HomeMy WebLinkAbout2021-06-23 e-packet@5:00Wednesday, June 23, 2021
5:00 PM
City of South San Francisco
P.O. Box 711 (City Hall, 400 Grand Avenue)
South San Francisco, CA
TELECONFERENCE MEETING
Special City Council
Special Meeting Agenda
June 23, 2021Special City Council Special Meeting Agenda
TELECONFERENCE MEETING NOTICE
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Page 2 City of South San Francisco Printed on 8/3/2021
June 23, 2021Special City Council Special Meeting Agenda
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Page 3 City of South San Francisco Printed on 8/3/2021
June 23, 2021Special City Council Special Meeting Agenda
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ADMINISTRATIVE BUSINESS
Report regarding a resolution authorizing the City Manager to execute the Fourth
Amendment to the Cooperative Agreement for the South San Francisco Caltrain
Station with the Peninsula Corridor Joint Powers Board in an amount not to exceed $2
million, subject to conditions, and approving a Budget Amendment to provide funding
for the additional City contribution. (Mike Futrell, City Manager, and Philip Vitale,
Acting Director of Capital Projects)
1.
Resolution authorizing the City Manager to execute the Fourth Amendment to the
Cooperative Agreement for the South San Francisco Caltrain Station with the
Peninsula Corridor Joint Powers Board in an amount not to exceed $2,000,000,
subject to conditions, and approving a Budget Amendment to provide funding for the
additional contribution.
1a.
Report regarding providing direction to staff on how to proceed with the Council
redistricting project of South San Francisco. (Rosa Govea Acosta, City Clerk; Kristen
Parks, National Demographics Corporation)
2.
Adjournment.
Page 4 City of South San Francisco Printed on 8/3/2021
City of South San Francisco
Legislation Text
P.O. Box 711 (City Hall, 400
Grand Avenue)
South San Francisco, CA
File #:21-505 Agenda Date:6/23/2021
Version:1 Item #:1.
Report regarding a resolution authorizing the City Manager to execute the Fourth Amendment to the
Cooperative Agreement for the South San Francisco Caltrain Station with the Peninsula Corridor Joint Powers
Board in an amount not to exceed $2 million,subject to conditions,and approving a Budget Amendment to
provide funding for the additional City contribution.(Mike Futrell,City Manager,and Philip Vitale,Acting
Director of Capital Projects)
RECOMMENDATION
It is recommended that the City Council adopt a resolution authorizing the City Manager to execute the
Fourth Amendment to the Cooperative Agreement for the South San Francisco Caltrain Station with the
Peninsula Corridor Joint Powers Board (PCJPB)in an amount not to exceed $2 million,subject to
conditions, and approving a Budget Amendment to provide funding for the additional City contribution.
BACKGROUND
The Peninsula Corridor Joint Powers Board (PCJPB),owns and operates Caltrain.The City of South San
Francisco and PCJPB secured funding to upgrade the South San Francisco Caltrain Station (Project)in
December 2015.The Project was estimated to cost up to $59 million.As outlined in the existing agreement,the
City committed to contributing 10 percent ($5.9 million) of the original project cost.
Authorized by the City Council on January 25,2017,through the First Amendment to the original agreement,
the City committed up to an additional $1.3 million to incorporate design changes that are important to
maximize the pedestrian experience and encourage Caltrain Station use.The changes included in the First
Amendment are:
·Widening the station tunnel entrance from the west/downtown to invite users to the station;
·Grading the plaza to ensure pedestrian sightlines through the tunnel for safety and public space; and
·Adding a new stairway at the start of the eastern plaza to improve pedestrian circulation and access to
employer shuttles.
Authorized by the City Council on May 10,2017,through the Second Amendment to the original agreement,
the City committed up to an additional $1.5 million to incorporate:
·Upgraded plaza concrete paving and landscaping;
·New tile cladding along one wall of the entryway and tunnel;
·Improved lighting;
·New plaza furnishings that are weather and tamper resistant;
·Expanded CCTV camera coverage/signage for the plaza and parking lot.
Authorized by the City Council on October 9,2019,through the Third Amendment to the original agreement,
the City committed up to an additional $1.2 million to address costs related to:
·Construction delays partially due to City staff negotiations with Caltrans regarding a long-term Airspace
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·Construction delays partially due to City staff negotiations with Caltrans regarding a long-term Airspace
Lease underneath US-101;
·Delays due to renewal of a 2008 Caltrans encroachment permit;
·Unanticipated utility relocation coordination cost;
·Extra inclement weather days; and
·PG&E bankruptcy-related coordination delays.
The first two amendments to the original agreement were at the request of the City,incorporating the cost of
City-requested design improvements and additional amenities to the station and plaza.The third amendment
was at the request of PCJPB due to a then-calculated $12 million cost overrun on the project,caused by the
reasons noted above.As noted below,PCJPB staff have estimated an additional $25 million is necessary to
finish the new Caltrain station and is requesting a fourth amendment to the funding agreement with South San
Francisco.When combined with the original agreement plus amendments one,two and three,the fourth
amendment will move the total cost of the new station under the funding agreement to a total project cost of
$96.6 million.
In total,to date the City has invested $11,053,085 in the new Caltrain station.This includes the contributions
noted above,plus $1,153,085 in pre-development costs to obtain the Caltrain station plaza,city fee waivers,pre
-design work,and work required to dedicate portions of Poletti Way for the new station.Additionally,the City
is responsible for the $47,600 annual air rights lease from the California Department of Transportation
(Caltrans).To date the City has paid $142,080 to Caltrans under the air rights lease.PCJPB is requesting
additional funds from South San Francisco to finish the project, as discussed below.
