CITY COUNCIL AGENDA REGULAR MEETING CITY OF HALF MOON BAY TUESDAY, OCTOBER 17, :00 PM

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1 CITY COUNCIL AGENDA REGULAR MEETING CITY OF HALF MOON BAY TUESDAY, OCTOBER 17, 2017 Adcock Community/Senior Center 535 Kelly Avenue Half Moon Bay, California Debbie Ruddock, Mayor Deborah Penrose, Vice Mayor Adam Eisen, Councilmember Rick Kowalczyk, Councilmember Harvey Rarback, Councilmember 7:00 PM This agenda contains a brief description of each item to be considered. Those wishing to address the City Council on any matter not listed on the Agenda, but within the jurisdiction of the City Council to resolve, may come forward to the podium during the Public Forum portion of the Agenda and will have a maximum of three minutes to discuss their item. Those wishing to speak on a Public Hearing matter will be called forward at the appropriate time during the Public Hearing consideration. Please Note: Anyone wishing to present materials to the City Council, please submit seven copies to the City Clerk. Copies of written documentation relating to each item of business on the Agenda are on file in the Office of the City Clerk at City Hall and the Half Moon Bay Library where they are available for public inspection. If requested, the agenda shall be available in appropriate alternative formats to persons with a disability, as required by Section 202 of the Americans with Disabilities Act of 1990 (42 U.S.C. Sec ) Information may be obtained by calling In compliance with the Americans with Disabilities Act, special assistance for participation in this meeting can be obtained by contacting the City Clerk s Office at A 48-hour notification will enable the City to make reasonable accommodations to ensure accessibility to this meeting (28 CFR ADA Title II). MEETING WILL CONCLUDE BY 11:00 PM UNLESS OTHERWISE EXTENDED BY COUNCIL VOTE 1

2 ROLL CALL / PLEDGE OF ALLEGIANCE PROCLAMATIONS AND PRESENTATIONS MAYOR'S ANNOUNCEMENTS OF COMMUNITY ACTIVITIES AND COMMUNITY SERVICE REPORT OUT FROM RECENT CLOSED SESSION MEETINGS CITY MANAGER UPDATES TO COUNCIL PUBLIC FORUM 1. CONSENT CALENDAR 1.A WAIVE SECOND READING OF RESOLUTIONS AND ORDINANCES 1.B WARRANTS FOR THE MONTH OF SEPTEMBER 2017 STAFF REPORT ATTACHMENT 1 1.C QUARTERLY FINANCIAL REPORT FOR THE FOURTH QUARTER OF FY STAFF REPORT ATTACHMENT 1 1.D AMENDMENT NO. 3 TO AGREEMENT WITH CSG CONSULTANTS, INC. FOR BUILDING AND OTHER RELATED SERVICES STAFF REPORT RESOLUTION 1.E AMENDMENT NO. 1 TO AGREEMENT WITH CSG CONSULTANTS, INC. FOR STORMWATER RELATED CONSULTING SERVICES STAFF REPORT RESOLUTION ATTACHMENT 2 1.F APPROVAL OF LIBRARY CHANGE ORDER STAFF REPORT ATTACHMENT 1 1.G AGREEMENT WITH SCHAAF AND WHEELER FOR OCEAN COLONY PUMP STATION AND FORCE MAIN FINAL DESIGN STAFF REPORT 2

3 RESOLUTION 2. ORDINANCES AND PUBLIC HEARINGS 3. RESOLUTIONS AND STAFF REPORTS 3.A PRESENTATION REGARDING CITY ROLE AND OBLIGATIONS UNDER THE MUNICIPAL REGIONAL STORMWATER NATIONAL POLLUTANT DISCHARGE ELIMINATION SYSTEM PERMIT STAFF REPORT 3.B EMERGENCY HOUSING ASSISTANCE GRANTS PILOT PROGRAM STAFF REPORT RESOLUTION 3.C DISCUSSION AND DIRECTION REGARDING HOMELESS SERVICES FOR WINTER 2017/2018 STAFF REPORT 3.D POLICY DIRECTION REGARDING POTENTIAL MODIFICATIONS TO CHAPTER 3.88 OF THE HALF MOON BAY MUNICIPAL CODE, RELATING TO CERTIFICATION REQUIREMENTS FOR MASSAGE THERAPISTS STAFF REPORT ATTACHMENT 1 FOR FUTURE DISCUSSION / POSSIBLE AGENDA ITEMS CITY COUNCIL REPORTS ADJOURNMENT 3

