotional learning
curriculum, Building Superheroes, helps students build healthy coping habits, improve relationships, and set goals.
Objective 3: Improve protective factors. Mentors help students connect with teachers, family, activities, college, careers, and resources.
Students also participate in our multi-agency partnership, Whole Health for Youth Initiative, which aims to improve youth mental health
and wellness through coordinated prevention services and education for parents and staff.
11. Program Changes: Please detail any changes to your program for FY2021.
After a year of virtual mentoring, we anticipate being fully back to our in-person programming by fall!
12. Project Beneficiaries/Quantifiable Measurement: Indicate the expected number of beneficiaries to be served by the program. For
each response below please indicate both the number of households and number of individuals.
Jurisdiction Actual Beneficiaries,
FY2019
Projected
Beneficiaries FY2020
YTD Beneficiaries
FY2020 (thru )
Projected
Beneficiaries FY2021
Ind HH Ind HH Ind HH Ind HH
Redwood City 0 0 0 0
City of San Mateo 0 0 0 0
County of San Mateo 0 0 0 0
South San Francisco 0 0 20 11 0 20 0
Totals 0 0 20 0 11 0 20 0
PROPOSED PROGRAM BUDGET FOR FY 2021-22
It is recommended that use your current allocation amount for your FY 15-16 funding
request. However, please take into consideration that this amount is most likely to stay the
same or decrease
South San
Francisco Total Jurisdictions
Budget Line Item Agency
Total Pgm%Program
Total %Requested Pgm%Requested
Labor
Partnership Director $68,000 88% $60,000 1% $750 1%$750
Senior Program
Coordinator $55,000 85% $47,000 3% $1,250 3%$1,250
Program Coordinator $55,000 78% $43,000 2% $950 2%$950
Program Associate $40,000 88% $35,000 2% $600 2%$600
CEO $111,085 18% $20,000 0% $0 0%$0
Program Coordinator $52,000 48% $25,000 0% $0 0%$0
Taxes/Benefits $81,139 55%$45,000 0% $0 0%$0
Supplies
Activities $12,000 50% $6,000 8% $500 8%$500
Mentor Training and
Screening $8,000 44% $3,500 9% $300 9%$300
Evaluation $7,000 21% $1,500 7% $100 7%$100
Volunteer Management $7,000 107% $7,500 5% $400 5%$400
Partnership Costs $90,000 61% $55,000 0% $0 0%$0
Materials
Printing/Copying $7,000 71% $5,000 1% $50 1%$50
2/12/2021 City Data Services - South San Francisco
https://www.citydataservices.net/cities/smatca/intapp21arc.pl?rpt=A9778&prop=1078 2/2
Operations/Maintenance
Office Rent $57,000 79% $45,000 0% $0 0%$0
Computer/Equiptment $9,000 111% $10,000 0% $50 0%$50
Postage $3,000 33% $1,000 2% $25 2%$25
Office Expense $8,000 38% $3,000 1% $25 0%$0
Administration $62,750 80%$50,000 0% $0 0% 0
TOTAL $732,974 63%$462,500 1%$5,000 1%$5,000
Number of Individual Beneficiaries 20 20
Cost per Individual $250.00 $250.00
Number of Household Beneficiaries 0 0
Cost per Household
Attachments
(Upload Instructions)
ALL attachments below are REQUIRED in order to submit your application, and your application WILL NOT be
able to be submitted with missing attachments! Please take this into consideration when timing your submission of
this application. The documents you need to upload are checked below. If you have other attachments you would
like to include, please check one of the “Other” boxes below and identify the Attachment in the box. If you are
unable to upload any of the attachments, contact the CDBG Manager of the appropriate jurisdiction at least one
day prior to submitting your application.
1.Resolution authorizing application and designation of
signatory, by the
Resolution_Authorization.pdf
2.Proof of 501(c)3 / tax-exempt status FFY_501c3_tax_exempt_letter.pdf
3.By-laws 2016-FINAL-BYLAW-REV_JAN_2020.docx
4.Articles of Incorporation FFY_Articles_of_Incorporation.pdf
5.Board roster, including:
Name, Company, Years on Board
Meeting dates for previous 12 months
Number of years allowed for each board term
Board_of_Directors_Roster_11-20.pdf
6.Organizational chart for entire organization FFY_Org_Chart_2019.pdf
7.Certified financial audit no more that 1 fiscal year old,
prepared by a CPA, and:
Management letters (if applicable)
A-122 and A-133 Single Audit (for entities that
receive more than $750,000 in federal funding) OR
A letter from your Executive Director certifying that
agency does not receive more than $750,000 in
federal funds and is not subject to the Single Audit.
FY18-19_CPA_Financials.pdf
8.The following are required:
Current (FY20-21) Agency Operating Budget
Proposed (FY21-22) Agency Operating Budget
FY20-21_FFY_Agency_Budget.xlsx
FY21-22_PRELIM_FFY_Agency_Budget.pdf
9.Mission Statement FFY_Mission_Statement.png
10.Non-discrimination policy FFY_Non-Discrimination_Policy_2017.pdf
11.Reasonable Accommodations Policy FFY_Accessibiity_Policy_.pdf
12.Other - xyz (do not remove)CONFLICT_of_Interest_7-18.pdf
Reviewed and updated Contact Information
Reviewed and updated Projected Beneficiares
Reviewed and updated Budget
Program Manager Signature Karen Wilmer
Date Signed 01/27/2021
City Approval Signature Kris Romasanta
Date Signed 02/12/2021
Initially submitted: Jan 27, 2021 - 16:09:46
3/9/2021 City Data Services - South San Francisco
https://www.citydataservices.net/cities/smatca/intapp21arc.pl?rpt=C9858&prop=21 1/2
Renewal Application for FY 2021-22
Redwood City, City of San Mateo, San Mateo County, and South San Francisco
GENERAL INFORMATION
1. Project Title:Ombudsman Services of San Mateo County, Inc
2. Project Address:711 Nevada Street City: Redwood City Zip: 94061
3. Provide a one sentence project summary:
We are the only program wholly dedicated and legally mandated to advocate for the dignity and dquality of life of
peopel living in licensed long term care facilities.
4. Organization
Name:Ombudsman Services of San Mateo County, Inc
Organization
Address:711 Nevada Street City: Redwood City Zip: 94061
Organization Phone:650 780 5707 Website: www.ossmc.org
Type of Applicant: Non-Profit Our agency serves:
5. Contact Person /
Project
Administrator:
Name: Bernadette Mellott Title: Executive Director Telephone: 650 780 5702
Contact Email:berniemellott@ossmc.org Fax: 650-364-5399
6. Name of Agency
Director:Bernadette Mellott
7. Fiscal Officer:Name: Cindy Safe Email: info@ossmc.org Telephone: 650 780 5707
Fiscal Officer
Address:711 Nevada St.City: Redwood city Zip: 94061-1555
8. Authorized
Signatory:Name: Bernadete Mellott Email:
berniemellott@ossmc.org Telephone: 650-780-5702
Fiscal Officer
Address:711 Nevada St.City: Redwood City Zip: 94061-1555
9. Please provide days and hours of regularly scheduled operation:
10. DUNS Number: 178766965 Federal EIN/TIN Number: 94-3397402
Funding recevied from:
Redwood City City of San Mateo County of San Mateo South San Francisco
10. Project Specific Narrative: Provide a narrative description of the specific activities to be carried out in FY 2021. This should also
include program objectives and key priorities for each specific jurisdiction.
Note: This narrative has been copied from your previous application. Please update if appropriate.
Advocate support residents in long term care facilities.
1. Unannounced visits to facilities at least once a month but to SNFs we go weekly to insure quality of care and quality of life.
Ombudsman are called to investigate ____ and abuse. This includes financial, sexual and physical abuse. In addition, we support
residents, facilities and families in accessing community resources.
11. Program Changes: Please detail any changes to your program for FY2021.
There will be no changes to our program for 2021-2022. We will continue as we have in 2020-2021.
12. Project Beneficiaries/Quantifiable Measurement: Indicate the expected number of beneficiaries to be served by the program. For
each response below please indicate both the number of households and number of individuals.
Jurisdiction Actual Beneficiaries,
FY2019
Projected
Beneficiaries FY2020
YTD Beneficiaries
FY2020 (thru )
Projected
Beneficiaries FY2021
Ind HH Ind HH Ind HH Ind HH
Redwood City 167 0 0 0 0
City of San Mateo 0 0 1,992 37 0 1,930 0
County of San Mateo 0 0 0 0 0
South San Francisco 68 0 773 20 0 776 0
Totals 235 0 2,765 0 57 0 2,706 0
PROPOSED PROGRAM BUDGET FOR FY 2021-22
It is recommended that use your current allocation amount for your FY 15-16 funding
request. However, please take into consideration that this amount is most likely to stay
the same or decrease
City of San Mateo South San
Francisco Total Jurisdictions
Budget Line Item Agency
Total Pgm%Program
Total %Requested %Requested Pgm%Requested
Labor
Redwood City
Ombudsman $74,297 100% $74,297 0% 0% 0%$0
San Mateo
Ombudsman $73,000 100% $73,000 22% $15,700.00 0% 22%$15,700
S San Francisco
Ombudsman $62,915 100% $62,915 0% 32% $20,000 32%$20,000
Other staff $360,108 100% $360,108 0% 0% 0%$0
Abuse Specialist $45,424 100% $45,424 0% 0% 0%$0
Taxes/Benefits $97,178 100%$97,178 0% 0% 0%$0
Materials
Printing and Repro $11,500 100% $11,500 0% 0% 0%$0
Operations/Maintenance
Fundraising $63,150 100% $63,150 0% 0% 0%$0
Marketing/PR $3,500 100% $3,500 0% 0% 0%$0
Employee Indirect
Exp $22,250 100% $22,250 0% 0% 0%$0
Board Exp $3,500 100% $3,500 0% 0% 0%$0
Facilities and
Equipment $23,100 100% $23,100 0% 0% 0%$0
Financial Exp $26,594 100% $26,594 0% 0% 0%$0
Insurance $5,000 100% $5,000 0% 0% 0%$0
Office Exp $13,500 100% $13,500 0% 0% 0%$0
Program Exp $24,980 100% $24,980 0% 0% 0%$0
Volunteer In-kind
Hours $157,000 100% $157,000 0% 0% 0%$0
Administration 0% 0
TOTAL $1,066,996 100%$1,066,996 1%$15,700 2%$20,000 3%$35,700
3/9/2021 City Data Services - South San Francisco
https://www.citydataservices.net/cities/smatca/intapp21arc.pl?rpt=C9858&prop=21 2/2
Number of Individual Beneficiaries 1,930 776 2,706
Cost per Individual $8.13 $25.77 $13.19
Number of Household Beneficiaries 0 0 0
Cost per Household
Attachments
(Upload Instructions)
ALL attachments below are REQUIRED in order to submit your application, and your application WILL NOT be
able to be submitted with missing attachments! Please take this into consideration when timing your submission of
this application. The documents you need to upload are checked below. If you have other attachments you would
like to include, please check one of the “Other” boxes below and identify the Attachment in the box. If you are
unable to upload any of the attachments, contact the CDBG Manager of the appropriate jurisdiction at least one
day prior to submitting your application.
1.Resolution authorizing application and designation of
signatory, by the
Board_Resolution_19-20.pdf
Resolultions_of_BOD-CDBG_20-21.pdf
2.Proof of 501(c)3 / tax-exempt status IRS_Letter.pdf
3.By-laws OSSMC__Bylaws_revised_July_14_2015.docx
4.Articles of Incorporation Articles_of_Incorporation-_2001.pdf
5.Board roster, including:
Name, Company, Years on Board
Meeting dates for previous 12 months
Number of years allowed for each board term
Board_Contact_Info_9-30-20_.docx
BoardMeetingsFY2019-2020.docx
6.Organizational chart for entire organization OSSMC_Org_Chart_2019-2020.pdf
7.Certified financial audit no more that 1 fiscal year old,
prepared by a CPA, and:
Management letters (if applicable)
A-122 and A-133 Single Audit (for entities that
receive more than $750,000 in federal funding) OR
A letter from your Executive Director certifying that
agency does not receive more than $750,000 in
federal funds and is not subject to the Single Audit.
Audit_Report_19-20.pdf
8.The following are required:
Current (FY20-21) Agency Operating Budget
Proposed (FY21-22) Agency Operating Budget
Approved-Budget_Summary_FY2020-
2021_.xlsx
2021-2022_Budget.pdf
9.Mission Statement Mission_Statement.pdf
10.Non-discrimination policy Non-Discrimination_Policy.pdf
11.Reasonable Accommodations Policy Reasonable_Accomodation.pdf
12.Other - xyz Conflicts_of_Interest.pdf
Reviewed and updated Contact Information
Reviewed and updated Projected Beneficiares
Reviewed and updated Budget
Program Manager Signature Bernie Mellott
Date Signed 02/18/2021
City Approval Signature Kris Romasanta
Date Signed 03/09/2021
Initially submitted: Feb 18, 2021 - 12:35:30
2/16/2021 City Data Services - South San Francisco
https://www.citydataservices.net/cities/smatca/intapp21arc.pl?rpt=C9659&prop=359 1/3
Renewal Application for FY 2021-22
Redwood City, City of San Mateo, San Mateo County, and South San Francisco
GENERAL INFORMATION
1. Project
Title:Sexual Abuse Services for Children and Youth
2. Project
Address:1860 El Camino Real, Suite 406 City: Burlingame Zip: 94010
3. Provide a one sentence project summary:
The Sexual Abuse Services Program for Children and Youth provides services to address the multiple healing
needs of child survivors of sexual violence including: crisis intervention, individual and group counseling, advocacy,
medical/legal and forensic accompaniment, and information and referrals.
4.
Organization
Name:
Rape Trauma Services: A Center for Healing and Violence Prevention
Organization
Address:1860 El Camino Real, Suite 406 City: Burlingame Zip: 94010
Organization
Phone:650-652-0598 Website: rapetraumaservices.org
Type of Applicant: Non-Profit Our agency serves: Households
5. Contact
Person /
Project
Administrator:
Name: Emily Abrams Title: Executive Director Telephone: 650-652-0598 x14
Contact Email:emily@rapetraumaservices.org Fax:
6. Name of
Agency
Director:
Emily Abrams
7. Fiscal
Officer:Name: Amanda Freeman Email:
amanda@rapetraumaservices.orgTelephone: 650-652-0598
Fiscal Officer
Address:1860 El Camino REal, Suite 406 City: Burlingame Zip: 94010
8. Authorized
Signatory:Name: Emily Abrams Email:
emily@rapetraumaservices.org Telephone: 650-652-0598
Fiscal Officer
Address:1860 El Camino Real, Suite 406 City: Burlingame Zip: 94010
9. Please provide days and hours of regularly scheduled operation:
10. DUNS Number: 876425245 Federal EIN/TIN Number: 94-3215045
Funding recevied from:
Redwood City City of San Mateo County of San Mateo South San Francisco
10. Project Specific Narrative: Provide a narrative description of the specific activities to be carried out in FY 2021. This should also
include program objectives and key priorities for each specific jurisdiction.
Note: This narrative has been copied from your previous application. Please update if appropriate.
RTS aims to help child abuse survivors learn the skills needed to heal from sexual violence, decrease the likelihood of developing Post-
Traumatic Stress Disorder and develop the tools to be supportive of their healing. RTS programs clearly matches HUD activities by
providing Basic Human Needs to Abused Children by creating a violence free community by preventing violence and healing those who
have been traumatized. Over 80% who seek RTS services are low income families. RTS provides child abuse survivors with Advocacy
& Accompaniment, Crisis Intervention, Counseling, Information, Referrals, Community Outreach & Prevention. In 2020, RTS provided
585 child abuse victims with crisis intervention including accompaniment during forensic medical exams & interviews. The thread we
continue to hear in these cases is the link between the housing crisis and child sexual abuse. Families are depending on strangers for a
place to live & cramped quarters, without a formalized lease, have resulted in sexual abuse contributing to families having to choose
between the safety of their child or being homeless. RTS staff have become case managers who are navigating the complicated
systems of housing, victim services & trauma healing. RTS provides children with emotional support, answers questions and makes
sure young survivors understand what is happening and that rights are protected under the law. RTS provides services to “At-Risk”
youth for middle and high students in RWC, SSF and SM. As SIP restrictions lift we expect to see a significant surge in children needing
crisis intervention services. When children return to school teachers and other trusted adults will become aware of abuse and mandated
reports will increase across all cities.
11. Program Changes: Please detail any changes to your program for FY2021.
COVID-19 has caused significant changes to the delivery method for our programs. RTS still provides front line services to survivors
and their families: a 24-hour crisis line, advocacy, accompaniment, counseling and prevention education. Our services are now
delivered through tele-health methods. Surprisingly, RTS and our multi-disciplinary team members have seen little change in the
engagement level of children and families during tele-health forensic interviews and follow-up advocacy offered. Some children report
that it was less stressful to tell their story via zoom. In 2020, RTS saw a marked increase in concrete basic needs; no family can heal
when they are homeless or hungry. RTS leveraged COVID-19 funds to supply families with gift cards while working with our core
service agency partners to enroll families in benefits, where feasible. Our most vulnerable families, (those who are undocumented and
often mono-lingual Spanish speaking) remain the most affected while also having the fewest options for long-term support. RTS hopes
that the political rhetoric around this issue will change in the coming year, allowing for families to trust in the systems available to them.
RTS will continue to work with child survivors and their families. We continue to find creative paths for families, and seek funds to
ensure the children affected by sexual abuse have what they need to continue their healing processes.
12. Project Beneficiaries/Quantifiable Measurement: Indicate the expected number of beneficiaries to be served by the program. For
each response below please indicate both the number of households and number of individuals.
Jurisdiction Actual Beneficiaries,
FY2019
Projected
Beneficiaries FY2020
YTD Beneficiaries
FY2020 (thru )
Projected
Beneficiaries FY2021
Ind HH Ind HH Ind HH Ind HH
Redwood City 81 0 78 0 35 0 80 0
City of San Mateo 80 0 80 0 39 0 80 0
County of San Mateo 0 0 0 0 0
South San Francisco 79 0 78 0 34 0 80 0
Totals 240 0 236 0 108 0 240 0
PROPOSED PROGRAM BUDGET FOR FY 2021-22
It is recommended that use your current allocation amount for your FY 15-16 funding
request. However, please take into consideration that this amount is most likely to stay
the same or decrease
Redwood City City of San Mateo South San
Francisco Total Jurisdictions
Budget Line Item Agency
Total Pgm%Program
Total %Requested %Requested %Requested Pgm%Requested
Labor
Executive Director $142,700 36% $52,000 0% $0 0% $0 0% $0 0%$0
2/16/2021 City Data Services - South San Francisco
https://www.citydataservices.net/cities/smatca/intapp21arc.pl?rpt=C9659&prop=359 2/3
Program Director $115,330 46% $53,000 0% $0 0% $0 0% $0 0%$0
Counseling
Program Director
(Trauma Therapist)
$83,000 60% $50,000 4% $2,000 4% $2,000 4% $2,000 12%$6,000
Counseling
Program
Coordinator
(Trauma Therapist)
$62,000 48% $30,000 5% $1,500 7% $2,000.00 5% $1,500 17%$5,000
Programa para
Latinos Director $88,000 36% $32,000 0% $0 0% $0 0% $0 0%$0
Programa para
Latinos
Educators/Trauma
Counselors (2 staff)
$112,000 46% $51,000 6% $3,000 6% $3,000 6% $3,000 18%$9,000
Crisis Intervention
Program Manager $66,000 53% $35,000 0% $0 0% 0% 0%$0
Prevention
Educators / Trauma
Counselors (2 staff
members
$116,500 53% $62,000 3% $2,000 3% $1,700.00 2% $1,500 8%$5,200
Trauma Counselors
(3 staff members) $176,000 54% $95,000 2% $2,000 2% $2,000 2% $2,000 6%$6,000
Programa para
Latinos Therapist $65,000 62% $40,000 4% $1,500 5% $2,000 5% $2,000 14%$5,500
Post Graduate
Counseling Interns $39,600 63% $25,000 0% $0 0% $0 0% $0 0%$0
Clinical Supervisor $24,000 71% $17,000 0% $0 0% $0 0% $0 0%$0
Taxes/Benefits $238,400 44%$105,000 0% $0 0% $0 0% $0 0%$0
Supplies
Office Supplies $10,000 55% $5,500 0% $0 0% $0 0% $0 0%$0
Equipment and
Maintenance $5,000 40% $2,000 0% $0 0% $0 0% $0 0%$0
Materials
Postage and
Delivery $15,000 27% $4,000 0% $0 0% $0 0% $0 0%$0
Printing and
Reproduction $12,000 38% $4,500 0% $0 0% $0 0% $0 0%$0
Operations/Maintenance
Occupancy $100,595 52% $52,000 6% $3,000 6% $3,000 6% $3,000 17%$9,000
Telephone and
Communication $25,000 40% $10,000 0% $0 0% $0 0% $0 0%$0
Local Travel $8,000 44% $3,500 0% $0 0% $0 0% $0 0%$0
Training/Workshops $13,500 15% $2,000 0% $0 0% $0 0% $0 0%$0
General Liability
Insurance $3,600 42% $1,500 0% $0 0% $0 0% $0 0%$0
Membership Dues $2,000 25% $500 0% $0 0% $0 0% $0 0%$0
Agency Audit $20,000 40% $8,000 0% $0 0% $0 0% $0 0%$0
SAC Support
Services (Back-Up) $8,000 75% $6,000 0% $0 0% $0 0% $0 0%$0
Accounting Finance $40,000 50% $20,000 0% $0 0% $0 0% $0 0%$0
Administration $35,500 34%$12,000 0% $0 0% $0 0% $0 0% 0
TOTAL $1,626,725 48%$778,500 2%$15,000 2%$15,700 2%$15,000 6%$45,700
Number of Individual Beneficiaries 80 80 80 240
Cost per Individual $187.50 $196.25 $187.50 $190.42
Number of Household Beneficiaries 0 0 0 0
Cost per Household
Attachments
(Upload Instructions)
ALL attachments below are REQUIRED in order to submit your application, and your application WILL NOT be able to be
submitted with missing attachments! Please take this into consideration when timing your submission of this application. The
documents you need to upload are checked below. If you have other attachments you would like to include, please check one
of the “Other” boxes below and identify the Attachment in the box. If you are unable to upload any of the attachments, contact
the CDBG Manager of the appropriate jurisdiction at least one day prior to submitting your application.
1.Resolution authorizing application and designation of
signatory, by the
RTS_Board_Resolution_2021.pdf
2.Proof of 501(c)3 / tax-exempt status Rape_Trauma_Services_IRS_Tax_Exempt_Letter.pdf
3.By-laws RTS_BYLAWS.pdf
4.Articles of Incorporation RTS_articles_of_incorporation.pdf
5.Board roster, including:
Name, Company, Years on Board
Meeting dates for previous 12 months
Number of years allowed for each board term
RTS_BOARD_LIST_2021.pdf
6.Organizational chart for entire organization RTS_ORG_CHART_20_21.pdf
7.Certified financial audit no more that 1 fiscal year old,
prepared by a CPA, and:
Management letters (if applicable)
A-122 and A-133 Single Audit (for entities that
receive more than $750,000 in federal funding) OR
A letter from your Executive Director certifying that
agency does not receive more than $750,000 in
federal funds and is not subject to the Single Audit.
RTS_2019_FINAL_Report.pdf
8.The following are required:
Current (FY20-21) Agency Operating Budget
Proposed (FY21-22) Agency Operating Budget
Agency_budget_2020_21_BOD3.xls
Agency_budget_2021_22_DRAFT_CITY.pdf
9.Mission Statement RTS_Mission_Statement.pdf
10.Non-discrimination policy RTS_Non_Discrimination_Policy.pdf
11.Reasonable Accommodations Policy RTS_Reasonable_Accommodations_Policy.pdf
12.Other - xyz RTS_Conflict_of_Interest_Policy.pdf
Child_Services_Program_Budget_2020-21.pdf
3/9/2021 City Data Services - South San Francisco
https://www.citydataservices.net/cities/smatca/intapp21arc.pl?rpt=C9646&prop=52 1/3
Renewal Application for FY 2021-22
Redwood City, City of San Mateo, San Mateo County, and South San Francisco
GENERAL INFORMATION
1. Project
Title:Safe Harbor
2. Project
Address:295 North Access Road City: South San Francisco Zip: 94080
3. Provide a one sentence project summary:
Safe Harbor Shelter provides emergency and transitional shelter for homeless adults over age 18 in San Mateo County.
4.
Organization
Name:
Samaritan House
Organization
Address:4031 Pacific Blvd.City: San Mateo Zip: 94403
Organization
Phone:650-341-4081 Website:
www.samaritanhousesanmateo.org
Type of Applicant: Non-Profit Our agency serves:
5. Contact
Person /
Project
Administrator:
Name: Laura Bent/Tiffany Hayes Title: Chief Operating Officer; Grants
Manager
Telephone:
650-523-
0824
Contact Email:laura@samaritanhousesanmateo.org;tiffany@samaritanhousesanmateo.orgFax: (650) 523-0839
6. Name of
Agency
Director:
Bart Charlow
7. Fiscal
Officer:Name: Jolie Bou Email:
jbou@samaritanhousesanmateo.org
Telephone:
650-523-
0810
Fiscal Officer
Address:4031 Pacific Blvd City: San Mateo
Zip:
94403-
4666
8. Authorized
Signatory:Name: Bart Charlow Email:
bart@samaritanhousesanmateo.org
Telephone:
650-523-
0812
Fiscal Officer
Address:4031 Pacific Blvd City: San Mateo
Zip:
94403-
4666
9. Please provide days and hours of regularly scheduled operation:
10. DUNS Number: 197802879 Federal EIN/TIN Number: 237416272
Funding recevied from:
Redwood City City of San Mateo County of San Mateo South San Francisco
10. Project Specific Narrative: Provide a narrative description of the specific activities to be carried out in FY 2021. This should also
include program objectives and key priorities for each specific jurisdiction.
Note: This narrative has been copied from your previous application. Please update if appropriate.
Samaritan House’s Safe Harbor Shelter is a 90-bed homeless shelter located in South San Francisco that provides both emergency
and transitional housing and supportive services for homeless women and men 18 years and older from San Mateo County. As the
County’s only shelter where people who are homeless and under the influence have access to the shelter without a sobriety
requirement, Safe Harbor houses clients that are among the County’s most vulnerable, many who are dually diagnosed with both
addiction and mental health disorder or addiction and physical health disorder.
Safe Harbor provides safety warmth, nutrition, on-site case management, counseling, medical, dental, mental & behavioral health care,
educational programming, SamTrans transportation vouchers, employment resources at Peninsula Works, access to benefits
enrollment and other supportive services. The program utilizes a tiered case management model that is carried out by our dedicated
case management and intake team. Case managers act as advocates, connecting residents with much needed community services,
including referrals to housing, mental health, AOD and employment resources.
Samaritan House provides coordination of services with emergency shelter providers, essential services providers, homelessness
prevention and rapid re-housing assistance providers, other homeless assistance providers, and mainstream service and housing
providers located in San Mateo County. Partners include the Homeless Outreach Team (HOT), Street Medicine, Mental health
Association, Behavioral Health and Recovery Services (BHRS), and Abode Services, among others. Samaritan House has built close
relationships with these agencies through active participation and leadership in the County’s HOPE Plan Interagency Council, as a
member of the County’s Continuum of Care, and through leadership in the Community Action Agency and Core Services Network.
Project outcomes include:
OUTCOME 1: The shelter will be at full capacity 95% of the time.
OUTCOME 2: 60% of Safe Harbor clients will move into permanent, transitional or supportive housing.
OUTCOME 3: 75% of clients identified as having mental health needs will receive referrals to mental health services.
OUTCOME 4: 75% of clients identified as having substance abuse issues will receive referrals to AOD's.
11. Program Changes: Please detail any changes to your program for FY2021.
Ten months since the shelter-in-place order went into effect, our shelter team continues to creatively evolve and adapt to best serve the
community.
-Safe Harbor Shelter: In response to the COVID-19 pandemic, enhanced COVID-19 protocols, including screening procedures, social
distancing instructions, expanded sanitation processes, installation of protective Plexiglas guard at the front desk, as well as CDC
training on best practices, were implemented. Safe Harbor residents identified as at-risk (i.e. seniors, immunocompromised) were
moved to local, single occupancy rooms as a part of the County's 'Off-Site Temporary Shelter Program'.
- Project Roomkey: Samaritan House partnered with San Mateo County in a coordinated effort to protect the health of our homeless
population and prevent the spread of COVID-19. As part of the statewide initiative, Project Roomkey, Samaritan House provides shelter
operation services at Bayfront Station, a local hotel on the Peninsula. Safe Harbor staff manage the site, 24/7, providing intake, case
management, wellness checks, food and clothing, as well as making sure all of their basic needs are met.
https://vimeo.com/412910082/780b38e0ee
Shelter clients, both on- and off-site, continue to receive hot pre-packed meals daily by Samaritan House. Ongoing case management
is conducted via phone meetings and email. Services are provided, emergency situations are managed and clients are able to make
their deposits into their savings accounts. Quarters, detergent and access to laundry services are provided to maintain the health and
well-being of our vulnerable clientele.
We are preparing for the long-term impact that the COVID-19 health crisis will have on our clients and a foreseeable future of
heightened demand for shelter services. Safe Harbor leadership and staff are united in their work to find new ways to offer programs
and provide services while continuing to adapt to the evolving nature of this pandemic. Samaritan House is a model of powerful good;
committed to working with our partners to find collaborative ways to provide the critical support needed to ensure housing stability,
financial readiness and long-term independence post COVID-19.
3/9/2021 City Data Services - South San Francisco
https://www.citydataservices.net/cities/smatca/intapp21arc.pl?rpt=C9646&prop=52 2/3
12. Project Beneficiaries/Quantifiable Measurement: Indicate the expected number of beneficiaries to be served by the program. For
each response below please indicate both the number of households and number of individuals.