DISCUSSION
The new Caltrain station is under construction and is currently approximately one year behind schedule.
Caltrain staff estimate that the station will be substantially complete in November,2021.City staff and its
supporting consultant,Swinerton Management (Swinerton),has analyzed the work schedule and it is possible
that Caltrain will meet this completion date.Caltrain staff have calculated,however,that an additional $25
million is needed to complete the construction work and resolve open commercial issues,and that due to
increased productivity additional funding is urgently needed to continue the work.
City staff were first made aware of potential funding shortfalls in November,2020,through a meeting requested
by Jim Hartnett,then the CEO and general manager of the San Mateo County Transit District and Caltrain.At
that time Caltrain had not completed a full claims analysis but informed the City that it estimated a cost of
approximately $17 million.City staff requested an opportunity to review documents supporting the $17 million
estimate,which was granted,and the City engaged Swinerton to assist in the document review.No commitment
for additional funding was made, however, pending completion of the City’s review.
During the review,a full assessment of station costs and requirements could not be completed as Caltrain was
and is still involved in assessing its financial and project disputes with the contractor.Because of this by March
2021,Swinerton reported it could not provide a full accounting of construction costs but it did validate that
indeed additional funding is required to finish the project,and that the project was approximately one year
behind schedule, but could not validate the total amount needed to finish the project.
Soon thereafter Caltrain completely replaced its project management team,bringing in what was described as a
highly skilled and deeply experienced team capable of untangling the projects finances and driving the project
to completion.The new Caltrain team has been able to make deliberative progress on the project,developing an
analysis of the project challenges and financial issues,and devising a strategy for completing the project in the
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analysis of the project challenges and financial issues,and devising a strategy for completing the project in the
fastest,most financially prudent method that will result in a high-quality finished product.The analysis also
concluded that amending the existing contract to finish the work is the lowest cost with the least risk.
Caltrain,and their new project management team,have analyzed the funding needed to complete the station,
concluding the actual amount of additional funding needed is $25 million.However,the total cost of the project
is still unknown as there are multiple outstanding claim negotiations.Caltrain staff has requested a financial
contribution from South San Francisco,and they will ask the San Mateo County Transportation Authority
(SMCTA)for the remaining funds at the July 2021,SMCTA Board of Directors meeting.The City’s team has
reviewed the new cost estimate,and cannot firmly validate that $25 million cost estimate,as a review is
ongoing and claims are still being negotiated with the contractor.It is clear additional funding is needed,
however, without which the project will stall.
In discussions with Caltrain staff,and understanding that additional funding is needed and that South San
Francisco is a financial partner in the new station (albeit a small partner),City staff recommends contributing
up to an additional $2 million towards completion of the station, subject to the following negotiated deal points:
1.No further funding will be requested from South San Francisco after the requested fourth amendment to
the original funding agreement.
2.The City’s additional $2 million is a not-to-exceed amount and will be the “last money in,”meaning
whatever additional funds are provided by the SMCTA (presumably $23 million)must be expended
before any part of South San Francisco’s $2 million is required,with the understanding that any portion
of the funding that is not needed to complete the project subject to the restrictions below will not be
remitted to Caltrain.
3.South San Francisco’s additional funds available under a Fourth Amendment will only be applied to
actual construction costs, and will not be available to cover Caltrain or PCJPB overhead or staff time.
4.Caltrain will complete the original scope of the project as well as the scope of work related to all prior
contract amendments,thus without any reductions in project scope,unless specifically coordinated and
negotiated with City staff.
5.Caltrain secures the $23 million balance of funding necessary to complete the project,either from
SMCTA or other sources.
South San Francisco remains a strong and positive partner with Caltrain on this much needed project,and
stands behind Caltrain staff and its new project team in the effort to finish the station as soon as possible.Only
the inability to validate the total funding required remains in question;however,the five deal points noted
above provide adequate protection and guarantees such that South San Francisco can confidently enter into the
fourth amendment to the funding agreement.
City staff recommends that City Council approve an additional $2 million in funding for the Fourth
Amendment to the original funding agreement,subject to the conditions outlined above,allowing construction
of the new South San Francisco Caltrain station to continue without further delay.
FISCAL IMPACT
The $2 million contribution described in this report will necessitate a budget adjustment to the fiscal year 2021-
22 budget.The Fourth Amendment will be funded from available fund in the East of 101 Traffic Impact Fee
Fund and/or Infrastructure Reserves.
The resolution to this report authorizes the Finance Director to make the appropriate budget adjustment in terms
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The resolution to this report authorizes the Finance Director to make the appropriate budget adjustment in terms
of the funding source as outlined above once the required review has been completed.
RELATIONSHIP TO STRATEGIC PLAN
This effort is included in the City’s Strategic Plan.It aligns with Priority #2 which is focused on enhancing
quality of life and Priority #3 which is focused on enhancing public safety.
CONCLUSION
Completion of a new,more accessible Caltrain station is a key component of the City’s downtown plan,and to
improve transit options for commuters to and from South San Francisco.With the additional $2 million
recommended,the City’s investment in the new Caltrain station will rise to $13,053,085,or approximately
13.5%of the total cost of the station.The new station is on track to be substantially completed by the end of
2021, and the additional funding is recommended to keep construction moving forward to completion.