4 BUSINESS OF THE COUNCIL OF THE CITY OF HALF MOON BAY For meeting of: October 17, 2017 AGENDA REPORT TO: VIA: FROM: Honorable Mayor and City Council Magda Gonzalez, City Manager Yulia Carter, Finance Director TITLE: WARRANTS FOR THE MONTH OF SEPTEMBER 2017 RECOMMENDATION: Accept the attached warrants list for the month of September STRATEGIC ELEMENT: This recommendation supports the Fiscal Sustainability and Inclusive Governance Element. DISCUSSION: During this month, we processed three check runs. The first was on September 11, 2017, totaling $295,766.33, the second was on September 14, 2017, totaling $99,097.00, and the third was on September 27, 2017, totaling $1,305, The grand total for all warrants for the month was $1,700, The City processed payments related to 17 capital improvement projects, in a total amount of $1,102, These projects include the Library Replacement, Sewer Service Rate Study, Street Resurfacing, Highway 92 Safety and Operational Implementation, Infrastructure Standard, Signal Kelly/Highway 1, Bike and Pedestrian, Parks Master Plan, Street Tree Assessment, Correas Street Underground, City Website Upgrade, Highway 1 Safety/Traffic Reduction Improvements, Highway 1 Safety/Congestion, Seymour Ditch Erosion, Seymour Trail Bridge Relocation, New Accounting System, and 555 Kelly Avenue Purchase. Staff is also including a list of all payments above $30,000 processed during this reporting period, as listed in the table below. Over $30,000 Check# Vendor Payee Check Date Check Amount Description LAW OFFICES OF ATCHISON, BARISONE, CONDO 9/11/ , JUL'17 FY17/18 LEGAL SERVICES COASTSIDE CHAMBER OF COMMERCE 9/14/ , SEPT'17 FY17/18 ECONOMIC DEVELOPMENT SERVICES ASSOCIATION OF BAY AREA GOVERNMENTS 9/27/ , AUG'17 FY17/18 GENERAL LIABILITY, PROPERTY, & AUTO INSURANCE NICHOLS CONSULTING ENGINEERS CHTD 9/27/ , JUL'17 AUG'17 SEYMOUR DITCH EMERGENCY DESIGN (TEMP) SAN MATEO COUNTY SHERIFF'S OFFICE ACCOUNT 9/27/ , SEPT'17 FY17/18 COASTSIDE DISTRICT COORDINATOR FIRST AMERICAN TITLE COMPANY 9/27/ , SEPT' KELLY AVE, HALF MOON BAY ESCROW # Page 1 of 2 Agenda Item # 1.B. 4

5 ATTACHMENTS: Check Disbursement List by Check Date Page 2 of 2 Agenda Item # 1.B. 5

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12 BUSINESS OF THE COUNCIL OF THE CITY OF HALF MOON BAY For meeting of: October 17, 2017 AGENDA REPORT TO: VIA: FROM: TITLE: Honorable Mayor and City Council Magda Gonzalez, City Manager Yulia Carter, Finance Director QUARTERLY FINANCIAL REPORT FOR THE FOURTH QUARTER OF FISCAL YEAR RECOMMENDATION: Accept the attached Quarterly Financial Report for the 4 th Quarter of Fiscal Year FISCAL IMPACT: There is no fiscal impact associated with the acceptance of this report. STRATEGIC ELEMENT: This recommendation supports the Fiscal Sustainability and Inclusive Governance Elements of the Strategic Plan. BACKGROUND: One of the City Council strategic priorities includes planning for and implementing long term financial stability. A key component of this goal includes preparing a quarterly financial report that would provide readers with an executive summary of the City s current financial conditions as it relates to the annual operating budget. During the FY budget process staff committed to implementing the practice of financial reporting on a quarterly basis in the current fiscal year to ensure accountability and transparency in managing public funds. Staff has completed the Fourth Quarter Financial Report which reflects the City s overall financial position as of June 30, This report summarizes the activities of the City s General Fund to provide the Council and the public with an overview of the City s general fiscal condition, and is not meant to be inclusive of all financial accounting transactions. The General Fund is the primary operating fund of the City and is used to account for most operating activities. ANALYSIS: The Fourth Quarter Financial Report includes an update on the revenues and expenditures for the General Fund for the quarter ended June 30, The General Fund financial report is Page 1 of 2 Agenda Item # 1.C. 12

13 prepared on a cash basis. At fiscal year end, revenues and expenditures attributed to the fiscal year and received/paid after June 30, 2017 are accrued. In FY , the City received $15.35 million in revenue (102.1 percent of budget) due to overall strong economic conditions, as noted in the report. Of note, Transient Occupancy Tax (TOT) revenues are performing higher than projected with a collection percentage of percent of the revised budget. Overall, TOT increased approximately 1.7 percent compared to the prior year. The City expended $15.0 million in the fiscal year. This is 95.0 percent of the revised budget and is primarily due to salary savings from positions not filled during the full fiscal year, as mentioned in the report. The fourth quarter figures are significantly different than prior quarter reports since one time budgeted operating and capital transfers are made at the end of the year, and contracts for certain departments (such as Public Safety and the City Attorney s Office) were previously overstated due to being encumbered up front. The unaudited General Fund balance as of June 30, 2017 is $11.1 million, which is $2.3 million above the $8.8 million projected at the adoption of the FY budget. This is due to increased revenues and lower than expected general fund expenditures throughout the year as described above, in addition to the timing of capital projects. Please note that the figures presented in this report are unaudited. The City s annual financial audit will be conducted by an independent firm, Maze and Associates, in October 2017, and the Comprehensive Annual Financial Report is scheduled to be presented to the City Council for acceptance in December ATTACHMENT: Fourth Quarter Financial Report as of June 30, 2017 Page 2 of 2 Agenda Item # 1.C. 13