Jurisdiction Actual Beneficiaries,
FY2019
Projected
Beneficiaries FY2020
YTD Beneficiaries
FY2020 (thru )
Projected
Beneficiaries FY2021
Ind HH Ind HH Ind HH Ind HH
Redwood City 121 121 40 40 55 55 40 40
City of San Mateo 0 0 0 0
County of San Mateo 0 0 0 0
South San Francisco 189 189 92 92 66 66 92 92
Totals 310 310 132 132 121 121 132 132
PROPOSED PROGRAM BUDGET FOR FY 2021-22
It is recommended that use your current allocation amount for your FY 15-16 funding
request. However, please take into consideration that this amount is most likely to stay the
same or decrease
Redwood City South San
Francisco
Total
Jurisdictions
Budget Line Item Agency
Total Pgm%Program
Total %Requested %Requested Pgm%Requested
Labor
Case Manager EB $63,759 100% $63,759 25% $15,623.00 25% $16,000 50%$31,623
Other Staffing $6,634,310 12% $775,652 0% 0% 0%$0
Taxes/Benefits $1,602,137 26%$411,833 0% 0% 0%$0
Supplies
Office Supplies $261,475 4% $11,139 0% 0% 0%$0
Program Supplies $574,864 26% $149,050 0% 0% 0%$0
Operations/Maintenance
Client Financial
Assistance $3,000,000 0% $0 0% 0% 0%$0
Occupancy $734,616 1% $6,327 0% 0% 0%$0
Utilities/Communications $652,081 3% $20,748 0% 0% 0%$0
Housekeeping $142,509 13% $18,380 0% 0% 0%$0
Professional Fees $1,164,419 6% $72,969 0% 0% 0%$0
Transportation & Conf $161,743 5% $8,625 0% 0% 0%$0
Fees and Taxes $69,366 1% $500 0% 0% 0%$0
Equip Rental $49,169 7% $3,500 0% 0% 0%$0
In-Kind $4,256,994 6% $267,561 0% 0% 0%$0
Other Fees $77,168 5% $4,079 0% 0% 0%$0
Administration $0 $0 0% 0
TOTAL $19,444,610 9%$1,814,122 1%$15,623 1%$16,000 2%$31,623
Number of Individual Beneficiaries 40 92 132
Cost per Individual $390.57 $173.91 $239.57
Number of Household Beneficiaries 40 92 132
Cost per Household $390.57 $173.91 $239.57
Attachments
(Upload Instructions)
ALL attachments below are REQUIRED in order to submit your application, and your application WILL NOT be able to be
submitted with missing attachments! Please take this into consideration when timing your submission of this application. The
documents you need to upload are checked below. If you have other attachments you would like to include, please check one of
the “Other” boxes below and identify the Attachment in the box. If you are unable to upload any of the attachments, contact the
CDBG Manager of the appropriate jurisdiction at least one day prior to submitting your application.
1.Resolution authorizing application and designation of
signatory, by the
Samaritan_House_CDBG_Board_Resolution_012821.pdf
2.Proof of 501(c)3 / tax-exempt status IRS_501c3_Determination_Letter_NEW.pdf
3.By-laws SH_Bylaws_approved_032615amended_092216.pdf
4.Articles of Incorporation Samaritan_House_Articles_of_Incorporation.pdf
5.Board roster, including:
Name, Company, Years on Board
Meeting dates for previous 12 months
Number of years allowed for each board term
Samaritan_House_Board_Roster_--_FY20-21_with_mtgs.pdf
6.Organizational chart for entire organization Samaritan_House_Organization_Chart__2020-21.pdf
7.Certified financial audit no more that 1 fiscal year old,
prepared by a CPA, and:
Management letters (if applicable)
A-122 and A-133 Single Audit (for entities that
receive more than $750,000 in federal funding) OR
A letter from your Executive Director certifying that
agency does not receive more than $750,000 in
federal funds and is not subject to the Single Audit.
Samaritan_House_FYE20_Audit.pdf
Samaritan_House_FYE20_Single_Audit.pdf
8.The following are required:
Current (FY20-21) Agency Operating Budget
Proposed (FY21-22) Agency Operating Budget
SamHouse_Projected_Total_Agency_Budget_FY22.pdf
Samaritan_House_Total_Agency_FY21_Operating_Budget.pdf
9.Mission Statement Samaritan_House_Mission_Statement_21.pdf
10.Non-discrimination policy Samaritan_House_Non-Discrimination_Policy_2021.pdf
11.Reasonable Accommodations Policy Samaritan_House_Reasonable_Accommodations_Policy.doc
12.Other - xyz Conflict_of_Interest_Policy.docx
13.The following are required: (Redwood City Only)
Current (FY20-21) Program Operating Budget
Proposed (FY21-22) Program Operating Budget
Samaritan_House_-_Safe_Harbor_Budget_FY20.pdf
Samaritan_House_-_Safe_Harbor_Budget_FY21.pdf
Reviewed and updated Contact Information
Reviewed and updated Projected Beneficiares
3/9/2021 City Data Services - South San Francisco
https://www.citydataservices.net/cities/smatca/intapp21arc.pl?rpt=A9698&prop=121 1/2
Renewal Application for FY 2021-22
Redwood City, City of San Mateo, San Mateo County, and South San Francisco
GENERAL INFORMATION
1. Project Title:Transitional Housing Placement Plus
2. Project
Address:701 Grand Ave City: South San
Francisco Zip: 94080
3. Provide a one sentence project summary:
StarVista’s Transitional Housing Placement Plus program provides subsidized apartments in South San Francisco
and case management services for emancipated foster youth aged 18-24, in addition to essential life skills training
and assistance finding employment or attending school.
4. Organization
Name:StarVista
Organization
Address:610 Elm Street Suite 212 City: San Carlos Zip: 94070
Organization
Phone:650-591-9623 Website: star-vista.org
Type of Applicant: Non-Profit Our agency serves: Persons
5. Contact
Person / Project
Administrator:
Name: Melissa Guariglia; Stephanie
Black
Title: Department
Director; Grants
Manager
Telephone: 650-591-9623
Contact Email:
melissa.guariglia@star-vista.org;
stephanie.black@star-vista.org;
grants@star-vista.org
Fax:
6. Name of
Agency Director:Sara Larios Mitchell, Ph.D.
7. Fiscal Officer:Name: Dianette Washer & Jill
Kingery, AR Director
Email: dwasher@star-
vista.org;
jill.kingery@star-
vista.org
Telephone: 6505919623
Fiscal Officer
Address:610 Elm Street, Suite 212 City: San Carlos Zip: 94070
8. Authorized
Signatory:Name: Sara Larios Mitchell, Ph.D.Email: smitchell@star-
vista.org Telephone: 650-591-9623
Fiscal Officer
Address:610 Elm Street City: San Carlos Zip: 94070
9. Please provide days and hours of regularly scheduled operation:
10. DUNS Number: 165376799 Federal EIN/TIN Number: 94-3094966
Funding recevied from:
Redwood City City of San Mateo County of San Mateo South San Francisco
10. Project Specific Narrative: Provide a narrative description of the specific activities to be carried out in FY 2021. This should also
include program objectives and key priorities for each specific jurisdiction.
Note: This narrative has been copied from your previous application. Please update if appropriate.
We seek funds for our Transitional Housing Placement Plus (THP+) program that serves emancipated foster youth aged 18-24. THP+
is part of StarVista’s family of Youth Safety Net programs, which collectively have a goal of helping youth to overcome homelessness.
THP+ helps former foster youth attain stable housing, optimal health, education, employment, and caring, supportive relationships.
THP+ intensively serves about 18 youth each year, including parenting youth. It provides a safe haven and stable living
accommodations for up to two years in – among other options – a three-unit apartment complex in South San Francisco.
THP+ counselors provide:
- BASIC LIFE SKILL BUILDING: consumer education, budgeting, use of credit, housekeeping, menu planning, food preparation,
parenting skills.
- EDUCATIONAL OPPORTUNITIES: GED preparation, post-secondary training, vocational education.
- ASSISTANCE IN JOB PREPARATION AND ATTAINMENT: career counseling and job placement.
THP+ helps with INTERPERSONAL SKILL BUILDING to enhance young people’s abilities to establish positive relationships with peers
and adults, make decisions and manage stress, and mental health and physical health care. To build FINANCIAL SELF-SUFFICIENCY
youth are provided a matched savings account they receive upon completion, a stipend for groceries and transportation vouchers.
The program is STRENGTH-BASED, HOLISTIC, AND INDIVIDUALIZED, starting with an assessment and Transitional Independent
Living Plan.
11. Program Changes: Please detail any changes to your program for FY2021.
For the 2021 fiscal year, Transitional Housing Placement Plus will continue to adapt to follow the current regulations for the COVID-19
pandemic. Our clients have experienced a number of challenges that have impacted their health and financial stability. Since young
people, including former foster youth, often seek employment in retail and hospitality many have experienced a cut in hours and/or a
loss in employment. Without stable income youth are experiencing increased anxiety as they plan for continued stable housing.
Staff have adapted to the regulations by utilizing remote communication more frequently and working hard to ensure that youth remain
engaged and encouraged to reach their short- and long-term goals for their future. There has been an overall increase in
communication, via various different means such as texting, phone calls, videos calls, as well as monthly emails to share the latest
resources and updates. We will continue to utilize remote communication in the next fiscal year and look for ways to further engage
youth.
An exciting update for the program is the opening of our long-standing waitlist. We believe that in this fiscal year, we will be able to
serve close to 10 additional youth between all THP Plus housing models.
12. Project Beneficiaries/Quantifiable Measurement: Indicate the expected number of beneficiaries to be served by the program. For
each response below please indicate both the number of households and number of individuals.
Jurisdiction Actual Beneficiaries,
FY2019
Projected
Beneficiaries FY2020
YTD Beneficiaries
FY2020 (thru )
Projected
Beneficiaries FY2021
Ind HH Ind HH Ind HH Ind HH
Redwood City 0 0 0 0
City of San Mateo 0 0 0 0
County of San Mateo 0 0 0 0
South San Francisco 34 34 23 13 19 0 23 23
Totals 34 34 23 13 19 0 23 23
PROPOSED PROGRAM BUDGET FOR FY 2021-22
It is recommended that use your current allocation amount for your FY 15-16 funding
3/9/2021 City Data Services - South San Francisco
https://www.citydataservices.net/cities/smatca/intapp21arc.pl?rpt=A9698&prop=121 2/2
request. However, please take into consideration that this amount is most likely to stay the
same or decrease
South San Francisco Total Jurisdictions
Budget Line
Item
Agency
Total Pgm%Program
Total %Requested Pgm%Requested
Labor
Total Staff $9,440,496 3% $290,800 3% $8,800 3%$8,800
Taxes/Benefits $1,888,099 4%$72,700 3% $2,200 3%$2,200
Supplies
Program
Supplies $64,750 6% $3,650 0% $0 0%$0
Materials
Office
Supplies $77,200 4% $2,750 0% $0 0%$0
Operations/Maintenance
Client Costs $900,464 51% $455,904 0% $0 0%$0
Employee
Related
Expenses
$104,290 8% $8,650 0% $0 0%$0
Facilities &
Equipment:
Office Rent,
Maintenance,
Utilities,
Security
$1,268,315 2% $24,650 0% $0 0%$0
Telephone,
Postage,
Printing
$411,568 2% $8,000 0% $0 0%$0
Professional
Services &
Fees
$284,750 1% $1,500 0% $0 0%$0
Other/Misc $171,238 0% $0 0% $0 0%$0
Insurance $80,000 0% $0 0% $0 0%$0
Administration $1,558,830 11%$173,720 0% $0 0% 0
TOTAL $16,250,000 6%$1,042,324 1%$11,000 1%$11,000
Number of Individual Beneficiaries 23 23
Cost per Individual $478.26 $478.26
Number of Household Beneficiaries 23 23
Cost per Household $478.26 $478.26
Attachments
(Upload Instructions)
ALL attachments below are REQUIRED in order to submit your application, and your application WILL NOT be able to be
submitted with missing attachments! Please take this into consideration when timing your submission of this application. The
documents you need to upload are checked below. If you have other attachments you would like to include, please check one of
the “Other” boxes below and identify the Attachment in the box. If you are unable to upload any of the attachments, contact the
CDBG Manager of the appropriate jurisdiction at least one day prior to submitting your application.
1.Resolution authorizing application and designation of
signatory, by the
Board_resolution_attachment_delay_SSF_CDBG_FYE22.pdf
2.Proof of 501(c)3 / tax-exempt status StarVista_501c3_Status.pdf
3.By-laws StarVista_Bylaws_2015.pdf
4.Articles of Incorporation Articles_of_Incorporation_StarVista.pdf
5.Board roster, including:
Name, Company, Years on Board
Meeting dates for previous 12 months
Number of years allowed for each board term
Board_Member_Roster_Terms__2020_Meeting_dates.pdf
6.Organizational chart for entire organization StarVista_Org_Chart.pdf
7.Certified financial audit no more that 1 fiscal year old,
prepared by a CPA, and:
Management letters (if applicable)
A-122 and A-133 Single Audit (for entities that
receive more than $750,000 in federal funding) OR
A letter from your Executive Director certifying that
agency does not receive more than $750,000 in
federal funds and is not subject to the Single Audit.
StarVista_18-19_Audit.pdf
StarVista_18-19_Single_Audit_Reports.pdf
8.The following are required:
Current (FY20-21) Agency Operating Budget
Proposed (FY21-22) Agency Operating Budget
StarVista_FY20-21_Current_Org_Budget.pdf
StarVista_Proposed_Agency_Budget_FY21-22.pdf
9.Mission Statement StarVista_Mission_and_Values.pdf
10.Non-discrimination policy Non-Discrimination_Policy_2020.pdf
11.Reasonable Accommodations Policy Reasonable_Accommodation_Policy.pdf
12.Other - Conflict of Interest Policy Conflict_of_Interest_Policy_2019.pdf
Reviewed and updated Contact Information
Reviewed and updated Projected Beneficiares
Reviewed and updated Budget
Program Manager Signature Payton Bushaw
Date Signed 01/13/2021
City Approval Signature Kris Romasanta
Date Signed 02/16/2021
Initially submitted: Jan 13, 2021 - 11:42:21
2/12/2021 City Data Services - South San Francisco
https://www.citydataservices.net/cities/smatca/intapp21arc.pl?rpt=C9582&prop=26 1/2
Renewal Application for FY 2021-22
Redwood City, City of San Mateo, San Mateo County, and South San Francisco
GENERAL INFORMATION
1. Project Title:Housing Accessibility Modifications (HAM)
2. Project Address:2001 Winward Way, Suite 103 City: San Mateo Zip: 94404
3. Provide a one sentence project summary:
The Center for Independence Housing Accessibility Modification (HAM) program will increase safety and
independence for low-income individuals with disabilities through the installation of home accessibility
modifications.
4. Organization Name:Center for Independence of Individuals with Disabilities
Organization Address:2001 Winward Way, Suite 103 City: San Mateo Zip: 94404
Organization Phone:650-645-1780 Website:
http://www.cidsanmateo.org/
Type of Applicant: Non-Profit Our agency serves: Households
5. Contact Person / Project
Administrator:Name: Rachel Aceberos Title: HAM Coordinator Telephone: 650-
645-1780, Ext. 117
Contact Email:rachela@cidsanmateo.org;
LeahI@cidsanmateo.org Fax:
6. Name of Agency Director:Donna Reed
7. Fiscal Officer:Name: Tsegereda Andarge Email:
tsegeredat@cidsanmateo.org
Telephone: 650-
645-1780 Ext. 111
Fiscal Officer Address:2001 Winward Way, Suite 103 City: San Mateo Zip: 94404-2499
8. Authorized Signatory:Name: Donna Reed Email:
donnar@cidsanmateo.org
Telephone: 650-
645-1780 Ext 113
Fiscal Officer Address:2001 Winward Way, Suite 103 City: San Mateo Zip: 94404-2499
9. Please provide days and hours of regularly scheduled operation:
10. DUNS Number: 049014111 Federal EIN/TIN Number: 94-2581080
Funding recevied from:
Redwood City City of San Mateo County of San Mateo South San Francisco
10. Project Specific Narrative: Provide a narrative description of the specific activities to be carried out in FY 2021. This should also
include program objectives and key priorities for each specific jurisdiction.
Note: This narrative has been copied from your previous application. Please update if appropriate.
Accessible, affordable housing is a major concern for people with disabilities in San Mateo County, many of whom are on fixed
incomes. According to the Social Security Administration, the average disability benefit for 2019 was $1,234 per month. The major
emphasis in CID's housing efforts is our Housing Accessibility (HAM) Program. Through this program, CID installs ramps, hand rails,
grab bars, vertical lifts, and other modifications to increase home accessibility for individuals with disabilities. These modifications
facilitate people with disabilities to remain at home or move back into their homes with greater independence, preventing the need to
move into a skilled nursing or other institutional care facility. CID cooperates with cities and the County housing agencies in San Mateo
County to increase then number of quality accessible and affordable housing options.
Our key objective for all cities is to provide home modifications for extremely low, very low, and low income individuals with disabilities
living in San Mateo County. Our priority is to provide low-income individuals with disabilities the opportunity to become more
independent in their homes through modifications that will keep them safe in their homes.
11. Program Changes: Please detail any changes to your program for FY2021.
CID has a new HAM Program Coordinator, Rachel Aceberos.
12. Project Beneficiaries/Quantifiable Measurement: Indicate the expected number of beneficiaries to be served by the program. For
each response below please indicate both the number of households and number of individuals.
Jurisdiction Actual Beneficiaries,
FY2019
Projected
Beneficiaries FY2020
YTD Beneficiaries
FY2020 (thru )
Projected
Beneficiaries FY2021
Ind HH Ind HH Ind HH Ind HH
Redwood City 0 8 9 9 0 3 9 9
City of San Mateo 0 8 14 14 0 6 14 14
County of San Mateo 0 27 26 26 0 12 27 27
South San Francisco 0 7 5 5 0 3 7 7
Totals 0 50 54 54 0 24 57 57
PROPOSED PROGRAM BUDGET FOR FY 2021-22
It is recommended that use your current allocation amount for your FY 15-16 funding
request. However, please take into consideration that this amount is most likely to stay
the same or decrease
Redwood City City of San
Mateo
County of San
Mateo
South San
Francisco Total Jurisdictions
Budget Line Item Agency
Total Pgm%Program
Total %Requested %Requested %Requested %Requested Pgm%Requested
Labor
Finance Manager $76,320 10% $7,632 21% $1,565 24% $1,832 45% $3,435 10% $800 100%$7,632
Taxes/Benefits $0 $0 $0 $0 $0 $0 $0
Operations/Maintenance
Materials/Contractor $132,800 100% $132,800 14% $18,435 21% $28,168 43% $56,565 7% $9,200 0%$0
Administration $0 $0 $0 $0 $0 $0 0% 0
TOTAL $209,120 67%$140,432 14%$20,000 21%$30,000 43%$60,000 7%$10,000 85%$120,000
Number of Individual Beneficiaries 9 14 27 7 57
Cost per Individual $2,222.22 $2,142.86 $2,222.22 $1,428.57 $2,105.26
Number of Household Beneficiaries 9 14 27 7 57
Cost per Household $2,222.22 $2,142.86 $2,222.22 $1,428.57 $2,105.26
Attachments
(Upload Instructions)
ALL attachments below are REQUIRED in order to submit your application, and your application WILL NOT be
able to be submitted with missing attachments! Please take this into consideration when timing your submission of
this application. The documents you need to upload are checked below. If you have other attachments you would
like to include, please check one of the “Other” boxes below and identify the Attachment in the box. If you are
unable to upload any of the attachments, contact the CDBG Manager of the appropriate jurisdiction at least one
day prior to submitting your application.
1.Resolution authorizing application and designation of
signatory, by the
Board_Resolution_-_City_of_San_Mateo_-
_January_2020.pdf
2/12/2021 City Data Services - South San Francisco
https://www.citydataservices.net/cities/smatca/intapp21arc.pl?rpt=C9582&prop=26 2/2
Board_Resolution_-_City_of_Redwood_City_-
_January_2020.pdf
Board_Resolution_-_County_of_San_Mateo_-
_January_2020.pdf
Board_Resolution_-_South_San_Francisco_-
_January_2020.pdf
2.Proof of 501(c)3 / tax-exempt status CID_Nonprofit_Status_Pg_from_IRS.pdf
3.By-laws 2019-01-09_-_CID_By-Laws.pdf
4.Articles of Incorporation CID_-_Articles_of_Incorporation.pdf
5.Board roster, including:
Name, Company, Years on Board
Meeting dates for previous 12 months
Number of years allowed for each board term
BOARD_OF_DIRECTORS.docx
6.Organizational chart for entire organization Organizational_Chart_1.5.21.docx
7.Certified financial audit no more that 1 fiscal year old,
prepared by a CPA, and:
Management letters (if applicable)
A-122 and A-133 Single Audit (for entities that
receive more than $750,000 in federal funding) OR
A letter from your Executive Director certifying that
agency does not receive more than $750,000 in
federal funds and is not subject to the Single Audit.
CID_FYE_9_30_19_Audit_Report.pdf
8.The following are required:
Current (FY20-21) Agency Operating Budget
Proposed (FY21-22) Agency Operating Budget
Agency_Budget_FY20-21._1-13-21..pdf
Proposed_Agency_Budget._FY21-22..pdf
9.Mission Statement CID_Mission_Statement_-_01-23-2019.pdf
10.Non-discrimination policy 2019-06-13__-_CID_Employee_Handbook_-
_Non-Discrimination_Policy.pdf
11.Reasonable Accommodations Policy 2019-06-13__-_CID_Employee_Handbook_-
_Reasonable_Accommodations_Policy.pdf
12.Other - xyz 2019-06-13__-_CID_Employee_Handbook_-
_Conflict_of_Interest_policy.pdf
13.The following are required: (Redwood City Only)
Current (FY20-21) Program Operating Budget
Proposed (FY21-22) Program Operating Budget
Reviewed and updated Contact Information
Reviewed and updated Projected Beneficiares
Reviewed and updated Budget
Program Manager Signature Leah Igdalsky
Date Signed 01/26/2021
City Approval Signature Kris Romasanta
Date Signed 02/01/2021
Initially submitted: Jan 14, 2021 - 14:13:49
Returned to Draft 01-22-2021 by Redwood City
Reason: Do you have an audit that is more current? App is requesting one no more than 1 FY year old. The one provided is from June, 2019.
3/9/2021 City Data Services - South San Francisco
https://www.citydataservices.net/cities/smatca/intapp21arc.pl?rpt=C9696&prop=125 1/2
Renewal Application for FY 2021-22
Redwood City, City of San Mateo, San Mateo County, and South San Francisco
GENERAL INFORMATION
1. Project Title:Peninsula Minor Home Repair (2020)
2. Project Address:3180 Middlefield Road City: Redwood City Zip: 94063
3. Provide a one sentence project summary:
El Concilio of San Mateo County proposes to address the housing crisis and increased energy/water use of
families as a result of Pandemic “Stay in Place order” by continuing to provide health approach energy/water
benefits minor home repair services to extremely low, very low, low and fixed income residents of South San
Francisco; through our Energy Savings Assistance, Low-Income Weatherization, Healthy Home Connect and
Community Help and Gas and Electricity Services programs to benefit and receive more energy and water
conservation solutions.
4. Organization
Name:El Concilio of San Mateo County
Organization Address:3180 Middlefield Road City: Redwood City Zip: 94063
Organization Phone:650-373-1080 Website: www.el-
concilio.com
Type of Applicant: Non-Profit Our agency serves: Households
5. Contact Person /
Project
Administrator:
Name: Joaquin Narvaez Title: PMHR Manager Telephone: 650-918-9553
Contact Email:joaquinn75@yahoo.com Fax:
6. Name of Agency
Director:Ortensia Lopez
7. Fiscal Officer:Name: Louis Briones Email:
lbriones@brionesint.comTelephone: 510 708-4400
Fiscal Officer
Address:3180 Middlefield Road City: Redwood City Zip: 94063-3762
8. Authorized
Signatory:Name: Ortensia Lopez Email: or10sia@el-
concilio.com Telephone: 650-373-1080
Fiscal Officer
Address:3180 Middlefield Road City: Redwood City Zip: 94063-3762
9. Please provide days and hours of regularly scheduled operation:
10. DUNS Number: 94-6525250 Federal EIN/TIN Number: 94-2772110
Funding recevied from:
Redwood City City of San Mateo County of San Mateo South San Francisco
10. Project Specific Narrative: Provide a narrative description of the specific activities to be carried out in FY 2021. This should also
include program objectives and key priorities for each specific jurisdiction.
Note: This narrative has been copied from your previous application. Please update if appropriate.
The unique feature and benefit of the Peninsula Minor Home Repair (PMHR) program is ECSMC’s holistic approach and considerable
experience in providing home repair services to Extremely Low Income (ELI), Very Low Income (VLI) and Low Income (LI) residents
including those on a fixed income. The PMHR program objectives are to provide a health approach with energy benefits by providing
cost-effective minor home repair improvements/repairs focusing on:
• health, safety and comfort,
• housing quality standards,
• increasing energy/water conservation, decreasing energy/water burden
• making more homes eligible for energy/water weatherization improvements that would otherwise not be completed,
• and/or access modifications.
The key priorities of the PMHR program are in line with South San Francisco’s affordable housing priorities of preserving existing rental
housing and improving the condition of existing housing and will focus on its target audience on households who:
• need but are unaware of programs available to improve their homes through minor home repairs,
• may be eligible for low-cost installation of energy/water conservation solutions, and
• would benefit significantly from reducing monthly energy/household water expenses.
Under the PMHR program, the services provided to eligible homes include (but are not limited to):
• Attic insulation, crawl space and attic covers
• Water heater wrapping and replacements
• Carbon monoxide/fire alarm inspections/installation
• Repair/replace heating, ventilation, and air condition (HVAC)
• Natural gas appliance testing
• Refrigerator and oven/stove replacements
• Plumbing: Water leak testing and toilet kits
• Energy audits/concurrent energy education/Hayward Score survey
• Quality control inspections
• Repair/replace doors including patio and exterior security doors, windows, fences grab bars, handrails
• Weatherization: weather stripping, caulking, wall repairs, ceiling fans, energy recovery ventilation, exterior housing siding
Duct test and repair and asbestos removal
Electrical work
Removal of soiled/molded carpets and walls
Note for #12 Actual Beneficiaries, FY 2019, there are no numbers but we completed 17. Contract was extended to accommodate the
work that could not be completed due to COVID-19, Stay in Place order..
11. Program Changes: Please detail any changes to your program for FY2021.
Accounting will be handled by an outside firm, Briones International, with 50 years experience with non profit accounting. By
outsourcing our accounting needs we are able to leverage more accounting time while at the same time reducing the cost of our
financial administration functions. Briones will be responsible for payroll allocations, accounts payable, accounts receivable, bank
reconciliations, funder reports, monthly financial statements, budgets, audit schedules, year tax schedules, preparation of 1099 forms,
and working with management and the board on an as needed basis.
Briones has additional clientele in San Mateo County as well as clients throughout the Bay Area, Southern California, New York, and
Washington D.C.
12. Project Beneficiaries/Quantifiable Measurement: Indicate the expected number of beneficiaries to be served by the program. For
each response below please indicate both the number of households and number of individuals.
Jurisdiction Actual Beneficiaries,
FY2019
Projected
Beneficiaries FY2020
YTD Beneficiaries
FY2020 (thru )
Projected
Beneficiaries FY2021
Ind HH Ind HH Ind HH Ind HH
Redwood City 0 0 0 0 0 0 0
City of San Mateo 0 0 21 7 0 1 21 7
County of San Mateo 0 0 60 20 0 0 60 20
South San Francisco 0 0 21 7 0 0 21 7
Totals 0 0 102 34 0 1 102 34
Minor Home Repair
3/9/2021 City Data Services - South San Francisco
https://www.citydataservices.net/cities/smatca/intapp21arc.pl?rpt=C9696&prop=125 2/2
PROPOSED PROGRAM BUDGET FOR FY 2021-22
It is recommended that use your current allocation amount for your FY 15-16 funding
request. However, please take into consideration that this amount is most likely to stay
the same or decrease
City of San Mateo County of San
Mateo
South San
Francisco Total Jurisdictions
Budget Line Item Agency
Total Pgm%Program
Total %Requested %Requested %Requested Pgm%Requested
Labor
Accountant $75,000 12% $8,733 23% $1,983 34% $3,000 30% $2,625 87%$7,608
Case Manager $19,968 23% $4,536 11% $504 56% $2,520 23% $1,058 90%$4,082
Weatherization Lead $52,000 35% $18,006 18% $3,200 51% $9,166 23% $4,225 92%$16,591
Weatherization Crew $35,360 28% $9,914 11% $1,060 49% $4,867 30% $2,941 89%$8,868
Weatherization Crew
MR $35,360 28% $9,914 11% $1,060 49% $4,867 30% $2,941 89%$8,868
Taxes/Benefits $63,276 25%$15,723 15% $2,312 48% $7,616 27% $4,230 90%$14,158
Supplies
Construction
Materials $290,875 14% $40,674 12% $4,881 56% $22,964 22% $8,980 91%$36,825
Other Personnel
Costs $571,467 0% 0% 0% 0% 0%$0
Other Expenses $219,754 0% 0% 0% 0% 0%$0
Administration $143,103 0%$0 $0 0% 0
TOTAL $1,506,163 7%$107,500 14%$15,000 51%$55,000 25%$27,000 90%$97,000
Number of Individual Beneficiaries 21 60 21 102
Cost per Individual $714.29 $916.67 $1,285.71 $950.98
Number of Household Beneficiaries 7 20 7 34
Cost per Household $2,142.86 $2,750.00 $3,857.14 $2,852.94
Attachments
(Upload Instructions)
ALL attachments below are REQUIRED in order to submit your application, and your application WILL NOT be able to be submitted with missing
attachments! Please take this into consideration when timing your submission of this application. The documents you need to upload are checked
below. If you have other attachments you would like to include, please check one of the “Other” boxes below and identify the Attachment in the box.
If you are unable to upload any of the attachments, contact the CDBG Manager of the appropriate jurisdiction at least one day prior to submitting
your application.