Attachments
1.Project Update Presentation by PCJPB Staff
2.Fourth Amendment to the Cooperative Agreement for the South San Francisco Caltrain Station with the
PCJPBB
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Prepared for City of South San Francisco
South San Francisco
Station Improvement
Project
2
Project Description / Construction Progress
3
-Improve station and system operations
-Improve safety
-ADA compliance
-Provide access to City Downtown
-Improve east-west connection
-Prepare station for electrification infrastructure
Project Purpose
Project Key Elements
4
-New center platform
-Track and signal work
-Pedestrian underpass
-2 new entries/exits
-Downtown plaza
-ADA access
-Shuttle pick-up/drop-off
New Center
Platform
Eastside Entry
Downtown Plaza / Westside Entry
Pedestrian Underpass
4
5
Project construction precede Caltrain electrification
- Post-electrification construction cost ~$135M (in 2027)
- Pre-electrification project cost lower
Accepted risk
- Utility and permitting in parallel with construction
Project Implementation Strategy
Activity Date
Bid & Award April 2017 – August 2017
Begin Construction November 2017
Partial Suspension April 2018 – September 2019
Construction Resume Current
Project Milestones
6
7
Project Status
Current budget $71.6M
Budget remaining (End of May 2021)
-$6.2M
-Cashflow need urgent
Project compete 87%
Station opening: revised to November 2021
8
Completed Work •Finished Northbound and Southbound tracks in their
final alignment
•Union Pacific (UP) main yard track in its final alignment
•Finished precast arches for underpass
Work in Progress •Tile work on stairs to underpass
•Poletti Way bioswale
•Platform amenities
Construction Update
Construction Update – Platform
9
Rendering of Center Platform
Center Platform with partial Amenities
Construction Update – West Plaza
10
Station West Access – West Plaza
Construction of West Station Access
Construction Update – Underpass Stairs
11
Rendering of Pedestrian Underpass
Tiling at Stairs to Pedestrian Underpass
Construction Update – Arched Underpass
12
Arched Formwork
Cast-in-place Arched Underpass
Construction Update – Ramp 1 Progression
13
Construction Update – Poletti Way Bioswale
14
15
Project Cost and Schedule Update
16
Background
Project challenges identified and presented to April JPB Board
-Contractor low productivity
-Limited progress on contract disputes and claims negotiations
-Additional utility conflicts with UP Joint Fiber Optic trench (redesign, permits, and relocation)
-COVID-19 impacts to construction crews (several interruptions during period)
Actions
-New project team
-Establish new relationship with contractors
-Increased productivity from $1M to $3M per month (cashflow stress)
-Team reviewed project to assess costs and completion schedule
17
Project Team Review
Path to project completion
-Construction is over 80% complete
-Contractor making deliberate positive progress
-Finish work with contractor (lowest cost and least risk option)
Additional $25M funding need
-Resolution of change orders and claims
-Cost escalation
-Increased payment for performance and bond
-Remaining construction risk
Station opening Nov. 2021
Remaining work
-Complete Ramp 1 / Stair 1 (East Side)
-Complete East Plaza and West Plaza
-Complete Poletti Way work
-Bring station amenities online
Risks
-PG&E – power to the station
-AT&T – communication circuits to the station
-Poletti Way – tie in with SSF infrastructure and potential utility
conflicts
Remaining Work and Risks
18
19
Project Cost Summary (amounts shown in Millions)
Notes:
1 Funding request for claims resolution
2 Increased construction administration costs from extending contract duration from June 2019 to fall 2021
3 Increased Operations Support
4 Contingency on non-construction related costs
5 Final project cost subject to resolution of contractor claims
Description Current Proposed
Changes Updated
Engineering $2.80 $2.80
ROW/Utilities $6.44 $6.44
Construction $40.21 $20.0(1)$60.21
CM and DSDC $10.50 $3.29(2)$13.79
Administration $8.30 $8.30
Procurement $0.15 $0.15
Operations Support $3.20 $0.91(3)$4.11
Contingency $-$0.81(4)$0.81
Total $71.60 $25.00 $96.60(5)
20
Funding Context
• $2.0M request from City of South San Francisco
-Construction and approved claims only
-Last dollar in
-Final funding request from city
•Caltrain requesting additional funds from SMCTA on 7/1/21
* Include fund swap with PCEP ($38.827M FTA formula funds)
(millions)2015 2017 2019 2021 2022 Total
TA Measure A*$49.1 -$11.3 TBD TBD TBD
City of SSF $5.9 $2.8 $1.2 $2.0 0 $11.9
JPB -$1.3 ---$1.3
TOTAL $55.0 $4.1 $12.5 $25.0 TBD $96.6
21
Recommendation / Next Steps
22
-Tonight: Request city funding for $2.0M (final request)
-July 1: Request SMCTA funding
-July 1: Request JPB increased project and contract authority
-Open SSF station Nov 2021
-Complete negotiations
-Project close out
Next Steps
23
Questions
1
FOURTH AMENDMENT TO THE COOPERATIVE AGREEMENT
FOR FUNDING OF IMPROVEMENTS TO CALTRAIN RAIL
INFRASTRUCTURE AT THE SOUTH SAN FRANCISCO CALTRAIN
STATION
This Fourth Amendment to the Cooperative Agreement for the South San Francisco
Caltrain Station (this “Fourth Amendment”) amending that certain Cooperative
Agreement dated December 9, 2015 (“Agreement”), by and between the City of South
San Francisco, a public body, corporate and politic (“City”), and the Peninsula Corridor
Joint Powers Board (“PCJPB”) (together referred to as the “Parties”), is made effective as
of _______, 2021 (the “Effective Date”).