14 City of Half Moon Bay Fiscal Year 2016/17 Fourth Quarter Financial Report OVERVIEW This report summarizes the City s overall financial position for the fiscal year through June 30, The focus of this report is the City s General Fund, and is not meant to be inclusive of all finance and accounting transactions. The intent is to provide the Council and the public with an overview of the state of the City s general fiscal condition. The General Fund is the primary operating fund of the City and is used to account for most operating activities. The revenue projections and budgets include necessary adjustments for encumbrances, carryovers, and any supplemental appropriations made by the City Council as of June 30, The figures are unaudited and may differ from the final amounts which will be reported in the Comprehensive Annual Financial Report for fiscal year GENERAL FUND General Fund Financial Condition. The General Fund is comprised of revised budgeted operating and one-time revenues of $15,038,906 and operating and one-time expenditures of $15,800,855 for FY Please note that the budget was adjusted during a mid-year review and therefore the amounts may differ from the FY Adopted Budget. Budget amounts also include additions separately approved by the City Council. Expenditures contained in the General Fund account for direct services provided to the citizens of Half Moon Bay including General Government, Police, Parks and Recreation, Community Development and Public Works. With fiscal year complete, General Fund expenditures are at 95.0% of projections, and revenues are at 102.1%. These figures now include budgeted operating and capital transfers. Revenues normalize in the fourth quarter due to the timing of certain key revenues such as franchise fees, property tax, and sales tax. Both expenditures and revenues are explained in greater detail below. General Fund Budget YTD Actual Percent Revenues $15,038,906 $15,350, % Expenditures $15,800,855 $15,012, % The unaudited General Fund balance as of June 30, 2017 is $11.1 million, which is $2.3 million above the $8.8 million projected at the adoption of the FY budget. This is due to increased revenues and lower than expected general fund expenditures throughout the year as described above, in addition to timing of capital projects. This is based on the audited fund balance as of the end of fiscal year and factoring in year-todate revenue and expenditure activity. Expenditures. Expenditures ended the fiscal year at 95.0% of the revised budget, primarily due to salary savings from positions not filled during the full fiscal year. The following chart summarizes year-to-date expenditures: General Fund Expenditures by Department Budget YTD Actual % Exp/Enc City Council 399, , % City Manager 792, , % City Attorney 360, , % City Clerk 518, , % Finance and Risk Management 948, , % Human Resources and Administrative Services 741, , % Public Safety 3,771,200 3,569, % Public Works 1,325,663 1,296, % Recreation Services 214, , % Community Development 2,856,548 2,717, % Capital and Operational Transfers 3,872,078 3,872, % Total General Fund 15,800,855 15,012, % Revenues. The following is a summary of revenues as of the end of the first quarter: Revenues Budget YTD Actual % Rec'd Trans. Occupancy Taxes 5,933,000 6,024, % Property Tax 3,244,540 3,134, % Sales & Use Tax 2,688,837 2,514, % Other Revenue 1,429,698 1,875, % Other Taxes 821, , % Charges for Services 910, , % Inter-Governmental 11,560 8, % Total Revenues 15,038,906 15,350, % Page

15 City of Half Moon Bay Fiscal Year 2016/17 Fourth Quarter Financial Report Transient Occupancy Taxes (TOT). TOT continues to be the largest source of revenue for the City. The City has contracted with an external consultant to assist in tracking and collecting TOT revenues. TOT revenues performed higher than projected for FY with the City receiving 101.5% of the budgeted amount. This is a positive sign, showing that the unusually severe rainy season experienced by the region during this fiscal year did not significantly affect the City s tourism. Property Tax. Property Tax is the City s second largest revenue source. The first major apportionment of property taxes was received by the City in December 2016, while the second apportionment was received in April In January 2017, the City received an annual apportionment of Educational Revenue Augmentation Fund (ERAF) in the amount of $201,350. This revenue was not originally included in the adopted budget due to uncertainty but was added in the mid-year budget adjustment. Although the City received slightly less in property tax than projected, the City still received an increased amount as compared to FY Sales and Use Tax. Sales and Use Tax is the City s third largest revenue source. Sales Tax projections were increased by $167,000 during the mid-year budget process based on economic trends at the midpoint of the year and information obtained from the City s external sales tax consultants. As of June 30, 2017, the City has received about 93.5% of our budgeted Sales Tax revenues as of the end of the fiscal year primarily due to the continuation of lower gas prices. This is consistent with the experiences of other cities in the region. However, Sales Tax revenue remains consistent with the prior fiscal year after adjusting for the loss of Measure J revenue, which elapsed in March Other Revenue. The main components of this category are Golf Fees, County Credit Reimbursements, and the cost allocation transfer from the sewer fund. The golf fees are received as part of a redevelopment agreement with Ocean Colony Partners, L.P. and are calculated as a percentage of green fees from the golf courses. Golf fees are paid on a monthly basis and the City has received the projected amount for the fiscal year. The payments made to the County Sheriff are issued quarterly, and all payments have been received as of the fourth quarter. The sewer cost allocation transfer was recorded at the end of the fiscal year. This amount includes the final settlement for Beachwood litigation that was not originally budgeted, which accounts for the significant excess received over original projections. Other Taxes. This includes Franchise Tax and Business License Tax. The City received the largest components of franchise fee revenues payments from PG&E in April Franchise fees from other utilities are remitted approximately 30 days after the end of each quarter. Business licenses taxes are due in November of each year and are valid from October 1 through September 30 of the following year. The City received the expected amount of business license revenue and exceeded projections in franchise fee revenues, primarily due to increased taxes paid by PG&E. Charges for Services. These include building permits, engineering and planning fees, and police services. Permits and planning fees tend to fluctuate based on the timing of larger projects. While the City received 4.2% below the budgeted amount in service revenue, the City received an additional $203,000 or 30.4% in revenue over the prior fiscal year in this category. The City completed the Comprehensive Master Fee study during this quarter, which will result in greater cost recovery in FY Inter-governmental. This revenue category includes vehicle code fines, governmental grants and various cost reimbursements. The State is currently paying State Mandate claims from prior years as funds become available. The City received a relatively low amount of SB90 State Mandate reimbursements for prior years claims, which account for the decline in intergovernmental revenue received this year. SUMMARY Overall, the City s continues to experience higher than expected total revenue growth which is a positive indicator of the City s economic growth and healthy fiscal condition. The City s budget maintains a structural surplus while increasing the level of services for residents and visitors. The City of Half Moon Bay continues to invest in an ambitious capital projects to strengthen the City s infrastructure. 15 Page 2 2