1.Resolution authorizing application and designation of
signatory, by the
Att_1_Board_Resolution..pdf
2.Proof of 501(c)3 / tax-exempt status Att_2_ECSMC__501c3.pdf
3.By-laws Att_3_ECSMC_Bylaws.pdf
4.Articles of Incorporation Att__4_ECSMC_Articles_of_Incorp.pdf
5.Board roster, including:
Name, Company, Years on Board
Meeting dates for previous 12 months
Number of years allowed for each board term
Att_5_ECSMC_Board_Roster-Affiliates_2020.docx
Att_5_ECSMC_Board_Meetings.docx
Att_5_ECSMC_Term_Limits.docx
6.Organizational chart for entire organization Att_6_ECSMC_Org_Chart_2-1.pptx
7.Certified financial audit no more that 1 fiscal year old,
prepared by a CPA, and:
Management letters (if applicable)
A-122 and A-133 Single Audit (for entities that
receive more than $750,000 in federal funding) OR
A letter from your Executive Director certifying that
agency does not receive more than $750,000 in
federal funds and is not subject to the Single Audit.
Att_7_ECSMC_Audited_Financial_Statements_June_30_2017.pdf
21.22_CDBG_proposal_management_ltr..pdf
21_22_PMHR_Renewal_application_follow_up_questions.docx
8.The following are required:
Current (FY20-21) Agency Operating Budget
Proposed (FY21-22) Agency Operating Budget
FY_20-21_and_FY_21-22.pdf
9.Mission Statement Att_9_ECSMC_Mission_Statement.docx
10.Non-discrimination policy Att_10_ECSMC_Non-Discrimination_Policy_for_Staff_and_Clients.pdf
11.Reasonable Accommodations Policy Att_11_ECSMC_Reasonable_Accommodations_Policy_for_Staff_and_Clients.pdf
12.Other - xyz Att_12_ECSMC_Conflict_of_Interest_Policy.pdf
Reviewed and updated Contact Information
Reviewed and updated Projected Beneficiares
Reviewed and updated Budget
Program Manager Signature Rene Rivera
Date Signed 02/18/2021
City Approval Signature Kris Romasanta
Date Signed 03/09/2021
Initially submitted: Jan 14, 2021 - 16:05:09
Returned to Draft 01-27-2021 by San Mateo County
Reason: Could you provide an updated audit from 2019 or 2020 if possible? If not, please explain why. Additionally, could you please revise the organizational chart so that I can understand what roles are under 'Executive Management', who oversees which
programs, and who the program managers are? Email me if you have questions or concerns. - Lucy
Returned to Draft 02-16-2021 by South San Francisco
Reason: Hi Ortensia,
Could you let me know why the cost per household is significantly higher for SSF as well as the agency administration costs?
Kris
2/16/2021 City Data Services - South San Francisco
https://www.citydataservices.net/cities/smatca/intapp21arc.pl?rpt=C9615&prop=136 1/3
Renewal Application for FY 2021-22
Redwood City, City of San Mateo, San Mateo County, and South San Francisco
GENERAL INFORMATION
1. Project
Title:National Rebuilding Day (NRD) - Home Rehab Program (2021-22)
2. Project
Address:841 Kaynyne Street City: Redwood City Zip: 94063
3. Provide a one sentence project summary:
National Rebuilding Day (NRD) - Home Rehabilitation program is a volunteer-driven home repair program that
brings approximately 1,000 volunteers together on behalf of about 30 low-income homeowners each year, ensuring
that every neighbor we serve has the most critical of human needs met -- a safe and healthy home.
4.
Organization
Name:
Rebuilding Together Peninsula
Organization
Address:841 Kaynyne Street City: Redwood City Zip: 94063
Organization
Phone:650-366-6597 Website: www.RTPeninsula.org
Type of Applicant: Non-Profit Our agency serves:
5. Contact
Person /
Project
Administrator:
Name: Josh Woodruff Title: Program Manager
Telephone:
650-366-
6597 x226
Contact Email:
josh.w@rebuildingtogetherpeninsula.org,
greg@rebuildingtogetherpeninsula.org,
development@rebuildingtogetherpeninsula.org
Fax:
6. Name of
Agency
Director:
Melissa Lukin
7. Fiscal
Officer:Name: Jan Sager Email: jan.sager1@gmail.com
Telephone:
650-366-
6597
Fiscal Officer
Address:841 Kaynyne Street City: Redwood City Zip: 94063
8. Authorized
Signatory:Name: Melissa Lukin Email:
melissa@rebuildingtogetherpeninsula.org
Telephone:
650-366-
6597
Fiscal Officer
Address:841 Kaynyne Street City: Redwood City
Zip:
94063-
3000
9. Please provide days and hours of regularly scheduled operation:
10. DUNS Number: 11-399-5612 Federal EIN/TIN Number: 94-3106209
Funding recevied from:
Redwood City City of San Mateo County of San Mateo South San Francisco
10. Project Specific Narrative: Provide a narrative description of the specific activities to be carried out in FY 2021. This should also
include program objectives and key priorities for each specific jurisdiction.
Note: This narrative has been copied from your previous application. Please update if appropriate.
RTP’s National Rebuilding Day (NRD) - Home Rehabilitation program is an annual, one-day home repair program. NRD leverages the
collaborative support of volunteers, financial sponsors, and in-kind donations to deliver major critical repairs to low-income homeowners
that lack the financial means and technical expertise to address the repair issues plaguing their health and safety.
NRD’s main objective is that the homes owned by our low-income neighbors are dry, clean, ventilated, pest-free, safe, contaminant-
free, maintained, accessible and affordable home (the nine Principles of Healthy Housing).
Activities:
1. Low-income homeowner completes repair application.
2. RTP conducts a comprehensive Home Safety Assessment which assesses the health and safety repairs needed based on the nine
Principles of Healthy Housing.
3. In partnership with the homeowner, RTP develops a scope of work which provides a plan for how the health and safety repairs will be
completed.
4. Homeowner is paired with a volunteer Construction Captain who prepares the home for the work to be done on NRD.
5. Repair and home modifications are completed by a team of 10-100 volunteers on NRD.
6. Final project review and survey collection which assesses the impact of our work on the homeowner's health and safety.
Priorities by jurisdiction:
NRD 2022 (scheduled to be held the last Saturday in April 2022) will repair 2 homes in Redwood City, 4 homes in the City of San
Mateo, 3 homes in South San Francisco, and 8 homes in the County of San Mateo.
11. Program Changes: Please detail any changes to your program for FY2021.
There are three notes related to this FY2021-22 renewal application:
1. Deliverables:
We expect our FY2021-22 deliverables to stay the same.
Please note that the 'Actual Beneficiaries for FY2019' did not auto populate in the table below. Rebuilding Together Peninsula reached
out to City Data Services on January 8th to resolve this issue. City Data Services stated 'the problem with that is that the 2020 program
is in a different account from your FY2019 program because of the 2019 carryover program, so it can't automatically read that
information. I would suggest that you just put a note in #10 or #11 that lists how many projects you completed in 2019 for the different
jurisdictions.' Here is that information:
FY2019 actual beneficiaries - National Rebuilding Day - Homes
Redwood City - 4 households
City of San Mateo - 4 households
County of San Mateo - 10 households
South San Francisco - 3 households
2. Budget:
The budget included in this proposal is revised from last year's budget. While the contract amount stayed the same, we included a small
amount in benefits and 10% in administrative costs (the de minimus rate). We included these in this budget based on our conversations
with the jurisdictions this Fall and Winter. We look forward to the planned meeting with the jurisdictions to determine how to best
document these costs in our quarterly invoices.
3. COVID-19 Note:
This application is for the fiscal year July 2021-June 2022. We expect that by NRD 2022 (slated for the last Saturday in April 2022) that
the vaccine will be distributed and our NRD program will operate more similarly to previous years, as described in #10 above. As of the
2/16/2021 City Data Services - South San Francisco
https://www.citydataservices.net/cities/smatca/intapp21arc.pl?rpt=C9615&prop=136 2/3
writing of this proposal in January 2021, volunteers are limited to small groups (up to 6 people at a site) who perform outdoor work only.
In order to reduce the transmission of the virus and keep homeowners, staff and volunteers safe, the majority of NRD repairs are
conducted by RTP's repair technicians and subcontractors.
12. Project Beneficiaries/Quantifiable Measurement: Indicate the expected number of beneficiaries to be served by the program. For
each response below please indicate both the number of households and number of individuals.
Jurisdiction Actual Beneficiaries,
FY2019
Projected
Beneficiaries FY2020
YTD Beneficiaries
FY2020 (thru )
Projected
Beneficiaries FY2021
Ind HH Ind HH Ind HH Ind HH
Redwood City 0 0 0 2 0 0 0 2
City of San Mateo 0 0 0 4 0 0 0 4
County of San Mateo 0 0 0 8 0 0 0 8
South San Francisco 0 0 0 3 0 0 0 3
Totals 0 0 0 17 0 0 0 17
PROPOSED PROGRAM BUDGET FOR FY 2021-22
It is recommended that use your current allocation amount for your FY 15-16 funding
request. However, please take into consideration that this amount is most likely to
stay the same or decrease
Redwood City City of San Mateo County of San
Mateo
South San
Francisco Total Jurisdictions
Budget Line
Item
Agency
Total Pgm%Program
Total %Requested %Requested %Requested %Requested Pgm%Requested
Labor
Staff $649,225 20% $131,085 2% $2,054 2% $2,500 3% $3,400 1% $1,575 7%$9,529
Taxes/Benefits $319,768 20%$64,536 0% $205 0% $250 1% $340 0% $157 1%$952
Materials
Repairs and
Renovation
costs
$458,412 42% $192,752 9% $16,414 10% $19,977 14% $27,169 7% $12,586 40%$76,146
Operations/Maintenance
Operations,
outreach and
volunteers
$126,466 3% $3,920 0% $0 0% $0 0% $0 0% $0 0%$0
Administration $405,233 10%$41,632 4% $1,867 5% $2,273 7% $3,091 3% $1,432 21% 8663
TOTAL $1,959,104 22%$433,925 5%$20,540 6%$25,000 8%$34,000 4%$15,750 22%$95,290
Number of Individual Beneficiaries 0 0 0 0 0
Cost per Individual
Number of Household Beneficiaries 2 4 8 3 17
Cost per Household $10,270.00 $6,250.00 $4,250.00 $5,250.00 $5,605.29
Attachments
(Upload Instructions)
ALL attachments below are REQUIRED in order to submit your application, and your application WILL NOT be able to be
submitted with missing attachments! Please take this into consideration when timing your submission of this application. The
documents you need to upload are checked below. If you have other attachments you would like to include, please check one of
the “Other” boxes below and identify the Attachment in the box. If you are unable to upload any of the attachments, contact the
CDBG Manager of the appropriate jurisdiction at least one day prior to submitting your application.
1.Resolution authorizing application and designation of
signatory, by the
CDBG_bod_authorization_for_FY21-22_Kurt_Signed.pdf
2.Proof of 501(c)3 / tax-exempt status 501c3.pdf
3.By-laws By-laws_Resolution_11-17-11.pdf
4.Articles of Incorporation Articles_of_Incorporation__original_and_amendments.pdf
5.Board roster, including:
Name, Company, Years on Board
Meeting dates for previous 12 months
Number of years allowed for each board term
FY21_Board_Roster_with_terms_and_2020_meeting_dates.pdf
6.Organizational chart for entire organization RTP_OrgChart_Latest_12.14.20.pdf
7.Certified financial audit no more that 1 fiscal year old,
prepared by a CPA, and:
Management letters (if applicable)
A-122 and A-133 Single Audit (for entities that
receive more than $750,000 in federal funding) OR
A letter from your Executive Director certifying that
agency does not receive more than $750,000 in
federal funds and is not subject to the Single Audit.
FINAL_FY18-19_Audited_Financial_Statements_3-19-20.pdf
Single_Audit_Not_Required_letter.pdf
8.The following are required:
Current (FY20-21) Agency Operating Budget
Proposed (FY21-22) Agency Operating Budget
FY20-21_RTP_Budget.pdf
FY22_RTP_Budget_for_CDBG_apps.pdf
9.Mission Statement RTP_Mission_Statement_1.13.20.pdf
10.Non-discrimination policy nondiscrimination_and_accomodations_updated_2.2019.pdf
11.Reasonable Accommodations Policy nondiscrimination_and_accomodations_updated_2.2019.pdf
12.Other - xyz confilct_of_interest_policy.pdf
13.The following are required: (Redwood City Only)
Current (FY20-21) Program Operating Budget
Proposed (FY21-22) Program Operating Budget
FY20-21_RTP_Budget_NRD.pdf
FY22_RTP_Budget_for_CDBG_apps_-_NRD.pdf
Reviewed and updated Contact Information
Reviewed and updated Projected Beneficiares
Reviewed and updated Budget
Program Manager Signature Melissa Lukin
Date Signed 01/22/2021
City Approval Signature Kris Romasanta
Date Signed 02/16/2021
2/16/2021 City Data Services - South San Francisco
https://www.citydataservices.net/cities/smatca/intapp21arc.pl?rpt=C9614&prop=37 1/2
Renewal Application for FY 2021-22
Redwood City, City of San Mateo, San Mateo County, and South San Francisco
GENERAL INFORMATION
1. Project
Title:Safe at Home
2. Project
Address:841 Kaynyne Street City: Redwood City Zip: 94063
3. Provide a one sentence project summary:
RTP’s Safe at Home program provides critical health and safety related home repair needs for low-income
homeowners, including home safety modifications that allow low-income seniors to safely age in place by
eliminating the threat of injury or accident, particularly from falling.
4.
Organization
Name:
Rebuilding Together Peninsula
Organization
Address:841 Kaynyne Street City: Redwood City Zip: 94063
Organization
Phone:650-366-6597 Website: www.RTPeninsula.org
Type of Applicant: Non-Profit Our agency serves: Households
5. Contact
Person /
Project
Administrator:
Name: Greg Bernard Title: Construction Program Director
Telephone:
650-366-
6597 x228
Contact Email:greg@rebuildingtogetherpeninsula.org;
development@rebuildingtogetherpeninsula.orgFax:
6. Name of
Agency
Director:
Melissa Lukin
7. Fiscal
Officer:Name: Jan Sager Email: jan.sager1@gmail.com
Telephone:
650-366-
6597
Fiscal Officer
Address:841 Kaynyne Street City: Redwood City
Zip:
94063-
3000
8. Authorized
Signatory:Name: Melissa Lukin Email:
melissa@rebuildingtogetherpeninsula.org
Telephone:
650-366-
6597
Fiscal Officer
Address:841 Kaynyne Street City: Redwood City
Zip:
94063-
3000
9. Please provide days and hours of regularly scheduled operation:
10. DUNS Number: 11-399-5612 Federal EIN/TIN Number: 94-3106209
Funding recevied from:
Redwood City City of San Mateo County of San Mateo South San Francisco
10. Project Specific Narrative: Provide a narrative description of the specific activities to be carried out in FY 2021. This should also
include program objectives and key priorities for each specific jurisdiction.
Note: This narrative has been copied from your previous application. Please update if appropriate.
Safe at Home Program objectives:
(1) Low-income homeowners have access to home repair services that enable them to live in a dry, clean, ventilated, pest-free, safe,
contaminant-free, maintained, accessible and affordable home (the nine Principles of Healthy Housing).
(2) Safety and health priorities identified in each home are addressed.
(3) Participants will be equipped with the knowledge and tools necessary to identify health and safety hazards. They will be educated
with maintenance tips to ensure the longevity of the repairs they receive.
Activities:
(1) Homeowner completes an application which provides key information about the repairs needed by vulnerable homeowners.
(2) RTP’s trained and experienced staff conduct a comprehensive Home Safety Assessment which assesses the health and safety
repairs needed based on the 9 Principles of Healthy Housing.
(3) In partnership with the homeowner, RTP’s staff develops a Home Safety Plan (aka scope of work) which provides a detailed plan for
how the critical health and safety repairs will be completed.
(4) Complete repair and home modifications which is performed by our repair technicians.
(5) Final project review and survey collection which assesses the impact of our work on the homeowner's health and safety.
Priorities by jurisdiction:
Safe at Home will repair 7 homes in Redwood City, 12 homes in the City of San Mateo, 12 homes in South San Francisco and 45
homes in the County of San Mateo.
11. Program Changes: Please detail any changes to your program for FY2021.
For FY2021-22 we expect to keep our deliverables the same.
The budget included in this proposal is revised from last year's budget. While the contract amount stayed the same, we included a small
amount in benefits and 10% in administrative costs (the de minimus rate). We included these in this budget based on our conversations
with the jurisdictions this Fall and Winter. We look forward to the planned meeting with the jurisdictions to determine how to best
document these costs in our quarterly invoices.
12. Project Beneficiaries/Quantifiable Measurement: Indicate the expected number of beneficiaries to be served by the program. For
each response below please indicate both the number of households and number of individuals.
Jurisdiction Actual Beneficiaries,
FY2019
Projected
Beneficiaries FY2020
YTD Beneficiaries
FY2020 (thru )
Projected
Beneficiaries FY2021
Ind HH Ind HH Ind HH Ind HH
Redwood City 0 9 0 7 0 3 0 7
City of San Mateo 0 8 0 12 0 3 0 12
County of San Mateo 0 39 0 45 0 19 0 45
South San Francisco 0 12 0 12 0 6 0 12
Totals 0 68 0 76 0 31 0 76
PROPOSED PROGRAM BUDGET FOR FY 2021-22
It is recommended that use your current allocation amount for your FY 15-16 funding
request. However, please take into consideration that this amount is most likely to stay
the same or decrease
Redwood City City of San Mateo County of San
Mateo
South San
Francisco Total Jurisdictions
2/16/2021 City Data Services - South San Francisco
https://www.citydataservices.net/cities/smatca/intapp21arc.pl?rpt=C9614&prop=37 2/2
Budget Line Item Agency
Total
Pgm%Program
Total
%Requested %Requested %Requested %Requested Pgm%Requested
Labor
Director of
Programs $100,000 25% $25,000 1% $210 8% $2,000 48% $12,000 12% $3,000 69%$17,210
Project Manager $64,000 58% $36,800 8% $3,000 14% $5,000 22% $8,000 14% $5,300 58%$21,300
Senior Repair
Technician $73,000 75% $54,750 6% $3,500 11% $6,200 22% $12,000 15% $8,000 54%$29,700
Junior Repair
Technician $66,600 75% $49,950 4% $2,000 12% $6,000 36% $18,000 16% $8,000 68%$34,000
Program
Coordinator $51,000 45% $22,950 2% $540 6% $1,300 28% $6,500 2% $500 39%$8,840
Other Staff $344,250 2% $8,290 0% $0.00 0% $0 0% $0 0% $0 0%$0
Taxes/Benefits $229,135 33%$76,242 1% $925 3% $2,000 7% $5,650 3% $2,480 14%$11,055
Supplies
Program supplies $70,000 91% $63,577 0% $0 0% $0 0% $0 0% $0 0%$0
Mileage $13,525 30% $3,991 3% $100 8% $300 38% $1,500 20% $800 68%$2,700
Materials
Materials and
Subcontractors $458,412 55% $251,112 3% $8,398 7% $18,109 20% $49,986 9% $21,920 39%$98,413
Operations/Maintenance
Volunteer and
Outreach costs $11,040 31% $3,381 0% $0 0% $0 0% $0 0% $0 0%$0
Administration $478,142 9%$43,224 4% $1,867 9% $4,091 26% $11,364 12% $5,000 52% 22322
TOTAL $1,959,104 33%$639,267 3%$20,540 7%$45,000 20%$125,000 9%$55,000 38%$245,540
Number of Individual Beneficiaries 0 0 0 0 0
Cost per Individual
Number of Household Beneficiaries 7 12 45 12 76
Cost per Household $2,934.29 $3,750.00 $2,777.78 $4,583.33 $3,230.79
Attachments
(Upload Instructions)
ALL attachments below are REQUIRED in order to submit your application, and your application WILL NOT be able to be
submitted with missing attachments! Please take this into consideration when timing your submission of this application. The
documents you need to upload are checked below. If you have other attachments you would like to include, please check one of
the “Other” boxes below and identify the Attachment in the box. If you are unable to upload any of the attachments, contact the
CDBG Manager of the appropriate jurisdiction at least one day prior to submitting your application.
1.Resolution authorizing application and designation of
signatory, by the
CDBG_bod_authorization_for_FY21-22_Kurt_Signed.pdf
2.Proof of 501(c)3 / tax-exempt status 501c3.pdf
3.By-laws By-laws_Resolution_11-17-11.pdf
4.Articles of Incorporation Articles_of_Incorporation__original_and_amendments.pdf
5.Board roster, including:
Name, Company, Years on Board
Meeting dates for previous 12 months
Number of years allowed for each board term
FY21_Board_Roster_with_terms_and_2020_meeting_dates.pdf
6.Organizational chart for entire organization RTP_OrgChart_Latest_12.14.20.pdf
7.Certified financial audit no more that 1 fiscal year old,
prepared by a CPA, and:
Management letters (if applicable)
A-122 and A-133 Single Audit (for entities that
receive more than $750,000 in federal funding) OR
A letter from your Executive Director certifying that
agency does not receive more than $750,000 in
federal funds and is not subject to the Single Audit.
FINAL_FY18-19_Audited_Financial_Statements_3-19-20.pdf
Single_Audit_Not_Required_letter.pdf
8.The following are required:
Current (FY20-21) Agency Operating Budget
Proposed (FY21-22) Agency Operating Budget
FY20-21_RTP_Budget.pdf
FY22_RTP_Budget_for_CDBG_apps.pdf
9.Mission Statement RTP_Mission_Statement_1.13.20.pdf
10.Non-discrimination policy nondiscrimination_and_accomodations_updated_2.2019.pdf
11.Reasonable Accommodations Policy nondiscrimination_and_accomodations_updated_2.2019.pdf
12.Other - xyz confilct_of_interest_policy.pdf
13.The following are required: (Redwood City Only)
Current (FY20-21) Program Operating Budget
Proposed (FY21-22) Program Operating Budget
FY20-21_RTP_Budget_SAH.pdf
FY22_RTP_Budget_for_CDBG_apps_-_SAH.pdf
Reviewed and updated Contact Information
Reviewed and updated Projected Beneficiares
Reviewed and updated Budget
Program Manager Signature Melissa Lukin
Date Signed 01/22/2021
City Approval Signature Kris Romasanta
Date Signed 02/16/2021
Initially submitted: Jan 13, 2021 - 15:07:06
Returned to Draft 01-22-2021 by Redwood City
Reason: Also, the financial audit provided is from June. 2019 and the application requests a report no older than 1 FY ago- can you provide us with a more recent one?
3/9/2021 City Data Services - South San Francisco
https://www.citydataservices.net/cities/smatca/intapp21arc.pl?rpt=C9596&prop=25 1/2
Renewal Application for FY 2021-22
Redwood City, City of San Mateo, San Mateo County, and South San Francisco
GENERAL INFORMATION
1. Project Title:Fair Housing
2. Project Address:1615 Hudson St., Ste A City: Redwood City Zip: 94061
3. Provide a one sentence project summary:
Throughout San Mateo County Project Sentinel provides comprehensive fair housing services of proactive
community outreach and education to home seekers, in place residents and housing providers as well as reactive
complaint investigations seeking remedies for victims of housing discrimination.
4. Organization
Name:Project Sentinel, Inc.
Organization
Address:1490 El Camino Real City: Santa Clara Zip: 95050
Organization Phone:650-321-6291 Website:
www.housing.org
Type of Applicant: Non-Profit Our agency serves: Persons
5. Contact Person /
Project
Administrator:
Name: Cristina Figueroa Cortes Title: Fair Housing
Director Telephone: 408-907-4662
Contact Email:cfigueroacortes@housing.org Fax:
6. Name of Agency
Director:Ann Marquart
7. Fiscal Officer:Name: Deanne Caraballo Email:
Deannec@healthtrust.org Telephone: 408-513-8763
Fiscal Officer
Address:3315 Almaden Expwy, Ste. 10 City: San Jose Zip: 95118
8. Authorized
Signatory:Name: Ann Marquart Email:
amarquart@housing.org Telephone: 408-470-3739
Fiscal Officer
Address:1490 El Camino Real City: Santa Clara Zip: 95050
9. Please provide days and hours of regularly scheduled operation:
10. DUNS Number: 781326608 Federal EIN/TIN Number: 77-0266612
Funding recevied from:
Redwood City City of San Mateo County of San Mateo South San Francisco
10. Project Specific Narrative: Provide a narrative description of the specific activities to be carried out in FY 2021. This should also
include program objectives and key priorities for each specific jurisdiction.
Note: This narrative has been copied from your previous application. Please update if appropriate.
To combat illegal housing discrimination and ensure civil rights protection, Project Sentinel provides comprehensive fair housing
services of complaint investigation, consultation, information and referral, and community outreach and education. Fair housing
investigations that reveal evidence of illegal discrimination are addressed through education, conciliation, HUD or DFEH filings, or
litigation. Information and referral services link callers with the most appropriate resources. Education and outreach activities increase
the general population and target groups' awareness of the existence and benefits of fair housing. Housing providers (landlords,
property managers) are provided with literature and educational workshops on fair housing compliance.
These services help create and maintain healthy communities and assist San Mateo County, Redwood City and South San Francisco
comply with HUD's directive to affirmatively further fair housing. Proposed services will be delivered from Project Sentinel's Redwood
City office, Monday through Friday from 9 AM to 5:00 PM, with telephone intake from 9 AM to 4 PM. 'After-hours' work is scheduled as
needed and by appointments.
Complaints are investigated by testing, interviews, surveys, and document review.
11. Program Changes: Please detail any changes to your program for FY2021.
The numbers reflected in 12 below reflect only case related beneficiaries and not those included in consultations or outreach education.
12. Project Beneficiaries/Quantifiable Measurement: Indicate the expected number of beneficiaries to be served by the program. For
each response below please indicate both the number of households and number of individuals.
Jurisdiction Actual Beneficiaries,
FY2019
Projected
Beneficiaries FY2020
YTD Beneficiaries
FY2020 (thru )
Projected
Beneficiaries FY2021
Ind HH Ind HH Ind HH Ind HH
Redwood City 19 4 15 6 13 5 15 6
City of San Mateo 32 14 23 9 3 2 23 9
County of San Mateo 29 14 23 9 17 9 23 9
South San Francisco 20 9 16 7 9 4 16 7
Totals 100 41 77 31 42 20 77 31
PROPOSED PROGRAM BUDGET FOR FY 2021-22
It is recommended that use your current allocation amount for your FY 15-16 funding
request. However, please take into consideration that this amount is most likely to
stay the same or decrease
Redwood City City of San Mateo County of San
Mateo
South San
Francisco Total Jurisdictions
Budget Line
Item
Agency
Total Pgm%Program
Total %Requested %Requested %Requested %Requested Pgm%Requested
Labor
Executive
Director $135,000 20% $27,000 2% $500 3% $800 2% $500 4% $1,000 10%$2,800
Fair Housing
Director $70,200 100% $70,200 1% $1,000 2% $1,200 3% $2,000 2% $1,400.00 8%$5,600
Fair Housing
Coordinator $55,120 100% $55,120 5% $2,500 17% $9,600 23% $12,685 10% $5,700 55%$30,485
Fair Housing
Counselor $54,080 100% $54,080 10% $5,242 3% $1,800 6% $3,500.00 1% $800 21%$11,342
Fair Housing
Community
Worker
$54,080 100% $54,080 1% $500 5% $2,700 6% $3,500.00 1% $750 14%$7,450
Fair Housing
Outreach
Coordinator
$55,120 100% $55,120 0% $0 0%0%0%0%$0
Indirect Cost
Rate 20.8% $88,108 100% $88,108 2% $2,026 4% $3,349 5% $4,614 2% $2,007.00 14%$11,996
Taxes/Benefits $84,720 100%$84,720 2% $1,949 4% $3,220 5% $3,995 2% $1,930.00 13%$11,094
Supplies
HOME Funds
3/9/2021 City Data Services - South San Francisco
https://www.citydataservices.net/cities/smatca/intapp21arc.pl?rpt=C9596&prop=25 2/2
Office supplies $11,199 38% $4,297 0% 0% 4% $179 0% 4%$179
Operations/Maintenance
Occupancy $64,467 36% $23,256 3% $800 5% $1,149 6% $1,500 0% 15%$3,449
Communications $49,583 32% $15,900 0% $0.00 2% $320 4% $652.00 0% 6%$972
Travel $18,940 37% $7,009 1% $83.00 2% $160 4% $275 9% $609.00 16%$1,127
Testers $4,200 100% $4,200 10% $400 10% $410 14% $600 5% $200 38%$1,610
Printing &
postage $25,267 38% $9,638 0% 0% 4% $400 0% 4%$400
Equiptment
maintenance $26,502 30% $8,068 0% $0.00 4% $292 7% $600 0% 0%$0
Administration $0 0% 0
TOTAL $796,586 70%$560,796 3%$15,000 4%$25,000 6%$35,000 3%$14,396 16%$89,396
Number of Individual Beneficiaries 15 23 23 16 77
Cost per Individual $1,000.00 $1,086.96 $1,521.74 $899.75 $1,160.99
Number of Household Beneficiaries 6 9 9 7 31
Cost per Household $2,500.00 $2,777.78 $3,888.89 $2,056.57 $2,883.74
Attachments
(Upload Instructions)
ALL attachments below are REQUIRED in order to submit your application, and your application WILL NOT be able to be
submitted with missing attachments! Please take this into consideration when timing your submission of this application.
The documents you need to upload are checked below. If you have other attachments you would like to include, please
check one of the “Other” boxes below and identify the Attachment in the box. If you are unable to upload any of the
attachments, contact the CDBG Manager of the appropriate jurisdiction at least one day prior to submitting your
application.
1.Resolution authorizing application and designation of
signatory, by the
Board_Resolution_Authorizing_AM_1.19.21-
signed2.pdf
2.Proof of 501(c)3 / tax-exempt status Exhibit_G_-_IRS_Tax_Exempt_Status.pdf
CA_Tax_Exempt_Letter_1.20.17.pdf
3.By-laws Exhibit_E_-_By-Laws.pdf
4.Articles of Incorporation Exhibit_D_-_Articles_of_Incorporation.pdf
5.Board roster, including:
Name, Company, Years on Board
Meeting dates for previous 12 months
Number of years allowed for each board term
Board_Roster_20-21_rev_1-6-21.docx
Board_Meeting_Dates_for_previous_12_Months.docx
6.Organizational chart for entire organization 2019_PS_Organization_Chart_rev_11-2019.pdf
7.Certified financial audit no more that 1 fiscal year old,
prepared by a CPA, and:
Management letters (if applicable)
A-122 and A-133 Single Audit (for entities that
receive more than $750,000 in federal funding) OR
A letter from your Executive Director certifying that
agency does not receive more than $750,000 in
federal funds and is not subject to the Single Audit.
