HomeMy WebLinkAbout04.09.2025@630 Regular CCWednesday, April 9, 2025
6:30 PM
City of South San Francisco
P.O. Box 711
South San Francisco, CA
Library Parks & Recreation Building, Council Chambers
901 Civic Campus Way, South San Francisco, CA
City Council
EDDIE FLORES, Mayor (District 5)
MARK ADDIEGO, Vice Mayor (District 1)
JAMES COLEMAN, Councilmember (District 4)
MARK NAGALES, Councilmember (District 2)
BUENAFLOR NICOLAS, Councilmember (District 3)
ROSA GOVEA ACOSTA, City Clerk
FRANK RISSO, City Treasurer
SHARON RANALS, City Manager
SKY WOODRUFF, City Attorney
Regular Meeting Agenda
Teleconference Location: Kona Kai San Diego Hotel, 1551 Shelter Island
Dr. San Diego, CA 92106
1
April 9, 2025City Council Regular Meeting Agenda
How to observe the Meeting (no public comment, including via Zoom):
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April 9, 2025City Council Regular Meeting Agenda
CALL TO ORDER
ROLL CALL
PLEDGE OF ALLEGIANCE
AGENDA REVIEW
LEVINE ACT DISCLOSURES (SB 1181)
If you have donated $500 or more to the campaign of a South San Francisco elected official in the past twelve
(12) months, please read the following paragraphs carefully:
• The Levine Act (Gov. Code § 84308) requires any Party, Agent, or Participant, as defined in §84308(a), of a
proceeding involving any grants, denials, renewals, restrictions, or modifications to any licenses and permits,
entitlements for use, contracts, or franchises (“Proceeding”), to disclose on the record any contributions they
have made to any elected, appointed, or candidate for City Officer totaling more than $500 within the preceding
12 months.
• The Levine Act also requires any elected, appointed, alternate, or candidate for City Officer who has received
a contribution totaling $500 within the past 12 months from a Party, Agent, or Participant of a Proceeding to (1)
disclose that fact on the record involving the Proceeding and (2) to recuse themselves from, and in no way
attempt to use their official position to influence any decision involving, the Proceeding.
• Elected, appointed, alternates, or candidates for City Officer are prohibited from accepting, soliciting, and
directing, and Parties, Participants, and Agents are prohibited from making, campaign contributions of more
than $500 while the Proceeding is pending and for 12 months after the date a final decision is rendered for the
Proceeding.
Violations of the Levine Act may result in a civil action brought by the Fair Political Practice Commission
(FPPC) for an amount up to five thousand dollars ($5,000) per violation. Any person who knowingly or willfully
violates any provision of the Political Reform Act is guilty of a misdemeanor and subject to a fine of up to the
greater of ten thousand dollars ($10,000) or three times the amount the person unlawfully contributed upon
conviction for each violation.
ANNOUNCEMENTS FROM STAFF
PRESENTATIONS
Proclamation Recognizing National Library Week, April 6-12, 2025. (Eddie Flores,
Mayor)
1.
Proclamation recognizing April as Volunteer Appreciation Month. (Eddie Flores,
Mayor)
2.
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April 9, 2025City Council Regular Meeting Agenda
Proclamation recognizing April as Arab American Heritage Month. (Eddie Flores,
Mayor)
3.
COUNCIL COMMENTS/REQUESTS
PUBLIC COMMENTS
Under the Public Comment section of the agenda, members of the public may speak on any item not listed
on the Agenda and on items listed under the Consent Calendar. Individuals may not share or offer time to
another speaker. Pursuant to provisions of the Brown Act, no action may be taken on a matter unless it is
listed on the agenda, or unless certain emergency or special circumstances exist. The City Council may
direct staff to investigate and/or schedule certain matters for consideration at a future Council meeting .
Written comments on agenda items received prior to 4:30 p.m. on the day of the meeting will be included as
part of the meeting record but will not be read aloud.
If there appears to be a large number of speakers, the Mayor may reduce speaking time to limit the total
amount of time for public comments (Gov. Code sec. 54954.3(b)(1).). Speakers that are not in compliance
with the City Council's rules of decorum will be muted.
CONSENT CALENDAR
Matters under the Consent Calendar are considered to be routine and noncontroversial. These items will
be enacted by one motion and without discussion. If, however, any Council member (s) wishes to comment
on an item, they may do so before action is taken on the Consent Calendar. Following comments, if a
Council member wishes to discuss an item, it will be removed from the Consent Calendar and taken up in
order after adoption of the Consent Calendar.
Motion to approve the Minutes of March 26, 2025, and April 1, 2025. (Rosa Govea
Acosta, City Clerk)
4.
Motion to cancel the Regular City Council meeting of April 23, 2025. (Rosa Govea
Acosta, City Clerk)
5.
Report regarding a resolution accepting a grant of $20,000 from Cities for Financial
Empowerment Fund to Develop a Financial Empowerment Center Plan, authorizing
the City Manager to execute a Memorandum of Understanding, and approving Budget
Amendment No. 25.048 (Michael Guss, Economic Development Specialist and Alvina
Condon, Management Analyst II)
6.
Resolution accepting a grant of $20,000 Grant from Cities for Financial Empowerment
Fund to Develop a Financial Empowerment Center Plan, authorizing the City Manager
to sign a Memorandum of Understanding, and approving Budget Amendment No.
25.048.
6a.
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April 9, 2025City Council Regular Meeting Agenda
Report regarding a resolution authorizing an agreement between the San Mateo
County Library and the South San Francisco Public Library to provide staffing for the
Big Lift Inspiring Summers 2025 free summer program in South San Francisco and
approving Budget Amendment Number 25.047 accepting up to $18,000 in
reimbursement funding. (Valerie Sommer, Library Director)
7.
Resolution authorizing an agreement between the San Mateo County Library and the
South San Francisco Public Library to provide staffing for the Big Lift Inspiring
Summers program in South San Francisco and approving Budget Amendment Number
25.047 to accept up to $18,000 in reimbursement funding.
7a.
Report regarding a resolution authorizing the City Manager to execute an agreement
with the San Mateo County Office of Labor Standards Enforcement for enforcement
of the City of South San Francisco’s Minimum Wage Ordinance (Rich Lee, Assistant
City Manager)
8.
Resolution authorizing the City Manager to execute an agreement with the San Mateo
County Office of Labor Standards Enforcement for enforcement of the City’s
Minimum Wage Ordinance
8a.
Report regarding a resolution approving the 2024 Military Equipment Annual Report
for the South San Francisco Police Department in compliance with Assembly Bill 481.
(Adam Plank, Police Captain)
9.
Resolution approving the 2024 Annual Military Equipment Report for the South San
Francisco Police Department in compliance with Assembly Bill 481.
9a.
Report regarding resolutions authorizing the award of a contract to Hinderliter de
Llamas & Associates for providing Business License, Commercial Parking, Transient
Occupancy Tax, and Sales Tax Services and authorizing examination of Sales and Use
Tax Records from the California Department of Tax and Fee Administration by City
Staff and Hinderliter de Llamas & Associates (Greg Henry, Financial Services
Manager)
10.
Resolution awarding a contract to Hinderliter de Llamas and Associates for providing
Business License, Commercial Parking, Transient Occupancy Tax, and Sales Tax
Services, and authorizing the City Manager to execute the agreement on behalf of the
City.
10a.
Resolution authorizing examination of Sales and Use Tax Records on file with the
California Department of Tax and Fee Administration by the City of South San
Francisco
10b.
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April 9, 2025City Council Regular Meeting Agenda
ADMINISTRATIVE BUSINESS
Report regarding resolution to approve on-call consulting service agreements with
thirty (30) selected consultants for on-call municipal engineering services in an amount
not to exceed $3,000,000 for each firm over a three-year term for the City of South
San Francisco’s Capital Improvement Program. (Audriana Hossfeld, Senior Civil
Engineer)
11.
Resolution approving on-call consulting service agreements with thirty (30) selected
consultants for on-call municipal engineering services in an amount not to exceed
$3,000,000 for each firm over a three-year term for the City of South San Francisco’s
Capital Improvement Program.
11a.
Report regarding a resolution accepting the Single Audit report for Fiscal Year 2023-24
(Karen Chang, Finance Director)
12.
Resolution accepting the Single Audit Report for Fiscal Year 2023-24.12a.
Presentation regarding City Council Fiscal Year 2025-26 Action Plan (Rich Lee,
Assistant City Manager)
13.
Report regarding City of South San Francisco reimbursement to the County of San
Mateo for the cost of installation of new fare gates at the South San Francisco BART
Station (Sharon Ranals, City Manager)
14.
ITEMS FROM COUNCIL – COMMITTEE REPORTS AND ANNOUNCEMENTS
ADJOURNMENT
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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 #:25-220 Agenda Date:4/9/2025
Version:1 Item #:1.
Proclamation Recognizing National Library Week, April 6-12, 2025.(Eddie Flores, Mayor)
City of South San Francisco Printed on 4/1/2025Page 1 of 1
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RECOGNITION OF APRIL 6-12, 2025, AS NATIONAL LIBRARY WEEK
WHEREAS, libraries offer the opportunity for everyone to connect with others, learn
new skills, and pursue their passions, no matter where they are on life’s journey;
WHEREAS, libraries have long served as trusted institutions, striving to ensure equitable
access to information and services for all members of the community regardless of race, ethnicity,
creed, ability, sexual orientation, gender identity, or socio-economic status;
WHEREAS, libraries adapt to the ever-changing needs of their communities, developing
and expanding collections, programs, and services that are as diverse as the populations they
serve;
WHEREAS, the theme of National Library Week 2025 is Drawn to the Library; welcoming
young families to story time, students working on their next creative project in the Makerspace;
seniors seeking tech help and reading recommendations; and the great realm of interests
throughout our community;
WHEREAS, libraries are accessible and inclusive places that promote a sense of local
connection, advancing understanding, civic engagement, and shared community goals;
WHEREAS, libraries are community hubs; a place for community members to learn,
connect, and give back to their community by volunteering and supporting local programs and
services;
WHEREAS, libraries play a pivotal role in economic development by providing internet
and technology access, supporting literacy skills, and offering resources and assistance for
students, job seekers, entrepreneurs, and small businesses;
WHEREAS, libraries make choices that are good for the environment and make sense
economically, creating thriving communities for a better tomorrow;
WHEREAS, libraries are an essential public good and a fundamental institution in
democratic societies, working to improve society, protect the right to education and literacy,
celebrate our collective history, and promote the free exchange of information and ideas for all;
WHEREAS, libraries, librarians, and library workers are joining library supporters and
advocates across the nation to celebrate National Library Week;
NOW, THEREFORE, be it resolved that the City Council of the City of South San
Francisco does hereby proclaim National Library Week, April 6-12, 2025, and encourages all
residents to visit their library, make your mark by volunteering or spreading the word, and take
advantage of the wonderful programs, services, and resources at our libraries.
Eddie Flores, Mayor, District 5
Mark Addiego, Vice Mayor, District 1
James Coleman, Councilmember, District 4
Mark Nagales, Councilmember, District 2
Buenaflor Nicolas, Councilmember, District 3
Dated: April 9, 2025 8
City of South San Francisco
Legislation Text
P.O. Box 711 (City Hall, 400
Grand Avenue)
South San Francisco, CA
File #:25-339 Agenda Date:4/9/2025
Version:1 Item #:2.
Proclamation recognizing April as Volunteer Appreciation Month.(Eddie Flores, Mayor)
City of South San Francisco Printed on 4/4/2025Page 1 of 1
powered by Legistar™9
Dated: April 9, 2025
RECOGNITION OF APRIL AS NATIONAL VOLUNTEER
APPRECIATION MONTH
WHEREAS, the month of April has been designated nationally as Volunteer
Appreciation Month to recognize the hard work, dedication, and passion of volunteers and
national service members throughout our nation; and
WHEREAS, the tradition of recognizing volunteers started with National Volunteer
Week in 1974, when President Richard Nixon officially declared it in a proclamation; and
WHEREAS, volunteering one’s time, talents and resources has been an integral part of
South San Francisco, and it is essential that we continue this tradition of giving and sharing to
preserve and improve the quality of life for all citizens in our community; and
WHEREAS, the City of South San Francisco believes that government alone cannot meet
all of our city’s needs, so we partner with businesses, non-profit organizations, foundations,
parents, guardians, and individuals who serve in city government and South San Francisco
Unified School District to make a difference in our community; and
WHEREAS, the City of South San Francisco has an outstanding group of citizen
volunteers who give of their time to meet the needs of our community and give of their unselfish
efforts to help shape our government, which can affect positive change; and
WHEREAS, the City of South San Francisco wants to take this time to recognize the
more than 1,500 volunteers that have served the city ranging from CERT members, to various
other groups such as Improving Public Places, Friends of Parks and Recreation and Friends of
the Library, Sign Hill Stewards, to our volunteers who helped with tax preparation and Project
Read tutoring, to volunteering for Full of Fun Camp, to volunteering for our annual, Halloween
Extravaganza and food distribution events. In addition, the City recognizes the more than 100
volunteers with our Adopt a Storm Drain program, which has helped reduce localized flooding
and decrease litter and debris from entering our 125 miles of South San Francisco stormwater
infrastructure and waterways.
NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of South
San Francisco does hereby recognize April as National Volunteer Appreciation Month and says
“thank you” to all individuals, groups, and businesses who have given time, energy, and
resources to our community through volunteer service, especially Sylvia Mosqueda, a proud Sign
Hill Steward, who is frequently the first to volunteer to help at most events and projects!
________________________________
Eddie Flores, Mayor
________________________________
Mark Addiego, Vice Mayor
________________________________
James Coleman, Councilmember
________________________________
Mark Nagales, Councilmember
________________________________
Buenaflor Nicolas, Councilmember
10
Dated: April 9, 2025
RECOGNITION OF APRIL AS NATIONAL VOLUNTEER
APPRECIATION MONTH
WHEREAS, the month of April has been designated nationally as Volunteer
Appreciation Month to recognize the hard work, dedication, and passion of volunteers and
national service members throughout our nation; and
WHEREAS, the tradition of recognizing volunteers started with National Volunteer
Week in 1974, when President Richard Nixon officially declared it in a proclamation; and
WHEREAS, volunteering one’s time, talents and resources has been an integral part of
South San Francisco, and it is essential that we continue this tradition of giving and sharing to
preserve and improve the quality of life for all citizens in our community; and
WHEREAS, the City of South San Francisco believes that government alone cannot meet
all of our city’s needs, so we partner with businesses, non-profit organizations, foundations,
parents, guardians, and individuals who serve in city government and South San Francisco
Unified School District to make a difference in our community; and
WHEREAS, the City of South San Francisco has an outstanding group of citizen
volunteers who give of their time to meet the needs of our community and give of their unselfish
efforts to help shape our government, which can affect positive change; and
WHEREAS, the City of South San Francisco wants to take this time to recognize the
more than 1,500 volunteers that have served the city ranging from CERT members, to various
other groups such as Improving Public Places, Friends of Parks and Recreation and Friends of
the Library, Sign Hill Stewards, to our volunteers who helped with tax preparation and Project
Read tutoring, to volunteering for Full of Fun Camp, to volunteering for our annual, Halloween
Extravaganza and food distribution events. In addition, the City recognizes the more than 100
volunteers with our Adopt a Storm Drain program, which has helped reduce localized flooding
and decrease litter and debris from entering our 125 miles of South San Francisco stormwater
infrastructure and waterways.
NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of South
San Francisco does hereby recognize April as National Volunteer Appreciation Month and says
“thank you” to all individuals, groups, and businesses who have given time, energy, and
resources to our community through volunteer service, especially Farhad & Laura Doctor, proud
IPP volunteers, who enthusiastically help with food distribution events, Every Kid Deserves a
Bike program, Wreath Workshop, and other city events!
________________________________
Eddie Flores, Mayor
________________________________
Mark Addiego, Vice Mayor
________________________________
James Coleman, Councilmember
________________________________
Mark Nagales, Councilmember
________________________________
Buenaflor Nicolas, Councilmember
11
City of South San Francisco
Legislation Text
P.O. Box 711 (City Hall, 400
Grand Avenue)
South San Francisco, CA
File #:25-340 Agenda Date:4/9/2025
Version:1 Item #:3.
Proclamation recognizing April as Arab American Heritage Month.(Eddie Flores, Mayor)
City of South San Francisco Printed on 4/4/2025Page 1 of 1
powered by Legistar™12
Dated: April 9, 2025
RECOGNITION OF ARAB AMERICAN HERITAGE MONTH
APRIL 2025
WHEREAS, April has been designated as a time to celebrate the valuable
contributions of Arab Americans in the United States; and
WHEREAS, the first immigration of individuals of Arabian descent to the United
States dates back to the late 1800s and has continued for more than 200 years; and
WHEREAS, during this time, Arab Americans have been making valuable
contributions to virtually every aspect of American society: in medicine, law, business,
education, technology, government, culinary, military service, and culture; and
WHEREAS, since migrating to America, men and women of Arab descent have
shared their rich culture and traditions with neighbors and friends, while also setting fine
examples of model citizens and public servants; and
WHEREAS, the theme of Arab American Heritage Month is “Honoring the Past,
Inspiring the Future”; and
WHEREAS, Arab Americans have also enriched our society by sharing in the
entrepreneurial American spirit that makes our nation free and prosperous; and
WHEREAS, Arab Americans join all Americans in the desire to see a peaceful
and diverse society, where every individual is treated equally and feels safe; and
WHEREAS, during Arab American Heritage Month, it is imperative to increase
awareness about key issues and priorities within the Arab American community and
combat harmful stereotypes, prejudice, and discrimination.
NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of
South San Francisco does hereby recognize April as Arab American Heritage Month,
commemorates the essential contributions, sacrifices, and accomplishments that Arab
Americans have made to our society, and thanks the Shihadeh Family for their generosity
and efforts to support and enhance the South San Francisco Community!
________________________________
Eddie Flores, Mayor
________________________________
Mark Addiego, Vice Mayor
________________________________
James Coleman, Councilmember
________________________________
Mark Nagales, Councilmember
________________________________
Buenaflor Nicolas, Councilmember
13
City of South San Francisco
Legislation Text
P.O. Box 711 (City Hall, 400
Grand Avenue)
South San Francisco, CA
File #:25-342 Agenda Date:4/9/2025
Version:1 Item #:4.
Motion to approve the Minutes of March 26, 2025, and April 1, 2025. (Rosa Govea Acosta, City Clerk)
City of South San Francisco Printed on 4/10/2025Page 1 of 1
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CALL TO ORDER
Mayor Flores called the meeting to order at 6:30 p.m.
ROLL CALL
Councilmember Coleman, present
Councilmember Nagales, present
Councilmember Nicolas, present
Vice Mayor Addiego, present
Mayor Flores, present
PLEDGE OF ALLEGIANCE
Jonathan Ipac, a Transitional Kindergarten student at Our Lady of Mercy, Tee Ball for SSF Youth
Baseball and Kids Gym at Fullgrip Barbell in SSF participant, and Dylan Munsayac, an 8th-grade
student at St. Veronica's, Travel and Rec baseball for SSF Youth Baseball and teen gym at Fullgrip
Barbell in SSF participant, led the pledge of allegiance.
AGENDA REVIEW
No changes.
LEVINE ACT DISCLOSURES (SB 1181)
Following an inquiry, there were no conflicts of interest stated by the members of the City
Council.
ANNOUNCEMENTS FROM STAFF
Fire Chief Matt Samson apprised the community of following events:
• Fire Hazard Severity Zone Maps Community Meeting on Monday, April 7, 2025, from
6:30 p.m. to 8:30 p.m., Fire Station 65, 1151 South San Francisco Drive, SSF.
• South San Francisco Fire Department, Fire Boat “Industrial” Christening on Friday, April
4, 2025, at 9:00 a.m., Oyster Point Yacht Club, 911 Marina Blvd., SSF.
MINUTES
REGULAR MEETING
CITY COUNCIL
CITY OF SOUTH SAN FRANCISCO
WEDNESDAY, MARCH 26, 2025
6:30 p.m.
In-person
Library Parks and Recreation Building
Council Chambers
901 Civic Campus Way, South San Francisco, CA
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REGULAR CITY COUNCIL MEETING MARCH 26, 2025
MINUTES PAGE 2
Chief Samson introduced Deputy Fire Chief Devin Flannery, who thanked Chief Samson for the
opportunity and noted his commitment to the department's and the city's success, expressing
appreciation to the City Council for their ongoing support.
City Manager Ranals presented a proclamation honoring Deputy City Manager Christina
Fernandez for the years of service to the city and community. Deputy City Manager Fernandez
departs from the city to join the City of Brisbane as Assistant City Manager. The City Council
expressed their gratitude and shared congratulatory remarks. Deputy City Manager Fernandez
thanked the Council and staff for their steadfast support and looks forward to the city’s continued
growth.
PRESENTATIONS
1. Proclamation recognizing April as Fair Housing Month. (Eddie Flores, Mayor)
Councilmember Nagales read the proclamation declaring April as Fair Housing Month. Jakob
Uriarte, Project Sentinel Fair Housing Coordinator, accepted the proclamation and expressed
gratitude to the Council for their support and recognition.
2. Presentation on the San Mateo County Accessory Dwelling Unit (ADU) Resource Center
Principal Planner Billy Gross introduced Anna Alekseyeva, Director with the ADU Resource
Center of San Mateo County, who provided an overview of the program
COUNCIL COMMENTS/REQUESTS
Councilmember Nagales apprised the community of events attended.
Vice Mayor Addiego apprised the community of the events attended and invited them to join the
Sister Cities Association and travel to the Sister Cities International conference in Osaka (near
Kishiwada), Japan, from September 14 to September 24, 2025. He also invited the community to
the Oyster Point Cove vehicle cleanup event on Monday, March 31, 2025. City Manager Ranals
noted that three of the vehicles had been voluntarily removed.
Councilmember Coleman informed the community of the events attended and commended the
staff for their work on the progress of the Orange Park Pool project.
Councilmember Nicolas apprised the community of events attended and noted that
Councilmembers joining the Sister Cities International conference in Osaka (near Kishiwada),
Japan, will pay independently for their travel. Requested to adjourn in memory of Bonifacio Valera
Jr. and Marisa Acopio.
Mayor Flores apprised the community of the events attended. He noted his inability to participate
in all city events due to work commitments and thanked his colleagues for representing the city in
various events. The Cafecito, attended by the Mayor and Vice Mayor, was a success and attracted
residents throughout the city. The community was informed that California Assemblymember
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REGULAR CITY COUNCIL MEETING MARCH 26, 2025
MINUTES PAGE 3
Catherine Stefani, D-San Francisco, represents a section of South San Francisco and is always
available to speak to constituents. The community is invited to participate in the South San
Francisco Downtown Neighborhood Cleanup from April 5 to April 19, 2025. The Mayor requested
that the City Manager seek a Clean Cities designation for South San Francisco, inspect the donation
bin placed behind Five Guys in the Westborough shopping center, and address the extended
parking of Amazon delivery trucks in the Old Town neighborhoods. Requested to adjourn in
memory of Jose Salvador Coto Flores.
PUBLIC COMMENTS – NON-AGENDA AND CONSENT CALENDAR ITEMS
The following individuals addressed the City Council:
• Cynthia Marcopolus
• Sam Chetcuti
• Toni Allen
• Fionnola Villamejor
• Judy McKever
Written Comments Submitted via eComments:
• Chef Ava
CONSENT CALENDAR
The City Clerk duly read the Consent Calendar, after which the Council voted and engaged in
discussion of specific items as follows. Items No. 6 and No. 7 were pulled by Vice Mayor Addiego
for further discussion.
3. Motion to approve the Minutes of March 12, 2025. (Rosa Govea Acosta, City Clerk)
4. Motion to accept Measure W Citizens’ Oversight Committee report independently
verifying Fiscal Year 2023-24 Measure W revenues and expenditures. (Karen Chang,
Director of Finance; and Sharon Ranals, City Manager)
5. Motion to receive and file the City’s Housing Successor Agency Annual Report for Fiscal
Year 2023-24. (Elia Moreno, Housing Management Analyst I)
6. Report regarding Resolution No. 32-2025 authorizing the City Manager to execute a
funding agreement with San Mateo County Transportation Authority for the Harbor Master
Spit Project (pf2002). (Audriana Hossfeld, Senior Civil Engineer)
7. Report regarding Resolution No. 33-2025 authorizing the creation of CDBG Ramps and
Paths Project (No. ST2506), approval of Budget Amendment Number 25.046, and
authorization to advertise the project for construction. (John Wilson, Associate Engineer)
8. Report regarding a second reading and adoption of Ordinance No. 1670-2025 amending
the South San Francisco Municipal Code to add Chapter 8.100 (Local Preferences and
Requirements) to Title 8 to define a preference policy requirement for housing units
regulated by the City of South San Francisco in order to prioritize housing applicants who
live and/or work in the City. (Pierce Abrahamson, Management Analyst II)
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REGULAR CITY COUNCIL MEETING MARCH 26, 2025
MINUTES PAGE 4
Motion – Councilmember Nicolas /Second – Councilmember Coleman: To approve Consent
Calendar items 3-8 by roll-call vote: AYES: Councilmembers Coleman, Nagales, Nicolas, Vice
Mayor Addiego, and Mayor Flores; NAYS: None; ABSENT: None; ABSTAIN: None.
ADMINISTRATIVE BUSINESS
9. Report regarding the 2024 General Plan and Housing Element Annual Progress Reports
(Billy Gross, Principal Planner and Stephanie Skangos, Senior Planner)
Principal Planner Gross introduced Senior Planner Skangos, who presented the report and
responded to the City Council's inquiries. Deputy Director of Economic and Community
Development Rozzi provided clarification of Senate Bill (SB 35) and RHNA allocation.
The following individuals addressed the City Council:
• Fionnola Villamejor
Motion – Councilmember Nagales/Second – Vice Mayor Addiego: To approve by motion, accept
the 2024 General Plan and Housing Element Annual Progress Reports on the implementation of
the General Plan and Housing Element and authorize its transmittal to the California Governor’s
Office of Land Use and Climate Innovation and the California Department of Housing and
Community Development, by roll call vote: AYES: Councilmembers Coleman, Nagales, Nicolas,
Vice Mayor Addiego, and Mayor Flores; NAYS: None; ABSENT: None; ABSTAIN: None.
10. Report regarding Resolution No. 34-2025 approving Program Guidelines and Request for
Interest for the “Launch Local!” Vacant Retail Activation Pilot Program.” (Katie Donner,
Management Analyst I)
Management Analyst Donner presented the report and responded to the council's inquiries.
Motion – Mayor Flores/Second – Councilmember Nicolas: To approve Resolution No. 34-2025
approving Program Guidelines and Request for Interest for the “Launch Local!” Vacant Retail
Activation Pilot Program, by roll call vote: AYES: Councilmembers Coleman, Nagales, Nicolas,
Vice Mayor Addiego, and Mayor Flores; NAYS: None; ABSENT: None; ABSTAIN: None.
11. Report regarding Resolution No. 35-2025 approving an increase to the South San Francisco
Tow Services rates to the maximum allowable towing rates that are comparable to other
police agencies in northern San Mateo County. (Adam Plank, Police Captain)
Police Captain Plank presented the report and responded to inquiries of the City Council. Brian
Banks of Action Towing provided an overview of the company's towing services and cases
encountered. Requested a COLA increase be included in the proposed resolution. Steven, with
Bob Jr's Towing, reiterated that the need for an increase is associated with business expense
increases. Gino, with Courtesy Tow, also noted that the need for the increase is due to increased
business expenses. The City Council engaged in discussions and received responses.
18
REGULAR CITY COUNCIL MEETING MARCH 26, 2025
MINUTES PAGE 5
Motion – Council Nicolas/Second – Vice Mayor Addiego: To approve Resolution No. 35-2025
approving an increase to the South San Francisco Tow Services rates to the maximum allowable
towing rates that are comparable to other police agencies in northern San Mateo County, by roll
call vote: AYES: Councilmembers Coleman, Nagales, Nicolas, Vice Mayor Addiego, and Mayor
Flores; NAYS: None; ABSENT: None; ABSTAIN: None.
12. Report regarding an ordinance amending Title 6, Chapter 6.46 of the South San Francisco
Municipal Code (Tobacco Retailer Permit) to adopt by reference Title 4, Chapter 4.98 of
the San Mateo County Ordinance Code, and repealing in its entirety Title 6, Chapter 6.47
(Sales of Flavored Tobacco Products, Pharmacy Sales of Tobacco Products, and Sales of
Electronic Smoking Devices Prohibited). (Christina Fernandez, Deputy City Manager;
Sgt. Sean Curmi, South San Francisco Police Department; Lt. Amy Sariotti, South San
Francisco Police Department; Alexandra Wolf, Assistant City Attorney)
Deputy City Manager Fernandez presented the report and responded to the Council’s inquires.
Lieutenant Sariotti with the South San Francisco Police Department provided an overview of the
process, noting that education is primary before enforcement.
City Attorney Woodruff noted that with the City’s adoption of the County’s tobacco ordinance by
reference, a slightly different procedure and notice provision applies. Specifically, the provisions
of Government Code section 50022.1-50022.10. After such an ordinance is introduced, the next
meeting will include a public hearing to ensure transparency and legal compliance before it can be
adopted.
Motion – Councilmember Nagales/ Councilmember Coleman: To introduce, on first reading, an
ordinance amending Title 6, Chapter 6.46 of the South San Francisco Municipal Code (Tobacco
Retailer Permit) to adopt by reference Title 4, Chapter 4.98 of the San Mateo County Ordinance
Code, and repealing in its entirety Title 6, Chapter 6.47 (Sales of Flavored Tobacco Products,
Pharmacy Sales of Tobacco Products, and Sales of Electronic Smoking Devices Prohibited), by
roll call vote: AYES: Councilmembers Coleman, Nagales, Nicolas, Vice Mayor Addiego, and
Mayor Flores; NAYS: None; ABSENT: None; ABSTAIN: None
ITEMS FROM COUNCIL – COMMITTEE REPORTS AND ANNOUNCEMENTS
13. Consider sending Letters of Support for various legislative items. (Eddie Flores, Mayor)
City Manager Ranals presented the report. Consensus of the Council to monitor California
Assembly Bill 650 (AB 650), introduced by Assembly Member Papan, and Senate Bill 63 (SB 63),
introduced by Senator Scott Wiener.
CLOSED SESSION
Entered into Closed Session: 9:32 p.m.
14. Conference with Legal Counsel - Anticipated Litigation
Initiation of litigation pursuant to Government Code Section 54956.9(d)(4): One potential
case.
19
REGULAR CITY COUNCIL MEETING MARCH 26, 2025
MINUTES PAGE 6
15. Conference with Real Property Negotiators
(Pursuant to Government Code Section 54956.8)
Properties: Parcels on Sign Hill, South San Francisco (APNs 012-351-020, 012-351-030,
012-024-060, 012-024-070, 012-024-080, 012-024-090, 012-024-100, 012-024-110, and
012-024-120)
Agency Negotiators: Nell Selander, Economic & Community Development Director; Greg
Mediati, Parks and Recreation Director; and Sky Woodruff, City Attorney
Negotiating parties: Syme Venture Partners LP
Under negotiation: Price and terms
Resumed from Closed Session: 10:16 p.m.
Report out of Closed Session by Mayor Flores: Direction given. No reportable actions.
ADJOURNMENT
Being no further business, Mayor Flores adjourned the City Council meeting at 10:17 p.m.
***
Adjourned in Memory of
Bonifacio Valera Jr., Marisa Acopio, and Jose Salvador Coto Flores
***
Submitted by: Approved by:
Rosa Govea Acosta Eddie Flores
City Clerk Mayor
Approved by the City Council: / /
NOTE: The Meeting Minutes represent actions taken during the meeting of the City Council. These action
minutes are the City’s record of actions that took place at the meeting.
Complete Council member's discussions of meeting items can be viewed in archived video/audio recordings
on the City’s website at https://www.ssf.net/Government/Video-Streaming-City-and-Council-
Meetings/City-Council
Pursuant to Government Code section 54957.5 all written public comments submitted to the City Council
become public record and will be made available to the public. Public comments submitted via the
eComment portal can be viewed in the City Clerk’s repository at https://ci-ssf-
ca.granicusideas.com/meetings?scope=past
20
CALL TO ORDER
Mayor Flores called the meeting to order at 6:30 p.m.
ROLL CALL
Councilmember Coleman, present
Councilmember Nagales, present
Councilmember Nicolas, present
Vice Mayor Addiego, present
Mayor Flores, present
AGENDA REVIEW
No changes.
PUBLIC COMMENTS - Comments are limited to items on the Special Meeting Agenda.
None.
ADMINISTRATIVE BUSINESS
1. Study Session regarding homelessness, encampments, recreational vehicle campers and
anchor out vessels. (Sharon Ranals, City Manager; Captain Adam Plank, South San
Francisco Police Department)
City Manager Ranals presented the Homelessness Study Session and responded to inquiries of the
City Council.
Case Manager Valencia provided an overview of the services and programs provided by
Lifemoves.
Economic & Community Development Director Selander discussed the costs and process of
leasing, and the lack of long-term vacancy rates at Treasure Island mobile home park.
MINUTES
SPECIAL MEETING
CITY COUNCIL
CITY OF SOUTH SAN FRANCISCO
TUESDAY, APRIL 1, 2025
6:30 p.m.
In-person
City Hall, City Manager’s Conference Room
400 Grand Avenue, South San Francisco, CA
21
SPECIAL CITY COUNCIL MEETING APRIL 1, 2025
MINUTES PAGE 2
Captain Plank presented the report and provided an overview of assessments, citations, and
services provided by South San Francisco and other municipalities. The Council engaged in
discussions and received responses.
Deputy Director of Public Works Bockhaus discussed the marine audit and agreements with free
salvage companies. There were discussions on concerns about and costs for potential mobile home
parking use on city-owned property. The City Council engaged in discussions and received
responses.
Captain Plank continued with the report. Discussions regarding funding and other agencies’ RV
programs were held between the Council and staff.
ADJOURNMENT
Being no further business, Mayor Flores adjourned the Special City Council meeting at 8:34 p.m.
***
Submitted by: Approved by:
Sarah Harper Eddie Flores
Deputy City Clerk Mayor
Approved by the City Council: / /
NOTE: The Meeting Minutes represent actions taken during the meeting of the City Council. These action
minutes are the City’s record of actions that took place at the meeting.
Complete Council member's discussions of meeting items can be viewed in archived video/audio recordings
on the City’s website at https://www.ssf.net/Government/Video-Streaming-City-and-Council-
Meetings/City-Council
Pursuant to Government Code section 54957.5 all written public comments submitted to the City Council
become public record and will be made available to the public. Public comments submitted via the
eComment portal can be viewed in the City Clerk’s repository at https://ci-ssf-
ca.granicusideas.com/meetings?scope=past
22
City of South San Francisco
Legislation Text
P.O. Box 711 (City Hall, 400
Grand Avenue)
South San Francisco, CA
File #:25-327 Agenda Date:4/9/2025
Version:2 Item #:5.
Motion to cancel the Regular City Council meeting of April 23, 2025.(Rosa Govea Acosta, City Clerk)
RECOMMENDATION
It is recommended that the City Council,by motion,cancel the Regular City Council meeting of April 23,
2025.
CONCLUSION
Cancellation of the aforementioned Regular City Council meeting will not result in an adverse effect on City
business.
City of South San Francisco Printed on 4/10/2025Page 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 #:25-57 Agenda Date:4/9/2025
Version:1 Item #:6.
..Title
Report regarding a resolution accepting a grant of $20,000 from Cities for Financial Empowerment Fund to
Develop a Financial Empowerment Center Plan,authorizing the City Manager to execute a Memorandum of
Understanding,and approving Budget Amendment No.25.048 (Michael Guss,Economic Development
Specialist and Alvina Condon, Management Analyst II)
RECOMMENDATION
Staff recommends that the City Council adopt a resolution accepting a $20,000 grant from Cities for
Financial Empowerment Fund to develop a Financial Empowerment Center Plan,authorizing the City
Manager to execute a Memorandum of Understanding and approving Budget Amendment No. 25.048.
BACKGROUND
Cities for Financial Empowerment Fund is a nonprofit organization that funds grants to cities to support
financial empowerment and economic mobility programming.Cities for Financial Empowerment Fund is
primarily funded by philanthropic foundations and major financial institutions.
Financial empowerment supports financial literacy and skills to provide resources to residents and community
members in understanding financial concepts,such as budgeting,saving,investing,and managing debt,which
can lead to greater control over personal finances and the ability to achieve financial goals.Overall,financial
empowerment enables individuals to make strategic financial choices that improve their economic stability and
quality of life.
The City began working with Cities for Financial Empowerment Fund through the Advancing Economic
Mobility Rapid Grant from the National League of Cities (NLC)that the City Council accepted in August of
2024.The grant program supported the expansion of the Promotores Program to the Asian American and
Pacific Islander (AAPI) community through several outreach events.
Staff met with Cities for Financial Empowerment Fund (CFE)staff on a biweekly basis last Fall.At the
conclusion of this process,staff submitted a Phase I Milestone application,which was approved by Cities for
Financial Empowerment Fund.Approval of the Phase I Milestone comes with a $20,000 grant to support a
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Financial Empowerment Fund.Approval of the Phase I Milestone comes with a $20,000 grant to support a
planning effort that will determine whether a Financial Empowerment Center (FEC)in South San Francisco is
feasible,and if so,establish an implementation plan.Staff anticipates that,should an FEC be found feasible and
implemented, that it would be located within the City’s existing Economic Advancement Center.
Cities for Financial Empowerment Fund makes grants to FECs throughout the United States.The FEC model
was established in the City of New York during the administration of former Mayor Michael Bloomberg.FECs
provide one-on-one financial counseling at no cost to any resident who expresses interest in receiving services.
The one-on-one financial counseling includes assisting individuals with establishing bank accounts as well as
working with clients to reduce debt,establish or increase credit,and create savings plans.The financial
counseling focuses on client goals,which can include purchasing housing or obtaining an education.FECs also
provide referrals to other organizations that can assist with economic mobility,including enrollment in
Supplemental Nutrition Assistance Programs,Medi-CAL (Medicaid),small business counseling organizations,
and workforce development agencies.
The $20,000 grant funds a planning process that is expected to conclude no later than January 2026.Cities for
Financial Empowerment Fund assigns a dedicated Technical Assistance Lead to support City staff with
developing an FEC plan.The Technical Assistance Lead will assist the City with identifying service providers
that could provide financial empowerment services,fundraising to sustain the FEC,and developing policies and
procedures.The fundraising assistance includes identifying State,federal,and private,including foundation and
Community Reinvestment Act funding sources that can sustain financial empowerment programming.
During the planning process,CFE staff will conduct a site visit where they meet with potential service
providers,community members,City staff,and elected officials.This site visit is tentatively scheduled for early
June.
If an FEC is found to be feasible,the City could apply for $150,000 in implementation funding from CFE upon
the conclusion of the planning process.In addition to funding from CFE,other FECs receive a mix of
Community Reinvestment Act funding,federal funding,state funding and County funding.Staff anticipates
that,should a FEC come to fruition in South San Francisco,that a South San Francisco FEC could have a
similar mix of funding streams.
DISCUSSION
Some of the services that would be provided by an FEC are currently offered by existing service provider
contracts within the EAC.Renaissance Entrepreneurship Center (Renaissance)provides financial counseling to
entrepreneurs;however,this counseling is limited to starting a business or seeking financing to expand an
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File #:25-57 Agenda Date:4/9/2025
Version:1 Item #:6.
entrepreneurs;however,this counseling is limited to starting a business or seeking financing to expand an
existing business.JobTrain,provides limited counseling as it relates to improving credit scores;however,this
counseling is focused on assisting individuals with meeting background check requirements to work in fields
that require background checks,such as jobs that require handling cash or jobs at the San Francisco
International Airport.
If an FEC is found to be feasible and established,staff would work with existing nonprofit contractors to ensure
that there is no duplication of services.
The model of requiring all individuals,regardless of income,who seek financial counseling services to be
served by the program would slightly change the focus of the City’s economic mobility programming.
However,Cities for Financial Empowerment Fund found that 70%of clients of FEC had incomes below 50%
of their area’s Median Household Income.
FISCAL IMPACT
There is no net fiscal impact to the General Fund by accepting the grant funds and approving the Budget
Amendment Number 25.048 appropriation.
CONCLUSION
Staff recommends that the City Council adopt the resolution accepting a $20,000 grant from Cities for Financial
Empowerment Fund to develop a FEC Plan,authorizing the City Manager to execute a Memorandum of
Understanding and approving Budget Amendment Number 25.048.
The planning process and technical assistance offered by this grant can help identify funding sources that fund
services that will be beneficial to South San Francisco residents and community members.A Financial
Empowerment Center has the potential to adapt the City’s economic mobility programming to a changing
external environment and can provide a potential sustainability model to continue programming at the
Economic Advancement Center.
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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 #:25-58 Agenda Date:4/9/2025
Version:1 Item #:6a.
Resolution accepting a grant of $20,000 Grant from Cities for Financial Empowerment Fund to Develop a
Financial Empowerment Center Plan,authorizing the City Manager to sign a Memorandum of Understanding,
and approving Budget Amendment No. 25.048.
WHEREAS,the City currently provides economic mobility services through its Economic Advancement
Center (EAC); and
WHEREAS,the current economic mobility services offered within the EAC include workforce development,
small business and entrepreneurship support,community navigation services,and housing and food insecurity
support; and
WHEREAS,financial empowerment counseling and support could be expanded and enhanced with services
and connections for individuals in need of financial support; and
WHEREAS,Cities for Financial Empowerment Fund approved the City’s Phase I Milestone application and
awarded the City $20,000 to develop a Financial Empowerment Center Plan; and
WHEREAS,the Financial Empowerment Center plan will determine if a South San Francisco Financial
Empowerment Center within the existing Economic Advancement Center is feasible; and
WHEREAS,the Financial Empowerment Center model was started in New York City and has been adopted by
cities of various sizes throughout the United States; and
WHEREAS,South San Francisco residents and community members may benefit from services,such as
assistance with starting a bank account,creating debt reduction plans and saving plans,and establishing or
improving credit that are provided by Financial Empowerment Centers; and
WHEREAS,Cities for Financial Empowerment Fund will provide a dedicated Technical Assistance Lead to the
City and that Technical Assistance Lead will provide assistance with fundraising,establishing policies and
procedures, and identifying qualified nonprofit service providers; and
WHEREAS,six other municipalities,which include Salinas,CA;Salt Lake City,UT;Saint Louis,MO;Waco,
TX; Clarksville, TN; and Leon County, FL, were also selected to receive planning grants.
NOW,THEREFORE,BE IT RESOLVED that the City Council of the City of South San Francisco hereby
takes the following actions:
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Version:1 Item #:6a.
1.The foregoing recitals are true and correct and incorporated herein as part of this Resolution;
2.Approves the acceptance of $20,000 in grant funds from Cities for Financial Empowerment Fund for
the Phase 2 Financial Empowerment Center Planning Grant;
3.Authorizes the City Manager or their designee to execute a Memorandum of Understanding,
incorporated herein as Exhibit A, for the Phase II Financial Empowerment Center Planning Grant;
4.Appropriates the $20,000 grant with Budget Amendment Number 25.048;
5.Authorizes the Finance Director to take all necessary budgetary actions to carry out the intent of this
Resolution; and
6.Authorizes the City Manager to take any other related actions necessary to carry out the intent of this
Resolution.
*****
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MEMORANDUM OF UNDERSTANDING
This Memorandum Of Understanding (the “MOU”), dated as of January 29, 2025 (the “Effective
Date”), is by and between Cities for Financial Empowerment Fund, Inc. (the “CFE Fund”), a
Delaware nonprofit corporation qualified as exempt from federal income tax under section
501(c)(3) of the Internal Revenue Code of 1986, as amended (the “Code”), with its principal
office located at 44 Wall Street, Suite 1050, New York, NY 10005 and the City of South San
Francisco (the “Grantee”).
WHEREAS, the CFE Fund works to support municipal engagement to improve the financial
stability of low and moderate income households by embedding financial empowerment strategies
into local government infrastructure (the “Purposes”).
WHEREAS, the CFE Fund has determined that the support of the Grantee in the work
contemplated by this MOU furthers the exempt purposes of the CFE Fund.
WHEREAS, the Grantee has agreed to use the Financial Empowerment Center (“FEC”)
Planning Grant funds provided by this MOU (the “FEC Planning Grant” or “Grant”) to support
the Purposes by managing the implementation and operation of the activities set forth in Exhibit
A (the “FEC Academy Phase 1 Milestone and Grantee Proposal”), Exhibit B (the “Scope of
Work”) and Exhibit C (the “Model”) (Exhibits A, B and C collectively, the “Program”).
WHEREAS, the CFE Fund and the Grantee desire to enter into this MOU to provide for the terms
and conditions of the Grant and the Program.
1. Grant.
The CFE Fund pledges and agrees to provide the Grantee a Grant in the form of cash in
an amount not to exceed TWENTY THOUSAND DOLLARS ($20,000). Grant funds
will be paid in U.S. Dollars as provided for in the Grant Payout Schedule in Section 5(c).
2. Use of Grant.
The Grant is to be used only for the purposes outlined in the Scope of Work and in
accordance with Exhibit D (the “Grant Budget”). The work detailed in the Phase 1
Milestone and Grantee Proposal be executed in accordance with Scope of Work. The
Grantee must obtain the prior written consent of the CFE Fund before using the Grant for
goods or services outside the Scope of Work; the failure to comply with this provision
may invalidate any obligation of the CFE Fund to provide the Grant and any payments
requested thereunder.
29
CFE FUND: GRANT MOU 2
3. Term.
(a) The term of the Grant (the “Term”) will begin as of the Effective Date and end no
later than January 30, 2026. Any funds not used by the end of the Term toward
the purposes of this Grant will be returned to the CFE Fund within thirty (30)
days after the end of the Term unless otherwise agreed upon by both parties in
writing in advance.
(b) This MOU may be terminated at any time prior to its scheduled termination as set
forth above:
(i) By either the CFE Fund or the Grantee without cause by giving the other
party thirty (30) days’ prior written notice;
(ii) Immediately by a non-breaching party following a material breach of this
MOU by the other party and the expiration of a ten (10) day “cure” period
after the non-breaching party shall have given notice to the breaching
party of such breach; or;
(iii) Immediately by the CFE Fund when its objectives can no longer be
advanced through the relationship set forth in this MOU, including,
without limitation, by the Grantee’s administration of any Vendor
Contract (as defined below).
4. Vendor(s).
(a) The CFE Fund hereby appoints the Grantee as its sole and exclusive agent with
respect to any community-based 501(c)(3) organizations, governmental
organizations, consultants, or other private entities (each a “Vendor”) engaged by
the Grantee to support the implementation of the Program. Each Vendor may rely
upon the direction and instruction of the Grantee.
(b) The Grantee shall administer all aspects of each contract entered into with any
Vendor for purposes of this MOU (the “Vendor Contracts”), including, without
limitation, payment of Vendor(s)’ invoices, managing and overseeing the
performance of each Vendor under the Vendor Contracts and monitoring such
Vendor’s adherence to its duties, obligations and responsibilities thereunder,
including appropriate insurance.
(c) Notwithstanding the above, Grantee shall notify CFE Fund in timely, written
manner of any Vendors engaged for the purposes of this MOU.
5. Conditions of Disbursement of Grant.
(a) Grantee shall be eligible to receive funds upon full execution of this MOU, which
includes a Scope of Work (Exhibit B) and Budget (Exhibit D).
(b) Disbursements of the Grant shall be subject to the fulfillment of the following
30
CFE FUND: GRANT MOU 3
conditions:
(i) Satisfactory performance of this MOU in accordance with the Scope of
Work.
(c) Payout Schedule: 100% of funds ($20,000) will be paid upon full execution of
this MOU. The Grantee will be responsible for providing a final accounting at the
end of the Term of how Grant funds were spent.
6. Payment of Grant.
Subject to the fulfillment of the conditions set forth in Section 5:
(a) The CFE Fund can make payment in one of two ways. Please initial in ONE of
the boxes to select the requested payment option.
a. For electronic payment: The CFE Fund will make an electronic payment through
the CFE Fund’s payment system, bill.com. The Grantee authorizes the below
employee to create an account and enter the Grantee’s appropriate bank routing
and account number into bill.com. The Grantee will ensure that account
information in bill.com is accurate throughout the life of the Grant.
__________________________
__________________________
__________________________
__________________________
b. For payment by check: The CFE Fund will issue a check to the Grantee at the
address provided:
___________________________
___________________________
___________________________
___________________________
(b) The CFE Fund’s ability to pay out this Grant is dependent on the timely receipt of
Grant funding from institutional funder(s). In the event that the CFE Fund has not
received sufficient or timely funding from these funder(s), the CFE Fund may elect
to postpone, reduce, or eliminate this Grant prior to disbursement.
Initial Here for
Electronic Payment and to
Authorize Employee
Initial Here for
Payment by Check
31
CFE FUND: GRANT MOU 4
7. Covenants.
During the Term, the Grantee is expected to adhere to the terms and conditions below and
outlined in Exhibit B (the “Scope of Work”) or as set forth in Exhibit A (the “Phase 1 Milestone
and Grantee Proposal”). Failure to adhere to these conditions will constitute an act of default and
result in the Grantee’s obligation to return part or all of the Grant funds to the CFE Fund and the
termination of any obligation of the CFE Fund to pay subsequent invoices submitted after such
default. In such a case, the CFE Fund will determine in its sole and absolute discretion the
percentage of the Grant to be returned. Cessation or reclamation of Grant funding by the CFE
Fund may also result in the Grantee’s elimination from consideration for investment from the
CFE Fund in any other form. In the event that the CFE Fund terminates the Grant as provided
herein, the Grantee shall return any unspent Grant funds (provided, that any Grant funds that
were spent must have been spent in accordance with this MOU) to the CFE Fund within the time
period specified by the CFE Fund upon termination.
During the Term and beyond as applicable, the Grantee under this MOU agrees to:
(a) Coordinate the overall implementation of the program planning with respect to
the Scope of Work.
The Grantee will oversee and direct the work of any Vendors with respect to the
Scope of Work and the Phase 1 Milestone and Grantee Proposal, including
Vendor(s), if any. In particular, the Grantee will monitor and manage any
Vendor(s) to ensure proper implementation in conformance with the Scope of
Work and will serve as the main point of contact with the Vendor. The Grantee
and its Vendor(s), if any, will draft and sign an agreement that will memorialize
this understanding and share a copy of their agreement with the CFE Fund upon
request.
(b) Adhere to the uses of the Grant detailed in the Scope of Work.
(i) This Grant is made only for the purposes of implementing the Scope of
Work pursuant to the Phase 1 Milestone and Grantee Proposal this MOU.
Any Grant funds not expended or committed for these purposes within the
Grant Term will be returned to the CFE Fund. Any prospective changes in
the use of this Grant totaling over ten percent (10%) of any individual
budget line in the Grant Budget must be submitted in writing to and
approved in advance by the CFE Fund.
(ii) The Grantee will provide immediate written notification to the CFE Fund
if significant changes or events occur during the Term which could
potentially impact the progress or outcome of the Grant, including,
without limitation, changes in the Grantee’s or any Vendor(s)’
management personnel or lead staff member(s) responsible for
implementing the Program, loss of funding or other extenuating
circumstances which could affect the Grant Budget or any Vendor(s)’
32
CFE FUND: GRANT MOU 5
budget. The CFE Fund, in its sole and absolute discretion, will determine
if requests for budget modifications are warranted.
(c) Adhere to the following:
(i) If applicable, confirm the tax-exempt status of any fiscal conduit at the
time of the Grant and any payment thereunder.
(ii) If applicable, to the extent that any Vendor is a tax-exempt entity, to
confirm the tax-exempt status of such Vendor at the time of the Grant and
any payment thereunder, and ensure that that each such Vendor is
maintaining all authorizations, filings, exemptions, insurance, etc. required
of a Vendor to perform its duties within and outside this MOU.
(iii) The Grantee also agrees to provide immediately any correspondence from
the Internal Revenue Service or other related agencies regarding the
above.
(d) Cooperate in the monitoring, evaluation, and reporting of work, as detailed in the
Scope of Work and as set forth in Exhibit E (“Reporting”).
(e) Adhere to the CFE Fund financial compliance stipulations.
(i) The Grantee will maintain financial records to clearly account for the
Grant funds from the CFE Fund and proper expenditures in furtherance of
the Grant. The Grantee shall retain and maintain adequate records to
substantiate such expenditures according to generally accepted accounting
practices. The Grantee shall retain original substantiating documents
related to the specific Grant expenditures and make these records available
to the CFE Fund and Bloomberg Family Foundation (“Foundation”) upon
request.