RECITALS
WHEREAS, on December 9, 2015, PCJPB and City entered into the Agreement,
pursuant to which City contracted with PCJPB to perform or contract for the performance
of all design, project management, construction management, construction engineering
and reconstruction related to the South San Francisco Caltrain Station (“Project”); and
WHEREAS, pursuant to the Agreement, City agreed to pay PCJPB a sum not to exceed
Five Million Nine Hundred Thousand Dollars ($5,900,000.00) for Project reconstruction,
including all planning, design, construction/project management, inspection and
administration necessary provided in the Agreement; and
WHEREAS, the City identified important design changes (“Phase I Design Changes”) to
the original 2008 Project design to optimize the safety and pedestrian experience of the
Project; and
WHEREAS, the Phase I Design Changes were incorporated into the Project at the
direction of PCJPB in coordination with the City and SWA Architects; and
WHEREAS, the Phase I Design Changes increased the overall costs of the Project and
City contribution by up to One Million Three Hundred Thousand Dollars ($1,300,000),
related to additional Project engineering, design, and construction through Resolution
authorization by the City Council on January 25, 2017; and
WHEREAS, the City then identified further design changes (“Phase II Design Changes”)
to improve the aesthetic appearance of the Project; and
WHEREAS, the Phase II Design Changes were incorporated into the Project at the
direction of PCJPB in coordination with the City and SWA Architects; and
WHEREAS, the Phase II Design Changes increased the overall costs of the Project and
City contribution by up to One Million Five Hundred Thousand Dollars ($1,500,000)
2
related to additional Project design, material upgrades, and contingency funds through
Resolution authorization by the City Council on May 10, 2017; and
WHEREAS, the Project has been subject to a number of construction delays in 2018 and
2019 (“Construction Delays”), primarily from inclement weather, unanticipated utility
relocation issues, negotiations by the City over leased airspace, renewal of a Caltrans
encroachment permit, and coordination resulting from the bankruptcy of PG&E; and
WHEREAS, the Project has since incurred approximately Seven Million Nine Hundred
Thirty-Four Thousand Eight Hundred Dollars ($7,934,800) in additional costs as a result
of the Construction Delays; and
WHEREAS, in October 2019 the Parties negotiated a division of the increased costs due
to the Construction Delays, and the City has agreed to contribute an additional One
Million Two Hundred Thousand Dollars ($1,200,000); and
WHEREAS, as of June 2021, PCJPB has informed the City that because of further delays
in construction of the Project (“Additional Construction Delays”), the Project potentially
requires up to an additional Twenty-Five Million Dollars ($25,000,000) in funding to
complete; and
WHEREAS, the City has agreed to contribute up to an additional Two Million Dollars
($2,000,000) to address the Project costs associated with the Additional Construction
Delays. The City’s additional contribution to the Project costs related to the Additional
Construction Delays is a not-to-exceed amount and is subject to the conditions listed in
this Fourth Amendment; and
WHEREAS, the Parties desire to modify the Project cost allocation set forth in the
Agreement in order to incorporate the project cost increases.
NOW, THEREFORE, the Parties hereto agree as follows:
1. Section 2, FUNDING OF PROJECT, is amended in its entirety to read:
2. FUNDING OF PROJECT.
a. Project Cost and Funding.
i. The cost of the Project not directly associated with the Design Changes or
the Construction Delays or the Additional Construction Delays is $59
million, of which $4 million has previously been expended to complete
environmental and final design for the Project. The funding needed to
complete the Project, not including the Design Changes, is $55 million, of
which $5.9 million, or 10%, is to be provided by the City and $49.1 million
is to be provided by San Mateo County Transportation Authority’s
(SMCTA) Measure A or other sources.
3
ii. The additional Project cost that is directly associated with engineering,
designing and constructing the Project to implement the Phase I Design
Changes was projected to be $1.3 million, which was provided by the City.
iii. The additional Project cost that is directly associated with designing and
constructing the Project to implement the Phase II Design Changes was
projected to be up to $1.5 million, which was provided by the City.
iv. The additional Project cost that is directly associated with the Construction
Delays is projected to be approximately $7,934,800, of which the City will
provide $1,200,000.
v. The additional Project cost that is associated with the Additional
Construction Delays is projected to be approximately $25,000,000. The
City will provide up to $2,000,000 to address the additional Project cost
associated with the Additional Construction Delays, subject to the
conditions listed in subsection 2(b)(v), below.
vi. Should the total Project costs exceed the amounts set forth in subsections
(i), (ii), (iii), (iv), and (v), PCJPB shall obtain additional funding from non-
City sources, shall not request additional funding from City, and shall not
reduce the scope of the Project and/or the Phase I and Phase II Design
Changes.
b. City Contribution to Project.
i. City will reimburse the PCJPB up to ten percent (10%) of the Project costs
not directly associated with the Design Changes or the Construction Delays
or the Additional Construction Delays, in an amount not to exceed $5.9
million, in the manner described below. In addition, City will reimburse the
PCJPB 100% of the Project costs directly associated with or resulting from
(A) the Phase I Design Changes, in an amount not to exceed $1,300,000,
and (B) the Phase II Design Changes, in an amount not to exceed
$1,500,000, both in the manner described below. City will reimburse the
PCJPB for a portion of the Project costs directly associated with the
Construction Delays, in an amount not to exceed $1,200,000. City will
reimburse the PCJPB for a portion of the Project costs associated with the
Additional Construction Delays, in an amount not to exceed $2,000,000,
subject to the conditions listed in subsection 2(b)(v), below.
ii. In the event the Project receives additional funds from other sources above
and beyond those contemplated herein after the execution of the First,
Second, or Third Amendments, City’s and SMCTA’s combined
contributions would be reduced by the amount of grant funds secured (10%
for City and 90% for SMCTA in the case of Project costs not including the
4
Phase I and II Design Changes; and 100% for City in the case of Project
costs associated with the Phase I and II Design Changes.) City’s
contribution toward Project costs associated with the Additional
Construction Delays shall be the “last money in,” meaning whatever
additional funds are obtained by PCJPB for Project costs must be expended
before City will provide any portion of City’s contribution toward Project
costs associated with the Additional Construction Delays, and City will
only make any part of that contribution to the extent necessary to provide
complete funding for Project costs.