2.__Project_Sentinel_Inc._-
_Audited_Financial_Statements_063020.pdf
8.The following are required:
Current (FY20-21) Agency Operating Budget
Proposed (FY21-22) Agency Operating Budget
Budget_FY_20-21_MASTER.pdf
Budget_FY_21-22_MASTER_draft.pdf
9.Mission Statement Mission_Statement.pdf
10.Non-discrimination policy Statement_of_Policy_Non-Discrimination.doc
11.Reasonable Accommodations Policy reasonable_accommodation_statement.doc
12.Other - xyz (do not remove)Conflict_of_Interest_Policy.doc
13.The following are required: (Redwood City Only)
Current (FY20-21) Program Operating Budget
Proposed (FY21-22) Program Operating Budget
Reviewed and updated Contact Information
Reviewed and updated Projected Beneficiares
Reviewed and updated Budget
Program Manager Signature Sara Cottrell
Date Signed 02/17/2021
City Approval Signature Kris Romasanta
Date Signed 03/09/2021
Initially submitted: Jan 13, 2021 - 09:44:37
Returned to Draft 01-22-2021 by Redwood City
Reason: Do you have an audit that is more current? App is requesting one no more than 1 FY year old. The one provided is from June, 2019.
Returned to Draft 02-11-2021 by South San Francisco
Reason: Resolution does not specify FY 21-22.
Board Roster is missing the number of years allowed for each board term.
2/16/2021 City Data Services - South San Francisco
https://www.citydataservices.net/cities/smatca/intapp21arc.pl?rpt=C9622&prop=12 1/3
Renewal Application for FY 2021-22
Redwood City, City of San Mateo, San Mateo County, and South San Francisco
GENERAL INFORMATION
1. Project Title:Home Sharing Program
2. Project Address:800 S. Claremont #210 City: San Mateo Zip: 94402
3. Provide a one sentence project summary:
HIP Housing’s Home Sharing Program interviews and screens individuals who are searching for a housemate, and
struggling renters who are searching for an affordable place to live, and matches them in affordable home sharing
arrangements, while also providing housing assistance and resources to low-income individuals and families
throughout San Mateo County.
4. Organization
Name:Human Investment Project (HIP Housing)
Organization
Address:800 S. Claremont #210 City: San Mateo Zip: 94402
Organization Phone:650-348-6660 Website:
http://www.hiphousing.org/
Type of Applicant: Non-Profit Our agency serves: Persons
5. Contact Person /
Project
Administrator:
Name: Laura Fanucchi Title: Associate Director Telephone: 650-348-6660
Contact Email:lfanucchi@hiphousing.org Fax:
6. Name of Agency
Director:Kate Comfort Harr
7. Fiscal Officer:Name: Norma Quiroz Email:
nquiroz@hiphousing.org Telephone: 650-348-6660
Fiscal Officer
Address:800 S. Claremont Street, #210 City: San Mateo Zip: 94402-4022
8. Authorized
Signatory:Name: Kate Comfort Harr Email:
kcomfort@hiphousing.org Telephone: 650-348-6660
Fiscal Officer
Address:800 S. Claremont Street, #210 City: San Mateo, CA Zip: 94402-4024
9. Please provide days and hours of regularly scheduled operation:
10. DUNS Number: 120811997 Federal EIN/TIN Number: 942154614
Funding recevied from:
Redwood City City of San Mateo County of San Mateo South San Francisco
10. Project Specific Narrative: Provide a narrative description of the specific activities to be carried out in FY 2021. This should also
include program objectives and key priorities for each specific jurisdiction.
Note: This narrative has been copied from your previous application. Please update if appropriate.
The Home Sharing Program prevents homelessness, counters displacement, and creates new affordable housing by matching people
who have space in their home to share, with people who are searching for an affordable place to live. This innovative program enables
working people to afford to live in San Mateo County, while helping struggling renters and those with special needs to remain in their
home.
Program activities include: interviewing and screening applicants for the Home Sharing Program; reference checks; income
documentation; generating referrals for active clients; guiding clients through the process of interviewing and screening their potential
housemate; completion of a Living Together Agreement; and mediation and ongoing support after each Home Sharing match is made.
With your support in FY 2021-2022, Home Sharing staff will interview, screen, and provide housing assistance to:
• 6 Income Eligible Matched Home Seekers in Redwood City
• 10 Income Eligible Matched Home Seekers in San Mateo
• 5 Income Eligible Matched Home Seekers in South San Francisco
• 25 Income Eligible Matched Home Seekers – Other County Residents
The Annual Funding Report provided by our agency includes a narrative summary of the nearly 1,500 persons served by the Home
Sharing Program every year. However, the primary outcome / goal reported on to HUD, and tied to the funding budget, only reflects
Income Eligible Home Seekers who are matched through the program.
We would like to note that, while the COVID-19 pandemic has had a chilling effect on people’s willingness to engage in Home Sharing,
we anticipate interest in the program returning once herd immunity is achieved and the eviction moratorium is lifted. Our longer-term
concern is with the new CDBG income verification requirements: both our clients and case managers are having difficulty complying
with the new standards, and this is negatively impacting our program. Please see the Framing Statement attached to this application for
more information.
11. Program Changes: Please detail any changes to your program for FY2021.
In order to ensure client and staff safety, our program interviews are now conducted over virtual platforms. As a result, our Home
Sharing coordinators have increased their support for clients for e-services. For example, clients receive calls to provide support on
how to complete paperwork, log on to virtual platforms and, in some cases, set up and check email.
This is a significant change to our program given that, prior to the pandemic, all aspects of our program were conducted in person. This
has doubled and, in some cases, tripled the time we spend with clients to prepare them for interviews, because many of our clients are
seniors or others who lack access to, proficiency in, or confidence with e-services. Additionally, in order to meet the current CDBG client
income verification requirements, our Home Sharing coordinators are spending a great deal of time following up with clients and
incentivizing them to provide income information. In some cases, coordinators are purchasing and providing gift cards as incentives, or
driving to clients to pick up documentation, or meeting with them after work hours. Based on current trends, we anticipate the need for
this follow-up to expand, and we are proactively working on initiatives to better support our clients in accessing their income information.
Also, due to the trauma and stress caused by the pandemic and the ensuing economic uncertainty, the Home Sharing team has been
playing a much more active role in strengthening current matches. Because our goal is to keep people housed, Home Sharing
coordinators are checking in with matches on a more frequent basis, and providing match support around issues resulting from the
shelter-in-place orders. Home Sharing coordinators mediate crucial conversations around things like rent increases or concerns around
working from home, and encourage ongoing open communication around COVID-19-related safety concerns.
Another big revision to the Home Sharing Program has occurred around providing financial support to clients struggling financially as a
result of COVID-19. HIP Housing created an Emergency Relief Fund to support clients who are facing extreme financial stress. The
fund helps clients pay rent and purchase basic necessities like food, medicine, and child care services. Fundraising for and
administering this fund have been quite time-consuming, but essential, to keeping our clients housed and safe.
12. Project Beneficiaries/Quantifiable Measurement: Indicate the expected number of beneficiaries to be served by the program. For
each response below please indicate both the number of households and number of individuals.
Jurisdiction Actual Beneficiaries,
FY2019
Projected
Beneficiaries FY2020
YTD Beneficiaries
FY2020 (thru )
Projected
Beneficiaries FY2021
Ind HH Ind HH Ind HH Ind HH
Redwood City 5 5 8 0 0 6 6
City of San Mateo 13 10 14 2 1 10 10
2/16/2021 City Data Services - South San Francisco
https://www.citydataservices.net/cities/smatca/intapp21arc.pl?rpt=C9622&prop=12 2/3
County of San Mateo 19 18 35 1 1 25 25
South San Francisco 9 8 7 7 6 5 5
Totals 46 41 64 0 10 8 46 46
PROPOSED PROGRAM BUDGET FOR FY 2021-22
It is recommended that use your current allocation amount for your FY 15-16 funding
request. However, please take into consideration that this amount is most likely to
stay the same or decrease
Redwood City City of San Mateo County of San
Mateo
South San
Francisco Total Jurisdictions
Budget Line
Item
Agency
Total Pgm%Program
Total %Requested %Requested %Requested %Requested Pgm%Requested
Labor
North County
Coordinator
(EJ)
$54,631 100% $54,631 0% 3% $1,387 17% $9,178 16% $8,966 36%$19,531
Mid-County
Coordinator
(DS)
$60,295 100% $60,295 0% 9% $5,200 20% $12,064 0% 29%$17,264
South County
Coodinator
(BL)
$70,940 100% $70,940 15% $10,846 6% $4,100 20% $14,082 0% 41%$29,028
Coastside
Coordinator
(DD)
$57,764 100% $57,764 5% $2,922 6% $3,581 19% $10,846 3% $1,900 33%$19,249
Home
Sharing
Program
Manager (LM)
$63,207 100% $63,207 2% $1,232 2% $1,432 3% $1,830 2% $1,134 9%$5,628
Other Staff $1,783,069 17% $306,839 0% 0% 0% 0% 0%$0
Taxes/Benefits $0 $0 $0
Supplies
Supplies $31,296 45% $13,963 0% 0% 0% 0% 0%$0
Administration $951,548 47%$443,722 0% 0% 0% 0% 0% 0
TOTAL $3,072,750 35%$1,071,361 1%$15,000 1%$15,700 4%$48,000 1%$12,000 8%$90,700
Number of Individual Beneficiaries 6 10 25 5 46
Cost per Individual $2,500.00 $1,570.00 $1,920.00 $2,400.00 $1,971.74
Number of Household Beneficiaries 6 10 25 5 46
Cost per Household $2,500.00 $1,570.00 $1,920.00 $2,400.00 $1,971.74
Attachments
(Upload Instructions)
ALL attachments below are REQUIRED in order to submit your application, and your application WILL NOT be able to be
submitted with missing attachments! Please take this into consideration when timing your submission of this application. The
documents you need to upload are checked below. If you have other attachments you would like to include, please check one of
the “Other” boxes below and identify the Attachment in the box. If you are unable to upload any of the attachments, contact the
CDBG Manager of the appropriate jurisdiction at least one day prior to submitting your application.
1.Resolution authorizing application and designation of
signatory, by the
Attachment_1_Board_Resolution_Authorizing_Application.pdf
2.Proof of 501(c)3 / tax-exempt status Attachment_2_HIP_Housing_501c3_Letter.pdf
3.By-laws Attachment_3_HIP_Housing_ByLaws_2015.pdf
4.Articles of Incorporation Attachment_4_Articles_of_Inc_HIPHousing.pdf
5.Board roster, including:
Name, Company, Years on Board
Meeting dates for previous 12 months
Number of years allowed for each board term
HIP_Housing_FY_2020-2021_Board_of_Directors.pdf
6.Organizational chart for entire organization HIP_Housing_FY_2020-2021_Organizational_Chart.pdf
7.Certified financial audit no more that 1 fiscal year old,
prepared by a CPA, and:
Management letters (if applicable)
A-122 and A-133 Single Audit (for entities that
receive more than $750,000 in federal funding) OR
A letter from your Executive Director certifying that
agency does not receive more than $750,000 in
federal funds and is not subject to the Single Audit.
HIP_Housing_FY_2019-2020_Audit.pdf
FY_2019-2020_Management_Comment_Letter.pdf
HIP_Housing_Certification_Letter.pdf
8.The following are required:
Current (FY20-21) Agency Operating Budget
Proposed (FY21-22) Agency Operating Budget
HIP_Housing_FY_2020-
2021_Agency_Operating_Budget.xlsx
HIP_Housing_FY_2021-
2022_Agency_Operating_Budget_DRAFT.xlsx
9.Mission Statement Attachment_9_HIP_Housing_Mission_Statement.pdf
10.Non-discrimination policy Attachment_10_Non-DiscriminationPolicyHIPHousing.pdf
11.Reasonable Accommodations Policy Attachment_11_ReasonableAccomodationsPolicy.pdf
12.Other -Attachment_12_HIP_Housing_Conflict_of_Interest_Policy.pdf
Framing_Statement.pdf
13.The following are required: (Redwood City Only)
Current (FY20-21) Program Operating Budget
Proposed (FY21-22) Program Operating Budget
HIP_Housing_FY_2020-2021_Home_Sharing_Budget.xlsx
HIP_Housing_FY_2021-
2022_Home_Sharing_Budget_DRAFT.xlsx
Reviewed and updated Contact Information
Reviewed and updated Projected Beneficiares
Reviewed and updated Budget
Program Manager Signature Katherine Goodman
Date Signed 01/14/2021
City Approval Signature Kris Romasanta
Date Signed 02/02/2021
2/16/2021 City Data Services - South San Francisco
https://www.citydataservices.net/cities/smatca/intapp21arc.pl?rpt=C9727&prop=191 1/2
Renewal Application for FY 2021-22
Redwood City, City of San Mateo, San Mateo County, and South San Francisco
GENERAL INFORMATION
1. Project Title:HomeSavers Preserving Affordable Housing (2020)
2. Project Address:330 Twin Dolphin Drive,
Suite 123 City: Redwood City Zip: 94065
3. Provide a one sentence project summary:
Legal assistance to people threatened with losing their homes or living in substandard conditions with the goals of
keeping people in their homes; preventing homelessness through the enforcement of legal rights, in and out of
court; and remedying substandard living conditions through advocacy.
4. Organization Name:Legal Aid Society of San Mateo County
Organization Address:330 Twin Dolphin Drive,
Suite 123 City: Redwood City Zip: 94065
Organization Phone:650-558-0915 Website:
www.legalaidsmc.org
Type of Applicant: Non-Profit Our agency serves: Households
5. Contact Person /
Project Administrator:Name: Shirley Gibson Title: Directing Attorney Telephone: 650-517-8927
Contact Email:SGibson@legalaidsmc.orgFax:
6. Name of Agency
Director:M. Stacey Hawver
7. Fiscal Officer:Name: Allison Marseille Email:
amarseille@legalaidsmc.org Telephone: 650-517-8916
Fiscal Officer Address:330 Twin Dolphin Drive,
Suite 123 City: Redwood City Zip: 94065-1454
8. Authorized
Signatory:Name: M. Stacey Hawver Email:
MSHawver@legalaidsmc.org Telephone: 650-517-8917
Fiscal Officer Address:330 Twin Dolphin Drive,
Suite 123 City: Redwood City Zip: 94065-1454
9. Please provide days and hours of regularly scheduled operation:
10. DUNS Number: 0342377270000 Federal EIN/TIN Number: 94-1451894
Funding recevied from:
Redwood City City of San Mateo County of San Mateo South San Francisco
10. Project Specific Narrative: Provide a narrative description of the specific activities to be carried out in FY 2021. This should also
include program objectives and key priorities for each specific jurisdiction.
Note: This narrative has been copied from your previous application. Please update if appropriate.
Program Objective: The Legal Aid Society of San Mateo County helps to keep low-income tenants in their homes by educating tenants
about their rights and legal protections, and advocating for tenants at risk of eviction both in and out of court. We provide legal advice
and services to approximately 60 households per month who contact Legal Aid SMC through a designated housing hotline. Remote
services are provided safely through telephone consultation, secure texts and email, teleconferencing, and 'drive-up' document delivery.
In FY20-21, while COVID-19 disrupted the local housing economy, Legal Aid SMC played a critical role in helping tenants engage the
protections of the San Mateo County Emergency Regulation that placed a temporary hold on evictions, and later in implementing the
Tenant Relief Act (AB 3088) so that tenants could navigate the complex state law intended to prevent displacement due to COVID-19
financial impacts.
Key Priorities: Legal Aid SMC strives to provide low-income clients with the knowledge and practical assistance they need to more
effectively advocate for themselves and their families in preserving their housing.
Specific Activities: Legal Aid SMC attorneys, project staff, and trained pro bono attorneys consult one-on-one with clients to answer
questions, provide legal advice, help with the completion of legal paperwork, and explain what to expect in the county’s housing courts.
Legal Aid SMC is also able to identify cases to place for full representation, and aggregate eviction data to track trends and impacts in
specific cities.
11. Program Changes: Please detail any changes to your program for FY2021.
Pre-pandemic, Legal Aid SMC's HomeSavers program served clients through three weekly, in-person housing clinics. We have
changed our service delivery model during Shelter in Place in order to safely serve our clients. Tenants contact Legal Aid SMC through
a designated housing hotline and we provide remote services through telephone consultation, secure texts and email, teleconferencing,
and 'drive up' document delivery.
12. Project Beneficiaries/Quantifiable Measurement: Indicate the expected number of beneficiaries to be served by the program. For
each response below please indicate both the number of households and number of individuals.
Jurisdiction Actual Beneficiaries,
FY2019
Projected
Beneficiaries FY2020
YTD Beneficiaries
FY2020 (thru )
Projected
Beneficiaries FY2021
Ind HH Ind HH Ind HH Ind HH
Redwood City 0 0 0 0
City of San Mateo 0 0 285 120 180 64 270 120
County of San Mateo 0 0 1,000 300 245 115 600 240
South San Francisco 0 0 190 75 73 32 180 70
Totals 0 0 1,475 495 498 211 1,050 430
PROPOSED PROGRAM BUDGET FOR FY 2021-22
It is recommended that use your current allocation amount for your FY 15-16 funding
request. However, please take into consideration that this amount is most likely to stay
the same or decrease
City of San Mateo County of San
Mateo
South San
Francisco Total Jurisdictions
Budget Line
Item
Agency
Total Pgm%Program
Total %Requested %Requested %Requested Pgm%Requested
Labor
Directing
Attorney $110,500 100% $110,500 1% $1,500 2% $2,000 0% $500 4%$4,000
Director of
Litigation $104,500 100% $104,500 7% $7,500 11% $12,000 4% $4,400 23%$23,900
Staff Attorney
1 $81,890 100% $81,890 3% $2,500 6% $4,700 3% $2,700 12%$9,900
Staff Attorney
2 $70,000 100% $70,000 2% $1,300 3% $2,300 4% $2,700 9%$6,300
Senior
Project
Coordinator
$46,941 100% $46,941 0% $0 0% $0 0% $0 0%$0
Project $48,506 100% $48,506 0% $0.00 0% $0 0% $0 0%$0
Housing Trust Fund
2/16/2021 City Data Services - South San Francisco
https://www.citydataservices.net/cities/smatca/intapp21arc.pl?rpt=C9727&prop=191 2/2
Coordinator
Rental
Assistance
Coordinator
$48,506 100% $48,506 0% $0 0% $0 0% $0 0%$0
Other Staff $2,089,157 0% $0 $0 $0 $0 $0
Taxes/Benefits $750,000 20%$148,144 2% $2,900.00 3% $4,000 1% $2,000 6%$8,900
Supplies
Office
Supplies,
Printing,
Postage
$51,000 20% $10,161 0% $0 0% $0 0% $0 0%$0
Materials
Publications,
Training,
Travel
$33,000 20% $6,575 0% $0 0% $0 0% $0 0%$0
Operations/Maintenance
Occupancy $68,491 20% $13,645 0% $0 0% $0 0% $0 0%$0
Technology,
Phone,
Internet
$52,220 20% $10,404 0% $0 0% $0 0% $0 0%$0
Other
Operating
Costs
$48,780 22% $10,858 0% $0 0% $0 0% $0 0%$0
Contract
Services $1,100,000 11% $121,000 0% $0 0% $0 0% $0 0%$0
Administration $210,000 57%$120,000 0% $0 0% $0 0% $0 0% 0
TOTAL $4,913,491 19%$951,630 2%$15,700 3%$25,000 1%$12,300 6%$53,000
Number of Individual Beneficiaries 270 600 180 1,050
Cost per Individual $58.15 $41.67 $68.33 $50.48
Number of Household Beneficiaries 120 240 70 430
Cost per Household $130.83 $104.17 $175.71 $123.26
Attachments
(Upload Instructions)
ALL attachments below are REQUIRED in order to submit your application, and your application WILL NOT be able to be submitted with missing attachments!
Please take this into consideration when timing your submission of this application. The documents you need to upload are checked below. If you have other
attachments you would like to include, please check one of the “Other” boxes below and identify the Attachment in the box. If you are unable to upload any of
the attachments, contact the CDBG Manager of the appropriate jurisdiction at least one day prior to submitting your application.
1.Resolution authorizing application and designation of
signatory, by the
LASSMC_General_Funding_Resolution_2021.pdf
2.Proof of 501(c)3 / tax-exempt status 501c3_ltr_short10-4-79.pdf
3.By-laws ByLaws_updated_09.13.2011.pdf
4.Articles of Incorporation ArticlesofIncorporation_2012.pdf
5.Board roster, including:
Name, Company, Years on Board
Meeting dates for previous 12 months
Number of years allowed for each board term
LASSMC_Board_of_Directors_2021_with_start_date.pdf
LASSMC_2020_Board_Meeting_Schedule.pdf
6.Organizational chart for entire organization LASSMC_Organizational_Chart_May_2020.pdf
7.Certified financial audit no more that 1 fiscal year old,
prepared by a CPA, and:
Management letters (if applicable)
A-122 and A-133 Single Audit (for entities that
receive more than $750,000 in federal funding) OR
A letter from your Executive Director certifying that
agency does not receive more than $750,000 in
federal funds and is not subject to the Single Audit.
LASSMC_Audit_Report_FY2019.pdf
LASSMC_Certification_for_No_Single_Audit_Needed.pdf
8.The following are required:
Current (FY20-21) Agency Operating Budget
Proposed (FY21-22) Agency Operating Budget
LASSMC_Budget_FY2021_Grants.pdf
LASSMC_Projected_Budget_FY2022_for_grants.pdf
9.Mission Statement Mission_and_Vision_Statement.pdf
10.Non-discrimination policy LASSMC_Equal_Employment_Opportunity_and_Reasonable_Accommodations_Policy.pdf
11.Reasonable Accommodations Policy Legal_Aid_Equal_Opportunity_Policy_Including_Reasonable_Accommodations.pdf
12.Other -Legal_Aid_Conflict_of_Interest_Policy.pdf
Reviewed and updated Contact Information
Reviewed and updated Projected Beneficiares
Reviewed and updated Budget
Program Manager Signature Allison Marseille
Date Signed 01/14/2021
City Approval Signature Kris Romasanta
Date Signed 02/02/2021
Initially submitted: Jan 14, 2021 - 16:35:49
2/16/2021 City Data Services - South San Francisco
https://www.citydataservices.net/cities/smatca/intapp21arc.pl?rpt=C9603&prop=54 1/2
Renewal Application for FY 2021-22
Redwood City, City of San Mateo, San Mateo County, and South San Francisco
GENERAL INFORMATION
1. Project
Title:Shelter Operations CDBG
2. Project
Address:
First Step – 325 Villa
Terrace; Redwood Family
– 110 Locust Street;
Haven Family – 260 Van
Buren Road, Maple
Street – 1580A Maple
Street; Family
Crossroads – 50 Hillcrest
Drive
City: San Mateo Zip: 94401
3. Provide a one sentence project summary:
LifeMoves is requesting funding to support interim housing programs and comprehensive supportive services for
homeless families and individuals from Urban San Mateo County.
4.
Organization
Name:
LifeMoves (formerly InnVision Shelter Network)
Organization
Address:181 Constitution Drive City: Menlo Park Zip: 94025
Organization
Phone:650-685-5880 Website: www.lifemoves.org
Type of Applicant: Non-Profit Our agency serves: Persons
5. Contact
Person /
Project
Administrator:
Name: Jacob Stone;
Jeannie Leahy; Joel
Hanson; Andrew Lam
Title: Director of Shelter Operations,
Director of Grants and Contracts,
Grants and Contracts Manager,
Manager of Data Analytics and Impact
Telephone: 650-685-5880
Contact Email:
jstone@lifemoves.org;
jleahy@lifemoves.org;
jhanson@lifemoves.org;
alam@lifemoves.org
Fax:
6. Name of
Agency
Director:
Bruce Ives
7. Fiscal
Officer:Name: Craig Garber Email: cgarber@lifemoves.org Telephone: 650-685-5880 x145
Fiscal Officer
Address:181 Constitution Drive City: Menlo Park Zip: 94025-1106
8. Authorized
Signatory:Name: Bruce Ives Email: bives@lifemoves.org Telephone: 650-685-5880 x139
Fiscal Officer
Address:181 Constitution Drive City: Menlo Park Zip: 94025-1106
9. Please provide days and hours of regularly scheduled operation:
10. DUNS Number: 792738726 Federal EIN/TIN Number: 77-0160469
Funding recevied from:
Redwood City City of San Mateo County of San Mateo South San Francisco
10. Project Specific Narrative: Provide a narrative description of the specific activities to be carried out in FY 2021. This should also
include program objectives and key priorities for each specific jurisdiction.
Note: This narrative has been copied from your previous application. Please update if appropriate.
The LifeMoves mission is to provide shelter and supportive services that create opportunities for homeless families and individuals to
return to stable housing and long-term self-sufficiency. At all five LifeMoves San Mateo County sites, shelter staff work with clients to
develop the skills they need to transform their lives and build lasting solutions to homelessness. All clients work with a Case Manager to
create and execute concrete plans to secure jobs, find child care, locate housing, and other components needed to create a sustainable
lifestyle and prevent future homelessness. In addition to meeting with their Case Manager, clients attend mandatory life skills
workshops and adhere to key practices (e.g. mandatory savings program) to help them regain self-sufficiency. Workshop curricula
includes: effective search strategies for employment and housing, financial literacy training, and parenting skills. Additional onsite
services include behavioral health (for adults and children), health care referrals, and substance abuse treatment support.
FY 21/22 objectives: LifeMoves will serve 770 Urban San Mateo County residents in our five shelter sites. 80% of families completing
an interim housing program will secure stable housing and 20% will maintain or increase their income. 50% of single adults completing
an interim housing program will secure stable housing and 10% will maintain or increase their income.
11. Program Changes: Please detail any changes to your program for FY2021.
We expect to serve fewer clients this year due to County-ordered shelter capacity reductions.
12. Project Beneficiaries/Quantifiable Measurement: Indicate the expected number of beneficiaries to be served by the program. For
each response below please indicate both the number of households and number of individuals.
Jurisdiction Actual Beneficiaries,
FY2019
Projected
Beneficiaries FY2020
YTD Beneficiaries
FY2020 (thru )
Projected
Beneficiaries FY2021
Ind HH Ind HH Ind HH Ind HH
Redwood City 0 0 240 70 121 59 200 70
City of San Mateo 0 0 215 70 100 51 190 65
County of San Mateo 1215 671 995 320 665 320 770 250
South San Francisco 0 0 153 50 90 42 90 30
Totals 1,215 671 1,603 510 976 472 1,250 415
PROPOSED PROGRAM BUDGET FOR FY 2021-22
It is recommended that use your current allocation amount for your FY 15-16 funding
request. However, please take into consideration that this amount is most likely to stay the
same or decrease
Redwood City City of San
Mateo
County of San
Mateo
South San
Francisco
Total
Jurisdictions
Budget Line Item Agency
Total Pgm%Program
Total %Requested %Requested %Requested %Requested Pgm%Requested
Labor
Program Directors $850,026 10% $82,688 0% $0.00 0% $0 0% $0 0% $0 0%$0
Case Managers $7,435,667 4% $322,355 3% $10,949.00 1% $3,203.00 3% $8,562.00 2% $5,050.00 9%$27,764
Children's Services
Coordinator
$481,819 0% $0 $0 $0 $0 $0 $0
2/16/2021 City Data Services - South San Francisco
https://www.citydataservices.net/cities/smatca/intapp21arc.pl?rpt=C9603&prop=54 2/2
Other Labor $1,994,558 0% $0 $0 $0 $0 $0 $0
Taxes/Benefits $2,938,579 5%$149,867 3% $4,051.00 1% $1,122.00 2% $3,168.00 1% $1,744.00 7%$10,085
Supplies
Client Assistance $9,793,664 0% $0 0% $0 0% $0 0% $0 0% $0 0%$0
Other Direct Costs $0 $0 0% $0 0% $0 0% $0 0% $0 0%$0
Operations/Maintenance
Operations/Maintenance $14,126,587 7% $967,455 0% $0 1% $9,948.00 3% $24,634.00 1% $11,388.00 0%$0
Administration $3,257,666 6%$194,616 0% $0 1% $1,427.00 2% $3,636.00 1% $1,818.00 4% 6881
TOTAL $40,878,566 4%$1,716,981 1%$15,000 1%$15,700 2%$40,000 1%$20,000 5%$90,700
Number of Individual Beneficiaries 200 190 770 90 1,250
Cost per Individual $75.00 $82.63 $51.95 $222.22 $72.56
Number of Household Beneficiaries 70 65 250 30 415
Cost per Household $214.29 $241.54 $160.00 $666.67 $218.55
Attachments
(Upload Instructions)
ALL attachments below are REQUIRED in order to submit your application, and your application WILL NOT be able to be
submitted with missing attachments! Please take this into consideration when timing your submission of this application. The
documents you need to upload are checked below. If you have other attachments you would like to include, please check one
of the “Other” boxes below and identify the Attachment in the box. If you are unable to upload any of the attachments, contact
the CDBG Manager of the appropriate jurisdiction at least one day prior to submitting your application.
1.Resolution authorizing application and designation of
signatory, by the
Authorizing_Resolution_021016.pdf
2.Proof of 501(c)3 / tax-exempt status LifeMoves_501c3.pdf
3.By-laws LifeMoves_ByLaws_041316.pdf
4.Articles of Incorporation LifeMoves_Articles_of_Incorporation.pdf
5.Board roster, including:
Name, Company, Years on Board
Meeting dates for previous 12 months
Number of years allowed for each board term
LifeMoves_FY21_BOD_Roster.pdf
LifeMoves_Board_Terms.pdf
2020_Calendar_-_BOD_mtgs_CY20.pdf
6.Organizational chart for entire organization LifeMoves_Org_Chart_1.8.2020.pdf
7.Certified financial audit no more that 1 fiscal year old,
prepared by a CPA, and:
Management letters (if applicable)
A-122 and A-133 Single Audit (for entities that
receive more than $750,000 in federal funding) OR
A letter from your Executive Director certifying that
agency does not receive more than $750,000 in
federal funds and is not subject to the Single Audit.