(ii) The CFE Fund reserves the right to audit the Grantee’s financial and other
records to ensure the proper utilization of its Grant funds. During and at
least three years following the end of the Grant Term, the Grantee must
maintain records showing, separately from other accounts kept in its books
and records, the receipt and expenditure of the CFE Fund Grant funds.
(f) Adhere to the CFE Fund’s marketing and communications guidance, as below and
of any grant-relevant CFE Fund partners, as provided by the CFE Fund and as
applicable (guidance may be amended, modified, supplemented or otherwise
revised).
(i) The Grantee agrees to provide details about all Grant-related marketing
and communication materials and events to the CFE Fund reasonably in
advance to jointly determine appropriate branding opportunities for the
CFE Fund and any relevant CFE Fund partners, including the Foundation.
33
CFE FUND: GRANT MOU 6
Materials include but are not limited to websites, newsletters, media
releases, public announcements, event invitations and programs. The CFE
Fund will provide specific communication protocols including language
for recognizing the CFE Fund in text and logo format, as well as the
Foundation. Grantee also shall provide to the CFE Fund final copies of all
printed materials as part of the progress reports for the Program.
(ii) The Grantee will request permission from the CFE Fund before using or
modifying the CFE Fund, FEC Public, or FEC logos and related branded
materials.
(iii) Any Grant-related media interviews or public announcements intended for
media or public purposes must be coordinated with and approved by the
CFE Fund, in advance.
(iv) The Grantee shall not make any statement or otherwise imply to donors,
media, or the general public that the Foundation directly funds the
activities detailed in the Scope of Work.
(v) The Grantee and its Vendor(s) may not publicly announce the receipt of
this Grant or its details until the CFE Fund and its institutional funder(s)
have made their official announcement or have otherwise given
permission in writing.
(vi) Notwithstanding the foregoing, if the Grantee needs to get approval to
accept/receive this Grant and/or this MOU in a public forum such as a city
council, county commission, or board meeting, the Grantee may do so; the
Grantee shall make best efforts to notify and coordinate with the CFE
Fund in advance of any public forum at which this Grant will be
discussed.
(vii) Execution of this MOU provides the CFE Fund and its institutional
funder(s) the right to disseminate any products, outcomes, or other
information related to the Grantee’s efforts in any media of its choosing.
Whenever feasible, the CFE Fund will share these materials with the
Grantee prior to publication and give appropriate credit to the Grantee as
the provider of this information. The Grantee and its Vendor(s), if any,
will be expected to cooperate in any public education or outreach effort
undertaken in connection with this Grant, which may include other CFE
Fund programs.
(g) Adhere to the following prohibitions on the use of the Grant. Under no
circumstances may the Grantee or any other organization receiving the CFE
Fund’s Grant funds use these funds directly or indirectly for the following
purposes or activities:
34
CFE FUND: GRANT MOU 7
(i) Make a Grant to an individual for travel, study or other similar purpose, as
described in section 4945(d)(3) of the Code.
(ii) Promote or engage in violence, terrorism, bigotry, or the destruction of
any state, nor will it make sub-Grants to any entity that engages in these
activities.
(iii) Influence legislation, especially for the benefit of the CFE Fund or any of
its affiliates or funders, including by publishing or distributing any
statements, or any campaign in support of or opposition to any pending
legislation.
(iv) Any other purposes outside what is stated in the Program without express
written permission from the CFE Fund.
8. Non-Impairment of Charitable Status.
The Grantee covenants and agrees that it shall take no action, omit to take any action, or
engage in any activity that could impair or endanger, either directly or indirectly, the CFE
Fund’s exempt status under the Internal Revenue Code, or which could hinder the CFE
Fund’s ability to fulfill its charitable mission.
9. Confidentiality.
All reports, information or data furnished to or to be prepared or assembled under this
MOU are to be held confidential, unless otherwise herein provided or subject to
disclosure by law.
10. Intellectual Property.
All ownership, title, interest, and intellectual property rights of documents, templates, and
other materials provided by the CFE Fund shall remain solely the CFE Fund’s. Nothing in
this section or agreement is intended to, and shall not be construed to, transfer any property
rights or any intellectual property rights to Grantee to materials developed by the CFE
Fund. The Grantee may use the CFE Fund’s intellectual property (i) for internal planning
processes; (ii) in furtherance of the Scope of Work; and (iii) if otherwise expressly
authorized by the CFE Fund. Any unauthorized disclosure of the CFE Fund’s intellectual
property without expressed authorization shall be considered a breach of this MOU. The
Grantee agrees that the CFE Fund may reproduce, publish, or otherwise use the work
product generated during the Term without any restriction whatsoever, including any
requirement for approval from the Grantee.
11. Non-Assignability.
The Grantee shall not assign, transfer, subcontract, convey or otherwise dispose of this
MOU or of its rights, obligations, responsibilities or duties hereunder or under any Vendor
Contract, either in whole or in part, without the prior written consent of the CFE Fund.
35
CFE FUND: GRANT MOU 8
12. Compliance with Laws.
Grantee shall comply with, and shall ensure that any Vendors or sub-Vendors engaged by
the Grantee in connection with the Program comply with, all local, state and federal laws
(including common laws), ordinances, codes, rules and regulations regarding the Program
and Grantee’s obligations and performance under this MOU. Grantee shall obtain and
maintain, and shall ensure that any Vendors or sub-Vendors engaged by the Grantee in
connection with the Program obtain and maintain, any and all permits, licenses, bonds,
certificates and other similar approvals required in connection with this MOU.
13. Compliance with Anti-Discrimination Rules.
In its use of Grant funds provided by the CFE Fund, and in the course of all development,
marketing and operation activities, the Grantee shall fully comply with all applicable
federal, state, local (and any other governmental), anti-discrimination laws, executive
orders, rules and regulations.
14. Entire MOU.
This MOU contains the entire understanding between the parties hereto with respect to
the subject matter of this MOU and replaces and supersedes all prior agreements and
understandings of the parties. This MOU may be amended or modified only by a writing
executed by the parties hereto.
15. Binding MOU.
Notwithstanding any other provision of this MOU, the parties agree that this MOU
constitutes a legal, valid and binding agreement of each party, and is enforceable against
each party in accordance with its terms.
16. Amendment.
The CFE Fund shall consider, but is not obligated to agree to, requests by the Grantee to
amend the terms of this MOU. Amendments to this MOU shall be made only after (i) the
CFE Fund has received written request from the Grantee stating the nature of the
amendment request, and (ii) the CFE Fund has executed a written agreement describing
the terms of the amendment.
17. Counterparts.
The MOU may be executed in any number of counterparts, including by facsimile or
other electronic means of communication, each of which shall be deemed an original of
this MOU and all of which together shall constitute one and the same instrument.
36
CFE FUND: GRANT MOU 9
IN WITNESS WHEREOF, the parties hereto have caused this MOU to be duly executed
by their respective officers as of the day and year first above written.
CITIES FOR FINANCIAL EMPOWERMENT
FUND, INC.
By: _______________________________
Name: Jonathan Mintz
Title: President and Chief Executive Officer
CITY OF SOUTH SAN FRANCISCO
By: ________________________________
Name:
Title:
37
Exhibit A 10
Exhibit A
FEC Academy Phase 1 Milestone and Grantee Proposal
(To Be Attached)
38
Exhibit B 11
Exhibit B
Scope of Work
Where there may be discrepancies, this Scope of Work supersedes the Phase 1 Milestone.
As part of the Financial Empowerment Center Planning Grant, the Grantee will:
• Designate at least one staff member from the local government to serve as project lead and
plan the FEC based on Exhibit C (the “Model”).
• Meet bi-weekly with the designated CFE Fund technical assistance lead.
• Attend relevant virtual trainings and learning community webinars facilitated by the CFE
Fund.
• Identify a FEC Advisory Group of 15-25 stakeholders (including but not limited to local
government agencies, nonprofits, financial institutions, funders, etc.) who will participate
in the FEC planning process and inform implementation strategies.
• Coordinate an in-person site visit for CFE Fund. This includes:
o Developing a site visit agenda and coordinating logistics such as reserving a space
for meeting.
o Convening the FEC Advisory Group for a FEC overview and planning session
facilitated with CFE Fund.
o Facilitating and leading individual meetings with key internal stakeholders such as
the Mayor, Chief of Staff, Finance Director, and other senior government staff
members; community leaders; funders; and service or community partners.
o Convening other meetings and engagements as needed.
• Determine which office, agency, or department will oversee the FEC within the local
government.
• Identify or have plans to hire a staff person (Local Government Manager) who will manage
the FEC within local government.
• Engage in a selection process using criteria provided by the CFE Fund to identify a
qualified nonprofit or government agency that will serve as the Financial Counseling
Provider and secure a commitment from the agency to serve as the provider to deliver th e
financial counseling services.
• Identify and secure commitments from at least 8 community organizations to serve as
program partners for counseling referrals, co-location opportunities, and programmatic
integration.
• Determine the size and scope of the FEC, including the staffing plan, budget and potential
FEC locations.
• Develop an outreach and marketing plan to raise awareness of FEC services.
• Design a training plan for the FEC program manager and counselors that meets the FEC
Counselor Training Standards.
• Secure the funding to support FEC operations in year 1, with probable prospects of funding
the FEC for year 2.
• Draft an implementation plan to launch the Financial Empowerment Center initiative,
based on the “Model” and submit the FEC Implementation proposal by the end of the
Term.
39
Exhibit C 12
Exhibit C
Financial Empowerment Center Model
(the “Model”)
Please note that this provides a broad overview of the Financial Empowerment Center model (the
“FEC Model” or the “Model”). During the course of engagement, the CFE Fund team will be
providing further details on all components of the model. The Model has been developed by the
CFE Fund in order to ensure consistency and high-quality standards. The Model should be actively
followed by the Grantee. The Model may be amended, modified, supplemented, or otherwise
revised by the CFE Fund. Any changes to the Model will be communicated by the CFE Fund
during the course of technical assistance to the Grantee.
Model:
• Professional, one-on-one and free public service.
• Systematically track data and outcomes for client management and evaluation.
• Connects to a range of local government and nonprofit service delivery systems.
• Prioritizes sustainability efforts to become a permanent service in the locality.
Operations:
• Program implementation and management is led and overseen by the local government.
• Service provision is conducted by one or more qualified nonprofit partners or local
government agencies, formalized via MOU.
• Counselors conduct financial triage with clients to determine the nature of their financial
situation, set goals, and establish a specific plan of action with each client focused in five
primary areas: banking, savings, debt, credit, and legacy planning.
• Client retention, critical to outcome achievement, is prioritized as counselors work with
clients to make progress on their action plan.
• All program managers and counselors must be trained based on the CFE Fund’s training
standards and pass a CFE Fund–administered final exam.
The Financial Counseling Session
As defined for the Model, one-on-one financial counseling and coaching represents a mix of
direct service goal setting and light case management provided by highly trained professionals to
advise people on their financial and personal goals in the areas of banking, savings, debt, credit,
and legacy planning. One-on-one counseling, either in person or remotely, is conducted or tracked
with the goal of clients achieving meaningful, defined financial outcomes . A financial
counseling session is a confidential, private meeting between an FEC counselor and individual
(or household) lasting a minimum of 30 minutes. Sessions can be either in person or remote (i.e.
phone, video) given they meet the 30-minute requirement.
The initial counseling session consists of a comprehensive financial health assessment, where
counselors conduct triage to determine the full nature of the client’s financial situation, support
the client in setting goals, and establish a specific client-led action plan to manage their finances,
pay down debt, increase savings, establish and build credit, access safe and affordable mainstream
banking products, prepare for legacy planning, and protect assets. Retention, or returning for more
than one session, is critical; clients are more likely to achieve outcomes if they participate in multiple
counseling sessions. Throughout the process, counselors advise clients, and track progress towards
outcomes aimed at enhancing financial stability.
40
Exhibit C 13
Partnership Structure
The Model is a partnership between local government and community-based organizations,
with critical and distinct roles for each partner.
Local Government (city or county) plays a central role of directing and coordinating the
initiative on the ground. The local government partner ensures quality and consistency of
service delivery by establishing protocols for monitoring and evaluation, using public channels
for marketing and promotion of services, and supporting integration of service delivery within
other public programs and local government access points.
Financial Counseling Providers recruit, hire and supervise the FEC counselors. They are
responsible for all data collection and regular reporting to the local government and the CFE
Fund. They support public marketing efforts by participating in outreach events and
presentations. In addition, nonprofit providers establish and maintain relationships with other
community partners hosting counselors, referral partners, and other outreach and community
efforts. This provider role can also be fulfilled by a local government agency.
Local and National Counselor Training Partners deliver financial counseling training
instruction based on the training standards provided by the CFE Fund, focusing on financial
content, counseling and coaching skills, and cultural awareness. Partners can deliver this
training in a variety of formats, including at a local college, through self-paced webinars, and/or
with program managers or national training providers teaching the curriculum. Prior to working
with their own clients, counselors must pass an exam that evaluates their command of training
material and succeed at a period of mentored, experiential training (such as role-playing,
shadowing, and observation). In addition, local government and counseling provider managers
coordinate continuing education opportunities as the program evolves to further counselors’
professional development and understanding of new financial issues that those with low
incomes face.
Programmatic Partners are crucial to integrating the FEC services into the service streams of
local government and nonprofit agencies, especially those serving people with low and
moderate incomes. Partnerships deeply embed financial counseling/coaching into local
government and nonprofit programs, advancing both programs’ goals. Partnerships can have a
variety of characteristics in a scale of increasing integration, which are: formalized via MOU,
defined referral process, co-location, FEC participation fully integrated, coordinated case
management, regular reporting, data sharing agreement, and Supervitamin Effects Study.
Potential complementary program integrations could include: homeownership assistance,
homeless prevention, foreclosure prevention, workforce development, asset building, financial
access, domestic violence prevention, or other social services.
Philanthropic Partners are influential in the launch of the FEC and subsequent enhancement
opportunities. At the start of the implementation phase, localities secure funding from local
and/or national funders to partially match the CFE Fund's investment to launch the FEC. Funder
engagement in the FEC stems from a range of interests, including geographic footprints,
programmatic priorities, innovation opportunities, and issue-based giving. Once the FEC has
launched, funders offer opportunities to enhance the Model with targeted pilots, while also
providing support to complement the public funding.
41
Exhibit C 14
Data Collection and Reporting
Data collection and reporting are essential to the success of the Model, used to improve service
delivery, track required outcomes, and further budgetary and political sustainability efforts. The
Grantee is required to use FECBOT and participate in all national data collection, tracking, and
evaluation activities throughout the Grant Term. The Grantee will have access throughout the
Grant Term to all local data collected and is able to create customized reports.
Learning Community
The CFE Fund operates a national learning community of local government partners engaged in
FEC development and implementation. Learning community calls or events are valuable
opportunities to learn and share best practices.
42
Exhibit D 15
Exhibit D
Grant Budget
The CFE Fund will provide a $20,000 FEC Planning Grant to support the City of South San
Francisco, in line with the below budget. Grant funds may be used for these approved uses:
1. Staff time.
2. Food and/or logistical costs for the CFE Fund site visit or other stakeholder meetings.
3. Administrative needs.
4. Hiring a planning consultant to assist with specific elements of the planning phase.
5. Other activities relevant to achieving the Scope of Work.
The Grantee will be required to submit a financial report detailing how the FEC Planning Grant
funds were spent.
FEC Planning Grant Budget
City/County Name: City of South San Francisco
Category Projected Expenses Notes
Personnel and Fringe - Will be covered by City General Fund.
Indirect/Admin 3,000 15% de minimis Indirect Cost Rate.
Consultant(s) 11,000 Data consultants to ensure that data included
in the Implementation Plan is up to date.
Meetings/Events 5,000 Site visit for CFE staff and associated events
plus two lunches with nonprofits
Supplies 1,000 Professional printing and miscellaneous office
supplies.
TOTAL $20,000
43
Exhibit E 16
Exhibit E
Reporting
The Grantee is responsible for reports using the CFE Fund’s online grant portal which can be
accessed here: https://www.grantinterface.com/Home/Logon?urlkey=CitiesFE
• FEC Implementation Proposal: The FEC Implementation Proposal, which is due by the
end of the Grant Term, will serve as the final report.
o Progress Report: If the FEC Implementation Proposal is not submitted by the end
of the Grant Term, the Grantee will need to submit a progress report to outline all
FEC planning activities.
• Financial Report: The Grantee will submit a financial overview of how the FEC Planning
Grant funds were spent.
44
City of South San Francisco
Legislation Text
P.O. Box 711 (City Hall, 400
Grand Avenue)
South San Francisco, CA
File #:25-297 Agenda Date:4/9/2025
Version:1 Item #:7.
Report regarding a resolution authorizing an agreement between the San Mateo County Library and the South
San Francisco Public Library to provide staffing for the Big Lift Inspiring Summers 2025 free summer program
in South San Francisco and approving Budget Amendment Number 25.047 accepting up to $18,000 in
reimbursement funding.(Valerie Sommer, Library Director)
RECOMMENDATION
It is recommended that the City Council adopt a resolution authorizing an agreement between the San
Mateo County Library and the South San Francisco Public Library to provide staffing for the Big Lift
Inspiring Summers (BLIS)2025 free summer program in South San Francisco and approve Budget
Amendment Number 25.047 accepting up to $18,000 in reimbursement funding.
BACKGROUND/DISCUSSION
The Big Lift Inspiring Summers program,supported by San Mateo County (SMC)Measure K funds,will again
operate two summer school sites in South San Francisco:one at Martin Elementary School and another at Los
Cerritos Elementary School.This free,five-week,full day program for children entering kindergarten,1st,2nd
and 3rd grade,includes reading and math instruction led by credentialed teachers and hands-on STEAM
activities led by Library staff.This special early learning effort is focused on both improving literacy skills
during a time many students experience a decline in their reading level and preventing summer learning loss.
To support this important program,the South San Francisco Public Library is providing one Senior Community
Program Specialist (SCPS)for the Los Cerritos Elementary School site.The SCPS works with the principal,
teachers,and facilitators to implement a cutting-edge curriculum intended to ignite youth to have self-
confidence,explore,be creative,problem-solve,and develop a love of learning.Serving as a BLIS Leader,the
SCPS directs the work of BLIS learning facilitators and works in partnership with school district leadership to
deliver quality educational programming.The work of the SCPS also includes pre-program training on
curriculum,program logistics,and coaching.This position actively supports the program in the areas of
academics, enrichment activities, family engagement, field trips, and program operational needs.
FISCAL IMPACT
Funds will be used to amend the Library Department’s current fiscal year (FY)2024-25 Operating Budget.
Funds not expended in this fiscal year will be carried over into FY 2025-26.Receipt of these funds does not
commit the City to ongoing funding.
RELATIONSHIP TO STRATEGIC PLAN
Strengthening of learning programs is an action item in the City’s Strategic Plan under Priority #2:Quality of
Life.This funding will allow the Library to encourage and support reading and learning for local elementary
school students enrolled in this summer’s Big Lift Inspiring Summers program.
CONCLUSION
Approval of the agreement will enable Library staff to participate in the BLIS program,providing an
opportunity for SSF children to maintain academic and social skills during the summer break.It is
recommended that the City Council authorize an agreement between the San Mateo County Library and the
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File #:25-297 Agenda Date:4/9/2025
Version:1 Item #:7.
recommended that the City Council authorize an agreement between the San Mateo County Library and the
South San Francisco Public Library and approve Budget Amendment Number 25.047 accepting up to $18,000
in reimbursement funding.
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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 #:25-300 Agenda Date:4/9/2025
Version:1 Item #:7a.
Resolution authorizing an agreement between the San Mateo County Library and the South San Francisco
Public Library to provide staffing for the Big Lift Inspiring Summers program in South San Francisco and
approving Budget Amendment Number 25.047 to accept up to $18,000 in reimbursement funding.
WHEREAS,the City of South San Francisco (“City”)Library Department supports early childhood education;
and
WHEREAS,the Big Lift Inspiring Summers (“BLIS”)program is focused on improving literacy skills during a
time many students experience a decline in their reading level and preventing summer learning loss; and
WHEREAS,the Library Department is supporting this program by providing one Senior Community Program
Specialist for the Los Cerritos Elementary School site; and
WHEREAS,San Mateo County Library shall reimburse the South San Francisco Public Library for providing
staffing to support the program in an amount not to exceed $18,000; and
WHEREAS, receipt of these grant funds does not commit the City to ongoing funding; and
WHEREAS,the foregoing funds will be used to amend the Library Department’s Fiscal Year (FY)2024-25
Operating Budget via Budget Amendment Number 25.047.
NOW,THEREFORE,BE IT RESOLVED that the City Council of the City of South San Francisco hereby
authorizes an agreement between the San Mateo County Library and the South San Francisco Public Library to
provide staffing for the Big Lift Inspiring Summers program in South San Francisco.
BE IT FURTHER RESOLVED that the City Council approves Budget Amendment Number 25.047 to amend
the Library Department’s FY 2024-25 Operating Budget to accept up to $18,000 in reimbursement funding.
City of South San Francisco Printed on 4/10/2025Page 1 of 2
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File #:25-300 Agenda Date:4/9/2025
Version:1 Item #:7a.
*****
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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 #:25-343 Agenda Date:4/9/2025
Version:1 Item #:8.
Report regarding a resolution authorizing the City Manager to execute an agreement with the San Mateo County Office of
Labor Standards Enforcement for enforcement of the City of South San Francisco’s Minimum Wage Ordinance (Rich
Lee, Assistant City Manager)
RECOMMENDATION
It is recommended that the City Council adopt a resolution authorizing the City Manager to execute an agreement
with the San Mateo County Office of Labor Standards Enforcement for enforcement of the City of South San
Francisco’s Minimum Wage Ordinance.
BACKGROUND/DISCUSSION
On September 25,2019,the City Council adopted Ordinance 1587-2019,codified as South San Francisco Municipal
Code Chapter 8.71,establishing a citywide minimum wage of $15.00 per hour effective January 1,2020.Pursuant to
Section 8.71.030 (c),the citywide minimum wage increases by the prior year’s increase,if any,in the Consumer Price
Index (CPI)for San Francisco-Oakland-San Jose using the August to August change,rounded to the nearest nickel.As
such, the current citywide minimum wage effective January 1, 2025, is $17.70 per hour.
The City began contracting with the City of San Jose to enforce the City’s Minimum Wage Ordinance beginning on July
1, 2020, at a cost of $15,000 per year. The agreement with the City of San Jose will lapse on June 30, 2025.
With the formation of the San Mateo County Office of Labor Standards Enforcement (OLSE)and the City Council’s
desire to address wage theft as a part of its 2024 priorities,staff desires to have the City’s Minimum Wage Ordinance
enforced by the OLSE.
The draft agreement and the City’s modifications are included as Exhibit A to the accompanying resolution.The initial
term of the agreement is for one year,with the option to extend for up to two additional two-year periods,extending to
June 30,2028,by mutual agreement.The cost methodology of the agreement addresses concerns noted by other cities in
San Mateo County that also contracted with the City of San Jose for minimum wage ordinance enforcement regarding the
flat rate structure,regardless of the size of the city or number of businesses with employees.The cost methodology is
noted in Attachment 1 by participating city.
FISCAL IMPACT
The Fiscal Year (FY)2025-26 Proposed Budget includes budget appropriations in the City Manager’s Office operating
budget for the cost of Minimum Wage Ordinance enforcement.
RELATIONSHIP TO STRATEGIC PLAN
The City’s Minimum Wage Ordinance promotes Strategic Priority No.3 Promote Economic Advancement,which creates
a prosperous downtown and local economy with targeted help for residents and local businesses where needed;and
strives to combat income inequality at every level.
CONCLUSION
Entering into an agreement with the San Mateo County OLSE ensures that the City’s Minimum Wage Ordinance can
continue being enforced, positioning the City’s businesses with employees for compliance.
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File #:25-343 Agenda Date:4/9/2025
Version:1 Item #:8.
Attachment
1.Cost Methodology
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Attachment 1
Cost Methodology
Number of
Businesses with
Employees
FY 2025-26
Cost
> 2,000 $20,000
1,000 to 2,000 $15,000
< 1,000 $10,000
City
Number of
Businesses
with
Employees
FY 2025-
26
Pricing
Population
(for
reference)
San Mateo 2,968 $20,000 102,220
Belmont 551 $10,000 26,920
South San
Francisco 2,187 $20,000 66,590
Redwood City 1,968 $15,000 82,600
Burlingame 1,676 $15,000 30,120
Foster City 549 $10,000 32,970
Menlo Park 1,254 $15,000 33,320
51
City of South San Francisco
Legislation Text
P.O. Box 711 (City Hall, 400
Grand Avenue)
South San Francisco, CA
File #:25-345 Agenda Date:4/9/2025
Version:1 Item #:8a.
Resolution authorizing the City Manager to execute an agreement with the San Mateo County Office of Labor Standards
Enforcement for enforcement of the City’s Minimum Wage Ordinance
WHEREAS, the City Council adopted Ordinance 1587-2019 on September 25, 2019, to establish a citywide minimum
wage that went into effect on January 1, 2020; and
WHEREAS, the City has contracted with the City of San Jose to enforce the Minimum Wage Ordinance since July 1,
2020, and the agreement term will end on June 30, 2025; and
WHEREAS, San Mateo County has established an Office of Labor Standards Enforcement (OLSE) to assist local cities
with enforcement of their respective minimum wage ordinances; and
WHEREAS, the methodology that OLSE used to determine the respective cost by participating city is based on the
number of businesses with employees, which addresses concerns that participating cities had with the City of San Jose,
which charged a flat rate regardless of the number of businesses with employees.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of South San Francisco hereby approves and
authorizes the City Manager or their designee to execute an agreement with San Mateo County OLSE to provide
enforcement of the Minimum Wage Ordinance, in substantially the same form as Exhibit A, subject to approval as to form
by the City Attorney.
BE IT FURTHER RESOLVED that the City Manager is authorized to execute any related documents or agreements and
take any other related actions necessary to carry out the intent of this Resolution that do not materially increase the City’s
obligations, subject to approval as to form by the City Attorney.
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1
Agreement No.:
AGREEMENT BETWEEN THE CITY OF SOUTH SAN FRANCISCO AND COUNTY OF SAN MATEO
This Agreement is entered into this first day of July, 2025, by and between the CITY OF SOUTH SAN
FRANCISCO, in the County of San Mateo, State of California (“City”), and the COUNTY OF SAN
MATEO, a political subdivision of the State of California (“County”). City and County are sometimes
hereinafter collectively referred to as the “Parties”.
* * *
WHEREAS, pursuant to Government Code Section 51300, et seq., County may contract with City for
the performance by County of City’s functions; and
WHEREAS, County’s Office of Labor Standards Enforcement (“OLSE”) will implement and enforce
County’s local Minimum Wage Ordinance in its unincorporated areas; and
WHEREAS, City’s local Minimum Wage Ordinance, codified in Chapter 8.71 of the South San
Francisco Municipal Code, authorizes the use of third parties to assist in implementing and enforcing
City’s Minimum Wage Ordinance; and
WHEREAS, City and County wish to establish an agreement in which County will provide services to
enforce City’s Minimum Wage Ordinance.
Now, therefore, it is agreed by the parties to this Agreement as follows:
1. Exhibits and Attachments
The following exhibit is incorporated by reference herein:
1.1 Exhibit A – Services
2. Services to be Performed by County
In consideration of the payments set forth herein, County, through the OLSE, will provide investigative
services on behalf of City regarding potential violations of the City’s Minimum Wage Ordinance.
2.1 OLSE shall serve as the investigative body for potential violations of City’s Minimum Wage
Ordinance but shall not have enforcement authority beyond its investigative role. OLSE will retain
sole discretion to determine the method and means of performing the Services in accordance
with the terms, conditions, and specifications set forth in this Agreement and Exhibit A.
2.2 OLSE will direct any questions or issues regarding the interpretation administration or
enforcement of City’s Minimum Wage Ordinance to City. City must provide timely and appropriate
direction responding to OLSE’s questions or issues.
2.3 If OLSE’s investigation identifies violations of the City’s Minimum Wage Ordinance and the
employer fails to remedy the violation, OLSE shall refer such cases back to City for further action.
2.4 Nothing in this agreement shall be construed to limit the County’s independent authority under
state law to investigate and, at its discretion, prosecute violations of state labor laws. However,
OLSE shall not be responsible for enforcing or prosecuting violations of the City Minimum Wage
Ordinance.
3. Payments
53
2
In consideration of the services provided by County in accordance with all terms, conditions, and
specifications set forth in this Agreement, including but not limited to Exhibit A, County will submit two
invoices to City for services to be performed for the term of the contract. City will provide County with the
address of the person to whom County must submit its invoices. City will pay County at the rate specified
in 3.1 of this section. Option and future escalation begin each July 1 upon mutual written agreement by
the Parties.
3.1 Compensation: City shall pay County compensation of Twenty Thousand Dollars ($20,000) for
the initial one-year term.
3.2 Invoicing: County will submit an invoice to City by September 15, 2025 for 50% of the total stated
in 3.1 for services to be provided in the first half of the contract timeframe. County will submit a
second invoice by April 15, 2026 for the remainder of the total stated in 3.1 for services to be
provided in the second half of the contracted timeframe. City will provide County with the address
of the designated recipient for invoices.
3.3 Rate Adjustment: Option and future escalation shall begin each July 1 upon mutual written
agreement by the Parties.
4. Term
This Agreement shall be in full force and effect from 12:01 AM on July 1, 2025, through June 30,
2026. If approval of this Agreement is delayed past the commencement date due to extenuating
circumstances, this Agreement shall take effect on the date services by the County commence.
4.1 This Agreement includes the option for the City and County to renew for up to two additional two-
year periods, extending to June 30, 2028, by mutual agreement. Each party shall notify the other
of its intent to renew no later than March 1st of the preceding year.
5. Termination
This Agreement may be terminated by City or County at any time for any reason upon thirty (30) days’
advance written notice.
5.1 County may terminate this Agreement upon less than thirty (30) days’ advance written notice only
with cause. In order to terminate for cause, County must first give City notice of the alleged
breach. City shall have five (5) business days after receipt of such notice to respond and a total of
ten (10) calendar days after receipt of such notice to cure the alleged breach. If City fails to cure
the breach within this period, County may immediately terminate this Agreement without further
action. The option available in this paragraph is separate from the ability to terminate without
cause with appropriate notice described above. In the event that County provides notice of an
alleged breach pursuant to this section, County may, in extreme circumstances, immediately
suspend performance of services and payment under this Agreement pending the resolution of
the process described in this paragraph. County has sole discretion to determine what constitutes
an extreme circumstance for purposes of this paragraph, and County shall use reasonable
judgment in making that determination.
5.2 County shall be entitled to receive payment for any and all services provided prior to termination
of the Agreement. Such payment shall be that prorated portion of the full payment determined by
comparing the work/services actually completed to the work/services required by the Agreement.
5.3 City may terminate this Agreement upon less than thirty (30) days’ advance written notice only
based on the unavailability of City funds by providing written notice to County as soon as is
reasonably possible after City learns of said unavailability of funding.
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5.4 If City terminates for unavailability of funds, City shall pay County for 1) the services actually
performed, on or before the effective date of termination; and (2) reasonable cost and expenses
the County may have incurred as a direct result of early termination of the Agreement.
6. Ownership of County’s Work Product
Upon termination or expiration of this Agreement, all work product, including documents, reports, and
data prepared by County, shall become the property of City. County will retain copies of all materials
provided to City.
7. Relationship of the Parties
County performs all work and services under this Agreement as an independent contractor and not as
an employee of City. Neither County nor any of its employees, agents, or representatives shall be
considered employees, agents, partners, or joint venturers of City.
7.1 No Employment Benefits. Neither County nor any of its employees shall be entitled to any rights,
privileges, powers, or advantages of City employees, including but not limited to:
(a) wages, salary, or other forms of compensation;
(b) retirement benefits or pension plans;
(c) health insurance or other medical benefits;
(d) disability or workers' compensation coverage;
(e) paid time off, including vacation, sick leave, or holidays; or
(f) any other employee benefits offered by the City to its employees.
7.2 Control of Work. County shall retain sole and absolute discretion in the manner and means of
carrying out its activities and responsibilities under this Agreement, subject only to the express
terms and conditions of this Agreement.
7.3 Tax Obligations. County shall be solely responsible for all applicable federal, state, and local
taxes related to payments received under this Agreement.
8. Indemnification
This provision applies in lieu of Government code 895.6.
8.1 County will indemnify and hold harmless City and its officers, officials, employees, and volunteers
from and against all claims, damages, losses and expenses (collectively “Claims”), arising out of
the performance of this Agreement, to the extent such claims are caused by any act or omission
of County.
8.2 City will indemnify and hold harmless County and its officer, officials, employees, and volunteers
from and against all claims, damages, losses, and expenses (collectively “Claims”), arising out of
the performance of this Agreement, to the extent such claims are caused by any act or omission
of City.
8.3 Notwithstanding anything to the contrary in this Agreement, County’s liability for any action or
event occurring (a) during the initial Term will not exceed the maximum dollar amount payable to
County during the initial Term (b) during and option year will not exceed the maximum dollar
amount payable to County during such option year.
9. Insurance
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County is self-insured with respect to claims for which it would bear responsibility under this
Agreement, including but not limited to liability, automobile, and workers’ compensation claims as
authorized under Government Code Section 990.4 and Labor Code Section 3700.
10. Records Retention and Audit Rights
County shall maintain all required records relating to services provided under this Agreement for three
(3) years after City makes final payment and all other pending matters are closed, and County shall be
subject to the examination and/or audit by City, a Federal grantor agency, and the State of California.
10.1 County shall comply with all program and fiscal reporting requirements set forth by applicable
Federal, State, and local agencies and as required by City.
10.2 County agrees upon reasonable notice to provide to City, to any Federal or State department
having monitoring or review authority, to City’s authorized representative, and/or to any of their
respective audit agencies access to and the right to examine all records and documents
necessary to determine compliance with relevant Federal, State, and local statutes, rules, and
regulations, to determine compliance with this Agreement, and to evaluate the quality,
appropriateness, and timeliness of services performed.
10.3 The County shall retain all records related to this Agreement for three (3) years after final
payment. The City shall have the right to audit these records upon reasonable advance written
notice.
11. Merge Clause
This Agreement, including the Exhibits and Attachments attached to this Agreement and incorporated
by reference, constitutes the sole Agreement of the parties to this Agreement and correctly states the
rights, duties, and obligations of each party as of this document’s date. In the event that any term,
condition, provision, requirement, or specification set forth in the body of this Agreement conflicts with or
is inconsistent with any term, condition, provision, requirement, or specification in any Exhibit and/or
Attachment to this Agreement, the provisions of the body of the Agreement shall prevail. Any prior
agreement, promises, negotiations, or representations between the parties not expressly stated in this
document is not binding. All subsequent modifications or amendments shall be in writing and signed by
the parties.
12. Assignments
County shall not assign this Agreement or any portion thereof without the prior written consent of City.
However, County may subcontract with a third party to perform services related to OLSE activities under
this Agreement without requiring City’s prior written consent. County shall remain responsible for ensuring
that any subcontractor complies with the terms of this Agreement. Any unauthorized assignment shall
give City the right to automatically and immediately terminate this Agreement without penalty or advance
notice.
13. Controlling Law and Venue
The validity of this Agreement and of its terms, the rights and duties of the parties under this
Agreement, the interpretation of this Agreement, the performance of this Agreement, and any other
dispute of any nature arising out of this Agreement shall be governed by the laws of the State of California
without regard to its choice of law or conflict of law rules. Any dispute arising out of this Agreement shall
be venued either in the San Mateo County Superior Court or in the United States District Court for the
Northern District of California.
14. Dispute Resolution
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Should any dispute arise out of this agreement, County and City, or their authorized designees, shall
first meet and confer in an attempt to resolve the dispute. Should such efforts fail to resolve the dispute
within twenty (20) days, the parties shall meet in mediation and attempt to reach a resolution with the
assistance of a mutually acceptable mediator. Neither party shall file legal action without first meeting in
mediation and making a good faith attempt to reach a mediated resolution. The cost of the mediator, if
any, shall be paid equally by the parties. If a mediated settlement is reached neither party shall be
deemed the prevailing party for purposes of the settlement and each party shall bear its own legal costs.
15. Fines and Forfeitures
15.1 City shall be entitled to the fines and forfeitures to which City would be entitled pursuant to City’s
Minimum Wage Ordinances and applicable regulations.
15.2 Unless otherwise specified in this Agreement, City shall remain responsible for the billing and
collection of these fees. Information obtained by County that is required by City to complete the
billing or collection will be forwarded to City.
16. Notices
Any notice, request, demand, or other communication required or permitted under this Agreement
shall be deemed to be properly given when both: (1) transmitted via email to the email address listed
below; and (2) sent to the physical address listed below by either being deposited in the United States
mail, postage prepaid, or deposited for overnight delivery, charges prepaid, with an established overnight
courier that provides a tracking number showing confirmation of receipt.
In the case of County, to:
Name/Title: [insert]
Address: [insert]
Telephone: [insert]
Facsimile: [insert]
Email: [insert]
In the case of City, to:
Name/Title: Rich Lee, Assistant City Manager
Address: P.O. Box 711, South San Francisco, CA 94083
Telephone: 650-829-4630
Facsimile:
Email: rich.lee@ssf.net
17. Electronic Signatures
The Parties agree to permit electronic signatures in accordance with California law.
IN WITNESS WHEREOF, the parties hereto, by their duly authorized representatives, have executed
this Agreement on the day and year first hereinabove written.
CITY OF SOUTH SAN FRANCISCO APPROVED AS TO FORM
By: By:
Date:
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COUNTY OF SAN MATEO APPROVED AS TO FORM
By: By:
Date:
EXHIBIT "A"
SCOPE OF SERVICES
County, through its Office of Labor Standards Enforcement (OLSE), shall provide investigative services
on behalf of City regarding potential violations of City’s Minimum Wage Ordinance. OLSE will serve as the
investigative body but shall not be required to enforce its determinations beyond its prescribed role.
County shall, however, retain sole discretion to determine:
1. The methods of investigation;
2. The depth and extent of investigation for each matter, including the discretion not to investigate a
matter beyond the initial complaint if deemed outside of the scope specified in this contract;
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3. Whether to issue findings and/or a notice of violation and the nature of the finding and content of
the notice; and
4. Whether the evidence merits civil prosecution, in which case County, through OLSE, shall have
the authority to initiate and pursue such proceedings independently.
5. Whether the evidence merits discussion with a criminal attorney.
Task 1: Responding to Inquiries
OLSE shall:
• Answer general written and telephonic inquiries regarding City’s Minimum Wage Ordinance
directly or via subcontracted attorney-managed advice line.
• Respond to written inquiries requiring research, including wage rates, coverage applicability, and
regulatory clarifications.
Task 2: Complaint Intake & Initial Assessment
OLSE will receive and assess complaints alleging violations of City’s Minimum Wage Ordinance.
Complaint intake will include gathering the following information, when possible:
• Complainant’s name, contact information, and employment details.
• Employer’s name, business location, and managerial contacts.
• Type of work performed, work schedule, rate of pay, and method of payment.
• Supporting documentation, including but not limited to pay stubs, records of hours worked, or
other relevant evidence.
Task 3: Investigation of Minimum Wage Violations
1. OLSE will conduct investigations as it determines warranted based on the complaint and
available evidence.
2. As part of an investigation, OLSE may request relevant documentation from the employer,
including but not limited to:
• Payroll records and timekeeping data.
• Lists of employees with employment dates and job titles.
• Any other records necessary to determine compliance.
3. If an employer fails to provide requested documentation within fourteen (14) business days, or a
reasonable time set by OLSE, or provides incomplete information, OLSE may proceed with its
investigation using the available evidence, or may use its discretion to determine further
investigation is unlikely to lead to sufficient evidence to determine a violation has occurred.
4. OLSE will review any evidence including employer responses and, when sufficient information is
available, determine whether a violation has occurred.
Task 4: Findings & Notice of Violation
1. If OLSE determines a violation has occurred, it will calculate any back wages owed and prepare a
written Notice of Violation.
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2. The notice shall:
• Outline the basis of the violation.
• Include supporting evidence.
• Provide the employer an opportunity to submit additional information or contest
the findings.
3. The employer will have fourteen (14) business days from the date of the notice to:
• Submit additional documentation proving compliance; and/or
• Request a meeting with OLSE’s designated representative to contest the
violation.
Task 5: Review of Employer's Response
If the employer contests the violation, OLSE shall:
1. Review any additional information provided.
2. Conduct follow-up investigations as necessary.
3. Issue a final written determination outlining its findings.
Task 6: Reporting & Compliance Monitoring
OLSE will provide City with biannual reports summarizing:
• The number of complaints received.
• The number of investigations conducted.
• The number of confirmed violations.
• Any actions taken, including restitution of wages and penalties assessed.
Task 7: Public Outreach/ Information
Upon request by the City, OLSE shall:
• Provide informational materials regarding compliance with the ordinance.
Task 8: Meetings & Coordination
Upon request of City, OLSE will meet with City up to twice per year to have a general discussion of
matters related to the enforcement of City’s Minimum Wage Ordinance. Additionally, OLSE will attend
additional meetings if an investigation's findings warrant further discussion and City requests such
meetings.
Meetings will address:
• Active investigations.
• Completed complaints.
• General enforcement trends and compliance efforts.
Task 9: Annual Minimum Wage Updates
OLSE shall:
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• Annually update the minimum wage rate based on the Consumer Price Index (CPI) as identified
in City’s Minimum Wage Ordinance.
• Notify City of changes to the minimum wage rate by September 15 of each year, contingent upon
the release date of the Consumer Price Index rate.
General Provisions
• County is not obligated to undertake any enforcement actions beyond those specified unless
otherwise agreed upon in writing by both parties.
• City acknowledges that OLSE's role is limited to investigation and determination of whether a
violation occurred, but does not include administrative enforcement or adjudication.
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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 #:25-192 Agenda Date:4/9/2025
Version:1 Item #:9.
Report regarding a resolution approving the 2024 Military Equipment Annual Report for the South San Francisco Police
Department in compliance with Assembly Bill 481. (Adam Plank, Police Captain)
RECOMMENDATION
It is recommended that the City Council review the 2024 Military Equipment Annual Report and approve the associated
resolution for continued use of specific tools defined as military equipment, in accordance with state law.
BACKGROUND/DISCUSSION
On September 30,2021,California Assembly Bill 481 was signed into law,pertaining to law enforcement’s use of
specific items defined as military equipment.The police department is required to submit an annual military equipment
report for each type of military equipment approved by the governing body.
The South San Francisco Police Department (SSFPD)utilizes equipment that provides officers with additional options
when faced with dangerous incidents and reduces the risk to community members and officers.The tools are vital
resources that help safely resolve potentially hazardous incidents while complying with the department’s use of force
policy.
A part of the annual report requires SSFPD to hold a public meeting regarding the Military Equipment Policy and provide
information from the previous year’s annual report.On March 17,2025,at 6:00 pm,SSFPD presented the 2024 Military
Equipment Annual Report at the regular meeting of the Commission on Equity and Public Safety.The presentation was
advertised in English/Spanish on SSFPD’s pages on the City’s website and via the “Update from the Mayor”email
distribution list.
During the 2024 calendar year,there were 28 incidents when equipment from the Military Equipment Policy was
associated to an incident in South San Francisco.SSFPD did not receive any complaints regarding the Military
Equipment Policy and there were no violations of department policy regarding the deployment of approved items.
Additionally,there were no exigent circumstances requiring the temporary use of any non-approved equipment.The 2024
South San Francisco Police Department Military Equipment Annual Report is available for review as Attachment 1 of this
report.
FISCAL IMPACT
There is no budget impact associated with the approval of the 2024 Military Equipment Annual Report.
RELATIONSHIP TO STRATEGIC PLAN
Approval of the 2024 Military Equipment Annual Report meets Strategic Goal #3:Public Safety by rendering skilled
police, fire, and emergency service management.
CONCLUSION
Approving the 2024 Military Equipment Annual Report will allow SSFPD to continue using essential equipment that
maintains safety for both community members and officers.It is recommended that City Council review the 2024
Military Equipment Annual Report and adopt the resolution approving the Report.
City of South San Francisco Printed on 4/3/2025Page 1 of 1
powered by Legistar™62
Attachment 1 - 2024 Annual Military Equipment Report
South San Francisco Police Department Equipment
Category 1 – Unmanned, remotely piloted, powered aerial or ground vehicles
Equipment Category: Unmanned, remotely piloted, powered aerial or ground
vehicles.
Description: Unmanned aircraft systems (commonly known as drones)
are used to enhance the department’s mission of
protecting lives and property when other traditional
resources are not available or are less effective.
Quantity: 14
Acquisition Costs: $136,048.11
Funding Source: Asset Forfeiture Funds
Annual Costs: None
Summary of Use: Unmanned aircraft systems were used 20 times in 2024.
Those uses involved searching for fleeing subjects and
missing persons, searching large buildings or open areas
related to criminal investigations, and monitoring large
incidents like barricaded subjects, structure fires, and
brush fires.
Summary of Complaints Received: None
Results of Internal Audits: The drone use complied with approved South San
Francisco Police Department Military Equipment Policy.
Intent to Acquire Equipment: No
63
Attachment 1 - 2024 Annual Military Equipment Report
Category 2 – Armored Transport Vehicle
Equipment Category: Armored Transport Vehicle
Description: A white Ford Transit 350 HD EcoBoost van designed to
transport officers to critical incidents while providing
ballistic protection to its occupants. The vehicle is a
county asset and can be requested for use by outside
agencies but is stored and maintained by the South San
Francisco Police Department.
Quantity: 1
Acquisition Costs: None
Funding Source: Urban Areas Security Initiative (UASI) grant
Annual Costs: $1,500 estimated annual maintenance
Summary of Use: The armored transport vehicle was used 4 times in 2024.
The vehicle was used to safely transport officers to scenes
where it was reported that weapons were involved.
Summary of Complaints Received: None
Results of Internal Audits: The armored transport vehicle use complied with South
San Francisco Police Department Military Equipment
Policy.
Intent to Acquire Equipment: No
64
Attachment 1 - 2024 Annual Military Equipment Report
Category 5 – DUI/Command Center Trailer
Equipment Category: Command or Control Vehicles built or modified to
facilitate the operational control and direction of public
safety units.
Description: 2010 Titan-X composite tagalong trailer capable of serving
as a mobile command center for large operations. The
command center trailer has individual workstations, a
power supply, and holds equipment needed for police
operations.
Quantity: 1
Acquisition Costs: None
Funding Source: Office of Traffic and Safety (OTS) grant
Annual Costs: $500 estimated annual maintenance
Summary of Use: The command center trailer was used 1 time to coordinate
Office of Traffic Safety impaired driver checkpoint.
Summary of Complaints Received: None
Results of Internal Audits: The command center trailer use complied with approved
South San Francisco Police Department Military Equipment
Policy.
Intent to Acquire Equipment: The police department is exploring grant funding
opportunities to replace the existing Command Center
Trailer with a newer and more effective vehicle.
65
Attachment 1 - 2024 Annual Military Equipment Report
Category 10 – Specialized Firearms and Ammunition of Less than .50 caliber
Equipment Category: Specialized firearms and ammunition of less than .50
caliber.
Description: Specialized firearms capable of accurately firing .223 or
5.56mm.
Firearm Quantity: 75 – Owned by department
51 – pending removal from inventory upon replacement
Ammunition Quantity: 5.56mm training ammunition – 23,000
5.56mm duty ammunition – 6,000
Rifle Acquisition Costs: $227,606.07
Ammunition Acquisition Costs: $16,038.15
Rifle Funding Source: Asset Forfeiture Funds
Ammunition Funding Source: $9,075.15 – Training Budget
$6,963.00 – Operational Budget
Annual Costs: Replace/repair as necessary
Summary of Use: Training
Summary of Complaints Received: None
Results of Internal Audits: N/A
Intent to Acquire Equipment: No
66
Attachment 1 - 2024 Annual Military Equipment Report
Category 12 – Pepperball Launcher
Equipment Category: Flashbang grenades and explosive breaching tools, tear
gas, and pepperballs.
Description: A less-lethal option when a suspect presents a threat of
serious bodily injury to a victim, officers, or themselves.
The launchers may also be used on vicious animals who
present an imminent threat of serious bodily injury or to
stop an attack on a victim, officers, if other means are not
reasonably possible.
Launcher Quantity: 2
PAVA projectiles: 665
Glass break projectiles: 100
Launcher Acquisition Costs: $850 each
Projectile Acquisition Costs: $1,422.99 total
Funding Source: Asset Forfeiture funds
Annual Costs: $374 estimated annual maintenance
Summary of Use: The pepperball launchers were only used for training in
2024.
Summary of Complaints Received: None
Results of Internal Audits: N/A
Intent to Acquire Equipment: No
67
Attachment 1 - 2024 Annual Military Equipment Report
Category 12 – Breaching Tools
Equipment Category: Flashbang grenades and explosive breaching tools, tear
gas, and pepperballs.
Description: A battery-powered, portable hydraulic Hurst rescue tool
“Jaws of Life” that can pry open car doors, cut locks or
other metals, and perform other lifesaving functions.
Quantity: 2
Acquisition Costs: $7,250 each
Funding Source: Asset Forfeiture funds
Annual Costs: None
Summary of Use: Training
Summary of Complaints Received: None
Results of Internal Audits: N/A
Intent to Acquire Equipment: No
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Attachment 1 - 2024 Annual Military Equipment Report
Category 12 – Flashbang Distraction Device
Equipment Category: Flashbang grenades and explosive breaching tools, tear
gas, and pepperballs.
Description: CTS 7290 flashbang distraction device can be used to
distract individuals during extreme circumstances like
active shooter incidents, hostage situations, or while
serving high-risk search/arrest warrants. It emits a bright
light and thunderous noise to distract potentially
dangerous individuals.
Quantity: 5
Acquisition Costs: $36 each
Funding Source: Asset Forfeiture funds
Annual Costs: $400 every five years
Summary of Use: The distraction devices were used 1 time by trained North
Central Regional SWAT personnel when apprehending a
kidnapping suspect who was barricaded inside a residence.
Summary of Complaints Received: None
Results of Internal Audits: The distraction device use complied with approved South
San Francisco Police Department Military Equipment
Policy.
Intent to Acquire Equipment: No
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Attachment 1 - 2024 Annual Military Equipment Report
Category 14 – 40mm Less-Lethal Projectile Launcher
Equipment Category: Projectile launch platform and their associated munitions
Description: The 40mm launcher is not a firearm, but a less-lethal
system that uses smokeless powder to deliver 40mm
projectiles from a safe distance. It can launch 40mm
munitions at a subject up to 25 yards and fires one
projectile at a time, which allows the user to assess the
situation after every spent munition.
Launcher Quantity: 38
40mm projectiles: 500
Launcher Acquisition Costs: $36,263.72
Projectile Acquisition Costs: $12,635.62
Funding Source: Asset Forfeiture funds
Annual Costs: Replace/repair as needed
Summary of Use: The less-lethal 40 mm launchers were used 2 times to
safely apprehend individuals who were armed with
weapons (non-firearms) and were an imminent danger to
the officers and/or the public.
Summary of Complaints Received: None
Results of Internal Audits: The less-lethal projectile launcher use complied with
approved South San Francisco Police Department Military
Equipment Policy.
Intent to Acquire Equipment: No
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Attachment 1 - 2024 Annual Military Equipment Report
NORTH CENTRAL REGIONAL SWAT EQUIPMENT
Category 1 – Unmanned, Remotely Piloted, Powered Aerial or Ground Vehicle
Equipment Category: Unmanned, remotely piloted, powered aerial or
ground vehicles.
Description: Remote-controlled aerial (drone) and ground
(robot) powered vehicles capable of being
remotely navigated to provide scene information in
the form of video and still images transmitted to
first responders.
Drone Quantity: 2
Robot Quantity: 4
Acquisition Costs: None – not owned by SSFPD
Funding Source: N/A
Annual Costs: N/A
Summary of Use: A drone was used in South San Francisco for 2
incidents by the North Central Regional SWAT
team.
Summary of Complaints Received: None
Results of Internal Audits: The drone use complied with approved South San
Francisco Police Department Military Equipment
Policy.
Intent to Acquire Equipment: No
71
Attachment 1 - 2024 Annual Military Equipment Report
Category 3 – Wheeled Vehicle with Breaching Apparatus Attached
Equipment Category: High-mobility multipurpose wheeled vehicles that
have a breaching or entry apparatus attached.