iii. City agrees to pay the PCJPB, on a quarterly basis
A. For Project costs not associated with the Phase I and II Design
Changes or the Construction Delays: Ten percent (10%) of the
Project costs incurred the prior quarter until the total payments
reach City’s maximum obligation ($5.9 million or a reduced
amount calculated as set forth in paragraph (ii), above) or ten
percent of the Project costs (not including costs associated with the
Phase I and II Design Changes, the Construction Delays or the
Additional Construction Delay), whichever is less; and
B. For Project costs associated with the Phase I and II Design
Changes: All (100%) of the Project costs incurred in the prior
quarter until the total payments reach City’s maximum obligation
($2.8 million or a reduced amount, calculated as set forth in
paragraph (ii), above).
iv. City agrees to pay the PCJPB, within 30 days of written request by PCJPB,
up to $1.2 million for Project costs associated with the Construction
Delays, subject to submission of documentation as required by Section
2(b)(vi).
v. City agrees to pay the PCJPB, within 30 days of written request by PCJPB,
up to $2 million for Project costs associated with the Additional
Construction Delays, subject to submission of documentation as required
by Section 2(b)(vi) and the following conditions:
A. PCPJPB shall request no additional funding City for Project costs.
B. City’s contribution toward Project costs associated with the
Additional Construction Delays shall be the “last money in,”
meaning whatever additional funds are obtained by PCJPB for
Project costs must be expended before City will provide any
portion of City’s contribution toward Project costs associated with
the Additional Construction Delays, and City will only make any
5
part of that contribution to the extent necessary to provide
complete funding for Project costs.
C. City’s contribution toward Project costs associated with the
Additional Construction Delays shall be applied only to actual
construction costs, and not to cover Caltrain or PCJPB overhead or
staff time.
D. Caltrain shall complete the original scope of the Project, including
the Phase I and Phase II Design Changes, without any reductions
in Project scope, unless specifically coordinated and negotiated
with City staff.
E. Caltrain shall secure the balance of funding for the Project costs
associated with the Additional Construction Delays either from
SMCTA or other sources.
vi. In each month following the end of a fiscal quarter, the PCJPB must
provide city with a billing statement showing actual Project costs incurred
and paid for by the PCJPB, other grant funds used for the Project, and City
payments to date. PCJPB must enclose appropriate supporting
documentation with the billing statement to substantiate actual Project
costs. City must review the billing statement and remit the amount due
within no more than thirty (30) calendar days of receipt of the billing
statement. To the extent City’s payments over the term of this Agreement
are less than City’s maximum obligation (i.e., are less than ten percent of
Project costs not associated with the Phase I and II Design Changes or
Construction Delays, 100% of Project costs associated with the Phase I and
II Design Changes, or 15.12% of the Project costs associated with the
Construction Delays), the PCJPB’s final billing statement should reflect,
and City must pay, the amount necessary to meets its funding commitments
hereunder. Notwithstanding the immediately preceding sentence, as
provided for in subsection 2(b)(v)(B), City’s contribution toward the
Project costs associated with the Additional Construction Delays shall be
the “last money in,” and City shall only provide that portion of the $2
million contribution necessary to provide complete funding for the Project
costs.
2. All other terms, conditions and provisions in the Agreement not modified by this
Fourth Amendment shall remain in full force and effect.
[SIGNATURES ON FOLLOWING PAGE]
6
IN WITNESS WHEREOF, the City and Consultant have executed this Amendment as of
the date first above written.
City PCJPB
The City Peninsula Corridor Joint Powers Board
of South San Francisco
____________________________ _____________________________
Mike Futrell Michelle Bouchard
City Manager Acting Executive Director
ATTEST:
___________________________ ___________________________
City Clerk PCJPB Secretary
APPROVED AS TO FORM:
__________________________ __________________________
Legal Counsel for City Legal Counsel for PCJPB
City of South San Francisco
Legislation Text
P.O. Box 711 (City Hall, 400
Grand Avenue)
South San Francisco, CA
File #:21-506 Agenda Date:6/23/2021
Version:1 Item #:1a.
Resolution authorizing the City Manager to execute the Fourth Amendment to the Cooperative Agreement for
the South San Francisco Caltrain Station with the Peninsula Corridor Joint Powers Board in an amount not to
exceed $2,000,000,subject to conditions,and approving a Budget Amendment to provide funding for the
additional contribution.
WHEREAS,on December 9,2015,PCJPB and City entered into the Agreement,pursuant to which the
City contracted with PCJPB to perform or contract for the performance of all design,project management,
construction management,construction engineering and reconstruction related to the South San Francisco
Caltrain Station (“Project”); and
WHEREAS,pursuant to the Agreement,City agreed to reimburse PCJPB a sum not to exceed
$5,900,000 for Project reconstruction,including all planning,design,construction/project management,
inspection and administration necessary provided in the Agreement; and
WHEREAS,the City,as intended,identified important structural design changes to the original 2008
Project design to optimize the safety and pedestrian experience; and
WHEREAS,the structural design changes were incorporated into the Project at the direction of PCJPB
in coordination with the City and SWA Architects; and
WHEREAS,the City contributed an additional not to exceed $1,300,000 for the City’s requested
structure changes detailed in the First Amendment to the original agreement; and
WHEREAS,the City contributed an additional not to exceed $1,500,000 for the City’s requested design
changes detailed in the Second Amendment to the original agreement; and
WHEREAS,the City contributed an additional not to exceed $1,200,000 for the City’s requested design
changes detailed in the Third Amendment to the original agreement; and
WHEREAS,the Parties desire to amend the Cooperative Agreement with a Fourth Amendment in order
to commit additional City funds to partially cover the costs of $25,000,000 in related expenditures; and
WHEREAS,the City shall not accept any further requests for additional funds from the PCJPB related
to this project; and
WHEREAS,the PCJBP agrees these additional funds shall not be applied to PCJPB staff or overhead
expenses;
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File #:21-506 Agenda Date:6/23/2021
Version:1 Item #:1a.