16 BUSINESS OF THE COUNCIL OF THE CITY OF HALF MOON BAY For meeting of: October 17, 2017 AGENDA REPORT TO: VIA: FROM: Honorable Mayor and City Council Magda Gonzalez, City Manager Hanson Hom, Interim Community Development Director Joe Butcher, Community Development Administrative Assistant TITLE: AMENDMENT NO. 3 TO AGREEMENT WITH CSG CONSULTANTS, INC. FOR BUILDING AND OTHER RELATED SERVICES RECOMMENDATION: Adopt a resolution authorizing the City Manager to execute Amendment No. 3 to the agreement with CSG Consultants, Inc. for building official, building plan check, building inspection, and code enforcement services for an amount not to exceed $700,000 over the next two years. FISCAL IMPACT: Sufficient funds are available in the FY operating budget to cover the first year of Amendment No. 3 as staff anticipated that the City would continue to contract for Building Official, building plan check, building inspection and code enforcement services. With Council approval of Amendment No. 3, the status of the contract would be reviewed after the first year, and appropriate funds would be included in the FY operating budget to cover the second year of the extended contract. A significant portion of the contract amount would be recovered through fees paid by applicants for building plan check and inspection services. STRATEGIC ELEMENT: This recommendation supports the Infrastructure and Environment Element of the Strategic Plan. BACKGROUND: CSG Consultants, Inc. is a Foster City based company that has provided contract staffing, engineering, and plan check services to the City for nearly nine years. CSG is under contract to the City until November 25, The current contract with an initial term of three years was approved by the City Council in November 2012, and two subsequent amendments for oneyear extensions were approved in November 2015 and November Page 1 of 2 Agenda Item # 1.D. 16

17 DISCUSSION: CSG fills a critical need providing building and code enforcement related services to the City and its residents. The contract includes a full time Building Inspector and a part time Code Enforcement Officer (16 hours per week), as well as a contract Building Official and plan check services. Staff is recommending a contract extension for two years, expiring November 25, No changes in the scope of services are proposed. The proposed fee schedule for the two year contract extension reflects estimated building activity, revenue from building services, and code enforcement needs in upcoming years as well as a 3 percent Consumer Price Index (CPI) adjustment. The proposed contract amount is also consistent with the two prior amendments, which were for $325,000 and $350,000 each year. ATTACHMENT: Resolution approving Amendment No. 3 to the agreement with CSG Consultants, Inc. Page 2 of 2 Agenda Item # 1.D. 17

18 Resolution No. C 2017 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF HALF MOON BAY AUTHORIZING CITY MANAGER TO AWARD AND EXECUTE AMENDMENT NO. 3 TO THE PROFESSIONAL SERVICES CONTRACT WITH CSG CONSULTANTS, INC. FOR BUILDING AND CODE ENFORCEMENT SERVICES WHEREAS, CSG Consultants, Inc. have provided services to the City of Half Moon Bay for almost 9 years; and WHEREAS, the current contract with CSG Consultants, Inc. is set to expire November 25, 2017; and WHEREAS, the City has determined that extending the contract for an additional two years will provide the City and its residents quality building and code enforcement services; and WHEREAS, the FY Operating Budget anticipated the continuation of contract services for building and code enforcement services and additional funds will be included in the FY Operating Budget as needed for the contract extension; and NOW, THEREFORE, BE IT RESOLVED THAT the City Council of the City of half Moon Bay hereby authorizes the City Manager or her designee to execute Amendment No. 3 to the contract with CSG Consultants, Inc. for building, code enforcement support for an amount of $700,000. ***************************************************************** I, the undersigned, hereby certify that the foregoing Resolution was duly passed and adopted on the 17th day of October, 2017 by the City Council of Half Moon Bay by the following vote: AYES, Councilmembers: NOES, Councilmembers: ABSENT, Councilmembers: ABSTAIN, Councilmembers: ATTEST: APPROVED: Jessica Blair, City Clerk Debbie Ruddock, Mayor 18

19 BUSINESS OF THE COUNCIL OF THE CITY OF HALF MOON BAY For meeting of: October 17, 2017 AGENDA REPORT TO: VIA: FROM: Honorable Mayor and City Council Magda Gonzalez, City Manager John Doughty, Public Works Director Denice Hutten, Acting City Engineer TITLE: FIRST AMENDMENT TO AGREEMENT WITH CSG, INC., FOR STORMWATER RELATED CONSULTING SERVICES RECOMMENDATION: Adopt a resolution authorizing the City Manager to execute the First Amendment to the Professional Services Agreement with CSG., Inc. for storm water consulting services amending the Scope of Work and increasing the annual funding amount by $11,460 (total of $69,110 annually). FISCAL IMPACT: The funds are included in the Public Works Operational Budget (Contract Services). STRATEGIC ELEMENT: This action supports the Environment, Healthy Communities and Public Safety Element of the Strategic Plan. BACKGROUND: In July 2016, the City executed a Professional Services Agreement (PSA) with CSG, Inc. in the amount of $57,650 for fiscal year for storm water and National Pollutant Discharge Elimination System (NPDES) work. The PSA scope of work includes general management of the City s Stormwater Compliance Program including, but not limited to: Preparation of the Annual Report to San Francisco Bay Regional Water Quality Control Board; Wet season monthly construction inspections; Annual Installed Stormwater Treatment Measure Operations and Maintenance Inspections; Implementation of the City s Long term Trash Reduction Plan; Attendance at San Mateo County Storm Water Pollution Prevention Program (SWPPP) sub committee meetings; Page 1 of 2 Agenda Item # 1.E. 19