Description: Vehicle designed for use when there is a reason to
expect potential armed resistance requiring
ballistic protection. It can open a door, gate, or
other points of entry with assistance from a device
attached to the vehicle.
Quantity: 1
Acquisition Costs: None – not owned by SSFPD
Funding Source: N/A
Annual Costs: N/A
Summary of Use: A wheeled vehicle with apparatus was used in 3
incidents by the North Central Regional SWAT
team. The vehicle was used to safely transport
SWAT Operators to the scene of the incident.
Summary of Complaints Received: None
Results of Internal Audits: The wheeled vehicle with apparatus use complied
with approved South San Francisco Military
Equipment Policy.
Intent to Acquire Equipment: No
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Attachment 1 - 2024 Annual Military Equipment Report
Category 7 – Battering Rams, Slugs, and Breaching Apparatus that are Explosive in Nature
Equipment Category: Battering rams, slugs, and breaching apparatus that
are explosive in nature.
Description: Equipment capable of breaching doors, gates,
windows, and other points of entry when
conditions involve potentially armed resistance.
Quantity: 20
Acquisition Costs: None – not owned by SSFPD
Funding Source: N/A
Annual Costs: N/A
Summary of Use: A breaching apparatus was used 1 time by the
North Central Regional SWAT team when
apprehending a kidnapping suspect who was
barricaded inside a residence.
Summary of Complaints Received: None
Results of Internal Audits: The breaching apparatus use complied with
approved South San Francisco Military Equipment
Policy.
Intent to Acquire Equipment: No
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Attachment 1 - 2024 Annual Military Equipment Report
Category 10 – Specialized Firearms and Ammunition of Less than .50 caliber
Equipment Category: Specialized firearms and ammunition of less than
.50 caliber.
Description: Specialized firearms capable of accurately firing
.223, 5.56mm, .308, or .300 caliber ammunition at
distances over 100 yards. The South San Francisco
Police Department owns 2 specialized rifles capable
of firing .308 caliber ammunition at distances over
100 yards. The 2 specialized rifles are limited to
North Central Regional SWAT team members.
Quantity: 2
Ammunition Quantity: .308 duty ammunition – 4,000 rounds
Acquisition Costs: $2,918.28
Funding Source: Training Budget
Annual Costs: Replace/repair as needed
Summary of Use: Training
Summary of Complaints Received: None
Results of Internal Audits: N/A
Intent to Acquire Equipment: The South San Francisco Police Department is
researching options for replacing the 2 specialized
rifles in this category, which have been in service
since 2013.
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Attachment 1 - 2024 Annual Military Equipment Report
Category 12 – Flashbang grenades and explosive breaching tools, tear gas, and pepperballs
Equipment Category: Flashbang grenades and explosive breaching tools,
tear gas, and pepperballs.
Description: Equipment capable of breaching doors, gates,
windows, and other points of entry by creating
explosive distractions, emitting bright light, and/or
deploying tear gas or pepper chemicals to distract
potentially dangerous individuals.
Quantity: 20
Acquisition Costs: None – not owned by SSFPD
Funding Source: N/A
Annual Costs: N/A
Summary of Use: As previously noted, a distraction device was used
1 time by trained North Central Regional SWAT
personnel when apprehending a kidnapping
suspect who was barricaded inside a residence.
Summary of Complaints Received: None
Results of Internal Audits: The distraction device use complied with approved
South San Francisco Police Department Military
Equipment Policy.
Intent to Acquire Equipment: No
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Attachment 1 - 2024 Annual Military Equipment Report
Category 13 – Long Range Acoustic Device (LRAD)
Equipment Category: Long Range Acoustic Device.
Description: An acoustic hailing device used to send messages
over long distances. The LRAD system produces
much higher sound levels (volume) than normal
loudspeakers or megaphones. Over short
distances, LRAD signals are loud enough to cause
pain or discomfort in the ears of people in their
path.
Quantity: 1
Acquisition Costs: None – not owned by SSFPD
Funding Source: N/A
Annual Costs: N/A
Summary of Use: The LRAD was used 1 time by the North Central
Regional SWAT team only as a PA system to
communicate with the occupants of a residence
during the service of a search warrant.
Summary of Complaints Received: None
Results of Internal Audits: N/A
Intent to Acquire Additional Equipment: The LRAD use complied with approved South San
Francisco Police Department Military Equipment
Policy.
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South San Francisco Police Department
Military Equipment -2024 Annual Report
Captain Adam Plank
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What is Assembly Bill 481?
▪September 30, 2021 –Governor Newsom signed several police reform
bills, including AB 481
▪Increase transparency, accountability, oversight for acquisition and
use of defined equipment
▪Provide safeguards to protect public’s welfare, safety, civil rights, and
liberties
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Requirements of Assembly Bill 481:
▪Draft a department policy
▪Adopt a written policy by ordinance in a public forum
▪Establish a public concern, question, or complaint
process
▪Create public forum for input and engagement
•Prepare an annual report
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South San Francisco Police Department Equipment
▪Unmanned Aircraft System (Drones)
▪Less Lethal 40 mm Sponge Launcher
▪Less Lethal Pepperball launcher
▪DUI/Tactical Command Trailer
▪Armored Rescue Vehicle
▪5.56 mm and .308 Rifles
▪Distraction/Diversion Devices
▪Breaching Tools
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North Central Regional SWAT Equipment
▪Unmanned Aircraft System (Drone)
▪Unmanned Remote Control Robot
▪Wheeled Vehicle with Breaching Apparatus
▪Rifles (.223, 5.56 mm, .308, .300)
▪Flashbang grenades, explosive breaching tools, tear gas
and pepper balls
▪Long Range Acoustic Device
81
Date Location Item Reason
1/18/24 1300 block Veteran’s Blvd Drone Barricaded, Suicidal Subject
1/30/24 3700 block Callan Blvd Armored Rescue Vehicle Shooting into Occupied Dwelling
2/18/24 400 block W. Orange Ave Drone/Armored Rescue Vehicle Assault with Deadly Weapon, Threats
3/9/24 Highway 280 at Avalon Dr Drone Mutual Aid, Stolen Vehicle
3/13/24 700 block Stonegate Dr Drone Domestic Violence, Armed Suicidal Subject
4/20/24 Highway 280 at Westborough Blvd Drone Stolen Vehicle
5/21/24 2400 block Wright Ct Armored Rescue Vehicle Shots Fired in Residential Neighborhood
6/1/24 100 block Associated Rd Drone Commercial Burglary
6/7/24 200 block Linden Ave SWAT/Breach/Diversion Device Armed Kidnapping Suspect
6/18/24 100 block Toyon Ave SWAT/Drone/LRAD Firearm High-Risk Search Warrant
6/24/24 Airport Blvd at Tower Pl Drone Stolen Vehicle
8/11/24 100 block Baden Ave Drone Medical Emergency at Multi-Story Apartment
8/13/24 800 block Commercial Ave Drone Missing Elderly Adult
8/16/24 Hillside Blvd at Stonegate Ave Command Trailer DUI Checkpoint
8/19/24 500 block Dubuque Ave Drone Commercial Burglary
8/25/24 300 block South Maple Ave Drone Commercial Burglary Alarm
8/28/24 2000 Shoreline Ct, Brisbane SWAT/Drone Barricaded Subject in Hotel Room
9/8/24 San Mateo Ave at Lowrie Ave Drone Brush Fire
9/27/24 1300 block San Mateo Ave Less Lethal 40 mm Armed Assault with Deadly Weapon Suspect
9/28/24 100 block Harbor Ave Drone Armed Robbery
11/8/24 400 block Granada Ave Drone Possible Residential Burglary
11/23/24 200 block C St Drone/Armored Rescue Vehicle Report of an Armed Subject
11/23/24 400 block Noor Ave Drone Commercial Burglary
11/29/24 900 block Civic Campus Way Drone Apartment Complex Fire
11/29/24 Linden Ave at Grand Ave Less Lethal 40 mm Armed Subject with a Hammer
11/30/24 900 block El Camino Real Drone Brandishing of Knife
12/7/24 400 block Railroad Ave Drone Search for Subject Wanted for Weapons Charge
12/31/24 300 block Miller Ave Drone Report of an Armed Subject
82
83
Question, Concerns, Feedback
Please contact us at any of the following:
Email: militaryequipment@ssf.net
Phone: (650) 877-8900
In-Person: 1 Chestnut Avenue, South San Francisco
84
City of South San Francisco
Legislation Text
P.O. Box 711 (City Hall, 400
Grand Avenue)
South San Francisco, CA
File #:25-193 Agenda Date:4/9/2025
Version:1 Item #:9a.
Resolution approving the 2024 Annual Military Equipment Report for the South San Francisco Police Department in
compliance with Assembly Bill 481.
WHEREAS, on September 30, 2021, Governor Gavin Newsom signed Assembly Bill 481 into law relating to the use of
military equipment by California law enforcement agencies; and
WHEREAS, Assembly Bill 481 seeks to provide transparency, oversight, and an opportunity for meaningful public input
on decisions regarding whether and how military equipment is funded, acquired, or used by law enforcement agencies;
and
WHEREAS, the South San Francisco Police Department’s (SSFPD) Military Equipment Policy was introduced during a
public meeting on June 22, 2022; and
WHEREAS, the SSFPD Military Equipment Policy was approved by City Council on July 27, 2022; and
WHEREAS, in addition to approving the Military Equipment Policy, law enforcement agencies shall submit an annual
military equipment report for each type of military equipment approved by the governing body; and
WHEREAS, a part of the annual report requires the police department to facilitate a community meeting regarding the
Military Equipment Policy and provide information from the previous year’s annual report; and
WHEREAS, on March 17, 2025, SSFPD hosted a community engagement meeting, advertised in English and Spanish;
and
WHEREAS, the meeting focused on information from the 2024 Military Equipment Annual Report, where questions
were answered regarding funding sources, circumstances influencing equipment use, and training requirements; and
WHEREAS, during calendar year 2024, there were 28 incidents when items from the Military Equipment Policy were
used in South San Francisco. SSFPD did not receive any complaints and there were no violations of department policy;
and
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WHEREAS, additionally, there were no events in 2024 requiring the temporary use of non-approved equipment due to
exigent circumstances; and
WHEREAS, the South San Francisco Police Department 2024 Military Equipment Annual Report is attached herein for
review as Exhibit A; and
NOW, THEREFORE BE IT RESOLVED, that the City Council of South San Francisco hereby approves the 2024
Military Equipment Annual Report that will allow the South San Francisco Police Department to continue using vital
equipment that maintains the safety for both community members and officers.
*****
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Exhibit A - 2024 Annual Military Equipment Report
South San Francisco Police Department Equipment
Category 1 – Unmanned, remotely piloted, powered aerial or ground vehicles
Equipment Category: Unmanned, remotely piloted, powered aerial or ground
vehicles.
Description: Unmanned aircraft systems (commonly known as drones)
are used to enhance the department’s mission of
protecting lives and property when other traditional
resources are not available or are less effective.
Quantity: 14
Acquisition Costs: $136,048.11
Funding Source: Asset Forfeiture Funds
Annual Costs: None
Summary of Use: Unmanned aircraft systems were used 20 times in 2024.
Those uses involved searching for fleeing subjects and
missing persons, searching large buildings or open areas
related to criminal investigations, and monitoring large
incidents like barricaded subjects, structure fires, and
brush fires.
Summary of Complaints Received: None
Results of Internal Audits: The drone use complied with approved South San
Francisco Police Department Military Equipment Policy.
Intent to Acquire Equipment: No
87
Attachment 1 - 2024 Annual Military Equipment Report
Category 2 – Armored Transport Vehicle
Equipment Category: Armored Transport Vehicle
Description: A white Ford Transit 350 HD EcoBoost van designed to
transport officers to critical incidents while providing
ballistic protection to its occupants. The vehicle is a
county asset and can be requested for use by outside
agencies but is stored and maintained by the South San
Francisco Police Department.
Quantity: 1
Acquisition Costs: None
Funding Source: Urban Areas Security Initiative (UASI) grant
Annual Costs: $1,500 estimated annual maintenance
Summary of Use: The armored transport vehicle was used 4 times in 2024.
The vehicle was used to safely transport officers to scenes
where it was reported that weapons were involved.
Summary of Complaints Received: None
Results of Internal Audits: The armored transport vehicle use complied with South
San Francisco Police Department Military Equipment
Policy.
Intent to Acquire Equipment: No
88
Attachment 1 - 2024 Annual Military Equipment Report
Category 5 – DUI/Command Center Trailer
Equipment Category: Command or Control Vehicles built or modified to
facilitate the operational control and direction of public
safety units.
Description: 2010 Titan-X composite tagalong trailer capable of serving
as a mobile command center for large operations. The
command center trailer has individual workstations, a
power supply, and holds equipment needed for police
operations.
Quantity: 1
Acquisition Costs: None
Funding Source: Office of Traffic and Safety (OTS) grant
Annual Costs: $500 estimated annual maintenance
Summary of Use: The command center trailer was used 1 time to coordinate
Office of Traffic Safety impaired driver checkpoint.
Summary of Complaints Received: None
Results of Internal Audits: The command center trailer use complied with approved
South San Francisco Police Department Military Equipment
Policy.
Intent to Acquire Equipment: The police department is exploring grant funding
opportunities to replace the existing Command Center
Trailer with a newer and more effective vehicle.
89
Attachment 1 - 2024 Annual Military Equipment Report
Category 10 – Specialized Firearms and Ammunition of Less than .50 caliber
Equipment Category: Specialized firearms and ammunition of less than .50
caliber.
Description: Specialized firearms capable of accurately firing .223 or
5.56mm.
Firearm Quantity: 75 – Owned by department
51 – pending removal from inventory upon replacement
Ammunition Quantity: 5.56mm training ammunition – 23,000
5.56mm duty ammunition – 6,000
Rifle Acquisition Costs: $227,606.07
Ammunition Acquisition Costs: $16,038.15
Rifle Funding Source: Asset Forfeiture Funds
Ammunition Funding Source: $9,075.15 – Training Budget
$6,963.00 – Operational Budget
Annual Costs: Replace/repair as necessary
Summary of Use: Training
Summary of Complaints Received: None
Results of Internal Audits: N/A
Intent to Acquire Equipment: No
90
Attachment 1 - 2024 Annual Military Equipment Report
Category 12 – Pepperball Launcher
Equipment Category: Flashbang grenades and explosive breaching tools, tear
gas, and pepperballs.
Description: A less-lethal option when a suspect presents a threat of
serious bodily injury to a victim, officers, or themselves.
The launchers may also be used on vicious animals who
present an imminent threat of serious bodily injury or to
stop an attack on a victim, officers, if other means are not
reasonably possible.
Launcher Quantity: 2
PAVA projectiles: 665
Glass break projectiles: 100
Launcher Acquisition Costs: $850 each
Projectile Acquisition Costs: $1,422.99 total
Funding Source: Asset Forfeiture funds
Annual Costs: $374 estimated annual maintenance
Summary of Use: The pepperball launchers were only used for training in
2024.
Summary of Complaints Received: None
Results of Internal Audits: N/A
Intent to Acquire Equipment: No
91
Attachment 1 - 2024 Annual Military Equipment Report
Category 12 – Breaching Tools
Equipment Category: Flashbang grenades and explosive breaching tools, tear
gas, and pepperballs.
Description: A battery-powered, portable hydraulic Hurst rescue tool
“Jaws of Life” that can pry open car doors, cut locks or
other metals, and perform other lifesaving functions.
Quantity: 2
Acquisition Costs: $7,250 each
Funding Source: Asset Forfeiture funds
Annual Costs: None
Summary of Use: Training
Summary of Complaints Received: None
Results of Internal Audits: N/A
Intent to Acquire Equipment: No
92
Attachment 1 - 2024 Annual Military Equipment Report
Category 12 – Flashbang Distraction Device
Equipment Category: Flashbang grenades and explosive breaching tools, tear
gas, and pepperballs.
Description: CTS 7290 flashbang distraction device can be used to
distract individuals during extreme circumstances like
active shooter incidents, hostage situations, or while
serving high-risk search/arrest warrants. It emits a bright
light and thunderous noise to distract potentially
dangerous individuals.
Quantity: 5
Acquisition Costs: $36 each
Funding Source: Asset Forfeiture funds
Annual Costs: $400 every five years
Summary of Use: The distraction devices were used 1 time by trained North
Central Regional SWAT personnel when apprehending a
kidnapping suspect who was barricaded inside a residence.
Summary of Complaints Received: None
Results of Internal Audits: The distraction device use complied with approved South
San Francisco Police Department Military Equipment
Policy.
Intent to Acquire Equipment: No
93
Attachment 1 - 2024 Annual Military Equipment Report
Category 14 – 40mm Less-Lethal Projectile Launcher
Equipment Category: Projectile launch platform and their associated munitions
Description: The 40mm launcher is not a firearm, but a less-lethal
system that uses smokeless powder to deliver 40mm
projectiles from a safe distance. It can launch 40mm
munitions at a subject up to 25 yards and fires one
projectile at a time, which allows the user to assess the
situation after every spent munition.
Launcher Quantity: 38
40mm projectiles: 500
Launcher Acquisition Costs: $36,263.72
Projectile Acquisition Costs: $12,635.62
Funding Source: Asset Forfeiture funds
Annual Costs: Replace/repair as needed
Summary of Use: The less-lethal 40 mm launchers were used 2 times to
safely apprehend individuals who were armed with
weapons (non-firearms) and were an imminent danger to
the officers and/or the public.
Summary of Complaints Received: None
Results of Internal Audits: The less-lethal projectile launcher use complied with
approved South San Francisco Police Department Military
Equipment Policy.
Intent to Acquire Equipment: No
94
Attachment 1 - 2024 Annual Military Equipment Report
NORTH CENTRAL REGIONAL SWAT EQUIPMENT
Category 1 – Unmanned, Remotely Piloted, Powered Aerial or Ground Vehicle
Equipment Category: Unmanned, remotely piloted, powered aerial or
ground vehicles.
Description: Remote-controlled aerial (drone) and ground
(robot) powered vehicles capable of being
remotely navigated to provide scene information in
the form of video and still images transmitted to
first responders.
Drone Quantity: 2
Robot Quantity: 4
Acquisition Costs: None – not owned by SSFPD
Funding Source: N/A
Annual Costs: N/A
Summary of Use: A drone was used in South San Francisco for 2
incidents by the North Central Regional SWAT
team.
Summary of Complaints Received: None
Results of Internal Audits: The drone use complied with approved South San
Francisco Police Department Military Equipment
Policy.
Intent to Acquire Equipment: No
95
Attachment 1 - 2024 Annual Military Equipment Report
Category 3 – Wheeled Vehicle with Breaching Apparatus Attached
Equipment Category: High-mobility multipurpose wheeled vehicles that
have a breaching or entry apparatus attached.
Description: Vehicle designed for use when there is a reason to
expect potential armed resistance requiring
ballistic protection. It can open a door, gate, or
other points of entry with assistance from a device
attached to the vehicle.
Quantity: 1
Acquisition Costs: None – not owned by SSFPD
Funding Source: N/A
Annual Costs: N/A
Summary of Use: A wheeled vehicle with apparatus was used in 3
incidents by the North Central Regional SWAT
team. The vehicle was used to safely transport
SWAT Operators to the scene of the incident.
Summary of Complaints Received: None
Results of Internal Audits: The wheeled vehicle with apparatus use complied
with approved South San Francisco Military
Equipment Policy.
Intent to Acquire Equipment: No
96
Attachment 1 - 2024 Annual Military Equipment Report
Category 7 – Battering Rams, Slugs, and Breaching Apparatus that are Explosive in Nature
Equipment Category: Battering rams, slugs, and breaching apparatus that
are explosive in nature.
Description: Equipment capable of breaching doors, gates,
windows, and other points of entry when
conditions involve potentially armed resistance.
Quantity: 20
Acquisition Costs: None – not owned by SSFPD
Funding Source: N/A
Annual Costs: N/A
Summary of Use: A breaching apparatus was used 1 time by the
North Central Regional SWAT team when
apprehending a kidnapping suspect who was
barricaded inside a residence.
Summary of Complaints Received: None
Results of Internal Audits: The breaching apparatus use complied with
approved South San Francisco Military Equipment
Policy.
Intent to Acquire Equipment: No
97
Attachment 1 - 2024 Annual Military Equipment Report
Category 10 – Specialized Firearms and Ammunition of Less than .50 caliber
Equipment Category: Specialized firearms and ammunition of less than
.50 caliber.
Description: Specialized firearms capable of accurately firing
.223, 5.56mm, .308, or .300 caliber ammunition at
distances over 100 yards. The South San Francisco
Police Department owns 2 specialized rifles capable
of firing .308 caliber ammunition at distances over
100 yards. The 2 specialized rifles are limited to
North Central Regional SWAT team members.
Quantity: 2
Ammunition Quantity: .308 duty ammunition – 4,000 rounds
Acquisition Costs: $2,918.28
Funding Source: Training Budget
Annual Costs: Replace/repair as needed
Summary of Use: Training
Summary of Complaints Received: None
Results of Internal Audits: N/A
Intent to Acquire Equipment: The South San Francisco Police Department is
researching options for replacing the 2 specialized
rifles in this category, which have been in service
since 2013.
98
Attachment 1 - 2024 Annual Military Equipment Report
Category 12 – Flashbang grenades and explosive breaching tools, tear gas, and pepperballs
Equipment Category: Flashbang grenades and explosive breaching tools,
tear gas, and pepperballs.
Description: Equipment capable of breaching doors, gates,
windows, and other points of entry by creating
explosive distractions, emitting bright light, and/or
deploying tear gas or pepper chemicals to distract
potentially dangerous individuals.
Quantity: 20
Acquisition Costs: None – not owned by SSFPD
Funding Source: N/A
Annual Costs: N/A
Summary of Use: As previously noted, a distraction device was used
1 time by trained North Central Regional SWAT
personnel when apprehending a kidnapping
suspect who was barricaded inside a residence.
Summary of Complaints Received: None
Results of Internal Audits: The distraction device use complied with approved
South San Francisco Police Department Military
Equipment Policy.
Intent to Acquire Equipment: No
99
Attachment 1 - 2024 Annual Military Equipment Report
Category 13 – Long Range Acoustic Device (LRAD)
Equipment Category: Long Range Acoustic Device.
Description: An acoustic hailing device used to send messages
over long distances. The LRAD system produces
much higher sound levels (volume) than normal
loudspeakers or megaphones. Over short
distances, LRAD signals are loud enough to cause
pain or discomfort in the ears of people in their
path.
Quantity: 1
Acquisition Costs: None – not owned by SSFPD
Funding Source: N/A
Annual Costs: N/A
Summary of Use: The LRAD was used 1 time by the North Central
Regional SWAT team only as a PA system to
communicate with the occupants of a residence
during the service of a search warrant.
Summary of Complaints Received: None
Results of Internal Audits: N/A
Intent to Acquire Additional Equipment: The LRAD use complied with approved South San
Francisco Police Department Military Equipment
Policy.
100
City of South San Francisco
Legislation Text
P.O. Box 711 (City Hall, 400
Grand Avenue)
South San Francisco, CA
File #:25-226 Agenda Date:4/9/2025
Version:1 Item #:10.
Report regarding resolutions authorizing the award of a contract to Hinderliter de Llamas &Associates for
providing Business License,Commercial Parking,Transient Occupancy Tax,and Sales Tax Services and
authorizing examination of Sales and Use Tax Records from the California Department of Tax and Fee
Administration by City Staff and Hinderliter de Llamas &Associates (Greg Henry,Financial Services
Manager)
RECOMMENDATION
It is recommended that the City Council of the City of South San Francisco (City):
1.Adopt a resolution awarding a contract to Hinderliter de Llamas &Associates (HdL)to provide
administrative,audit,and compliance services for Business License Tax (BLT),Commercial
Parking Tax,Transient Occupancy Tax (TOT),and Sales Tax,and authorizing the City Manager
to execute the agreement on behalf of the City;
2.Adopt a resolution authorizing examination of Sales and Use Tax Records from the California
Department of Tax and Fee Administration by City Staff and HdL.
BACKGROUND/DISCUSSION
The City of South San Francisco contracts with external consultants for Sales and Use Tax services,consistent
with common practice among municipalities in California and San Mateo County.These services include
revenue forecasting,compliance audits,and business assistance to ensure accurate tax collection and reporting.
By leveraging external expertise,the City enhances its ability to monitor tax trends,recover misallocated
revenue, and provide businesses with guidance on tax requirements.
Additionally,such consultants maintain strong working relationships with the California Department of Tax and
Fee Administration (CDTFA),the state agency responsible for administering sales and use tax.Their direct
access to CDTFA data and staff allows for timely identification of tax allocation errors,efficient resolution of
discrepancies,and proactive support for businesses navigating state tax regulations.This collaboration helps
ensure that the City receives its fair share of tax revenue while providing valuable resources to the local
business community.
The City’s existing contract with Avenu is set to expire on June 30,2025,providing an opportunity to evaluate
the continued need for Sales and Use Tax support services and consider options for future agreements.
Maintaining these services is critical to ensuring accurate revenue forecasting,compliance monitoring,and
timely tax recovery.
Additionally,the Finance Department directly administers and collects other key municipal taxes,including
BLT,Commercial Parking Tax,and TOT.The BLT applies to all businesses operating within the City,
generating revenue that supports general municipal services.The Commercial Parking Tax is levied on paid
parking facilities,ensuring that operators contribute to local infrastructure and public services.The TOT,
commonly known as the hotel tax,applies to short-term stays in hotels and other lodging establishments,
providing a vital funding source for City operations.Each of these taxes requires ongoing administration such
as business registration,compliance monitoring,taxpayer support,discovery services to ensure equity,and
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as business registration,compliance monitoring,taxpayer support,discovery services to ensure equity,and
audit services to ensure accurate reporting and collection.
Further,with the implementation of Measure W’s Business License Tax changes,effective January 1,2025,the
need for a more specialized and scalable approach to tax administration has become increasingly evident as the
number of businesses applications has increased nearly two-fold.
Thus,the Finance Department conducted an internal review of its tax administration processes and identified
several challenges,namely staffing limitations,data constraints,and the growing complexity of tax regulations.
Staff determined the following reasons for which using consultants for this administrative function would be
favorable:
1.Scalability and Seasonal Staffing Efficiency -The administration of BLT,in particular,is highly
seasonal,with peak demand occurring between December and January due to renewals and compliance
enforcement.Outside of this period,staffing needs significantly decline.Hiring a consultant allows the
City to scale up resources during peak months for a task that requires intensive short-term support.This
will free staff resources for higher-value activities.
2.Technology and Data Management -Consultants provide access to online tax administration systems
that can streamline applications,collections,automate compliance tracking,and enhance business
owners and taxpayers’experiences.This improves the process for businesses as their information is
more efficiently entered and the turnaround time on the process is likely to be reduced.
3.Regulatory Compliance and Revenue Optimization -State level constraints on local tax regulations are
complex and frequently updated.Consultants specialize in keeping up with these changes,ensuring the
City remains compliant while maximizing revenue collection.Further,their expertise in audits,
enforcement,and discovery services helps identify underreported or uncollected taxes,particularly for
temporary businesses or those that may not proactively register.
Since firms that provide Sales and Use Tax services also offer administrative,audit,and advisory support
services, the City decided to issue a comprehensive Request for Proposals (RFP).
The City issued an RFP on January 7,2025,to select firm(s)to manage the City’s BLT,Commercial Parking
Tax,TOT,Sales Tax,and Property Tax services.The goal was to streamline tax administration,enhance
compliance-driven revenue,and shift staff efforts from transactional processing to oversight,compliance
strategy, and long-term fiscal planning.
The RFP outlined three key service areas:
1.Sales and Use Tax Services -Conduct detailed audits of Sales Tax remittances,identify and recover
misallocated or underreported revenue,analyze revenue trends,and develop forecasts.The selected firm
will also provide outreach to businesses to improve compliance with CDTFA requirements.
2.Operations Support for BLT,Commercial Parking Tax,and TOT -Handle tax registration,
payment processing,tracking,reporting,and customer support.This includes implementing an online
system for tax filing and remittance,improving forms and workflows,and providing a taxpayer support
center. The City aims to transition the daily operations for these taxes to the vendor.
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3.Audit,Review,and Advisory Services for BLT,Commercial Parking Tax,and TOT -Conduct
compliance audits to ensure accurate tax reporting,identify unregistered businesses,manage discovery
and enforcement efforts,and recommend process improvements.This includes researching databases to
find businesses operating without licenses and assisting with enforcement actions against non-compliant
taxpayers.
Bid Process and Results
By the January 31,2025 deadline,staff received two (2)sealed bids.One from Avenu/MuniServices LLC
(Avenu)and another from HdL.Both firms offered BLT,Commercial Parking,TOT,and Sales Tax services.
Neither firm submitted a bid for Property Tax services.
The evaluation panel consisted of the Economic and Community Development Director,Director of Finance,
and two Financial Services Managers.Staff evaluated each firm based on their qualifications and experience,
quality and responsiveness,fit,and cost.In the qualifications and experience category,panelists evaluated staff
qualifications,such as their years of experience,position within the firm,and education,as well as the vendor’s
experience serving comparable government entities.In the quality and responsiveness category,staff checked
whether the proposal format guidelines were followed and if the proposal clearly demonstrated an
understanding of the work to be performed.For fit,both the firm’s skills and bandwidth to provide tax and
customer service,and the firm’s ability to work well with the staff team at the City of South San Francisco,
were evaluated. Cost was assessed by reviewing the cost across all proposed services within each category.
For scoring,each category was assigned a specific weight to reflect its relative importance.The weight
attributed to each category was as follows:35%for qualifications and experience,25%for quality and
responsiveness,25%for fit,and 15%for cost.Weighting the scoring ensures that the overall assessment
accurately reflects the priority and significance of each category.
Avenu Sales Tax Transient
Occupancy Tax
(TOT)
Business License
Tax (BLT)
Parking Tax
Panelist 1 73 73 66 73
Panelist 2 70 68 70 68
Panelist 3 82 75 75 75
Panelist 4 85 78 78 78
Average Score 77.5 73.5 72.3 73.5
HdL Sales Tax Transient
Occupancy Tax
(TOT)
Business License
Tax (BLT)
Parking Tax
Panelist 1 97 80 80 80
Panelist 2 77 80 80 80
Panelist 3 80 87 90 74
Panelist 4 87 87 90 90
Average Score 85.3 83.5 85 81
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HdL Sales Tax Transient
Occupancy Tax
(TOT)
Business License
Tax (BLT)
Parking Tax
Panelist 1 97 80 80 80
Panelist 2 77 80 80 80
Panelist 3 80 87 90 74
Panelist 4 87 87 90 90
Average Score 85.3 83.5 85 81
HdL scored higher than Avenu in all tax services areas as they demonstrated well-rounded experiences in
municipal tax administration, illustrated a clear implementation plan, and offered a dedicated support team that
can handle all tax services efficiently. Based on that, the panel decided that HdL offered the best value for the
City by improvement on service quality, compliance support, and revenue enhancement opportunities.
Municipal Tax Administration Expertise
HdL brings unparalleled expertise in California municipal finance, serving over 160 local governments
throughout the state, including 12 within San Mateo County. Their exclusive focus on California local
government revenue administration has fostered deep knowledge of state-specific tax regulations and
compliance requirements that will benefit our operations.
The company's experience with similar municipalities implementing tax measures provides valuable
perspective for our Measure W (BLT) implementation. Their familiarity with graduated tax structures and the
complexities of business license administration will be instrumental in ensuring successful transition to the new
tax framework.
HdL's team includes certified revenue officers, former municipal finance directors, and tax compliance
specialists. This expertise will enhance our capacity to navigate complex tax administration challenges while
providing superior service to our business community.
Advanced Technology Platform
HdL's proprietary tax administration platform will significantly enhance both operational efficiency and
taxpayer experience. The system features a unified database architecture that integrates all tax types within a
single environment, enabling comprehensive management.
The platform's user-friendly taxpayer portal offers businesses convenient access to account information,
simplified filing processes, and multiple payment options. This improved interface will reduce compliance
barriers.
For City operations, the system provides automated workflows of the elements of BLT process which will still
require City staff’s involvement, such as permit compliance, but will streamline administrative functions.
Advanced reporting tools provide real-time access to tax performance metrics, supporting data-driven decision-
making across departments.
Perhaps most valuable is the platform's cross-referencing capability between tax programs,which will help
businesses subject to multiple tax requirements with a single portal and payment process.
Revenue Enhancement Capabilities
HdL's approach extends beyond basic administration to optimize revenue collection through improved
compliance and enforcement.Their data-driven methodology includes sophisticated discovery protocols that
identify unregistered businesses through analysis of multiple data sources including state licenses,property
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identify unregistered businesses through analysis of multiple data sources including state licenses,property
records, and utility connections.
Their risk-based audit selection process employs algorithmic analysis to identify likely instances of
underreporting or non-compliance,maximizing recovery while minimizing disruption to compliant businesses.
For sales tax,HdL maintains proprietary transaction databases and relationships with CDTFA that facilitate
identification and recovery of misallocated revenue.
Particularly noteworthy is HdL's emphasis on taxpayer education.Their approach includes informational
resources for businesses to improve voluntary compliance,reducing long-term enforcement costs while
fostering positive relationships with the business community.
Implementation Excellence
HdL's implementation methodology reflects their extensive experience transitioning municipal tax functions.
Their phased approach prioritizes service continuity while methodically implementing each tax function to
minimize disruption for both taxpayers and staff.
Key elements of their implementation strategy include comprehensive data migration protocols with multiple
quality control checkpoints,customized staff training programs,and strategic communication planning for
taxpayer notification and education,along with post-implementation monitoring and optimization processes to
ensure continuous improvement throughout the contract term.
This structured approach to implementation best meets the City’s need to ensure that businesses find the new
tax filing processes streamlined and efficient, with as little interruption as possible.
Data Ownership and Transition Management
The agreement with HdL establishes that the City maintains full ownership of all taxpayer data and business
information throughout the contract term.HdL serves strictly as a processor of City-owned data,with explicit
provisions requiring the maintenance of records in standard formats and the delivery of complete data exports
upon request without additional fees.Should the City choose to transition to another provider or resume in-
house administration,HdL is contractually obligated to facilitate a seamless transfer of all business information,
account histories,and compliance data according to a predefined schedule with verification protocols.This
provision safeguards the City's data sovereignty while preserving flexibility for future administrative decisions.
Implementation Plan
Following is a tentative implementation schedule:
1.April 9, 2025 - Council Consideration of Award of HdL Contract
2.June 2025 - Transition sales tax administration (Avenu contract is ending, minimal City setup is
required)
3.June 2025 - Begin implementation TOT and parking tax administration.
4.After onboarding of the TOT and parking tax administration - Start TOT and parking tax audit and
discovery
5.Summer 2025 - Begin BLT administration setup, with full implementation for the 2026 renewal season
6.After onboarding of the BLT administration- start BLT audit and discovery
This timeline prioritizes service continuity while minimizing disruption for taxpayers and City operations.
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File #:25-226 Agenda Date:4/9/2025
Version:1 Item #:10.
FISCAL IMPACT
The proposed contract includes a combination of fixed administrative costs and contingency-based fees for
audit and discovery services,ensuring that expenditures are directly tied to revenue recovery.A detailed
breakdown of fees is provided in Attachment 1,Summary Fee Table.The initial contract term is three years,
with two additional one-year extension options at the City's discretion.HdL’s fees under the contract will be
charged based on the proposed scope of work and fee scheduled attached to the contract in Exhibit A,subject to
an annual adjustment based on the Consumer Price Index (CPI);the total contract amount would vary and
depend on the number of cases handled by the consultant.It is staff’s estimation that the total annual contract
amount would not exceed $150,000, but such number could vary dependent on workload.
In addition,an annual contingency of $50,000 is included to support the identification of new businesses,as
fees are assessed on a per-business basis.As compliance efforts expand and additional businesses are brought
into the tax system,total contract costs may increase;however,these expenditures are expected to be fully
offset by the additional revenue recovered.
Sufficient appropriations exist in the current fiscal year to fund this agreement,and ongoing costs will be
incorporated into future budget cycles.Staff anticipates that the net fiscal impact will be neutral or positive over
time, as increased compliance generates additional revenue to cover associated costs.
RELATIONSHIP TO STRATEGIC PLAN
Sales tax, TOT, BLT and Parking Tax revenues are General Fund revenues of the City and support Priority Area
3, Financial Stability.
CONCLUSION
This partnership aligns with our strategic goals of operational efficiency,fiscal responsibility,and service
excellence.The comprehensive services provided by HdL will streamline administrative processes while
enhancing revenue collections through improved compliance and enforcement,ultimately supporting our ability
to provide essential services to our community.
Therefore,Staff recommends that the City Council adopt a resolution awarding a contract to HdL to provide
administrative,audit,and compliance services for BLT,Commercial Parking Tax,TOT,and Sales Tax,and
authorizing the City Manager to execute the agreement on behalf of the City.Further,to adopt a resolution
authorizing examination of Sales and Use Tax Records from CDTFA by City Staff and HdL.
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Cost Summary Table
Service Provided Per Unit Cost
Business License Tax $18 per business
Commercial Parking Tax $950 per commercial parking business (including audit)
Transient Occupancy Tax (TOT) $950 per business (including audit)
TOT and Commercial Parking $1,500 per business which does both
Sales and Use Tax Services $750 per month
One-Time Setup Fee $5,000
Each year, costs per business will increase based on the Consumer Price Index (CPI).
Additionally, as more businesses are brought into compliance, total costs will rise; however, the
corresponding increase in revenue is expected to more than offset these expenses.
For contingency-based services, HdL will charge:
• 40% of recovered BLT revenue
• 25% of TOT and parking tax collections
• 15% of recovered sales tax revenue
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MASTER SERVICES AGREEMENT
THIS MASTER SERVICES AGREEMENT (this “Agreement”) is entered into as of
______________, 2025 (the “Agreement Date”) by and between Hinderliter de Llamas and
Associates (“Consultant”), and City of South San Francisco (“Client”), which is located within the
state of California (the “State”).
W I T N E S S E T H:
WHEREAS, Consultant is engaged in the business of providing consulting, software and
other services that help public agencies understand and maximize their collection of sales, use and
transactions taxes, business license taxes, property and lodging taxes, and other revenues, as well as
their delivery of other public services (collectively, “Consultant’s Business”); and
WHEREAS, Client desires to contract with Consultant to obtain one or more of the services
included within Consultant’s Business (as provided for in Section 1) upon the terms and conditions
contained in this Agreement;
WHEREAS, Consultant desires to contract with Client to render such services upon the terms
and conditions contained in this Agreement.
NOW THEREFORE, in consideration of the covenants and promises contained herein,
Client and Consultant mutually agree as follows:
1. Services.
1.1 Consultant will perform those services included within Consultant’s Business that are
described in any and all schedule(s) referencing this Agreement and signed by Client and Consultant
as of the Agreement Date or hereafter (individually and collectively, the “Schedule(s)”), upon the
terms and conditions contained in this Agreement (including the Schedules) (such services are,
collectively, the “Services”)
1.2 Consultant warrants that it will perform the Services in a professional manner in
accordance with professional standards. In performing the Services, Consultant is acting as an
independent contractor (and not as an agent or employee of Client).
1.3 Client acknowledges and agrees that any other public agency (including, without
limitation, any participating government agency) located within or outside of the State (e.g., city,
municipality, county, district, public authority or other political subdivision) may procure services for
fees and other terms and conditions that are substantially similar to any of the Services, Fees and other
terms and conditions set forth in this Agreement, provided that such other public agency executes a
separate agreement with Consultant wherein the services rendered to such other public agency, the
fees payable by such other public agency, and the other terms and conditions of such separate
agreement are the responsibility of Consultant and such other public agency and not Client.
1.4 This Agreement does not limit the right of Consultant to enter into additional contracts
with Client or to contract with other persons or entities (that are not Client) to provide them with
merchandise or services of any kind whatsoever, including, but not limited to, services similar to the
Services.
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2. Fees. As compensation for performing the Services, Client will pay Consultant the
fees, costs and expenses as described in the Schedules (individually and collectively these fees and
costs are, the “Fees”). Consultant may perform the Services using professionals from its staff or
Consultant’s affiliated entities, and such Services will be billed to Client under the same billing terms
applicable to Consultant’s staff. Consultant may increase the Fees from time to time (including,
without limitation, annually as described in the Schedules). Other than a Fee increase as described in
the Schedules, Client may notify Consultant of a request that such Fee increase be modified or
revoked and, if Consultant fails to do so to Client’s satisfaction within thirty (30) days after the receipt
of such request, Client may terminate this Agreement without cause pursuant to Section 7.3.
3. Invoices; Payment.
3.1 Consultant will invoice Client for the Fees earned and/or incurred by Consultant pursuant
to this Agreement.
3.2 Invoices are due and payable upon receipt. Interest will begin to accrue on the thirtieth
(30th) day following the invoice date on all unpaid balances at a rate of one and one-half percent
(1½%) per month, or the maximum rate permitted by law, whichever is less. Payments will first be
credited to interest and then to principal. In the event that Client disputes or contests an invoice, only
that portion so disputed or contested in good faith will be withheld from payment, and the undisputed
portion must be timely paid. Interest will accrue on any contested portion of the invoice not timely
paid and will be payable immediately if the contested invoice is resolved in favor of Consultant.
3.3 If Client fails to fully pay an invoice within 30 days after the invoice date, Consultant
may, after giving five (5) days’ notice to Client, suspend the rendering of Services under this
Agreement until said invoice is paid in full, together with all interest that has accrued thereon. In the
event of such a suspension of Services, Consultant will have no liability to Client for any delays or
damages arising therefrom.
4. Insurance. Throughout the term of this Agreement, Consultant will maintain the
following insurance in not less than the referenced amounts: (a) workers compensation and employers
liability insurance as may be required by the State; (b) property damage liability of $1,000,000 per
incident; (c) bodily injury liability of $1,000,000 per incident; and (d) professional liability for any
errors or omissions of $1,000,000.
5. Client Support.
5.1 Client will promptly provide in writing to Consultant all data and other information
relating to or which may be necessary for Consultant’s performance of the Services. Without limiting
the foregoing, Client will keep Consultant informed on a timely basis in writing as to the existence
and amendments of the laws, ordinances and/or regulations under which Consultant is performing the
Services (including any adopted by Client). Consultant will be permitted to rely on the accuracy,
timeliness and completeness of the information provided by Client, and in no event will Consultant
be liable to Client or others as a result of such reliance.
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5.2 Client will examine all of Consultant’s reports, specifications, notices, proposals and
other documents. In the event that a decision is required of Client in order for Consultant to perform
the Services, Client will render such decision in writing in a timely manner.
5.3 Promptly following any request from Consultant, Client will adopt and maintain in
full force and effect resolutions in forms acceptable to Client and in accordance with applicable law
authorizing Consultant to examine the confidential sales tax and other relevant records of Client
throughout the Term and, for so long as any Fees are still accruing pursuant to this Agreement, after
the Term.
5.4 Client will assist Consultant in obtaining such licenses, permits and approvals as may
be required by law for performing the Services, and Client will pay all fees, assessments and taxes
related to the application, issuance and maintenance thereof.
5.5 The Services do not include services that Consultant may be required or requested to
provide to support, prepare, document, bring, defend or assist in litigation undertaken or defended by
Client (“Litigation Services”). If Consultant agrees with Client or is required to perform Litigation
Services, Client will promptly pay Consultant for all of Consultant’s costs and expenses related to
Litigation Services at Consultant’s actual cost, plus ten percent (10%) thereof (all of which are
deemed to be additional Fees).
6. Confidentiality; Software Use and Warranty; Records.
6.1 Consultant will comply with the requirements of the applicable laws, ordinances
and/or regulations concerning the confidentiality of tax records of which it has been informed by
Client pursuant to Section 5.1.
6.2 As used herein, the term “proprietary information” means all information, techniques,
processes, services or material that has or could have commercial value or other utility in Consultant’s
Business, including without limitation: Consultant’s (i) software, computer or data processing
programs; (ii) data processing applications, routines, subroutines, techniques or systems; (iii) desktop
or web-based software; (iv) audit, tax or fee collection/administration or business processes, methods
or routines; (v) marketing plans, analyses and strategies; and (vi) materials, techniques and
intellectual property used. Except as otherwise required by law, Client must hold in confidence and
may not use (except as expressly authorized by this Agreement) or disclose to any other party any
proprietary information provided, learned of or obtained by Client in connection with this Agreement.
The terms of this Section 6.2 do not apply to any information that is public information.
6.3 If access to any software which Consultant owns is provided to Client as part of this
Agreement (including, without limitation, if Client chooses to subscribe to such software and reports
option as part of the Services) (such Consultant-owned software is, collectively, the “Software”),
Consultant hereby provides a limited, non-exclusive, non-transferable license to Client for the use by
such of Client’s staff as may be designated from time to time by Client and approved by Consultant
in writing to use the Software pursuant to and during the Term of this Agreement. The Software must
only be used by such authorized Client staff, and Client must not sublicense, sublet, duplicate, modify,
decompile, reverse engineer, disassemble, or attempt to derive the source code of the Software. The
license granted hereunder does not imply ownership by Client or any of Client’s staff of the Software
nor any rights of Client or any of Client’s staff to sublicense, transfer or sell the Software, or rights
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to use the Software for the benefit of others. Client may not create (or allow the creation of) any
derivative work or product based on or derived from the Software or documentation, nor modify (or
allow the modification of) the Software or documentation without the prior written consent of
Consultant. In the event of a breach of this provision (and without limiting Consultant’s remedies),
such modification, derivative work or product based on the Software or documentation is hereby
deemed assigned to Consultant. Upon termination of this Agreement or this Software license, this
Software license will be deemed to have expired and Client access to Software will be immediately
removed. Client must immediately cease using and remove, delete and destroy all Software materials
which may exist on Client’s computers and network. Consultant warrants that the Software will
perform in accordance with the Software’s documentation.
6.4 All documents, preliminary drafts, communications and any and all other work
product related to the Services and provided by Consultant to Client either in hard copy or
electronically are the property of Client. This does not include any software, programs,
methodologies or systems used in the creation of such work product, nor does it include any drafts,
notes or internal communications prepared by Consultant in the course of performing the Services
that were not otherwise provided to Client in either hardcopy or electronic form, all of which may be
protected by Consultant or others’ copyrights or other intellectual property. It is possible that any
documents, drafts, communications or other work product provided to Client may be considered
public records under applicable law and/or may be discoverable through litigation. Consultant may
publicly state that it performs the Services for Client.
6.5 Subject to applicable law, Consultant is responsible for retaining all final documents
and other final work product related to the Services for a period of not less than three (3) years from
the date provided to Client. Retention of any other documents, preliminary drafts, communications
and any and all other work product provided to Client by Consultant is the responsibility of Client.
Consultant has no responsibility to retain any drafts, notes, communications, emails or other writings
created or received by Client in the course of performing the Services (other than the final documents
and other final work product related to the Services and provided to Client for the term of years
referenced above).
7. Term and Termination.
7.1 The initial term of this Agreement commences as of the Agreement Date and, unless
terminated earlier pursuant to any of this Agreement's express provisions, will continue in effect until
twelve (12) months from such date (the “Initial Term”). This Agreement will automatically renew for
successive twelve (12) month terms unless earlier terminated as set forth in Section 7.2 or 7.3 or either
party gives the other party written notice of non-renewal at least one hundred twenty (120) days prior
to the expiration of the then-current term (each a “Renewal Term” and, collectively, together with the
Initial Term, the “Term”).
7.2 This Agreement may be terminated by either party for cause upon not less than forty-
five (45) days’ written notice given to and received by the other party, if the other party has materially
breached this Agreement through no fault of the notifying party and fails to (i) commence correction
of such material breach within thirty (30) days of receipt of the above-referenced written notice and
(ii) diligently complete the correction thereafter.
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7.3 In addition, either party may terminate this Agreement without cause upon not less
than one hundred twenty (120) days’ written notice to the other party.
7.4 On termination, Client will pay Consultant for all Fees and other compensation
(including for Litigation Services) earned and/or incurred through the termination date and will
thereafter timely pay Consultant for all other Fees and compensation to which Consultant may be
entitled pursuant to this Agreement (including the Schedules hereto).
8. Indemnification.
8.1 Consultant agrees to fully and promptly indemnify and hold harmless (but not defend)
Client and each of its officers, employees and agents (collectively, “Client Group”) from and against
any and all third-party liabilities, judgments, awards, losses, claims, damages, expenses, and costs
(including, without limitation, for reasonable third-party attorneys’ fees and costs awarded in
connection therewith) (each, a “Third-Party Liability”, and collectively, “Third-Party Liabilities”)
directly or indirectly related to this Agreement and arising out of any negligent act or negligent
omission, or reckless or willful misconduct, of Consultant or any of its directors, officers, employees,
agents, direct and indirect equity holders, or affiliates (collectively, “Consultant Group”) under this
Agreement; provided, that such obligations to indemnify and hold harmless are only to the extent
Consultant admits in writing, or any of Consultant Group is found by a court of competent jurisdiction
in a judgment which has become final and that is no longer subject to appeal or review, to have caused
the above-described Third-Party Liability(ies). In no event shall Consultant be obligated to defend
any of Client Group or pay for any Client Group attorneys’ fees or other costs of defending against
any such Third-Party Liabilities (“defense costs”), with exception of if Consultant is obligated to
indemnify and hold harmless Client Group as described above in this Section 8.1 then Consultant
shall also be responsible for the defense costs incurred by Client Group for the related matter.
Consultant’s duty to indemnify and hold harmless Client shall not apply to claims for liability which
arise from the issuance or non-issuance of any registration, license, permit, or exemption.
8.2 Client agrees to fully and promptly indemnify and hold harmless (but not defend) each
of Consultant Group from and against any and all Third-Party Liabilities directly or indirectly related
to this Agreement and arising out of any negligent act or negligent omission, or reckless or willful
misconduct, of any of Client Group under this Agreement; provided, that such obligations to indemnify
and hold harmless are only to the extent Client admits in writing, or any of Client Group is found by a
court of competent jurisdiction in a judgment which has become final and that is no longer subject to
appeal or review, to have caused the above-described Third-Party Liability(ies). In no event shall Client
be obligated to defend any of Consultant Group or pay for any Consultant Group attorneys’ fees or
other costs of defending against any such Third-Party Liabilities (“defense costs”), with exception of if
Client is obligated to indemnify and hold harmless Consultant Group as described above in this Section
8.2 then Client shall also be responsible for the defense costs incurred by Consultant Group for the
related matter.
9. Liability Limitations; Governing Law; Dispute Resolution.
9.1 To the maximum extent permitted by law and notwithstanding anything to the contrary
in this Agreement:
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9.1.1 Except as may otherwise be expressly set forth in this Agreement,
Consultant makes no warranty of any kind with respect to the Services or the Software, express or
implied. Consultant hereby disclaims all other warranties, express or implied, including the implied
warranties of merchantability, fitness for a particular purpose, title and non infringement. Consultant
disclaims all warranties and responsibility for third party software.
9.1.2 Notwithstanding anything to the contrary, in no event will Consultant be
(a) liable for claims, liabilities or damages (i) that could not reasonably have been foreseen upon entry
into this Agreement; (ii) arising from any action or inaction by Consultant in response to specific
direction from Client; (iii) in connection with any Client monies not collected by Consultant; nor (iv)
in connection with the issuance, non-issuance or revocation of any registration, license, permit, or
exemption; nor (b) required to provide a defense in connection with any indemnification or hold
harmless provisions under this Agreement.
9.1.3 Without limitation on any statute of limitations that expire in less than
three years, no claim may be brought by Client against any one or more of Consultant Group arising
out of this Agreement (including, without limitation, in connection with the Services or the Software)
more than three years after the date upon which Client has actual knowledge of the first occurrence
of the action or inaction giving rise to such claim (whether relating to the Services, the Software or
otherwise).
9.1.4 Client acknowledges this Agreement is with Consultant in its capacity as a
corporation or a limited liability company, and Client agrees that in no event will it seek to hold any of
the Consultant Group (other than Consultant) responsible for any obligations under this Agreement.
9.2 The law of the State will govern the validity of this Agreement, its interpretation and
performance, and any other claims related to it, without regard to the State’s conflict of laws rules.
Venue for any legal action arising out of this Agreement will be proper only in the State courts or the
federal courts located within the State. The parties hereby submit to the exclusive jurisdiction of such
courts and waive any other venue to which either party might be entitled by domicile or otherwise.
Both parties waive the right to a jury trial in an action to enforce, interpret or construe this Agreement.
9.3 If either party is required to bring legal action to enforce its rights under this
Agreement or as the result of a breach of this Agreement, the costs and expenses of the prevailing
party, including reasonable attorneys’ fees, will be paid by the non-prevailing party.