WHEREAS, the PCJPB commits to opening the project to the public by November 2021; and
WHEREAS, additional funds will be applied to actual construction costs, and not to cover Caltrain or
PCJPB overhead or staff time; and
WHEREAS, Caltrain will complete the original scope of the project as well as the scope of work related
to all prior contract amendments, thus without any reductions in project scope, unless specifically
coordinated and negotiated with City staff; and
WHEREAS, Caltrain commits to securing the up to $23 million balance of funding necessary to
complete the project, either from SMCTA or other sources.
NOW,THEREFORE,BE IT RESOLVED that the City Council of the City of South San Francisco does
hereby:
1.Approve a Fourth Amendment to the Cooperative Agreement for the South San Francisco Caltrain
Station with the Peninsula Corridor Joint Powers Board in an amount not to exceed $2,000,000 and
subject to conditions included in the Fourth Amendment.
2.Authorize the City Manager to execute a Fourth Amendment to the Cooperative Agreement for the
South San Francisco Caltrain Station with the Peninsula Corridor Joint Powers Board on behalf of the
City,consistent with this resolution and including any minor modifications,as deemed necessary,and
subject to approval as to form by the City Attorney.
3.Approve a Budget Amendment to the City’s Fiscal Year 2020-2021 Budget,authorizing the
appropriation of $2,000,000 from the City’s Infrastructure Reserves and/or East of 101 Traffic Impact
Fee Fund in an amount to be determined,to fund the additional City contribution provided for in the
Fourth Amendment.
*****
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City of South San Francisco
Legislation Text
P.O. Box 711 (City Hall, 400
Grand Avenue)
South San Francisco, CA
File #:21-517 Agenda Date:6/23/2021
Version:1 Item #:2.
Report regarding providing direction to staff on how to proceed with the Council redistricting project of South
San Francisco.(Rosa Govea Acosta, City Clerk; Kristen Parks, National Demographics Corporation)
RECOMMENDATION
It is recommended that the City Council provide direction to staff regarding whether the Council prefers to
complete the redistricting process without a commission or using one of the three options to establish a Council
Redistricting Commission.
BACKGROUND/DISCUSSION
The U.S.Constitution requires that everyone residing in the United States be counted every decade.The
resulting Census data is used for geographically defining State and local legislative districts.This process is
called “redistricting.”According to the California Elections Code,following each decennial Federal census,the
Council using that census as a basis,shall adjust the boundaries of any or all the Council Districts so that the
districts shall be as nearly equal in population as feasible.Although the City had a similar redistricting process
in 2018,the State has made significant statutory reforms to the redistricting process since that time through the
Fair Maps Act (AB 849),signed into law in October 2019.In 2018,when the City transitioned to District
elections, the Council did not form a commission and completed the districting process with staff and NDC.
When redrawing district boundaries,the Council must comply with the requirements of the U.S.Constitution,
California Constitution,the Federal Voting Rights Act of 1965,and the California Elections Code.These
authorities require each district to have substantially equal population,generally prohibit using race as a
predominate criterion for redrawing districts,and prohibit diluting the voting rights of racial or language
minority communities.Additionally,based on the updated Elections Code,the updated district boundaries must
be redrawn using the following state legal criteria listed in order of priority:
1.Council districts shall be geographically contiguous.
2.The geographic integrity of any local neighborhood or local community of interest shall be respected in
a manner that minimizes its division.
3.Council district boundaries should be easily identifiable and understandable by residents.
4.Council districts shall be drawn to encourage geographical compactness in a manner that nearby areas
of population are not bypassed in favor of more distant populations.Further,districts must not be redrawn
to favor or discriminate against any political party.
OPTIONS:
The City Council may either take on the redistricting project responsibility without establishing a commission
or may establish a Redistricting Commission.If the Council decides to complete the redistricting process
without a commission,the Council will work directly with consultants and staff on the project.If the Council
decides to create a Redistricting Commission, it has three options for the type of commission.
The list below outlines options for the three commission formats permitted by the Elections Code along withCity of South San Francisco Printed on 6/21/2021Page 1 of 4
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File #:21-517 Agenda Date:6/23/2021
Version:1 Item #:2.
The list below outlines options for the three commission formats permitted by the Elections Code along with
the corresponding level of responsibility of each.There are also membership eligibility requirements,which are
summarized in Attachment A.Additionally,an overview of what we know other cities and ounties are doing is
summarized in Attachment B.
1.Advisory Redistricting Commission:This Commission would recommend boundaries to the Council.
The Council establishes the manner in which members are appointed to the Commission and makes the
appointments,similar to other boards and commissions.City elected officials,family members,staff,or
paid campaign staff of a City elected official cannot be appointed to this Commission.
2.Hybrid Redistricting Commission:This Commission would be directed by the Council to recommend
two or more maps,after a public process,one of which the Council agrees to adopt without
modification.This Commission may not be appointed directly by the Council,so the Council would
have to first form a body to make the appointments to the Commission.The Council may recommend
the manner in which members are appointed provided the application process is open to all eligible
residents.Should the City pursue this option,a pre-defined appointment process would need to be
established in order to select Commission members.Members of a Hybrid Commission are subject to
similar preservice and post-service limitations as members of an Independent Commission,discussed
below.