20 Assistance in developing the City s Green Infrastructure Program including attendance at San Mateo County SWPPP Green Infrastructure meetings; and Reporting to and educating Staff regarding the program. Recently, the County of San Mateo Environmental Health Services Division informed the City that, as of December 31, 2017, they will be terminating their Memorandum of Agreements (MOAs) with the 17 cities in the County of San Mateo. The MOA included the provision of business storm water inspections in the City of Half Moon Bay. This means that, as of January 1, 2018, the City will have to perform the business storm water inspections required by State and federal law. Under the recently approved San Francisco Bay Regional Water Quality Control Board Municipal Regional Permit (MRP), the City is obligated to complete a Green Infrastructure Plan by September The Plan must demonstrate how the City will gradually shift from traditional gray storm drain infrastructure to a more resilient and sustainable storm drain system comprised of green infrastructure. In June 2017, City Council approved the workplan schedule for preparing the Green Infrastructure Plan. DISCUSSION: With the termination of the County MOA, the City is now required to perform annual storm water inspections. Based upon current business registrations, annual inspections conducted by the City will increase from twenty (20) to sixty (60) per year. The new inspections will not only add to the number of inspections, but also the complexity of the work. At the request of City staff, CSG provided a revised scope of work and fee estimate for Fiscal Year This revised scope of work and fee estimate includes the original scope of work as well as the provision of required business inspections and additional assistance in developing the Green Infrastructure Plan. Staff has reviewed the Scope of Work and fee proposal and finds them to be reasonable. Staff recommends that Council authorize the City Manager to execute the First Amendment to the Professional Services Agreement with CSG, Inc., for storm water related consulting services amending the Scope of Work and increasing the annual funding amount by $11,460 (total of $69,110 annually). ATTACHMENTS: 1. Resolution Authorizing City Manager to Execute First Amendment to Professional Services Agreement with CSG Inc. for Storm Water Consulting Services 2. CSG Scope of Work Proposal for Storm Water Consulting Services Page 2 of 2 Agenda Item # 1.E. 20

21 Resolution No. C 2017 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF HALF MOON BAY AUTHORIZING THE CITY MANAGER TO EXECUTE THE FIRST AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT WITH CSG, INC., FOR STORM WATER CONSULTING SERVICES WHEREAS, the City of Half Moon Bay is a co permittee to the Municipal Regional Permit (MRP) issued by the San Francisco Bay Regional Water Quality Control Board and is required to comply with the provisions of the National Pollution Discharge Elimination System (NPDES); and WHEREAS, the City has a current Professional Services Agreement with CSG Inc., to provide services required for compliance with the provisions of the MRP; and WHEREAS, the County of San Mateo is cancelling the Memorandum of Agreement with the City which requires the City by January 1, 2018, to assume all business storm water inspections; and WHEREAS, CSG has provided a revised scope of work and fee schedule for storm water consulting services for fiscal year which includes assumption of business inspections; and WHEREAS, staff has reviewed CSG s scope of work and fee schedule and recommends amending CSG s agreement scope and increasing the annual agreement funding to $69,110; and, WHEREAS, sufficient funds are allocated in Fiscal Year budget for the recommended contract amendment. NOW, THEREFORE, BE IT RESOLVED THAT the City Council of the City of Half Moon Bay hereby authorizes the City Manager to execute the First Amendment to the Professional Services Agreement with CSG., Inc. for stormwater related consulting services amending the agreement scope and increasing the annual funding amount to $69,110. ***************************************************************** I, the undersigned, hereby certify that the foregoing Resolution was duly passed and adopted on the 17 th day of October, 2017 by the City Council of Half Moon Bay by the following vote: AYES, Councilmembers: NOES, Councilmembers: ABSENT, Councilmembers: ABSTAIN, Councilmembers: 21

22 ATTEST: APPROVED: Jessica Blair, City Clerk Debbie Ruddock, Mayor 22

23 550 Pilgrim Drive Foster City, CA phone fax August 27, 2017 Denice Hutten, P.E. Acting City Engineer City of Half Moon Bay 501 Main Street Half Moon Bay, CA RE: Proposal to Provide Stormwater Services, Fiscal Year (July 1, 2017 through June 30, 2018) Dear Ms. Hutten: CSG Consultants, Inc. is pleased to present the following proposal to provide Stormwater (NPDES) services to the City of Half Moon Bay for the Fiscal Year, covering the time period July 1, 2017 through June 30, The City of Half Moon Bay is listed as a co-permittee to the Municipal Regional Permit for Stormwater (MRP), issued by the San Francisco Bay Regional Water Quality Control board on November 19, 2015 (Order No. R ). CSG s scope of work includes performing or assisting with those tasks required of the City for compliance with the MRP. The proposal has been revised from our original proposal of April 28, 2017 to include additional C.4 business inspections. Services will include the following: General Program Management and Meeting attendance (Includes San Mateo County Stormwater Pollution Prevention Program Technical Advisory Committee meetings, Subcommittee meetings, and other meetings as needed). Attendance at the Municipal Maintenance Subcommittee is excluded as we understand this is being attended by staff. Preparation of Annual Report to San Francisco Bay Regional Water Quality Control Board. Assistance in development of the City s Green Infrastructure Program, including attendance at SMCWPPP Green Infrastructure Meetings, review of potential Green Infrastructure projects, and starting to develop the City s Green Infrastructure Plan. Completion of Annual Business Stormwater Inspection Plans (MRP Section C.4), and inspection of 42 businesses for the Fiscal Year. The inspection level is based on continued City inspection of businesses not inspected under the current inspection program by San Mateo County Environmental Health, as well as taking on inspections currently handled by the County in January (The County has indicated that it intends to terminate the inspection program at the end of 2017). We have estimated a total of 42 inspections, presuming the County completes half of its inspection responsibility by December We have also allowed for reinspection of 25% of the sites inspected. We have not allowed for additional enforcement measures beyond the second inspection, as the scope of this effort cannot be readily estimated. It should be 23 FOSTER CITY PLEASANTON SAN JOSE SACRAMENTO NEWMAN ORANGE