9.4 A breach of this Agreement by either party may cause the other party hereto irreparable
harm, the amount of which may be difficult to ascertain, and therefore such other party will have the
right to apply to a court of competent jurisdiction for specific performance and/or an order restraining
and enjoining any further breach and for such other relief as such other party may deem appropriate.
Such right is in addition to the remedies otherwise available to such other party at law or in equity.
The parties hereto expressly waive the defense that a remedy in damages will be adequate and any
requirement in an action for specific performance or injunction hereunder for the posting of a bond.
10. General Legal Provisions.
10.1 Force Majeure. Consultant is not responsible for damages or delay in performance
caused by acts of God, strikes, lockouts, accidents or other events beyond the control of Consultant.
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10.2 Amendment; Waiver. Any provisions of this Agreement (including, without
limitation, any Schedules or provisions within any Schedules) may be amended or terminated if in
writing and signed by both Client and Consultant. No waiver by any party of any default,
misrepresentation or breach of warranty or covenant hereunder, whether intentional or not, will be
deemed to be valid unless acknowledged by such party in writing, and such waiver will not extend to
any prior or subsequent default, misrepresentation or breach of warranty or covenant hereunder or
affect in any way any rights arising by virtue of any prior or subsequent such occurrence.
10.3 Severability and Survival. If any provision in this Agreement is held illegal, invalid
or unenforceable, the enforceability of the remaining provisions will not be impaired thereby.
Notwithstanding any other provisions of this Agreement (including, without limitation, Section 7),
Sections 3, 5.5, 6, 7, 8, 9 and 10 will survive the termination of this Agreement.
10.4 No Third-Party Beneficiaries; Services Limited to Agreement. Except as set forth in
Section 8, this Agreement gives no rights or benefits to anyone other than Client and Consultant and
has no third-party beneficiaries. The Services to be performed for Client by Consultant are defined
solely by this Agreement (including the Schedules), and not by any other contract or agreement that
may be associated with performing the Services.
10.5 Assignment. This is a bilateral personal services agreement. Neither party will have
the power to or will assign any of the duties or rights or any claim arising out of or related to this
Agreement, whether arising in tort, contract or otherwise, without the written consent of the other
party. Any unauthorized assignment is void and unenforceable. This Agreement is binding on the
successors and assigns of the parties hereto.
10.6 Notices. All notices under this Agreement must be in writing and will be deemed to
have been given when such notice is received (i) from United States Postal Service First Class
Certified Mail, Return Receipt Requested, (ii) by courier service, or (iii) by email; provided, however,
that notices received on a weekend or holiday or on a business day after 4:00 p.m. local time will be
deemed to have been received on the next business day. Notices will, unless another address is
specified in writing, be sent to the addresses indicated below (each of which must include a street
address and an email address): Consultant: 120 S. State College Blvd. #200, Brea CA 92821, Attn:
Contracts, Email: Contracts@hdlcompanies.com ; and Client: P.O. BOX 711 South San Francisco,
CA 94083 Attn: Finance Director, Email: karen.chang@ssf.net.
10.7 Entire Agreement; Conflict. This Agreement (including any Schedules dated as of the
Agreement Date or hereafter) constitutes the entire agreement between the parties and supersedes any
prior understandings, agreements, or representations by or between the parties, written or oral, to the
extent they have related in any way to the subject matter hereof. Should there ever be a conflict
between the terms and conditions of the Schedule(s) and the remainder of this Agreement, the terms
and conditions of the remainder of this Agreement will prevail and be controlling.
10.8 Counterparts; Electronic Signatures; Authority. This Agreement may be signed in any
number of counterparts, each of which will constitute an original and all of which, when taken
together, will constitute one agreement. Any signed signature pages of this Agreement transmitted
by email or other electronic means in a portable document format (PDF) or other clear and visible
electronic format will have the same legal effect as an original. Each of the persons signing on behalf
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of a party hereto represents that he or she has the authority to sign this Agreement on such party’s
behalf.
10.9 No Adverse Construction. Both parties acknowledge having had the opportunity to
participate in the drafting of this Agreement. This Agreement will not be construed against either
party based upon authorship. The section headings contained in this Agreement are inserted for
convenience only and will not affect in any way the meaning or interpretation of this Agreement.
11. California Department of Tax and Fee Administration Data.
11.1 CITY shall adopt a resolution in a form acceptable to the California Department of
Tax and Fee Administration and in compliance with Section 7056 of the Revenue and Taxation Code,
authorizing CONTRACTOR to examine the confidential sales tax records of CITY. CITY further
agrees to continue CONTRACTOR’s authorization to examine the confidential sales tax records of
the CITY by maintaining CONTRACTOR’s name on the CITY resolution until such time as all
CONTRACTOR compliance work on behalf of CITY has been completed and any fee owing to
CONTRACTOR has been paid.
11.2 Section 7056 of the State of California Revenue and Taxation Code specifically limits
the disclosure of confidential taxpayer information contained in the records of the California
Department of Tax and Fee Administration. Section 7056 specifies the conditions under which a
CITY may authorize persons other than CITY officers and employees to examine State Sales and Use
Tax records.
11.3 The following conditions specified in Section 7056-(b), (1) of the State of California
Revenue and Taxation Code are hereby made part of this Agreement:
11.3.1 CONTRACTOR is authorized by this Agreement to examine sales, use or
transactions and use tax records of the Department of Tax and Fee Administration provided to CITY
pursuant to contract under the Bradley-Burns Uniform Sales and Use Tax Law Revenue and Taxation
Code section 7200 et.seq.
11.3.2 CONTRACTOR is required to disclose information contained in, or derived
from, those sales, use or transactions and use tax records only to an officer or employee of the CITY
who is authorized by resolution to examine the information.
11.3.3 CONTRACTOR is prohibited from performing consulting services for a
retailer, as defined in California Revenue & Taxation Code Section 6015, during the term of this
Agreement.
11.3.4 CONTRACTOR is prohibited from retaining the information contained in, or
derived from those sales, use or transactions and use tax records, after this Agreement has expired.
Information obtained by examination of Department of Tax and Fee Administration records shall be
used only for purposes related to collection of local sales and use tax or for other governmental
functions of the CITY as set forth by resolution adopted pursuant to Section 7056 (b) of the Revenue
and Taxation Code. The resolution shall designate the CONTRACTOR as a person authorized to
examine sales and use tax records and certify that this Agreement meets the requirements set forth
above and in Section 7056 (b), (1) of the Revenue and Taxation Code.
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IN WITNESS WHEREOF, the parties hereto have entered into this Agreement through their
duly authorized representatives as of the Agreement Date.
CONSULTANT:
Hinderliter de Llamas and Associates
By:
Andrew Nickerson, President/CEO
CLIENT:
South San Francisco
By:
City Manager
[Any Schedule or Schedules may (but is/are not required to) be attached hereto]
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SCHEDULE A
SALES AND TRANSACTION AND USE TAX
SCOPE OF SERVICES – Sales and Use Tax
1. Sales and Use Tax and Economic Analysis/Forecasting Services/Reports
1.1. Establish a special database identifying the name, address, and quarterly allocations of all sales tax
producers within the City. This database will be utilized to generate special reports to City on major
sales tax producers by rank and category, sales tax activity by categories, or business districts,
identification of reporting aberrations, and per capita and outlet comparisons with regional and
statewide sales.
1.2. Provide periodic updated reports to City identifying changes in sales by individual businesses,
business groups and categories, and by geographic area. These reports may include, without
limitation, quarterly aberrations due to State audits, fund transfers, and receivables, along with late or
double payments, and quarterly reconciliation worksheets to assist with budget forecasting.
Consultant shall meet quarterly by in person or virtually with City.
1.3. Shall additionally provide following each calendar quarter a summary analysis for City to share with
Council Members, Chamber of Commerce, other economic development interest groups and the
public that analyze City’s sales tax trends by major groups and geographic areas without disclosing
confidential individual tax records.
1.4. Establish a special database with California Department of Tax and Fee Administration (“CDTFA”)
registration data for businesses within applicable district boundaries holding seller’s permit accounts.
1.5. Periodically license for the limited, non-exclusive, non-transferable use by City’s staff certain of
Consultant’s web-based sales, use and/or transactions tax program(s) containing sellers permit,
registration, allocation and related information for business outlets within City’s jurisdiction
registered with the CDTFA.
1.6. Provide periodic updated reports endeavoring to identify and assist with budget forecasting (i)
changes in allocation totals by individual businesses, business groups and categories, and (ii)
aberrations due to State audits, fund transfers, and receivables, along with late or double payments.
2. Allocation and Audit Recovery Services
2.1. Conduct (when mutually agreed with City) initial and on-going sales and use tax audits of businesses
to help identify and correct distribution and allocation errors, and to proactively affect favorable
registration, reporting or formula changes thereby generating previously unrealized sales and use tax
income for the City and/or recovering misallocated tax from registered taxpayers. Common errors
that will be monitored and corrected include but are not limited to: transposition errors resulting in
misallocations; erroneous consolidation of multiple outlets; formula errors; misreporting of “point of
sale” to the wrong location; delays in reporting new outlets; misallocating use tax payments to the
allocation pools or wrong jurisdiction; and erroneous fund transfers and adjustments.
2.2. Initiate contacts with the CDTFA and sales management and accounting officials in companies that
have businesses where a probability of error exists to endeavor to help verify whether current tax
receipts accurately reflect the local sales activity. Such contacts will be conducted in a professional
and courteous manner.
2.3. Prepare and submit to the CDTFA information for the purpose of correcting any identified allocation
errors, and follow-up with individual businesses and the CDTFA to promote recovery by the City of
back or prospective quarterly payments that may be owing.
2.4. If, during the course of its audit, Consultant finds businesses located in the City’s jurisdiction that are
properly reporting sales and use tax but have the potential for modifying their operation to provide an
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even greater share to City, Consultant may so advise City and collaborate with those businesses and
City to encourage such changes.
SCOPE OF SERVICES – Transactions Tax Services
3. Transactions Tax and Economic Analysis/Forecasting Services/Reports
3.1 Consultant shall establish a database containing all applicable Department of Tax and Fee
Administration (CDTFA) registration data for each business within the Measure “-” District
boundaries holding a seller’s permit account. Said database shall also identify the quarterly
transactions and use tax allocations under each account for the most current and previous quarters
where available.
3.2 Consultant shall provide updated reports each quarter identifying changes in allocation totals by
individual businesses, business groups and by categories. Quarterly aberrations due to State audits,
fund transfers, and receivables, along with late or double payments, will also be identified. Quarterly
reconciliation worksheets to assist finance officer with budget forecasting will be included.
3.3. Consultant shall advise and work with CITY Staff on planning and economic questions related to
maximizing revenues, preparation of revenue projections and general information on transactions and
use tax questions.
3.4. Consultant shall make available to CITY the HdL proprietary software program and Measure “-”
database containing all applicable registration and quarterly allocation information for CITY business
outlets registered with the Department of Tax and Fee Administration. The database will be updated
quarterly.
4. Deficiency/Allocation Reviews and Recovery
4.1. Consultant shall conduct on-going reviews to identify and correct unreported transactions and tax
payments and distribution errors thereby generating previously unrealized revenue for the City.
Reviews shall include:
4.1.(a) Comparison of county-wide local tax allocations to transactions tax for brick and mortar
stores and other cash register-based businesses, where clearly all transactions are conducted
on-site within the Measure “-” City boundaries, and therefore subject to transactions tax.
4.1.(b) Review of any significant one-time use tax allocations to ensure that there is corresponding
transaction tax payments for taxpayers with nexus within the City boundaries.
4.1.(c) Review of state-wide transactions tax allocations and patterns to identify any obvious errors
and omissions.
4.1.(d) Identification and follow-up with any potentially large purchasers of supplies and equipment
(e.g. hospitals, universities, manufacturing plants, agricultural operations, refineries) to
ensure that their major vendors are properly reporting corresponding transactions tax
payments to the Measure “-” Transactions Tax District.
4.2. Consultant will initiate, where the probability of an error exists, contacts with the appropriate taxpayer
management and accounting officials to verify whether current tax receipts accurately reflect the local
sales activity. Such contacts will be conducted in a professional and courteous manner so as to
enhance CITY’s relations with the business community.
4.3. Consultant shall prepare and submit to the Department of Tax and Fee Administration all information
necessary to correct any allocation errors and deficiencies that are identified and shall follow-up with
the individual businesses and the California Department of Tax and Fee Administration to ensure that
all back quarter payments due the CITY are recovered.
5. Consulting and Other Optional Services
Consultant may from time to time in its sole discretion, consult with City’s staff, including without
limitation, regarding (i) technical questions and other issues related to sales, use and transactions tax, (ii)
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utilization of reports to enhance business license collection efforts, (iii) sales tax projections for proposed
annexations, economic development projects and budget planning, (iv) negotiating/review of tax sharing
agreements, (v) establishing purchasing corporations, (vi) meeting with taxpayers to encourage self-
assessment of tax obligations, and (vii) other sales, use or transactions tax revenue-related matters.
FEES – Sales and Use Tax Services
6. Sales and Use Tax and Economic Analysis/Forecasting Services/Reports
6.1. Fees for performing the sales tax and economic analysis/forecasting Services as described above shall
be for the first year $550 per month, commencing with the month of the Effective Date (hereafter
referred to as “monthly fee”). The second year of the agreement the monthly will increase to $650
per month. This fee shall be invoiced quarterly in arrears and shall be paid by City no later than 30
days after the invoice date.
6.2. Consultant will increase the non-hourly Fees established above once a year beginning on the third
year of the agreement with reference to the 12-month percent change in the most recently published
annual Consumer Price Index for All Urban Consumers (CPI-U), as reported by the U.S. Bureau of
Labor Statistics (the “CPI Change”).
7. Allocation and Audit Recovery Services
7.1. Fees for performing the allocation and audit recovery Services described above shall be 15% of all
new, increased and recovered sales and use tax revenue received by the City as a result, in whole or
in part, of the allocation audit and recovery services (hereafter referred to as “audit fee”). The fee
shall be paid notwithstanding any related City assistance, work in parallel, and/or incurrence of
attorneys’ fees or other costs or expenses in connection, with the relevant Services.
7.2. The Fee described above include, without limitation, State fund transfers received for back quarter
reallocations and monies received in the second eight (8) consecutive reporting quarters following
completion of Consultant’s allocation audit and confirmation of the corrections by the CDTFA.
7.3. These Fees shall be paid by City upon Consultant’s submittal of evidence of Consultant’s relevant
Services in support thereof, including, without limitation, copies of relevant communications between
Consultant and the CDTFA and/or taxpayers.
FEES – Transactions Tax Services
8. Transactions Tax and Economic Analysis/Forecasting Services/Reports
8.1. Fees shall be paid for the first year $200 per month, commencing with the month of the Effective
Date (hereafter referred to as “monthly fee”). The second year of the agreement the monthly will
increase to $300 per month billed quarterly for the transaction district tax reports that we include with
the quarterly sales tax analyses. The monthly fee shall be invoiced quarterly in arrears and shall be
paid by City no later than 30 days after the invoice date.
8.2. Consultant will increase the non-hourly Fees established above once a year beginning on the third
year of the agreement with reference to the 12-month percent change in the most recently published
annual Consumer Price Index for All Urban Consumers (CPI-U), as reported by the U.S. Bureau of
Labor Statistics (the “CPI Change”).
9. Allocation and Audit Recovery Services
9.1. Fees shall be paid 25% of the initial amount of new transactions or use tax revenue received by the
City because of audit and recovery work performed by Consultant, (hereafter referred to as "audit
fees"). New revenue shall not include any amounts determined and verified by City or Consultant to
be increment attributable to causes other than Consultant’s work pursuant to this agreement. In the
event, Consultant is responsible for an increase in the tax reported by businesses already properly
making tax payments to the City, it shall be Consultant’s responsibility to separate and support the
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incremental amount attributable to its efforts prior to the application of the audit fee. Said audit fees
will apply to state fund transfers received for those specific quarters identified as being missing and/or
deficient following completion of the audit by Consultant and confirmation of corrections by the
California Department of Tax and Fee Administration but shall not apply prospectively to any future
quarter. Consultant shall provide City with an itemized quarterly invoice showing all formula
calculations and amounts due for audit fees.
ADDITIONAL TERMS – Sales, Use and Transactions Tax Services
10. Consulting and Other Optional Services
10.1. Fees for performing the consulting and other optional Services described above shall be based on
the following initial hourly rates: (i) Principal - $325; (ii) Programmer - $295; (iii) Senior Analyst -
$245; and (iv) Analyst - $195.
10.2. Consultant may change the rates for its hourly Fees from time to time. A 30 days’ prior written
notice to City will be given.
11. General Provisions Relating to Fees
11.1. Fees for travel and lodging expenses will be invoiced at cost and applied to all meetings (including
implementation, training, operations and support). Travel expenses only apply to out of scope travel
and must therefore be pre-approved by City.
11.2. Fees will be invoiced monthly to City for Services performed during the prior month. To the extent
that Consultant has commercially reasonable means to do so, Fees will be netted out of City’s
monthly revenue disbursement.
12. Confidentiality Information
Section 7056 of the State of California Revenue and Taxation Code (“R&T Code”) specifically limits the
disclosure of confidential taxpayer information contained in the records of the CDTFA. Section 7056
specifies the conditions under which a city, county or district may authorize persons other than such city,
county or district’s officers and employees to examine state sales and use tax records.
The following conditions specified in Section 7056-(b)(1) of the State of California R&T Code are hereby
made part of this Agreement:
12.1. Consultant is authorized by this Agreement to examine sales, use or transactions and use tax records
of the CDTFA provided to City pursuant to contract under the Bradley-Burns Uniform Local Sales
and Use Tax Law R&T Code Section 7200 et.seq.
12.2. Consultant is required to disclose information contained in, or derived from, those sales or
transactions and use tax records only to an officer or employee of City who is authorized by City
resolution provided to the CDTFA to examine the information.
12.3. Consultant is prohibited from performing consulting services for a retailer (as defined in R&T Code
Section 6015), during the term of this agreement.
12.4. Consultant is prohibited from retaining the information contained in or derived from those sales, use
or transactions and use tax records after this agreement has expired. Information obtained by
examination of the CDTFA records shall be used only for purposes related to collection of local
sales and use tax or for other governmental functions of the City as set forth by resolution adopted
pursuant to Section 7056 (b) of the Revenue and Taxation Code. The resolution shall designate the
Consultant as a person authorized to examine sales and use tax records and certify that this agreement
meets the requirements set forth above and in Section 7056 (b), (1) of the Revenue and Taxation
Code.
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SCHEDULE B
TAX AND FEE ADMINISTRATION RELATED BUSINESS LICENSE TAX
SCOPE OF SERVICES
12. Operations Management Services
12.1. Establish and maintain database of Client businesses.
12.2. Receive and process applications, renewals and payments in a timely fashion.
12.3. Send renewal notices to active businesses within 30 days of the renewal period end date or at another
interval specified by Client.
12.4. Provide businesses multiple options for submitting applications, renewals, payments, or support
requests (including via website, email, mail, phone, and fax. Consultant license specialists will be
available for live interactions Monday through Friday, 8:00am to 5:00pm Pacific).
12.5. Remit revenue to Client no less than monthly.
12.6. Provide Client staff access to website portal offering business registry inquiry, reporting, and
electronic department approval capabilities.
13. Compliance Services: 1) Identify and register businesses which are subject to licensure or taxation, 2)
collect known debt as pertains to business license or tax, and 3) identify under-reported tax liability.
13.1. Discovery Services
13.1.1. Develop a list of businesses subject to Client licensure or taxation.
13.1.2. Notify non-compliant businesses of their options to comply or dispute their non-compliant
status. Notification and support to businesses will be facilitated through the website, mail,
email, phone and fax.
13.1.3. Review information and forms submitted by the business for completion and accuracy,
inclusive of any additional required documentation (i.e. home occupation permit). All
submissions are filed and stored electronically and made available to Client upon request.
13.1.4. Provide businesses with detailed invoicing and options to pay via website, mail, and phone.
13.1.5. Remit revenue to Client no less than monthly, along with all business applications and any
additional documentation.
13.2. Collection Services
13.2.1. Identify businesses subject to Client licensure or taxation which have known debt to Client
and have failed to pay within an appropriate time frame.
13.2.2. Notify businesses of their options to comply or dispute their non-compliant status.
13.2.3. Provide businesses with detailed invoicing and options to pay via website, mail and phone.
13.2.4. Remit revenue to Client no less than monthly.
13.3. Audit Services
13.3.1. Identify potential under-reporting and/or misclassified businesses.
13.3.2. Audit businesses mutually agreed to by Client and Consultant that are identified as potential
under-reporting businesses.
13.3.3. Submit audit summaries to Client and discuss further actions.
13.3.4. Educate businesses on proper reporting practices.
13.3.5. Invoice and collect identified deficiencies.
14. Online Payment Processing – Consultant’s services include PCI compliant payment processing services
which supports both credit card and eCheck transactions.
14.1. Client Responsibilities
14.1.1. As a condition to its receipt of the Service, Client shall execute and deliver any and all
applications, agreements, certifications or other documents required by Consultant’s payment
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processor, Networks or other third parties whose consent or approval is necessary for the
processing of Transactions by Consultant’s payment processor. “Network” is an entity or
association that operates, under a common service mark, a system which permits participants
to authorize, route, and settle Transactions among themselves, including, for example,
networks operated by VISA USA and Mastercard, Inc., NYCE Corporation, American
Express, and Discover.
14.1.2. Client hereby grants Consultant the full right, power and authority to request, receive and
review any Data or records reflected in a Transaction report. Client represents and warrants
that it has the full right and authority to grant these rights.
FEES
15. Operations Management Services
15.1. Fees for performing operations management Services shall be $18.00 for each processed account,
which is any account for which an application or renewal/return was processed, or active account
which was sent a renewal notice, and a one-time implementation fee of $5,000.00.
15.2. Fees will be increased as of January 1st of each calendar year with reference to the 12-month percent
change in the most recently published annual Consumer Price Index for All Urban Consumers (CPI-
U), West Region, as reported by the U.S. Bureau of Labor Statistics (the “CPI Change”). Each annual
increase in the Fees will be equal to the greater of two percent (2%) or the actual CPI Change and
the lesser of ten percent (10%) or the actual CPI Change. For example, if the actual CPI Change is
1.5%, then the annual increase will be 2%, if the actual CPI Change is 3.5%, then the annual increase
will be 3.5%, and if the actual CPI Change is 12%, then the annual increase will be 10%.
15.3. Fees related to travel and lodging expenses are billed at cost and apply to all meetings (including
implementation, training, operations and support). Travel expenses only apply to out of scope travel
and must therefore be pre-approved by Client.
15.4. Fees will be invoiced monthly to Client for Services performed during the prior month. Fees will be
netted out of Client’s monthly revenue disbursement. Client will submit payment for any balance
due to Consultant within 30 days of receiving the invoice.
16. Compliance Services
16.1. Fees for performing compliance Services apply to all monies received for the current tax/license
period and any other prior period collected (including monies received for taxes, penalties, interest,
and fees).
16.1.1. Fees for performing discovery Services shall be a contingency Fee of 40% of the revenues
received as a result of the Services.
16.1.2. In the event that Client discovers a non-compliant business and reports the business to
Consultant (including a calculation of all taxes/fees due), Consultant will categorize the
business as a collection service effort and thus apply the lower collection Services
contingency Fee rate.
16.1.3. Fees for performing collection Services shall be a contingency Fee of 25% of the revenues
received as a result of the Services.
16.1.4. Fees for performing audit Services shall be a contingency Fee of 40% of the revenues
received as a result of the Services.
16.2. Consultant recognizes Client’s authority to waive or reduce the tax/fee debt of a business. Should
Client decide to do so for a business whose deficiency was identified by Consultant, Consultant
shall be entitled to compensation in the amount of one half (1/2) of the Fees Consultant would have
otherwise earned. Deficiencies which are uncollectable due to insolvency or dissolution of the
business, or for deficiencies which are otherwise incapable of collection (i.e. statute of limitation
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or other legal defense) shall not be considered a Client voluntary election to waive, and thus,
Consultant would not be entitled to compensation related thereto under this provision.
16.3. The fee shall be paid notwithstanding any related Client assistance, work in parallel, and/or
incurrence of attorneys’ fees or other costs or expenses in connection, with the relevant Services.
16.4. Fees related to travel and lodging expenses are billed at cost and applied to all meetings (including
implementation, training, operations, and support). Travel expenses only apply to out of scope
travel and must therefore be pre-approved by Client.
16.5. Fees will be invoiced monthly to Client for Services performed during the prior month. Fees will
be netted out of Client’s monthly revenue disbursement. Client will submit payment for any balance
due to Consultant within 30 days of receiving the invoice.
17. Payment Processing – Consultant will configure payment processing services to utilize either a taxpayer
funded model (convenience fee) or Client funded model, as directed by Client. Client may switch between
these models upon written request to Consultant. Fees for each of these payment processing models are
detailed here.
17.1. Taxpayer funded model – Client authorizes Consultant to collect each convenience fee from the
taxpayer at time of payment.
17.1.1. Credit and debit card processing – 2.9% of transaction amount, minimum of $2.00
17.1.2. ACH/eCheck processing - $2.50 per transaction
17.2. Client funded
17.2.1. Credit and debit card processing – 2.9% of transaction amount
17.2.2. ACH/eCheck processing - $0.75 per transaction
17.3. Returned payments/NSF fee – Each occurrence of a card chargeback, returned payment or
insufficient funds will incur a fee of $25.00, to be applied to the taxpayers account.
17.4. Consultant reserves the right to review and adjust pricing related to payment processing services
on an annual basis. Consultant will communicate any such adjustment to Client in writing, with
60 days advance notice. Items that will be considered in the review of fees may include, but are
not limited to: regulatory changes, card association rate adjustments, card association category
changes, bank/processor dues and assessments, average consumer payment amounts, card type
utilization, and costs of service.
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SCHEDULE C
TAX AND FEE ADMINISTRATION RELATED TO TRANSIENT OCCUPANCY TAX
SCOPE OF SERVICES
18. Operations Management Services
18.1. Establish and maintain database of Client lodging providers.
18.2. Receive and process registrations, tax returns and payments in a timely fashion.
18.3. Provide lodging providers multiple options for submitting registrations, tax returns, payments, or
support requests (including via website, email, mail, phone, and fax. Consultant tax specialists will
be available for live interactions Monday through Friday, 8:00am to 5:00pm Pacific).
18.4. Remit revenue to Client no less than monthly.
18.5. Provide Client staff access to website portal offering lodging provider registry inquiry and
reporting capabilities.
18.6. Endeavor to ensure accurate filings of returns by consistently monitoring returns, providing
compliance audits, and educating lodging providers as mutually agreed to by Client and
Consultant.
18.7. Provide analysis reports monthly and annually provide revenue trends and key insights on Client
lodging providers.
19. Online Payment Processing – Consultant’s services include PCI compliant payment processing services
which supports both credit card and eCheck transactions.
19.1. Client Responsibilities
19.1.1. As a condition to its receipt of the Service, Client shall execute and deliver any and all
applications, agreements, certifications or other documents required by Consultant’s payment
processor, Networks or other third parties whose consent or approval is necessary for the
processing of Transactions by Consultant’s payment processor. “Network” i s an entity or
association that operates, under a common service mark, a system which permits participants to
authorize, route, and settle Transactions among themselves, including, for example, networks
operated by VISA USA and Mastercard, Inc., NYCE Corporation, American Express, and
Discover.
19.1.2. Client hereby grants Consultant the full right, power and authority to request, receive and
review any Data or records reflected in a Transaction report. Client represents and warrants that
it has the full right and authority to grant these rights.
FEES
20. Operations Management Services
20.1. Fees for performing operations management Services shall be $950.00 per year for each filing
property.
20.2. Fees will be increased as of January 1st of each calendar year with reference to the 12-month
percent change in the most recently published annual Consumer Price Index for All Urban
Consumers (CPI-U), West Region, as reported by the U.S. Bureau of Labor Statistics (the “CPI
Change”). Each annual increase in the Fees will be equal to the greater of two percent (2%) or the
actual CPI Change and the lesser of ten percent (10%) or the actual CPI Change. For example, if
the actual CPI Change is 1.5%, then the annual increase will be 2%, if the actual CPI Change is
3.5%, then the annual increase will be 3.5%, and if the actual CPI Change is 12%, then the annual
increase will be 10%.
20.3. Fees for any travel and lodging expenses will be billed at cost and applied to all meetings
(including implementation, training, operations and support).
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20.4. Fees will be invoiced monthly to Client for Services performed during the prior month. Fees will
be netted out of Client’s monthly revenue disbursement. Client will submit payment for any
balance due to Consultant within 30 days of receiving the invoice.
21. Payment Processing – Consultant will configure payment processing services to utilize either a taxpayer
funded model (convenience fee) or Client funded model, as directed by Client. Client may switch between
these models upon written request to Consultant. Fees for each of these payment processing models are
detailed here.
21.1. Taxpayer funded model – Client authorizes Consultant to collect each convenience fee from the
taxpayer at time of payment.
21.1.1. Credit and debit card processing – 2.9% of transaction amount, minimum of $2.00
21.1.2. ACH/eCheck processing - $2.50 per transaction
21.2. Client funded
21.2.1. Credit and debit card processing – 2.9% of transaction amount
21.2.2. ACH/eCheck processing - $0.75 per transaction
21.3. Returned payments/NSF fee – Each occurrence of a card chargeback, returned payment or
insufficient funds will incur a fee of $25.00, to be applied to the taxpayers account.
21.4. Consultant reserves the right to review and adjust pricing related to payment processing services
on an annual basis. Consultant will communicate any such adjustment to Client in writing, with
60 days advance notice. Items that will be considered in the review of fees may include, but are
not limited to: regulatory changes, card association rate adjustments, card association category
changes, bank/processor dues and assessments, average consumer payment amounts, card type
utilization, and costs of service.
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SCHEDULE D
TAX AND FEE ADMINISTRATION RELATED TO TRANSIENT AND OCCUPANCY TAX
SHORT-TERM RENTALS
SCOPE OF SERVICES
22. Identification and Monitoring
22.1. Monitor short-term rental sites to identify new listings and closures.
22.2. Match listings to specific parcels using GIS and property tax assessor data.
22.3. Identify properties which are already registered and paying taxes.
22.4. Provide a visual map of listing locations in Client’s jurisdiction.
22.5. Record listing details (including start date, sites linked to, and other information necessary for
documenting evidence of short-term rental activity).
23. Education, Registration, and Compliance
23.1. Notify non-compliant lodging providers of their status and any actions necessary to become
compliant.
23.2. Provide short-term rentals website with links to FAQs, education packets, and support for
registering, filing returns, and making payments.
23.3. Follow-up with non-compliant entities and assist as needed to obtain compliance.
23.4. Work with Client to identify additional requirements and ensure collection of data necessary for
enforcement procedures.
24. Operations Management Services
24.1. Establish and maintain database of Client’s short-term rental lodging providers.
24.2. Receive and process registrations, tax returns and payments in a timely fashion.
24.3. Provide lodging providers multiple options for submitting registrations, tax returns, payments, or
support requests (including via website, email, mail, phone, and fax. Consultant tax specialists
will be available for live interactions Monday through Friday, 8:00am to 5:00pm Pacific).
24.4. Remit revenue to Client no less than monthly.
24.5. Provide Client staff access to website portal offering lodging provider registry inquiry and
reporting capabilities.
24.6. Endeavor to ensure accurate filings of returns by consistently monitoring returns and educating
lodging providers.
24.7. Provide analysis reports monthly and annually provide revenue trends and key insights on Client
lodging providers.
25. Online Payment Processing – Consultant’s services include PCI compliant payment processing services
which supports both credit card and eCheck transactions.
25.1. Client Responsibilities
25.1.1. As a condition to its receipt of the Service, Client shall execute and deliver any and all
applications, agreements, certifications or other documents required by Consultant’s payment
processor, Networks or other third parties whose consent or approval is necessary for the
processing of Transactions by Consultant’s payment processor. “Network” is an entity or
association that operates, under a common service mark, a system which permits participants to
authorize, route, and settle Transactions among themselves, including, for example, networks
operated by VISA USA and Mastercard, Inc., NYCE Corporation, American Express, and
Discover.
25.1.2. Client hereby grants Consultant the full right, power and authority to request, receive and
review any Data or records reflected in a Transaction report. Client represents and warrants that
it has the full right and authority to grant these rights.
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FEES
26. Operations Management Services
26.1. Fees for performing operations management Services shall be $21.00 per filling.
26.2. Fees for performing compliance Services shall be $95.00 per property per year.
26.2.1. Fees will be increased as of January 1st of each calendar year with reference to the 12-month
percent change in the most recently published annual Consumer Price Index for All Urban
Consumers (CPI-U), West Region, as reported by the U.S. Bureau of Labor Statistics (the
“CPI Change”). Each annual increase in the Fees will be equal to the greater of two percent
(2%) or the actual CPI Change and the lesser of ten percent (10%) or the actual CPI Change.
For example, if the actual CPI Change is 1.5%, then the annual increase will be 2%, if the
actual CPI Change is 3.5%, then the annual increase will be 3.5%, and if the actual CPI Change
is 12%, then the annual increase will be 10%.
26.3. Fees for any travel and lodging expenses will be billed at cost and applied to all meetings
(including implementation, training, operations and support).
26.4. Fees will be invoiced monthly to Client for Services performed during the prior month. Fees will
be netted out of Client’s monthly revenue disbursement. Client will submit payment for any
balance due to Consultant within 30 days of receiving the invoice.
27. Payment Processing – Consultant will configure payment processing services to utilize either a taxpayer
funded model (convenience fee) or Client funded model, as directed by Client. Client may switch between
these models upon written request to Consultant. Fees for each of these payment processing models are
detailed here.
27.1. Taxpayer funded model – Client authorizes Consultant to collect each convenience fee from the
taxpayer at time of payment.
27.1.1. Credit and debit card processing – 2.9% of transaction amount, minimum of $2.00
27.1.2. ACH/eCheck processing - $2.50 per transaction
27.2. Client funded
27.2.1. Credit and debit card processing – 2.9% of transaction amount
27.2.2. ACH/eCheck processing - $0.75 per transaction
27.3. Returned payments/NSF fee – Each occurrence of a card chargeback, returned payment or
insufficient funds will incur a fee of $25.00, to be applied to the taxpayers account.
27.4. Consultant reserves the right to review and adjust pricing related to payment processing services
on an annual basis. Consultant will communicate any such adjustment to Client in writing, with
60 days advance notice. Items that will be considered in the review of fees may include, but are
not limited to: regulatory changes, card association rate adjustments, card association category
changes, bank/processor dues and assessments, average consumer payment amounts, card type
utilization, and costs of service.
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SCHEDULE E
TAX AND FEE ADMINISTRATION RELATED TO PARKING FEES
SCOPE OF SERVICES
28. Operations Management Services
28.1. Establish and maintain database of Client’s parking operators.
28.2. Receive and process registrations, tax returns and payments in a timely fashion.
28.3. Provide parking operators multiple options for submitting registrations, tax returns, payments, or
support requests (including via website, email, mail, phone, and fax. Consultant tax specialists will
be available for live interactions Monday through Friday, 8:00am to 5:00pm Pacific).
28.4. Remit revenue to Client no less than monthly.
28.5. Provide Client staff access to website portal offering parking operators registry inquiry and
reporting capabilities.
28.6. Endeavor to ensure accurate filings of returns by consistently monitoring returns, providing
compliance audits, and educating parking operators as mutually agreed to by Client and
Consultant.
28.7. Provide analysis reports monthly and annually provide revenue trends and key insights on Client’s
parking operators.
29. Online Payment Processing – Consultant’s services include PCI compliant payment processing services
which supports both credit card and eCheck transactions.
29.1. Client Responsibilities
29.1.1. As a condition to its receipt of the Service, Client shall execute and deliver any and all
applications, agreements, certifications or other documents required by Consultant’s payment
processor, Networks or other third parties whose consent or approval is necessary for the
processing of Transactions by Consultant’s payment processor. “Network” is an entity or
association that operates, under a common service mark, a system which permits participants
to authorize, route, and settle Transactions among themselves, including, for example,
networks operated by VISA USA and Mastercard, Inc., NYCE Corporation, American
Express, and Discover.
29.1.2. Client hereby grants Consultant the full right, power and authority to request, receive and
review any Data or records reflected in a Transaction report. Client represents and warrants
that it has the full right and authority to grant these rights.
FEES
30. Operations Management Services
30.1. Fees for performing operations management Services shall be $950.00 per operator per year or
$550 (for a combined $1,500) should the operator also file under Schedule C, TOT.
30.2. Fees will be increased as of January 1st of each calendar year with reference to the 12 -month
percent change in the most recently published annual Consumer Price Index for All Urban
Consumers (CPI-U), West Region, as reported by the U.S. Bureau of Labor Statistics (the “CPI
Change”). Each annual increase in the Fees will be equal to the greater of two percent (2%) or the
actual CPI Change and the lesser of ten percent (10%) or the actual CPI Change. For example, if
the actual CPI Change is 1.5%, then the annual increase will be 2%, if the actual CPI Change is
3.5%, then the annual increase will be 3.5%, and if the actual CPI Change is 12%, then the annual
increase will be 10%.
30.3. Fees for any travel and lodging expenses will be billed at cost and applied to all meetings
(including implementation, training, operations and support).
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30.4. Fees will be invoiced monthly to Client for Services performed during the prior month. Fees will
be netted out of Client’s monthly revenue disbursement. Client will submit payment for any
balance due to Consultant within 30 days of receiving the invoice.
31. Payment Processing – Consultant will configure payment processing services to utilize either a taxpayer
funded model (convenience fee) or Client funded model, as directed by Client. Client may switch between
these models upon written request to Consultant. Fees for each of these payment processing models are
detailed here.
31.1. Taxpayer funded model – Client authorizes Consultant to collect each convenience fee from the
taxpayer at time of payment.
31.1.1. Credit and debit card processing – 2.9% of transaction amount, minimum of $2.00
31.1.2. ACH/eCheck processing - $2.50 per transaction
31.2. Client funded
31.2.1. Credit and debit card processing – 2.9% of transaction amount
31.2.2. ACH/eCheck processing - $0.75 per transaction
31.3. Returned payments/NSF fee – Each occurrence of a card chargeback, returned payment or
insufficient funds will incur a fee of $25.00, to be applied to the taxpayers account.
31.4. Consultant reserves the right to review and adjust pricing related to payment processing services
on an annual basis. Consultant will communicate any such adjustment to Client in writing, with
60 days advance notice. Items that will be considered in the review of fees may include, but are
not limited to: regulatory changes, card association rate adjustments, card association category
changes, bank/processor dues and assessments, average consumer payment amounts, card type
utilization, and costs of service.
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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 #:25-227 Agenda Date:4/9/2025
Version:1 Item #:10a.
Resolution awarding a contract to Hinderliter de Llamas and Associates for providing Business License,
Commercial Parking,Transient Occupancy Tax,and Sales Tax Services,and authorizing the City Manager to
execute the agreement on behalf of the City.
WHEREAS,Hinderliter de Llamas and Associates (HdL)will provide administrative,audit,and compliance
services for the Business License Tax (BLT),Commercial Parking Tax,Transient Occupancy Tax (TOT),and
Sales Tax for the City; and
WHEREAS,the City of South San Francisco (City)published a Request for Proposals (RFP)for BLT,
Commercial Parking, TOT, Sales Tax, and Property Tax services on January 7, 2025; and
WHEREAS, by January 31, 2025, the City received two (2) bid proposals in response; and
WHEREAS,a panel comprised of City staff thoroughly reviewed the two proposals received,and ultimately
determined that HdL would best serve the City’s needs; and
WHEREAS,both parties now wish to enter into an agreement,whereby HdL will provide BLT,Commercial
Parking,TOT,and Sales Tax services with an initial three-year term ended June 30,2028,and have an option to
extend for up to two additional one-year periods (Agreement) attached hereto as Exhibit A; and
WHEREAS,this City Council has examined the Agreement and approves of it as to both form and content,and
desires to enter into said Agreement.
NOW,THEREFORE,BE IT RESOLVED,that the City Council of the City of South San Francisco hereby take
the following action:
1.Awards a Master Services Agreement for administrative,audit,and compliance services relating to the
City’s Business License Tax (BLT),Commercial Parking Tax,Transient Occupancy Tax (TOT),and
Sales Tax,to Hinderliter de Llamas and Associates (HdL),for an initial term of three (3)years with
City of South San Francisco Printed on 4/10/2025Page 1 of 2
powered by Legistar™130
File #:25-227 Agenda Date:4/9/2025
Version:1 Item #:10a.
Sales Tax,to Hinderliter de Llamas and Associates (HdL),for an initial term of three (3)years with
additional two (2)one-year renewal terms at City’s discretion,and for a contract amount based on the
proposed fee schedule and scope of work, attached hereto and incorporated herein as Exhibit A.
2.Authorizes the City Manager to execute the Agreement with HdL in substantially the same form as
Exhibit A,subject to approval as to form by the City Attorney,for and on behalf of the City of South
San Francisco,subject to HdL timely providing all contract documents and executing the Agreement.
The City Clerk shall attest the City Manager’s signature thereto.
BE IT FURTHER RESOLVED that the City Council authorizes the City Manager to take any other related
actions consistent with the intention of the accompanying staff report or this resolution.
*****
City of South San Francisco Printed on 4/10/2025Page 2 of 2
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EXHIBIT A
MASTER SERVICES AGREEMENT
THIS MASTER SERVICES AGREEMENT (this “Agreement”) is entered into as of
______________, 2025 (the “Agreement Date”) by and between Hinderliter de Llamas and
Associates (“Consultant”), and City of South San Francisco (“Client”), which is located within the
state of California (the “State”).
W I T N E S S E T H:
WHEREAS, Consultant is engaged in the business of providing consulting, software and
other services that help public agencies understand and maximize their collection of sales, use and
transactions taxes, business license taxes, property and lodging taxes, and other revenues, as well as
their delivery of other public services (collectively, “Consultant’s Business”); and
WHEREAS, Client desires to contract with Consultant to obtain one or more of the services
included within Consultant’s Business (as provided for in Section 1) upon the terms and conditions
contained in this Agreement;
WHEREAS, Consultant desires to contract with Client to render such services upon the terms
and conditions contained in this Agreement.
NOW THEREFORE, in consideration of the covenants and promises contained herein,
Client and Consultant mutually agree as follows:
1. Services.
1.1 Consultant will perform those services included within Consultant’s Business that are
described in any and all schedule(s) referencing this Agreement and signed by Client and Consultant
as of the Agreement Date or hereafter (individually and collectively, the “Schedule(s)”), upon the
terms and conditions contained in this Agreement (including the Schedules) (such services are,
collectively, the “Services”)
1.2 Consultant warrants that it will perform the Services in a professional manner in
accordance with professional standards. In performing the Services, Consultant is acting as an
independent contractor (and not as an agent or employee of Client).
1.3 Client acknowledges and agrees that any other public agency (including, without
limitation, any participating government agency) located within or outside of the State (e.g., city,
municipality, county, district, public authority or other political subdivision) may procure services for
fees and other terms and conditions that are substantially similar to any of the Services, Fees and other
terms and conditions set forth in this Agreement, provided that such other public agency executes a
separate agreement with Consultant wherein the services rendered to such other public agency, the
fees payable by such other public agency, and the other terms and conditions of such separate
agreement are the responsibility of Consultant and such other public agency and not Client.
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1.4 This Agreement does not limit the right of Consultant to enter into additional contracts
with Client or to contract with other persons or entities (that are not Client) to provide them with
merchandise or services of any kind whatsoever, including, but not limited to, services similar to the
Services.
2. Fees. As compensation for performing the Services, Client will pay Consultant the
fees, costs and expenses as described in the Schedules (individually and collectively these fees and
costs are, the “Fees”). Consultant may perform the Services using professionals from its staff or
Consultant’s affiliated entities, and such Services will be billed to Client under the same billing terms
applicable to Consultant’s staff. Consultant may increase the Fees from time to time (including,
without limitation, annually as described in the Schedules). Other than a Fee increase as described in
the Schedules, Client may notify Consultant of a request that such Fee increase be modified or
revoked and, if Consultant fails to do so to Client’s satisfaction within thirty (30) days after the receipt
of such request, Client may terminate this Agreement without cause pursuant to Section 7.3.
3. Invoices; Payment.
3.1 Consultant will invoice Client for the Fees earned and/or incurred by Consultant pursuant
to this Agreement.
3.2 Invoices are due and payable upon receipt. Interest will begin to accrue on the thirtieth
(30th) day following the invoice date on all unpaid balances at a rate of one and one-half percent
(1½%) per month, or the maximum rate permitted by law, whichever is less. Payments will first be
credited to interest and then to principal. In the event that Client disputes or contests an invoice, only
that portion so disputed or contested in good faith will be withheld from payment, and the undisputed
portion must be timely paid. Interest will accrue on any contested portion of the invoice not timely
paid and will be payable immediately if the contested invoice is resolved in favor of Consultant.
3.3 If Client fails to fully pay an invoice within 30 days after the invoice date, Consultant
may, after giving five (5) days’ notice to Client, suspend the rendering of Services under this
Agreement until said invoice is paid in full, together with all interest that has accrued thereon. In the
event of such a suspension of Services, Consultant will have no liability to Client for any delays or
damages arising therefrom.
4. Insurance. Throughout the term of this Agreement, Consultant will maintain the
following insurance in not less than the referenced amounts: (a) workers compensation and employers
liability insurance as may be required by the State; (b) property damage liability of $1,000,000 per
incident; (c) bodily injury liability of $1,000,000 per incident; and (d) professional liability for any
errors or omissions of $1,000,000.
5. Client Support.
5.1 Client will promptly provide in writing to Consultant all data and other information
relating to or which may be necessary for Consultant’s performance of the Services. Without limiting
the foregoing, Client will keep Consultant informed on a timely basis in writing as to the existence
and amendments of the laws, ordinances and/or regulations under which Consultant is performing the
Services (including any adopted by Client). Consultant will be permitted to rely on the accuracy,
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timeliness and completeness of the information provided by Client, and in no event will Consultant
be liable to Client or others as a result of such reliance.
5.2 Client will examine all of Consultant’s reports, specifications, notices, proposals and
other documents. In the event that a decision is required of Client in order for Consultant to perform
the Services, Client will render such decision in writing in a timely manner.
5.3 Promptly following any request from Consultant, Client will adopt and maintain in
full force and effect resolutions in forms acceptable to Client and in accordance with applicable law
authorizing Consultant to examine the confidential sales tax and other relevant records of Client
throughout the Term and, for so long as any Fees are still accruing pursuant to this Agreement, after
the Term.
5.4 Client will assist Consultant in obtaining such licenses, permits and approvals as may
be required by law for performing the Services, and Client will pay all fees, assessments and taxes
related to the application, issuance and maintenance thereof.
5.5 The Services do not include services that Consultant may be required or requested to
provide to support, prepare, document, bring, defend or assist in litigation undertaken or defended by
Client (“Litigation Services”). If Consultant agrees with Client or is required to perform Litigation
Services, Client will promptly pay Consultant for all of Consultant’s costs and expenses related to
Litigation Services at Consultant’s actual cost, plus ten percent (10%) thereof (all of which are
deemed to be additional Fees).
6. Confidentiality; Software Use and Warranty; Records.
6.1 Consultant will comply with the requirements of the applicable laws, ordinances
and/or regulations concerning the confidentiality of tax records of which it has been informed by
Client pursuant to Section 5.1.
6.2 As used herein, the term “proprietary information” means all information, techniques,
processes, services or material that has or could have commercial value or other utility in Consultant’s
Business, including without limitation: Consultant’s (i) software, computer or data processing
programs; (ii) data processing applications, routines, subroutines, techniques or systems; (iii) desktop
or web-based software; (iv) audit, tax or fee collection/administration or business processes, methods
or routines; (v) marketing plans, analyses and strategies; and (vi) materials, techniques and
intellectual property used. Except as otherwise required by law, Client must hold in confidence and
may not use (except as expressly authorized by this Agreement) or disclose to any other party any
proprietary information provided, learned of or obtained by Client in connection with this Agreement.
The terms of this Section 6.2 do not apply to any information that is public information.
6.3 If access to any software which Consultant owns is provided to Client as part of this
Agreement (including, without limitation, if Client chooses to subscribe to such software and reports
option as part of the Services) (such Consultant-owned software is, collectively, the “Software”),
Consultant hereby provides a limited, non-exclusive, non-transferable license to Client for the use by
such of Client’s staff as may be designated from time to time by Client and approved by Consultant
in writing to use the Software pursuant to and during the Term of this Agreement. The Software must
only be used by such authorized Client staff, and Client must not sublicense, sublet, duplicate, modify,
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decompile, reverse engineer, disassemble, or attempt to derive the source code of the Software. The
license granted hereunder does not imply ownership by Client or any of Client’s staff of the Software
nor any rights of Client or any of Client’s staff to sublicense, transfer or sell the Software, or rights
to use the Software for the benefit of others. Client may not create (or allow the creation of) any
derivative work or product based on or derived from the Software or documentation, nor modify (or
allow the modification of) the Software or documentation without the prior written consent of
Consultant. In the event of a breach of this provision (and without limiting Consultant’s remedies),
such modification, derivative work or product based on the Software or documentation is hereby
deemed assigned to Consultant. Upon termination of this Agreement or this Software license, this
Software license will be deemed to have expired and Client access to Software will be immediately
removed. Client must immediately cease using and remove, delete and destroy all Software materials
which may exist on Client’s computers and network. Consultant warrants that the Software will
perform in accordance with the Software’s documentation.
6.4 All documents, preliminary drafts, communications and any and all other work
product related to the Services and provided by Consultant to Client either in hard copy or
electronically are the property of Client. This does not include any software, programs,
methodologies or systems used in the creation of such work product, nor does it include any drafts,
notes or internal communications prepared by Consultant in the course of performing the Services
that were not otherwise provided to Client in either hardcopy or electronic form, all of which may be
protected by Consultant or others’ copyrights or other intellectual property. It is possible that any
documents, drafts, communications or other work product provided to Client may be considered
public records under applicable law and/or may be discoverable through litigation. Consultant may
publicly state that it performs the Services for Client.
6.5 Subject to applicable law, Consultant is responsible for retaining all final documents
and other final work product related to the Services for a period of not less than three (3) years from
the date provided to Client. Retention of any other documents, preliminary drafts, communications
and any and all other work product provided to Client by Consultant is the responsibility of Client.
Consultant has no responsibility to retain any drafts, notes, communications, emails or other writings
created or received by Client in the course of performing the Services (other than the final documents
and other final work product related to the Services and provided to Client for the term of years
referenced above).
7. Term and Termination.
7.1 The term of this Agreement commences as of the Agreement Date and continues
through a three (3) year term through June 30, 2028 unless terminated earlier pursuant to any of this
Agreement's express provisions (the “Initial Term”). This Agreement may be extended for two (2)
twelve (12) month terms by Client at its discretion (each a “Renewal Term” and, collectively,
together with the Initial Term, the “Term”).
7.2 This Agreement may be terminated by either party for cause upon not less than forty-
five (45) days’ written notice given to and received by the other party, if the other party has materially
breached this Agreement through no fault of the notifying party and fails to (i) commence correction
of such material breach within thirty (30) days of receipt of the above-referenced written notice and
(ii) diligently complete the correction thereafter.
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7.3 In addition, either party may terminate this Agreement without cause upon not less
than forty-five (45) days’ written notice to the other party.
7.4 On termination, Client will pay Consultant for all Fees and other compensation
(including for Litigation Services) earned and/or incurred through the termination date and will
thereafter timely pay Consultant for all other Fees and compensation to which Consultant may be
entitled pursuant to this Agreement (including the Schedules hereto).
8. Indemnification.
8.1 Consultant agrees to fully and promptly indemnify and hold harmless (but not defend)
Client and each of its officers, employees and agents (collectively, “Client Group”) from and against
any and all third-party liabilities, judgments, awards, losses, claims, damages, expenses, and costs
(including, without limitation, for reasonable third-party attorneys’ fees and costs awarded in
connection therewith) (each, a “Third-Party Liability”, and collectively, “Third-Party Liabilities”)
directly or indirectly related to this Agreement and arising out of any negligent act or negligent
omission, or reckless or willful misconduct, of Consultant or any of its directors, officers, employees,
agents, direct and indirect equity holders, or affiliates (collectively, “Consultant Group”) under this
Agreement; provided, that such obligations to indemnify and hold harmless are only to the extent
Consultant admits in writing, or any of Consultant Group is found by a court of competent jurisdiction
in a judgment which has become final and that is no longer subject to appeal or review, to have caused
the above-described Third-Party Liability(ies). In no event shall Consultant be obligated to defend
any of Client Group or pay for any Client Group attorneys’ fees or other costs of defending against
any such Third-Party Liabilities (“defense costs”), with exception of if Consultant is obligated to
indemnify and hold harmless Client Group as described above in this Section 8.1 then Consultant
shall also be responsible for the defense costs incurred by Client Group for the related matter.