3.Independent Redistricting Commission:This Commission would be authorized by the Council to
adopt new boundaries without returning to the Council for approval.This Commission may not be
appointed directly by the Council,but the Council may recommend the manner in which members are
appointed provided the application process is open to all eligible residents.Should the City pursue this
option,a pre-defined appointment process would need to be established in order to select Commission
members.Commissioners must pass an extensive list of possible disqualifications and there are post-
service limitations on their ability to run for local office,serve on a local board or commission,seek city
employment or otherwise contract with the City.
The Advisory Redistricting Commission would evaluate the existing boundaries of the Council Districts and
develop options for boundary adjustments to account for population and demographic changes that have
occurred between the 2020 and 2010 census.Public hearings will be conducted to consider any proposal to
adjust the boundaries of a district.Ultimately the Advisory Redistricting Commission would make a
recommendation to the Council for district boundaries, which would be subject to approval by the City Council.
KEY DATES & DEADLINES
Under current state law,the Council must adopt boundaries no later than 205 days prior to the City’s next
regular election held after January 1,2022.The City’s next regular election after January 1,2022 is the
statewide general election,which is presently scheduled for November 8,2022.April 17,2022 is 205 days prior
to the November 8, 2022 general election.
Based on this,the Council would need to adopt an ordinance redrawing the Council boundaries no later than
March 24,2022.If the Council fails to adopt the new boundaries by April 17,2022,the Council shall
immediately file a petition with the Superior Court within five days for an order adopting district boundaries.
The U.S.Census Bureau typically releases census data by March.As a result of delays caused by the ongoing
COVID-19 pandemic,this date has been postponed to September 30,2021.The State will also need to
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File #:21-517 Agenda Date:6/23/2021
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COVID-19 pandemic,this date has been postponed to September 30,2021.The State will also need to
reallocate State prisoners to their appropriate County,and it is anticipated that this will take up to 30 days
before the final census data is received.Consequently,the City might not receive final census data until late
October 2021.
PROPOSED TIMELINE:
The timeline is subject to change based on the release of census data and possible changes in state
deadlines through proposed legislation.
Ø May - June 2021:Project Planning & Initial Outreach
§Determination of process and commission type, if any.
§Determine public mapping tool.
§Launch Redistricting Website.
§Outreach begins.
Ø July - August 2021:Initial Data Analysis & Initial Hearings/Forums
§Population, demographic, socio-economic analysis and matching.
§Initial hearings including an overview of the redistricting laws and criteria.
§July 14 and July 28, 2021 proposed dates for 1st and 2nd public hearing.
§Additional outreach to the public.
Ø September 2021- March 2022:Draft Map Preparation & Review
§2020 Census total population counts released,and California Statewide Database completes
“prison adjustments”of the data.Total population counts in outreach materials and mapping
tools are updated with the official Census data.
§Hearing(s)to review the draft maps,narrow down the list of initial draft maps,and provide
direction on any desired new or revised maps.
Ø April 17, 2022:Map Adoption
§The target date for adoption of the final map is March 24, 2022.
The City’s Redistricting efforts will ensure that Council districts comply with State requirements and achieve
appropriate representation for South San Francisco constituents.
FISCAL IMPACT
There is no increase in the city’s costs associated with the recommended action.If the Council chooses to form
a committee,members will be appointed to serve on a volunteer basis.The City Clerk has retained the services
of National Demographics Corporation (NDC)as the demographer and consultant for public outreach and to
assist the City as this process moves forward.The current consultant cost is approximately $60,000 and
sufficient appropriations are included in the FY 2020-21 Adopted Budget for the Office of the City Clerk.
CONCLUSION
It is recommended that the City Council provide direction to staff regarding whether the Council prefers to
complete the redistricting process without a commission,or whether to use one of the commission options.If
the Council prefers to use one of the commission options,it is recommended that the Council provide direction
about what form of commission to use
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ATTACHMENT A
Commission Member Eligibility Requirements
Option 1 - Advisory Redistricting Commission:
Based on Elections Code sections 23002, individuals appointed to an Advisory Redistricting
Commission cannot be elected officials of the city and they also cannot be family member 1, staff
member, or paid campaign staff of any elected City officials.
Option 2 & 3 - Hybrid or Independent Redistricting Commission:
Under Elections Code section 23003, a person shall not be appointed to a Hybrid or Independent
Redistricting Commission if any of the following apply:
∗ In the eight years preceding their application:
A person or any family member of the person elected or appointed to, or been a
candidate for, a city elected office.
A person or his or her spouse has:
Served as an officer, employee, or paid consultant to a campaign
committee, a candidate for a city elected office, or a political party.
Served as an elected or appointed member of a political party central
committee.
Served as a staff member or consultant to, or contracted with, a currently
serving Councilmember.
Been registered to lobby the city.
Contributed $500 or more in a year to a candidate for a city elective office.
∗ In the four years preceding his or her application:
a family member of the person, other than his or her spouse has:
Served as an officer, employee, or paid consultant to a campaign
committee, a candidate for City elective office, or a political party.
Served as an elected or appointed member of a political party central
committee.
Served as a staff member or consultant to, or contracted with, a currently
serving Councilmember.
Been registered to lobby the city.
Contributed $500 or more in a year to a candidate for a city elective office.
A Hybrid or Independent Redistricting Commission cannot include members who are all
registered to vote with the same political party preference, and members are further restricted
from doing any of the following:
1 Elections Code section 23000, subdivision (b), defines “family member” as “a spouse, parent, sibling, child or in-
law.
ATTACHMENT A
Endorse, work or volunteer for, or make a campaign contribution to a candidate for
a city elected office while serving on the Commission.