LifeMoves_FY20_Single_Audit_govt_only_-_Final.pdf
8.The following are required:
Current (FY20-21) Agency Operating Budget
Proposed (FY21-22) Agency Operating Budget
LifeMoves_FY21_Operating_Budget_081320.pdf
9.Mission Statement LifeMoves_Mission_Statement.pdf
10.Non-discrimination policy LifeMoves_Non-Discrimination_Policy.pdf
11.Reasonable Accommodations Policy LifeMoves_Reasonable_Accomodations_Policy_011317.pdf
12.Other -LM_2017_Conflict_of_Interest_Policy.pdf
13.The following are required: (Redwood City Only)
Current (FY20-21) Program Operating Budget
Proposed (FY21-22) Program Operating Budget
Reviewed and updated Contact Information
Reviewed and updated Projected Beneficiares
Reviewed and updated Budget
Program Manager Signature Jeannie Leahy
Date Signed 01/13/2021
City Approval Signature Kris Romasanta
Date Signed 02/16/2021
Initially submitted: Jan 13, 2021 - 15:28:23
3/9/2021 City Data Services - South San Francisco
https://www.citydataservices.net/cities/smatca/intapp21arc.pl?rpt=A9742&prop=1099 1/2
Renewal Application for FY 2021-22
Redwood City, City of San Mateo, San Mateo County, and South San Francisco
GENERAL INFORMATION
1. Project
Title:2-1-1
2. Project
Address:550 Kearny Street, Suite 1000 City: San Francisco Zip: 94108
3. Provide a one sentence project summary:
211 is a free, confidential, easy-to-remember phone number that connects Bay Area residents to food, shelter,
mental health services, legal help for immigrants and their families, and more—vital community services that can
keep people in their homes and support their other needs.
4.
Organization
Name:
United Way Bay Area
Organization
Address:550 Kearny Street, Suite 1000 City: San Francisco Zip: 94108
Organization
Phone:4158084396 Website: www.211bayarea.org
Type of Applicant: Non-Profit Our agency serves: Persons
5. Contact
Person /
Project
Administrator:
Name: Madison Priest Title: Development Officer,
Institutional Grants Telephone: 4158084396
Contact Email:mpriest@uwba.org Fax:
6. Name of
Agency
Director:
Kevin Zwick
7. Fiscal
Officer:Name: Lorry Strauss Email:
lorry.strauss@uww.unitedway.orgTelephone: 7036837112x409
Fiscal Officer
Address:701 N. Fairfax Street City: Alexandria, VA Zip: 22314-2058
8. Authorized
Signatory:Name: Kelly Batson Email: kbatson@uwba.org Telephone: 4158084315
Fiscal Officer
Address:550 Kearny St., Suite 1000 City: San Francisco Zip: 94108-2524
9. Please provide days and hours of regularly scheduled operation:
10. DUNS Number: 068864560 Federal EIN/TIN Number: 94-1312348
Funding recevied from:
Redwood City City of San Mateo County of San Mateo South San Francisco
10. Project Specific Narrative: Provide a narrative description of the specific activities to be carried out in FY 2021. This should also
include program objectives and key priorities for each specific jurisdiction.
Note: This narrative has been copied from your previous application. Please update if appropriate.
211 is an information and referral helpline that connects Bay Area residents to food, shelter, health care, and other local community
services. Callers reach a trained specialist who assesses the full scope of their needs and refers them to appropriate local services. All
calls are free and confidential. Users can also request live help via text or visit our guided search website at www.211bayarea.org.
For 211 UWBA is focused on achieving the following key priorities in South San Francisco:
1) To provide high quality information and referral services to more than 1,000 South San Francisco residents, ensuring people in need
have greater access to the services they need. Activities include answering calls and texts 24/7 and maintaining 211bayarea.org.
2) To build strategic outreach and partnership efforts in South San Francisco. Our objective is to increase and strengthen our presence
through outreach events, social media, material distribution, and strategic partnerships with community-based organizations in the
county.
3) To maintain a comprehensive and high-quality database of health, human, and social services that is trusted by the community and
responsive to resident’s current needs. Key activities will include understanding the services landscape, making timely updates to the
database, and using 211 user data and community level data to inform callers.
11. Program Changes: Please detail any changes to your program for FY2021.
In addition to the connection to local community services, our trained call specialists are also providing South San Francisco callers with
public health information related to COVID-19.
12. Project Beneficiaries/Quantifiable Measurement: Indicate the expected number of beneficiaries to be served by the program. For
each response below please indicate both the number of households and number of individuals.
Jurisdiction Actual Beneficiaries,
FY2019
Projected
Beneficiaries FY2020
YTD Beneficiaries
FY2020 (thru )
Projected
Beneficiaries FY2021
Ind HH Ind HH Ind HH Ind HH
Redwood City 0 0 11 535
City of San Mateo 0 0 0 0
County of San Mateo 0 0 0 0
South San Francisco 0 0 300 0 0 1,000 1,000
Totals 0 0 0 300 11 535 1,000 1,000
PROPOSED PROGRAM BUDGET FOR FY 2021-22
It is recommended that use your current allocation amount for your FY 15-16 funding
request. However, please take into consideration that this amount is most likely to stay the
same or decrease
South San Francisco Total Jurisdictions
Budget Line
Item
Agency
Total Pgm%Program
Total %Requested Pgm%Requested
Labor
Salaries $4,225,000 2% $97,500 1% $959 1%$959
Consultant
Fees / Contact
Center Vendor
$3,200,000 44% $1,400,000 0% $4,105 0%$4,105
Taxes/Benefits $2,275,000 2%$52,500 1% $336 1%$336
Supplies
Software
Subscriptions,
Licenses, and
$291,000 4% $10,500 1% $109 1%$109
3/9/2021 City Data Services - South San Francisco
https://www.citydataservices.net/cities/smatca/intapp21arc.pl?rpt=A9742&prop=1099 2/2
Database
Fees
Materials
Printing and
Production
Services
$75,000 17% $12,500 1% $104 1%$104
Operations/Maintenance
Rent $1,240,000 6% $79,000 0% $259 0%$259
Telephone
and Land Line $68,000 26% $17,500 0% $41 0%$41
Other
Expenses $178,881 53% $95,000 1% $871 1%$871
Grants to
Partners $4,500,000 0% $0 0% $0 0%$0
Administration $2,086,874 11%$229,385 0% $1,016 0% 1016
TOTAL $18,139,755 11%$1,993,885 0%$7,800 0%$7,800
Number of Individual Beneficiaries 1,000 1,000
Cost per Individual $7.80 $7.80
Number of Household Beneficiaries 1,000 1,000
Cost per Household $7.80 $7.80
Attachments
(Upload Instructions)
ALL attachments below are REQUIRED in order to submit your application, and your application WILL NOT be able
to be submitted with missing attachments! Please take this into consideration when timing your submission of this
application. The documents you need to upload are checked below. If you have other attachments you would like to
include, please check one of the “Other” boxes below and identify the Attachment in the box. If you are unable to
upload any of the attachments, contact the CDBG Manager of the appropriate jurisdiction at least one day prior to
submitting your application.
1.Resolution authorizing application and designation of
signatory, by the
UWBA_Signed_BOD_Resolution_Ltr._Dated_02-
07-20.pdf
2.Proof of 501(c)3 / tax-exempt status UWBA_501c3_letter_2014_-_Copy.pdf
3.By-laws 122192308_8_UWW_-_UWBA_-_Exhibit_B_-
_Restated_Bylaws_-_CLEAN_12.10.19.docx
4.Articles of Incorporation Articles-of-Incorporation-UWBA_-_Copy.pdf
5.Board roster, including:
Name, Company, Years on Board
Meeting dates for previous 12 months
Number of years allowed for each board term
Board_List_1.15.20.pdf
UWBA_Board_Meeting_Schedule__2020.docx
6.Organizational chart for entire organization 01-01-2019_-_UWBA_Org_Chart_1_pg.pdf
7.Certified financial audit no more that 1 fiscal year old,
prepared by a CPA, and:
Management letters (if applicable)
A-122 and A-133 Single Audit (for entities that
receive more than $750,000 in federal funding) OR
A letter from your Executive Director certifying that
agency does not receive more than $750,000 in
federal funds and is not subject to the Single Audit.
United_Way_of_the_Bay_Area_-_6-30-
19_Final_FS_-_12-5-19.pdf
8.The following are required:
Current (FY20-21) Agency Operating Budget
Proposed (FY21-22) Agency Operating Budget
FY20-21_Final_Budget.pdf
UWBA_Provisional_FY22_Budget.pdf
9.Mission Statement UWBA_Mission_Statement.pdf
10.Non-discrimination policy UWBA_Nondiscrimination_Policy_2005.pdf
11.Reasonable Accommodations Policy ADA_and_FEHA_Policy_-_9.21.18.pdf
12.Other -ConflictofInterest_UWBA.pdf
Reviewed and updated Contact Information
Reviewed and updated Projected Beneficiares
Reviewed and updated Budget
Program Manager Signature Madison Priest
Date Signed 01/14/2021
City Approval Signature Kris Romasanta
Date Signed 02/16/2021
Initially submitted: Jan 14, 2021 - 12:16:01
City of South San Francisco
Legislation Text
P.O. Box 711 (City Hall, 400
Grand Avenue)
South San Francisco, CA
File #:21-227 Agenda Date:3/24/2021
Version:1 Item #:13.
Report Regarding a Resolution renaming the Westborough Recreation Center and Magnolia Center and naming
the Caltrain Plaza after South San Francisco women who have provided extraordinary service to the
community. (Valerie Sommer, Library Director)
RECOMMENDATION
Staff recommends that City Council receive a recommendation from the Ad-Hoc Naming Committee and
adopt a Resolution to rename the Westborough Recreation Center after Alice Peña Bulos and the
Magnolia Center after Roberta Cerri Teglia and name the new Caltrain Station Plaza after Karyl
Matsumoto.
BACKGROUND/DISCUSSION
At the February 18,2021 meeting of the City Council Naming Committee,Ad-Hoc Committee members
Mayor Mark Addiego and Councilmember Flor Nicolas provided direction to staff regarding renaming the
Westborough Recreation Center for Alice Peña Bulos,the Magnolia Center for Roberta Cerri Teglia and the
forthcoming Caltrain Station Plaza for Karyl Matsumoto,women who have provided extraordinary service to
the South San Francisco community.In honor of their contributions and service to the community,and as a
significant public appreciation and celebration during Women’s History Month,the Committee asked staff to
present these naming requests to City Council for their approval.
City Administrative Instruction
Administrative Instruction Section 1,#4 defining policies,responsibilities and procedures associated with
naming of City facilities was finalized on August 1,2005.It is attached for your reference.In addition to the
practice of naming facilities based on geographic location,for easy reference by our residents,the Instruction
also acknowledges special recognition of individuals who have made exceptional contributions to the City,
including,in this current request,individuals who are being honored for their public service as an elected
official and/or as a community volunteer.Per Administrative Instruction 1.4,the proposed name may be
reviewed,if necessary,by the Planning Commission or Parks and Recreation Commission,and summarized for
consideration for City Council,which is responsible for final approval of the proposed name.There is a
defined process for renaming existing City buildings,with a recreation facility re-naming reviewed by the Parks
and Recreation Commission prior to City Council final approval.The Parks and Recreation Commission
considered this item at their regular public meeting of March 16,2021,and unanimously approved the
renaming of the Westborough Recreation Center in honor of Alice Peña Bulos and the Magnolia Center in
honor of Roberta Cerri Teglia.
Highlights of these honorees:
Proposed Renaming of Westborough Recreation Center for Alice Peña Bulos
Former Assemblymember and Mayor Gene Mullin requested the Westborough Recreation Center be renamed
for “the icon,Alice Bulos.”He noted Ms.Bulos was a former college professor in the Philippines,a leader of
the Filipino community in the north Peninsula area for many years,and lived across the street from
Westborough Park.Ms.Bulos was a longtime South San Francisco resident,living in her house on Liberty
Court with her daughter,son-in-law and three grandchildren.She died in October 2016,but her impact lives
on.She was a strong supporter of and advocate for the Filipino community and spent many years promoting
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File #:21-227 Agenda Date:3/24/2021
Version:1 Item #:13.
on.She was a strong supporter of and advocate for the Filipino community and spent many years promoting
public policies and services.As an inductee into the SMCO Women’s Hall of Fame,Ms.Bulos was
recognized,among a long list of accomplishments,for working “tirelessly for equal rights in employment,
housing,crime prevention and services for youth.”Furthermore,she was a “staunch champion of women’s
issues and women in the work place.”Ms.Bulos left an indelible mark in the local Filipino community for her
political leadership on the local,state and federal levels and was honored for her service and activism,
including being acclaimed by the Democratic National Committee for a quarter century of service and was
given the prestigious honor of serving on the Federal Council on Aging as an appointee of President Bill
Clinton.Her grassroots voter registration drive brought more Filipino voices and participation into the
political process.Ms.Bulos’legacy carries on through the work of the local community activists and leaders
she mentored.True to her dedication as a community organizer and greater diversity in government,she put
together a large group of petitioners who attended a City Council meeting and advocated for the appointment of
Pedro Gonzalez as the first Latino on City Council.Honoring Ms.Bulos by renaming this building as a
Community Center dedicated to the legacy of the extraordinary woman known as the “Grand Dame of Filipino-
American Politics,”in the South San Francisco neighborhood where she made such a positive impact on so
many people,is an appropriate acknowledgement for a life strongly committed to service and community
involvement.
Proposed Renaming of Magnolia Center for Roberta Cerri Teglia
Former Assemblymember and Mayor Gene Mullin also requested a City building be dedicated in honor of
Roberta Cerri Teglia,the City's first female Planning Commissioner,Councilwoman and Mayor,breaking all
sorts of barriers in achieving those positions.Ms.Teglia was born and raised in South San Francisco,receiving
a B.A.in Political Science from Seattle University and advanced study at the College of Notre Dame.Her long
career as an elementary school teacher,involvement on the Planning Commission,and college background
preceded her election to City Council in 1978.Ms.Teglia served as Mayor four times over the course of her
City Council career,spanning from 1978 -1995.Her civic accomplishments were many.She was a driving
force in establishing the SSF Conference Center;she worked with former Assemblymember,City
Councilmember and Mayor Gene Mullin while he was the government teacher at South San Francisco High
School to create the first Youth Government Day in 1981;she led the establishment of the Sister City Program
with Atotonilco,Mexico.Among her many awards and recognitions,Ms.Teglia is also an inductee into the
San Mateo County Women’s Hall of Fame as a “role model for women who strive to achieve their aspirations,”
making this tribute additionally meaningful during Women’s History Month.During her City Council tenure,
Ms.Teglia advocated for many projects and programs that enriched the lives of residents,was a strong advocate
for Senior Services and was on City Council for the funding,planning and building of the Magnolia Senior
Center.It is past-due to honor our first woman Council member,dedicated educator and civic leader by
renaming Magnolia Center after her.This facility is aligned with Ms.Teglia’s core values;it embodies our
City’s civic pride and is dedicated to the highest service levels for community members.
Proposed naming of the new South San Francisco Caltrain Station Plaza for Karyl Matsumoto
Former Mayor and Councilmember Karyl Matsumoto worked long and hard to bring a new Caltrain
Station/Center to South San Francisco, incorporating her vision for a community plaza with art, landscaping
and accessibility features. Ms. Matsumoto’s background and knowledge of and passion for public
transportation, public art and community are exemplified by her advocacy for this partnership project with the
San Mateo County Transportation District (SamTrans) and Transportation Authority (TA). During her long
City of South San Francisco Printed on 3/19/2021Page 2 of 3
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File #:21-227 Agenda Date:3/24/2021
Version:1 Item #:13.
tenure on City Council (1997-2020), she is the first five-time Mayor, first elected Asian and the second woman
to serve on Council, Ms. Matsumoto served on the Boards of SamTrans and TA representing the North County.
She also served on the City/County Association of Governments Board representing South San Francisco,
SamTrans and the TA. She was relentless in advocating for funding to rebuild South San Francisco’s train
station thus making it safer, more efficient and accessible to riders. The Caltrain station was finally redesigned
by 2009, it will remove the dangerous holdout track, make the station accessible from the both the east and
west side of the city and equally important provide a safe route for pedestrians and bicyclists to cross Highway
101. With the previous goals accomplished, she continued to advocate for the project and was successful in her
support for design upgrades. The City Council authorized two separate funding amendments to improve the
design and appearance of the station and plaza and established the Caltrain Plaza Art Selection Committee of
which Ms. Matsumoto is a member. During her 40-year residency in South San Francisco, Karyl served on
over 30 boards, commissions and committees. She founded the Sculpture Garden and was an initial member of
the Cultural Arts Commission and a founding member of Improving Public Places both of which have guided
this project. The Plaza will not only serve Caltrain riders, it will be an outdoor destination for the community
to enjoy. The naming of the new Caltrain Station Plaza in honor of Ms. Matsumoto will recognize and reflect
the importance of her advocacy for improving the quality of life for South San Francisco residents, businesses,
workers and visitors.
FISCAL IMPACT
There is no immediate fiscal impact related to this report.However,should Council direct staff to move
forward, proposed costs will be presented to Council.
RELATIONSHIP TO STRATEGIC PLAN
Acknowledging and celebrating community members who have made a difference in South San Francisco is
embedded in Priority #3: Quality of Life and Priority #6: Community Connections.
CONCLUSION
Staff recommends that City Council receive a recommendation from the Ad-Hoc Naming Committee and adopt
a Resolution to rename the Westborough Recreation Center after Alice Peña Bulos and the Magnolia Center
after Roberta Cerri Teglia and name the new Caltrain Station Plaza after Karyl Matsumoto.
Acceptance of this resolution will provide recognition of three exceptional South San Francisco women for
their service and dedication to our community via the honor of renaming/naming identified City facilities or
sites.
Attachment:
1.City Instruction Section 1, #4
City of South San Francisco Printed on 3/19/2021Page 3 of 3
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City of South San Francisco
Legislation Text
P.O. Box 711 (City Hall, 400
Grand Avenue)
South San Francisco, CA
File #:21-228 Agenda Date:3/24/2021
Version:1 Item #:13a.
Resolution renaming the Westborough Recreation Center and Magnolia Center and naming the Caltrain Plaza
after South San Francisco women who have provided extraordinary service to the community.
WHEREAS,in celebration of Women’s History Month and in honor of the contributions and services to the
community of Alice Peña Bulos, Roberta Cerri Teglia and Karyl Matsumoto; and
WHEREAS,at the February 18,2021 meeting of the City Council Naming Committee,Ad-Hoc,Committee
members Mayor Mark Addiego and Council member Flor Nicolas provided direction to staff regarding
renaming City facilities and sites; and
WHEREAS,City Council Naming Committee recommends the renaming of the Westborough Recreation
Center as the Alice Peña Bulos Community Center,the Magnolia Center as the Roberta Cerri Teglia Center and
the forthcoming Caltrain Station Plaza as the Karyl Matsumoto Plaza; and
WHEREAS,City Council Naming Committee recommends the renaming of the Westborough Recreation
Center for Alice Peña Bulos,the Magnolia Center for Roberta Cerri Teglia and the forthcoming Caltrain Station
Plaza for Karyl Matsumoto; and
WHEREAS,per Administrative Instruction 1.4,the re-naming process of existing recreation City buildings is
reviewed by the Parks and Recreation Commission prior to Council action; and
WHEREAS,the Parks and Recreation Committee unanimously recommended renaming of the Westborough
Recreation Center in honor of Alice Peña Bulos and the Magnolia Center in honor of Roberta Cerri Teglia at
their regular meeting of March 16, 2021; and
NOW,THEREFORE,BE IT RESOLVED by the City Council of the City of South San Francisco that the City
Council hereby approves recognition of three exceptional South San Francisco women for their service and
dedication to our community via the honor of renaming/naming the Westborough Recreation Center for Alice
Peña Bulos,the Magnolia Center for Roberta Cerri Teglia and the forthcoming Caltrain Station Plaza for Karyl
Matsumoto.
*****
City of South San Francisco Printed on 4/6/2021Page 1 of 1
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City of South San Francisco
Legislation Text
P.O. Box 711 (City Hall, 400
Grand Avenue)
South San Francisco, CA
File #:21-234 Agenda Date:3/24/2021
Version:1 Item #:14.
Report regarding a resolution granting $260,000 to the San Mateo County Strong Restaurant,Brewery &
Winery Grant Program to fund 26 grants to eligible South San Francisco businesses.(Ernesto Lucero,
Economic Development Coordinator).
RECOMMENDATION
Staff recommends the City Council approve a resolution granting $260,000 to the San Mateo County Strong
Restaurant,Brewery &Winery Grant Program to fund grants of $10,000 each to 26 eligible South San
Francisco businesses.
BACKGROUND/DISCUSSION
The San Mateo County Economic Development Association (SAMCEDA)has been coordinating several
COVID relief programs for local businesses in San Mateo County.These programs are offered through the
County initiative “San Mateo County Strong,”which is funded by the San Mateo County Board of Supervisors
and the Chan Zuckerberg Initiative.
As part of its ongoing efforts through San Mateo County Strong,SAMCEDA created the Restaurant,Brewery
&Winery Grant Program.This program,which launched on February 22,2021,offers grants of $10,000 to
qualifying businesses,to help fund payroll,rent,or needed working capital to accommodate health and safety
operational modifications caused by the COVID-19 pandemic.Attachment 1 describes the program.Grant
applications were due March 8, 2021 and the program has since stopped accepting new applications.
SAMCEDA received,reviewed,and approved a total of 40 eligible businesses from South San Francisco to
receive $10,000 grants each.
As the grant program has been oversubscribed,the last round of funding allowed only 14 grants to be awarded
to South San Francisco businesses.Therefore,SAMCEDA had planned to conduct a lottery to determine which
of the 40 businesses would receive the 14 available grants.However,in discussions between the City and
SAMCEDA,there was an opportunity for the program to award grants to all 40 of the South San Francisco
establishments,if the City of South San Francisco agreed to fund the financial gap for the additional 26 grants
beyond the initial 14 that the program can fund using their existing resources.This would require the City to
contribute $260,000 (i.e., 26 grants of $10,000 each) to the grant program.
FISCAL IMPACT
The $260,000 grant would have no new impact on the General Fund,as it would be drawn from previously
appropriated funds in the Economic &Community Development Department and the Finance Department.
Staff expects these General Fund departmental budgets will be replenished once the City receives its allocation
of the recently adopted American Rescue Plan (ARP)Act funds.The ARP acceptance and appropriation will
come to Council as a separate action item at a future meeting.The grant will be made to the San Mateo County
Credit Union, which administers the San Mateo County Strong Fund.
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File #:21-234 Agenda Date:3/24/2021
Version:1 Item #:14.
CONCLUSION
Staff recommends the City Council approve a resolution granting $260,000 to the San Mateo County Strong
Restaurant,Brewery &Winery Grant Program to fund grants of $10,000 each to 26 eligible South San
Francisco businesses.
Attachments:
1.San Mateo County Strong Restaurant, Brewery & Winery (RBW) Grant Program Information
2.Staff Presentation
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Restaurant, Brewery and Winery Relief Program
-SOUTH SAN FRANCISCO CITY COUNCIL -
FEBRUARY 24, 2021
Program Objectives
Support restaurants, breweries, and
wineries that have suffered from the
economic impact of the COVID-19
Provide grant assistance up to $10,000
directly to local, non-corporate
establishments in a streamlined manner
Timeline and Applicant Assistance
Application Portal Timeframe:
Monday, February 22th
-
Monday, March 8th at 12:00PM
Information, FAQs, and application
can be found on:
www.smcstrong.org
Support hotline for application assistance
(available weekdays between 9:00AM -4:00PM)
Support in English: 650-413-5600
Support in Spanish: 855-221-1777
Support in Chinese: 888-262-7552
Support in Tagalog: 800-211-9641
---
Email support for applicants at:
restaurantrelief@smcgov.org
Application Evaluation Process
Complete
pre-applications*
Eligible
pre-applications
will be put into a pool
(for selection by lottery)
Selected businesses will be
contacted by County staff
(for documentation** & final
determination by the
evaluation committee)
Fully approved businesses
will be provided to the
San Mateo Credit Union
for disbursement of funds
Defined application window, NOT first-come, first-served
-Incomplete applications will NOT be processed and ineligible applications will NOT be considered -
*Applicants will NOT be required to submit documentation during the initial, pre-application process
** Copy of a valid City Business License (if a license is offered), Copy of W-9, Copy of current County Environmental Health Permit, Photo ID for the owner/partners/managing parties
Pre-Application Open until March 8, 2020 at 12:00PM
The Restaurant, Brewery, and Winery Relief application can be found on the San Mateo County Strong website here.
Pre-Application Form Includes:
•Name of restaurant, brewery, or winery
•Establishment Address
•Name of applicant
•Applicant email address
•Applicant phone number
•Applicant’s relationship to establishment
(sole proprietor, co-owner, managing partner of LLC, principal, other)
•% of establishment application owns (e.g. 50%, 100%, etc.)
OPTIONAL -Ownership Demographics of Applying Owner, Partner, or Principal
(for data collection only & will NOT be used in the selection process)
•Woman, veteran, minority, LGBTQ+ owned
•Race
•Gender
•Age
Pre-Application Open until March 8, 2020 at 12:00PM
The Restaurant, Brewery and Winery Relief application can be found on the San Mateo County Strong website here.
Pre-application available in:
English Spanish, Chinese, or Tagalog
If selected, you will need to have the four items listed
ready to submit to staff for verification (those items are
NOT required to complete this application):
•IRS Form W9
•County of San Mateo Environmental Health Permit
•City/Town Business License (if applicable)
•Photo ID of establishment owner(s)/partners/principal(s)
Categories of Potential Applicants
*Brick and mortar physical location within San Mateo County and the City of Palo Alto
**Under this definition, corporate-owned franchises, pop-ups, food trucks, home-based business or a catering company,
cottage food operator, or a microenterprise home kitchen operation are not restaurants and are ineligible for grants
Will provide grants of up to $10,000 each to qualifying establishments:
RESTAURANT
Brick and mortar physical location
within San Mateo County* and a
full-service kitchen on site**
BREWERY
Active California Department of Alcoholic Beverage Control
(ABC) Type 23 (Small Beer Manufacturer) License, with a
brick and mortar physical location within San Mateo County
WINERY
Active ABC Type 2 (Wine Grower)
License, with a brick and mortar physical
location within San Mateo County
The application portal opened on Monday, February 22th
and will remain open until Monday, March 8th at 12:00PM
To learn more about eligibility and/or to apply, please visit: SMCSTRONG.ORG
What Types of Businesses DO NOT Qualify for the Grant?
Applicants will be ineligible for a grant from the Program under the following circumstances:
Incomplete
applications
Failure to meet the
eligibility criteria outlined The applicant’s establishment has received or been
approved for a grant from any of the following programs:
•Small business relief program managed by
Renaissance Entrepreneurship Center, approved by the
Board of Supervisors on October 20, 2020 (Resolution 077791)
•San Mateo County Strong Fund Small Business Grant
administered by the Community Fund, approved by
the Board of Supervisors on November 10, 2020
(Resolution 077828)
o Recipients of grants from earlier San Mateo County
Strong grant programs are eligible for the Program)
•The establishment has received over $200,000 in revenue from
participation in the “Great Plates” program
The establishment operates
in a hotel without a separate
business license
The applicant is a pop-up, food truck, home-based
business or a catering company, cottage food operator,
or a microenterprise home kitchen operation
The applicant is a
corporate-owned franchise
?
Frequently Asked Questions (FAQs)
FAQs are available on SMCSTRONG.org
•Information on:
•General Questions
•Eligibility
•Outreach and Ongoing Fundraising
•And more
•Available in English, Spanish, Tagalog, and Chinese
If you have any additional questions not listed on the
FAQ page, please email: restaurantrelief@smcgov.orgTo view the FAQs page in Spanish, Tagalog, and Chinese,
click on the buttons below the Frequently Asked Questions title.
Questions
???
Support hotline for application assistance
(available weekdays between 9:00AM -4:00PM)
Support in English: 650-413-5600
Support in Spanish: 855-221-1777
Support in Chinese: 888-262-7552
Support in Tagalog: 800-211-9641
---
Email support for applicants at:
restaurantrelief@smcgov.org
SMCSTRONG.ORG
City of South San Francisco
Legislation Text
P.O. Box 711 (City Hall, 400
Grand Avenue)
South San Francisco, CA
File #:21-233 Agenda Date:3/24/2021
Version:1 Item #:14a.
Resolution granting $260,000 to the San Mateo County Strong Restaurant,Brewery &Winery Grant Program
to fund 26 grants to eligible South San Francisco businesses.
WHEREAS, the San Mateo County Economic Development Association (“SAMCEDA”) has been
coordinating several COVID-19 relief programs for local businesses in San Mateo County through the County
initiative “San Mateo County Strong”; and
WHEREAS, as a part of this initiative, SAMCEDA launched the Restaurant, Brewery & Winery Grant Program
(“Program”) on February 22, 2021; and
WHEREAS, the Program offers grants to qualifying businesses in the amount of $10,000 to assist with
operational and other costs incurred as a result of COVID-19 such as making additional health and safety
operational modifications; and
WHEREAS, SAMCEDA received, reviewed, and approved a total of 40 eligible local businesses located in the
City of South San Francisco (“City”) to receive a $10,000 grant; and
WHEREAS, due to constraints in funding, the most recent round of Program funding was only able to award
such grants to 14 out of the 40 South San Francisco businesses pursuant to a lottery process to determine the
final recipients; and
WHEREAS, the City and SAMCEDA have identified an opportunity to provide grant funding to all 40 SSF
local businesses with an additional contribution by the City to the Program, where the City would provide funds
for the additional 26 grants in the amount of $10,000 each, for a total of $260,000; and
WHEREAS, the City’s $260,000 contribution would be allocated from previously appropriated City funds and
be directed to the San Mateo County Credit Union, which is the administering agency for the San Mateo
County Strong Initiative Fund, for the specific purpose of funding the 26 local businesses located in South San
Francisco previously approved to receive a Program grant.