Consultant’s duty to indemnify and hold harmless Client shall not apply to claims for liability which
arise from the issuance or non-issuance of any registration, license, permit, or exemption.
8.2 Client agrees to fully and promptly indemnify and hold harmless (but not defend) each
of Consultant Group from and against any and all Third-Party Liabilities directly or indirectly related
to this Agreement and arising out of any negligent act or negligent omission, or reckless or willful
misconduct, of any of Client Group under this Agreement; provided, that such obligations to indemnify
and hold harmless are only to the extent Client admits in writing, or any of Client Group is found by a
court of competent jurisdiction in a judgment which has become final and that is no longer subject to
appeal or review, to have caused the above-described Third-Party Liability(ies). In no event shall Client
be obligated to defend any of Consultant Group or pay for any Consultant Group attorneys’ fees or
other costs of defending against any such Third-Party Liabilities (“defense costs”), with exception of if
Client is obligated to indemnify and hold harmless Consultant Group as described above in this Section
8.2 then Client shall also be responsible for the defense costs incurred by Consultant Group for the
related matter.
9. Liability Limitations; Governing Law; Dispute Resolution.
9.1 To the maximum extent permitted by law and notwithstanding anything to the contrary
in this Agreement:
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9.1.1 Except as may otherwise be expressly set forth in this Agreement,
Consultant makes no warranty of any kind with respect to the Services or the Software, express or
implied. Consultant hereby disclaims all other warranties, express or implied, including the implied
warranties of merchantability, fitness for a particular purpose, title and non infringement. Consultant
disclaims all warranties and responsibility for third party software.
9.1.2 Notwithstanding anything to the contrary, in no event will Consultant be
(a) liable for claims, liabilities or damages (i) that could not reasonably have been foreseen upon entry
into this Agreement; (ii) arising from any action or inaction by Consultant in response to specific
direction from Client; (iii) in connection with any Client monies not collected by Consultant; nor (iv)
in connection with the issuance, non-issuance or revocation of any registration, license, permit, or
exemption; nor (b) required to provide a defense in connection with any indemnification or hold
harmless provisions under this Agreement.
9.1.3 Without limitation on any statute of limitations that expire in less than
three years, no claim may be brought by Client against any one or more of Consultant Group arising
out of this Agreement (including, without limitation, in connection with the Services or the Software)
more than three years after the date upon which Client has actual knowledge of the first occurrence
of the action or inaction giving rise to such claim (whether relating to the Services, the Software or
otherwise).
9.1.4 Client acknowledges this Agreement is with Consultant in its capacity as a
corporation or a limited liability company, and Client agrees that in no event will it seek to hold any of
the Consultant Group (other than Consultant) responsible for any obligations under this Agreement.
9.2 The law of the State will govern the validity of this Agreement, its interpretation and
performance, and any other claims related to it, without regard to the State’s conflict of laws rules.
Venue for any legal action arising out of this Agreement will be proper only in the State courts or the
federal courts located within the State. The parties hereby submit to the exclusive jurisdiction of such
courts and waive any other venue to which either party might be entitled by domicile or otherwise.
Both parties waive the right to a jury trial in an action to enforce, interpret or construe this Agreement.
9.3 If either party is required to bring legal action to enforce its rights under this
Agreement or as the result of a breach of this Agreement, the costs and expenses of the prevailing
party, including reasonable attorneys’ fees, will be paid by the non-prevailing party.
9.4 A breach of this Agreement by either party may cause the other party hereto irreparable
harm, the amount of which may be difficult to ascertain, and therefore such other party will have the
right to apply to a court of competent jurisdiction for specific performance and/or an order restraining
and enjoining any further breach and for such other relief as such other party may deem appropriate.
Such right is in addition to the remedies otherwise available to such other party at law or in equity.
The parties hereto expressly waive the defense that a remedy in damages will be adequate and any
requirement in an action for specific performance or injunction hereunder for the posting of a bond.
10. General Legal Provisions.
10.1 Force Majeure. Consultant is not responsible for damages or delay in performance
caused by acts of God, strikes, lockouts, accidents or other events beyond the control of Consultant.
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10.2 Amendment; Waiver. Any provisions of this Agreement (including, without
limitation, any Schedules or provisions within any Schedules) may be amended or terminated if in
writing and signed by both Client and Consultant. No waiver by any party of any default,
misrepresentation or breach of warranty or covenant hereunder, whether intentional or not, will be
deemed to be valid unless acknowledged by such party in writing, and such waiver will not extend to
any prior or subsequent default, misrepresentation or breach of warranty or covenant hereunder or
affect in any way any rights arising by virtue of any prior or subsequent such occurrence.
10.3 Severability and Survival. If any provision in this Agreement is held illegal, invalid
or unenforceable, the enforceability of the remaining provisions will not be impaired thereby.
Notwithstanding any other provisions of this Agreement (including, without limitation, Section 7),
Sections 3, 5.5, 6, 7, 8, 9 and 10 will survive the termination of this Agreement.
10.4 No Third-Party Beneficiaries; Services Limited to Agreement. Except as set forth in
Section 8, this Agreement gives no rights or benefits to anyone other than Client and Consultant and
has no third-party beneficiaries. The Services to be performed for Client by Consultant are defined
solely by this Agreement (including the Schedules), and not by any other contract or agreement that
may be associated with performing the Services.
10.5 Assignment. This is a bilateral personal services agreement. Neither party will have
the power to or will assign any of the duties or rights or any claim arising out of or related to this
Agreement, whether arising in tort, contract or otherwise, without the written consent of the other
party. Any unauthorized assignment is void and unenforceable. This Agreement is binding on the
successors and assigns of the parties hereto.
10.6 Notices. All notices under this Agreement must be in writing and will be deemed to
have been given when such notice is received (i) from United States Postal Service First Class
Certified Mail, Return Receipt Requested, (ii) by courier service, or (iii) by email; provided, however,
that notices received on a weekend or holiday or on a business day after 4:00 p.m. local time will be
deemed to have been received on the next business day. Notices will, unless another address is
specified in writing, be sent to the addresses indicated below (each of which must include a street
address and an email address): Consultant: 120 S. State College Blvd. #200, Brea CA 92821, Attn:
Contracts, Email: Contracts@hdlcompanies.com ; and Client: P.O. BOX 711 South San Francisco,
CA 94083 Attn: Finance Director, Email: karen.chang@ssf.net.
10.7 Entire Agreement; Conflict. This Agreement (including any Schedules dated as of the
Agreement Date or hereafter) constitutes the entire agreement between the parties and supersedes any
prior understandings, agreements, or representations by or between the parties, written or oral, to the
extent they have related in any way to the subject matter hereof. Should there ever be a conflict
between the terms and conditions of the Schedule(s) and the remainder of this Agreement, the terms
and conditions of the remainder of this Agreement will prevail and be controlling.
10.8 Counterparts; Electronic Signatures; Authority. This Agreement may be signed in any
number of counterparts, each of which will constitute an original and all of which, when taken
together, will constitute one agreement. Any signed signature pages of this Agreement transmitted
by email or other electronic means in a portable document format (PDF) or other clear and visible
electronic format will have the same legal effect as an original. Each of the persons signing on behalf
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of a party hereto represents that he or she has the authority to sign this Agreement on such party’s
behalf.
10.9 No Adverse Construction. Both parties acknowledge having had the opportunity to
participate in the drafting of this Agreement. This Agreement will not be construed against either
party based upon authorship. The section headings contained in this Agreement are inserted for
convenience only and will not affect in any way the meaning or interpretation of this Agreement.
11. California Department of Tax and Fee Administration Data.
11.1 CITY shall adopt a resolution in a form acceptable to the California Department of
Tax and Fee Administration and in compliance with Section 7056 of the Revenue and Taxation Code,
authorizing CONTRACTOR to examine the confidential sales tax records of CITY. CITY further
agrees to continue CONTRACTOR’s authorization to examine the confidential sales tax records of
the CITY by maintaining CONTRACTOR’s name on the CITY resolution until such time as all
CONTRACTOR compliance work on behalf of CITY has been completed and any fee owing to
CONTRACTOR has been paid.
11.2 Section 7056 of the State of California Revenue and Taxation Code specifically limits
the disclosure of confidential taxpayer information contained in the records of the California
Department of Tax and Fee Administration. Section 7056 specifies the conditions under which a
CITY may authorize persons other than CITY officers and employees to examine State Sales and Use
Tax records.
11.3 The following conditions specified in Section 7056-(b), (1) of the State of California
Revenue and Taxation Code are hereby made part of this Agreement:
11.3.1 CONTRACTOR is authorized by this Agreement to examine sales, use or
transactions and use tax records of the Department of Tax and Fee Administration provided to CITY
pursuant to contract under the Bradley-Burns Uniform Sales and Use Tax Law Revenue and Taxation
Code section 7200 et.seq.
11.3.2 CONTRACTOR is required to disclose information contained in, or derived
from, those sales, use or transactions and use tax records only to an officer or employee of the CITY
who is authorized by resolution to examine the information.
11.3.3 CONTRACTOR is prohibited from performing consulting services for a
retailer, as defined in California Revenue & Taxation Code Section 6015, during the term of this
Agreement.
11.3.4 CONTRACTOR is prohibited from retaining the information contained in, or
derived from those sales, use or transactions and use tax records, after this Agreement has expired.
Information obtained by examination of Department of Tax and Fee Administration records shall be
used only for purposes related to collection of local sales and use tax or for other governmental
functions of the CITY as set forth by resolution adopted pursuant to Section 7056 (b) of the Revenue
and Taxation Code. The resolution shall designate the CONTRACTOR as a person authorized to
examine sales and use tax records and certify that this Agreement meets the requirements set forth
above and in Section 7056 (b), (1) of the Revenue and Taxation Code.
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IN WITNESS WHEREOF, the parties hereto have entered into this Agreement through their
duly authorized representatives as of the Agreement Date.
CONSULTANT:
Hinderliter de Llamas and Associates
By:
Andrew Nickerson, President/CEO
CLIENT:
South San Francisco
By:
City Manager
[Any Schedule or Schedules may (but is/are not required to) be attached hereto]
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SCHEDULE A
SALES AND TRANSACTION AND USE TAX
SCOPE OF SERVICES – Sales and Use Tax
1. Sales and Use Tax and Economic Analysis/Forecasting Services/Reports
1.1. Establish a special database identifying the name, address, and quarterly allocations of all sales tax
producers within the City. This database will be utilized to generate special reports to City on major
sales tax producers by rank and category, sales tax activity by categories, or business districts,
identification of reporting aberrations, and per capita and outlet comparisons with regional and
statewide sales.
1.2. Provide periodic updated reports to City identifying changes in sales by individual businesses,
business groups and categories, and by geographic area. These reports may include, without
limitation, quarterly aberrations due to State audits, fund transfers, and receivables, along with late or
double payments, and quarterly reconciliation worksheets to assist with budget forecasting.
Consultant shall meet quarterly by in person or virtually with City.
1.3. Shall additionally provide following each calendar quarter a summary analysis for City to share with
Council Members, Chamber of Commerce, other economic development interest groups and the
public that analyze City’s sales tax trends by major groups and geographic areas without disclosing
confidential individual tax records.
1.4. Establish a special database with California Department of Tax and Fee Administration (“CDTFA”)
registration data for businesses within applicable district boundaries holding seller’s permit accounts.
1.5. Periodically license for the limited, non-exclusive, non-transferable use by City’s staff certain of
Consultant’s web-based sales, use and/or transactions tax program(s) containing sellers permit,
registration, allocation and related information for business outlets within City’s jurisdiction
registered with the CDTFA.
1.6. Provide periodic updated reports endeavoring to identify and assist with budget forecasting (i)
changes in allocation totals by individual businesses, business groups and categories, and (ii)
aberrations due to State audits, fund transfers, and receivables, along with late or double payments.
2. Allocation and Audit Recovery Services
2.1. Conduct (when mutually agreed with City) initial and on-going sales and use tax audits of businesses
to help identify and correct distribution and allocation errors, and to proactively affect favorable
registration, reporting or formula changes thereby generating previously unrealized sales and use tax
income for the City and/or recovering misallocated tax from registered taxpayers. Common errors
that will be monitored and corrected include but are not limited to: transposition errors resulting in
misallocations; erroneous consolidation of multiple outlets; formula errors; misreporting of “point of
sale” to the wrong location; delays in reporting new outlets; misallocating use tax payments to the
allocation pools or wrong jurisdiction; and erroneous fund transfers and adjustments.
2.2. Initiate contacts with the CDTFA and sales management and accounting officials in companies that
have businesses where a probability of error exists to endeavor to help verify whether current tax
receipts accurately reflect the local sales activity. Such contacts will be conducted in a professional
and courteous manner.
2.3. Prepare and submit to the CDTFA information for the purpose of correcting any identified allocation
errors, and follow-up with individual businesses and the CDTFA to promote recovery by the City of
back or prospective quarterly payments that may be owing.
2.4. If, during the course of its audit, Consultant finds businesses located in the City’s jurisdiction that are
properly reporting sales and use tax but have the potential for modifying their operation to provide an
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even greater share to City, Consultant may so advise City and collaborate with those businesses and
City to encourage such changes.
SCOPE OF SERVICES – Transactions Tax Services
3. Transactions Tax and Economic Analysis/Forecasting Services/Reports
3.1 Consultant shall establish a database containing all applicable Department of Tax and Fee
Administration (CDTFA) registration data for each business within the Measure “-” District
boundaries holding a seller’s permit account. Said database shall also identify the quarterly
transactions and use tax allocations under each account for the most current and previous quarters
where available.
3.2 Consultant shall provide updated reports each quarter identifying changes in allocation totals by
individual businesses, business groups and by categories. Quarterly aberrations due to State audits,
fund transfers, and receivables, along with late or double payments, will also be identified. Quarterly
reconciliation worksheets to assist finance officer with budget forecasting will be included.
3.3. Consultant shall advise and work with CITY Staff on planning and economic questions related to
maximizing revenues, preparation of revenue projections and general information on transactions and
use tax questions.
3.4. Consultant shall make available to CITY the HdL proprietary software program and Measure “-”
database containing all applicable registration and quarterly allocation information for CITY business
outlets registered with the Department of Tax and Fee Administration. The database will be updated
quarterly.
4. Deficiency/Allocation Reviews and Recovery
4.1. Consultant shall conduct on-going reviews to identify and correct unreported transactions and tax
payments and distribution errors thereby generating previously unrealized revenue for the City.
Reviews shall include:
4.1.(a) Comparison of county-wide local tax allocations to transactions tax for brick and mortar
stores and other cash register-based businesses, where clearly all transactions are conducted
on-site within the Measure “-” City boundaries, and therefore subject to transactions tax.
4.1.(b) Review of any significant one-time use tax allocations to ensure that there is corresponding
transaction tax payments for taxpayers with nexus within the City boundaries.
4.1.(c) Review of state-wide transactions tax allocations and patterns to identify any obvious errors
and omissions.
4.1.(d) Identification and follow-up with any potentially large purchasers of supplies and equipment
(e.g. hospitals, universities, manufacturing plants, agricultural operations, refineries) to
ensure that their major vendors are properly reporting corresponding transactions tax
payments to the Measure “-” Transactions Tax District.
4.2. Consultant will initiate, where the probability of an error exists, contacts with the appropriate taxpayer
management and accounting officials to verify whether current tax receipts accurately reflect the local
sales activity. Such contacts will be conducted in a professional and courteous manner so as to
enhance CITY’s relations with the business community.
4.3. Consultant shall prepare and submit to the Department of Tax and Fee Administration all information
necessary to correct any allocation errors and deficiencies that are identified and shall follow-up with
the individual businesses and the California Department of Tax and Fee Administration to ensure that
all back quarter payments due the CITY are recovered.
5. Consulting and Other Optional Services
Consultant may from time to time in its sole discretion, consult with City’s staff, including without
limitation, regarding (i) technical questions and other issues related to sales, use and transactions tax, (ii)
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utilization of reports to enhance business license collection efforts, (iii) sales tax projections for proposed
annexations, economic development projects and budget planning, (iv) negotiating/review of tax sharing
agreements, (v) establishing purchasing corporations, (vi) meeting with taxpayers to encourage self-
assessment of tax obligations, and (vii) other sales, use or transactions tax revenue-related matters.
FEES – Sales and Use Tax Services
6. Sales and Use Tax and Economic Analysis/Forecasting Services/Reports
6.1. Fees for performing the sales tax and economic analysis/forecasting Services as described above shall
be for the first year $550 per month, commencing with the month of the Effective Date (hereafter
referred to as “monthly fee”). The second year of the agreement the monthly will increase to $650
per month. This fee shall be invoiced quarterly in arrears and shall be paid by City no later than 30
days after the invoice date.
6.2. Consultant will increase the non-hourly Fees established above once a year beginning on the third
year of the agreement with reference to the 12-month percent change in the most recently published
annual Consumer Price Index for All Urban Consumers (CPI-U), as reported by the U.S. Bureau of
Labor Statistics (the “CPI Change”).
7. Allocation and Audit Recovery Services
7.1. Fees for performing the allocation and audit recovery Services described above shall be 15% of all
new, increased and recovered sales and use tax revenue received by the City as a result, in whole or
in part, of the allocation audit and recovery services (hereafter referred to as “audit fee”). The fee
shall be paid notwithstanding any related City assistance, work in parallel, and/or incurrence of
attorneys’ fees or other costs or expenses in connection, with the relevant Services.
7.2. The Fee described above include, without limitation, State fund transfers received for back quarter
reallocations and monies received in the second eight (8) consecutive reporting quarters following
completion of Consultant’s allocation audit and confirmation of the corrections by the CDTFA.
7.3. These Fees shall be paid by City upon Consultant’s submittal of evidence of Consultant’s relevant
Services in support thereof, including, without limitation, copies of relevant communications between
Consultant and the CDTFA and/or taxpayers.
FEES – Transactions Tax Services
8. Transactions Tax and Economic Analysis/Forecasting Services/Reports
8.1. Fees shall be paid for the first year $200 per month, commencing with the month of the Effective
Date (hereafter referred to as “monthly fee”). The second year of the agreement the monthly will
increase to $300 per month billed quarterly for the transaction district tax reports that we include with
the quarterly sales tax analyses. The monthly fee shall be invoiced quarterly in arrears and shall be
paid by City no later than 30 days after the invoice date.
8.2. Consultant will increase the non-hourly Fees established above once a year beginning on the third
year of the agreement with reference to the 12-month percent change in the most recently published
annual Consumer Price Index for All Urban Consumers (CPI-U), as reported by the U.S. Bureau of
Labor Statistics (the “CPI Change”).
9. Allocation and Audit Recovery Services
9.1. Fees shall be paid 25% of the initial amount of new transactions or use tax revenue received by the
City because of audit and recovery work performed by Consultant, (hereafter referred to as "audit
fees"). New revenue shall not include any amounts determined and verified by City or Consultant to
be increment attributable to causes other than Consultant’s work pursuant to this agreement. In the
event, Consultant is responsible for an increase in the tax reported by businesses already properly
making tax payments to the City, it shall be Consultant’s responsibility to separate and support the
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incremental amount attributable to its efforts prior to the application of the audit fee. Said audit fees
will apply to state fund transfers received for those specific quarters identified as being missing and/or
deficient following completion of the audit by Consultant and confirmation of corrections by the
California Department of Tax and Fee Administration but shall not apply prospectively to any future
quarter. Consultant shall provide City with an itemized quarterly invoice showing all formula
calculations and amounts due for audit fees.
ADDITIONAL TERMS – Sales, Use and Transactions Tax Services
10. Consulting and Other Optional Services
10.1. Fees for performing the consulting and other optional Services described above shall be based on
the following initial hourly rates: (i) Principal - $325; (ii) Programmer - $295; (iii) Senior Analyst -
$245; and (iv) Analyst - $195.
10.2. Consultant may change the rates for its hourly Fees from time to time. A 30 days’ prior written
notice to City will be given.
11. General Provisions Relating to Fees
11.1. Fees for travel and lodging expenses will be invoiced at cost and applied to all meetings (including
implementation, training, operations and support). Travel expenses only apply to out of scope travel
and must therefore be pre-approved by City.
11.2. Fees will be invoiced monthly to City for Services performed during the prior month. To the extent
that Consultant has commercially reasonable means to do so, Fees will be netted out of City’s
monthly revenue disbursement.
12. Confidentiality Information
Section 7056 of the State of California Revenue and Taxation Code (“R&T Code”) specifically limits the
disclosure of confidential taxpayer information contained in the records of the CDTFA. Section 7056
specifies the conditions under which a city, county or district may authorize persons other than such city,
county or district’s officers and employees to examine state sales and use tax records.
The following conditions specified in Section 7056-(b)(1) of the State of California R&T Code are hereby
made part of this Agreement:
12.1. Consultant is authorized by this Agreement to examine sales, use or transactions and use tax records
of the CDTFA provided to City pursuant to contract under the Bradley-Burns Uniform Local Sales
and Use Tax Law R&T Code Section 7200 et.seq.
12.2. Consultant is required to disclose information contained in, or derived from, those sales or
transactions and use tax records only to an officer or employee of City who is authorized by City
resolution provided to the CDTFA to examine the information.
12.3. Consultant is prohibited from performing consulting services for a retailer (as defined in R&T Code
Section 6015), during the term of this agreement.
12.4. Consultant is prohibited from retaining the information contained in or derived from those sales, use
or transactions and use tax records after this agreement has expired. Information obtained by
examination of the CDTFA records shall be used only for purposes related to collection of local
sales and use tax or for other governmental functions of the City as set forth by resolution adopted
pursuant to Section 7056 (b) of the Revenue and Taxation Code. The resolution shall designate the
Consultant as a person authorized to examine sales and use tax records and certify that this agreement
meets the requirements set forth above and in Section 7056 (b), (1) of the Revenue and Taxation
Code.
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SCHEDULE B
TAX AND FEE ADMINISTRATION RELATED BUSINESS LICENSE TAX
SCOPE OF SERVICES
12. Operations Management Services
12.1. Establish and maintain database of Client businesses.
12.2. Receive and process applications, renewals and payments in a timely fashion.
12.3. Send renewal notices to active businesses within 30 days of the renewal period end date or at another
interval specified by Client.
12.4. Provide businesses multiple options for submitting applications, renewals, payments, or support
requests (including via website, email, mail, phone, and fax. Consultant license specialists will be
available for live interactions Monday through Friday, 8:00am to 5:00pm Pacific).
12.5. Remit revenue to Client no less than monthly.
12.6. Provide Client staff access to website portal offering business registry inquiry, reporting, and
electronic department approval capabilities.
13. Compliance Services: 1) Identify and register businesses which are subject to licensure or taxation, 2)
collect known debt as pertains to business license or tax, and 3) identify under-reported tax liability.
13.1. Discovery Services
13.1.1. Develop a list of businesses subject to Client licensure or taxation.
13.1.2. Notify non-compliant businesses of their options to comply or dispute their non-compliant
status. Notification and support to businesses will be facilitated through the website, mail,
email, phone and fax.
13.1.3. Review information and forms submitted by the business for completion and accuracy,
inclusive of any additional required documentation (i.e. home occupation permit). All
submissions are filed and stored electronically and made available to Client upon request.
13.1.4. Provide businesses with detailed invoicing and options to pay via website, mail, and phone.
13.1.5. Remit revenue to Client no less than monthly, along with all business applications and any
additional documentation.
13.2. Collection Services
13.2.1. Identify businesses subject to Client licensure or taxation which have known debt to Client
and have failed to pay within an appropriate time frame.
13.2.2. Notify businesses of their options to comply or dispute their non-compliant status.
13.2.3. Provide businesses with detailed invoicing and options to pay via website, mail and phone.
13.2.4. Remit revenue to Client no less than monthly.
13.3. Audit Services
13.3.1. Identify potential under-reporting and/or misclassified businesses.
13.3.2. Audit businesses mutually agreed to by Client and Consultant that are identified as potential
under-reporting businesses.
13.3.3. Submit audit summaries to Client and discuss further actions.
13.3.4. Educate businesses on proper reporting practices.
13.3.5. Invoice and collect identified deficiencies.
14. Online Payment Processing – Consultant’s services include PCI compliant payment processing services
which supports both credit card and eCheck transactions.
14.1. Client Responsibilities
14.1.1. As a condition to its receipt of the Service, Client shall execute and deliver any and all
applications, agreements, certifications or other documents required by Consultant’s payment
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processor, Networks or other third parties whose consent or approval is necessary for the
processing of Transactions by Consultant’s payment processor. “Network” is an entity or
association that operates, under a common service mark, a system which permits participants
to authorize, route, and settle Transactions among themselves, including, for example,
networks operated by VISA USA and Mastercard, Inc., NYCE Corporation, American
Express, and Discover.
14.1.2. Client hereby grants Consultant the full right, power and authority to request, receive and
review any Data or records reflected in a Transaction report. Client represents and warrants
that it has the full right and authority to grant these rights.
FEES
15. Operations Management Services
15.1. Fees for performing operations management Services shall be $18.00 for each processed account,
which is any account for which an application or renewal/return was processed, or active account
which was sent a renewal notice, and a one-time implementation fee of $5,000.00.
15.2. Fees will be increased as of January 1st of each calendar year with reference to the 12-month percent
change in the most recently published annual Consumer Price Index for All Urban Consumers (CPI-
U), West Region, as reported by the U.S. Bureau of Labor Statistics (the “CPI Change”). Each annual
increase in the Fees will be equal to the greater of two percent (2%) or the actual CPI Change and
the lesser of ten percent (10%) or the actual CPI Change. For example, if the actual CPI Change is
1.5%, then the annual increase will be 2%, if the actual CPI Change is 3.5%, then the annual increase
will be 3.5%, and if the actual CPI Change is 12%, then the annual increase will be 10%.
15.3. Fees related to travel and lodging expenses are billed at cost and apply to all meetings (including
implementation, training, operations and support). Travel expenses only apply to out of scope travel
and must therefore be pre-approved by Client.
15.4. Fees will be invoiced monthly to Client for Services performed during the prior month. Fees will be
netted out of Client’s monthly revenue disbursement. Client will submit payment for any balance
due to Consultant within 30 days of receiving the invoice.
16. Compliance Services
16.1. Fees for performing compliance Services apply to all monies received for the current tax/license
period and any other prior period collected (including monies received for taxes, penalties, interest,
and fees).
16.1.1. Fees for performing discovery Services shall be a contingency Fee of 40% of the revenues
received as a result of the Services.
16.1.2. In the event that Client discovers a non-compliant business and reports the business to
Consultant (including a calculation of all taxes/fees due), Consultant will categorize the
business as a collection service effort and thus apply the lower collection Services
contingency Fee rate.
16.1.3. Fees for performing collection Services shall be a contingency Fee of 25% of the revenues
received as a result of the Services.
16.1.4. Fees for performing audit Services shall be a contingency Fee of 40% of the revenues
received as a result of the Services.
16.2. Consultant recognizes Client’s authority to waive or reduce the tax/fee debt of a business. Should
Client decide to do so for a business whose deficiency was identified by Consultant, Consultant
shall be entitled to compensation in the amount of one half (1/2) of the Fees Consultant would have
otherwise earned. Deficiencies which are uncollectable due to insolvency or dissolution of the
business, or for deficiencies which are otherwise incapable of collection (i.e. statute of limitation
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or other legal defense) shall not be considered a Client voluntary election to waive, and thus,
Consultant would not be entitled to compensation related thereto under this provision.
16.3. The fee shall be paid notwithstanding any related Client assistance, work in parallel, and/or
incurrence of attorneys’ fees or other costs or expenses in connection, with the relevant Services.
16.4. Fees related to travel and lodging expenses are billed at cost and applied to all meetings (including
implementation, training, operations, and support). Travel expenses only apply to out of scope
travel and must therefore be pre-approved by Client.
16.5. Fees will be invoiced monthly to Client for Services performed during the prior month. Fees will
be netted out of Client’s monthly revenue disbursement. Client will submit payment for any balance
due to Consultant within 30 days of receiving the invoice.
17. Payment Processing – Consultant will configure payment processing services to utilize either a taxpayer
funded model (convenience fee) or Client funded model, as directed by Client. Client may switch between
these models upon written request to Consultant. Fees for each of these payment processing models are
detailed here.
17.1. Taxpayer funded model – Client authorizes Consultant to collect each convenience fee from the
taxpayer at time of payment.
17.1.1. Credit and debit card processing – 2.9% of transaction amount, minimum of $2.00
17.1.2. ACH/eCheck processing - $2.50 per transaction
17.2. Client funded
17.2.1. Credit and debit card processing – 2.9% of transaction amount
17.2.2. ACH/eCheck processing - $0.75 per transaction
17.3. Returned payments/NSF fee – Each occurrence of a card chargeback, returned payment or
insufficient funds will incur a fee of $25.00, to be applied to the taxpayers account.
17.4. Consultant reserves the right to review and adjust pricing related to payment processing services
on an annual basis. Consultant will communicate any such adjustment to Client in writing, with
60 days advance notice. Items that will be considered in the review of fees may include, but are
not limited to: regulatory changes, card association rate adjustments, card association category
changes, bank/processor dues and assessments, average consumer payment amounts, card type
utilization, and costs of service.
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SCHEDULE C
TAX AND FEE ADMINISTRATION RELATED TO TRANSIENT OCCUPANCY TAX
SCOPE OF SERVICES
18. Operations Management Services
18.1. Establish and maintain database of Client lodging providers.
18.2. Receive and process registrations, tax returns and payments in a timely fashion.
18.3. Provide lodging providers multiple options for submitting registrations, tax returns, payments, or
support requests (including via website, email, mail, phone, and fax. Consultant tax specialists will
be available for live interactions Monday through Friday, 8:00am to 5:00pm Pacific).
18.4. Remit revenue to Client no less than monthly.
18.5. Provide Client staff access to website portal offering lodging provider registry inquiry and
reporting capabilities.
18.6. Endeavor to ensure accurate filings of returns by consistently monitoring returns, providing
compliance audits, and educating lodging providers as mutually agreed to by Client and
Consultant.
18.7. Provide analysis reports monthly and annually provide revenue trends and key insights on Client
lodging providers.
19. Online Payment Processing – Consultant’s services include PCI compliant payment processing services
which supports both credit card and eCheck transactions.
19.1. Client Responsibilities
19.1.1. As a condition to its receipt of the Service, Client shall execute and deliver any and all
applications, agreements, certifications or other documents required by Consultant’s payment
processor, Networks or other third parties whose consent or approval is necessary for the
processing of Transactions by Consultant’s payment processor. “Network” is an entity or
association that operates, under a common service mark, a system which permits participants to
authorize, route, and settle Transactions among themselves, including, for example, networks
operated by VISA USA and Mastercard, Inc., NYCE Corporation, American Express, and
Discover.
19.1.2. Client hereby grants Consultant the full right, power and authority to request, receive and
review any Data or records reflected in a Transaction report. Client represents and warrants that
it has the full right and authority to grant these rights.
FEES
20. Operations Management Services
20.1. Fees for performing operations management Services shall be $950.00 per year for each filing
property.
20.2. Fees will be increased as of January 1st of each calendar year with reference to the 12-month
percent change in the most recently published annual Consumer Price Index for All Urban
Consumers (CPI-U), West Region, as reported by the U.S. Bureau of Labor Statistics (the “CPI
Change”). Each annual increase in the Fees will be equal to the greater of two percent (2%) or the
actual CPI Change and the lesser of ten percent (10%) or the actual CPI Change. For example, if
the actual CPI Change is 1.5%, then the annual increase will be 2%, if the actual CPI Change is
3.5%, then the annual increase will be 3.5%, and if the actual CPI Change is 12%, then the annual
increase will be 10%.
20.3. Fees for any travel and lodging expenses will be billed at cost and applied to all meetings
(including implementation, training, operations and support).
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20.4. Fees will be invoiced monthly to Client for Services performed during the prior month. Fees will
be netted out of Client’s monthly revenue disbursement. Client will submit payment for any
balance due to Consultant within 30 days of receiving the invoice.
21. Payment Processing – Consultant will configure payment processing services to utilize either a taxpayer
funded model (convenience fee) or Client funded model, as directed by Client. Client may switch between
these models upon written request to Consultant. Fees for each of these payment processing models are
detailed here.
21.1. Taxpayer funded model – Client authorizes Consultant to collect each convenience fee from the
taxpayer at time of payment.
21.1.1. Credit and debit card processing – 2.9% of transaction amount, minimum of $2.00
21.1.2. ACH/eCheck processing - $2.50 per transaction
21.2. Client funded
21.2.1. Credit and debit card processing – 2.9% of transaction amount
21.2.2. ACH/eCheck processing - $0.75 per transaction
21.3. Returned payments/NSF fee – Each occurrence of a card chargeback, returned payment or
insufficient funds will incur a fee of $25.00, to be applied to the taxpayers account.
21.4. Consultant reserves the right to review and adjust pricing related to payment processing services
on an annual basis. Consultant will communicate any such adjustment to Client in writing, with
60 days advance notice. Items that will be considered in the review of fees may include, but are
not limited to: regulatory changes, card association rate adjustments, card association category
changes, bank/processor dues and assessments, average consumer payment amounts, card type
utilization, and costs of service.
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SCHEDULE D
TAX AND FEE ADMINISTRATION RELATED TO TRANSIENT AND OCCUPANCY TAX
SHORT-TERM RENTALS
SCOPE OF SERVICES
22. Identification and Monitoring
22.1. Monitor short-term rental sites to identify new listings and closures.
22.2. Match listings to specific parcels using GIS and property tax assessor data.
22.3. Identify properties which are already registered and paying taxes.
22.4. Provide a visual map of listing locations in Client’s jurisdiction.
22.5. Record listing details (including start date, sites linked to, and other information necessary for
documenting evidence of short-term rental activity).
23. Education, Registration, and Compliance
23.1. Notify non-compliant lodging providers of their status and any actions necessary to become
compliant.
23.2. Provide short-term rentals website with links to FAQs, education packets, and support for
registering, filing returns, and making payments.
23.3. Follow-up with non-compliant entities and assist as needed to obtain compliance.
23.4. Work with Client to identify additional requirements and ensure collection of data necessary for
enforcement procedures.
24. Operations Management Services
24.1. Establish and maintain database of Client’s short-term rental lodging providers.
24.2. Receive and process registrations, tax returns and payments in a timely fashion.
24.3. Provide lodging providers multiple options for submitting registrations, tax returns, payments, or
support requests (including via website, email, mail, phone, and fax. Consultant tax specialists
will be available for live interactions Monday through Friday, 8:00am to 5:00pm Pacific).
24.4. Remit revenue to Client no less than monthly.
24.5. Provide Client staff access to website portal offering lodging provider registry inquiry and
reporting capabilities.
24.6. Endeavor to ensure accurate filings of returns by consistently monitoring returns and educating
lodging providers.
24.7. Provide analysis reports monthly and annually provide revenue trends and key insights on Client
lodging providers.
25. Online Payment Processing – Consultant’s services include PCI compliant payment processing services
which supports both credit card and eCheck transactions.
25.1. Client Responsibilities
25.1.1. As a condition to its receipt of the Service, Client shall execute and deliver any and all
applications, agreements, certifications or other documents required by Consultant’s payment
processor, Networks or other third parties whose consent or approval is necessary for the
processing of Transactions by Consultant’s payment processor. “Network” is an entity or
association that operates, under a common service mark, a system which permits participants to
authorize, route, and settle Transactions among themselves, including, for example, networks
operated by VISA USA and Mastercard, Inc., NYCE Corporation, American Express, and
Discover.
25.1.2. Client hereby grants Consultant the full right, power and authority to request, receive and
review any Data or records reflected in a Transaction report. Client represents and warrants that
it has the full right and authority to grant these rights.
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FEES
26. Operations Management Services
26.1. Fees for performing operations management Services shall be $21.00 per filling.
26.2. Fees for performing compliance Services shall be $95.00 per property per year.
26.2.1. Fees will be increased as of January 1st of each calendar year with reference to the 12-month
percent change in the most recently published annual Consumer Price Index for All Urban
Consumers (CPI-U), West Region, as reported by the U.S. Bureau of Labor Statistics (the
“CPI Change”). Each annual increase in the Fees will be equal to the greater of two percent
(2%) or the actual CPI Change and the lesser of ten percent (10%) or the actual CPI Change.
For example, if the actual CPI Change is 1.5%, then the annual increase will be 2%, if the
actual CPI Change is 3.5%, then the annual increase will be 3.5%, and if the actual CPI Change
is 12%, then the annual increase will be 10%.
26.3. Fees for any travel and lodging expenses will be billed at cost and applied to all meetings
(including implementation, training, operations and support).
26.4. Fees will be invoiced monthly to Client for Services performed during the prior month. Fees will
be netted out of Client’s monthly revenue disbursement. Client will submit payment for any
balance due to Consultant within 30 days of receiving the invoice.
27. Payment Processing – Consultant will configure payment processing services to utilize either a taxpayer
funded model (convenience fee) or Client funded model, as directed by Client. Client may switch between
these models upon written request to Consultant. Fees for each of these payment processing models are
detailed here.
27.1. Taxpayer funded model – Client authorizes Consultant to collect each convenience fee from the
taxpayer at time of payment.
27.1.1. Credit and debit card processing – 2.9% of transaction amount, minimum of $2.00
27.1.2. ACH/eCheck processing - $2.50 per transaction
27.2. Client funded
27.2.1. Credit and debit card processing – 2.9% of transaction amount
27.2.2. ACH/eCheck processing - $0.75 per transaction
27.3. Returned payments/NSF fee – Each occurrence of a card chargeback, returned payment or
insufficient funds will incur a fee of $25.00, to be applied to the taxpayers account.
27.4. Consultant reserves the right to review and adjust pricing related to payment processing services
on an annual basis. Consultant will communicate any such adjustment to Client in writing, with
60 days advance notice. Items that will be considered in the review of fees may include, but are
not limited to: regulatory changes, card association rate adjustments, card association category
changes, bank/processor dues and assessments, average consumer payment amounts, card type
utilization, and costs of service.
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SCHEDULE E
TAX AND FEE ADMINISTRATION RELATED TO PARKING FEES
SCOPE OF SERVICES
28. Operations Management Services
28.1. Establish and maintain database of Client’s parking operators.
28.2. Receive and process registrations, tax returns and payments in a timely fashion.
28.3. Provide parking operators multiple options for submitting registrations, tax returns, payments, or
support requests (including via website, email, mail, phone, and fax. Consultant tax specialists will
be available for live interactions Monday through Friday, 8:00am to 5:00pm Pacific).
28.4. Remit revenue to Client no less than monthly.
28.5. Provide Client staff access to website portal offering parking operators registry inquiry and
reporting capabilities.
28.6. Endeavor to ensure accurate filings of returns by consistently monitoring returns, providing
compliance audits, and educating parking operators as mutually agreed to by Client and
Consultant.
28.7. Provide analysis reports monthly and annually provide revenue trends and key insights on Client’s
parking operators.
29. Online Payment Processing – Consultant’s services include PCI compliant payment processing services
which supports both credit card and eCheck transactions.
29.1. Client Responsibilities
29.1.1. As a condition to its receipt of the Service, Client shall execute and deliver any and all
applications, agreements, certifications or other documents required by Consultant’s payment
processor, Networks or other third parties whose consent or approval is necessary for the
processing of Transactions by Consultant’s payment processor. “Network” is an entity or
association that operates, under a common service mark, a system which permits participants
to authorize, route, and settle Transactions among themselves, including, for example,
networks operated by VISA USA and Mastercard, Inc., NYCE Corporation, American
Express, and Discover.
29.1.2. Client hereby grants Consultant the full right, power and authority to request, receive and
review any Data or records reflected in a Transaction report. Client represents and warrants
that it has the full right and authority to grant these rights.
FEES
30. Operations Management Services
30.1. Fees for performing operations management Services shall be $950.00 per operator per year.
30.2. Fees will be increased as of January 1st of each calendar year with reference to the 12-month
percent change in the most recently published annual Consumer Price Index for All Urban
Consumers (CPI-U), West Region, as reported by the U.S. Bureau of Labor Statistics (the “CPI
Change”). Each annual increase in the Fees will be equal to the greater of two percent (2%) or the
actual CPI Change and the lesser of ten percent (10%) or the actual CPI Change. For example, if
the actual CPI Change is 1.5%, then the annual increase will be 2%, if the actual CPI Change is
3.5%, then the annual increase will be 3.5%, and if the actual CPI Change is 12%, then the annual
increase will be 10%.
30.3. Fees for any travel and lodging expenses will be billed at cost and applied to all meetings
(including implementation, training, operations and support).
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30.4. Fees will be invoiced monthly to Client for Services performed during the prior month. Fees will
be netted out of Client’s monthly revenue disbursement. Client will submit payment for any
balance due to Consultant within 30 days of receiving the invoice.
31. Payment Processing – Consultant will configure payment processing services to utilize either a taxpayer
funded model (convenience fee) or Client funded model, as directed by Client. Client may switch between
these models upon written request to Consultant. Fees for each of these payment processing models are
detailed here.
31.1. Taxpayer funded model – Client authorizes Consultant to collect each convenience fee from the
taxpayer at time of payment.
31.1.1. Credit and debit card processing – 2.9% of transaction amount, minimum of $2.00
31.1.2. ACH/eCheck processing - $2.50 per transaction
31.2. Client funded
31.2.1. Credit and debit card processing – 2.9% of transaction amount
31.2.2. ACH/eCheck processing - $0.75 per transaction
31.3. Returned payments/NSF fee – Each occurrence of a card chargeback, returned payment or
insufficient funds will incur a fee of $25.00, to be applied to the taxpayers account.
31.4. Consultant reserves the right to review and adjust pricing related to payment processing services
on an annual basis. Consultant will communicate any such adjustment to Client in writing, with
60 days advance notice. Items that will be considered in the review of fees may include, but are
not limited to: regulatory changes, card association rate adjustments, card association category
changes, bank/processor dues and assessments, average consumer payment amounts, card type
utilization, and costs of service.
153
City of South San Francisco
Legislation Text
P.O. Box 711 (City Hall, 400
Grand Avenue)
South San Francisco, CA
File #:25-344 Agenda Date:4/9/2025
Version:1 Item #:10b.
Resolution authorizing examination of Sales and Use Tax Records on file with the California Department of
Tax and Fee Administration by the City of South San Francisco
WHEREAS, pursuant to Ordinance Number 457, the City of South San Francisco (City) entered into a contract
with the California Department of Tax and Fee Administration (Department) to perform all functions incident to
the administration and collection of sales and use taxes; and
WHEREAS, pursuant to Revenue and Taxation Code section 7270, the City entered into a contract with the
Department to perform all functions incident to the administration and collection of transactions and use taxes;
and
WHEREAS, the City Council of the City of South San Fransico deems it desirable and necessary for authorized
officers, employees, and representatives of the City to examine confidential sales or transactions and use tax
records of the Department pertaining to sales and use taxes collected by the Department for the City pursuant to
that contract; and
WHEREAS, Section 7056 of the California Revenue and Taxation Code sets forth certain requirements and
conditions for the disclosure of Department records, and Section 7056.5 of the California Revenue and Taxation
Code establishes criminal penalties for the unlawful disclosure of information contained in, or derived from, the
sales or transactions and use tax records of the Department.
NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of South San Francisco hereby take
the following action:
1.That the City Manager, Assistant City Manager, Deputy City Manager, Treasurer, Economic and
Community Development Director, Deputy Community Development Director, Economic Development
Manager, Finance Director, Deputy Finance Director, and Financial Services Manager or other officer
or employee of the City designated in writing by the Finance Director to the California Department of
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File #:25-344 Agenda Date:4/9/2025
Version:1 Item #:10b.
Tax and Fee Administration, is hereby appointed to represent the City with authority to examine sales or
transactions and use tax records on file or maintained by the Department pertaining to sales and use
taxes collected for the City by the Department pursuant to the contract between the City and the
Department.
2.The information obtained by examination of Department records shall be used only for purposes related
to the collection of City sales and use taxes by the Department pursuant to that contract, and for
purposes related to the following governmental functions of the City:
a.Budget Planning
b.Economic Development
c.Transportation Planning
d.Local Ballot Measures Planning
e.Tracking Business Activity
f.Land Use and Zoning Planning
The information obtained by examination of Department records shall be used only for those governmental
functions of the City listed above.
3.That Hinderliter, de Llamas & Associates (HdL) is hereby designated to examine the sales or
transactions and use tax records of the Department pertaining to sales and use taxes collected for the
City by the Department. The person or entity designated by this section meets all of the following
conditions, which are also included in the contract between the City and the HdL:
a.has an existing contract with the City to examine those sales or transactions and use tax records;
b.is required by that contract to disclose information contained in, or derived from, those sales or
transactions and use tax records only to the officer or employee authorized under Section 1 of this
resolution to examine the information.
c.is prohibited by that contract from performing consulting services for a retailer during the term of
that contract;
d.is prohibited by that contract from retaining the information contained in, or derived from those
sales or transactions and use tax records, after that contract has expired.
4.That Avenu Insights & Analytics, LLC is hereby designated to examine the sales or transactions and use
tax records of the Department pertaining to any petition or appeal for the reallocation/redistribution of
sales or transactions and use taxes that was filed by Avenu Insights & Analytics, LLC on behalf of the
City pursuant to the contract between the Avenu Insights & Analytics, LLC and City. The person or
entity designated by this section meets all of the following conditions, which are also included in the
contract between the City and the Avenu Insights & Analytics, LLC:
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a.has an existing contract with the City to examine those sales or transactions and use tax records;
b.is required by that contract to disclose information contained in, or derived from, those sales or
transactions and use tax records only to the officer or employee authorized under Section 1 of this
resolution to examine the information.
c.is prohibited by that contract from performing consulting services for a retailer during the term of
that contract;
d.is prohibited by that contract from retaining the information contained in, or derived from those
sales or transactions and use tax records, after that contract has expired.
BE IT FURTHER RESOLVED that the information obtained by examination of Department records shall be
used only for purposes related to the collection of City sales and use taxes by the Department pursuant to the
contract between the City and the Department and for those purposes relating to the governmental functions of
the City listed in Section 2 of this Resolution.
BE IT FURTHER RESOLVED that this resolution supersedes all prior resolutions of the City Council of the
City of South San Francisco adopted pursuant to subdivision (b) of Revenue and Taxation Code section 7056.
*****
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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 #:25-147 Agenda Date:4/9/2025
Version:1 Item #:11.
Report regarding resolution to approve on-call consulting service agreements with thirty (30)selected
consultants for on-call municipal engineering services in an amount not to exceed $3,000,000 for each firm
over a three-year term for the City of South San Francisco’s Capital Improvement Program.(Audriana
Hossfeld, Senior Civil Engineer)
RECOMMENDATION
City staff recommends that the City Council adopt a resolution approving on-call consulting service
agreements with thirty (30)selected consultants for on-call municipal engineering services for the City of
South San Francisco in an amount not to exceed $3,000,000 for each firm over a three year term for the
City of South San Francisco’s Capital Improvement Program,and authorizing the City Manager to
execute the agreements on behalf of the City.
BACKGROUND/DISCUSSION
Since 2018,the City of South San Francisco (“City”)Public Works Department has strategically utilized on-
call consultant support to improve the efficiency and effectiveness of its Capital Improvement Program (CIP)
delivery.This approach has proven essential in managing the increasing number,scale,and complexity of
projects while ensuring timely completion within approved budgets.This is the fourth time the on-call
municipal engineering services has been re-solicited through an RFP/RFQ process.
On November 8,2017,City Council initially approved on-call municipal engineering services,formerly known
as multi-disciplinary engineering services,with a contract authority of $1.7 million per firm.It was reapproved
on July 24,2019,with the limit increased to $4.5 million per firm.The most recent approval occurred on June
8, 2022, maintaining the $4.5 million per firm limit.
Continuing the current model of engaging consultants for comprehensive project delivery is crucial for the
efficient execution of the 186 Council-approved CIP projects.This approach allows City staff to effectively
manage and direct projects while leveraging the enhanced coordination and accountability of a single
consultant team.Without on-call consultant support,the sheer volume of work will inevitably delay CIP
projects,exceeding the capacity of existing staff.The alternative of individual RFPs for each project's services
would create substantial delays and increase coordination burdens without any cost or time benefits.
Thanks to the City Council’s continued support and authorization of on-call municipal engineering services,the
City has successfully delivered key infrastructure improvements that enhance mobility,sustainability,and
public safety.The Bikes to Boulevards initiative,including the Junipero Serra Boulevard/Westborough
Boulevard Corridor Feasibility Project,benefited from this program with on-call consultants providing critical
transportation planning and analysis.The Pavement Management Program has also greatly relied on on-call
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File #:25-147 Agenda Date:4/9/2025
Version:1 Item #:11.
transportation planning and analysis.The Pavement Management Program has also greatly relied on on-call
services,with consultants leading design efforts and overseeing construction management for multiple surface
seal projects that extend the life of our streets.Additionally,the Orange Memorial Park Stormwater Capture
Project,a major environmental initiative,was successfully implemented with on-call consultants providing
construction management support.These successes highlight the impact of the Council’s foresight in
authorizing on-call services,ensuring the City can efficiently deliver high-quality projects that serve the
community.
THE RFQ PROCESS
City Staff sought statements of qualification (SOQs)from firms to provide well-qualified and success-oriented
teams to deliver comprehensive municipal engineering services to support the City’s CIP.City staff defined the
general scope of services for the on-call municipal engineering RFQ as:
·Civil Engineering
·Traffic Engineering
·Land Surveying and Mapping
·Structural Engineering
·Environmental Services
·Hydrology and Hydraulic Engineering
·Construction Management and Inspection
·Geotechnical Engineering
·Landscape Architecture
·Utility Coordination
·Municipal Engineering Services
·Project Management
·Public Outreach and Communications
These services were identified as common needs within City projects.
Selection of consulting services is not based on the lowest bidder,but on the firm’s expertise,experience,and
references.Once the most qualified firms are determined,staff review the selected firms’fee rates and negotiate
if necessary.Because these projects are locally funded,there are no Disadvantaged Business Enterprise (DBE)
requirements.
Staff issued a Request for Qualifications (RFQ)for municipal engineering services on January 29,2025,on the
City’s OpenGov Procurement website.Forty-six (46)SOQs were received on the due date of February 20,
2025. A review panel was created consisting of three Public Works staff.
Qualifications were evaluated based on Familiarity and Understanding of the City,Staffing,Relevant
Experience,and Specific Management Approach and Methodologies.Evaluation criteria can be found in
Attachment 1.Based on these criteria,the 46 consultants were ranked.Due to the large volume of City projects,
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Version:1 Item #:11.
Attachment 1.Based on these criteria,the 46 consultants were ranked.Due to the large volume of City projects,
staff recommends executing a consultant agreement with the top thirty (30)firms.The list of top 30 ranked
firms can be found in Attachment 2.Please note,after the SOQ submittals,Alta Planning +Design aquired
CHS Consulting. As both firms were selected, CHS Consulting was removed.
CONTRACT AUTHORITY
The current municipal engineering services on-call contract authority is $4,500,000 per firm.As the CIP budget
amount varies year by year,City staff conducted an analysis of past on-call contract authority use to
appropriately size the future on-call contract authority.City staff found the average maximum use between the
last two on-calls was $2,600,000.Based on this,it is recommended to lower the contract authority to
$3,000,000.
The consultants will work on an on-call basis as defined by the City on a project-by-project basis.Accordingly,
all work performed under the agreements will be pursuant to individual work orders that will have a
specifically defined scope and schedule that will be negotiated on a project-by-project basis.Further,the
individual agreements will acknowledge that the individual work orders will dictate the work done under each
agreement,up to the not to exceed amount.These costs would be charged against the various projects through
their sources of funding or approved operational budgets.There is no city obligation to expend any funds under
these agreements.
FUNDING
There are no financial commitments associated with the proposed consultant service agreements.For an on-call
work order to be processed,adequate funding must have already been allocated within the respective project to
cover the on-call municipal engineering costs.
RELATIONSHIP TO STRATEGIC PLAN
Approval of the municipal on-call service agreements supports the City’s Strategic Plan to improve Quality of
Life by advancing the City’s Capital Improvement Program.