Be a candidate for a city elective office if any of the following is true:
Less than five years has elapsed since the date the member was appointed to
the Commission; and
The election for that office will be conducted using the boundaries adopted by
the Commission on which the member served or adopted by the Council
pursuant to a recommendation by the Commission on which the member
served, and those boundaries have not been readopted by a commission or the
Council after the end of the member’s term.
For four years from the date of their appointment to the Commission:
Accept employment as a staff member or consultant to a city elected official or
candidate for City elected office.
Receive a noncompetitively bid contract with the City.
Register as a lobbyist for the city.
For two years from the date of appointment to the Commission, accept
appointment to a city office.
ATTACHMENT B
City Redistricting Options Sample Survey
Attachment is not exhaustive, but a sampling based on information currently available
CITY
OPTION
San Mateo County
City of Burlingame No Commission - Began transition to District
elections on January 4, 2021.
City of Hall Moon Bay
Redistricting Advisory Committee
(7 members)
City of Menlo Park No Commission
City of Redwood City Advisory Redistricting Committee
(11 members)
City of San Bruno No Commission – Scheduled to begin
transition to District elections
County of San Mateo Advisory Redistricting Committee
(11 members)
Alameda County
City of Berkeley
Independent Redistricting Commission
(8 members – 1 appointee and 1 alternate
from each District)
San Francisco County
City of San Francisco Independent Redistricting Commission
(9 members)
June 9, 2021 1
Introduction to Redistricting
June 23, 2021
City of South San Francisco
June 9, 2021 2
Demographic
Summary of
Existing
Districts
Estimates using official
2020 demographic data
and NDC’s estimated
total population figures.
Each of the 5 districts
must contain about
13,500 people.
South San Francisco -Current Districts
District 1 2 3 4 5 Total
2020 2020 Est. Total Pop 13,100 13,504 14,278 14,124 12,531 67,538
Deviation from ideal -407 -4 770 617 -976 1,746
% Deviation -3.01%-0.03%5.70%4.57%-7.23%12.93%
2010 Total Pop
% Hisp 31%10%42%26%62%34%
% NH White 24%13%22%37%13%22%
% NH Black 3%4%2%2%2%3%
% Asian-American 38%69%30%31%18%37%
Citizen Voting Age Pop
Total 9,541 9,767 9,936 10,985 6,894 47,122
% Hisp 25%10%39%23%48%28%
% NH White 30%13%23%38%15%25%
% NH Black 1%5%2%2%5%3%
% Asian/Pac.Isl.42%70%35%37%32%44%
Immigration immigrants 35%52%40%32%42%40%
naturalized 72%77%69%79%56%71%
Language spoken at home
english 53%37%39%56%30%43%
spanish 18%8%34%12%48%23%
asian-lang 25%48%22%23%16%27%
other lang 4%7%5%9%5%6%
Education (among those age
25+)
hs-grad 41%33%42%45%48%42%
bachelor 29%34%25%26%16%26%
graduatedegree 11%12%8%10%6%9%
Child in Household child-under18 26%31%33%28%42%32%
Housing Stats
single family 63%72%69%81%59%69%
multi-family 37%28%31%19%41%31%
rented 41%21%46%32%57%39%
owned 59%79%54%68%43%61%
Total population data from the 2010 Decennial Census. Surname-based Voter Registration and Turnout data from the California Statewide Database.
Latino voter registration and turnout data are Spanish-surname counts adjusted using Census Population Department undercount estimates. NH White
and NH Black registration and turnout counts estimated by NDC. Citizen Voting Age Pop., Age, Immigration, and other demographics from the 2014-
2018 American Community Survey and Special Tabulation 5-year data.
June 9, 2021 3
Commission Options
1.Advisory
■Develops a map or maps that the Council adopts or revises
■Initial startup takes 4+ weeks, can be longer
■Adds a minimum of 2 weeks to the schedule
2.Independent
■Adopts a map with no Council review
■Initial startup takes 6 -8 weeks
■Roughly the same timeline as a Council-controlled process
3.Hybrid
■Develops two maps and the Council must adopt one or the other
■Initial startup takes 6 -8 weeks
■Adds a minimum of 2 weeks to the schedule
June 23, 2021
June 9, 2021 4
Legal Requirements
Elections Code Section 23000
‣Advisory Commission:
■Appointed by Council
■No elected officials, family members or paid campaign staff
■No extra mapping criteria
‣Independent or Hybrid Commission:
■Council sets appointment process, but may not directly appoint
■Extensive restrictions on commission member qualifications
■Additional mapping criteria: “shall not draw districts for the purpose of favoring
or discriminating against a political party or an incumbent or political candidate”
June 23, 2021
June 9, 2021 5
Redistricting Rules and Goals
◻Equal population
◻Federal Voting
Rights Act
◻No racial
gerrymandering
1. Federal Laws 2. California’s Ranked Criteria
1.Geographic contiguity
2.Undivided neighborhoods
and “communities of
interest”
3.Easily identifiable
boundaries
4.Compactness
(Do not bypass one group of people
to get to a more distant group of
people)
Prohibited:
“Shall not favor or discriminate against a
political party.”
3. Other Goals & Traditional
Principles
◻Minimize voters shifted
to different election years
◻Respect voters’ choices /
continuity in office
◻Future population growth
◻Preserving the core of
existing districts
June 23, 2021
June 9, 2021 6
Public Mapping & Map Review Tools
These tools are designed as ways to empower
residents. There is no requirement to use them.
June 23, 2021
June 9, 2021 7
Caliper’s “Maptitude Online Redistricting”
Powerful Online Mapping Tool
‣Popular, data-rich online tool
‣Six language options: English, Spanish, Portuguese, Vietnamese, Mandarin
and Korean
June 23, 2021