24 noted that the annual inspection load will increase to 60 inspections per year beginning in the Fiscal Year, once the County is out of the program. Completion of wet season (October-April) Monthly Construction Site Inspections (MRP Section C.6) Completion of New Development Stormwater Measure Annual O&M Inspections (MRP Section C.3), including update of inspection plan. Ongoing of implementation of the City s Long-Term Trash Reduction Plan. Assistance to and coordination with City Staff in the implementation of stormwater program measures. The scope of work does not include review of proposed private development for compliance with Section C.3 stormwater runoff requirements. We can provide this service on a project-byproject basis if required. The undersigned, Mark Lander, P.E., will serve as Project Manager. Katherine Sheehan, P.E., will serve as Project Engineer. Assistance will be provided by other CSG staff as needed. Our fee for performing the work described above will be on a time and materials basis, based on our 2017 Standard Fees (attached), not to exceed $69,110. A breakdown of the costs by staff person and task is attached. We look forward to working with you on this assignment. Please feel free to call me at (650) if you would like to discuss this further. Sincerely, Mark Lander, P.E. Principal Engineer Attachments: 1. Estimate of Hours cc: Hatem Ahmed, CSG Consultants Katherine Sheehan, CSG Consultants 2 24

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26 BUSINESS OF THE COUNCIL OF THE CITY OF HALF MOON BAY For meeting of: October 17, 2017 AGENDA REPORT TO: VIA: FROM: Honorable Mayor and City Council Magda Gonzalez, City Manager John Doughty, Public Works Director Brian Lee, Project Manager TITLE: APPROVAL OF LIBRARY CHANGE ORDER RECOMMENDATION: By motion, authorize the City Manager to approve Change Order No. 20 relating to installation of lighting controls in the new Half Moon Bay Library. FISCAL IMPACT: The change order is for a total amount of $210,000. The project budget includes contingency funds to cover these circumstances. Contingency items are subject to the share between the City and County of San Mateo. The project is designed as a Zero Net Energy which provides for ongoing energy cost savings. STRATEGIC ELEMENT: This recommendation supports the following Elements of the Strategic Plan: Infrastructure and Environment, Healthy Communities and Public Safety, and Inclusive Governance. BACKGROUND: On December , the City Council awarded a construction contract to BHM Construction of Napa California in the amount of $18,228,527. The City Council approved a contingency of $1,174,017 or 6.4% of the award amount for the project. The City and County of San Mateo committed to construction of a Zero Net Energy building. The public bid and contract award included an electrical subcontractor, McGrath Electric (McGrath). McGrath work includes all electrical installation for the Library. McGrath provided a bid price to BHM Construction on Nov. 29, 2016 (bid opening date) for installation of the lighting control devices as shown in the construction documentation provided (BID SET issued October 3, 2016), as is standard practice for all public bid proposals. The work includes installation of energy monitoring and lighting control systems which help the project meet the City/County Zero Net Energy (ZNE) goal. Page 1 of 4 Agenda Item # 1.F. 26

27 On June 6, 2017, in conjunction with discussions on a project related item, the City Council requested that change orders exceeding $30,000 be submitted to the City Council for review and approval. On July 13, 2017, McGrath Electric, via BHM Construction circulated a Submittal Package for required Energy Monitoring and Lighting Controls for the Library to the City s Construction Manager, Griffin Structures, Inc. (Griffin). This package identified a large discrepancy in the number of lighting control devices to be installed versus the number of devices identified on construction drawings. Griffin sought clarification from the contractor and architect. On August 1, 2017, Griffin convened a meeting to discuss the Lighting Control Submittal Package. Attending the meeting were representatives from Noll & Tam Architects (Project Architect), Integral Group (electrical design subconsultant to Noll and Tam), BHM Construction (contractor), McGrath Electric (electrical subcontractor), Lutron (control manufacturer and designer), Associated Lighting Representatives (ALR) (a Lutron subsidiary for managing design of lighting control systems) and Griffin Structures, Inc. The meeting confirmed that there was a large discrepancy between the number of control devices shown in the construction documents prepared by electrical designer, Integral (on behalf of Noll and Tam Architects) and the submittal shop drawings prepared by Lutron (control manufacturer and designer). Since that time, Griffin has been attempting to ascertain how the discrepancy occurred and ultimately what the cost of rectifying and resolving this issue. After considerable investigation, Griffin has determined that Noll and Tam s electrical design sub consultant (Integral Group) did not include all the required devices in the construction drawings. The construction drawings were prepared and provided by the Noll and Tam team for public bid. The bid set mentioned the type of devices required and a performance specification was included in the Specifications Section of the project (Specification Section pages 1 36 Lighting Control Devices), but the drawings only showed eighty two (82) devices. Integral Group contends that the subcontractor (McGrath) should have reviewed the Performance Specifications more closely and should have recognized that there were far more devices mentioned in the Performance Specifications, than were shown in the electrical drawings. Ultimately, Integral Group holds that McGrath should have contacted Lutron before the bid, to find out how many devices were indeed included in the expected design. On October 9, 2017, McGrath Electric via BHM Construction submitted a cost estimate for installation of the devices as shown in the revised design created by ALR and Integral Group Page 2 of 4 Agenda Item # 1.F. 27