CONCLUSION
City Staff recommends City Council adopt a resolution approving on-call consulting service agreements with
thirty (30)selected consultants for on-call municipal engineering services for the City of South San Francisco
in an amount not to exceed $3,000,000 for each firm over a three-year term,and authorizing the City Manager
to execute the agreements on behalf of the City.
Attachments:
1.Rating Criteria and Scoring
2.Recommended Consultants by Rating
3.Presentation
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ATTACHMENT 1 – EVALUATION CRITERIA
Rating Criteria Score
(100 pts total) Criteria Description
Familiarity and
Understanding of
the City
/25
Based on the information provided by the City and past
experience in South San Francisco, does the consultant
understand the unique nature of City’s neighborhoods and the
City’s CIP processes?
Is the consultant qualified with at least one service listed in
the General Scope of Services?
How close are the consultant’s permanent offices to the area?
(Preference is to local or near-local consultants).
Staffing /25
Do assigned personnel and subconsultants have requisite
education, experience, and professional qualifications?
Are the qualifications of the consultant’s personnel suitable
for at least one of the services mentioned in the General Scope
of Services?
Relevant
Experience /25
Has the consultant demonstrated the ability to successfully
deliver projects that align with the General Scope of Services?
Does the consultant have experience in the City of South San
Francisco or nearby similar agencies?
Specific
Management
Approach and
Methodologies
/25
Has the consultant demonstrated a sound scoping process for
potential projects?
Does the consultant describe adequate strategies to meet
aggressive schedules and track project progress and costs?
160
Attachment 2 - Recommended ConsultantsRanking Vendor Evaluator 1 Evaluator 2 Evaluator 3 Total Score1 Wilsey Ham 93 95 9694.672 Fehr & Peers 96 95 91943 NCE 93 95 9092.674 DKS Associates 96 91 86915 Callander Associates Landscape Architecture, Inc. (CALA) 98 85 8990.676 West Coast Code Consultants, Inc. 96 90 84907 CSG Consultants, Inc. 96 91 8289.678 BKF Engineers 87 85 95899 Mark Thomas & Company 91 92 848910 Biggs Cardosa Associates, Inc. 96 88 8288.6711 Gannett Fleming 89 91 8688.6712 Ninyo & Moore Geotechnical and Environmental Sciences Consultants 93 90 8288.3313 William R. Gray and Company, DBA Gray-Bowen-Scott 96 88 7987.6714 Kimley-Horn 85 87 9087.3315 Sanbell (formerly Bellecci) 87 85 898716 Schaaf & Wheeler 96 85 808717 Kitchell 91 88 8186.6718 Alta Planning + Design 80 90 8886--CHS Consulting, Inc.91808585.3319 Cotton, Shires and Assoc. 95 86 7585.3320 HMH Engineering 80 87 858421 Toole Design Group, LLC 80 84 8683.3322 Zoon Engineering 95 77 7883.3323 Hazen and Sawyer 82 88 798324 Consor North America, Inc. 87 81 8082.6725 Lotus Water 80 88 8082.6726 Haley & Aldrich 89 82 758227 GHD Inc 84 80 7780.3328 Kittelson & Associates, Inc. 79 76 8680.3329 TRC Engineers, Inc. 75 85 7879.3330 MNS Engineers, Inc. 82 70 8478.67161
On-Call Municipal Engineering Services
April 9, 2025
Engineering Division
162
•On-Call Overview
•RFQ and Selection Process
•Requested Contract Authority
•City Staff Recommendation
Agenda
163
On-Call Overview
164
•Began in November 2017
•Reapproved in 2018 and 2022
•Example Projects:
•Bikes to Boulevards
•Pavement Management Program
•Orange Memorial Park Stormwater Capture
On-Call Overview
4
165
Current CIP Projects
166
RFQ and Selection Process
167
•Civil Engineering
•Traffic Engineering
•Land Surveying and Mapping
•Structural Engineering
•Environmental Services
•Hydrology and Hydraulic Engineering
•Construction Management and Inspection
List of General Services
•Geotechnical Engineering
•Landscape Architecture
•Utility Coordination
•Municipal Engineering Services
•Project Management
•Public Outreach and Communications
168
Evaluation Criteria
Familiarity and
Understanding of
the City
Staffing
Qualifications
Relevant
Experience
Specific Management
Approach and
Methodologies
169
Timeline
Jan 29 Feb 20 Mar 10
City
Council
SOQ
Submittals
Due
RFQ
Advertised
SOQs
Reviewed
by City
Staff
170
Requested Contract
Authority
171
•On-call, as-needed basis
•Current Contract Authority: $4.5 M
•Requested Contract Authority: $3 M
•No financial commitments
Requested Contract Authority
172
City Staff Recommendation
173
City Staff Recommendation
174
On-Call Municipal Engineering Services
City of South San Francisco
THANK YOU
Questions?
175
City of South San Francisco
Legislation Text
P.O. Box 711 (City Hall, 400
Grand Avenue)
South San Francisco, CA
File #:25-148 Agenda Date:4/9/2025
Version:1 Item #:11a.
Resolution approving on-call consulting service agreements with thirty (30)selected consultants for on-call
municipal engineering services in an amount not to exceed $3,000,000 for each firm over a three-year term for
the City of South San Francisco’s Capital Improvement Program.
WHEREAS,since 2018,the City of South San Francisco (“City”)Public Works Department has strategically
utilized on-call consultant support to improve the efficiency and effectiveness of its Capital Improvement
Program (“CIP”) delivery; and
WHEREAS,this approach has proven essential in managing the increasing number,scale,and complexity of
projects while ensuring timely completion within approved budgets; and
WHEREAS,on November 8,2017,City Council initially approved on-call municipal engineering services,
formerly known as multi-disciplinary engineering services,with a contract authority of $1.7 million per firm;
and
WHEREAS,the on-call municipal engineering services was reapproved on July 24,2019,with the limit
increased to $4.5 million per firm; and
WHEREAS,the most recent on-call municipal engineering services approval occurred on June 8,2022,
maintaining the $4.5 million per firm limit; and
WHEREAS,continuing the current model of engaging consultants for comprehensive project delivery is crucial
for the efficient execution of the 186 Council-approved CIP projects; and
WHEREAS,without on-call consultant support,the sheer volume of work will inevitably delay projects,
exceeding the capacity of existing staff; and
WHEREAS,on January 29,2025,City staff issued a Request for Qualifications (RFQ)for the selection of
firms to undertake the on-call municipal engineering services; and
WHEREAS, on February 20, 2025, staff received SOQs from forty-six (46) firms; and
WHEREAS,selection of consulting services is not based on the lowest bidder,but on the firm’s expertise,
experience and references; and
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WHEREAS, a review panel was created consisting of three Public Works Staff; and
WHEREAS,after reviewing qualifications -the top thirty (30)were selected based on their experience,
resources, familiarity/understanding of South San Francisco and positive references (Exhibit A); and
WHEREAS,the consultants will work on an on-call basis as defined by the City on a project-by-project basis
and all work performed under the agreements will be pursuant to individual work orders that will have a
specifically defined scope and schedule that will be negotiated on a project-by-project basis.Therefore,staff
will issue indivudal task orders for this specific work under this contract authority not to exceed project budget;
and
WHERAS,the individual agreements will acknowledge that the individual work orders will dictate the work
done under each agreement, up to the not to exceed amount; and
WHEREAS,these costs would be charged against the various projects through their sources of funding and
there is no City obligation to expend any funds under these agreements.
NOW,THEREFORE,BE IT RESOLVED by the City Council of the City of South San Francisco,that the City
Council hereby approves a consulting services agreement,draft attached herewith as Exhibit B,for on-call
municipal engineering services for the City of South San Francisco’s Capital Improvement Program in an
amount not to exceed $3,000,000 per firm for three year terms,with the City Manager having an option to
extend any agreement for an additional two (2)years and increase the not to exceed amount by an additional
$2,000,000 per firm.
BE IT FURTHER RESOLVED,by the City Council of the City of South San Francisco that the City Council
hereby authorizes the City Manager to execute the on-call consulting services agreements on behalf of the City
for those selected consulting firms listed in Exhibit A,upon timely submission by the selected consultants'
signed contracts and all other required documents, subject to approval as to form by the City Attorney.
BE IT FURTHER RESOLVED,by the City Council that the City Manager is authorized to take any action
consistent with the intent of the associated Staff Report or this Resolution that does not materially alter the
City's obligations hereunder.
BE IT FURTHER RESOLVED,City staff is allowed to authorize task orders provided the work or projects
were approved as part of the annual CIP budget or departments operating budget.
*****
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File #:25-148 Agenda Date:4/9/2025
Version:1 Item #:11a.
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Exhibit A - Recommended ConsultantsRanking Vendor Evaluator 1 Evaluator 2 Evaluator 3 Total Score1 Wilsey Ham 93 95 9694.672 Fehr & Peers 96 95 91943 NCE 93 95 9092.674 DKS Associates 96 91 86915 Callander Associates Landscape Architecture, Inc. (CALA) 98 85 8990.676 West Coast Code Consultants, Inc. 96 90 84907 CSG Consultants, Inc. 96 91 8289.678 BKF Engineers 87 85 95899 Mark Thomas & Company 91 92 848910 Biggs Cardosa Associates, Inc. 96 88 8288.6711 Gannett Fleming 89 91 8688.6712 Ninyo & Moore Geotechnical and Environmental Sciences Consultants 93 90 8288.3313 William R. Gray and Company, DBA Gray-Bowen-Scott 96 88 7987.6714 Kimley-Horn 85 87 9087.3315 Sanbell (formerly Bellecci) 87 85 898716 Schaaf & Wheeler 96 85 808717 Kitchell 91 88 8186.6718 Alta Planning + Design 80 90 8886--CHS Consulting, Inc.91808585.3319 Cotton, Shires and Assoc. 95 86 7585.3320 HMH Engineering 80 87 858421 Toole Design Group, LLC 80 84 8683.3322 Zoon Engineering 95 77 7883.3323 Hazen and Sawyer 82 88 798324 Consor North America, Inc. 87 81 8082.6725 Lotus Water 80 88 8082.6726 Haley & Aldrich 89 82 758227 GHD Inc 84 80 7780.3328 Kittelson & Associates, Inc. 79 76 8680.3329 TRC Engineers, Inc. 75 85 7879.3330 MNS Engineers, Inc. 82 70 8478.67179
CONSULTING SERVICES AGREEMENT BETWEEN
THE CITY OF SOUTH SAN FRANCISCO AND
[NAME OF DESIGN PROFESSIONAL CONSULTANT]
[USE THIS AGREEMENT FOR CONSULTING AGREEMENTS WITH LICENSED ARCHITECTS,
LANDSCAPE ARCHITECTS, PROFESSIONAL ENGINEERS, PROFESSIONAL LAND SURVEYORS,
AND DESIGN FIRMS CONTAINING THESE DESIGN PROFESSIONALS]
THIS AGREEMENT for on-call consulting services is made by and between the City of South San
Francisco (“City”) and (“Consultant”) (together sometimes referred to as the “Parties”) as of
____________, 20__ (the “Effective Date”).
Section 1. SERVICES. Subject to the terms and conditions set forth in this Agreement, Consultant
shall provide consulting services on an on-call basis to City as described in the Scope of Work attached
hereto and incorporated herein as Exhibit A, at the time and place and in the manner specified by the
respective executed Task Orders, a sample of which is attached hereto and incorporated herein as Exhibit
B. In the event of a conflict in or inconsistency between the terms of this Agreement and Exhibit A and/or
any executed Task Orders, the Agreement shall prevail.
1.1 Term of Services. The term of this Agreement shall begin on the Effective Date and shall
end on _______________, the date of completion specified in Exhibit A, and Consultant
shall complete the work described in Exhibit A on or before that date, unless the term of
the Agreement is otherwise terminated or extended, as provided for in Section 8. The
time provided to Consultant to complete the services required by this Agreement shall not
affect the City’s right to terminate the Agreement, as provided for in Section 8.
1.2 Task Order. Prior to execution of a Task Order, the City shall request a Task Order
Scope Proposal from the Consultant. Consultant shall provide the City with a Task Order
Scope Proposal, and if satisfactory, the City and Consultant shall execute a Task Order.
Upon an executed Task Order, Consultant shall perform the services listed in the Task
Order and in a manner consistent with this Agreement.
1.3 Standard of Performance. Consultant shall perform all work required by this Agreement
in accordance with the care, skill, and diligence ordinarily exercised by professionals
performing similar services in the same or similar locale and under the same or similar
circumstances as Consultant under this Agreement.
1.4 Assignment of Personnel. Consultant shall assign only competent personnel to perform
services pursuant to this Agreement. In the event that City, in its sole discretion, at any
time during the term of this Agreement, desires the reassignment of any such persons,
Consultant shall, immediately upon receiving notice from City of such desire of City,
reassign such person or persons.
1.5 Time. Consultant shall devote such time to the performance of services pursuant to this
Agreement as may be reasonably necessary to meet the standard of performance
provided in Sections 1.1 and 1.2 above and to satisfy Consultant’s obligations hereunder.
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1.6 Public Works Requirements. In the event that the services described in Exhibit A
constitute a “public works” as defined within Section 1720(a)(1) of the California Labor
Code, Consultant is required to comply with the provisions set forth in Exhibit E, which is
attached hereto and incorporated herein.
Section 2. COMPENSATION. This On-Call Services Agreement does not guarantee any amount of
work for the Consultant. Task Orders will be developed and executed as needed and provided for in this
Agreement. The Consultant shall be paid by the City only for completed services rendered under each
approved individual Task Order. Such payment shall be full compensation for payment shall be full
compensation for work performed or services rendered and for all labor, materials, supplies, equipment and
incidentals necessary to complete the work stated in the Task Order. Notwithstanding the foregoing,
Consultant shall not receive total compensation under this Agreement in an amount over
________________,($_____). In the event of a conflict between this Agreement and Consultant’s
proposal, regarding the amount of compensation, the Agreement shall prevail. The payments for
completed work under an executed Task Order shall be the only payments from City to Consultant for
services rendered pursuant to this Agreement. Consultant shall submit all invoices to City in the manner
specified herein. Except as specifically authorized by City in writing, Consultant shall not bill City for
duplicate services performed by more than one person.
Consultant and City acknowledge and agree that compensation paid by City to Consultant under this
Agreement is based upon Consultant’s estimated costs of providing the services required hereunder,
including salaries and benefits of employees and subcontractors of Consultant. Consequently, the Parties
further agree that compensation hereunder is intended to include the costs of contributions to any pensions
and/or annuities to which Consultant and its employees, agents, and subcontractors may be eligible. City
therefore has no responsibility for such contributions beyond compensation required under this Agreement.
2.1 Invoices. Consultant shall submit invoices, not more often than once per month during
the term of this Agreement, based on the cost for all services performed and reimbursable
costs incurred prior to the invoice date. Invoices shall contain all the following information:
Serial identifications of progress bills (i.e., Progress Bill No. 1 for the first invoice,
etc.);
The beginning and ending dates of the billing period;
A task summary containing the original contract amount, the amount of prior
billings, the total due this period, the balance available under the Agreement, and
the percentage of completion;
At City’s option, for each work item in each task, a copy of the applicable time
entries or time sheets shall be submitted showing the name of the person doing
the work, the hours spent by each person, a brief description of the work, and
each reimbursable expense;
The total number of hours of work performed under the Agreement by each
employee, agent, and subcontractor of Consultant performing services hereunder;
Consultant shall give separate notice to the City when the total number of hours
worked by Consultant and any individual employee, agent, or subcontractor of
Consultant reaches or exceeds eight hundred (800) hours within a twelve (12)-
month period under this Agreement and any other agreement between Consultant
and City. Such notice shall include an estimate of the time necessary to complete
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work described in Exhibit A and the estimate of time necessary to complete work
under any other agreement between Consultant and City, if applicable.
The amount and purpose of actual expenditures for which reimbursement is
sought;
The Consultant’s signature.
2.2 Monthly Payment. City shall make monthly payments, based on invoices received, for
services satisfactorily performed, and for authorized reimbursable costs incurred. City
shall have thirty (30) days from the receipt of an invoice that complies with all of the
requirements above to pay Consultant. Each invoice shall include all expenses and
actives performed during the invoice period for which Consultant expects to receive
payment.
2.3 Final Payment. City shall pay the five percent (5%) of the total sum due pursuant to this
Agreement within sixty (60) days after completion of the services and submittal to City of a
final invoice, if all services required have been satisfactorily performed.
2.4 Total Payment. City shall pay for the services to be rendered by Consultant pursuant to
this Agreement. City shall not pay any additional sum for any expense or cost whatsoever
incurred by Consultant in rendering services pursuant to this Agreement. City shall make
no payment for any extra, further, or additional service pursuant to this Agreement. In no
event shall Consultant submit any invoice for an amount in excess of the maximum
amount of compensation provided above either for a task or for the entire Agreement,
unless the Agreement is modified prior to the submission of such an invoice by a properly
executed change order or amendment.
2.5 Hourly Fees. Fees for work performed by Consultant on an hourly basis shall not exceed
the amounts shown on the compensation schedule attached hereto and incorporated
herein as Exhibit C.
2.6 Reimbursable Expenses. Reimbursable expenses, as specified in Exhibit D, attached
hereto and incorporated herein, shall not exceed. Reimbursable expenses shall not
exceed ___ ____($ ). Expenses not listed above are not chargeable to City.
Reimbursable expenses are included in the total amount of compensation provided under
Section 2 of this Agreement that shall not be exceeded.
2.7 Payment of Taxes; Tax Withholding. Consultant declares that Consultant is a resident
of the State of California in accordance with the California Franchise Tax Board form 590
(“Form 590”), as may be amended and such Form 590 shall be attached hereto and
incorporated herein as Exhibit F. Consultant is solely responsible for the payment of
employment taxes incurred under this Agreement and any similar federal or state taxes. To
be exempt from tax withholding, Consultant must provide City with a valid California
Franchise Tax Board form 590 (“Form 590”), Unless Consultant provides City with a valid
Form 590 or other valid, written evidence of an exemption or waiver from withholding, City
may withhold California taxes from payments to Consultant as required by law. Consultant
shall obtain and maintain on file for three (3) years after the termination of this Agreement,
Form 590s (or other written evidence of exemptions or waivers) from all subcontractors.
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Consultant accepts sole responsibility for withholding taxes from any non-California
resident subcontractor and shall submit written documentation of compliance with
Consultant’s withholding duty to City upon request.
2.8 Payment upon Termination. In the event that the City or Consultant terminates this
Agreement pursuant to Section 8, the City shall compensate the Consultant for all
outstanding costs and reimbursable expenses incurred for work satisfactorily completed as
of the date of written notice of termination. Consultant shall maintain adequate logs and
timesheets to verify costs incurred to that date.
2.9 Authorization to Perform Services. The Consultant is not authorized to perform any
services or incur any costs whatsoever under the terms of this Agreement until receipt of
authorization from the Contract Administrator.
2.10 False Claims Act. Presenting a false or fraudulent claim for payment, including a change
order, is a violation of the California False Claims Act and may result in treble damages
and a fine of five thousand ($5,000) to ten thousand dollars ($10,000) per violation.
2.11 Prevailing Wage. Where applicable, the wages to be paid for a day's work to all classes
of laborers, workmen, or mechanics on the work contemplated by this Agreement, shall be
not less than the prevailing rate for a day’s work in the same trade or occupation in the
locality within the state where the work hereby contemplates to be performed as
determined by the Director of Industrial Relations pursuant to the Director’s authority under
Labor Code Section 1770, et seq. Each laborer, worker or mechanic employed by
Consultant or by any subcontractor shall receive the wages herein provided for. The
Consultant shall pay two hundred dollars ($200), or whatever amount may be set by Labor
Code Section 1775, as may be amended, per day penalty for each worker paid less than
prevailing rate of per diem wages. The difference between the prevailing rate of per diem
wages and the wage paid to each worker shall be paid by the Consultant to each worker.
An error on the part of an awarding body does not relieve the Consultant from
responsibility for payment of the prevailing rate of per diem wages and penalties pursuant
to Labor Code Sections 1770 1775. The City will not recognize any claim for additional
compensation because of the payment by the Consultant for any wage rate in excess of
prevailing wage rate set forth. The possibility of wage increases is one of the elements to
be considered by the Consultant.
a. Posting of Schedule of Prevailing Wage Rates and Deductions. If the schedule of
prevailing wage rates is not attached hereto pursuant to Labor Code Section 1773.2, the
Consultant shall post at appropriate conspicuous points at the site of the project a
schedule showing all determined prevailing wage rates for the various classes of laborers
and mechanics to be engaged in work on the project under this contract and all
deductions, if any, required by law to be made from unpaid wages actually earned by the
laborers and mechanics so engaged.
b. Payroll Records. Each Consultant and subcontractor shall keep an accurate
payroll record, showing the name, address, social security number, work week, and the
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actual per diem wages paid to each journeyman, apprentice, worker, or other employee
employed by the Consultant in connection with the public work. Such records shall be
certified and submitted weekly as required by Labor Code Section 1776.”
Section 3. FACILITIES AND EQUIPMENT. Except as set forth herein, Consultant shall, at its sole
cost and expense, provide all facilities and equipment that may be necessary to perform the services
required by this Agreement. City shall make available to Consultant only the facilities and equipment listed
in this section, and only under the terms and conditions set forth herein.
City shall furnish physical facilities such as desks, filing cabinets, and conference space, as may be
reasonably necessary for Consultant’s use while consulting with City employees and reviewing records and
the information in possession of the City. The location, quantity, and time of furnishing those facilities shall
be in the sole discretion of City. In no event shall City be obligated to furnish any facility that may involve
incurring any direct expense, including but not limited to computer, long-distance telephone or other
communication charges, vehicles, and reproduction facilities.
Section 4. INSURANCE REQUIREMENTS. Before beginning any work under this Agreement,
Consultant, at its own cost and expense, unless otherwise specified below, shall procure the types and
amounts of insurance listed below against claims for injuries to persons or damages to property that may
arise from or in connection with the performance of the work hereunder by the Consultant and its agents,
representatives, employees, and subcontractors. Consistent with the following provisions, Consultant shall
provide proof satisfactory to City of such insurance that meets the requirements of this section and under
forms of insurance satisfactory in all respects, and that such insurance is in effect prior to beginning work to
the City. Consultant shall maintain the insurance policies required by this section throughout the term of
this Agreement. The cost of such insurance shall be included in the Consultant's bid. Consultant shall not
allow any subcontractor to commence work on any subcontract until Consultant has obtained all insurance
required herein for the subcontractor(s). Consultant shall maintain all required insurance listed herein for
the duration of this Agreement.
4.1 Workers’ Compensation. Consultant shall, at its sole cost and expense, maintain
Statutory Workers’ Compensation Insurance and Employer’s Liability Insurance for any
and all persons employed directly or indirectly by Consultant. The Statutory Workers’
Compensation Insurance and Employer’s Liability Insurance shall be provided with limits of
not less than $1,000,000 per accident. In the alternative, Consultant may rely on a self-
insurance program to meet those requirements, but only if the program of self-insurance
complies fully with the provisions of the California Labor Code. Determination of whether a
self-insurance program meets the standards of the Labor Code shall be solely in the
discretion of the Contract Administrator, as defined in Section 10.9. The insurer, if
insurance is provided, or the Consultant, if a program of self-insurance is provided, shall
waive all rights of subrogation against the City and its officers, officials, employees, and
volunteers for loss arising from work performed under this Agreement.
4.2 Commercial General and Automobile Liability Insurance.
4.2.1 General requirements. Consultant, at its own cost and expense, shall maintain
commercial general and automobile liability insurance for the term of this
Agreement in an amount not less than ONE MILLION DOLLARS ($1,000,000) per
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occurrence, combined single limit coverage for risks associated with the work
contemplated by this Agreement. If a Commercial General Liability Insurance or an
Automobile Liability form or other form with a general aggregate limit is used,
either the general aggregate limit shall apply separately to the work to be
performed under this Agreement or the general aggregate limit shall be at least
twice the required occurrence limit. Such coverage shall include but shall not be
limited to, protection against claims arising from bodily and personal injury,
including death resulting therefrom, and damage to property resulting from
activities contemplated under this Agreement, including the use of owned and non-
owned automobiles.
4.2.2 Minimum scope of coverage. Commercial general coverage shall be at least as
broad as Insurance Services Office Commercial General Liability occurrence form
CG 0001 or GL 0002 (most recent editions) covering comprehensive General
Liability Insurance and Services Office form number GL 0404 covering Broad
Form Comprehensive General Liability on an “occurrence” basis. Automobile
coverage shall be at least as broad as Insurance Services Office Automobile
Liability form CA 0001 (most recent edition). No endorsement shall be attached
limiting the coverage.
4.2.3 Additional requirements. Each of the following shall be included in the
insurance coverage or added as a certified endorsement to the policy:
a. The Insurance shall cover on an occurrence or an accident basis, and not
on a claims-made basis.
b. Any failure of Consultant to comply with reporting provisions of the policy
shall not affect coverage provided to City and its officers, employees,
agents, and volunteers.
4.3 Professional Liability Insurance.
4.3.1 General requirements. Consultant, at its own cost and expense, shall maintain
for the period covered by this Agreement professional liability insurance for
licensed professionals performing work pursuant to this Agreement in an amount
not less than ONE MILLION DOLLARS ($1,000,000) covering the licensed
professionals’ errors and omissions. Any deductible or self-insured retention shall
not exceed ONE HUNDRED AND FIFTY THOUSAND DOLLARS ($150,000) per
claim.
4.3.2 Claims-made limitations. The following provisions shall apply if the professional
liability coverage is written on a claims-made form:
a. The retroactive date of the policy must be shown and must be before the
date of the Agreement.
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b. Insurance must be maintained and evidence of insurance must be
provided for at least five (5) years after completion of the Agreement or
the work, so long as commercially available at reasonable rates.
c. If coverage is canceled or not renewed and it is not replaced with another
claims-made policy form with a retroactive date that precedes the date of
this Agreement, Consultant shall purchase an extended period coverage
for a minimum of five (5) years after completion of work under this
Agreement or the work. The City shall have the right to exercise, at the
Consultant’s sole cost and expense, any extended reporting provisions of
the policy, if the Consultant cancels or does not renew the coverage.
d. A copy of the claim reporting requirements must be submitted to the City
for review prior to the commencement of any work under this Agreement.
4.3.3 Additional Requirements. A certified endorsement to include contractual liability
shall be included in the policy
4.4 All Policies Requirements.
4.4.1 Acceptability of insurers. All insurance required by this section is to be placed
with insurers with a Bests' rating of no less than A:VII.
4.4.2 Verification of coverage. Prior to beginning any work under this Agreement,
Consultant shall furnish City with complete copies of all policies delivered to
Consultant by the insurer, including complete copies of all endorsements attached
to those policies. All copies of policies and certified endorsements shall show the
signature of a person authorized by that insurer to bind coverage on its behalf. If
the City does not receive the required insurance documents prior to the Consultant
beginning work, this shall not waive the Consultant’s obligation to provide them.
The City reserves the right to require complete copies of all required insurance
policies at any time.
4.4.3 Notice of Reduction in or Cancellation of Coverage. A certified endorsement
shall be attached to all insurance obtained pursuant to this Agreement stating that
coverage shall not be suspended, voided, canceled by either party, or reduced in
coverage or in limits, except after thirty (30) days' prior written notice by certified
mail, return receipt requested, has been given to the City. In the event that any
coverage required by this section is reduced, limited, cancelled, or materially
affected in any other manner, Consultant shall provide written notice to City at
Consultant’s earliest possible opportunity and in no case later than ten (10)
working days after Consultant is notified of the change in coverage.
4.4.4 Additional insured; primary insurance. City and its officers, employees, agents,
and volunteers shall be covered as additional insureds with respect to each of the
following: liability arising out of activities performed by or on behalf of Consultant,
including the City’s general supervision of Consultant; products and completed
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operations of Consultant, as applicable; premises owned, occupied, or used by
Consultant; and automobiles owned, leased, or used by the Consultant in the
course of providing services pursuant to this Agreement. The coverage shall
contain no special limitations on the scope of protection afforded to City or its
officers, employees, agents, or volunteers.
A certified endorsement must be attached to all policies stating that coverage is
primary insurance with respect to the City and its officers, officials, employees and
volunteers, and that no insurance or self-insurance maintained by the City shall be
called upon to contribute to a loss under the coverage.
4.4.5 Deductibles and Self-Insured Retentions. Consultant shall disclose to and
obtain the approval of City for the self-insured retentions and deductibles before
beginning any of the services or work called for by any term of this Agreement.
Further, if the Consultant’s insurance policy includes a self-insured retention that
must be paid by a named insured as a precondition of the insurer’s liability, or
which has the effect of providing that payments of the self-insured retention by
others, including additional insureds or insurers do not serve to satisfy the self-
insured retention, such provisions must be modified by special endorsement so as
to not apply to the additional insured coverage required by this agreement so as to
not prevent any of the parties to this agreement from satisfying or paying the self-
insured retention required to be paid as a precondition to the insurer’s liability.
Additionally, the certificates of insurance must note whether the policy does or
does not include any self-insured retention and also must disclose the deductible.
During the period covered by this Agreement, only upon the prior express written
authorization of Contract Administrator, Consultant may increase such deductibles
or self-insured retentions with respect to City, its officers, employees, agents, and
volunteers. The Contract Administrator may condition approval of an increase in
deductible or self-insured retention levels with a requirement that Consultant
procure a bond, guaranteeing payment of losses and related investigations, claim
administration, and defense expenses that is satisfactory in all respects to each of
them.
4.4.6 Subcontractors. Consultant shall include all subcontractors as insureds under its
policies or shall furnish separate certificates and certified endorsements for each
subcontractor. All coverages for subcontractors shall be subject to all of the
requirements stated herein.
4.4.7 Wasting Policy. No insurance policy required by Section 4 shall include a
“wasting” policy limit.
4.4.8 Variation. The City may approve a variation in the foregoing insurance
requirements, upon a determination that the coverage, scope, limits, and forms of
such insurance are either not commercially available, or that the City’s interests
are otherwise fully protected.
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4.5 Remedies. In addition to any other remedies City may have if Consultant fails to provide
or maintain any insurance policies or policy endorsements to the extent and within the time
herein required, City may, at its sole option exercise any of the following remedies, which
are alternatives to other remedies City may have and are not the exclusive remedy for
Consultant’s breach:
a. Obtain such insurance and deduct and retain the amount of the premiums for such
insurance from any sums due under the Agreement;
b. Order Consultant to stop work under this Agreement or withhold any payment that
becomes due to Consultant hereunder, or both stop work and withhold any payment,
until Consultant demonstrates compliance with the requirements hereof; and/or
c. Terminate this Agreement.
Section 5. INDEMNIFICATION AND CONSULTANT’S RESPONSIBILITIES. To the fullest extent
permitted by law, Consultant shall, to the fullest extent allowed by law, with respect to all Services
performed in connection with this Agreement, indemnify, defend with counsel selected by Consultant and
approved by the City, and hold harmless the City and its officials, officers, employees, agents, and
volunteers from and against any and all losses, liability, claims, suits, actions, damages, and causes of
action arising out of any personal injury, bodily injury, loss of life, or damage to property, or any violation of
any federal, state, or municipal law or ordinance (“Claims”), to the extent caused, directly or indirectly, in
whole or in part, by the willful misconduct or negligent acts or omissions of Consultant or its employees,
subcontractors, or agents. The foregoing obligation of Consultant shall not apply when (1) the injury, loss
of life, damage to property, or violation of law arises wholly from the gross negligence or willful misconduct
of the City or its officers, employees, agents, or volunteers and (2) the actions of Consultant or its
employees, subcontractor, or agents have contributed in no part to the injury, loss of life, damage to
property, or violation of law.
5.1 Separate Professional Liability (PL) Indemnity. As respect to the performance of
professional services, Consultant agrees to indemnify and hold harmless City, its officers,
employees, authorized agents/volunteers (collectively, the “City Indemnitees”), from and
against any damages, losses, liabilities, judgments, settlements, expenses, and costs
(including reasonable and necessary attorneys' fees, costs and expenses) to the extent
caused by Consultant's negligent acts, errors or omissions or willful misconduct in the
performance of services under this Agreement and anyone for whom Consultant is legally
liable. Consultant has no obligation to pay for any of City Indemnitees defense related cost
prior to a final determination of liability, or to pay any amount that exceeds Consultant’s
finally determined percentage of liability based upon the comparative fault of Consultant.
5.2 Separate Other than Professional Liability (OPL) Indemnity. As respect to its
operations, other than the performance of professional services, Consultant agrees to
indemnify, hold harmless and defend City with counsel approved by City, the City
Indemnitees, from and against any damages, liabilities, judgments, settlements, costs,
claims, demands, actions, suits, losses, and expenses (including reasonable and
necessary attorneys' fees, costs and expenses) arising out of the death or bodily injury to
any person or destruction or damage to any property, to the extent caused by Consultant's
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negligent acts, errors or omissions or willful misconduct in the performance of services
under this Agreement and anyone for whom Consultant is legally liable.
5.3 Common PL & OPL Indemnity Provisions. Consultant’s obligations under this Section
5 shall not apply when (1) the injury, loss of life, damage to property, or violation of law
arises from the gross negligence or willful misconduct of the City or its officers, employees,
agents, or volunteers and (2) the actions of Consultant or its employees, subcontractor, or
agents have contributed in no part to the injury, loss of life, damage to property, or violation
of law. It is understood that the duty of Consultant to indemnify and hold harmless under
Section 5.2 includes the duty to defend as set forth in Section 2778 of the California Civil
Code. Acceptance by City of insurance certificates and endorsements required under this
Agreement does not relieve Consultant from liability under this indemnification and hold
harmless clause. This indemnification and hold harmless clause shall apply to any
damages or claims for damages whether or not such insurance policies shall have been
determined to apply. By execution of this Agreement, Consultant acknowledges and
agrees to the provisions of this Section and that it is a material element of consideration.
5.4 Insurance Not in Place of Indemnity. Acceptance by City of insurance certificates and
endorsements required under this Agreement does not relieve Consultant from liability
under this indemnification and hold harmless clause. This indemnification and hold
harmless clause shall apply to any damages or claims for damages whether or not such
insurance policies shall have been determined to apply. By execution of this Agreement,
Consultant acknowledges and agrees to the provisions of this Section and that it is a
material element of consideration.
5.5 PERS Liability. In the event that Consultant or any employee, agent, or subcontractor of
Consultant providing services under this Agreement is determined by a court of
competent jurisdiction or the California Public Employees Retirement System (PERS) to
be eligible for enrollment in PERS as an employee of City, Consultant shall indemnify,
defend, and hold harmless City for the payment of any employee and/or employer
contributions for PERS benefits on behalf of Consultant or its employees, agents, or
subcontractors, as well as for the payment of any penalties and interest on such
contributions, which would otherwise be the responsibility of City.
5.6 Third Party Claims. With respect to third party claims against the Consultant, the
Consultant waives any and all rights of any type of express or implied indemnity against
the Indemnitees.
Section 6. STATUS OF CONSULTANT.
6.1 Independent Contractor. At all times during the term of this Agreement, Consultant shall
be an independent contractor and shall not be an employee of City. City shall have the
right to control Consultant only insofar as the results of Consultant's services rendered
pursuant to this Agreement and assignment of personnel pursuant to Subparagraph 1.3;
however, otherwise City shall not have the right to control the means by which Consultant
accomplishes services rendered pursuant to this Agreement. Notwithstanding any other
City, state, or federal policy, rule, regulation, law, or ordinance to the contrary, Consultant
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and any of its employees, agents, and subcontractors providing services under this
Agreement shall not qualify for or become entitled to, and hereby agree to waive any and
all claims to, any compensation, benefit, or any incident of employment by City, including
but not limited to eligibility to enroll in the California Public Employees Retirement System
(PERS) as an employee of City and entitlement to any contribution to be paid by City for
employer contributions and/or employee contributions for PERS benefits.
6.2 Consultant Not an Agent. Except as City may specify in writing, Consultant shall have no
authority, express or implied, to act on behalf of City in any capacity whatsoever as an
agent to bind City to any obligation whatsoever.
Section 7. LEGAL REQUIREMENTS.
7.1 Governing Law. The laws of the State of California shall govern this Agreement.
7.2 Compliance with Applicable Laws. Consultant and any subcontractors shall comply with
all federal, state and local laws and regulations applicable to the performance of the work
hereunder. Consultant’s failure to comply with such law(s) or regulation(s) shall constitute
a breach of contract.
7.3 Other Governmental Regulations. To the extent that this Agreement may be funded by
fiscal assistance from another governmental entity, Consultant and any subcontractors
shall comply with all applicable rules and regulations to which City is bound by the terms of
such fiscal assistance program.
7.4 Licenses and Permits. Consultant represents and warrants to City that Consultant and
its employees, agents, and any subcontractors have all licenses, permits, qualifications,
and approvals, including from City, of whatsoever nature that are legally required to
practice their respective professions. Consultant represents and warrants to City that
Consultant and its employees, agents, any subcontractors shall, at their sole cost and
expense, keep in effect at all times during the term of this Agreement any licenses,
permits, and approvals that are legally required to practice their respective professions. In
addition to the foregoing, Consultant and any subcontractors shall obtain and maintain
during the term of this Agreement valid Business Licenses from City.
7.5 Nondiscrimination and Equal Opportunity. Consultant shall not discriminate, on the
basis of a person’s race, religion, color, national origin, age, physical or mental handicap or
disability, medical condition, marital status, sex, or sexual orientation, against any
employee, applicant for employment, subcontractor, bidder for a subcontract, or participant
in, recipient of, or applicant for any services or programs provided by Consultant under this
Agreement. Consultant shall comply with all applicable federal, state, and local laws,
policies, rules, and requirements related to equal opportunity and nondiscrimination in
employment, contracting, and the provision of any services that are the subject of this
Agreement, including but not limited to the satisfaction of any positive obligations required
of Consultant thereby.
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Consultant shall include the provisions of this Subsection in any subcontract approved by
the Contract Administrator or this Agreement.
Section 8. TERMINATION AND MODIFICATION.
8.1 Termination. City may cancel this Agreement at any time and without cause upon written
notification to Consultant.
Consultant may cancel this Agreement for cause upon thirty (30) days’ written notice to
City and shall include in such notice the reasons for cancellation.
In the event of termination, Consultant shall be entitled to compensation for services
performed to the effective date of notice of termination; City, however, may condition
payment of such compensation upon Consultant delivering to City all materials described
in Section 9.1.
8.2 Extension. City may, in its sole and exclusive discretion, extend the end date of this
Agreement beyond that provided for in Subsection 1.1. Any such extension shall require
Consultant to execute a written amendment to this Agreement, as provided for herein.
Consultant understands and agrees that, if City grants such an extension, City shall have
no obligation to provide Consultant with compensation beyond the maximum amount
provided for in this Agreement. Similarly, unless authorized by the Contract Administrator,
City shall have no obligation to reimburse Consultant for any otherwise reimbursable
expenses incurred during the extension period.
8.3 Amendments. The Parties may amend this Agreement only by a writing signed by all the
Parties.
8.4 Assignment and Subcontracting. City and Consultant recognize and agree that this
Agreement contemplates personal performance by Consultant and is based upon a
determination of Consultant’s unique personal competence, experience, and specialized
personal knowledge. Moreover, a substantial inducement to City for entering into this
Agreement was and is the professional reputation and competence of Consultant.
Consultant may not assign this Agreement or any interest therein without the prior written
approval of the Contract Administrator. Consultant shall not assign or subcontract any
portion of the performance contemplated and provided for herein, other than to the
subcontractors noted in the proposal, without prior written approval of the Contract
Administrator.
8.5 Survival. All obligations arising prior to the termination of this Agreement and all
provisions of this Agreement allocating liability between City and Consultant shall survive
the termination of this Agreement.
8.6 Options upon Breach by Consultant. If Consultant materially breaches any of the terms
of this Agreement, City’s remedies shall include, but not be limited to, the following:
8.6.1 Immediately terminate the Agreement;
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8.6.2 Retain the plans, specifications, drawings, reports, design documents, and any
other work product prepared by Consultant pursuant to this Agreement;
8.6.3 Retain a different consultant to complete the work described in Exhibit A not
finished by Consultant; or
8.6.4 Charge Consultant the difference between the cost to complete the work
described in Exhibit A that is unfinished at the time of breach and the amount that
City would have paid Consultant pursuant to Section 2 if Consultant had
completed the work.
Section 9. KEEPING AND STATUS OF RECORDS.
9.1 Records Created as Part of Consultant’s Performance. All reports, data, maps,
models, charts, studies, surveys, photographs, memoranda, plans, studies, specifications,
records, files, or any other documents or materials, in electronic or any other form, that
Consultant prepares or obtains pursuant to this Agreement and that relate to the matters
covered hereunder shall be the property of the City. Consultant hereby agrees to deliver
those documents to the City upon termination of the Agreement. It is understood and
agreed that the documents and other materials, including but not limited to those described
above, prepared pursuant to this Agreement are prepared specifically for the City and are
not necessarily suitable for any future or other use. City and Consultant agree that, until
final approval by City, all data, plans, specifications, reports and other documents are
confidential and will not be released to third parties without prior written consent of both
Parties except as required by law.
9.2 Consultant’s Books and Records. Consultant shall maintain any and all ledgers, books
of account, invoices, vouchers, canceled checks, and other records or documents
evidencing or relating to charges for services or expenditures and disbursements charged
to the City under this Agreement for a minimum of three (3) years, or for any longer period
required by law, from the date of final payment to the Consultant to this Agreement.
9.3 Inspection and Audit of Records. Any records or documents that Section 9.2 of this
Agreement requires Consultant to maintain shall be made available for inspection, audit,
and/or copying at any time during regular business hours, upon oral or written request of
the City. Under California Government Code Section 8546.7, if the amount of public funds
expended under this Agreement exceeds ten thousand ($10,000.00), the Agreement shall
be subject to the examination and audit of the State Auditor, at the request of City or as
part of any audit of the City, for a period of three (3) years after final payment under the
Agreement.
9.4 Records Submitted in Response to an Invitation to Bid or Request for Proposals. All
responses to a Request for Proposals (RFP) or invitation to bid issued by the City become
the exclusive property of the City. At such time as the City selects a bid, all proposals
received become a matter of public record, and shall be regarded as public records, with
192
the exception of those elements in each proposal that are defined by Consultant and
plainly marked as “Confidential,” "Business Secret" or “Trade Secret."
The City shall not be liable or in any way responsible for the disclosure of any such
proposal or portions thereof, if Consultant has not plainly marked it as a "Trade Secret" or
"Business Secret," or if disclosure is required under the Public Records Act.
Although the California Public Records Act recognizes that certain confidential trade secret
information may be protected from disclosure, the City may not be in a position to establish
that the information that a prospective bidder submits is a trade secret. If a request is
made for information marked "Trade Secret" or "Business Secret," and the requester takes
legal action seeking release of the materials it believes does not constitute trade secret
information, by submitting a proposal, Consultant agrees to indemnify, defend and hold
harmless the City, its agents and employees, from any judgment, fines, penalties, and
award of attorneys’ fees awarded against the City in favor of the party requesting the
information, and any and all costs connected with that defense. This obligation to
indemnify survives the City's award of the contract. Consultant agrees that this
indemnification survives as long as the trade secret information is in the City's possession,
which includes a minimum retention period for such documents.
Section 10 MISCELLANEOUS PROVISIONS.
10.1 Attorneys’ Fees. If a Party to this Agreement brings any action, including arbitration or an
action for declaratory relief, to enforce or interpret the provision of this Agreement, the
prevailing Party shall be entitled to reasonable attorneys’ fees in addition to any other relief
to which that Party may be entitled. The court may set such fees in the same action or in a
separate action brought for that purpose.
10.2 Venue. In the event that either Party brings any action against the other under this
Agreement, the Parties agree that trial of such action shall be vested exclusively in the
state courts of California in the County of San Mateo or in the United States District Court
for the Northern District of California.
10.3 Severability. If a court of competent jurisdiction finds or rules that any provision of this
Agreement is invalid, void, or unenforceable, the provisions of this Agreement not so
adjudged shall remain in full force and effect. The invalidity in whole or in part of any
provision of this Agreement shall not void or affect the validity of any other provision of this
Agreement.
10.4 No Implied Waiver of Breach. The waiver of any breach of a specific provision of this
Agreement does not constitute a waiver of any other breach of that term or any other term
of this Agreement.
10.5 Successors and Assigns. The provisions of this Agreement shall inure to the benefit of
and shall apply to and bind the successors and assigns of the Parties.
193
10.6 Use of Recycled Products. Consultant shall prepare and submit all reports, written
studies and other printed material on recycled paper to the extent it is available at equal or
less cost than virgin paper.
10.7 Conflict of Interest. Consultant may serve other clients, but none whose activities within
the corporate limits of City or whose business, regardless of location, would place
Consultant in a “conflict of interest,” as that term is defined in the Political Reform Act,
codified at California Government Code Section 81000, et seq.
Consultant shall not employ any City official in the work performed pursuant to this
Agreement. No officer or employee of City shall have any financial interest in this
Agreement that would violate California Government Code Sections 1090, et seq.
Consultant hereby warrants that it is not now, nor has it been in the previous twelve (12)
months, an employee, agent, appointee, or official of the City. If Consultant was an
employee, agent, appointee, or official of the City in the previous twelve (12) months,
Consultant warrants that it did not participate in any manner in the forming of this
Agreement. Consultant understands that, if this Agreement is made in violation of
Government Code §1090, et seq., the entire Agreement is void and Consultant will not be
entitled to any compensation for services performed pursuant to this Agreement, including
reimbursement of expenses, and Consultant will be required to reimburse the City for any
sums paid to the Consultant. Consultant understands that, in addition to the foregoing, it
may be subject to criminal prosecution for a violation of Government Code § 1090 and, if
applicable, will be disqualified from holding public office in the State of California.
10.8 Solicitation. Consultant agrees not to solicit business at any meeting, focus group, or
interview related to this Agreement, either orally or through any written materials.
10.9 Contract Administration. This Agreement shall be administered by
_______________________________ ("Contract Administrator"). All correspondence
shall be directed to or through the Contract Administrator or his or her designee.
10.10 Notices. All notices and other communications which are required or may be given under
this Agreement shall be in writing and shall be deemed to have been duly given (i) when
received if personally delivered; (ii) when received if transmitted by telecopy, if received
during normal business hours on a business day (or if not, the next business day after
delivery) provided that such facsimile is legible and that at the time such facsimile is sent
the sending Party receives written confirmation of receipt; (iii) if sent for next day delivery
to a domestic address by recognized overnight delivery service (e.g., Federal Express);
and (iv) upon receipt, if sent by certified or registered mail, return receipt requested. In
each case notice shall be sent to the respective Parties as follows:
Consultant
____________________________________________
____________________________________________
____________________________________________
194
City
____________________________________________
____________________________________________
____________________________________________
City Clerk
City of South San Francisco
400 Grand Avenue
South San Francisco, CA 94080
10.11 Professional Seal. Where applicable in the determination of the contract administrator,
the first page of a technical report, first page of design specifications, and each page of
construction drawings shall be stamped/sealed and signed by the licensed professional
responsible for the report/design preparation. The stamp/seal shall be in a block entitled
"Seal and Signature of Registered Professional with report/design responsibility," as in the
following example.
_________________________________________
Seal and Signature of Registered Professional with
report/design responsibility.
10.12 Integration. This Agreement, including the scope of work attached hereto and
incorporated herein as Exhibits A, B, [[and]C[, and D]] [ENSURE THAT THE CORRECT
EXHIBITS ARE LISTED] represents the entire and integrated agreement between City
and Consultant and supersedes all prior negotiations, representations, or agreements,
either written or oral pertaining to the matters herein.
Exhibit A Scope of Services
Exhibit B Compensation Schedule
10.13 Counterparts. This Agreement may be executed in counterparts and/or by facsimile or
other electronic means, and when each Party has signed and delivered at least one such
counterpart, each counterpart shall be deemed an original, and, when taken together with
other signed counterpart, shall constitute one Agreement, which shall be binding upon and
effective as to all Parties.
10.14 Construction. The headings in this Agreement are for the purpose of reference only and
shall not limit or otherwise affect any of the terms of this Agreement. The parties have had
an equal opportunity to participate in the drafting of this Agreement; therefore any
construction as against the drafting party shall not apply to this Agreement.
10.15 No Third Party Beneficiaries. This Agreement is made solely for the benefit of the
Parties hereto with no intent to benefit any non-signatory third parties.
195
[SIGNATURES ON FOLLOWING PAGE]
196
The Parties have executed this Agreement as of the Effective Date.
CITY OF SOUTH SAN FRANCISCO CONSULTANT
____________________________ ______________________________
City Manager [NAME, TITLE]
Attest:
____________________________
City Clerk
Approved as to Form:
____________________________
City Attorney
197
EXHIBIT A
SCOPE OF SERVICES
.
198
EXHIBIT B
SAMPLE TASK ORDER
199
EXHIBIT C
COMPENSATION SCHEDULE
200
EXHIBIT D
REIMBURSABLE EXPENSES
201
EXHIBIT E
PROVISIONS REQUIRED FOR PUBLIC WORKS CONTRACTS
202
EXHIBIT F
FORM 590
203
City of South San Francisco
Legislation Text
P.O. Box 711 (City Hall, 400
Grand Avenue)
South San Francisco, CA
File #:25-325 Agenda Date:4/9/2025
Version:1 Item #:12.
Report regarding a resolution accepting the Single Audit report for Fiscal Year 2023-24 (Karen Chang,
Finance Director)
RECOMMENDATION
Staff recommends that the City Council accept the Single Audit Report for the City of South San
Francisco for the fiscal year ended June 30, 2024.
BACKGROUND/DISCUSSION
Background:
Federal regulations mandate that any local agency expending $750,000 or more in combined federal grant
funds in a fiscal year,either directly or indirectly,is subject to a separate audit on those programs.This
threshold was reached in fiscal year 2023-24 and,therefore,a separate Single Audit report was required.Maze
and Associates (Maze),who also performed the City’s financial audit,conducted the Single Audit for the fiscal
year 2023-24.
Analysis
The City incurred a total of $7,747,798 in federal expenditure during fiscal year 2023-24 that fell under the
parameters of the audit.The auditor identified two major programs to be audited,1)Highway Planning and
Construction (Federal-Aid) Highway Program and 2) Coronavirus State and Local Fiscal Recovery Funds.
As required under the Single Audit Act,this report contains a Schedule of Expenditures of Federal Awards
(SEFA)that summarizes Federal grant activities in the City of South San Francisco for the fiscal year.The
report also comments on either compliance with Federal assistance regulations or recommendations regarding
the City’s accounting practices.
The auditor issued the report with an unmodified opinion.However,the auditor did disclose significant
deficiencies, material weaknesses, and instances of noncompliance material to the basic financial statements.
The auditor did not have any findings over internal control for the Federal awards programs being audited.The
City’s responses are attached to this report.
The noted significant deficiencies were the same as those noted in the Memorandum on Internal Control
presented in January.The material weakness and the instance of noncompliance material to the basic financial
statements were related to the SEFA preparation.During the audit testing,the auditor noticed various
discrepancies found in the draft SEFA provided by the city.Detailed information of the findings can be found in
Section II - Financial Statement Findings in the Single Audit Report.
To improve the accuracy of the financial reporting for federal expenditure,Finance staff will compare more
closely the initial draft SEFA amounts provided by individual departments and prior year workpapers.Finance
will collaborate with other departments to enhance awareness,understanding,and compliance with uniform
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File #:25-325 Agenda Date:4/9/2025
Version:1 Item #:12.
guidance and single audit rules.
FISCAL IMPACT
There is no fiscal impact resulting from the acceptance of this report.
CONCLUSION
Staff recommends that the City Council formally accept this report.