NOW THEREFORE BE IT RESOLVED, that the City Council of South San Francisco hereby takes the
following actions:
1.Approves the grant of $260,000 to the SAMCEDA Restaurant, Brewery & Winery Grant Program, to be
received and administered by the San Mateo County Credit Union, and for the sole purpose of funding
the twenty-six (26) local businesses located in South San Francisco that were previously approved to
receive a grant under the Program.
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File #:21-233 Agenda Date:3/24/2021
Version:1 Item #:14a.
2.Authorizes the City Manager to take any other related actions consistent with the intention of the
Resolution.
*****
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City of South San Francisco
Legislation Text
P.O. Box 711 (City Hall, 400
Grand Avenue)
South San Francisco, CA
File #:21-205 Agenda Date:3/24/2021
Version:1 Item #:15.
Report regarding adopting a resolution to approve a Memorandum of Understanding with the County of San
Mateo for a Small Business and Entrepreneurship Center in South San Francisco.(Ernesto Lucero,Economic
Development Coordinator,and Nell Selander,Deputy Director,Economic and Community Development
Department)
RECOMMENDATION
Staff recommends that the City Council adopt a resolution approving a Memorandum of Understanding
with the County of San Mateo defining a partnership and financial relationship for a Small Business and
Entrepreneurship Center in South San Francisco.
BACKGROUND
On February 23,2021,the City Council held a study session to explore and discuss two Economic Mobility
initiatives:a Partnership for Workforce Development and a Small Business and Entrepreneurship Center in
South San Francisco. Council directed staff to proceed with continuing to implement both programs.
As the City continues to establish the scope of these two programs,San Mateo County staff were preparing for
a similar presentation to the County Board of Supervisors.City and County staff discussed the possibility of
collaborating on specifically the Small Business and Entrepreneurship Center in South San Francisco.On
March 9,2021,the San Mateo County Board of Supervisors approved $200,000 for a North County Small
Business and Entrepreneurship Resource Center.At the Board’s meeting,County staff proposed this Center be
located in South San Francisco and be coordinated with the efforts of the City.
DISCUSSION
Staff issued a Request for Qualifications (RFQ)on February 3,2021 for a new partnership to develop and
implement a Small Business and Entrepreneurship Center in South San Francisco.The RFQ solicited key
partners for enhancing small business support and entrepreneurship resources to South San Francisco
community members in a post-COVID economy.Specifically,the Center would be focused on partnering with
firms,organizations,and business service providers that have proven experience in assisting small businesses
and entrepreneurs with targeted technical assistance,accessing capital,and overall support with post-COVID
business recovery and long term sustainability.
Recommended Small Business & Entrepreneurship Center Partner
Submittals were reviewed and scored by Economic &Community Development staff (i.e.,the Director and
Economic Development Coordinator),the County’s Deputy County Manager,and a representative of the San
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File #:21-205 Agenda Date:3/24/2021
Version:1 Item #:15.
Economic Development Coordinator),the County’s Deputy County Manager,and a representative of the San
Mateo County Economic Development Association (SAMCEDA).Renaissance Entrepreneurship Center
(Renaissance)was determined to be the most qualified partner for this program.Staff from both the City and
County continue to meet on refining a scope and budget with Renaissance to present to Council during a future
budget appropriation, likely in early April.
Memorandum of Understanding with the County of San Mateo
City and County have negotiated a Memorandum of Understanding (MOU)to formalize a partnership for the
Small Business and Entrepreneurship Center in South San Francisco.As previously discussed,the County
Board of Supervisors approved $200,000 for such a center,providing resources to small businesses and
entrepreneurs in north San Mateo County.
The draft MOU for Council consideration,included as Exhibit A to the Resolution associated with this staff
report, provides for:
·A one-year term;
·A fifty-fifty split of all hard costs associated with the Center;
·The City entering into a contract with the selected partner, likely Renaissance;
·The County funding the first phase of that contract to provide rapid response services to small
businesses and entrepreneurs, expected to be in the range of $75,000;
·The City funding the second phase of that contract to design a sustainable long-term program and
financing strategy, expected to be in the range of $50,000;
·With services made available to businesses with a business license from or an entrepreneur who lives in
a north County jurisdiction, with a preference for those from South San Francisco; and
·With an agreement that County and City staff will meet monthly to assess program success and make
adjustments,both to funding and programming,to best implement Council and Board of Supervisor
direction.
As scoping of the Center continues,every effort will be made to ensure South San Francisco dollars will go to
South San Francisco community members.Priority for services to South San Francisco small businesses and
residents is identified in the MOU.Staff will also ensure this priority is identified in contract negotiations with
Renaissance when developing the scope of work.As both the City and County will want metrics of community
members using the services,the City will be able ensure this priority with data as the Center begins to be
implemented.
FISCAL IMPACT
At the Council’s study session on February 23,2021,the City Council approved in concept the two Economic
Mobility initiatives,including a conceptual budget of approximately $1 million for both components (i.e.,
workforce development and small business &entrepreneurial support).The $1 million budget includes program
design,program implementation (including partner contracts),and funding to cover the first two years of office
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File #:21-205 Agenda Date:3/24/2021
Version:1 Item #:15.
design,program implementation (including partner contracts),and funding to cover the first two years of office
and/or classroom space rentals,furnishings,and equipment -and it will provide seed funding to leverage
potential Federal, State, corporate, and other grant funding.
Specifically for the Small Business and Entrepreneurship as discussed in this report,staff are working with the
recommended partner,Renaissance,to fully scope a contract and negotiate their fees.In April 2021,staff will
return to Council for budget appropriations and any necessary contract approvals.
CONCLUSION
This report seeks Council consideration on a resolution approving an MOU with the County for the Small
Business and Entrepreneurship Center.In April 2021,staff will return to Council for budget appropriations and
any necessary contract approvals to begin formal implementation of the program.
Attachments:
1.PowerPoint Presentation
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MOU WITH SAN MATEO COUNTY
SMALL BUSINESS AND
ENTREPRENEURSHIP CENTER IN SSF
CITY COUNCIL MEETING
MARCH 24, 2021
RECOMMENDATION
•Consider approval of resolution for MOU with
County on Center
BACKGROUND
•February 23rd – City Council Study Session to
discuss economic mobility initiatives
•March 3rd – RFQ submittals received for each
initiative
•March 9th – County of San Mateo Board of
Supervisors approved a $200,000 appropriation
towards a North County small business center.
REQUEST FOR QUALIFICATIONS
Small Business and Entrepreneurship Center:
•Renaissance Entrepreneurship Center
•Revby
•San Mateo County Energy Watch
REQUEST FOR QUALIFICATIONS
Small Business and Entrepreneurship Center:
•Renaissance Entrepreneurship Center
•Revby
•San Mateo County Energy Watch
•One-year term as a pilot partnership/program
•Sharing hard costs of Center
•City to enter into contract with Renaissance
•Sharing costs of Renaissance contract
•Priority of services to targeted “hard to reach”
businesses & SSF businesses
MOU WITH SAN MATEO COUNTY
NEXT STEPS
•In April 2021, staff will return to Council for:
•Budget appropriation
•Detailed scope of work
•Status of contract(s)
RECOMMENDATIONS
•Consider approval of resolution for MOU with
County on center
City of South San Francisco
Legislation Text
P.O. Box 711 (City Hall, 400
Grand Avenue)
South San Francisco, CA
File #:21-214 Agenda Date:3/24/2021
Version:1 Item #:15a.
Resolution approving a Memorandum of Understanding with the County of San Mateo defining a partnership
and financial relationship for a Business and Entrepreneurship Center in South San Francisco.
WHEREAS,beginning on March 16,2020,Shelter in Place health orders began to widely affect all businesses
in San Mateo County, as well as throughout the country, lasting for much of 2020 and into 2021; and
WHEREAS,the effects of the Pandemic have created drastic economic outcomes to many businesses,but
especially the most vulnerable small businesses such as non-English speaking business owners and those
separated by the digital divide; and
WHEREAS,small businesses in San Mateo County have been challenged by a reduction in workforce,a lack
of working capital,a difficulty in obtaining COVID relief programs,and an overall need to revamp their
business model to survive in a post-COVID economy; and
WHEREAS,at its February 23,2021 South San Francisco City Council Special Meeting,a study session was
held to discuss the implementation of an economic mobility initiative to create a Business Resource and
Entrepreneurship Center within the City of South San Francisco to enhance business assistance services and
centralize them into both a virtual and brick-and-mortar location near the City’s downtown; and
WHEREAS,at its March 9,2021 County of San Mateo Board of Supervisors Meeting,an appropriation of
$200,000 was approved for the implementation of a business assistance center to serve the northern part of San
Mateo County; and
WHEREAS,the funding contribution from San Mateo County would support the City of San Francisco’s effort
to create the Business Resource and Entrepreneurship Center through a Memorandum of Understanding
(“MOU”) for the initial phases of the project; and
WHEREAS,the components of the MOU include a one year term,a fifty-fifty split of all hard costs associated
with the Center,the City entering into a contract with Renaissance Entrepreneurship Center (“Renaissance”)as
the preferred partner to offer initial small business assistance services,with the County funding the first phase
of the contract with Renaissance expected to be in the range of $75,000.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of South San Francisco hereby
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File #:21-214 Agenda Date:3/24/2021
Version:1 Item #:15a.
approves the MOU in substantially the form attached, allowing the City and County to partner in regional and
local efforts to help small businesses.
BE IT FURTHER RESOLVED that the City Manager, or his designee, is authorized to execute the MOU, and
to make any revisions, amendments, or modifications, deemed necessary to carry out the intent of this
resolution which do not materially alter or increase the City's obligations thereunder, subject to approval as to
form by the City Attorney.
*****
Exhibit A - draft MOU with San Mateo County
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1
MEMORANDUM OF UNDERSTANDING
between
CITY OF SOUTH SAN FRANCISCO
and
SAN MATEO COUNTY
(SMALL BUSINESS AND ENTREPRENEURSHIP RESOURCE
CENTER)
This Memorandum of Understanding (“MOU”), is entered into this ____ day of
, 2021 (the “Effective Date”) by and between the City of South San Francisco (the “City”),
a municipal corporation of the State of California, and the County of San Mateo (the “County”), a
political subdivision of the State of California (collectively, the “Parties”), and it sets forth the
Parties’ understanding and expectations related to the pilot program that includes the establishment
and operation of a North County Small Business and Entrepreneurship (“SBE”) Resource Center,
to assist small business owners and entrepreneurs with support in the areas of legal matters, human
resources-related matters, business planning, financial matters, technology, group purchasing and
other needs.
RECITALS
A. WHEREAS, prior to the COVID-19 pandemic, the City and cities in northern San Mateo
County, including the Cities of Colma, Daly City, Millbrae, Pacifica, San Bruno and Brisbane
(collectively with the City and unincorporated areas in the vicinity of these cities, “North
County”) were facing challenges along multiple fronts, including housing cost and supply,
income inequality, transportation and environmental sustainability; and
B. WHEREAS, the effects of the COVID-19 pandemic have exacerbated these challenges, with
many small businesses, including restaurants, hotels and motels, personal services operations,
and “mom and pop” stores in the North County struggling to remain open or shutting down
altogether; and
C. WHEREAS, the Renaissance Entrepreneurship Center in East Palo Alto has demonstrated the
benefits of having a small business incubator and business training and support program
embedded in the community during the COVID-19 pandemic; and
D. WHEREAS, to make small business training and support readily available to small business
owners and budding entrepreneurs in North County, the City issued a Request for
Qualifications for an SBE Resource Center (“RFQ”) on February 3, 2021 seeking to identify
service providers with proven experience assisting small businesses and entrepreneurs with
targeted technical assistance, accessing capital and overall support with post-COVID-19
business recovery and long-term sustainability; and
E. WHEREAS, the City received full submittals in response to its RFQ on or before March 3,
2021 and has since selected the Renaissance Center as the service provider to be awarded the
2
contract for the establishment and operation of the SBE Resource Center (“Service Provider”),
subject to approval from City Council; and
F. WHEREAS, the Parties agree that, working together, they can deliver more readily available,
effective and robust training and support to small business owners and budding entrepreneurs
in North County and, therefore, the County has agreed to contribute funds in a total amount
not to exceed TWO HUNDRED THOUSAND DOLLARS ($200,000) for use towards the
establishment and operation of a SBE Resource Center, including real property rental
expenses, on a pilot basis for one year (“Pilot Period”), as set forth in Section 2 below; and
G. WHEREAS, while the Center is envisioned to serve all of North County, the Center will
endeavor to serve all South San Francisco-based small businesses that come forward for
assistance, as quickly and to the fullest extent that the Center’s staffing and resources can
allow;
H. WHEREAS, the Parties acknowledge the truth of the Recitals set forth above which are hereby
incorporated into this MOU.
NOW THEREFORE, the Parties agree to be bound by the following terms in the MOU:
TERMS AND CONDITIONS
1. Term; Termination; Dispute Resolution.
A. This MOU will expire one (1) year from the Effective Date, unless earlier
terminated by either Party as set forth herein, or extended by the Parties in
accordance with Section 9.A., “Authorizations.”
B. This MOU may be terminated, without cause, by either Party upon 30 days
written notice to the other Party. Notwithstanding the immediately preceding
sentence, the Parties acknowledge and agree that this MOU anticipates that the
City will enter into an agreement with the Service Provider and a lease for
space for the SBE Resource Center in reliance upon the County contribution
of funds described in Section 2 of this Agreement. The Service Provider has
stated that it must hire additional staff to perform the desired services and will
do so only with at least a one-year commitment of funding. Additionally, the
City anticipates that the lease for the SBE Resource Center space will be for a
term of at least one year. In light of those facts, the County agrees that if it
terminates this MOU prior to the end of the initial term, it will maintain its
contribution of funds described in Section 2 of this Agreement.
C. In the event that either Party has a concern about the performance of the other
Party or the Service Provider, or the Parties have a disagreement regarding the
interpretation or implementation of this MOU, the Parties agree that a
3
representative of each shall meet and confer informally to resolve the matter.
If the Parties agree that an amendment of the MOU is necessary or desirable
to address the issue, they shall do so pursuant to Section 9.A. If the issue cannot
be resolved through the informal meet and confer process, the Parties may
terminate this MOU after reaching agreement about their respective funding
obligations relative to the contractual obligations of the City with respect to
the Service Provider and the SBE Resource Center lease.
2. Contribution of Funds. The County will contribute a total of TWO HUNDRED
THOUSAND DOLLARS ($200,000) toward the operation and establishment of the SBE Resource
Center, including real property rental expenses, during the Pilot Period. The City will contribute
a total amount at least equal to the County’s contribution toward the operation and establishment
of the SBE Resource Center, including real property rental expenses, during the Pilot Period.
3. Contracting Agency. The City will serve as the contracting agency for the Service
Provider selected through the RFQ process. The City will manage the contract with the
Service Provider, handling official communications regarding the establishment and operation of
the SBE Resource Center and will pay the Service Provider for work performed. The City will
confer with the County regarding any material issues related to contract administration or with
respect to any material concerns related to Service Provider performance. The City will also serve
as the contracting agency for the lease of commercial property related to operation and
establishment of the SBE Resource Center.
4. Target Businesses. The Parties agree that the SBE Resource Center will be
established and operate for the benefit of community-based small businesses (collectively, “Target
Businesses”), which are defined as businesses:
• With the equivalent of 50 or fewer full-time employees or less than $5 million in annual
revenues, with the amount of County funding reserved to serve small businesses with the
equivalent of 10 or fewer full-time employees or less than $2.5 million in annual revenues.
The Parties will meet and confer regarding how to establish that a business qualifies
as a Target Business.
• That have a primary office, storefront, or business space located in North County or
are owned by a resident of North County.
The Parties agree that to the extent that businesses that have a current business license from a local
jurisdiction within San Mateo County, or that are owned by a resident of San Mateo County seek to
participate in SBE Resource Center programs, but they do not fall within the definition of Target
Business, they will be referred to other programs in the County that may be able to provide similar
assistance and support.
The Parties may agree to expand this definition relative to the number of full-time employees or
annual revenue if SBE Resource Center programs are undersubscribed. The Parties may also agree to
expand this definition to include all businesses that have a current business license from a local
4
jurisdiction within San Mateo County, or that are owned by a resident of San Mateo County if SBE
Resource Center programs are undersubscribed.
The Parties further agree that in addition to operating the SBE Resource Center for the benefit of
Target Businesses, the Service Provider will design, offer, and promote programs attractive to “hard
to reach” businesses, which include without limitation:
• Target Businesses owned by or offering products or services to people whose
primary language is not English; and
• Target Businesses owned by people with limited access to technology and who are
unlikely to be reached through standard online marketing.
Target Businesses located in or owned by a resident of the City shall be given an opportunity to
pre-enroll for events, trainings, and/or resources provided at the SBE Resource Center. In the
event that SBE Resource Center programs are oversubscribed, the Parties will meet and confer
informally to determine how to ensure that Target Businesses located in or owned by a resident
of the City are able to access programs.
5. Multi-Phased Development of SBE Resource Center. The Parties acknowledge
that the intent is that the SBE Resource Center be developed in the following three phases:
Phase 1: In Phase 1, the Service Provider, in addition to assisting with marketing and
outreach to Target Businesses, will provide “rapid response” relief efforts to existing Target
Businesses. This will include, at a minimum, assistance with identifying and applying for
economic relief and recovery financing programs at the federal, state, regional and local
levels; understanding, fluctuating real estate costs, and taking advantage of real estate
opportunities; receiving targeted technical assistance to updates to business plans; and
maintaining or expanding an online presence, and expanding to ecommerce. These Phase I
services may be provided virtually or offsite, although when possible, the Service Provider
shall utilize community spaces in the City for in-person support.
Phase 2: Concurrent with delivery of services in Phase 1, the Service Provider will work
with City and County staff, over a period of three to nine months, to design a long-term
program to facilitate economic sustainability for Target Businesses and which will include
the maintenance of a central flex space to be used for offices, classes, walk-ins, and one-
on-one counseling.
Phase 3: Phase 3 consists of the implementation of the long-term program designed in
Phase 2 and will include pursuing financing identified in Phase 2. The initial
implementation period may utilize the Service Provider from Phases 1 and 2, or a different
Service Provider, depending on program needs.
6. Monthly Reports. The City will include in its agreement with the Service Provider
appropriate provisions requiring the Service Provider to provide the City and the County with
5
monthly reports in a format reasonably designated by the City and the County, setting forth
information regarding clients served, the jurisdictions where clients reside and/or where clients’
businesses are located and other information reasonably requested by the City or County.
7. Monthly Meetings. The City shall include in its agreement with the Service Provider
provisions requiring the Service Provider to meet at least monthly with the City and the County to
discuss the status of the Program and results achieved. The City or, at the City’s direction, the
Service Provider, will be responsible for calendaring, hosting and facilitating monthly meetings
among the Service Provider, the City and the County to review the status of the establishment and
operation of the SBE Center during the Pilot Period and to discuss matters of concern to any party.
8. Recordkeeping & Audit. As the monetary contributions to the SBE Resource Center
under this MOU may consist of federal funds, the City agrees to include in any contract(s) between
the City and Service Provider(s) the provisions of the County’s Emergency Agreement
Requirements (Attachment E), a copy of which is attached to this MOU.
9. General Provisions
A. Authorizations. The County Manager and the City Manager, or their
respective designees, are authorized to amend the MOU and its terms,
resolve conflicts, and/or otherwise grant approvals on behalf of their
respective agencies, provided such approvals are not otherwise vested in
the authority of the agency’s governing board. All such requests and
approvals shall be in writing and signed by both Parties.
B. Mutual Indemnification; Insurance. Pursuant to Government Code
Section 895.4, each Party shall fully indemnify, defend, and hold the
other Party (including its appointed and elected officials, officers,
employees, and agents) harmless and free from any damage or liability
imposed for injury (as defined by Government Code Section 810.8)
occurring by reason of the negligent acts or omissions or willful
misconduct of the indemnifying Party, its appointed or elected officials,
officers, employees, or agents, under or in connection with any
responsibility, authority, or jurisdiction delegated to such Party under this
MOU. Neither Party, nor any appointed or elected official, officer,
employee, or agent thereof, shall be responsible for any damage or liability
occurring by reason of the negligent acts or omissions or willful
misconduct of the other Party, its appointed or elected officials, officers,
employees, or agents, under or in connection, with any authority,
responsibility, or jurisdiction delegated to such other Party under this
MOU. The City shall ensure that where the Service Provider is
contractually required to maintain insurance and to name the City as an
additional insured, the County is also named as an additional insured on
all such insurance policies.
6
C. Choice of Law; Venue. The formation, interpretation and performance
of this MOU shall be governed by the laws of the State of California.
Venue for all litigation relative to the formation, interpretation and
performance of this MOU shall be in San Mateo County Superior Court.
D. Notices. Any notice to be given to the Parties shall be in writing and shall
be served, either personally or by mail, to the following:
In case of the County, to:
Name/Title: Michael Callagy, County Manager
Address: 400 County Center, 1st Floor, Redwood City, CA 94063
In the case of the City, to:
Name/Title: Mike Futrell, City Manager
Address: 400 Grand Avenue, South San Francisco, CA 94080
Such notices shall be served by depositing them addressed as set out above,
postage prepaid, in the U.S. mail, reliable overnight courier, or by personal
delivery. The date of mailing, or in the event of personal delivery, the date of
delivery shall constitute the date of service.
E. Construction. All section headings are for reference only and shall not
be considered in construing this MOU.
F. Severability. If any provision of this MOU shall be held to be invalid,
void, or unenforceable, the validity, legality, or enforceability of the
remaining portions hereof shall not in any way be affected or impaired
thereby.
G. Entirety of Agreement. This MOU represents the entire and
complete MOU between the Parties and supersedes any prior
negotiations, representations and agreements, whether written or
oral. This MOU may be modified only as provided in Section 9.A.
“Authorizations.”
H. Cooperative Drafting. This MOU has been drafted through a
cooperative effort of all the Parties, and all the Parties have had an
opportunity to have the MOU reviewed and revised by legal
counsel. No Party shall be considered the drafter of this
Agreement, and no presumption or rule that an ambiguity shall be
construed against the Party drafting the clause shall apply to the
interpretation or enforcement of this MOU.
I. Representation re Authority of Parties/Signatories. Each person
7
signing this MOU represents and warrants that he or she is duly
authorized and has legal capacity to execute and deliver this MOU.
Each Party represents and warrants to the other that the execution and
delivery of the MOU and the performance of such Party’s obligations
hereunder have been duly authorized and that the MOU is a valid and
legal agreement binding on such Party and enforceable in accordance
with its terms.
J. No Third Party Beneficiaries. Except as expressly set forth herein,
nothing contained in this MOU is intended to or shall be deemed to
confer upon any person, other than the Parties, any rights or remedies
hereunder.
K. Debt Limitation. The Parties are subject to laws or policies which
limit their ability to incur debt in future years. Nothing in this MOU
shall constitute an obligation of future legislative bodies of the County
or City to appropriate funds for the purpose of this MOU.
L. Conflict of Interest. Each of the Parties shall avoid all conflicts of interest
in the performance of this MOU and shall immediately notify the other
Parties should a conflict of interest arise that would prohibit or impair its
ability to perform under this MOU.
M. Disputes. The City and County agree that, regarding all disputes or
disagreements arising under this MOU that are not resolved informally at
the staff level after a good faith attempt by the Parties, the Parties may, at
their sole and mutual discretion, agree to engage in mediation. The costs of
the mediation shall be divided equally between the Parties, unless otherwise
agreed.
N. Non-Discrimination. Neither the City nor County will discriminate, in any
way, against any person on the basis of sex, pregnancy, childbirth or related
medical conditions, race, veteran status, religion, color, national origin or
ancestry, physical or mental disability, medical condition, marital status,
age, gender (including gender identity and gender perception), sexual
orientation, use of family medical leave, genetic testing, or any other basis
protected by federal or state law in connection with or related to the
performance of the MOU.
O. Counterparts. This MOU may be executed in counterparts, each of which
will be deemed an original and all of which together will constitute a
complete agreement. Moreover, this MOU may be signed by electronic
signature and copies of original signatures shall be treated the same as the
originals.
8
[SIGNATURES ON FOLLOWING PAGE]
9
IN WITNESS WHEREOF, the PARTIES hereto, by their duly authorized representatives, have
executed this Memorandum of Agreement.
“City”
City of South San Francisco, a municipal
corporation of the State of California
By:
Name: Mike Futrell Date
Title: City Manager
“County”
County of San Mateo, a political
subdivision of the State of California
By:
Name: Michael Callagy
Title: County Manager Date
3718110.1
City of South San Francisco
Legislation Text
P.O. Box 711 (City Hall, 400
Grand Avenue)
South San Francisco, CA
File #:21-217 Agenda Date:3/24/2021
Version:1 Item #:16.
Report regarding adoption of a resolution concluding the South San Francisco Airport Noise Insulation
Program and returning $784,812.15 in remaining funds to the San Francisco International Airport.(Christina
Fernandez, Assistant to the City Manager)
RECOMMENDATION
It is recommended that the City Council adopt a resolution concluding the South San Francisco Airport
Noise Insulation Program and return the remaining funds to the San Francisco International Airport.
BACKGROUND/DISCUSSION
San Francisco International Airport (SFO)implements a Noise Insulation Program (NIP)which includes
insulation of residences within SFO's Noise Impact Area.The Noise Insulation Program provides acoustic
treatment to eligible properties located inside a specified aircraft noise impact area.The acoustic treatment is
offered free of charge to eligible property owners.All costs are paid by SFO through a combination of Federal
Aviation Administration (FAA) grants and SFO funds.
The San Francisco International Airport NIP consists of two components:(1)a Second Chance Initiative and
(2)a Replacement Initiative.Under the Second Chance Initiative,property owners that previously declined
NIP funding are now eligible to apply for new noise insulation work.Allowable improvements may include
window and door replacement,caulking,weather-stripping,and installation of central fresh air ventilation (if
the residence does not already have central ventilation).Under the Replacement Initiative,residential
properties that received NIP funding for noise insulation are also eligible to apply for repairs or replacements
of acoustical improvements that have failed.
To be considered for either initiative,the residential property must be located inside the current Noise
Exposure Map for the Airport (“NEM”)formally accepted by the FAA (attachment 1).The NEM shows
contours for average noise levels at 65 decibels (dB)or greater associated with aircraft activity.Staff identified
2,519 residential properties located within the NEM that could be eligible for the Airport’s program.
The Second Chance Initiative also requires:
·Construction or significant additions were built before October 1, 1998.
·A physical survey of the property confirms preliminary eligibility.
·The results of acoustical tests in habitable rooms finalizes eligibility.
The NEM contour depicts an average of aircraft noise levels over the period of one year using a time-weighted
energy average.The contouring exercises are summarized in terms of a time-weighted daily average exposure
that combines all of the noise energy created in the course of daily flight operations into a single number,for
which interpretive criteria and regulatory policy evolve.The contours do not represent where planes fly or the
loudness of single aircraft noise events.
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The Federal NEM contour is determined through the use of the federally approved noise modelling software
known as AEDT. This software takes in the amount of operations over a year, the type of aircraft in use at the
given airport, distance being flown by the aircraft, specific runway used and time of day these aircraft
operated. Once these values are input the model is run and it derives a noise grid where it then connects the
points for similar values giving noise contours; typically, in five decibel increments.
It averages both the loudest and quietest aircraft noise levels during period of heavy and light activity.
Further,it considers the periods when people are likely to be disturbed by weighting the evening noise events
between 7:00 p.m.and 10:00 p.m.by adding a weighting penalty of 4.77 decibels.The nighttime hours when
people are most likely to be disturbed,from 10:00 p.m.until 6:00 a.m.,a penalty of 10 decibels is added.
Simply put,a single flight's evening noise event is counted as three noise events of the same value.Nighttime
noise events are counted as ten noise events of the same value.
The Airport is currently accepting applications online at
<https://www.flysfo.com/replacement-and-second-chance-noise-insulation-initiative>. Once the application is
received, the Airport process to determine eligibility of the property may take several months. Upon
confirmation of eligibility, property owners must agree to grant an aviation easement to the City and County of
San Francisco. The property owners will then work directly with the Airport to complete noise insulation work.
Replacement Initiative
As of March 15, 2021, the Airport received 773 applications for the replacement initiative and have since identified 457 homes that
may be eligible.
•Out of 773 applications to date, SFO identified 457 dwellings that may be eligible
•472 dwellings have undergone the initial site inspection; 48 acoustical tested (Note: 472 Initial Site Inspections and 172
Second Inspections/Treatment Recommendation Visits have been completed, for a total of 661 site visits to SSF dwellings)
•SFO is currently in the process to select the construction contractor
Second Chance
Of the 473 applications for the Second Chance program, 182 South San Francisco homes were identified as being potentially eligible.
There were site visits conducted at 61 properties and acoustical tests conducted on 73 properties.
•SFO estimates it will insulate between 65-80 homes.
•The first group of 39 homes (29 in SSF) will begin construction in June 2021
•And the second group of an additional 26 homes (19 in SSF) will begin construction in December 2021
•According to the Airport, this shows a significant number of South San Francisco properties in the pipeline.
South San Francisco Outreach
In 2018, in order to promote awareness of the Airport’s noise insulation program, City staff sent letters directly to properties within
the boundaries of the 2019 Noise Maps. If a property owner did not respond to the first letter, the City sent a second letter and
attempted to reach the owner by phone number, if available.
Of note, staff maintains a list of residents who previously contacted the City regarding the ANIP program.
Most requested repairs to previously performed noise insulation work or live outside of the 2019 Map but
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File #:21-217 Agenda Date:3/24/2021
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would like to participate in the program for the first time. These property owners were contacted and
included within the data sent to the Airport.
Additionally, City staff documented airport noise concerns from all residents. Property owners emailed
anip@ssf.net <mailto:anip@ssf.net> or called the hotline phone number at 650-829-6649 to express interest
or ask questions. This contact information was shared with residents via email and appropriate social media
platforms.