28 DISCUSSION: During the bidding phase, the electrical contractor, Integral Group asked the Lutron Company to assist them prepare a design for the Energy Monitoring and Lighting Control system required for the new Library, but the detailed information and design required was not included in the construction documentation released for bid on October 3, 2016 or any subsequent addenda. Therefore, it was not possible for McGrath Electric to have included the costs for installation of the additional units at the time of the bid submittal. Their bid was required to be based upon the Bid Set. Griffin has confirmed that the Energy Monitoring and Lighting Control System information contained in the Bid Set released on October 3, 2016 is consistent with the Conformed set of drawings released on December 12, 2016 to BHM Construction. These Conformed drawings are the documents utilized by both the City and contractor at the construction site. This means that the discrepancy between the plans prepared by Noll and Tam (Integral Group) were never conformed to the Lutron Company design. To properly monitor and control the energy and lighting in the facility, an additional 126 devices are required for the proper functioning of the Library energy systems. The additional devices are necessary to meet the Net Zero Energy requirement and to ensure LEED Silver Certification of the Building. The total number of devices required to comply with the original design by Lutron Group is 208 devices. Staff is requesting City Council to authorize the City Manager to approve Change Order No. 20 which will cover the cost of installation of the 126 additional devices. The cost of the devices themselves is already covered in the bid proposal. Approval is critical to meet project goals and to maintain project schedule. As part of the process, Griffin asked that the Integral Group work with ALR and the Lutron Group to re evaluate the design to determine if they can reduce the number of devices without compromising the Zero Net Energy and LEED certification goals of the project. The re design was submitted to McGrath Electric to provide a price for installation of these devices. McGrath is requesting $210,000 for the installation. Griffin has reviewed the proposal and consulted with other contractors to confirm fairness of pricing. Griffin has determined that the proposal and change order are reasonable. Conclusion The project requires the installation of 208 devices to meet Zero Net Energy and Leed Silver Certification goals. The fact that this issue has come to the surface, has provided an additional opportunity to look in detail at the proposed design as well as an in depth cost analysis of the basic requirements and number of essential devices required for the proper functioning of the electrical systems that will provide full compliance with the Net Zero Energy and LEED Silver Certification for the Library. Page 3 of 4 Agenda Item # 1.F. 28

29 Griffin, and the City concurs, that the discrepancy is a result of design issues and not the fault of the contractor or subcontractor. This design issue will be taken up separately with Noll and Tam Architects. Approval of Change Order No. 20 is critical to meet project goals and to maintain project schedule. ATTACHMENT: Table 1 List of Devices Page 4 of 4 Agenda Item # 1.F. 29

30 ATTACHMENT 1 Table 1 List of Energy Monitoring and Lighting Control System Devices (To Be Installed in the HMB Library) Devices Original Bid Add l Required Total Lighting Control Panel Photocells Occupancy Sensors Switches Lutron QP3 Hub Lutron EII 3PH Lutron QSN Lutron QSM Lutron QSPS Lutron QSE Lutron GRX Lutron BC Lutron PHPM Totals Page 1 of 1 Agenda Item # 30

31 BUSINESS OF THE COUNCIL OF THE CITY OF HALF MOON BAY For meeting of: October 17, 2017 AGENDA REPORT TO: VIA: FROM: Honorable Mayor and City Council Magda Gonzalez, City Manager John Doughty, Public Works Director Pakiza Chatha, Assistant Engineer TITLE: PROFESSIONAL SERVICES AGREEMENT WITH SCHAAF AND WHEELER FOR OCEAN COLONY PUMP STATION AND FORCE MAIN FINAL DESIGN RECOMMENDATION: Adopt a resolution authorizing the City Manager to execute a Professional Services Agreement (Agreement) with Schaaf and Wheeler ( for final design of the Ocean Colony Pump Station and Force Main, for delivery of a complete bid package including plans, specifications, engineering cost estimate, and contractual documents, in the amount of $265,960. FISCAL IMPACT: Funding for the Ocean Colony Pump Station (OCPS) project final design was approved as part of the City s Fiscal Year Capital Budget. The Capital Improvement Program (CIP) budget identifies $610,000 for professional services and design of the OCPS project. $1,500,000 is currently budgeted for project construction. STRATEGIC ELEMENT: This action supports the Infrastructure and Environment, Healthy Communities and Public Safety Elements of the Strategic Plan. BACKGROUND: The City of Half Moon Bay is planning to rehabilitate the existing Ocean Colony Pump Station (OCPS) and replace the existing Ocean Colony Force Main. An assessment of the Ocean Colony pump station by Schaaf and Wheeler, summarized in an October 2015 Engineering Report, discusses three reliability deficiencies at the OCPS facility: insufficient pump capacity, lack of redundant level controllers, and lack of a bypass pumping connection. Page 1 of 3 Agenda Item # 1.G. 31

32 On January 17, 2017 the City Council authorized the City Manager to execute a contract amendment with Schaaf and Wheeler to prepare preliminary design documents for rehabilitation of the Ocean Colony pump station and replacement the existing sewer force main. The scope was to provide site specific information needed to finalize a Basis of Design for the OCPS and Force Main. This facility is a priority for rehabilitation due to reliability, maintenance and capacity issues. The preliminary design work included biological investigations for environmental permitting, topographic survey, title investigations to identify existing easement locations, preliminary site geotechnical investigation, utility investigation efforts, identification of a best alternative pump station layout and sewer force main alignment. A thorough map and title search revealed that portions of the existing pump station facility lies outside of any easements. Many sections of the existing Pelican Point four inch sewer force main which serves Cañada Verde Mobile Home Park and the Pelican Point RV Park traversing Ocean Colony common areas and the golf course also lie outside any recorded easement. The existing six inch Ocean Colony force main does lie within existing easements, but it currently traverses an environmentally sensitive area. The preliminary pump station and force main layouts have been presented to Ocean Colony Partners. Discussions and negotiations are underway for conveyance of additional easement for the proposed Ocean Colony force main as well as the Pelican Point force main. DISCUSSION: Schaaf and Wheeler previously completed preliminary design, base mapping, and utility investigation efforts for the proposed pump station modifications and installation of a new force main. Through their previous reliability assessment conducted in 2015 and preliminary design work completed in , Schaaf and Wheeler are familiar with OCPS issues and needs, and can provide the services in a cost effective manner. The proposed improvements to the pump station and new force main are as follows: 1. Full pump station rehabilitation a. Expansion of site to accommodate new equipment b. Rehabilitation of existing wet well c. New valve vault, new electrical equipment Page 2 of 3 Agenda Item # 1.G. 32