Attachments:
1.Single Audit Report for the Year Ended June 30, 2024
2.Current year Corrective Action Plan (CAP)
3.Summary schedule of prior audit findings and corrective action (SSPAF)
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CITY OF SOUTH SAN FRANCISCO
SINGLE AUDIT REPORT
FOR THE YEAR ENDED JUNE 30, 2024
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CITY OF SOUTH SAN FRANCISCO
SINGLE AUDIT REPORT
For the Year Ended June 30, 2024
TABLE OF CONTENTS
Page
Schedule of Findings and Questioned Costs .............................................................................. 1
Section I – Summary of Auditor’s Results ......................................................................... 1
Section II – Financial Statement Findings .......................................................................... 2
Section III – Federal Award Findings and Questioned Costs ............................................. 3
Schedule of Expenditures of Federal Awards ............................................................................ 5
Notes to Schedule of Expenditures of Federal Awards ............................................................. 7
Independent Auditor’s Report on Internal Control over Financial Reporting
and Report on Compliance and Other Matters Based on an Audit of Financial
Statements Performed in Accordance with Government Auditing Standards ................. 9
Independent Auditor's Report on Compliance for Each Major Federal Program;
Report on Internal Control Over Compliance; and Report on the
Schedule of Expenditures of Federal Awards Required by the Uniform Guidance ...... 11
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CITY OF SOUTH SAN FRANCISCO
SCHEDULE OF FINDINGS AND QUESTIONED COSTS
For the Year Ended June 30, 2024
SECTION I – SUMMARY OF AUDITOR’S RESULTS
SECTION I—SUMMARY OF AUDITOR’S RESULTS
Financial Statements
Type of report the auditor issued on whether the financial
statements audited were prepared in accordance with GAAP Unmodified
Internal control over financial reporting:
•Material weakness(es) identified?X Yes No
•Significant deficiency(ies) identified?X Yes
None
Reported
Noncompliance material to financial statements noted? Yes X No
Federal Awards
Internal control over major federal programs:
•Material weakness(es) identified?Yes X No
•Significant deficiency(ies) identified?Yes X
None
Reported
Type of auditor’s report issued on compliance for major
federal programs: Unmodified
Any audit findings disclosed that are required to be reported
in accordance with 2 CFR 200.516(a)? Yes X No
Identification of major program(s):
Assistance
Listing
Number(s) Name of Federal Program or Cluster
20.205 Highway Planning and Construction (Federal-Aid Highway Program)
21.027 COVID-19 - Coronavirus State and Local Fiscal Recovery Funds
Dollar threshold used to distinguish between type A and type B programs:$750,000
Auditee qualified as low-risk auditee? Yes X No
1 210
SECTION II – FINANCIAL STATEMENT FINDINGS
Our audit did disclose significant deficiencies, material weaknesses and instances of noncompliance material to
the basic financial statements. In addition to Finding SA2024-001 below, we have also issued a separate
Memorandum on Internal Control dated December 19, 2024, which is an integral part of our audits and should
be read in conjunction with this report.
Finding Reference Number: SA2024-001 - Schedule of Expenditures of Federal Awards (SEFA)
Preparation
Assistance Listing Number: 20.205, 93.044, 93.045, 97.067
Assistance Listing Title: Highway Planning and Construction (Federal-Aid Highway Program)
Aging Cluster, Special Programs for the Aging - Title III, Part B - Grants for
Supportive Services and Senior Centers
Aging Cluster, Special Programs for the Aging, Title III, Part C, Nutrition
Services
Homeland Security Grant Program
Name of Federal Agency: Department of Transportation
Department of Aging
Department of Homeland Security
Federal Award Identification Number: BPMP-5177(039), CML-5177 (040), HSIPL-5177 (041),
HSIPL-5177(043), CRRSAL-5177 (047)
57000-FY23-R078984J
13121 - FY22 UASI, FY 2021 UASI -SFFD
Name of Pass-through Entity: State of California Department of Transportation
County of San Mateo
City and County of San Francisco
Criteria: In accordance with Uniform Guidance Section 200.358, Auditee Responsibilities, and Section
200.510(b), Schedule of Expenditures of Federal Awards, the City should report all Federal awards expended
each fiscal year for each individual Federal program and for Federal awards received as a subrecipient, the
name of the pass-through entity and identifying number assigned by the pass-through entity must be included
in the Schedule of Expenditures of Federal Awards (SEFA).
Condition: During our testing of the fiscal year 2024 SEFA provided for audit we noted the following:
1.Federal expenditures for the Highway Planning and Construction Program (AL#20.205) were
overstated by $1,402,731 as follows:
a.$688,120 due to the City including life to date project expenditures for three projects (BPMP-
5177(039), HSIPL-5177 (041) and HSIPL-5177(043)) that had been reported on prior year
SEFAs.
b.$714,611 due to the City including all expenditures incurred on one project (CML-5177
(040)), rather than the actual eligible costs that had been charged to the grant and drawn from
the grantor. Some of the excess costs included expenditures that were not eligible for
reimbursement from the grantor.
2 211
SECTION II – FINANCIAL STATEMENT FINDINGS (Continued)
Finding Reference Number: SA2024-001 - Schedule of Expenditures of Federal Awards (SEFA)
Preparation (Continued)
2.Federal expenditures for the Aging Cluster, Special Programs for the Aging - Title III, Part B - Grants
for Supportive Services and Senior Centers (AL#93.045) were overstated in the amount of $12,011
and the Special Programs for the Aging, Title III, Part C, Nutrition Services (AL#93.045) were
overstated in the amount of $172 due to the inclusion of non-federal expenditures.
3.Federal expenditures for the Homeland Security Grant Program - Urban Area Security Initiative (AL
#97.067) totaled to $100,000 and the full grant was listed as being passed through to subrecipients,
but there were no subgrants under the program during fiscal year 2024.
4.Various pass-through grants did not include the correct pass-through agency or pass-through
identifying number.
Effect: Overstating annual program expenditures from the SEFA or incorrect reporting not only misstates
the SEFA, it results in noncompliance with the requirements of individual grant agreements and Uniform
Guidance Section 200.358, Auditee Responsibilities, and Section 200.510(b), Schedule of Expenditures of
Federal Awards. As a result, future federal funding could be adversely affected.
Cause: The City’s grant application, monitoring and reporting system is decentralized by department.
Once the grant amounts reported by the different departments are reconciled to the accounting records
maintained by the Finance Department, adjustments are needed to report the correct amounts.
Recommendation: The City must develop procedures and policies to centralize the reporting of grant
activity to ensure that all data is readily available when year-end grant activity reporting is necessary. These
procedures should facilitate the preparation of the SEFA so that annual expenditures for all grant programs
are accurately included on the SEFA. In addition, City staff, including those in departments other than
Finance that manage grants, must familiarize themselves with the guidelines for determining federal awards
expended that are contained in the Uniform Guidance to ensure that only eligible federal expenditures are
reported in the SEFA and prior year expenditures are not duplicated in annual reporting.
View of Responsible Officials and Planned Corrective Actions: Please see Corrective Action Plan separately
prepared by the City.
SECTION III – FEDERAL AWARD FINDINGS AND QUESTIONED COSTS
Our audit did not disclose any findings or questioned costs required to be reported in accordance with Uniform
Guidance.
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213
CITY OF SOUTH SAN FRANCISCO
SCHEDULE OF EXPENDITURES OF FEDERAL AWARDS
For the Fiscal Year Ended June 30, 2024
Federal
Assistance Pass-Through Pass-Through
Federal Grantor/ Listing Identifying To Federal
Pass-Through Grantor/Program or Cluster Title Number Number Subrecipients Expenditures
Department of Agriculture Pass-Through Program From:
California Department of Education
Child and Adult Care Food Program (CACFP) 10.558 Not Available $34,593
Department of Commerce - Economic Development Administration Direct Program
Economic Development Cluster:
Economic Adjustment Assistance 11.307 324,695
Department of Housing and Urban Development
CDBG - Entitlement Grants Cluster
Direct Program:
Community Development Block Grants/Entitlement Grants 14.218 $58,397 125,523
Pass-Through Program From:
City of Daly City
Community Development Block Grants/Entitlement Grants 14.218 Not Available 18,351
CDBG - Entitlement Grants Cluster Subtotal 58,397 143,874
Pass-Through Program From:
County of San Mateo
Home Investment Partnerships Program 14.239 Not Available 14,971 14,971
Total Department of Housing and Urban Development 73,368 158,845
Department of Justice Direct Program:
Equitable Sharing Program - Narcotics Task Force 16.922 559,651
Department of Labor Direct Program:
Community Project Funding / Congressionally Directed Spending
Economic Advancement Center - Workforce Development 17.289 41,359
Department of Transportation Pass Through Program From:
California State Department of Transportation
Highway Planning and Construction (Federal-Aid Highway Program)
Grand Blvd Project Phase 3 20.205 CML-5177 (040) 955,411
E101 Transit Shelter and Bulb Turnout 20.205 CRRSAL-5177 (047) 388,998
Program Subtotal 1,344,409
California Office of Traffic Safety
Highway Safety Cluster:
State and Community Highway Safety
OTS STEP Grant 20.600 PT23180 79,865
Total Department of Transportation 1,424,274
Department of the Treasury Direct Program
Equitable Sharing Program
Narcotics Task Force - Asset Forfeiture Fund 21.016 1,431
COVID-19 - Coronavirus State and Local Fiscal Recovery Funds 21.027 4,988,611
Total Department of Treasury 4,990,042
(Continued)
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CITY OF SOUTH SAN FRANCISCO
SCHEDULE OF EXPENDITURES OF FEDERAL AWARDS
For the Fiscal Year Ended June 30, 2024
Federal
Assistance Pass-Through Pass-Through
Federal Grantor/ Listing Identifying To Federal
Pass-Through Grantor/Program or Cluster Title Number Number Subrecipients Expenditures
Department of Aging Pass-Through Program From:
County of San Mateo
Aging Cluster:
Special Programs for the Aging - Title III, Part B - Grants for
Supportive Services and Senior Centers
Adult Day Care 93.044 57000-FY23-R078984J 31,236
Special Programs for the Aging, Title III, Part C, Nutrition Services
Congregate Nutrition 93.045 57000-FY23-R078984J 28,103
Total Department of Aging 59,339
Department of Homeland Security Pass-Through Program From:
City and County of San Francisco
Homeland Security Grant Program
Urban Area Security Initiative
USAR Response Vehicle Equipment Upgrades 97.067 13121 - FY22 UASI 100,000
Station 61, Emergency Operations Center, Fire Administration
Site Security Upgrades 97.067 FY 2021 UASI -SFFD 55,000
Total Department of Homeland Security 155,000
Total Expenditures of Federal Awards $73,368 $7,747,798
California Department of Aging Grant Award (Non-Federal)
OAA Title III C1 Congregate Nutrition 57000-FY23-R078984J $4,577
See Accompanying Notes to Schedule of Expenditures of Federal Awards and California Department of Aging Award
6 215
CITY OF SOUTH SAN FRANCISCO
NOTES TO THE SCHEDULE OF EXPENDITURES OF FEDERAL AWARDS
AND
CALIFORNIA DEPARTMENT OF AGING AWARD
For the Year Ended June 30, 2024
NOTE 1 – REPORTING ENTITY
The Schedule of Expenditure of Federal Awards (the Schedule) includes expenditures of federal awards for the
City of South San Francisco, California, and its component units as disclosed in the notes to the Basic
Financial Statements, except for federal awards of the South San Francisco Conference Center Authority
(Authority). Federal awards expended by this entity, if any, are excluded from the Schedule and are subject to
a separate Single Audit performed by other auditors.
NOTE 2 – SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES
Basis of accounting refers to when revenues and expenditures or expenses are recognized in the accounts and
reported in the financial statements, regardless of the measurement focus applied. The governmental fund
financial statements are reported using the current financial resources measurement focus and the modified
accrual basis of accounting. The proprietary and fiduciary fund financial statements are reported using the
economic resources measurement focus and the accrual basis of accounting. Expenditures of Federal Awards
reported on the Schedule are recognized when incurred.
NOTE 3 – INDIRECT COST ELECTION
The City has elected not to use the 10% de minimis indirect cost rate allowed under the Uniform Guidance.
NOTE 4 – CALIFORNIA DEPARTMENT OF AGING FUNDED EXPENDITURES
During the fiscal year ended June 30, 2024, the City received the following grant from the State of California
Department of Aging:
State Funded
Expenditures
Title III C1 - Congregate Nutrition State # 57000-FY23-R078984J $4,577
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217
INDEPENDENT AUDITOR’S REPORT ON
INTERNAL CONTROL OVER FINANCIAL REPORTING
AND REPORT ON COMPLIANCE AND OTHER MATTERS BASED ON AN
AUDIT OF FINANCIAL STATEMENTS PERFORMED IN ACCORDANCE
WITH GOVERNMENT AUDITING STANDARDS
To the Honorable Members of the City Council
City of South San Francisco, California
We have audited, in accordance with the auditing standards generally accepted in the United States of
America and the standards applicable to financial audits contained in Government Auditing Standards issued
by the Comptroller General of the United States, the financial statements of the governmental activities, the
business-type activities, the discretely presented component unit, each major fund, and the aggregate
remaining fund information of the City of South San Francisco as of and for the year ended June 30, 2024,
and the related notes to the financial statements, which collectively comprise the City’s basic financial
statements, and have issued our report thereon dated December 19, 2024. Our report includes a reference to
other auditors who audited the financial statements of South San Francisco Conference Center Authority, as
described in our report on the City’s financial statements. This report does not include the results of the other
auditors’ testing of internal control over financial reporting or compliance and other matters that are reported
on separately by those auditors.
Report on Internal Control over Financial Reporting
In planning and performing our audit of the financial statements, we considered the City’s internal control
over financial reporting (internal control) as a basis for designing audit procedures that are appropriate in the
circumstances for the purpose of expressing our opinions on the financial statements, but not for the purpose
of expressing an opinion on the effectiveness of the City’s internal control. Accordingly, we do not express an
opinion on the effectiveness of the City’s internal control.
Our consideration of internal control was for the limited purpose described in the preceding paragraph and
was not designed to identify all deficiencies in internal control that might be material weaknesses or
significant deficiencies and therefore, material weaknesses or significant deficiencies may exist that were not
identified. However, as discussed below, we did identify certain deficiencies in internal control that we
consider to be material weaknesses and significant deficiencies.
A deficiency in internal control exists when the design or operation of a control does not allow management
or employees, in the normal course of performing their assigned functions, to prevent, or detect and correct,
misstatements on a timely basis. A material weakness is a deficiency, or a combination of deficiencies, in
internal control such that there is a reasonable possibility that a material misstatement of the City’s financial
statements will not be prevented, or detected and corrected on a timely basis. We consider the deficiencies as
described in the accompanying Schedule of Findings and Questioned Costs as items SA2024-001 to be
material weaknesses.
A significant deficiency is a deficiency, or a combination of deficiencies, in internal control that is less severe
than a material weakness, yet important enough to merit attention by those charged with governance. We
consider the deficiencies as listed on the Schedule of Significant Deficiencies included as part of our
separately issued Memorandum on Internal Control dated December 19, 2024 to be significant deficiencies,
which is an integral part of our audit and should be read in conjunction with this report.
9 218
Report on Compliance and Other Matters
As part of obtaining reasonable assurance about whether the City’s financial statements are free from material
misstatement, we performed tests of its compliance with certain provisions of laws, regulations, contracts, and
grant agreements, noncompliance with which could have a direct and material effect on the financial
statements. However, providing an opinion on compliance with those provisions was not an objective of our
audit, and accordingly, we do not express such an opinion.
The results of our tests disclosed instances of noncompliance or other matters that are required to be reported
under Government Auditing Standards and which are described in the accompanying Schedule of Findings
and Questioned Costs as item SA2024-001.
City’s Response to Findings
Government Auditing Standards require the auditor to perform limited procedures on the City’s response to
the findings identified in our audit and described in our separately issued Memorandum on Internal Control
dated December 19, 2024, which is an integral part of our audit and should be read in conjunction with this
report, and described in the accompanying Schedule of Findings and Questioned Costs.
The City’s response was not subjected to the other auditing procedures applied in the audit of the financial
statements and, accordingly, we express no opinion on the response.
Purpose of this Report
The purpose of this report is solely to describe the scope of our testing of internal control and compliance and
the results of that testing, and not to provide an opinion on the effectiveness of the City’s internal control or
on compliance. This report is an integral part of an audit performed in accordance with Government Auditing
Standards in considering the City’s internal control and compliance. Accordingly, this communication is not
suitable for any other purpose.
Pleasant Hill, California
December 19, 2024, except for finding SA2024-001, as to which the date is March 28, 2025
10 219
INDEPENDENT AUDITOR'S REPORT
ON COMPLIANCE FOR EACH MAJOR FEDERAL PROGRAM
AND ON INTERNAL CONTROL OVER COMPLIANCE;
AND REPORT ON THE SCHEDULE OF EXPENDITURES OF FEDERAL AWARDS
REQUIRED BY THE UNIFORM GUIDANCE
To the Honorable Members of the City Council
City of South San Francisco, California
Report on Compliance for Each Major Federal Program
Opinion on Each Major Federal Program
We have audited City of South San Francisco’s compliance with the types of compliance requirements
identified as subject to audit in the OMB Compliance Supplement that could have a direct and material effect
on each of the City’s major federal programs for the year ended June 30, 2024. The City’s major federal
programs are identified in the summary of auditor’s results section of the accompanying Schedule of Findings
and Questioned Costs.
The City of South San Francisco's basic financial statements include the operations of the South San Francisco
Conference Center Authority, which received no federal awards during the year ended June 30, 2024. Our
audit, described below, did not include the operations of the Authority, because the Authority engaged other
auditors to perform an audit of compliance.
In our opinion, the City complied, in all material respects, with the compliance requirements referred to above
that could have a direct and material effect on each of its major federal programs for the year ended June 30,
2024.
Basis for Opinion on Each Major Federal Program
We conducted our audit of compliance in accordance with auditing standards generally accepted in the United
States of America (GAAS); the standards applicable to financial audits contained in Government Auditing
Standards, issued by the Comptroller General of the United States (Government Auditing Standards); and the
audit requirements of Title 2 U.S. Code of Federal Regulations Part 200, Uniform Administrative
Requirements, Cost Principles, and Audit Requirements for Federal Awards (Uniform Guidance). Our
responsibilities under those standards and the Uniform Guidance are further described in the Auditor’s
Responsibilities for the Audit of Compliance section of our report.
We are required to be independent of the City and to meet our other ethical responsibilities, in accordance
with relevant ethical requirements relating to our audit. We believe that the audit evidence we have obtained
is sufficient and appropriate to provide a basis for our opinion on compliance for each major federal program.
Our audit does not provide a legal determination of the City’s compliance with the compliance requirements
referred to above.
Responsibilities of Management for Compliance
Management is responsible for compliance with the requirements referred to above and for the design,
implementation, and maintenance of effective internal control over compliance with the requirements of laws,
statutes, regulations, rules and provisions of contracts or grant agreements applicable to the City’s federal
programs.
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Auditor’s Responsibilities for the Audit of Compliance
Our objectives are to obtain reasonable assurance about whether material noncompliance with the compliance
requirements referred to above occurred, whether due to fraud or error, and express an opinion on the City’s
compliance based on our audit. Reasonable assurance is a high level of assurance but is not absolute
assurance and therefore is not a guarantee that an audit conducted in accordance with GAAS, Government
Auditing Standards, and the Uniform Guidance will always detect material noncompliance when it exists. The
risk of not detecting material noncompliance resulting from fraud is higher than for that resulting from error,
as fraud may involve collusion, forgery, intentional omissions, misrepresentations, or the override of internal
control. Noncompliance with the compliance requirements referred to above is considered material, if there is
a substantial likelihood that, individually or in the aggregate, it would influence the judgment made by a
reasonable user of the report on compliance about the City’s compliance with the requirements of each major
federal program as a whole.
In performing an audit in accordance with GAAS, Government Auditing Standards, and the Uniform
Guidance, we:
•Exercise professional judgment and maintain professional skepticism throughout the audit.
•Identify and assess the risks of material noncompliance, whether due to fraud or error, and design and
perform audit procedures responsive to those risks. Such procedures include examining, on a test
basis, evidence regarding the City’s compliance with the compliance requirements referred to above
and performing such other procedures as we considered necessary in the circumstances.
•Obtain an understanding of the City’s internal control over compliance relevant to the audit in order
to design audit procedures that are appropriate in the circumstances and to test and report on internal
control over compliance in accordance with the Uniform Guidance, but not for the purpose of
expressing an opinion on the effectiveness of the City’s internal control over compliance.
Accordingly, no such opinion is expressed.
We are required to communicate with those charged with governance regarding, among other matters, the
planned scope and timing of the audit and any significant deficiencies and material weaknesses in internal
control over compliance that we identified during the audit.
Report on Internal Control Over Compliance
A deficiency in internal control over compliance exists when the design or operation of a control over
compliance does not allow management or employees, in the normal course of performing their assigned
functions, to prevent, or detect and correct, noncompliance with a type of compliance requirement of a federal
program on a timely basis. A material weakness in internal control over compliance is a deficiency, or a
combination of deficiencies, in internal control over compliance, such that there is a reasonable possibility
that material noncompliance with a type of compliance requirement of a federal program will not be
prevented, or detected and corrected, on a timely basis. A significant deficiency in internal control over
compliance is a deficiency, or a combination of deficiencies, in internal control over compliance with a type
of compliance requirement of a federal program that is less severe than a material weakness in internal control
over compliance, yet important enough to merit attention by those charged with governance.
12 221
Our consideration of internal control over compliance was for the limited purpose described in the Auditor’s
Responsibilities for the Audit of Compliance section above and was not designed to identify all deficiencies
in internal control over compliance that might be material weaknesses or significant deficiencies in internal
control over compliance. Given these limitations, during our audit we did not identify any deficiencies in
internal control over compliance that we consider to be material weaknesses, as defined above. However,
material weaknesses or significant deficiencies in internal control over compliance may exist that were not
identified.
Our audit was not designed for the purpose of expressing an opinion on the effectiveness of internal control
over compliance. Accordingly, no such opinion is expressed.
The purpose of this report on internal control over compliance is solely to describe the scope of our testing of
internal control over compliance and the results of that testing based on the requirements of the Uniform
Guidance. Accordingly, this report is not suitable for any other purpose.
Report on Schedule of Expenditures of Federal Awards Required by the Uniform Guidance
We have audited the financial statements of the governmental activities, the business-type activities, the
discretely presented component unit, each major fund, and the aggregate remaining funds information of the
City as of and for the year ended June 30, 2024, and the related notes to the financial statements, which
collectively comprise the City’s basic financial statements. We issued our report thereon dated December 19,
2024, which contained an unmodified opinion on those financial statements. Our report includes a reference
to other auditors who audited the discretely presented component unit financial statements of the South San
Francisco Conference Center Authority, as of and for the year ended June 30, 2024, as described in our report
on the City’s financial statements. Our report, in so far as it relates to the results of the other auditors, is based
solely on the report of the other auditors. Our audit was conducted for the purpose of forming opinions on the
financial statements that collectively comprise the basic financial statements. The accompanying schedule of
expenditures of federal awards is presented for purposes of additional analysis as required by the Uniform
Guidance and is not a required part of the basic financial statements. Such information is the responsibility of
management and was derived from and relates directly to the underlying accounting and other records used to
prepare the basic financial statements. The information has been subjected to the auditing procedures applied
in the audit of the basic financial statements and certain additional procedures, including comparing and
reconciling such information directly to the underlying accounting and other records used to prepare the basic
financial statements or to the basic financial statements themselves, and other additional procedures in
accordance with auditing standards generally accepted in the United States of America. In our opinion, the
schedule of expenditures of federal awards is fairly stated, in all material respects in relation to the basic
financial statements as a whole.
Pleasant Hill, California
March 28, 2025
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Page 1 of 2
SINGLE AUDIT
FOR THE YEAR ENDED JUNE 30, 2024
CORRECTIVE ACTION PLAN
FINANCIAL STATEMENT FINDINGS - CURRENT YEAR
Finding Reference Number: 2024-01 Trial Balance Review and Analysis During Year-End
Close
Fiscal Year of Initial Finding: 2024
Name(s) of the contact person: Karen Chang, Finance Director
Corrective Action Plan: In order to reduce the risk of missed entries and/or unidentified errors
and misstatements, Finance will investigate the feasibility of implementing additional internal
analytical reviews and account analysis at the end of the fiscal year on a fund level, in order to
identify any significant variances that may indicate potential items to be recorded or adjustments
to be made. Additionally, the city’s finance department will proactively coordinate with various
other departments to confirm all necessary adjustments and amounts have been recognized and
recorded, and that any corrections needed are identified and made in a timely manner.
Anticipated Completion Date: July 1, 2025
Finding Reference Number: SA 2024-001 Schedule of Expenditures of Federal Awards (SEFA)
Preparation
Assistance Listing Number: 20.205, 93.044, 93.045
Assistance Listing Title: Highway Planning and Construction (Federal-Aid Highway Program)
Aging Cluster, Special Programs for the Aging - Title III, Part B - Grants
for Supportive Services and Senior Centers
Aging Cluster, Special Programs for the Aging, Title III, Part C, Nutrition
Services
Federal Agency: Department of Transportation
Department of Aging
Federal Award Identification Number: BPMP-5177(039), CML-5177 (040), HSIPL-5177 (041),
HSIPL-5177(043), CRRSAL-5177 (047)
57000-FY23-R078984J
Name of Pass-through Entity: State of California Department of Transportation
County of San Mateo
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Page 2 of 2
FINANCIAL STATEMENT FINDINGS - CURRENT YEAR (CONTINUED)
Finding Reference Number: SA 2024-001 Schedule of Expenditures of Federal Awards (SEFA)
Preparation (Continued)
Fiscal Year of Initial Finding: 2024
Name(s) of the contact person: Karen Chang, Finance Director
Corrective Action Plan: To improve the accuracy of financial reporting for federal expenditures,
Finance staff will compare more closely the initial draft SEFA amounts provided by individual
departments with prior SEFA reports and related workpapers. This step aims to reduce the risk of
overstatements and errors identified by the auditors during the FY23-24 single audit review.
Additionally, Finance staff will collaborate earlier with other departments’ staff to gather supporting
data, allowing sufficient time for internal reviews and analysis. Lastly, the City will explore additional
training for critical non-Finance employees to enhance awareness, understanding, and compliance
with uniform guidance and single audit rules.
Anticipated Completion Date: July 1, 2025
FEDERAL AWARD FINDINGS - CURRENT YEAR
There are no current year federal award findings.
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Page 1 of 3
SINGLE AUDIT
FOR THE YEAR ENDED JUNE 30, 2024
SUMMARY SCHEDULE OF PRIOR AUDIT FINDINGS
FINANCIAL STATEMENT FINDINGS - PRIOR YEAR
There were no unresolved financial statement findings in the prior year.
FEDERAL AWARD FINDINGS - PRIOR YEAR
Finding Reference Number: SA2023-001 Cash Management
Assistance Listing Number: 14.218
Assistance Listing Title: Community Development Block Grant – Entitlement Grant
COVID-19 - Community Development Block Grants/Entitlement
Grants-CV
Federal Agency: Department of Housing and Urban Development
Federal Award Identification Number: B-22-MC-06-0042
COVID-19 - B-20-MW-06-0042
CDBG Daly City Pass Through # Not Available
Name of Pass-through Entity: City of Daly City
Fiscal Year of Initial Finding: 2023
Name(s) of the contact person: Karen Chang, Finance Director/Nell Selander ECD Director
Current Status: Throughout the fiscal year, Finance worked with ECD to improve the process for
community development block grant drawdown requests, making sure there’s better documentation
and review before submission. Now that the new process is in place, Finance and ECD communicate
regularly to ensure timely submissions. Over time, we expect the time between expenses incurred and
drawdown requests will shorten as employees become more familiar with the new process. City’s
staff are committed to meet the timeliness deadlines as defined by HUD.
Anticipated Completion Date: July 1, 2025
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Page 2 of 3
Finding Reference Number: SA2023-002 - Federal Funding Accountability and Transparency
Act (FFATA) Reporting
Assistance Listing Number: 14.218
Assistance Listing Title: Community Development Block Grant – Entitlement Grant
COVID-19 - Community Development Block Grants/Entitlement
Grants-CV
Federal Agency: Department of Housing and Urban Development
Federal Award Identification Number: B-22-MC-06-0042
COVID-19 - B-20-MW-06-0042
CDBG Daly City Pass Through # Not Available
Name of Pass-through Entity: City of Daly City
Fiscal Year of Initial Finding: 2022
Name(s) of the contact person: Karen Chang, Finance Director/Nell Selander ECD Director
Current Status: Implemented.
Finding Reference Number: SA2022-002 - Federal Funding Accountability and Transparency Act
(FFATA) Reporting
Assistance Listing Number: 14.218
Assistance Listing Title: Community Development Block Grant – Entitlement
Grant
COVID-19 - Community Development Block Grants/
Entitlement Grants-CV
Name of Federal Agency: Department of Housing and Urban Development
Federal Award Identification Number: B-21-MC-06-0042
COVID-19 – B-20-MW-06-0042
CDBG Daly City Pass Through #Not Available
Name of Pass-through Entity: City of Daly City
Fiscal Year of Initial Finding: June 30, 2022
Name(s) of the contact person: Karen Chang, Finance Director
Current Status: Implemented.
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Page 3 of 3
Finding Reference Number: SA2022-003 - Monitoring of CDBG Program Activities For
Compliance with Program Rules and Regulations
Assistance Listing Number: 14.218
Assistance Listing Title: Community Development Block Grant – Entitlement
Grant
COVID-19 - Community Development Block Grants/
Entitlement Grants-CV
Name of Federal Agency: Department of Housing and Urban Development
Federal Award Identification Number: B-21-MC-06-0042
COVID-19 – B-20-MW-06-0042
CDBG Daly City Pass Through #Not Available
Name of Pass-through Entity: City of Daly City
Fiscal Year of Initial Finding: June 30, 2022
Name(s) of the contact person: Nell Selander, ECD Director/ Karen Chang, Finance Director
Current Status: Implemented, and closed by the grantor, based on the closeout letter dated March
30, 2024 from HUD.
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Independent Auditor Presentation Single AuditFor the Fiscal Year Ended June 30, 2024City CouncilApril 9, 2025Amy L. Meyer, CPAPartner1229
What is a Single Audit?Ensures a recipient of federal funds is in compliance with the federal program’s requirements for how the money can be used. Each federal granting agency outlines specific items it feels are important for recipients to meet to ensure the successful management of the program and alignment with the legislative intent of the program.Oneoverall audit, rather than individual audits by each granting agency (source of federal funding)Required when federal grant expenditures exceed $750k in one year across all programs2230
Single Audit –Overall Objectives3Were expenditures in accordance with grant limitations and for allowable activities?Was reporting accurate and timely?Were procurement standards followed?Were subrecipients monitored for the same?231
The City expended$7.748 million across 13 programs Schedule of Expenditures of Federal Awards (SEFA)page 54Single Audit232
Single Audit –Major ProgramsTwo Tested Programs (Major Programs)20.205 – Highway Planning and Construction(Federal-Aid Highway Program)21.027 – Coronavirus State and Local Fiscal Recovery Funds5233
Results of Single AuditCurrent Year –No Federal Award compliance findingsOne Financial Statement finding related toaccurate preparation of the SEFACurrent Status included in the separateCorrective Action Plan (CAP)Prior Year –CDBG Program - Compliance with CashManagement Requirements (Timely Draws)Current Status included in the separateSummary Status of Prior Year Audit Findings (SSPAF)6234
Single Audit ReportAudit was conducted in accordance with auditing standards generally accepted in the United States of America and Government Auditing Standardsissued by the Comptroller General of the United States of America.Includes Two Audit OpinionsInternal Control Over Financial Reporting and on Compliance and Other Matters Page 9Compliance for Each Major Program and on Internal Control Over Compliance Page 117235
QUESTIONS?8“We are in the business to help our clients succeed”236
City of South San Francisco
Legislation Text
P.O. Box 711 (City Hall, 400
Grand Avenue)
South San Francisco, CA
File #:25-326 Agenda Date:4/9/2025
Version:1 Item #:12a.
Resolution accepting the Single Audit Report for Fiscal Year 2023-24.
WHEREAS,the Federal regulations mandate that any local agency expending $750,000 or more combined in a
fiscal year, either directly or indirectly, is subject to a separate audit on those programs; and
WHEREAS, the City of South San Francisco has reached this threshold in fiscal year 2023-24;
and
WHEREAS, the City’s independent auditor conducted the Single Audit as of year ended June 30, 2024; and
WHEREAS, the auditor has issued the Single Audit report with an unmodified opinion.
NOW,THEREFORE,BE IT RESOLVED that the City Council of the City of South San Francisco hereby
accepts the results of the attached Single Audit report and its attachments.
*****
City of South San Francisco Printed on 4/10/2025Page 1 of 1
powered by Legistar™237
CITY OF SOUTH SAN FRANCISCO
SINGLE AUDIT REPORT
FOR THE YEAR ENDED JUNE 30, 2024
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CITY OF SOUTH SAN FRANCISCO
SINGLE AUDIT REPORT
For the Year Ended June 30, 2024
TABLE OF CONTENTS
Page
Schedule of Findings and Questioned Costs .............................................................................. 1
Section I – Summary of Auditor’s Results ......................................................................... 1
Section II – Financial Statement Findings .......................................................................... 2
Section III – Federal Award Findings and Questioned Costs ............................................. 3
Schedule of Expenditures of Federal Awards ............................................................................ 5
Notes to Schedule of Expenditures of Federal Awards ............................................................. 7
Independent Auditor’s Report on Internal Control over Financial Reporting
and Report on Compliance and Other Matters Based on an Audit of Financial
Statements Performed in Accordance with Government Auditing Standards ................. 9
Independent Auditor's Report on Compliance for Each Major Federal Program;
Report on Internal Control Over Compliance; and Report on the
Schedule of Expenditures of Federal Awards Required by the Uniform Guidance ...... 11
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CITY OF SOUTH SAN FRANCISCO
SCHEDULE OF FINDINGS AND QUESTIONED COSTS
For the Year Ended June 30, 2024
SECTION I – SUMMARY OF AUDITOR’S RESULTS
SECTION I—SUMMARY OF AUDITOR’S RESULTS
Financial Statements
Type of report the auditor issued on whether the financial
statements audited were prepared in accordance with GAAP Unmodified
Internal control over financial reporting:
•Material weakness(es) identified?X Yes No
•Significant deficiency(ies) identified?X Yes
None
Reported
Noncompliance material to financial statements noted? Yes X No
Federal Awards
Internal control over major federal programs:
•Material weakness(es) identified?Yes X No
•Significant deficiency(ies) identified?Yes X
None
Reported
Type of auditor’s report issued on compliance for major
federal programs: Unmodified
Any audit findings disclosed that are required to be reported
in accordance with 2 CFR 200.516(a)? Yes X No
Identification of major program(s):
Assistance
Listing
Number(s) Name of Federal Program or Cluster
20.205 Highway Planning and Construction (Federal-Aid Highway Program)
21.027 COVID-19 - Coronavirus State and Local Fiscal Recovery Funds
Dollar threshold used to distinguish between type A and type B programs:$750,000
Auditee qualified as low-risk auditee? Yes X No
1 242
SECTION II – FINANCIAL STATEMENT FINDINGS
Our audit did disclose significant deficiencies, material weaknesses and instances of noncompliance material to
the basic financial statements. In addition to Finding SA2024-001 below, we have also issued a separate
Memorandum on Internal Control dated December 19, 2024, which is an integral part of our audits and should
be read in conjunction with this report.
Finding Reference Number: SA2024-001 - Schedule of Expenditures of Federal Awards (SEFA)
Preparation
Assistance Listing Number: 20.205, 93.044, 93.045, 97.067
Assistance Listing Title: Highway Planning and Construction (Federal-Aid Highway Program)
Aging Cluster, Special Programs for the Aging - Title III, Part B - Grants for
Supportive Services and Senior Centers
Aging Cluster, Special Programs for the Aging, Title III, Part C, Nutrition
Services
Homeland Security Grant Program
Name of Federal Agency: Department of Transportation
Department of Aging
Department of Homeland Security
Federal Award Identification Number: BPMP-5177(039), CML-5177 (040), HSIPL-5177 (041),
HSIPL-5177(043), CRRSAL-5177 (047)
57000-FY23-R078984J
13121 - FY22 UASI, FY 2021 UASI -SFFD
Name of Pass-through Entity: State of California Department of Transportation
County of San Mateo
City and County of San Francisco
Criteria: In accordance with Uniform Guidance Section 200.358, Auditee Responsibilities, and Section
200.510(b), Schedule of Expenditures of Federal Awards, the City should report all Federal awards expended
each fiscal year for each individual Federal program and for Federal awards received as a subrecipient, the
name of the pass-through entity and identifying number assigned by the pass-through entity must be included
in the Schedule of Expenditures of Federal Awards (SEFA).
Condition: During our testing of the fiscal year 2024 SEFA provided for audit we noted the following:
1.Federal expenditures for the Highway Planning and Construction Program (AL#20.205) were
overstated by $1,402,731 as follows:
a.$688,120 due to the City including life to date project expenditures for three projects (BPMP-
5177(039), HSIPL-5177 (041) and HSIPL-5177(043)) that had been reported on prior year
SEFAs.
b.$714,611 due to the City including all expenditures incurred on one project (CML-5177
(040)), rather than the actual eligible costs that had been charged to the grant and drawn from
the grantor. Some of the excess costs included expenditures that were not eligible for
reimbursement from the grantor.
2 243
SECTION II – FINANCIAL STATEMENT FINDINGS (Continued)
Finding Reference Number: SA2024-001 - Schedule of Expenditures of Federal Awards (SEFA)
Preparation (Continued)
2.Federal expenditures for the Aging Cluster, Special Programs for the Aging - Title III, Part B - Grants
for Supportive Services and Senior Centers (AL#93.045) were overstated in the amount of $12,011
and the Special Programs for the Aging, Title III, Part C, Nutrition Services (AL#93.045) were
overstated in the amount of $172 due to the inclusion of non-federal expenditures.
3.Federal expenditures for the Homeland Security Grant Program - Urban Area Security Initiative (AL
#97.067) totaled to $100,000 and the full grant was listed as being passed through to subrecipients,
but there were no subgrants under the program during fiscal year 2024.
4.Various pass-through grants did not include the correct pass-through agency or pass-through
identifying number.
Effect: Overstating annual program expenditures from the SEFA or incorrect reporting not only misstates
the SEFA, it results in noncompliance with the requirements of individual grant agreements and Uniform
Guidance Section 200.358, Auditee Responsibilities, and Section 200.510(b), Schedule of Expenditures of
Federal Awards. As a result, future federal funding could be adversely affected.
Cause: The City’s grant application, monitoring and reporting system is decentralized by department.
Once the grant amounts reported by the different departments are reconciled to the accounting records
maintained by the Finance Department, adjustments are needed to report the correct amounts.
Recommendation: The City must develop procedures and policies to centralize the reporting of grant
activity to ensure that all data is readily available when year-end grant activity reporting is necessary. These
procedures should facilitate the preparation of the SEFA so that annual expenditures for all grant programs
are accurately included on the SEFA. In addition, City staff, including those in departments other than
Finance that manage grants, must familiarize themselves with the guidelines for determining federal awards
expended that are contained in the Uniform Guidance to ensure that only eligible federal expenditures are
reported in the SEFA and prior year expenditures are not duplicated in annual reporting.
View of Responsible Officials and Planned Corrective Actions: Please see Corrective Action Plan separately
prepared by the City.
SECTION III – FEDERAL AWARD FINDINGS AND QUESTIONED COSTS
Our audit did not disclose any findings or questioned costs required to be reported in accordance with Uniform
Guidance.
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CITY OF SOUTH SAN FRANCISCO
SCHEDULE OF EXPENDITURES OF FEDERAL AWARDS
For the Fiscal Year Ended June 30, 2024
Federal
Assistance Pass-Through Pass-Through
Federal Grantor/ Listing Identifying To Federal
Pass-Through Grantor/Program or Cluster Title Number Number Subrecipients Expenditures
Department of Agriculture Pass-Through Program From:
California Department of Education
Child and Adult Care Food Program (CACFP) 10.558 Not Available $34,593
Department of Commerce - Economic Development Administration Direct Program
Economic Development Cluster:
Economic Adjustment Assistance 11.307 324,695
Department of Housing and Urban Development
CDBG - Entitlement Grants Cluster
Direct Program:
Community Development Block Grants/Entitlement Grants 14.218 $58,397 125,523
Pass-Through Program From:
City of Daly City
Community Development Block Grants/Entitlement Grants 14.218 Not Available 18,351
CDBG - Entitlement Grants Cluster Subtotal 58,397 143,874
Pass-Through Program From:
County of San Mateo
Home Investment Partnerships Program 14.239 Not Available 14,971 14,971
Total Department of Housing and Urban Development 73,368 158,845
Department of Justice Direct Program:
Equitable Sharing Program - Narcotics Task Force 16.922 559,651
Department of Labor Direct Program:
Community Project Funding / Congressionally Directed Spending
Economic Advancement Center - Workforce Development 17.289 41,359
Department of Transportation Pass Through Program From:
California State Department of Transportation
Highway Planning and Construction (Federal-Aid Highway Program)
Grand Blvd Project Phase 3 20.205 CML-5177 (040) 955,411
E101 Transit Shelter and Bulb Turnout 20.205 CRRSAL-5177 (047) 388,998
Program Subtotal 1,344,409
California Office of Traffic Safety
Highway Safety Cluster:
State and Community Highway Safety
OTS STEP Grant 20.600 PT23180 79,865
Total Department of Transportation 1,424,274
Department of the Treasury Direct Program
Equitable Sharing Program
Narcotics Task Force - Asset Forfeiture Fund 21.016 1,431
COVID-19 - Coronavirus State and Local Fiscal Recovery Funds 21.027 4,988,611
Total Department of Treasury 4,990,042
(Continued)
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CITY OF SOUTH SAN FRANCISCO
SCHEDULE OF EXPENDITURES OF FEDERAL AWARDS
For the Fiscal Year Ended June 30, 2024
Federal
Assistance Pass-Through Pass-Through
Federal Grantor/ Listing Identifying To Federal
Pass-Through Grantor/Program or Cluster Title Number Number Subrecipients Expenditures
Department of Aging Pass-Through Program From:
County of San Mateo
Aging Cluster:
Special Programs for the Aging - Title III, Part B - Grants for
Supportive Services and Senior Centers
Adult Day Care 93.044 57000-FY23-R078984J 31,236
Special Programs for the Aging, Title III, Part C, Nutrition Services
Congregate Nutrition 93.045 57000-FY23-R078984J 28,103
Total Department of Aging 59,339
Department of Homeland Security Pass-Through Program From:
City and County of San Francisco
Homeland Security Grant Program
Urban Area Security Initiative
USAR Response Vehicle Equipment Upgrades 97.067 13121 - FY22 UASI 100,000
Station 61, Emergency Operations Center, Fire Administration
Site Security Upgrades 97.067 FY 2021 UASI -SFFD 55,000
Total Department of Homeland Security 155,000
Total Expenditures of Federal Awards $73,368 $7,747,798
California Department of Aging Grant Award (Non-Federal)
OAA Title III C1 Congregate Nutrition 57000-FY23-R078984J $4,577
See Accompanying Notes to Schedule of Expenditures of Federal Awards and California Department of Aging Award
6 247
CITY OF SOUTH SAN FRANCISCO
NOTES TO THE SCHEDULE OF EXPENDITURES OF FEDERAL AWARDS
AND
CALIFORNIA DEPARTMENT OF AGING AWARD
For the Year Ended June 30, 2024
NOTE 1 – REPORTING ENTITY
The Schedule of Expenditure of Federal Awards (the Schedule) includes expenditures of federal awards for the
City of South San Francisco, California, and its component units as disclosed in the notes to the Basic
Financial Statements, except for federal awards of the South San Francisco Conference Center Authority
(Authority). Federal awards expended by this entity, if any, are excluded from the Schedule and are subject to
a separate Single Audit performed by other auditors.
NOTE 2 – SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES
Basis of accounting refers to when revenues and expenditures or expenses are recognized in the accounts and
reported in the financial statements, regardless of the measurement focus applied. The governmental fund
financial statements are reported using the current financial resources measurement focus and the modified
accrual basis of accounting. The proprietary and fiduciary fund financial statements are reported using the
economic resources measurement focus and the accrual basis of accounting. Expenditures of Federal Awards
reported on the Schedule are recognized when incurred.
NOTE 3 – INDIRECT COST ELECTION
The City has elected not to use the 10% de minimis indirect cost rate allowed under the Uniform Guidance.
NOTE 4 – CALIFORNIA DEPARTMENT OF AGING FUNDED EXPENDITURES
During the fiscal year ended June 30, 2024, the City received the following grant from the State of California
Department of Aging:
State Funded
Expenditures
Title III C1 - Congregate Nutrition State # 57000-FY23-R078984J $4,577
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INDEPENDENT AUDITOR’S REPORT ON
INTERNAL CONTROL OVER FINANCIAL REPORTING
AND REPORT ON COMPLIANCE AND OTHER MATTERS BASED ON AN
AUDIT OF FINANCIAL STATEMENTS PERFORMED IN ACCORDANCE
WITH GOVERNMENT AUDITING STANDARDS
To the Honorable Members of the City Council
City of South San Francisco, California
We have audited, in accordance with the auditing standards generally accepted in the United States of
America and the standards applicable to financial audits contained in Government Auditing Standards issued
by the Comptroller General of the United States, the financial statements of the governmental activities, the
business-type activities, the discretely presented component unit, each major fund, and the aggregate
remaining fund information of the City of South San Francisco as of and for the year ended June 30, 2024,
and the related notes to the financial statements, which collectively comprise the City’s basic financial
statements, and have issued our report thereon dated December 19, 2024. Our report includes a reference to
other auditors who audited the financial statements of South San Francisco Conference Center Authority, as
described in our report on the City’s financial statements. This report does not include the results of the other
auditors’ testing of internal control over financial reporting or compliance and other matters that are reported
on separately by those auditors.
Report on Internal Control over Financial Reporting
In planning and performing our audit of the financial statements, we considered the City’s internal control
over financial reporting (internal control) as a basis for designing audit procedures that are appropriate in the
circumstances for the purpose of expressing our opinions on the financial statements, but not for the purpose
of expressing an opinion on the effectiveness of the City’s internal control. Accordingly, we do not express an
opinion on the effectiveness of the City’s internal control.
Our consideration of internal control was for the limited purpose described in the preceding paragraph and
was not designed to identify all deficiencies in internal control that might be material weaknesses or
significant deficiencies and therefore, material weaknesses or significant deficiencies may exist that were not
identified. However, as discussed below, we did identify certain deficiencies in internal control that we
consider to be material weaknesses and significant deficiencies.
A deficiency in internal control exists when the design or operation of a control does not allow management
or employees, in the normal course of performing their assigned functions, to prevent, or detect and correct,
misstatements on a timely basis. A material weakness is a deficiency, or a combination of deficiencies, in
internal control such that there is a reasonable possibility that a material misstatement of the City’s financial
statements will not be prevented, or detected and corrected on a timely basis. We consider the deficiencies as
described in the accompanying Schedule of Findings and Questioned Costs as items SA2024-001 to be
material weaknesses.
A significant deficiency is a deficiency, or a combination of deficiencies, in internal control that is less severe
than a material weakness, yet important enough to merit attention by those charged with governance. We
consider the deficiencies as listed on the Schedule of Significant Deficiencies included as part of our
separately issued Memorandum on Internal Control dated December 19, 2024 to be significant deficiencies,
which is an integral part of our audit and should be read in conjunction with this report.
9 250
Report on Compliance and Other Matters
As part of obtaining reasonable assurance about whether the City’s financial statements are free from material
misstatement, we performed tests of its compliance with certain provisions of laws, regulations, contracts, and
grant agreements, noncompliance with which could have a direct and material effect on the financial
statements. However, providing an opinion on compliance with those provisions was not an objective of our
audit, and accordingly, we do not express such an opinion.
The results of our tests disclosed instances of noncompliance or other matters that are required to be reported
under Government Auditing Standards and which are described in the accompanying Schedule of Findings
and Questioned Costs as item SA2024-001.
City’s Response to Findings
Government Auditing Standards require the auditor to perform limited procedures on the City’s response to
the findings identified in our audit and described in our separately issued Memorandum on Internal Control
dated December 19, 2024, which is an integral part of our audit and should be read in conjunction with this
report, and described in the accompanying Schedule of Findings and Questioned Costs.
The City’s response was not subjected to the other auditing procedures applied in the audit of the financial
statements and, accordingly, we express no opinion on the response.
Purpose of this Report
The purpose of this report is solely to describe the scope of our testing of internal control and compliance and
the results of that testing, and not to provide an opinion on the effectiveness of the City’s internal control or
on compliance. This report is an integral part of an audit performed in accordance with Government Auditing
Standards in considering the City’s internal control and compliance. Accordingly, this communication is not
suitable for any other purpose.
Pleasant Hill, California
December 19, 2024, except for finding SA2024-001, as to which the date is March 28, 2025
10 251
INDEPENDENT AUDITOR'S REPORT
ON COMPLIANCE FOR EACH MAJOR FEDERAL PROGRAM
AND ON INTERNAL CONTROL OVER COMPLIANCE;
AND REPORT ON THE SCHEDULE OF EXPENDITURES OF FEDERAL AWARDS
REQUIRED BY THE UNIFORM GUIDANCE
To the Honorable Members of the City Council
City of South San Francisco, California
Report on Compliance for Each Major Federal Program
Opinion on Each Major Federal Program
We have audited City of South San Francisco’s compliance with the types of compliance requirements
identified as subject to audit in the OMB Compliance Supplement that could have a direct and material effect
on each of the City’s major federal programs for the year ended June 30, 2024. The City’s major federal
programs are identified in the summary of auditor’s results section of the accompanying Schedule of Findings
and Questioned Costs.
The City of South San Francisco's basic financial statements include the operations of the South San Francisco
Conference Center Authority, which received no federal awards during the year ended June 30, 2024. Our
audit, described below, did not include the operations of the Authority, because the Authority engaged other
auditors to perform an audit of compliance.
In our opinion, the City complied, in all material respects, with the compliance requirements referred to above
that could have a direct and material effect on each of its major federal programs for the year ended June 30,
2024.
Basis for Opinion on Each Major Federal Program
We conducted our audit of compliance in accordance with auditing standards generally accepted in the United
States of America (GAAS); the standards applicable to financial audits contained in Government Auditing
Standards, issued by the Comptroller General of the United States (Government Auditing Standards); and the
audit requirements of Title 2 U.S. Code of Federal Regulations Part 200, Uniform Administrative
Requirements, Cost Principles, and Audit Requirements for Federal Awards (Uniform Guidance). Our
responsibilities under those standards and the Uniform Guidance are further described in the Auditor’s
Responsibilities for the Audit of Compliance section of our report.
We are required to be independent of the City and to meet our other ethical responsibilities, in accordance
with relevant ethical requirements relating to our audit. We believe that the audit evidence we have obtained
is sufficient and appropriate to provide a basis for our opinion on compliance for each major federal program.
Our audit does not provide a legal determination of the City’s compliance with the compliance requirements
referred to above.
Responsibilities of Management for Compliance
Management is responsible for compliance with the requirements referred to above and for the design,
implementation, and maintenance of effective internal control over compliance with the requirements of laws,
statutes, regulations, rules and provisions of contracts or grant agreements applicable to the City’s federal
programs.
11 252
Auditor’s Responsibilities for the Audit of Compliance
Our objectives are to obtain reasonable assurance about whether material noncompliance with the compliance
requirements referred to above occurred, whether due to fraud or error, and express an opinion on the City’s
compliance based on our audit. Reasonable assurance is a high level of assurance but is not absolute
assurance and therefore is not a guarantee that an audit conducted in accordance with GAAS, Government
Auditing Standards, and the Uniform Guidance will always detect material noncompliance when it exists. The
risk of not detecting material noncompliance resulting from fraud is higher than for that resulting from error,
as fraud may involve collusion, forgery, intentional omissions, misrepresentations, or the override of internal
control. Noncompliance with the compliance requirements referred to above is considered material, if there is
a substantial likelihood that, individually or in the aggregate, it would influence the judgment made by a
reasonable user of the report on compliance about the City’s compliance with the requirements of each major
federal program as a whole.
In performing an audit in accordance with GAAS, Government Auditing Standards, and the Uniform
Guidance, we:
•Exercise professional judgment and maintain professional skepticism throughout the audit.
•Identify and assess the risks of material noncompliance, whether due to fraud or error, and design and
perform audit procedures responsive to those risks. Such procedures include examining, on a test
basis, evidence regarding the City’s compliance with the compliance requirements referred to above
and performing such other procedures as we considered necessary in the circumstances.
•Obtain an understanding of the City’s internal control over compliance relevant to the audit in order
to design audit procedures that are appropriate in the circumstances and to test and report on internal
control over compliance in accordance with the Uniform Guidance, but not for the purpose of
expressing an opinion on the effectiveness of the City’s internal control over compliance.
Accordingly, no such opinion is expressed.
We are required to communicate with those charged with governance regarding, among other matters, the
planned scope and timing of the audit and any significant deficiencies and material weaknesses in internal
control over compliance that we identified during the audit.