The City’s outreach plan included an initial press release with a link to the Airport’s website for
applications, an interactive map that reflects the boundary of the 2019 Map, and an informational fact sheet
about the Airport’s application and eligibility process. Regardless of property location, all interested
property owners may submit an application, and City staff worked with the Airport on a case- by-case basis
for specific properties within the boundaries. City staff also coordinate with the Airport to compile all
information and documents received from property owners regarding eligibility. Staff maintains
communication with the Airport throughout the process and provides data as necessary.
As a part of the Noise Insulation Program outreach efforts, the Airport mailed invitations to potentially
eligible properties between August and September 2020. The Airport provided the City with lists of
addresses of applicants who were unresponsive to airport’s outreach. City staff provided a total of 19
properties with a second letter and an invitation to apply. When phone numbers were provided, city staff
also called residents to let them know of the opportunity.
The City works collaboratively with the San Francisco International Airport and its consultant, Jones Payne
Group in assisting residents submit applications and receive updates on pending applications. The majority
of inquiries received by the City are residents inquiring about the status of their applications. The City
inquires on the residents’ behalf with the contractor and receives timely responses. City staff will continue
to assist residents as needed; however, the City no longer contracts out any engineering or treatment work.
Remaining Airport Noise Insulation Program Funds
In the past, South San Francisco and other jurisdictions undertook noise insulation of residences in their
respective communities within the SFO's Noise Impact Area with funds received through Federal
Aviation Administration (FAA) grants and from the City and County of San Francisco through its Airport
Commission.
During the initial phases of the Noise Insulation Program from the 1980s through the early 2000s,
approximately 7,778 South San Francisco properties were insulated and 6,094 easements were acquired,
resulting in an investment of over $86 million in South San Francisco properties alone. This accounts for
nearly half of all insulations and acquisitions program wide.
Following exhaustion of funds under an initial 1992 Memorandum of Understanding (Attachment 3)
between the Airport and the respective jurisdictions, the Airport Commission and South San Francisco
entered into an agreement, dated October 1, 2000 (Attachment 5), which provided, among other items,
for the Airport Commission to advance funds to South San Francisco for noise insulation of additional
residential properties, subject to reimbursement when FAA grants were obtained by South San Francisco.
South San Francisco proceeded with noise insulation of properties with funds received from the Airport
Commission as well as from FAA grant reimbursements from earlier phases of South San Francisco's
noise insulation program.
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File #:21-217 Agenda Date:3/24/2021
Version:1 Item #:16.
Under this agreement,the City previously administered the Airport Noise Insulation Program (NIP)with
grants from the Federal Aviation Administration (FAA)and funding from San Francisco International Airport
as part of the Aviation Safety and Noise Abatement Act of 1979.A local contribution of 20%from the Airport
and/or City and County of San Francisco was matched by 80% from the FAA.
Using this 80/20 ratio from federal matching grants,the City’s program completed noise insulation work on
well over 6,000 properties within the City.The four previous agreements between the City and the Airport
regarding the contribution of local funds are attached to this staff report as Attachments 2 through 5 for
reference.
Over the past several years,interest has accrued on the initial funds.The City’s ANIP fund currently has
approximately $784,812.15.The City of South San Francisco is the only city that still retains ANIP funds,
while all other surrounding cities have turned over administration of their airport noise insulation programs to
the Airport along with any remaining funds to the Airport.
Next Steps
The Federal Aviation Authority (FAA) awarded SFO a $6.39 million grant in September 2019 for the 2019 Phase of the NIP (this
grant covers 65% of the $9.86 million budget for this phase of the NIP). In addition. The FAA awarded a $3.22 million grant to SFO
in September 2020 for the 2020 Phase of the NIP (this grant covers 51% of the $6.28 million budget for this phase). These grants are
being used for noise insulation improvements through 2024. SFO currently plans to use about $8.44 million of the total $16.14
million budget to insulate eligible dwellings in South San Francisco. To date, SFO has received 473 total applications from South San
Francisco residents.
All current applicants have applied through the SFO Noise Insulation Program and the City no longer contracts out the
engineering or treatment work. Staff recommends closing out the Airport Noise Insulation Program this year and
combining our funding with SFO’s current Noise Insulation Program to provide additional resources to assist South San
Francisco residents. The City is currently holding $784,812.15 in Airport Noise Insulation Funds.
FISCAL IMPACT
There is no fiscal impact to the City.The remaining funds to be returned will be used to augment the existing airport noise insulation
program and continue to insulate South San Francisco homes.
RELATIONSHIP TO STRATEGIC PLAN
Adoption of this resolution furthers the City’s strategic goals of providing a higher quality of life for its residents by providing the
airport with additional funds to continue to provide improvements to South San Francisco residences.
CONCLUSION
It is recommended that the City Council adopt a resolution concluding the South San Francisco Airport Noise Insulation
Program and return the remaining funds to the San Francisco International Airport.
Attachments:
1.2019 Boundary Map
2.1991 Agreement
3.1992 Memorandum of Understanding
4.1995 Memorandum of Understanding
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File #:21-217 Agenda Date:3/24/2021
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5.2000 Agreement with Airport Commission
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1
AGREEMENT FOR AIRCRAFT NOISE MITIGATION
This Agreement ( "Agreement" ) is made and entered into this
2. ., day of ~'-J \A_l,~ , 1991, by and between the CITY AND
COUNTY OF SAN FRANCISCO, a municipal corporation ("SAN FRANCISCO") ,
acting by and through the SAN FRANCISCO AIRPORTS COMMISSION
COMMISSION") and the CITY OF SOUTH SAN FRANCISCO, a municipal
corporation ("SOUTH SAN FRANCISCO"). San Francisco and South San
Francisco are sometimes referred to as the "PARTIES".
R E C I TAL S
This Agreement is made with respect to the following facts:
A.San Francisco is the owner of the San Francisco
International Airport ("AIRPORT") located south of San Francisco in
the County of San Matecl. The Airport is the largest in the San
Francisco area, serving approximately thirty one million arriving
and departing passengers annually.San Francisco operates the
Airport by and through lthe Commission.
B.South Sam Francisco, incorporated September 19,
1908, is a city of apprc1ximately 54,000 residents located north of
the Airport and south o:f San Francisco. Because of the proximity
of South San Francisco t.o the Airport, a portion of the property in
south San Francisco is located under the flight paths used by
aircraft arriving at and departing from the Airport.
C.San Franc:::isco and South San Francisco have a mutual,
long term interest in reducing, to the greatest extent possible,
CENTRAL RECORDS
s- / .s-6FILENO.
the impacts of Airport. operations on the residents and noise-
sensitive land uses in South San Francisco. One area of particular
and ongoing concern to San Francisco and South San Francisco is the
effect of Airport-related noise on the residents of South San
Francisco who live in areas that are exposed to high noise levels.
San Francisco and South San Francisco recognize that it is in their
mutual interests and tbe interests of the residents of South San
Francisco to cooperatl:! in efforts to minimize the impacts of
Airport-related noise ()n South San Francisco residents and avoid,
to the maximum exte~nt possible, the establishment of new
residential communities in areas of South San Francisco that are
exposed to high noise levels.
D.San Francisco and South San Francisco have the
common power to study, discuss, and recommend and implement
policies and programs to reduce the impacts of Airport-related
noise on South San Francisco residents.One authority for such
power is the Aviation Safety and Noise Abatement Act of 1979, 49
U.S.C. Sec. 2101 et seq. (the "Act"), which authorizes :both airport
operators and units elf local governments to apply for assistance
from the Federal Aviation Administration FAAU)for the
implementation of noi.se insulation projects in areas that qualifY
for such compatibilit:y projects under the Act.
E.Since 1984, South San Francisco has been operating
an Aircraft Noise Insulation project (the "Retrofit project")
pursuant to federal grants received pursuant to the Act. The
purpose of the Retrofit project is to provide South San Francisco
2
CEN"~ALF(ECORDS
FILE NO. S-IS6
Exhibit "A"
DESCRIPTION OF THE "RETROFIT PROJECT"
Page 2
Beginning at the southeasterly corner of Brentwood, at El Camino
Real; thence proceeding generally southwesterly and northwesterly
along the boundary of Brentwood to the southeasterly boundary of
Avalon Park; thence southwesterly along the boundary of Avalon
Park, across Junipero Serra Boulevard and Interstate 280, and
along the boundary of Westborough 4B & 4C to the line between 27
and 29 Seville Way; thence northwesterly along said line, across
Seville Way, along the line between 184 Valley View Way and 30
Chateau Court, and northwesterly between the homes on the west
side of Valley View Way and the homes on the east side of Chateau
Court, Gellert Court, and Vista Court to the northwesterly line of
Westborough 4B & 4C; thence northeasterly along said line to
Appian Way; thence generally northwesterly, westerly and
southwesterly along Appian Way to Gellert Boulevard; thence
northwesterly along Gellert Boulevard to Westborough Boulevard;
thence generally westerly along Westborough Boulevard to Callan
Boulevard;, thence northwesterly along Callan Boulevard to the
northwesterly boundary of Westborough West Park Unit No. 3B;
thence generally northeasterly along said boundary to King Drive;
thence easterly along King Drive to Gellert Boulevard; thence
southeasterly along Gellert Boulevard and the South San Francisco-
Daly City city limit line to Junipero Serra Boulevard, thence
northwesterly along Junipero Serra Boulevard to boundary of West
Winston Manor, thence generally southwesterly, northwesterly and
northeasterly along the boundary of West Winston Manor to Hickey
Boulevard; thence northeasterly along Hickey Boulevard to Junipero
Serra Boulevard; thence southeasterly along Junipero Serra
Boulevard to Clay Avenue; thence northeasterly along Clay Avenue
to Newman Drive; thence southeasterly along Newman Drive to the
line between 864 and 868 Newman Drive; thence northeasterly along
said line to the boundary of Winston Manor; thence generally
southeasterly and northeasterly along the boundary of Winston
Manor to the San Francisco Water Department right of way; thence
southeasterly along said right of way to Westborough Boulevard;
thence northeasterly along Westborough Boulevard to El Camino
Real; thence southeasterly along El Camino Real to the
northwesterly boundary of the Town of Baden; thence generally
northeasterly and southeasterly along the boundary of the Town of
Baden to West Orange Avenue; thence northeasterly along West
Orange Avenue to South Canal Street; thence southeasterly along
South Canal Street to South Spruce Avenue; thence southwesterly
along South Spruce Avenue to E1 Camino Real; thence southeasterly
along El Camino Real to the point of beginning.
AIR6-182
C:::;-J1"~AL a:::cc
FILE NO.S-15~
Page 1
MEMORANDUM OF UNDERSTANDING
This MEMORANDUM OF UNDERSTANDING (“MOU”) is entered into as of ___________,
20___, by the City and County of San Francisco, through its Airport Commission ( “Airport
Commission”), and the City of South San Francisco (“South San Francisco”), both of which are
municipal corporations and political subdivisions of the State of California. The Airport
Commission and South San Francisco are collectively referred to in this MOU as the “Parties.”
RECITALS
A. The San Francisco International Airport (“Airport”) is located in a largely urbanized
area and, as a result, operation of the Airport affects the residents of communities near the
Airport. Aircraft noise has been an issue of concern to these communities.
B. For several years the Airport Commission has engaged in a noise insulation program
(“NIP”), providing insulation to mitigate noise effects for residences located within the Airport’s
Noise Impact Area (“Noise Impact Area”) as defined under the State of California Noise
Standards (Title 21, California Code of Regulations, Sections 5000 et seq.). The Airport
Commission’s policy with respect to funding the NIP is to pay 20% matching local share of the
cost of providing noise insulation, for which the Federal Aviation Administration (“FAA”) pays
80% through grant funding.
C. South San Francisco and other jurisdictions with residences located in the Noise
Impact Area also have undertaken noise insulation of residences in their respective communities
with funds received through FAA grants and from the Airport Commission, pursuant to a 1992
Memorandum of Understanding (“1992 MOU”) executed between the Airport Commission and
surrounding jurisdictions, including South San Francisco, and for South San Francisco, under a
later agreement with the Airport Commission. To facilitate noise insulation of additional
residences in South San Francisco following exhaustion of funds under the 1992 MOU, the
Parties entered into an agreement, dated October 1, 2000, which provided, among other items,
for the Airport Commission to advance funds to South San Francisco for noise insulation of
eligible residential properties. Available records indicate that during the years 2000 and 2001,
the Airport Commission advanced approximately $2,400,000 to South San Francisco for noise
insulation. South San Francisco proceeded with noise insulation of properties with funds
received from the Airport Commission as well as from FAA grant reimbursements from earlier
phases of South San Francisco’s noise insulation program.
D. After completion of planned noise insulation projects, South San Francisco has
determined that, as of June 30, 2015, it has seven hundred twenty three thousand four hundred
sixty six dollars and 64/100 ($723,466.64) in remaining noise insulation funds. The Parties now
desire to have the Airport Commission administer all additional noise insulation projects for
eligible properties in South San Francisco, and to consolidate the management of these noise
insulation efforts into the Airport Commission’s overall NIP for all the communities in the
Airport’s vicinity, using the remaining funds to be returned to the Airport Commission for this
purpose.
Page 2
AGREEMENT
The Parties agree as follows:
1. Transfer of Remaining Funds.
South San Francisco shall return to the Airport Commission the total sum of seven
hundred twenty three thousand four hundred sixty six dollars and 64/100 ($723,466.64), plus any
interest accrued on that sum for the period from July 1, 2015 to the date of transfer of the funds
(“Transferred Funds”) from South San Francisco to the Airport Commission. These funds shall
be transferred to the Airport Commission within sixty (60) days of execution of this MOU by the
Parties.
2. Use of Transferred Funds for Eligible Properties.
The Parties intend that the Transferred Funds will be used solely for the Airport
Commission’s percentage contribution to noise insulation of eligible residences located within
the City of South San Francisco. The Parties acknowledge that the total cost of the NIP is
funded up to 80% from FAA grants, and the balance is paid by the Airport Commission. Subject
to approval by the FAA of the Eligible Properties and available funding, and compliance with
requirements of the City and County of San Francisco Charter and Municipal Code, the Airport
Commission shall use the Transferred Funds as part of its 20% share of funding for the NIP and
the Transferred Funds will be used solely for eligible properties as defined herein. The Parties
acknowledge and agree that for purposes of this MOU and use of the Transferred Funds, eligible
properties (“Eligible Properties”) are those residential properties meeting the following,
including requirements for FAA funding: (a) located in South San Francisco and within the
State of California Noise Impact Area for the San Francisco International Airport, (b) whose
owners have not declined to participate in the NIP nor failed to respond to invitations to
participate in the NIP, (d) which have not previously received noise insulation or any type of
monetary compensation by South San Francisco or the Airport Commission in exchange for an
Avigation Easement against the property, (e) that do not have an Avigation Easement recorded
against the property or, if an Avigation Easement has been recorded against the property, it has
expired by its terms or contains a future expiration date and the property has not received noise
insulation from South San Francisco or the Airport Commission; and (f) which meet all
eligibility requirements of and are approved for funding by the FAA. Notwithstanding the above
in this Section 2 or any other provision of this MOU, should the FAA reject for expenditure of
NIP grant funds a residential property located in South San Francisco and included in the Airport
Commission’s application for the NIP grant funds, the Airport Commission may, in its sole
discretion, use Transferred Funds to insulate such residential property.
Page 3
3. South San Francisco Records.
South San Francisco shall provide the Airport Commission with any list of properties that
South San Francisco has determined on a preliminary basis to be potentially eligible for noise
insulation improvements. South San Francisco also shall provide the Airport Commission, to the
extent available in South San Francisco’s files, with copies of:
Noise insulation agreements that have been executed by South San Francisco for
properties that have received, as part of the NIP funded by SFO and/or the FAA,
either/or: noise insulation improvements; payments for noise insulation improvements;
payments in exchange for Avigation Easements.
Avigation Easements that have been recorded against properties that received from South
San Francisco either/or: noise insulation improvements; payments for noise insulation
improvements; payments in exchange for said Avigation Easements.
South San Francisco agrees to make a staff member available to coordinate with Airport
Commission staff in review of records and other matters as needed in implementation of this
MOU.
4. Transferred Funds Account and Records to be Retained by Airport Commission.
The Airport Commission shall keep the Transferred Funds in a separate, interest bearing
account, and will keep a record of the following:
a. A list of potentially Eligible Properties included in the Airport Commission’s NIP
and which are included in a noise insulation grant application or applications submitted by the
Airport Commission to the FAA.
b. FAA approval of an Airport noise insulation grant application that includes a list
of properties eligible for FAA grant funding.
c. A list of any properties that the FAA rejected for inclusion in expenditures under
an FAA noise insulation grant.
d. The Airport Commission’s expenditures from the Transferred Funds to cover the
Airport’s contribution toward noise insulation of the South San Francisco properties included in
the NIP, as well as a breakdown of the associated costs.
The Airport Commission shall provide South San Francisco with an annual report of the
Transferred Funds expended and the properties that have received noise insulation with use of
Transferred Funds. The Airport Commission shall make the records under this Paragraph 4
Page 4
available for review by South San Francisco at a mutually convenient time if review is requested
by South San Francisco.
5. Noise Insulation Costs.
The Parties acknowledge and agree that noise insulation costs include but may not be
limited to the following:
a. Architectural and design fees;
b. Mechanical and engineering fees;
c. Construction costs;
d. Cost of handling and disposal of potentially hazardous materials encountered in
the properties during noise insulation work;
e. Permit fees;
f. Acoustical tests, including both pre- and post-noise insulation;
g. Outreach to owners of residential properties located in South San Francisco;
h. Preparation, coordination, execution and recordation of Avigation Easements
and Noise Insulation Agreements; and
i. NIP and FAA grant administration by the Airport Commission or its consultants.
The Parties acknowledge and agree that the Airport Commission cannot estimate or guarantee
costs that may be required and expended for implementation of the NIP.
6. Outreach Efforts and Selection of Properties to be Included in NIP
The Airport Commission agrees to consider any potentially eligible properties located in South
San Francisco that may be referred to by South San Francisco on a first come first served basis
before any other properties located in South San Francisco that the Airport Commission finds
through its own outreach efforts. South San Francisco agrees to provide a preliminary list of
properties potentially eligible for noise insulation improvements within 90 days of execution of
this MOU by the Parties. South San Francisco acknowledges that the eligibility requirements of
section 2 above will apply to any referrals made by South San Francisco.
After the preliminary list of South San Francisco properties potentially eligible for noise
insulation is submitted by South San Francisco, the Parties agree that the Airport Commission
will coordinate the process to select the dwellings that will actually be included in the NIP. The
Page 5
final list of properties to be acoustically treated will be determined by the Airport Commission
after discussions with the FAA, and will be limited to eligible dwellings, as approved by the
FAA, once FAA grant and Airport Commission funds are available. Notwithstanding this
limitation, should the FAA reject for expenditure of grant funds a property located in South San
Francisco and included in the Airport Commission’s application for FAA grant funds, the
Airport Commission may, in its sole discretion, include such property in the list of dwellings
considered for noise insulation using the Transferred Funds and/or additional Airport
Commission funds, if applicable.
Once the FAA grant application is approved and executed, and the final list of properties in the
NIP is approved by the Airport Commission, the Parties agree that the Airport Commission will
undertake the outreach program to invite the property owners to participate in the NIP, and to
obtain from the owners the necessary Noise Insulation Agreements and Avigation Easements.
7. FAA Grant Approval.
Notwithstanding any other provision in this MOU, if the FAA rejects an Eligible Property
for expenditure of funds for noise insulation under a grant, the Airport Commission will have no
obligation to use Transferred Funds or any other funds to provide noise insulation for the
Eligible Property.
8. Use of Transferred Funds for Other Properties in the Noise Impact Area.
The Airport Commission shall use its best efforts to identify Eligible Properties in South
San Francisco. However, in the event that the Airport Commission is not able, for a period of
five (5) consecutive years, to identify additional Eligible Properties in South San Francisco, the
Parties agree that any Transferred Funds remaining at the end of such five (5) year period may be
used by the Airport Commission to fund other properties located within the Noise Impact Area
and outside South San Francisco that are eligible for noise insulation under the NIP. The Airport
Commission shall notify South San Francisco upon making a determination that it is unable to
identify additional Eligible Properties in South San Francisco.
9. Notices.
All written communications sent by the Parties may be by U.S. Mail or by facsimile, and
shall be addressed as follows:
To Airport Commission: San Francisco Airport Commission
City and County of San Francisco
P.O. Box 8097
San Francisco, CA 94128
Attn: Leo Fermin, Chief Business & Finance Officer
Page 6
To South San Francisco: City of South San Francisco
P.O. Box 711
South San Francisco, CA 94083
Attn: Jim Steele, Assistant City Manager
Any notice alleging noncompliance with this Memorandum of Understanding must be sent by
registered mail.
Accepted and agreed to as of the date first written above.
AIRPORT COMMISSION CITY OF SOUTH SAN FRANCISCO
CITY AND COUNTY OF SAN FRANCISCO
By: ________________________________ By:____________________________
John L. Martin Name:__________________________
Airport Director Title:___________________________
ATTEST:
___________________________________
Jean Caramatti
Secretary
Airport Commission
Resolution No: ______________________
Adopted: ___________________________
City of South San Francisco
Legislation Text
P.O. Box 711 (City Hall, 400
Grand Avenue)
South San Francisco, CA
File #:21-220 Agenda Date:3/24/2021
Version:1 Item #:16a.
Resolution concluding the South San Francisco Airport Noise Improvement Program and returning the
remaining $784,812.15 in unspent funds to the San Francisco International Airport.
WHEREAS,the City of South San Francisco (“City”)and the San Francisco International Airport (“SFO”)
entered into a memorandum of understanding in 2000 (“2000 MOU”)pursuant to which SFO advanced $2.4
million to fund residential noise insulation efforts coordinated by the City on behalf of City residents (“SSF
ANIP Program”); and
WHEREAS,pursuant to the SSF ANIP Program hundreds of City residents received noise insulation treatments
to their homes and the costs of those treatments were funded by the money advanced by SFO; and
WHEREAS,SFO has restructured its noise insulation program such that residents in affected noise contour
zones apply directly to SFO for participation and funding for noise insulation improvements and local
jurisdictions no longer coordinate funding on behalf of SFO; and
WHEREAS,all other jurisdictions in SFO’s noise impact area have returned unspent noise insulation funds to
SFO for SFO to utilize in its program providing funding directly to residents; and
WHEREAS,the City currently holds $784,812.15 in unspent SSF ANIP Program funds and accrued interest
and has not expended any funds in furtherance of the program since 2013; and
WHEREAS,SFO has requested that the City return the unspent funds in order to utilize those funds as part of
its broader noise insulation program providing direct funding to residents and the City wishes to return these
unspent funds to SFO for inclusion in SFO’s program; and
WHEREAS,the City intends to conclude its SSF ANIP Program and instead,provide assistance and outreach
to its residents in applying for and accessing noise insulation funding directly through SFO.
THEREFORE,BE IT RESOLVED that the City Council of the City of South San Francisco hereby takes the
following actions:
1.Concludes the SSF ANIP Program; and
2.Authorizes the City Manager to return the remaining $784,812.15 in unspent SSF ANIP Program funds
and accrued interest to the San Francisco International Airport; and
3.Authorizes the City Manager to take any action and execute any documents necessary for the City’s
conclusion of the SSF ANIP Program and return of the remaining $784,812.15 in unspent SSF ANIP
City of South San Francisco Printed on 3/29/2021Page 1 of 2
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File #:21-220 Agenda Date:3/24/2021
Version:1 Item #:16a.
Program funds to the San Francisco International Airport; and
4.Authorizes the City Manager to terminate the 2000 MOU upon mutual agreement with SFO.
*****
3717314.1
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City of South San Francisco
Legislation Text
P.O. Box 711 (City Hall, 400
Grand Avenue)
South San Francisco, CA
File #:21-115 Agenda Date:3/24/2021
Version:1 Item #:17.
Report regarding a resolution authorizing the City Manager to execute agreements with the State of California
and C/CAG and authorizing budget amendment 21.046 to fund the City of South San Francisco Smart Corridor
Expansion Project (Project No. tr2002) construction phase. (Bianca Liu, Senior Civil Engineer)
RECOMMENDATION
It is recommended that the City Council adopt a resolution authorizing the City Manager to execute
Program Supplemental Agreement No.W17 with the State of California and a funding agreement with
C/CAG to fund the City of South San Francisco Smart Corridor Expansion Project (Project No.tr2002)
construction phase,and authorizing budget amendment 21.046 which would amend the FY 2020-21
Capital Improvement Program budget to include $6,559,000 in grant funding for the construction phase
of the project.
BACKGROUND/DISCUSSION
Funds provided to the City through the State Program Supplemental Agreement (PSA)and C/CAG funding
agreement will construct the City of South San Francisco Countywide Intelligent Transportation System (ITS)
Improvements - San Mateo County Smart Corridor Project.
The project was included in Phase IV of the overall countywide traffic management system Smart Corridors
project and programmed for State Transportation Improvement Program funding by the City/County
Association of Governments.
The Project is not a traditional project where physical roadway improvements are made,but an implementation
of traffic management devices that will enable the City,state law enforcement agencies,and fire departments to
proactively and cooperatively manage freeway and arterial traffic congestion during major freeway incidents.
ITS infrastructure improvements fall under four categories:arterial management,incident management,traveler
information, and transit management.
The Project will extend the San Mateo County Smart Corridors program north to include routes located in the
City and include:Airport Boulevard,Oyster Point Road,Gateway Boulevard and Grand Avenue (from the
southern City limits to the Grand Avenue/Gateway Boulevard intersection).The project will also support the
overall San Mateo County Smart Corridors program.
The Project work includes the installation of:
·Directional (trailblazer) signs;
·Fixed closed-circuit television cameras;
·Arterial dynamic message signs;
·Traffic signal controllers;
·Microwave vehicle detection systems; and
·Fiber optic cable communications connections.
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File #:21-115 Agenda Date:3/24/2021
Version:1 Item #:17.
Staff expects to begin construction in the summer 2021.
Because the project will take place within the South San Francisco city boundary,the City will be the
“Implementing Agency”leading the construction phase and administering the construction contract.However,
C/CAG will remain as the overall “Project Sponsor”of the Smart Corridor project and provide funding for the
project.
The overall project funding includes a combination of State and County funding.
The state funding includes State Transportation Improvement Program funding ($2,044,000)and Traffic Light
Synchronization Program funding ($3,598,000).Caltrans Traffic Light Synchronization Program is a program
devoted to traffic light synchronization projects and other technology-based improvements to improve safety,
operations and the effective capacity of local streets and roads (Proposition 1B funds approved in 2006).
The administration of state and federally funded local transportation projects is carried out by the benefiting
agencies through the Caltrans Local Assistance Program.The City of South San Francisco has a program
master agreement in place that gives general authority as an administering agency,but administration of
individual projects requires entering into project-specific supplemental agreements.The PSA allows for the
reimbursement of project development and construction costs.PSA No.W17 in the amount of $5,642,000,
authorizes State funding for the construction phase.The estimated total project cost is $6,559,000.The
remaining local match in the amount of $917,000 will come from C/CAG as the project sponsor through the
City’s execution of a funding agreement with C/CAG.
FISCAL IMPACT
Adopting this resolution will have no fiscal impact to the City.The estimated construction cost for the Project is
$6,559,000.The California Transportation Commission has programmed $2,044,000 of State Transportation
Improvement Program (STIP)funding,in addition to $3,598,000 of Traffic Light Synchronization Program
(TLSP)funding.The remaining local match in the amount of $917,000 will come from C/CAG.As the project
sponsor, C/CAG will also be responsible for any cost overrun.
RELATIONSHIP TO STRATEGIC PLAN
The City of South San Francisco Smart Corridors Expansion Project will contribute to the City’s Strategic Plan
outcome of improved Quality of Life by providing traffic relief in case of an accident along Highway 101.
CONCLUSION
Approval of the attached resolution will authorize the City Manager to execute agreements with the State of
California and C/CAG on behalf of the City.The agreements will allow the City to obtain State and County
funding for reimbursement in the amount of $6,559,000 to construct the City of South San Francisco Smart
Corridors Expansion Project under the Program Supplemental Agreement No. W17.
City of South San Francisco Printed on 3/19/2021Page 2 of 2
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SOUTH SAN FRANCISCO
SMART CORRIDORS EXPANSION
PROGRAM SUPPLEMENTAL AGREEMENT NO. W17
FUNDING AGREEMENT WITH C/CAG
MARCH 24, 2021
1
SSF Smart Corridors Expansion
COUNTYWIDE SMART CORRIDORS PROJECT
2
Brisbane
South SF
South SF
Daly City
Redwood City
East Palo Alto
Menlo Park
Millbrae
Belmont
San Mateo
San Carlos
Burlingame
San Bruno
Colma Phase IV
Phase II
Phase V
Phase III
Phase I
Phase IV
Designed to enhance mobility
Installs traffic management
infrastructure and communications
Enable active traffic management
capabilities and coordination
Allows drivers to make informed
choices
SSF Smart Corridors Expansion
3
PROJECT LOCATION MAP
3
SSF Smart Corridors Expansion
4
KEY PROJECT FEATURES
4
TRAFFIC SIGNAL
CONTROLLER
UPGRADES
CCTV CAMERAS ELECTRONIC
MESSAGE SIGNS
VEHICLE DETECTION
SYSTEM
FIBER
COMMUNICATIONS
CONNECTIONS TO
CITY CORP. YARD
SSF Smart Corridors Expansion
5
SSF SMART CORRIDORS EXPANSION
5
•Spring 2021: Award Construction Management Contract
•Summer 2021: Award Construction Contract
•Fall 2021: Begin Construction
Timeline
•Estimated Project Costs: $6.56M
•State Funding: $5.64M
•C/CAG Funding: $0.92M
Project Costs
•Accept grant funding from C/CAG and the State to fund
the construction phase
Recommendation
SSF Smart Corridors Expansion
6
Questions?
City of South San Francisco
Legislation Text
P.O. Box 711 (City Hall, 400
Grand Avenue)
South San Francisco, CA
File #:21-116 Agenda Date:3/24/2021
Version:1 Item #:17a.