33 2. New force main a. New Ocean Colony force main from pump station to discharge manhole in Redondo Beach Road (approximately 2,560 Linear Feet) b. Air release valve at high point c. Abandon approximately 250 feet of the Pelican Point force main and reconstruct force main within a new easement in/adjacent to the golf course maintenance yard d. Interconnection to Pelican Point Force Main Schaaf and Wheeler will provide the city with the following scope of services for final design: 1. Project Management & Coordination 2. Utility Potholing 3. Plat & Legal Descriptions for New Easements 4. Biological Evaluation Update, Bird Surveys, and Pre Construction Surveys 5. Coastal Development Permit Assistance 6. Construction Documents 7. Bid and Construction Support Staff will continue discussions with Ocean Colony Partners (OCP) and the Ocean Colony Homeowners Association (HOA) regarding the design, proposed alignment and schedule of construction for the replacement project. This project will include the design of the proposed Ocean Colony force main and the relocation of a portion of the existing Pelican Point force main (approximately 250 linear feet) within/adjacent to the golf course maintenance yard which is not located within any recorded easement. The realignment will place it within a new recorded sewer easement. City staff have evaluated the proposal, suggested scope revisions and are recommending execution of the Agreement. To maintain the current construction schedule which includes commencement of construction next spring, the City would need to authorize Schaaf and Wheeler to begin the final design immediately. ATTACHMENT: Resolution authorizing the City Manager to execute a Professional Services Agreement with Schaaf and Wheeler Page 3 of 3 Agenda Item # 1.G. 33

34 Resolution No. C 2017 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF HALF MOON BAY AUTHORIZING THE CITY MANAGER TO EXECUTE A PROFESSIONAL SERVICES AGREEMENT WITH SCHAAF & WHEELER FOR THE FINAL DESIGN OF THE OCEAN COLONY PUMP STATION AND SEWER FORCE MAIN WHEREAS, on January 17, 2017 the City Council authorized the City Manager to execute the First Amendment to the Professional Services Agreement with Schaaf and Wheeler for pump station rehabilitation design services extending the contract term to June 30, 2017 and increasing the ceiling amount for the Ocean Colony Pump Station and Force main preliminary design by $120,335; and, WHEREAS, Schaaf and Wheeler have established a preliminary Basis of Design for the pump station rehabilitation and installation of a new sewer force main; and, WHEREAS, City staff has reviewed the scope of services for the final design work and the time extension; and, WHEREAS, staff recommends entering into a new contract with Schaaf and Wheeler for design of the project; and, WHEREAS, sufficient funds are allocated in Fiscal Year budget for the recommended contract amendment. NOW, THEREFORE, BE IT RESOLVED THAT the City Council of the City of Half Moon Bay hereby authorizes the City Manager to execute a Professional Services Agreement with Schaaf and Wheeler for the final design of the pump station rehabilitation and new force main in the amount of $265,960. ***************************************************************** I, the undersigned, hereby certify that the foregoing Resolution was duly passed and adopted on the 17 th day of October, 2017 by the City Council of Half Moon Bay by the following vote: AYES, Councilmembers: NOES, Councilmembers: ABSENT, Councilmembers: ABSTAIN, Councilmembers: ATTEST: APPROVED: Jessica Blair, City Clerk Debbie Ruddock, Mayor 34

35 BUSINESS OF THE COUNCIL OF THE CITY OF HALF MOON BAY For meeting of: October 17, 2017 AGENDA REPORT TO: VIA: FROM: Honorable Mayor and City Council Magda Gonzalez, City Manager John Doughty, Public Works Director TITLE: PRESENTATION REGARDING CITY ROLE AND OBLIGATIONS UNDER THE MUNICIPAL REGIONAL STORMWATER NATIONAL POLLUTANT DISCHARGE ELIMINATION SYSTEM (NPDES) PERMIT (MRP) RECOMMENDATION: Receive an update on NPDES requirements under the San Francisco Bay Municipal Regional Stormwater NPDES Permit (MRP) and the City s work and compliance program. FISCAL IMPACT: There is no fiscal impact associated with this item. NPDES related work is included in the operating budget of Public Works. While some elements of the program are supported by user fees, many elements of the program are unfunded mandates and require local general and storm water funds to complete and administer. STRATEGIC ELEMENT: This recommendation supports the Healthy Communities and Public Safety Elements of the Strategic Plan. BACKGROUND: The City currently contracts with CSG Consultants, Inc. to support the City s NPDES compliance. Enforcement of Federal NPDES requirements has been delegated to the State of California s San Francisco Bay Regional Water Quality Control Board (Board). The Board has adopted the Municipal Regional Permit for Stormwater (MRP), of which the City of Half Moon Bay is a copermittee and therefore must comply with its requirements. MRP requirements affect many elements of municipal operations and activities within the City, in an effort to reduce pollution to the City s stormwater conveyance system, including: Municipal Maintenance (Provision C.2 of the MRP) New Development and Redevelopment (Provision C.3 of the MRP) Industrial and Commercial Businesses (Provision C.4 of the MRP) Illicit Discharges (Provision C.5 of the MRP) Page 1 of 2 Item # 3.A. 35