Report on Internal Control Over Compliance
A deficiency in internal control over compliance exists when the design or operation of a control over
compliance does not allow management or employees, in the normal course of performing their assigned
functions, to prevent, or detect and correct, noncompliance with a type of compliance requirement of a federal
program on a timely basis. A material weakness in internal control over compliance is a deficiency, or a
combination of deficiencies, in internal control over compliance, such that there is a reasonable possibility
that material noncompliance with a type of compliance requirement of a federal program will not be
prevented, or detected and corrected, on a timely basis. A significant deficiency in internal control over
compliance is a deficiency, or a combination of deficiencies, in internal control over compliance with a type
of compliance requirement of a federal program that is less severe than a material weakness in internal control
over compliance, yet important enough to merit attention by those charged with governance.
12 253
Our consideration of internal control over compliance was for the limited purpose described in the Auditor’s
Responsibilities for the Audit of Compliance section above and was not designed to identify all deficiencies
in internal control over compliance that might be material weaknesses or significant deficiencies in internal
control over compliance. Given these limitations, during our audit we did not identify any deficiencies in
internal control over compliance that we consider to be material weaknesses, as defined above. However,
material weaknesses or significant deficiencies in internal control over compliance may exist that were not
identified.
Our audit was not designed for the purpose of expressing an opinion on the effectiveness of internal control
over compliance. Accordingly, no such opinion is expressed.
The purpose of this report on internal control over compliance is solely to describe the scope of our testing of
internal control over compliance and the results of that testing based on the requirements of the Uniform
Guidance. Accordingly, this report is not suitable for any other purpose.
Report on Schedule of Expenditures of Federal Awards Required by the Uniform Guidance
We have audited the financial statements of the governmental activities, the business-type activities, the
discretely presented component unit, each major fund, and the aggregate remaining funds information of the
City as of and for the year ended June 30, 2024, and the related notes to the financial statements, which
collectively comprise the City’s basic financial statements. We issued our report thereon dated December 19,
2024, which contained an unmodified opinion on those financial statements. Our report includes a reference
to other auditors who audited the discretely presented component unit financial statements of the South San
Francisco Conference Center Authority, as of and for the year ended June 30, 2024, as described in our report
on the City’s financial statements. Our report, in so far as it relates to the results of the other auditors, is based
solely on the report of the other auditors. Our audit was conducted for the purpose of forming opinions on the
financial statements that collectively comprise the basic financial statements. The accompanying schedule of
expenditures of federal awards is presented for purposes of additional analysis as required by the Uniform
Guidance and is not a required part of the basic financial statements. Such information is the responsibility of
management and was derived from and relates directly to the underlying accounting and other records used to
prepare the basic financial statements. The information has been subjected to the auditing procedures applied
in the audit of the basic financial statements and certain additional procedures, including comparing and
reconciling such information directly to the underlying accounting and other records used to prepare the basic
financial statements or to the basic financial statements themselves, and other additional procedures in
accordance with auditing standards generally accepted in the United States of America. In our opinion, the
schedule of expenditures of federal awards is fairly stated, in all material respects in relation to the basic
financial statements as a whole.
Pleasant Hill, California
March 28, 2025
13 254
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255
Page 1 of 2
SINGLE AUDIT
FOR THE YEAR ENDED JUNE 30, 2024
CORRECTIVE ACTION PLAN
FINANCIAL STATEMENT FINDINGS - CURRENT YEAR
Finding Reference Number: 2024-01 Trial Balance Review and Analysis During Year-End
Close
Fiscal Year of Initial Finding: 2024
Name(s) of the contact person: Karen Chang, Finance Director
Corrective Action Plan: In order to reduce the risk of missed entries and/or unidentified errors
and misstatements, Finance will investigate the feasibility of implementing additional internal
analytical reviews and account analysis at the end of the fiscal year on a fund level, in order to
identify any significant variances that may indicate potential items to be recorded or adjustments
to be made. Additionally, the city’s finance department will proactively coordinate with various
other departments to confirm all necessary adjustments and amounts have been recognized and
recorded, and that any corrections needed are identified and made in a timely manner.
Anticipated Completion Date: July 1, 2025
Finding Reference Number: SA 2024-001 Schedule of Expenditures of Federal Awards (SEFA)
Preparation
Assistance Listing Number: 20.205, 93.044, 93.045
Assistance Listing Title: Highway Planning and Construction (Federal-Aid Highway Program)
Aging Cluster, Special Programs for the Aging - Title III, Part B - Grants
for Supportive Services and Senior Centers
Aging Cluster, Special Programs for the Aging, Title III, Part C, Nutrition
Services
Federal Agency: Department of Transportation
Department of Aging
Federal Award Identification Number: BPMP-5177(039), CML-5177 (040), HSIPL-5177 (041),
HSIPL-5177(043), CRRSAL-5177 (047)
57000-FY23-R078984J
Name of Pass-through Entity: State of California Department of Transportation
County of San Mateo
256
Page 2 of 2
FINANCIAL STATEMENT FINDINGS - CURRENT YEAR (CONTINUED)
Finding Reference Number: SA 2024-001 Schedule of Expenditures of Federal Awards (SEFA)
Preparation (Continued)
Fiscal Year of Initial Finding: 2024
Name(s) of the contact person: Karen Chang, Finance Director
Corrective Action Plan: To improve the accuracy of financial reporting for federal expenditures,
Finance staff will compare more closely the initial draft SEFA amounts provided by individual
departments with prior SEFA reports and related workpapers. This step aims to reduce the risk of
overstatements and errors identified by the auditors during the FY23-24 single audit review.
Additionally, Finance staff will collaborate earlier with other departments’ staff to gather supporting
data, allowing sufficient time for internal reviews and analysis. Lastly, the City will explore additional
training for critical non-Finance employees to enhance awareness, understanding, and compliance
with uniform guidance and single audit rules.
Anticipated Completion Date: July 1, 2025
FEDERAL AWARD FINDINGS - CURRENT YEAR
There are no current year federal award findings.
257
Page 1 of 3
SINGLE AUDIT
FOR THE YEAR ENDED JUNE 30, 2024
SUMMARY SCHEDULE OF PRIOR AUDIT FINDINGS
FINANCIAL STATEMENT FINDINGS - PRIOR YEAR
There were no unresolved financial statement findings in the prior year.
FEDERAL AWARD FINDINGS - PRIOR YEAR
Finding Reference Number: SA2023-001 Cash Management
Assistance Listing Number: 14.218
Assistance Listing Title: Community Development Block Grant – Entitlement Grant
COVID-19 - Community Development Block Grants/Entitlement
Grants-CV
Federal Agency: Department of Housing and Urban Development
Federal Award Identification Number: B-22-MC-06-0042
COVID-19 - B-20-MW-06-0042
CDBG Daly City Pass Through # Not Available
Name of Pass-through Entity: City of Daly City
Fiscal Year of Initial Finding: 2023
Name(s) of the contact person: Karen Chang, Finance Director/Nell Selander ECD Director
Current Status: Throughout the fiscal year, Finance worked with ECD to improve the process for
community development block grant drawdown requests, making sure there’s better documentation
and review before submission. Now that the new process is in place, Finance and ECD communicate
regularly to ensure timely submissions. Over time, we expect the time between expenses incurred and
drawdown requests will shorten as employees become more familiar with the new process. City’s
staff are committed to meet the timeliness deadlines as defined by HUD.
Anticipated Completion Date: July 1, 2025
258
Page 2 of 3
Finding Reference Number: SA2023-002 - Federal Funding Accountability and Transparency
Act (FFATA) Reporting
Assistance Listing Number: 14.218
Assistance Listing Title: Community Development Block Grant – Entitlement Grant
COVID-19 - Community Development Block Grants/Entitlement
Grants-CV
Federal Agency: Department of Housing and Urban Development
Federal Award Identification Number: B-22-MC-06-0042
COVID-19 - B-20-MW-06-0042
CDBG Daly City Pass Through # Not Available
Name of Pass-through Entity: City of Daly City
Fiscal Year of Initial Finding: 2022
Name(s) of the contact person: Karen Chang, Finance Director/Nell Selander ECD Director
Current Status: Implemented.
Finding Reference Number: SA2022-002 - Federal Funding Accountability and Transparency Act
(FFATA) Reporting
Assistance Listing Number: 14.218
Assistance Listing Title: Community Development Block Grant – Entitlement
Grant
COVID-19 - Community Development Block Grants/
Entitlement Grants-CV
Name of Federal Agency: Department of Housing and Urban Development
Federal Award Identification Number: B-21-MC-06-0042
COVID-19 – B-20-MW-06-0042
CDBG Daly City Pass Through #Not Available
Name of Pass-through Entity: City of Daly City
Fiscal Year of Initial Finding: June 30, 2022
Name(s) of the contact person: Karen Chang, Finance Director
Current Status: Implemented.
259
Page 3 of 3
Finding Reference Number: SA2022-003 - Monitoring of CDBG Program Activities For
Compliance with Program Rules and Regulations
Assistance Listing Number: 14.218
Assistance Listing Title: Community Development Block Grant – Entitlement
Grant
COVID-19 - Community Development Block Grants/
Entitlement Grants-CV
Name of Federal Agency: Department of Housing and Urban Development
Federal Award Identification Number: B-21-MC-06-0042
COVID-19 – B-20-MW-06-0042
CDBG Daly City Pass Through #Not Available
Name of Pass-through Entity: City of Daly City
Fiscal Year of Initial Finding: June 30, 2022
Name(s) of the contact person: Nell Selander, ECD Director/ Karen Chang, Finance Director
Current Status: Implemented, and closed by the grantor, based on the closeout letter dated March
30, 2024 from HUD.
260
City of South San Francisco
Legislation Text
P.O. Box 711 (City Hall, 400
Grand Avenue)
South San Francisco, CA
File #:25-295 Agenda Date:4/9/2025
Version:1 Item #:13.
Presentation regarding City Council Fiscal Year 2025-26 Action Plan (Rich Lee, Assistant City Manager)
RECOMMENDATION
It is recommended that the City Council receive follow-up information from its 2025 retreat and further refine its
direction on the Fiscal Year 2025-26 Action Plan.
BACKGROUND/DISCUSSION
The City Council met for its annual retreat on February 8,2025.The retreat was facilitated by representatives from
Raftelis,a professional consulting firm.Raftelis was selected through a competitive request for proposals (RFP)process.
Raftelis’report is included as Attachment 1,which provided the framework that staff used to develop the Fiscal Year (FY)
2025-26 Action Plan,which is comprised of related activities and initiatives to complete the key strategies within the
major focus areas, is included as Attachment 2.
FISCAL IMPACT
Departments with a lead role have jointly incorporated the budget request,if any additional resources are required,to
complete each activity/initiative, into their request for the Fiscal Year 2025-26 proposed budget.
RELATIONSHIP TO STRATEGIC PLAN
The City Council’s 2025 Key Strategies addresses multiple elements from the City’s Strategic Plan -Quality of Life,
Promote Economic Advancement, Financial Stability, and Community Connections.
CONCLUSION
This staff report is a follow up to the City Council’s retreat from February 8, 2025, and further defines the FY 2025-26
Action Plan that staff recommends to complete the key strategies that were prioritized by City Council consensus during
the retreat.
Attachments
1.City Council Retreat - Facilitator’s Report
2.FY 2025-26 Action Plan
3.PowerPoint Presentation
City of South San Francisco Printed on 4/3/2025Page 1 of 1
powered by Legistar™261
Client Name / Report Title 1
City Council Retreat
Held February 8, 2025
City of South San Francisco , CA
262
City of South San Francisco / City Council Retreat Report 2
The City of South San Francisco, CA, held a City Council Retreat on February 8,
2025. The retreat was planned and facilitated by Raftelis.
Opening and Welcome
After the City Clerk administered the public comment period,
Mayor Eddie Flores opened the retreat by thanking the Council
and staff for their time and dedication (a complete list of City
attendees is included in Appendix A). He encouraged the group to
lead with boldness and intentionality, to pursue a vision that
transcends what the City has done before, and to embrace the work
ahead with joy, leaving a lasting legacy of a vibrant South San
Francisco. Council members were asked to share their expectations
and hopes for the workshop and some responses, summarized at
right, echoed the Mayor’s welcome.
Council’s Legacy
Council members were asked to think about what they hoped would be said about them after their term(s) on
the City Council has concluded. In response, a strong theme emerged that Council members wanted to consider
legacy in the collective, regarding what all of Council and staff can achieve together for the City and
emphasizing a philosophy of “We, not I.” Additional responses are captured below:
• Doing the right thing • Setting a strong foundation to build on
• Compassionate, informed decisions • Working collectively for the City
• Making our City the best for everyone • Functional Council and effective governance
• Being a welcoming, inclusive City • Diverse City, Council, and elected
representatives
Updates and Sharing with Department Heads
To help set the context for identifying priorities,
Council members rotated through table discussions
with department heads on topics of interest,
including current challenges, opportunities, and key
initiatives. Departments were grouped together in
five tables, including:
• Internal Services: Finance, Human Resources,
Information Technology
• Public Safety: Fire, Police
• Community Programs: Economic and
Community Development, Library
• Public Infrastructure: Parks and Recreation,
Public Works
• City Leadership: City Manager, City Attorney, City Clerk
Expectations and Hopes for the
Council Retreat
Come away with a roadmap of priorities
Collaborate
Look to the future
Focus on the needs of the City
Celebrate and build on
accomplishments
Productive, rich conversations
Appreciation of lasting impact after
each Councilmember’s term
263
City of South San Francisco / City Council Retreat Report 3
When asked about takeaways from the discussions, Council members highlighted the importance of using staff
knowledge and expertise to inform their decisions. Council members also referred several times to balance: in
budget development, between taking actions and understanding the community impacts, and for staff
workloads. The complete responses are below:
• Time management
- Ensuring requests made to staff are strategic
- Making decisions that are informed by City resource
levels
• Wondering what the ideal budget would be to take care of
all City needs
- Using information and tools to inform decisions
- A budget aligned with priorities and informed by
updated Master Plans
• Balance of moving policy forward and making a present
impact on the growing community
• Valuing of work-life balance for employees
• Gratitude for and pride in City staff and services
• Recognized the alignment of values between Council and
staff
Interview Themes: Accomplishments
Building on the discussions with department heads, the facilitator provided additional context by reviewing
accomplishments that Council members had highlighted during interviews prior to the retreat. When asked for
any additions to the accomplishments listed below, the Council highlighted that the City was recognized for
completing its state Housing Element not only successfully but also on time.
Effective City Operations Inclusive Community
- Passed Measure W
- Revamped website, went live
- South City Shuttle upgrades
- Kicking off the Property Business
Improvement District process
- Expanded Pride Celebration
- Completed Racial and Social
Equity Plan goals
- Established Age-Friendly Task
Force
Expanding Community Spaces Essential Resources
- New Parks/Recreation/Library
Facility
- Centennial Way Park South opened
- Oyster Point Park opened
- Linden Park community
engagement started
- Established Anti-Displacement
Advisory Committee
- Passed Wage Theft Ordinance
- Safeway site construction
underway
264
City of South San Francisco / City Council Retreat Report 4
True Today, True in 10 Years
To begin the discussion about vision and future focus, the City Council was asked to respond to two
questions:
• What is true about South San Francisco today that you hope will still be true 10 years from now?
• What do you hope WILL be true 10 years from now that is not currently true?
Council members could provide up to three responses to each question, which are listed in the table below.
True Today – Still true in 10 Years Not Yet True – Hope WILL be true in 10 years
• Continue to celebrate our diverse communities
• Inclusive, diverse, believing in the greater good of
the community
• Diverse, inclusive, and equitable community
• South City continues to be a tight knit community
• The need for housing
• Fiscally responsible
• A functional city government, not dysfunctional
• A city that is envied by other communities in the
Bay Area
• A safe city
• Emergency prepared
• Building affordable childcare space
• A successful and vibrant business community
• Continue to lead in economic development and
innovation
• Need for public transportation
• Housing will be affordable
• Best quality of life for everyone
• A city where we continue to have all materials in
various languages
• That we increase population of Black community
living in SSF
• Having the best schools/best place to raise a family
in the county
• Robust public/active transit infrastructure so people
don’t need a car to get around
• Updated infrastructure to support growing
population
• Traffic/congestion reduction
• The city will be made whole regarding its elected
representatives, legislators, and supervisor
• The city’s financial condition will be truly enhanced
by its business community
• Income > expenses, bigger reserve
• That the economic separation of the haves and
have nots is dissolved
The following themes emerged from the activity:
• True Today – what to sustain
- Focus on quality services
- An inclusive community
- Organizational effectiveness
- A safe City
- Vibrant economic development
• Not Yet True – what to make true
- High quality of life for all
- Infrastructure supports transportation needs
- Strengthened relationship with regional elected representatives
- Enhanced fiscal stability
- Economic development benefits all
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City of South San Francisco / City Council Retreat Report 5
Council members were asked to share their reactions to seeing each other’s responses and the themes that
emerged. Councilmember Buenaflor Nicolas noted the alignment of many responses, and Councilmember
James Coleman also shared that he didn’t see much disagreement between the responses. Similarly, Mayor
Flores mentioned that inclusivity was commonly valued or noted but that there was also diverse thinking
from each Council member. Councilmember Mark Nagales highlighted the points of fiscal responsibility and
continue to deliver quality services. Mayor Flores had also shared that the fiscal aspect resonated with him,
and Councilmember Mark Addiego noted that there was a lot of hope reflected among all the responses.
Council Goals and Priorities
The group began the goal and priority-setting portion of the day with an added public comment period. The
facilitator provided additional context by reviewing the “Big Rocks” approach from the 7 Habits of Highly
Effective People by Stephen Covey, including the key points to 1) Put the big rocks in first, 2) Don’t fill up the
jar with so many small rocks that there isn’t room for the big ones, and 3) Then keep space for the unplanned,
emergencies, or new requirements.
The facilitator led the group in a review of topics raised by Council members during interviews prior to the
retreat. In reaction to the topics, which are listed in full below, the Mayor highlighted the importance of
childcare.
• Westborough Center Expansion • Park development (Linden)
• Housing (affordable; “missing middle”) • Community events
• Priority-based budgeting • Local hiring preference
• Senior and women’s services • Maximizing City resources
• Downtown business improvement district
• Traffic flow
• Equity plan
• Vacant properties (i.e., MSB)
• Removing barriers for reach codes (e.g., EV
charging stations)
The group next viewed a list of ongoing initiatives and prior Council priorities, which came from the prior
year’s 2024 City Council Priorities as presented in a City Council meeting on January 22, 2025. In
preparation for the retreat, the facilitator collated these ongoing initiatives with the topics raised in Council
interviews and drafted a preliminary framework with proposed groupings of the Council-identified priorities.
The draft preliminary framework was provided as a handout (with the below flow of categories) to allow for
the Council’s review, discussion, and changes. Many of the items identified by Council were specific
Activities and Initiatives, which compose the most detailed level of the framework. These details were
grouped by proposed Major Focus Areas that reflected the common themes, and Key Strategies were
suggested to summarize potential policy direction by the Council that would tie to their identified Activities
and Initiatives.
Major Focus Areas Key Strategies
Activities and Initiatives
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City of South San Francisco / City Council Retreat Report 6
The facilitator shared the proposed Focus Areas for the group’s discussion and asked the Council to voice
their reactions and any changes they would make. The Mayor said he thought the buckets were a great
framing of the City’s “why.” Council members identified childcare, resilient infrastructure, and
space/capacity for unplanned emergencies as additional areas they would like to see incorporated.
The group then reviewed the proposed Strategies, and the Council discussed each focus area. The Council’s
discussions to revise the Strategies are captured in Table 1 below, and the updated Strategies are reflected in
Table 2 in the subsequent section.
Table 1: Council Discussion of Initial Focus Areas and Strategies
Major Focus
Areas and Key
Strategies
Discussion Notes
Housing and
Supportive
Services
• Advance
affordable housing
development
• Encourage
housing for the
Missing Middle
• Implement Anti-
Displacement
Policies
• Add creative financing to the Housing area
• Some actions have more detail to them or might even reflect non-City actions
o Foxridge Parcels refers to workforce housing, which would involve partnering with
the community
• Desire to attract development and generate revenue
• Want to encourage a balanced housing supply, including renters and owners, and the
workforce
• The City should be a conduit for information, tools, and resources
• Right to Legal Counsel (activity) is broader than Housing alone
• A strategy or activity should be “Partnership with providers to support people who are
unhoused”
o Partnerships with regional bodies, community organizations
Quality of Life
• Catalyze a thriving
downtown
• Support local
workers and
business owners
• Deliver services
and amenities that
address
community needs
• Promote
community safety
and preparedness
• Hesitance to limit focus to downtown or any one area within the City, especially when
there are other struggling retail areas
o Should the strategy refer to downtown, retail generally, maybe small businesses?
o Want to allocate resources equally, but also like the efficiency of testing a pilot
program, then applying learnings elsewhere
o Downtown has many business owners, while other areas (i.e., Brentwood,
Sunshine) might have a single property owner who is a landlord to multiple
businesses
o Group decided to leave the strategy for downtown but add a strategy for a
“thriving retail environment”
• Cleanliness in the City is a factor both for businesses and Quality of Life broadly
• Many resident communications to Council about people who are unhoused, which ties
to Housing
• Cold weather can add to calls for service to fires at encampments
• Ensure Quality of Life includes mental health and explore making the integrated Mental
Health Clinician a permanent employee
• Resident complaints to the Council about RVs
o Support residents who live in RVs
o Address community concerns about long-term RV parking/presence
Modern and
Sustainable
Organization
• Ensure financial
sustainability
• Conduct long-
• Focus on creating revenue, realize opportunities, and be innovative and creative
• Look at initiatives Council had been hesitant about before
• Potentially check appetite for a ballot measure for new revenue, but some concern
against regressive measures
• Revise “Maximize City resources” to “Optimize City resources”
267
City of South San Francisco / City Council Retreat Report 7
Priority-Setting
The discussion of Major Focus Areas and Key Strategies informed a revised framework for the Council to
vote on. Each Council member received six star stickers with different colors from each other, and they could
assign one per Strategy, identifying their top
priorities for the next year. The voting activity
is shown at right. Council members and the
facilitator all emphasized that strategies not
receiving stickers remain important for the
City.
Major Focus
Areas and Key
Strategies
Discussion Notes
range planning
• Maximize City
resources
• Communicate
effectively with
residents
Welcoming and
Connected
Community
• Increase access to
childcare
• Foster an Age-
Friendly
Community
• Enact policies that
support public
health
• Empower
underserved
communities
• Good example of a positive event was the Lunar New Year Night Market held by the
City the evening before the retreat, which was a great opportunity to highlight small
businesses
• City’s calendar of events reflects its diverse community
• Additional events reflect the changing community and community requests
• Missing aspect of City events is community partner(s) to help organize and hold the
events
• Peer cities sometimes have commissions that plan events, though serving on a
commission is a volunteer service itself
• Hope to establish Senior’s Commission to uplift and hear more from that community
• Want others inspired by South San Francisco to say, “we should do that for our city”
• Some community initiatives were raised by Communications staff during department
sharing
Infrastructure and
the Environment
• Champion
environmental
protection
• Make sustainable
options easier
• Improve traffic flow
• Attention needed for ‘invisible infrastructure’
• Add a priority for the aging infrastructure underground
• Regional utilities impact this topic but also impact Housing and Quality of Life
• A peer jurisdiction found a way around limits to support sustainability by regulating
building efficiency for electrification
268
City of South San Francisco / City Council Retreat Report 8
Table 2: Council Votes on the Revised Strategies
Major Focus Areas Key Strategies Sticker
Colors Votes Count
Housing and
Supportive Services
Advance affordable housing development
Pursue creative financing strategies
Gold
Green
Silver
Orange
Addiego,
Coleman,
Nagales,
Nicolas
4
Encourage balanced housing supply
(including rent & own, workforce)
Gold
Green
Blue
Addiego,
Coleman,
Flores
3
Be a conduit for public information and
access to tools
Implement Anti-Displacement policies Green Coleman 1
Quality of Life
Catalyze a thriving downtown Blue Flores 1
Support a sustainable retail environment
Gold
Green
Silver
Addiego,
Nagales,
Coleman
3
Deliver services and amenities that address
community needs
Promote community safety and
preparedness
Silver
Orange
Nagales,
Nicolas 2
Implement a cohesive strategy for a clean
South San Francisco Blue Flores 1
Modern and
Sustainable
Organization
Ensure financial sustainability (including
revenue generation)
Gold
Green
Blue
Silver
Addiego,
Coleman,
Flores,
Nagales
4
Conduct long-range planning
Optimize City resources Gold
Orange
Addiego,
Nicolas 2
Communicate effectively with residents Orange Nicolas 1
Welcoming and
Connected
Community
Increase access to childcare Silver Nagales 1
Foster an Age-Friendly Community Blue Flores 1
Enact policies that support public health
Empower underserved communities
Engage community volunteers (events,
Commissions, partners)
Gold
Green
Blue
Orange
Addiego,
Coleman,
Flores,
Nicolas
4
Infrastructure and the
Environment
Champion environmental protections
Make sustainable options easier
269
City of South San Francisco / City Council Retreat Report 9
Major Focus Areas Key Strategies Sticker
Colors Votes Count
Improve traffic flow Silver Nagales 1
Plan for aging infrastructure (underground) Orange Nicolas 1
Invest in Resilient and Sustainable solutions
Strategies across all five Focus Areas received votes from Council members. Five strategies received a
majority of Council votes, meaning three or more votes, including:
• Pursue creative financing strategies for housing (4)
• Encourage balanced housing supply, including rent & own, workforce (3)
• Support a sustainable retail environment (3)
• Ensure financial sustainability, pursue creative revenue generation (4)
• Engage community volunteers for events through commissions and partners (4)
Council Input on the Events Calendar
During retreat preparations, the City identified a few additional items for discussion outside the priority-
setting workshop program. One item, the Events Calendar, was discussed during a working lunch. The
following summarizes the discussion:
• The City Manager, Sharon Ranals, discussed the practice of organizing one signature event per year of
the mayor’s choosing. One signature event was budgeted/planned for, but the City Manager had heard
energy around more events and/or continuing past signature events.
• The Council discussed a desire to continue events like the Women’s Conference, though perhaps bi-
annually, and to continue the expanded Pride Event, but they acknowledged limits to staff bandwidth and
budget.
• It was suggested that a follow-up action might be identifying ways to partner for or hand off events.
• Some of the Council and/or staff noted that they could also highlight events outside of South San
Francisco, from the County or other neighboring Cities.
Staying on Track with Priorities
Achieving desired results on the council’s top priorities requires focus and discipline. The facilitator shared
best practices for maintaining priorities and criteria for when Council might consider adding additional
priorities during the year. The first steps are for staff to incorporate the identified priorities into the budget and
department work plans and then to provide regular progress reports. The Council can support successful
implementation by minimizing new requests that would take staff away from the identified priorities or by
determining what priorities might drop off or be delayed if something new is added.
270
City of South San Francisco / City Council Retreat Report 10
If the Council encounters new projects during the year, the best practice criteria for evaluating them include:
• Emergency (natural disaster, pandemic, civil unrest)
• New outside funding opportunity that is time-sensitive
• New multi-agency opportunity that cannot be delayed
• Community safety issue that must be addressed in the near term
• Changes in laws or mandates
Excitement for the Year Ahead
Reflecting on the priority discussion, Council members shared what excites them most about the upcoming
year. Their thoughts included:
• Strategic budget development
- Enhance financial sustainability
- Support economic development
• Creative financing and revenue generation
• Having a clear roadmap
• Implementing the mooring ordinance
• Optimistic about the opportunities ahead
Working Together
Council members and staff were asked to think about what they need from each other over the next year to
support the pursuit of the identified priorities. Responses included:
• What does staff need from the Council?
- Conscious of a balance of priorities falling on Economic and Community Development or other
departments
- Confidence/trust in the staff-Council partnership
- Conscious of staff roles and Council roles
- Mutual respect
- Strategic priorities and direction
• What do Council members need from each other?
- Clear communication
- Clear direction in meetings
- Incorporating shared norms, like those used for the retreat
Closing
The facilitator reviewed the next steps, including the preparation of this report, and noted that the Council
priorities will inform areas of emphasis for the FY2025-26 budget and that major work plan elements will be
developed by staff to track progress on the priorities. The City Manager thanked the Council for their
direction coming from the priorities and informed them that the staff would be developing the work plans as
discussed. The City Manager and Mayor both thanked the group for their attendance and participation, and
the Mayor closed the retreat.
271
City of South San Francisco / City Council Retreat Report 11
APPENDIX A:
City Staff Attendees
272
City of South San Francisco / City Council Retreat Report 12
Name Role Department
Eddie Flores Mayor, District 5 Council
Mark Addiego Vice-Mayor, District 1 Council
Buenaflor (Flor) Nicolas Councilmember, District 3 Council
James Coleman Councilmember, District 2 Council
Mark Nagales Councilmember, District 4 Council
Sharon Ranals City Manager City Manager's Office
Rich Lee Assistant City Manager City Manager's Office
Christina Fernandez Deputy City Manager/Chief Sustainability Officer City Manager's Office
Angenette Lau Communications Manager City Manager's Office
Devin Stenhouse Diversity, Equity, and Inclusion Officer City Manager's Office
Marie Patea Executive Assistant to the City Manager City Manager's Office
Sky Woodruff City Attorney City Attorney
Nell Selander
Director of Economic and Community
Development
Economic and
Community Development
Karen Chang Director of Finance Finance
Jason Wong Deputy Finance Director Finance
Matt Samson Fire Chief Fire
Leah Lockhart Human Resources Director Human Resources
Tony Barrera Information Technology Director Information Technology
Valerie Sommer Library Director Library
Rosa Govea Acosta City Clerk Office of the City Clerk
Angela Duldulao Deputy Director of Parks and Recreation Parks and Recreation
Greg Mediati Director of Parks and Recreation Parks and Recreation
Scott Campbell Chief of Police Police
Eunejune Kim Director of Public Works/City Engineer Public Works
Matt Ruble Principal Engineer Public Works
Frank Risso City Treasurer Treasury
273
City of South San Francisco Attachment 2
FY 2025-26 Action Plan
Major Focus Area Key Strategy Activities and Initiatives Lead Department Supporting Department(s)Projected Time Needed to Complete Additional Resources (if any) to Complete the Task
Evaluate housing bonds, PPP structures, reevaluate middle income tax exempt financing, etc. and present recommendations to Council ECD/Housing By Q1 2026
Deploy grant funds already secured (IIG, PIP, LTHF, PLHA, etc)ECD/Housing Several years. Expenditure deadlines between 2026 and 2031.
Ownership: Issue RFP for 905 Linden for for-sale, affordable developer ECD/Housing By Q3 2025
Rental: Pursue AHSC Round 9 application with Bridge Housing for 1051 Mission Road ECD/Housing PW/Engineering Application due May 2025
Ownership: Zoning Text Amendment to allow ADUs to be sold separately from primary dwelling units ECD/Planning By Q3 2025
Ownership: Continue to ensure affordability and supply of BMR units by City acquisition and preventing them from entering regular market ECD/Housing Commercial Linkage Fees as needed
Park development on Linden Capital Projects P&R 2 years
P&R is determing operational and maintenance costs associated with this project,
and working with Capital Projects on design and community feedback. Budget
requests would be applied for FY26/27.
Senior services (expansion)P&R On-going
This is on-going work. Staff aims to regularly add additional program offerings for
seniors. The Age-Friendly Action Plan may also inform specific targeted programs,
as will the Parks and Recreation Master Plan. The RFP for the Master Plan consultant
will be issued this year. Resources needed TBD.
Women’s services P&R
Continue to support and preserve existing commercial tenants at City-owned properties ECD/EconDevt Ongoing
Complete zoning study to look at retail supportive / friendly regulations along ECR, in particular ECD/Planning By Q1 2026 Corresponding budget request ($30,000)
Continue to support and incentivize mixed-use development through zoning ECD/Planning Ongoing
Support pop-ups / microbusinesses through zoning ECD/Planning Ongoing
Continue pursuing Downtown PBID ECD/EconDevt By Q1 2026
Implement Vacant Storefronts Pilot Program ECD/EconDevt By Q2 2025
Complete visioning study and community engagement for future multi-modal improvements to El Camino Real ECD/Planning PW/Engineering By Q2 2026
Roll out shop local resources for City procurement and B2B purchases ECD/EconDevt By Q3 2025
Implement the utility cut and heavy vehicle fees currently under development PW CAO 6 months
Vacant City Properties (i.e., MSB)P&R 2 months
No additional resources needed by P&R at this moment. P&R will lead discussion on
facility condition at the April 2025 City Council Meeting. The Parks and Recreation
Master Plan, which launches in 2025, will outline the programmatic needs of the
community, and whether additional space is necesary to delivery these needs.
Explore revenue enhancement options with the support of a consultant CMO Finance/CAO 1 year RFP for revenue enhancement analysis/advisory services to be issued 3/7/25
Biennial community survey with Godbe CMO 9 months Incorporate into revenue enhancement timeline.
ERP Implementation Fin/HR/IT CityWide Effort 2-3 years Cost depends on ERP selection. Additional resources will be needed for project
manager and backfill existing staff
Continue to manage / enforce Short-term vacation rental renewals Finance ECD/Planning Ongoing
Continue to manage / enforce cannabis permit renewals ECD/Planning Ongoing
Enforcement of business licensing requirements Finance Ongoing
Continue to work with consultants to establish TDM penalty structure ECD/Planning Ongoing
Explore adding a Senior Commission vs. Age-Friendly Task Force morphing into Senior Advisory Board or Equity Commission including Seniors in their scope.CMO P&R 3 months
Commission member stipend would be approximately $6k ($100 * 5 members * 12
months). Additional staffing would be required to administer meetings (planning,
administrative support, presentations) and deliver recommendations of a new
Commission. Presently P&R has 5 bodies including two Commissions it is
responsible for with little bandwidth to expand without additional staff support.
Westborough Childcare Expansion
P&R 2 years P&R is conducting operations and maintenance studies to understand ongong costs
and revenues associated with the new center. This will be budgeted for in FY26/27.
Complete Age Friendly Survey
P&R 1 month This supports creation of the Age-Friendly Action Plan. No additional resources
necesary to craft this document, however, implementation will require additional
resources based on specific recommendations that are to be determined based on
community feedback. The Action Plan will be reviewed by City Council mid-2025.
Continue to have BPAC Members participate in Safe Routes to School & other community programs ECD/Planning Ongoing
Continue to have Planning Commissioners attend training sessions, and provide presentations on planning policy, regulations and resources at PC meetings (such as
new San Mateo County ADU Center)ECD/Planning Ongoing
Continue to pursue grants to support community events (like the Night Market) and partner with community groups to execute ECD/EconDevt Ongoing
Signature event (i.e., pride event,
women’s conference)CMO P&R TBD.
Welcoming and Connected Community Engage community Volunteers (event, Commissions, partners)
Ensure financial sustainability (including revenue generation)
Pursue creative financing strategies
Quality of Life Support a sustainable retail environment
Modern and Sustainable Organization
Housing and Supportive Services
Encourage balanced housing supply (including rent & own, workforce)
274
FY 2025-26 Action Plan
April 9, 2025
275
Major Focus Areas
2
Housing and
Supportive
Services
Quality of Life
Modern and
Sustainable
Organization
Welcoming and
Connected
Community
Infrastructure
and the
Environment
276
Major Focus Areas | Key Strategies
3
Housing and
Supportive
Services
•Pursue creative
financing
strategies
•Encourage
balanced
housing supply
Quality of Life
•Support a
sustainable retail
environment
Modern and
Sustainable
Organization
•Ensure financial
sustainability
Welcoming and
Connected
Community
•Engage
community
volunteers
277
Major Focus Area | Key Strategy
4
Activity/Initiative
Lead
department
Estimated
time frame
Resources
needed
278
Housing and Supportive
Services
279
Housing and Supportive Services | Creative Financing Strategies
6
Evaluate housing bonds, PPP,
middle income tax exempt
financing
ECD 2026 Q1
No
additional
resources
280
Housing and Supportive Services | Creative Financing Strategies
7
Deploy grant funds already
secured (IIG, PIP, LTHF, PLHA)
ECD Several
years
No
additional
resources
281
Housing and Supportive Services | Balanced Housing Supply
8
Ownership: Issue RFP for 905
Linden for for-sale, affordable
developer
ECD 2025 Q3
No
additional
resources
282
Housing and Supportive Services | Balanced Housing Supply
9
Rental: Pursue AHSC Round 9
application with Bridge Housing
for 1051 Mission Road
ECD May 2025
No
additional
resources
283
Housing and Supportive Services | Balanced Housing Supply
10
Ownership: Zoning Text Amendment
to allow ADUs to be sold separately
from primary dwelling units
ECD 2025 Q3
No
additional
resources
284
Housing and Supportive Services | Balanced Housing Supply
11
Ownership: Continue to ensure affordability
and supply of BMR units by City acquisition
and prevent from entering regular market
ECD Ongoing
Commercial
Linkage
Fees
285
Quality of Life
286
Quality of Life| Support a Sustainable Retail Environment
13
Park Development on
Linden Avenue
Capital
Projects Two years
O&M costs
TBD for FY
2026-27
287
Quality of Life| Support a Sustainable Retail Environment
14
Expansion of Senior
Services
P&R Ongoing TBD
288
Quality of Life| Support a Sustainable Retail Environment
15
Women’s Services
P&R TBD
No
additional
resources
289
Quality of Life| Support a Sustainable Retail Environment
16
Continue to support and preserve
existing commercial tenants at
City-owned properties
ECD Ongoing
No
additional
resources
290
Quality of Life| Support a Sustainable Retail Environment
17
Complete zoning study to look at
retail supportive/friendly
regulations along El Camino Real
ECD 2026
Q1 $30,000
291
Quality of Life| Support a Sustainable Retail Environment
18
Continue to support and
incentivize mixed-use
development through zoning
ECD Ongoing
No
additional
resources
292
Quality of Life| Support a Sustainable Retail Environment
19
Support pop-ups /
microbusinesses through zoning
ECD Ongoing
No
additional
resources
293
Quality of Life| Support a Sustainable Retail Environment
20
Continue pursuing
Downtown PBID
ECD 2026 Q1
No
additional
resources
294
Quality of Life| Support a Sustainable Retail Environment
21
Implement Launch Local!
ECD 2025 Q2
No
additional
resources
295
Quality of Life| Support a Sustainable Retail Environment
22
Complete visioning study and community
engagement for future multi-modal
improvements to El Camino Real
ECD 2026 Q2
No
additional
resources
296
Quality of Life| Support a Sustainable Retail Environment
23
Roll out shop local resources for
City procurement and Business to
Business (B2B) purchases
ECD 2025 Q3
No
additional
resources
297
Modern and Sustainable
Organization
298
Modern and Sustainable Organization| Ensure Financial Sustainability
25
Implement the utility cut and
heavy vehicle fees currently
under development
PW 2025 Q2
No
additional
resources
299
Modern and Sustainable Organization| Ensure Financial Sustainability
26
Vacant City Properties (i.e.
MSB, WOL)
P&R 2 months
No
additional
resources
300
Modern and Sustainable Organization| Ensure Financial Sustainability
27
Biennial community survey
CMO 2025 Q3 $60,000
Explore revenue enhancement options with the support of a
consultant
CMO 2025 Q2 $50,000
301
Modern and Sustainable Organization| Ensure Financial Sustainability
28
Enterprise Resource Planning
(ERP) system implementation
IT/Fin/HR 2027 Q1 TBD
302
Modern and Sustainable Organization| Ensure Financial Sustainability
29
Continue to manage/enforce
short-term (STR) vacation rental
renewals
Finance Ongoing
No
additional
resources
303
Modern and Sustainable Organization| Ensure Financial Sustainability
30
Continue to manage/enforce
cannabis permit renewals
ECD Ongoing
No
additional
resources
304
Modern and Sustainable Organization| Ensure Financial Sustainability
31
Enforcement of business
license ordinance
Finance Ongoing TBD
305
Modern and Sustainable Organization| Ensure Financial Sustainability
32
Continue to work with consultants to
establish transportation demand
management (TDM) penalty structure
ECD Ongoing
No
additional
resources
306
Welcoming and
Connected Community
307
Welcoming and Connected Community| Engage Community Volunteers
34
Explore adding a Senior
Commission
CMO 3 months
$6,000 per
year +
staff time
308
Welcoming and Connected Community| Engage Community Volunteers
35
Westborough Childcare
Expansion
P&R 2 years TBD
309
Welcoming and Connected Community| Engage Community Volunteers
36
Complete Age Friendly
Survey
P&R 1 month
No additional
resources to
complete, but TBD
on implementation
of
recommendations
310
Welcoming and Connected Community| Engage Community Volunteers
37
Continue to have BPAC Members
participate in Safe Routes to School
& other community programs
ECD Ongoing
No
additional
resources
311
Welcoming and Connected Community| Engage Community Volunteers
38
Commissioners attend training sessions,
provide presentations on planning policy,
regulations, and resource at Planning
Commission meetings
ECD Ongoing
No
additional
resources
312
Welcoming and Connected Community| Engage Community Volunteers
39
Continue to pursue grants to support
community events and partner with
community groups to execute
ECD Ongoing
No
additional
resources
313
Welcoming and Connected Community| Engage Community Volunteers
40
Signature event (i.e. Women’s
Leadership Conference, Pride
Event)
CMO TBD TBD
314
FY 2025-26 Action Plan
City of South San Francisco
THANK YOU
315
City of South San Francisco
Legislation Text
P.O. Box 711 (City Hall, 400
Grand Avenue)
South San Francisco, CA
File #:25-347 Agenda Date:4/9/2025
Version:1 Item #:14.
Report regarding City of South San Francisco reimbursement to the County of San Mateo for the cost of installation of
new fare gates at the South San Francisco BART Station (Sharon Ranals, City Manager)
RECOMMENDATION
Staff recommends that City Council,by motion,authorize the City Manager to negotiate an MOU with the County
of San Mateo to reimburse the County for any costs not covered by grant funding for the installation of 12 new
fare gates at the South San Francisco BART Station.
BACKGROUND/DISCUSSION
The San Mateo County Board of Supervisors held a special meeting on Friday,March 28.The Board approved bridge
funding of $10,321,678 for the purchase and installation of new fare gates at the five BART stations in San Mateo
County,including 12 gates at the South San Francisco BART station.The new state-of-the-art gates are designed to
prevent people from entering and exiting stations without paying fares.Fare evaders not only significantly reduce much
needed revenue for BART but also contribute to crime and vandalism within and in the vicinity of the stations,including
in South San Francisco.Having the new gates will be beneficial to South San Francisco residents by enhancing public
safety.
As noted above,BART’s Next Generation Fare Gate project includes system-wide replacement of the fare gates in all the
BART stations located in San Mateo,Alameda,Contra Costa,San Francisco,and Santa Clara Counties.The total project
cost is approximately $90 million.San Francisco provides funding to BART through Measure AA,and the other counties
provide funding to BART through Measure RR.Cities in San Mateo County are being asked to participate in the
installation of the new gates because San Mateo County does not contribute funding to BART.
The San Mateo County Transportation Agency administers the Measure W Regional Transit Connection Program (RTC)
Grant,which could cover all or a significant portion of the project costs for San Mateo County.BART has agreed to apply
for this grant,with awards announced in July/August 2025.There is a timing issue in which BART needs to proceed with
the project to secure lower pricing prior to the announcement of the grant application outcome.If the grant,or the full
amount of the grant,is not awarded,the cities with BART stations are being asked to reimburse the County for the cost of
installing the new fare gates in their respective cities. South San Francisco’s prorated share of the full cost is $1,510,490.
Conditions agreed to by BART include that the agency will maintain the upgraded security gates after installation;BART
will collaborate with the affected cities to strategize increased BART police presence,enhanced maintenance at the
stations,and expanded retail operations.If reimbursement to the County is necessary,the County has agreed to negotiate
with each city that payments may be made over time, as opposed to one lump sum payment.
In approving the County to provide bridge funding, the Board of Supervisors stipulated the following:
1.BART agrees to apply for the grant discussed above; if received, the grant will cover all or a portion of the costs,
relieving the County and the relevant cities of the burden.
2.The Board’s resolution is contingent on the County executing five signed MOUs from each of the five cities that
host BART stations (Daly City, San Bruno, South San Francisco, Colma, and Millbrae), guaranteeing
reimbursement to the County if necessary.
3.BART will provide “transit ambassadors” alongside BART Police for fare enforcement and security.
City of South San Francisco Printed on 4/10/2025Page 1 of 2
powered by Legistar™316
File #:25-347 Agenda Date:4/9/2025
Version:1 Item #:14.
FUNDING
The financial impact of this proposal will depend on future events.It could range from zero if the RTC grant is awarded
up to $1,510,490 if no grant funding is received.As noted above,if reimbursement is required,the City will work with
the County to negotiate as part of the MOU a payment plan spread over several years.
RELATIONSHIP TO STRATEGIC PLAN
Installation of the more secure BART gates supports the City’s Strategic Plan to improve Quality of Life by enhancing
safety in the community and improving maintenance and security at the South San Francisco BART Station.
CONCLUSION
BART provides essential public transportation services to residents throughout the Bay Area.South San Francisco is
fortunate to have a BART station located in the City as it increases access to public transportation for residents,
employers,and visitors,and enhances economic vitality.By offering alternatives to automobile transportation,BART
reduces traffic congestion and greenhouse gas emissions.Supporting BART in this initiative is a public good which
ultimately benefits the community.It is important and justified that South San Francisco partner with neighboring
affected cities, the County of San Mateo, and BART to accomplish this necessary transportation system improvement.
If the City Council approves this item,staff will negotiate with the County and agendize consideration of an MOU at a
future meeting.
Attachments:
1.San Mateo County Staff Report, Fare Gates in San Mateo County BART Stations, March 31, 2025
City of South San Francisco Printed on 4/10/2025Page 2 of 2
powered by Legistar™317
Special Notice / Hearing: None__
Vote Required: Majority
To: Honorable Board of Supervisors
From: Michael P. Callagy, County Executive
Subject: Fare Gates in San Mateo County BART Stations
RECOMMENDATION:
Adopt a resolution:
A) Authorizing the County to provide Bay Area Rapid Transit (BART) up to $10,321,678 for
the purchase of new fare gates to be installed at BART stations in Colma, Daly City,
Millbrae, San Bruno, and South San Francisco, to the extent the costs for such purchase
are not covered by a grant from the SMCTA Measure W Regional Transit Connection
Program; and
B) Authorizing the County to pay from the amount provided to BART a portion of the costs
to improve the fare gates at the Colma BART station in an amount not to exceed
$1,888,112; and
C) Authorizing the County Executive, or designee(s), in consultation with the County
Attorney, to negotiate and enter into a Memorandum of Understanding, or Memoranda of
Understanding, with Colma, Daly City, Millbrae, San Bruno, South San Francisco, and
BART regarding the County’s provision of funds for the purchase of new fare gates and
for services provided by BART at stations in San Mateo County.
BACKGROUND:
BART provides essential public transportation services to residents throughout the Bay Area,
including in San Mateo County. On March 6, 2024, BART unveiled its Next Generation Fare
Gate project (“Project”) which involves a systemwide replacement of BART’s legacy fare gates
with new, state-of-the-art fare gates at all BART stations.
The Project will cost approximately $90 million to complete. Alameda, Contra Costa, San
Francisco, and Santa Clara County transportation authorities have contributed their county
fundings shares.
Four cities within San Mateo County host BART stations; specifically, Daly City, Millbrae, San
Bruno, and South San Francisco. In addition, the Colma BART Station is located in the
unincorporated area, immediately adjacent to the Town of Colma.
The projected total cost of the Project for the above five BART stations in San Mateo County is
$10,321,678. The allocation of the total cost among the jurisdictions—determined by how many
fare gates are presently installed at each station—is itemized as follows:
318
Station Name
# of Faregates
Cost Per Station
Colma 15 $1,888,112
Daly City 13 $1,636,364
Millbrae 29 $3,650,350
San Bruno 13 $1,636,364
South San Francisco 12 $1,510,490
Total San Mateo County 82 $10,321,678
The San Mateo County Transit Agency (SMCTA) is responsible for overseeing transportation
projects in San Mateo County, and part of its role involves allocating funds to various
transportation agencies, including BART. BART intends to apply for a grant from the SMCTA
Measure W Regional Transit Connection Program (“Measure W RTC Grant”) to cover the cost
of the Project at the above stations in San Mateo County.
DISCUSSION:
As noted, BART intends to apply for a Measure W RTC Grant to cover the cost of the Project at
BART stations located in San Mateo County. That indicated, it will not be known until
July/August 2025 whether BART will receive the Measure W RTC Grant and, prior to that time,
in order to avail itself of offered preferred pricing, BART must give notice to its contractor by
March 31, 2025 as to whether the Project will include the stations located in San Mateo County.
Given the need to move this Project forward before it is known whether BART will receive a
Measure W RTC Grant, staff recommends that the County agree to provide BART any amount,
up to $10,321,678, that is not covered by the Measure W RTC Grant for Project costs at the
above-listed stations in San Mateo County. The County, along with Colma, Daly City, Millbrae,
San Bruno, and South San Francisco (collectively, the “Affected Jurisdictions”), would commit to
send SMCTA letters of support for BART’s grant application.
In the event that BART does not receive a Measure W RTC Grant, or if such a grant is
insufficient to cover the entire cost of the Project at the BART stations in San Mateo County,
Daly City, Millbrae, San Bruno, and South San Francisco would repay the County for any funds
the County provided for Project costs at BART stations in their respective jurisdictions, without
interest over a time frame determined by the County Executive, in consultation with the County
Attorney.
The cost to improve the fare gates at the Colma BART Station is $1,888,112 and, if any portion
of those costs are not funded by the Measure W RTC Grant Grant, the County Executive, or
designee(s), will work with the Town of Colma representatives to discuss the sharing of such
costs since the Colma BART Station is located in the unincorporated area immediately adjacent
to the Town.
The legislative councils of Daly City, Millbrae, South San Francisco, San Bruno, and Colma
shall each take action to authorize repayment of any amounts ultimately advanced by the
County for Project costs.
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Staff further recommends that the Board authorize the County Executive, or designee(s), in
consultation with the County Attorney, to negotiate and enter into a Memorandum of
Understanding, or if appropriate, multiple Memoranda of Understanding, with Colma, Daly City,
Millbrae, South San Francisco, San Bruno, and BART regarding the provision and repayment of
County funds for the Project.
In consideration for the provision of funds, as described above, the Memorandum(a) of
Understanding with BART would also include the following terms:
1. BART shall maintain the upgraded security gates after they are installed.
2. BART will coordinate with the Affected Jurisdictions to discuss strategies for increasing
fare enforcement and BART police presence at BART stations in San Mateo County.
3. BART will coordinate with the Affected Jurisditions to improve the level of maintenance
at each BART station in San Mateo County, including with respect to matters such as
station and bathroom cleanliness, painting and graffiti abatement, elevator and escalator
maintenance, lighting, repair of roofs and replacement of stained roof tiles, and
replacement of bird netting,
4. BART will coordinate with the Affected Jurisdictions to discuss and support—in
alignment with existing or future BART District retail plan(s)—retail operations, including
those led by the Affected Jurisdictions, in appropriate areas of the BART stations in San
Mateo County.
COMMUNITY IMPACT:
The County’s financial support of new fare gates at BART stations in San Mateo County will
help to enhance an efficient, affordable, reliable, environmentally friendly, and accessible form
of public transportation for all community members, increasing economic vitality and reducing
reliance on vehicular traffic.
FISCAL IMPACT:
The fiscal impact will depend on future events. If, as expected, BART receives a grant to cover
the cost of the project, there will be no fiscal impact. And were a grant not awarded, it is
expected that the effected cities will contribute their shares of the cost. But the Board is
authorizing the County to provide BART up to $10,321,678 for the purchase.
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Id Start time Name / Nombre Provide your comment(s) during:Presentar sus comentarios durante:Enter Agenda # below, if applicable.Agregue el número de agenda, si corresponde.1 4/9/2025 18:09 Erick ColomerPublic Comments & Consent Calendar (Comentarios Públicos & Calendario de Consentimiento);2 4/9/2025 16:52 Maude IggstromPublic Comments & Consent Calendar (Comentarios Públicos & Calendario de Consentimiento) Na3 4/9/2025 18:27 Tom CarneyPublic Comments & Consent Calendar (Comentarios Públicos & Calendario de Consentimiento);Agenda Item (Artículo de Agenda)4 4/9/2025 20:08 LehmanPublic Comments & Consent Calendar (Comentarios Públicos & Calendario de Consentimiento);Agenda Item (Artículo de Agenda)11111111
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