Resolution authorizing the City Manager to execute agreements with the State of California and C/CAG and
authorizing budget amendment 21.046 to fund the City of South San Francisco Smart Corridor Expansion
Project (Project No. tr2002) construction phase.
WHEREAS,the City of South San Francisco ("City")is undertaking the Smart Corridor Expansion Project
(Project No.tr2002)(“Project”),which has an estimated total construction cost of $6,559,000,and is sponsored
by the City/County Association of Governments of San Mateo County (C/CAG); and
WHEREAS,the City is eligible to receive state funding for reimbursement in the amount of $5,642,000 for the
construction phase of the Project pursuant to the State of California Department of Transportation (“CalTrans”)
Local Assistance Program and certain Administering Agency-State Agreement for State Funded Projects No.
00240S (“Administering Agreement”) with CalTrans; and
WHEREAS,in order to receive such state funding,the City must execute a Program Supplemental Agreement
No.W17 to the Administering Agreement (“PSA No.W17”),attached to this resolution as Exhibit A,with
CalTrans; and
WHEREAS,of the $6,559,000 estimated total construction cost,the remaining amount of $917,000 will be
locally matched by C/CAG as the project sponsor through the execution of a Funding Agreement between the
City and C/CAG, attached to this resolution as Exhibit B; and
WHEREAS,staff recommends and the City desires to execute the foregoing project funding agreements and
amend the FY 2020-21 Capital Improvement Program budget to include $6,559,000 in grant funding for the
Project construction phase.
NOW THEREFORE BE IT RESOLVED,that the City Council of South San Francisco hereby takes the
following actions:
1.Approves Program Supplemental Agreement No.W17 attached hereto and incorporated herein to as
Exhibit A between the City and the California Department of Transportation (Caltrans).
2.Authorizes the City Manager to execute Program Supplemental Agreement No.W17 on behalf of the
City Council of the City of South San Francisco,in substantially the same form as Exhibit A,subject to
approval as to form by the City Attorney,and take any other related action necessary to further the
intent of this Resolution.
3.Approves a Funding Agreement with City/County Association of Governments of San Mateo CountyCity of South San Francisco Printed on 4/21/2021Page 1 of 2
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File #:21-116 Agenda Date:3/24/2021
Version:1 Item #:17a.
3.Approves a Funding Agreement with City/County Association of Governments of San Mateo County
(C/CAG), attached hereto and incorporated herein to as Exhibit B.
4.Authorizes the City Manager to execute the Funding Agreement in Exhibit B and to make any revisions,
amendments,or modifications,deemed necessary to carry out the intent of this resolution which do not
materially alter or increase the City’s obligations thereunder,subject to approval as to form by the City
Attorney.
5.Approves Budget Amendment 21.046 which would amend the Fiscal Year 2020/21 Capital
Improvement Program to fund the Smart Corridors Expansion Project (tr2002)and authorizes the City
Engineer to approve and exercise discretionary authority as to the plan or design of a construction of,or
an improvement to,public property by providing a signature or review on the plans or associated
documents.
6.Authorizes the City Manager to take any other related actions consistent with the intention of the
Resolution.
*****
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EXHIBIT A
00-240S-W17- SERIALProgram Supplement
04-SM-0-SSF
TLSPRPL-5177(045)
SPECIAL COVENANTS OR REMARKS
Page 2 of 4
1.
2.
3.
4.
5.
6.
This PROJECT is programmed to receive funding from the State Transportation
Improvement Program (STIP). Funding may be provided under one or more components.
A component(s) specific fund allocation is required, in addition to other requirements,
before reimbursable work can occur for the component(s) identified. Each allocation will
be assigned an effective date and identify the amount of funds allocated per
component(s).
This PROGRAM SUPPLEMENT has been prepared to allow reimbursement of eligible
PROJECT expenditures for the component(s) allocated. The start of reimbursable
expenditures is restricted to the later of either 1) the effective date of the Master
Agreement, 2) the effective date of the PROGRAM SUPPLEMENT, or 3) the effective
date of the component specific allocation.
STATE and ADMINISTERING AGENCY agree that additional funds made available by
future allocations will be encumbered on this PROJECT by use of a STATE approved
Allocation Letter and Finance Letter. ADMINISTERING AGENCY agrees that STATE
funds available for reimbursement will be limited to the amount allocated by the California
Transportation Commission (CTC) and/or the STATE.
Upon ADMINISTERING AGENCY request, the CTC and/or STATE may approve
supplementary allocations, time extensions, and fund transfers between components. An
approved time extension will revise the timely use of funds criteria, outlined above, for the
component(s) and allocation(s) requested. Approved supplementary allocations, time
extensions, and fund transfers between components made after the execution of this
PROGRAM SUPPLEMENT will be documented and considered subject to the terms and
conditions thereof.
Documentation for approved supplementary allocations, time extensions, and fund
transfers between components will be a STATE approved Allocation Letter, Fund
Transfer Letter, Time Extension Letter, and Finance Letter, as appropriate.
This PROJECT will be administered in accordance with the CTC STIP guidelines, as
adopted or amended, and the STATE Procedures for Administering Local Grant Projects
in the State Transportation Improvement Program (STIP), the Local Assistance Program
Guidelines, and the Local Assistance Procedures Manual. The submittal of invoices for
project costs shall be in accordance with the above referenced publications and the
following.
The ADMINISTERING AGENCY shall invoice STATE for environmental & permits, plans
specifications & estimate, and right-of-way costs no later than 180 days after the end of
last eligible fiscal year of expenditure. For construction costs, the ADMINISTERING
AGENCY has 180 days after project completion to make the final payment to the
contractor and prepare the final Report of Expenditures and final invoice, and submit to
STATE for verification and payment.
All obligations of STATE under the terms of this Agreement are subject to the
00-240S-W17- SERIALProgram Supplement
04-SM-0-SSF
TLSPRPL-5177(045)
SPECIAL COVENANTS OR REMARKS
Page 3 of 4
7.
8.
9.
appropriation of resources by the Legislature and the encumbrance of funds under this
Agreement. Funding and reimbursement are available only upon the passage of the State
Budget Act containing these STATE funds.
Award information shall be submitted by the ADMINISTERING AGENCY to the District
Local Assistance Engineer immediately after the award. Failure to do so will cause delay
in processing the invoices for the construction component. As a minimum, the award
information should have the following: Project number, project description, PPNO, date
the project was advertised, award amount, bid opening date, award date and estimated
completion date.
This PROJECT is subject to the timely use of funds provisions enacted by Senate Bill 45
(SB 45), approved in 1997, and subsequent CTC guidelines and State procedures
approved by the CTC and STATE, as outlined below:
Funds allocated for the environmental & permits, plan specifications & estimate, and
right-of-way components are available for expenditure until the end of the second fiscal
year following the year in which the funds were allocated.
Funds allocated for the construction component are subject to an award deadline and
contract completion deadline. ADMINISTERING AGENCY agrees to award the contract
within 6 months of the construction fund allocation and complete the construction or
vehicle purchase contract within 36 months of award.
ADMINISTERING AGENCY agrees, as a minimum, to submit invoices at least once every
six months commencing after the funds are encumbered for each phase by the execution
of this Project Program Supplement Agreement, or by STATE's approval of an applicable
Finance Letter. STATE reserves the right to suspend future authorizations/obligations for
Federal aid projects, or encumberances for State funded projects, as well as to suspend
invoice payments for any on-going or future project by ADMINISTERING AGENCY if
PROJECT costs have not been invoiced by ADMINISTERING AGENCY for a six-month
period.
If no costs have been invoiced for a six-month period, ADMINISTERING AGENCY
agrees to submit for each phase a written explanation of the absence of PROJECT
activity along with target billing date and target billing amount.
ADMINISTERING AGENCY agrees to submit the final report documents that collectively
constitute a "Report of Expenditures" within one hundred eighty (180) days of PROJECT
completion. Failure of ADMINISTERING AGENCY to submit a "Final Report of
Expenditures" within 180 days of PROJECT completion will result in STATE imposing
sanctions upon ADMINISTERING AGENCY in accordance with the current Local
Assistance Procedures Manual.
00-240S-W17- SERIALProgram Supplement
04-SM-0-SSF
TLSPRPL-5177(045)
SPECIAL COVENANTS OR REMARKS
Page 4 of 4
10.
11.
12.
Any State and Federal funds that may have been encumbered for this project are
available for disbursement for limited periods of time. For each fund encumbrance the
limited period is from the start of the fiscal year that the specific fund was appropriated
within the State Budget Act to the applicable fund Reversion Date shown on the State
approved project finance letter. Per Government Code Section 16304, all project funds
not liquidated within these periods will revert unless an executed Cooperative Work
Agreement extending these dates is requested by the ADMINISTERING AGENCY and
approved by the California Department of Finance.
ADMINISTERING AGENCY should ensure that invoices are submitted to the District
Local Assistance Engineer at least 75 days prior to the applicable fund Reversion Date to
avoid the lapse of applicable funds. Pursuant to a directive from the State Controller's
Office and the Department of Finance; in order for payment to be made, the last date the
District Local Assistance Engineer can forward an invoice for payment to the
Department's Local Programs Accounting Office for reimbursable work for funds that are
going to revert at the end of a particular fiscal year is May 15th of the particular fiscal
year. Notwithstanding the unliquidated sums of project specific State and Federal funding
remaining and available to fund project work, any invoice for reimbursement involving
applicable funds that is not received by the Department's Local Programs Accounting
Office at least 45 days prior to the applicable fixed fund Reversion Date will not be paid.
These unexpended funds will be irrevocably reverted by the Department's Division of
Accounting on the applicable fund Reversion Date.
ADMINISTERING AGENCY agrees to comply with the requirements in 2 CFR Part 200,
Uniform Administrative Requirements, Cost Principles, and Audit Requirements for
Federal Awards (applicable to Federal and State Funded Projects).
The ADMINISTERING AGENCY shall construct the PROJECT in accordance with the
scope of work presented in the application and approved by the California Transportation
Commission. Any changes to the approved PROJECT scope without the prior expressed
approval of the California Transportation Commission are ineligible for reimbursement
and may result in the entire PROJECT becoming ineligible for reimbursement.
1
FUNDING AGREEMENT BETWEEN THE CITY/COUNTY ASSOCIATION OF
GOVERNMENTS OF SAN MATEO COUNTY AND THE CITY OF SOUTH SAN
FRANCISCO FOR CONSTRUCTION PHASE OF THE SMART CORRIDOR
EXTENSION PROJECT
THIS FUNDING AGREEMENT FOR THE CONSTRUCTION PHASE OF THE SMART
CORRIDOR EXTENSION PROJECT (“Agreement”) is entered into and effective as of the
_____ day of _____________, 2021, by and between the City/County Association of
Governments of San Mat eo County (“C/CAG”) and t he City of South San Francisco, a municipal
corporation (“City”) (each a “Party” and collectively the “Parties”).
RECITALS:
WHEREAS, C/CAG is sponsoring the San Mateo County Smart Corridor Project , which
is an Intelligent Transportation System project that extends along El Camino Real and major
local streets in San Mateo County connecting to US-101; and
WHEREAS, the Project enables cities and the California Department of Transportation
(“Caltrans”) to proactively manage daily traffic and non-recurring traffic congestion caused by
diverted traffic due to major incidents on the freeway; and
WHEREAS, C/CAG, City, and Caltrans desire to extend the Smart Corridor concept
north into the City of South San Francisco , and on the following arterial streets: Airport
Boulevard, Oyster Point Road, Gateway Boulevard and Grand Avenue. The Project includes the
installation of fiber optic communication network as well as deployment of an interconnected
traffic signal system, closed circuit video cameras, trailblazer/arterial dynamic message signs,
and vehicle detection systems (the “Project” or “South San Francisco expansion”); and
WHEREAS, the Project’s intelligent transportation system elements are illustrated on
Exhibit A, Proposed Engineering Features and Route Locations; and
WHEREAS, the South San Francisco expansion would enhance the communications and
coordination between the City’s public safety and public works departments, other Smart
Corridor cities, Caltrans, and the Califo rnia Highway Patrol; and
WHEREAS, C/CAG led the Project Approval and Environmental Document (PA/ED)
phase, and received Categorical Exemption determination for the NEPA from Caltrans; and
WHEREAS, C/CAG and the City entered into an agreement on December 11, 2019,
designating the City as the lead agency for the design and construction phases of the Project, and
provid ing the City a total of $360,000 in funding from C/CAG to cover consultant fees
associated with preparation of the Plans, Specifications and Estimate package, City staff time
and contingency; and
WHEREAS, C/CAG and the City entered into a subsequent separate agreement executed
EXHIBIT B
2
on October 28, 2020, whereby C/CAG has agreed to fund the City’s purchase of the conduits for
the portion of the public right of way (ROW) covered by Intermountain Infrastructure Group,
LLC (“Intermountain”)’s proposal that aligns with the Smart Corridor ; and
WHEREAS, the City completed the Project’s Plans, Specifications and Estimate phase in
November of 2020, and will serve as the implementing agency for the construction phase of the
Project , including contract administration, construction inspection and project reporting to the
various grantors; and
WHEREAS, C/CAG and the City desire to enter into an agreement to specify each
Party’s obligations and responsibilities for the construction phase of the Project ;
NOW, THEREFORE, in consideration of the recitals and the mutual obligations of the
parties as herein expressed, City and C/CAG agree as follows:
1. City Performance. As the implementing agency, the City shall be responsible for managing
scope, cost, schedule, and quality of the work activities and products of the Project’s
construction phase. The construct ion phase includes construction contract administration,
surveying/staking, inspecting, quality assurance, and assuring regulatory compliance. Due to
the nature of the Project, the construction phase will also include system integration
activities and development of incident response timing plans.
Prior to the advertisement of activities related to the construction phase, the City shall
provide document(s) that describe its procurement policies and its proposed bid documents
to the C/CAG Program Director for review and approval. The City will manage the
procurement process, and will advertise, open bids, award, negotiate, and approve the
construction contract in accordance with the California Public Contract Code and the
California Labor Code. If the negotiated price, or the lowest responsible construction
contract bid, is greater than the funding commitment identified in Exhibit B, Funding
Summary, the Parties must agree in writing on a course of action within ten (10) business
days from the bid opening or conclusion of price negotiations. If the Parties cannot agree on
a course of action within ten (10) business days, the City will not award the construction
contract and shall re-advertise the contract for bids.
The City shall ensure that contractors perform regular safety briefings and that contractors
adhere to site and job specific OSHA safety requirements.
Upon completion of the construction activities, the City shall perform inspection services in
accordance with all applicable regulations. Prior to final acceptance, the City and/or the
City’s contractor shall demonstrate to C/CAG that C/CAG and Caltrans have the ability to
observe CCTV inputs, operate and modify trailblazer sign messages, and monitor and
control traffic signal operations.
The City shall provide and maintain accurate field data on a red-lined set of Project Plans,
which are to be kept current and submitted to C/CAG as complete at the conclusion of the
construction. These record Plans will be used as documentation for the preparation of “as -
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built” Plans. The City shall provide C/CAG a set of the “as-built” plans within a month
from notice of completion.
2. Time of Performance. The term of this Agreement shall commence on the date first written
above and end on June 30, 2022, unless further extended by an amendment to this
Agreement, or sooner terminated by mutual consent of the Parties. In addition, either Party
may terminate the Agreement with written notice in the event that the other Party breaches a
material term or condition of this Agreement or is in violation of federal, state, or local law
or regulation, and such breach or violation has not been corrected after thirty (30) days of
advance written notice from the non-breaching Party. In the event that the Agreement is
terminated early, C/CAG will disburse funds for authorized Project work performed up to
the date of termination.
3. Funding. In addition to C/CAG local funds committed by this Agreement, the City will
receive State Transportation Improvement Program (STIP), Traffic Light Synchronization
Program (TLSP) from Caltrans pursuant to a separate agreement(s), for the Project’s
construction phase. As the funding recipient, the City shall comply with all applicable
federal and state laws and statutory regulations, Cost Principles, and any other requirements
related to administering federal-aid projects. The City is also responsible for and will
comply with all audit and reporting requirements applicable pursuant to conditions of
receiving such funding.
Funding amounts are those set forth in Exhibit B, Funding Summary, of this Agreement. In
the event that the funding details require revision, the Parties will approve such changes
with an amendment to this Agreement updating and replacing the Exhibit B, Funding
Summary, in its entirety. Such amendments will be executed by a legally authorized
representative of the respective Parties.
The Parties acknowledge that C/CAG, as the Project sponsor, shall fully fund those Project
costs and expenses for work that are within the scope of the conformed Project plans and
specifications, in excess of STIP and TLSP funds. However, C/CAG will not reimburse the
City for costs beyond the amount of “Other Local Funds” identified in Exhibit B, Funding
Summary, and obligated in this Agreement, without a written amendment to this Agreement .
Work costs, except those that are specifically excluded in this Agreement, are to be paid
from the funds obligated in Exhibit B, Funding Summary. Costs for work that is not within
the scope of the conformed Project plans and specifications are either to be paid by the Party
incurring the costs from funds that are independent of this Agreement or to be reviewed by
the Parties pursuant to the Change Order process outlined in Section 4 below.
4. Contract Change Orders. The City shall respond to Requests for Information and
negotiate contract change orders, if necessary. When contractor(s) request s a change order,
the City Engineer shall make the initial determination whether the requested change order is
essential to completion of the Project . The City Engineer shall reject all change orders that
are not essential to completion of the Project , or may choose to implement the non-essential
change order with funds that are independent of this Agreement . The City Engineer shall
forward those change orders they deem essential to either the Project Design Engineer of
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record (“Designer”) or Construction Manager, the choice of which shall be at the City
Engineer’s discretion, for a final determination regarding whether the requested change
order is essential to completion of the Project. In this context, “essential” shall mean the
requested change order is for work within the Smart Corridor Project scope and critical to
overall Smart Corridor operation. If the Designer or Construction Manager, depending on
which is selected, determines the change order is essential, the City shall negotiate with the
contractor on the cost and approve the change order, as long as the subject change order, and
all cumulative change orders, do not exceed the total funds obligated in Exhibit B, Funding
Summary. If the Designer/Construction Manager determines the change order is non-
essential, the City may choose to pay for the cost of the change order from funds that are
independent of this Agreement, or not implement the change, or the C/CAG Executive
Director will decide whether to approve the non-essential change order.
In the event City receives change order requests that will exceed the amount specified in
Exhibit B, Funding Summary, City will notify C/CAG and the Parties must agree in writing
on a proposed course of action within fifteen (15) business days from receipt of the contract
change order request. The City shall properly manage contract change orders and maintain
proper documentation.
5. Reimbursement. The City shall submit reimbursement requests directly to Caltrans for the
State Transportation Improvement Program (STIP) and Traffic Light Synchronization
Program (TLSP) programs. For local funds, C/CAG agrees to reimburse the City up to the
amount identified as “Other Local Funds” in Exhibit B, Funding Summary, for the
construction component. No funds in excess of the amount identified as “Other Local
Funds” in Exhibit B shall be reimbursed without written amendment of this Agreement. The
construction component includes activities that will, when complete, enable C/CAG,
Caltrans, and the City to observe CCTV inputs, operate and modify trailblazer sign
messages, and monitor and control traffic signal operations, as described in Section 1 above.
The City shall submit an invoice reflecting Project expenditures, accompanied by supporting
documentation. Upon receipt and approval of the invoices and accompanying
documentation as provided herein, C/CAG shall reimburse the amount claimed under the
invoice within thirty (30) calendar days.
6. Schedule. The Parties will manage the work schedule to ensure the timely use of obligated
funds and to ensure compliance with any environmental permits, right -of-way agreements,
construction contracts, and any other commitments. The Parties will communicate schedule
risks or changes as soon as they are identified and will actively manage and mitigate
schedule risks.
7. Permits and Approvals. As the implementing agency, the City is responsible for all
coordinating, obtaining, implementing, renewing and amending Project permits,
encroachment permits, agreements, and approvals necessary to construct the Project,
whether they are identified in the Project scope of work or become necessary in the course
of completing the Project. Failure to do so will result in the forfeit of any right to
reimbursement under this Agreement.
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8. Claims. As the implementing agency, t he City may accept, reject, compromise, settle, or
litigate claims arising from the Project construction activities. The City shall notify C/CAG
within five (5) business days when a claim has been filed against the Project. Pursuant to
Section 17 of this Agreement, the City shall indemnify and save harmless C/CAG and its
officers, agents, employees, and servants from all cla ims, suits, or actions of every name,
kind, and description resulting from this Agreement, the performance of any work or
services required of City under this Agreement .
The City is responsible for covering the cost of such claims. Work costs are to be allocated
for payment pursuant to the requirements and procedures of Sections 3 and 4 above, unless
such claims arose due to negligence of the City. In the event the City settles or accepts any
claims that would result in a project cost exceeding the amount specified in Exhibit B,
Funding Summary, such costs shall be borne solely by the City.
9. Reporting. The City shall provide a bi-weekly Resident Engineer’s report to C/CAG. In
addition, the City shall provide a weekly statement of working days, update the schedule on
a monthly basis, and maintain current information regarding critical and near -critical
activities, milestones, progress and outstanding issues affecting the schedule.
10. Construction Meetings. The City and C/CAG will participat e in biweekly Project
coordination meetings with contractor to keep apprised of Project progress.
11. Accounting and Audits. The City will maintain, and will ensure that any Project
subconsultant or subcontractor will maintain, a financial management system that conforms
to Generally Accepted Accounting Principles (GAAP), and that can properly accumulate
and segregate incurred Project costs and billings.
The Parties will maintain and make available to each other all work -related documents
during the term of this Agreement. The City must retain documentation and reports for a
minimum of three years after the date of issuance of the auditor’s report(s) to the City; or
until completion of any litigation, claim or audit, whichever is longer. The City shall
require any subconsultants or subcontractors hired to participate in the work to comply with
this Section.
The City shall permit C/CAG and C/CAG’s authorized representative to have access to the
City’s books, records, accounts, and any and all work products, mat erials, and other data
relevant to this Agreement, for the purpose of making an audit, examination, excerpt and
transcription during the term of this Agreement and for the period specified in this Section.
In no event shall the City dispose of, destroy, alter, or mutilate said books, records,
accounts, work products, materials and data for that period of time.
12. Compliance with All Laws. City shall at all times comply with all applicable federal, state,
San Mateo County, and municipal laws, ordinances, and regulations, including without
limitation those regarding services to disabled persons, including any requirements of
Section 504 of the Rehabilitation Act of 1973. In the event of a conflict between the terms
of this Agreement and any applicable state, federal, San Mateo County, or municipal law or
6
regulation, the requirements of the applicable law or regulation will take precedence over
the requirements set forth in this Agreement. City will timely and accurately complete,
sign, and submit all necessary documentation of compliance.
13. Prevailing Wages. The City shall comply with applicable sections of the California Labor
Code and regulations promulgated thereunder (including without limitation, Labor Code
Section 1720 et seq. and Title 8 of the California Code of Regulations Section 16000 et seq.)
governing the payment of prevailing wages, as determined by the Director of the California
Department of Industrial Relations, in regards to all work performed under this Agreement.
The City will include prevailing wage requirements in contracts for public work and require
contractors to include the same prevailing wage requirements in all su bcontracts. If the
Project work is paid for, in whole or part, with federal funds and is of the type of work
subject to federal prevailing wage requirements, the City will conform to the provisions of
the Davis-Bacon and Related Acts.
14. Non-discrimination. City and any subconsultants or subcontractors performing the
services on behalf of City shall not discriminate or permit discrimination against any person
or group of persons on the basis of race, color, religion, national origin or ancestry, age, sex,
sexual orientation, marital status, pregnancy, childbirth or related conditions, medical
condition, mental or physical disability or veteran’s status, or in any manner prohibited by
federal, state or local laws.
15. Disclosures. If a Party receives a public records request pertaining to the Project, that Party
will notify the other Party within five (5) working days of receipt and make the other Party
aware of any public records disclosed.
16. Ownership, Operations and Maintenance. Upon completion of the construction phase,
C/CAG and the City agree to negotiate in good faith to develop and execute a new
agreement regarding ownership, operations, and maintenance of the equipment .
17. Indemnity and Hold Harmless.
a. City shall indemnify and save harmless C/CAG and its officers, agents, employees,
and servants from all claims, suits, or actions of every name, kind, and description
resulting from this Agreement, the performance of any work or services required of
City under this Agreement, or payments made pursuant to this Agreement brought
for, or on account of, any of the following: (A) injuries to or death of any person,
including City or its employees/officers/agents; (B) damage to any property of any
kind whatsoever and to whomsoever belonging; (C) any sanctions, penalties, or
claims of damages resulting from City’s failure to comply, if applicable, with the
requirements set forth in the Health Insurance Portability and Accountability Act of
1996 (HIPAA) and all Federal regulations promulgated thereunder, as amended; or
(D) any other loss or cost. However, City’s duty to indemnify and save harmless
under this Section shall not apply to injuries, damage or any other loss or cost for
which C/CAG has been found in a court of competent jurisdiction to be liable by
reason of its own negligence or willful misconduct. The duty of City to indemnify
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and save harmless as set forth by this Section shall include the duty to defend as set
forth in Section 2778 of the California Civil Co de.
b. This indemnification provision will survive termination or expiration of this
Agreement.
18. Insurance.
a. General Requirements. City or its subconsultants or subcontractors performing
the Project or City’s obligations under this Agreement shall not commence work
under this Agreement until all insurance required under this Section has been
obtained. City shall use diligence to obtain such insurance. City shall furnish
C/CAG with Certificates of Insurance evidencing the required coverage and there
shall be a specific contractual liability endorsement extending City’s coverage to
include the contractual liability assumed by City pursuant to this Agreement.
These Certificates shall specify or be endorsed to provide that thirty (30) days’
notice must be given, in writing, to C/CAG of any pending change in the limits of
liability or of non-renewal, cancellation, or modification of the policy.
b. Workers’ Compensation and Employer Liability Insurance. City shall have in
effect, during the entire life of this Agreement, Workers’ Compensation and
Employer Liability Insurance providing full statutory coverage. In signing this
Agreement, City certifies, as required by Section 1861 of the California Labor
Code, that (a) it is aware of the provisions of S ection 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 Labor Code, and (b) it will comply with such provisions before commencing
the performance of work under this Agreement.
c. Liability Insurance. City shall take out and maintain during the life of this
Agreement such Bodily Injury Liability and Property Damage Liability Insurance
as shall protect City, its emplo yees, officers and agents while performing work
covered by this Agreement from any and all claims for damages for bodily injury,
including accidental death, as well as any and all claims for property damage that
may arise from City’s operations under this Agreement, whether such operations
be by City or by any consultant or by anyone directly or indirectly employed by
either of them. Such insurance shall be combined single limit bodily injury and
property damage for each occurrence and shall be not less tha n $1,000,000, with a
general aggregate liability of not less than $5,000,000, unless another amount is
specified below and shows approval by C/CAG Staff.
d. Insurance Limits; Insured Entities; Breach. Required insurance shall include:
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Required Approval by
Amount C/CAG Staff
if under
specified limit
1. Comprehensive General Liability $ 5,000,000 ___________
2. Workers’ Compensation $ Statutory ___________
3. Motor Vehicle Liability $1,000,000 ___________
C/CAG and its officers, agents, and employees shall be named as additional
insured on any such policies of insurance, which shall also contain a provision
that the insurance afforded thereby to C/CAG, its officers, agents and employees,
shall be primary insurance to the full limits of liability of the policy, and that if
C/CAG, or its officers, agents, and employees, have other insurance against a loss
covered by such a policy, such other insurance shall be excess insurance only.
In the event of the breach of any provision of this Section, or in the event any
notice is received which indicates any required insurance coverage will be
diminished or canceled, the C/CAG Chairperson, at his/her option, may,
notwithstanding any other provision of this Agreement to the contrar y,
immediately declare a material breach of this Agreement and suspend all further
work and payment pursuant to this Agreement.
19. No Partnership; Independent Contractor. The terms of this Agreement shall in no way be
construed to create a partnership, joint venture or any other joint relationship between
C/CAG and the City. The Parties and their respective employees are not employees of the
other but rather are and shall always be considered independent contractors when performing
services under this Agreement for the other Party.
20. Notices. All notices or other communications to either Party by the other shall be deemed
given when made in writing and delivered or mailed to such Party at their respective
addresses as follows:
C/CAG: 555 County Center, 5th Floor
Redwood City, CA 94063
Attention: Sandy Wong, Executive Director
City: 400 Grand Avenue
South San Francisco, CA 94080
Attention: Eunejune Kim, Public Works Director
21. Merger Clause; Amendments. This Agreement, including Exhibit A attached hereto and
incorporated herein by reference, constitutes the sole agreement of the parties hereto with
regard to the matters covered in this Agreement, and correctly states the rights, duties and
obligations of each Party as of the document’s date. Any prior agreement, promises,
negotiations or representations between the Parties not expressly stated in this Agreement
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are not binding. All subsequent amendments shall be in writing and signed by the C/CAG
Chair and an authorized representative of the City. In the event of a conflict between the
terms, conditions, or specifications set forth herein and those in Exhibit A attached hereto,
the terms, conditions or specifications set forth herein shall prev ail.
22. Governing Law; Venue. This Agreement shall be enforced and interpreted under the laws
of the State of California. Any action arising from or brought in connection with this
Agreement shall be venued in a court of competent jurisdiction in the County of San Mateo,
State of California.
IN WITNESS WHEREOF, the Agreement has been executed by the Parties hereto as of
the day and year first written above.
CITY OF SOUTH SAN FRANCISCO CITY/COUNTY ASSOCIATION OF
GOVERNMENTS OF SAN MATEO
COUNTY
By: By:
Mike Futrell Marie Chuang
City Manager Chair
Approved as to Form: Approved as to Form:
______________________________ _________________________________
City Attorney Melissa Andrikopoulos
Legal Counsel for C/CAG
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Exhibit A
Proposed Project Engineering Features and Route Locations
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Exhibit B
Funding Summary
Project
Cost
STIP
Funds
Other Local
Funds (i.e.
Measure M
Vehicle
Registration
Fees)
TLSP
Funds
Funding
Total
Component In thousands of dollars ($1,000)
Construction $6,559 $2,044 $917 $3,598 $6,559
Total $6,559 $2,044 $917 $3,598 $6,559
3697800.2